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Home My WebLink About1994-11-07-0900AM-Special0 . + -jib. _ BRAZOS COUNTY BRYAN. TEXAS n . FILED 94 NOV -3 AM 11: 52 . • ~1. CLERX C 0=1 I I y f I: I ~1! I Wiv= E AGENDA BRAZOS COUNTY COMMISSIONERS' COURT MEETING THE COMMISSIONERS' COURT WILL MEET IN SPECIAL SESSION ON MONDAY, NOVEMBER 7, 1994 AT 9:00 A.M. IN THE COMMISSIONERS' COURTROOM OF THE BRAZOS COUNTY COURTHOUSE, 300 EAST 26TH STREET, SUITE 115, BRYAN, TEXAS. 1. Invocation. 2. Pledge of Allegiance. 3. Consider and take action on Proclamation proclaiming November 11, 1994 as Veterans Day throughout Brazos County. 4. Request from Mr. Steve Allbritton to address Commissioners Court. 5. Consider and take action on budget amendments. 6. Consider and take action on Contract for Municipal Advertising with the Bryan/College Station Eagle. 7. Consider and take action on renewal of Prisoner Custody Agreement for Sheriffs Department. 8. Consider and take action on repayment of delinquent taxes paid in error for . Trailite, Inc. 9. Consider and take action on approval of a Capital Asset Acquisition Policy for Brazos County. 10. Consider and take action on policies and procedures for Computer Maintenance Contracts, Computer Use, and Computer Security. 11. Consider and take action on request from Aquila Southwest Pipeline Corporation to instal two (2) gas pipelines in county right-of-way of Old Highway 6 in Precinct 1. 12. Consider and take action on two (2) Correction Easement Grants for the expansion of Dilly Shaw Tap Road in Precinct 2. 13. Consider and take action on Site Work Agreement between Leonard E. Morehead, Sr. and Brazos County. 14. Consider and take action on acceptance of Warranty Deed for right-of-way on Nunn Jones Road in Precinct 3. 15., Consider and take action on Warranty Deed for property for Citizens Collection Station in Precinct 4. 16. Consider and take action on personnel change of status. 17. Consider and take action on payment of claims. 18. Adjourn. The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements cull (409) 361-4102. d0 AGF,.160- e a c 1 .l COMMISSIONERS' COURT SPECIAL MEETING NOVEMBER 7, 1994 l~ u • A special meeting of the Commissioners' Court of Brazos County, Texas was held in the Commissioners' Courtroom in the Courthouse in Bryan, Brazos County, Texas, beginning at 9:00 a.m. on Monday, November 7, 1994, with the following members of the Court present: R. J. Holmgreen, County Judge, Presiding; Gary Norton, Commissioner of Precinct 1; Walter Wilcox, Commissioner of Precinct 2; Randy Sims, Commissioner of Precinct 3; Milton Turner, Commissioner of Precinct 4, Absent; Mary Ann Ward, County Clerk. The following citizens and officials were in attendance: Ruth McLeod Carol Palmer Bea Green John Reynolds Cheryl Turney Sandie Walker Richard Vance Linda Muegge Bobby Riggs Rita Watkins John Branch M. J. Deen Morris Hamilton Steve Allbritton Al Jones Phyllis Fahlquist Helen R. Cluck Paul Emola Ramona Hibbett Steve Vaughn Mary M. Hatcher Executive Assistant Admin. Asst. to County Judge Secretary to Commissioners Auditor Auditor's Office Treasurer County Engineer Road & Bridge Sheriff Sheriff's Office Data Processing Data Processing Westminster Subdivision Crime Stoppers Brazos County Resident LWV Brazos County Resident Crime Stoppers Crime Stoppers Crime Stoppers Crime Stoppers Commissioner Sims gave the invocation and led the pledge of allegiance. The County Judge read aloud a Proclamation commemorating the 75th anniversary of President Woodrow Wilson's proclai- mation which established an official day of remembrance for the Armistice of World War I. On motion by the County Judge, seconded by Commissioner Sims the Court moved to proclaim November 11,'1994 as the 75th anniversary of Armistice Day, now known as Veteran's Day, and announced support for the observation of the event on the eleventh hour of the eleventh day of the eleventh month by a moment of silence in all eirlj .PQr3E - ~ t . w Commissioners Court meeting November 7, 1994 F. schools, workplaces and homes followed by the ringing of bells in churches and public buildings as a patriotic and heart-felt remembrance of all those who served and died for their country. The County Judge then presented the signed Proclamation to Helen Cluck, representing the local veterans. The Court next heard from Steve Allbritton, representative of Crime Stoppers, who briefed the Court on the achievements of the organization. He asked the Court to consider fully funding the proposed $40,000 salary of the Coordinator to allow Crime Stoppers to use their money to pay for tips. The County Judge asked how the members of the Board of Directors were selected and for a list of current members. Commissioner Sims asked that a county representative be on the Board. Commissioner Norton asked for the minimum requirements for the position. It was the consensus of the Court to take the matter under consideration. The Court next considered Budget Amendment $94/95-05, which would reallocate funds budgeted for the Commissioners Court and increase the budgets of various departments to compensate for the increase in group insurance premiums for the employees. On motion by Commissioner Norton, seconded by Commissioner Sims, the Court voted unanimously to approve the budget amendment as submitted, a copy of which is attached hereto. The next matter before the Court was approval of a Contract for Municipal advertising between Brazos County and the Bryan/College Station Eagle. The Eagle will guarantee a set price per inch for the contract period without regard to the number of inches run each month, nor will there be a minimum number of inches required. The cost to'Brazos County will be $10.70/daily and $11.00/Sunday. The term of the contract will be from November 1, 1994 to October 31, 1995. On motion by the County Judge, seconded by Commissioner Norton, the Court voted unanimously to enter into contract with the Bryan/College Station Eagle. A copy of the contract VOLZ-4--pQ'»E'Ai~_ S Commissioners Court meeting November 7, 1994 • • • is attached hereto. The Court next considered the renewal of the Prisoner Custody Agreement between the Texas Department of Criminal Justice-Parole Division and Brazos County for the placement of select inmates in private facilities. on motion by Commissioner Norton, seconded by Commissioner Wilcox, the court voted unanimously to renew the Prisoner Custody Agreement with the Texas Department of Criminal Justice-Parole Division for fiscal year 1995. A copy of the Agreement is attached hereto. The next matter before the Court was consideration of a request from Kent M. Rider, an attorney in the firm of Calame, Linebarger, Graham & Pena who is the delinquent tax Attorney for Brazos County. The County received payment from the bankrupt company Trailite, Inc. in the amount of $44,200.12. This payment was unauthorized under the confirmed plan and not approved by the Bankruptcy Court. Mr. Rider suggested the county repay the delinquent taxes paid by Trailite, Inc. to the Trustee, that the tax certificates be canceled* and the taxes be restored to the delinquent tax roll. Commissioner Sims worried that the county would not receive payment for delinquent taxes. The County Judge assured him that proper disbursal would occur. on motion by Commissioner Norton, seconded by Commissioner Sims, the Court voted unanimously to repay the delinquent taxes paid by Trailite, Inc. to the Trustee, cancel the tax certificates and restore the taxes to the delinquent tax roll. on motion by Commissioner Norton, seconded by Commis- sioner Wilcox, the Court voted unanimously to adopt the proposed Capital Asset Acquisition Policy as submitted by the county Auditor. The Court will establish procedures to use the policy and rewrite it as necessary. A copy of the policy is attached hereto. The Court next considered the proposed Computer Use and Security policies and the Computer Equipment Repairs and IVOL4--P - • • • V~ ' • ~s~. • '-fir. ..r. ~ ~.i ~ ~ i~ , Commissioners Court meeting November 7, 1994 Related Maintenance Contracts policy. Commissioner Sims moved to approve the policies. The motion died for lack of a second. The Court asked the County Auditor to distribute copies of the policies to all department heads for consideration and comment. The policies will be reconsidered at the Commissioners Court meeting of November 28, 1994. The Court next considered the request from Aquila Southwest Pipeline to place two (2) road bores in the right- of-way of Old Highway 6 approximately 7,968 feet from its intersection with Robert Road. The site is located in Precinct 1. Included with the request is company check #019332 in the amount of $1,000.00. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Norton, seconded by the County Judge, the Court voted unanimously to approve the request of Aquila Southwest Pipeline and authorized the installation. A copy of the request is attached hereto. The next matter for consideration by the Court was acceptance of two (2) Correction Easement Grants conveying to Brazos County as easement for the purpose of expanding and improving Dilly Shaw Tap Road in Precinct 2. On motion by Commissioner Norton, seconded by. Commissioner Turner, the Court voted unanimously to authorize the County Judge to accept the easement grant from Michael G. Kristynik, et ux Patricia L. Kristynik and Albin Holubec on the expansion of Dilly Shaw Tap Road located in Precinct 2. The next matter for consideration was acceptance of a site work agreement between Brazos County and Leonard E. Morehead, Sr. for the purchase of dirt for use on Grassbur Road in Precinct 3. Leonard E. Morehead is to invoice the Brazos County Road & Bridge Department for the excavated dirt at $.50 per cubic yard for 5,917 cubic yards. Total cost will be $2,958.50. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to approve the site work agreement between Brazos County and Leonard E. VOL pkC91E..36 sL t r Commissioners Court meeting November 7, 1994 • • Morehead, Sr. for the purchase of dirt for use on Grassbur Road in Precinct 3 and the payment thereof. The Court next considered acceptance of a Warranty Deed for right-of-way on Nunn Jones Road in Precinct 3. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to authorize the County Judge to accept on behalf of Brazos County a Warranty Deed from Fronie Graham. The Court next considered acceptance of a Warranty Deed from the Bedrich Smetana Lodge No. 39, S.P.J.S.T. for the purchase of land located in Precinct 4. The land will be used for the Citizen's Collection Station and a park for children. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to authorize the County Judge to accept on behalf of Brazos County the Warranty Deed from the Bedrich Smetana Lodge No. 39, S.P.J.S.T.. The Court proceeded to consider the change of status of the following employees. NAME DEPARTMENT REASON Bailey, Jonathan 272nd Dist Court Resignation Wilhelm, Wayne Road & Bridge Transfer Montelongo, F. Sheriff Office Resignation Montalbano, Patsy Tax Office Complete Train Hiatt, Mark Task Force Resignation Fogle, Glenda District Clerk Sal Increase Foster, Theresa A. District Clerk Sal Increase Propes, Tammy M. District Clerk Sal Increase on motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to approve the changes with the exceptions of the salary increase for Glenda Fogle because it exceeds the budgeted amount and the salary increase for Tammy Propes because she had not yet been employed for six months. The Court next considered the following Claims as is submitted by the County Treasurer for payment: 10--GeneralFund-------------- Claims-25759--thru-26037-- 20--Road & Bridge-------------Claims-26232--thru-26412-- 22--Road & Bridge II---------- Claims-26038--thru-26050-- 30--Capital Projects & Improvements: Proposition-I------- Claims-26051--thru-26053-- 40--LawLibrary--------------- Claims-26054--thru-------- ~s voL~PAGE Commissioners Court meeting November 7, 1994 54--Health Department Claims-26070--thru-26084-- 61--Health & Life Ins--------- Claims-26085--thru-------- 90--Brazos County Grants Claims-26086--thru-26213-- 91--Mpo----------------------- Claims-26214--thru-26215-- 97--Marc. Traf. Task Force Claims-26216--thru-26231-- On motion by the County Judge, seconded by Commissioner Norton, the Court voted unanimously to approve the Claims as submitted. There being no further business to come before the Court, the meeting was adjourned. N t i 0 t VOL PAGE • ~ i6i16R16 i ' Z, l9gy The foregoing minutes of the Commissioners Court Meeting held November 7, 1994 have been examined and approved in open Court this the t4l day of I( 19in Bryan, Brazos County, Texas. • • R.J. o g e County Judge walterr'Wilcox commissioner, Precinct 2 c ~1 Milton -Turner Commissioner, Precinct 4 42~~- Gary N on Commi oner, Precinct 1 Randy S' s Commi ioner, Precinct 3 Af Z"' Ala4z Mary 4nn Ward County Clerk • VOL `1 PAGE.,UZ. • • 1. I• - r ~ r• R BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 1994-1995 BUDGET YEAR NO. 94/95-05 On this the 7th day of November 1994 at a special meeting of the Commissioners' Court,-the following members were present: R. J. Holmgreen, County Judge, Presiding Gary Norton, Commissioner, Precinct 1; Walter Wilcox, Commissioner, Precinct 2; Randy Sims, Commissioner, Precinct 3; s Milton Turner, Commissioner, Precinct 4; Mary Ann Ward, County Clerk. The following proceedings were held: THAT WHEREAS, on November 7, 1994, the Court heard and approved a budget amendment for the 1994-1995 budget year for Brazos County, Texas. WHEREAS, an expenditure is necessary due to the necessity to meet unusual and unforeseen conditions which could not be reasonably included in the original budget adopted September 8, 1994 the following amendment(s) to the original are hereby authorized, as described on the attached 2 page(s). ADOPTED AND APPROVED this the 7th day of November 1994 THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS. By: R. J. Holmgreen, County Judge Original: County Clerk's Office and attached to the original budget - Copies: County Auditor County Treasurer Commissioners' Court Minutes Budget Amendment File ` VO AGE N I , i . . 1 0 0 0 Budget Amend. No. 94/95-05 FUND DEPT ACCOUNT # ACCOUNT NAME INCREASE (DECREASE) REAS N ' General Comm 10-08-5677 Prop Tax (Non Exempt) t Onl ) d 130 Taxes (130) exceed Court j 10-08-5599 y ge Contingency (Bu budget amt * *INC. TO DEPT BUDGET EO Com Crt 10-08-5122 Group Insurance 1,500 300 ` I Risk Mang 10-09-5122 Group Insurance 900 I Co Judge 10-10-5122 Group Insurance 000 3 Co Clerk 10-11-5122 Group Insurance , 900 Em Mang 10-13-5122 Group Insurance 900 Non Dept 10-14-5122 Group Insurance 500 1 CCL #I 10-15-5122 Group Insurance , 500 1 85th DC 10-16-5122 Group Insurance , I 272nd DC 10-17-5122 Group Insurance 1,200 Jury Serv 10-18-5122 Group Insurance 600 ' Dist Clk 10-19-5122 Group Insurance 3,600 361st DC 10-20-5122 Group Insurance 1,500 Co Atty 10-21-5122 Group Insurance { Dist Atty 10-22-5122 Group Insurance 6,300 Auditor 10-24-5122 Group Insurance 3,000 Treasurer 10-25-5122 Group Insurance 1 800 Tax C/A 1--26-5122 Group Insurance 7,800 I DP 10-27-5122 Group Insurance 2,400 j Brazos Cn 10-28-5122 Group Insurance 3,300 CCL #II 10-30-5122 Group Insurance 1,500 SO 10-31-5122 Group Insurance 9,600 Juv Serv 10-32-5122 Group Insurance 9,300 , Land Fill 10-34-5122 Group Insurance 600 1 JP 4-2 10-36-5122 Group Insurance 1,500 , JP 7-1 10-37-5122 Group Insurance 900 JP 7-2 10-38-5122 Group Insurance 900 JP 1 10-39-5122 Group Insurance 600 Ex Serv 10-48-5122 Group Insurance 1,800 Commissioners Court meeting November 7, 1994 r Budget Amend. No. 94/95-05 FUND DEPT ACCOUNT # ACCOUNT NAME INCREASE (DECREASE) REMON Const 4 10-55-5122 Group - Insurance 1,200 Const 7 10-56-5122 Group Insurance 2,100 Const 1 10-57-5122 Group Insurance 300 SO Jail 10-61-5122 Group Insurance 32,400 Bld blaint 10-70-5122 Group Insurance 2,700 Personnel 10-78-5122 Group Insurance (2,400) JP 2 10-81-5122 Group Insurance 600 ; JP 5 10-82-5122 Group Insurance 900 JP 3 10-83-5122 Group Insurance 600 Const 2 10-84-5122 Group Insurance 300 Const 3 10-85-5122 Group Insurance 300 i Const 5 10-86-5122 Group Insurance 600 ; - Com Crt 10-08-5599 Contingency (114,900) _ R&B 20-40-5122 Group Insurance 17,400 l~ R&B 20-40-5599 Contingency (17,400) ` . **INC. TO GF BUDGET $0 0 6 141 . Commissioners Court meeting November 7, 1994 • r~ THE BRYAN - COLLEGE STATION EAGLE CONTRACT FOR MUNICIPAL ADVERTISING Bryan, Texas (Date) October 25, 1994 To earn a reduced rate on municipal display advertising published In The Eagle, the undersigned Advertiser hereby agrees to purchase space In The Eagle and to abide by all terms and conditions of this Contract. Starting Date November 1 1994 Length of Contract 2 months Expiration Date c o er 31, IYYb Rate New rates: 10.70 Dai y ay Q.Aqw In the proposed system, the Rhty, will be guaranteed a sot price per Inch for the contract period without regard to the number of inches run each month, nor will there be a minimum number of Inches required. This contract price Is based on nine column format. Ads running In retail on six column format would be converted to nine column equivalents and the rate applied (as noted above). A carrying charge of 1 1/2 per month will be charged on all accounts not paid In full by the 15th day of the month following advertising insertion. The Advertiser also corvenants to pay all costs Incurred by The Eagle enforcing this Contract, Including collection and attorney's fees (up to 50% of the amount in default) should the Advertiser default In payment. For value received, Advertiser assigns to The Eagle all right, title and interest to all layouts of advertisements placed with The Eagle which represent the creative effort of the newspaper and/or utilization of its own illustrations, labor, composition or material. Advertiser understands that because of said assignment, he cannot authorize photographic or other reproduction of any such advertising layout appearing In The Eagle In any other publication without the express written consent of The Eagle. It Is further understood that this assignment does not preclude Advertiser from supplying to other publications similar or Identical material or Information for production of advertisements by such publications or from suggesting the content or form of such advertisements. If disaster, work stoppage, newsprint rationing, or other emergency shall cause publishing difficulties, the Publisher shall have the right to revise this Contract so as to prorate the available space on an equitable basis. (Please print or type this section) ADVERTISER Brazos County Auditorts ACCT 216670 (firm or corporate name of advertiser) ADDRESS 300 E. 26th St. Ste. 314, Bryan, TX 77805 SIGNED BY TITLE Cour ty Judge For The Eagle (sold by) (approved by) (date of approval) • Vol- ~ PAGE. 671' i K TEXAS DEPARTMENT OF CRIMINAL JUSTICE PARDONS AND PAROLES DIVISION i ~i P.O. Box 13401, Capitol Station . 8610 Shoal Creek Blvd.. Austin, Texas 78711 . (512) 406-5200 10-27-94 SHERIFF BRAZOS COUNTY 300 E. 26TH ST., STE. 105 BRYAN, TX 77803 RE: Prisoner Custody Agreement (PCA) Renewal Notice DEAR SHERIFF MILLER: Please be advised that your Prisoner Custody Agreement renewal notice for FY-95 has not been received. Paragraph nine (9) of the Prisoner Custody Agreement requires the County to give TDCJ-Parole Division (60-day) written notice of intent to renew the Agreement each successive year from the initial term of the Agreement. In an effort to expedite matters, please indicate below your interest to extend or cancel your current Prisoner Custody Agreement. Return this notice to the attention of: Michael D. de Luna, Administrator TDCJ - Parole Division, Community Service Section, P. O. Box 13401, Capital Station Austin, Tx. 78711 The Commissioners Court of County s e to extend its initial PCA through FY-95. The Commissioners Court of County does not wish to extend its initial FCA through Y-95. / 7 !'5~ igna , oun y e Date If you should have any questions, please do not hesitate to contact me at (512) 406-5750. ywzelo wzaez Michael D. de Luna Administrator c: M. McLane, Interim Section Director, Central , S. Jenkins, Program Administrator III, Central County File R III . „ - T^ - VO PAGE X52. . t lYYyd .il. ,_y ,Nl~c ~si~'~ ,L~ EL'-?,~td ~t M • • s r' I • i POLICY AND PROCEDURES FOR CAPITAL ASSET ACQUISITION AND USE OF CAPITAL PROJECT FUNDS BRAZOS COUNTY, TEXAS THE PURPOSE OF THIS POLICY AND RELATED PROCEDURES IS TO ESTABLISH AND STANDARDIZE AUTHORITY FOR USE OF COUNTY RESOURCES TO PAY FOR EXPENDITURES WHICH HAVE BEEN PROPERLY BUDGETED AND ACCOUNTED FOR WITHIN A CAPITAL PROJECT FUND OF BRAZOS COUNTY, TEXAS THE FOLLOWING POLICY AND PROCEDURES WERE ADOPTED BY THE COUNTY COMMISSIONERS COURT ON THIS THE -M DAY OF NOVEMBER, 1994 AND TAKES THE PLACE OF ANY PREVIOUS COUNTY POLICY WITH REGARDS TO THE EXPENDITURE OF CAPITAL PROJECT FUNDS. k J. of green, unty Judge Purpose It is normal for any county government to be called upon at different times to replace capital assets (i.e. vehicles, buildings, office furniture, equipment, etc.) Also, it is not uncommon for county governments to be called upon from time to time to buy land, build facilities, remodel facilities, and replace or improve existing infrastructure within the rural areas of the county. Many times the demand for capital improvements comes between budget periods. If contingency plans have not been made, the Commissioners Court is required to seek funding for the expenditure. Budgetary restraints and fund balance restrictions govern the allocation of available funds for fixed asset acquisitions and must be considered. A management tool for such occurrences would be a capital asset acquisition policy. 11 • VOL _ z CAPITAL ACQUISITION POLICY I Z 1 I Capital Asset Acquisition A policy for the acquisition and replacement of capital assets is one of the tools most commonly used for long range planning in many industrial and governmental programs. The one year budget is a short term plan for the funding of the operational cycle of the county. Capital acquisition is long term in that it plans for the use and acquisition of fixed assets in the future, usually for a period past the one year operational cycle. In governmental programs the funding for the plans and programs developed is usually accomplished with the use of debt instruments or unrestricted fund balances. In the 1960's government units observed that Jo maintain a competitive advantage, long range strategies for funding the expenditures for capital acquisition and replacement of fixed assets needed to be developed. Once the policy for providing financing to meet the capital needs of the entity was established, it needed to evaluate three critical issues: (1) Is the acquisition and/or replacement essential, and is it in the best interest of the taxpayer? (2) What impact will the decision have on the current tax rate? ...future tax rates? (3) How will financing of capital assets be accomplished (i.e. debt or equity)? Several funding programs have been developed over the years. The Capital Project Fund is probably the most widely used. Capital Project Funds are established for a variety of reasons: (1) construction of new facilities, (2) acquisition of major equipment, (3) new computer systems, (4) replacement of existing fixed assets, etc. Historically, a separate capital project fund was established for each type of acquisition in order to allow for "separate accountability" and budgetary evaluation, i.e. source and application of funds. V0 PAGE SZ/.-?z . F n w - - 6-1, A, L 1V } CAPITAL ACQUISITION ' POLICY r A capital projects fund is, in substance, a form of a Special Revenue Fund, but the resources accumulated in the Capital Projects Fund are used to acquire capital facilities rather than finance current operations. The accountability focus of a capital project fund is upon compliance, and the period evaluated may be more than the current accounting cycle (one year). When bonds are used to provide the funding for the project(s) a separate fund is usually proposed to enhance the credibility with the bond holders and the bond agents. When grant funds are employed as the resource for the project separate accountability is normally required. Currently, a newer concept is the Acquisition and Replacement Fund. The fund is established for the purpose of providing resources for current and future capital needs. Capital needs are identified with each budgetary period. As needs change or projects are re-prioritized, the budget is amended to reflect the current position of the Commissioners Court. All available funds in the replacement fund are budgeted as either being consumed in the current period (twelve months or less) or in future periods (beyond the current twelve months). • Resources used to fund an acquisition and replacement fund can come from various resources: (1) Taxes can be levied on an annual basis and designated for capital project purposes. (2) General obligation or tax revenue bonds can be sold for the specific purpose of funding a project. Funds may be secured to fund current as well as long term programs. (3) Certificates of obligation can be issued to provide the resources for a specific project. (4) Grant funds may be secured to fund a project. (5) Residual equity can be transferred from a fund into the acquisition and replacement fund to provide resources. VO AGES ti • ~ a . ~ • J CAPITAL ACQUISITION POLICY i• Historical Background Currently, Brazos county has two capital project funds. One is set up to fund expenditures and projects related to General Fund activity, and one is set up to establish funding for Road and Bridge infrastructure additions and replacements. The Capital Projects Fund in support of the General Fund has received resources from bond issues related to courthouse and facility expansion and improvement projects. In addition, the General Fund has transferred residual equity into the Capital Projects program to provide assistance in the funding of future projects designated and approved by the Commissioners Court. In the early 1980's the voters of Brazos County established a unitized system for management of the Road and Bridge program within the County. This created a centralized fleet ownership of all Road and Bridge equipment. To facilitate funding for extraordinary capital needs with the Road and Bridge Fund, a Capital Project Fund was established. It was funded through the issuance of certificates of obligation. Additional funds were acquired through the Commissioners Court approval of road crossing fees to be accumulated for capital needs and not for operations. In both funds, resources are budgeted for expenditure on specified projects. The projects have been prioritized and approved by the Commissioners Court. In both funds, resources have been received through residual equity transfers. Thus, even though the resources have been set aside for a particular capital acquisition and/or replacement, the Commissioners Court may by a vote of the majority of the Court amend the designation and the budget. In doing so, the Court may then transfer the residual equity funds (or a part thereof) back to the transferor fund. Policy and Procedure Access to the expenditure of the funds in the Capital Project Fund(s) is limited. The policy with regards to the encumbrance of the resources is as follows: N 0 c PA~~~ . VOL • • CAPITAL ACQUISITION POLICY ' (1) The policy would govern the encumbrance and expenditure of County funds for all capital acquisitions (over $200 and with a life expectancy of over three years). (2) All encumbrances and/or expenditures must be approved by the Commissioners Court. (3) All resources available would be budgeted either during the annual budget period or as the Court permits. (4) The Commissioners Court would make the determination during the budget hearings whether an expenditure for fixed assets was to be considered operational (paid from the current operating fund) or long-term and paid from Capital Project. Example: Construction of a wing on the Brazos Center would be considered an expenditure which would provide use for many years, therefore, it would be paid for through the Capital Project Fund. Example: The roof on the Lilly Building made need to be replaced. The Court may decide that it is proper to account for this expenditure as repairs, thus included in the budget of Buildings and Grounds. However, the replacement may be considered to be significant and thus funds are made available through the Capital Project Fund. Example: Annually, the Court approves the replacement of a limited number of vehicles assigned to the Sheriffs office. Is this replacement an operating expense (budgeted in the general fund) or a capital expense (paid from Capital Projects). Ideally, the expense should be considered a long term investment and thereby a Capital Project Fund expenditure and not an operating expenditure. The vevhicles once purchased will serve the County for a longer period of time than just the one year operating cycle. J S VOL.zl- - PAGE- S 77 F I i, CAPITAL ACQUISITION POLICY (5) All land and building acquisitions will be made through the General Fund after Commissioners Court approval. (6) Commissioners Court is the only authority for the issuance of a purchase order with regards to encumbered project funds. (7) All purchase orders will be issued through the Purchasing Agent or the County Auditor's office. The procedure for a department to receive permission for expending the . funds is as follows: (1) The project for which an expenditure is requested must first be placed before the Commissioners Court (either during the annual budget hearings or as permitted) and prioritized by the Court as to whether resources would be made available. (2) Once authorized for expenditure and a budgetary control account has been established to fund the project, a requisition must be placed before the Commissioners Court. (3) Once the Court has approved the requisition, the Court will transmit the approval to the Purchasing Agent who will in turn issue a purchase order and transmit same to the vendor. (4) If a contract is required, the Purchasing Agent will be responsible to see that a contract is developed and submitted to the Court for approval. (5) When the goods or services are rendered the Purchasing Agent will insure that an authorized receiving report is initiated. (6) The Purchasing Agent will be responsible for matching the approved requisition, the purchase order, the receiving report with the invoice on receipt and processing for payment. VO ~ AGE,3 7ef 4 J i • CAPITAL ACQUISITION POLICY The Commissioners Court has exclusive oversight authority for the use of these funds. No elected official or department head can act independently in their use or encumbrance. No elected official or department head can change the use or budget of the funds. • • .9 V0 7 -PAGE, 1 y 1 ~Y • NOTICE OF PROPOSED INSTALLATION IN COUNTY RIGHT-OF-WAY TO THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS BRAZOS COUNTY COURTHOUSE BRYAN, TEXAS 77803 FROM: RE: Type Installation - Road, Precinct, Aquila Southwest Pipeline Crossing X Parallel Install._ P. 0. Box 2000 Road: Old HWY 6 Giddings, Texas 78942 Precinct No.: Formal notice Is hereby given that (Applicant) Aquila Southwest Pipeline Corporation proposes to place a (type) Two (2) Natural Gas Pipelines pipeline within the right-of-way (road) Old HWY 6 (Co. Rd. No. 235 In Brazos County, Texas as follows: _ The location or description of the proposed installation is more fully shown by 4 copies of the drawings attached to this notice. 1. The County Engineer must be notilied prior to the beginning of construction in order that they might be on hand to designate the actual location of the installation. 2. That all damage to the roadways and right-of-ways will be repaired to their original condition to the satisfaction of the County Engineer. 3. That Brazos County reserves the right to require Applicant to relocate or lower any such line at no cost to Brazos County, should same become necessary due to widening or lowering, or other alteration of the roadway or right-of-way, 4, That Brazos County Is In no way responsible for any damage that might occur to any existing utility lines In the right-of-way. Y 6. • That the line will be constructed and maintained on the County right-of-way in accordance with governing laws. 8. That the line or lines will be constructed no less than forty-elght Inches (48') lower than the lowest part of the drainage or bar ditch and the drainage Is to be considered at least two feet (21 below the center of the roadway. 7. That all roads shall be bored and cased for such distance, from toe of slope to toe of slope and In no case shall an open pit be allowed within four feet of the shoulder of the road. 8. That all sites will be barricaded during the construction period, 9. That the normal charge Is $500.00 per crossing and/or $40.00 per rod when paralleling the roadway established by the Commissioners' Court on January 28, 1985. 10. Ditch line shall be compacted to 90% standard density ASTM-Test method No. D-698; test shall be conducted by an Independent Geotechnical testing firm; copies of all test results shall be furnished to the office of the Brazos County Engineer. 11. Construction shall be in strict conformance to the latest Texas Manual on Uniform Trallic Control Devices for Streets and Highways, published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. Construction of this line will begin on or after (date) -October 12, 1994 APPROVED BY COMMISSIONERS' COURT ON: Date R.J. H Breen Brazos County Judge APPLICANT: Vic Barnett/ROW Agent Name/Title Gi r _ Company Representative 1-800- 37 5- 5702 ` . Telephone No. 40 1 tj V v0 PAGE -~!sya 0 - --mss!. - _ - -u.•''.- 'J ,f .,_._~.._y-.~-^..,. i N p EXHl81T" -A- • • BRAZOS COUNTY. TEXAS .e 2 P # O 1 J I J ~ ~ I ~ ;r -00~-W~ v hW :I-I Q E a L. SMITH PILL IAN MILL ICAN W zI (a ~ IT W ~ A-211 A-43 W z o oIti o S 25.13.26'Y PROPOSED L. P. P/LN PROPOSED L. P. P/LN o _ TOM J. MOORE FARMS ^ Q a m I;y m a ru TON J. MOORE FARMS PLAN SCAl E: HORZ. I.. 30' T. S. M. 1S 3/e- P.1. SET 41' LT. OF STA. 3.65. e ELEV. 100.00 ASSUMED I ~ I e ~R`RTRD a o' .o t N a ~ to y _ O J p, J 0 d ~2 W o d Q lK ~ _ v o V v a 4! a a ~ /OS p W O 105 PROPOSED VENT PIPE r, Ocal ry W 4 PIPELINE YARNING ~ SIGN rTYPICALI !00 JOQ MTU19AL GROUVD 3' 6' MIN. COVER 3' ETWEE ROAD MIN. S 6 MIN. TOP F P PE 95 95 ~ = . =Zap F y~ PROPOSED CASINGS PROPOSED PIPELINES W W 90 90 85 BS PROFILE LOOKING NORTHWEST NOTES: SCALE: CONTENTS OF PIPELINE: NATURAL GAS HORZ. I-: 30' CROSSING MODE- BORING VERT. 1-- 10' MAXIMUM OPERATING PRESSURE. LP 100 PSI. HP 1000 PSI CASING TO BE SEALED AT BOTH ENDS 8 T 2A10 CA CASING TO BE C PROPOSED CROSS I NG 1 O.D. X 18 V. T STEEL PIPE 5 CARRIER PIPE: CASING: 16. 0.0 X .188 Y.T. STEEL CASING COUNTY RD N 235 o. CARRIER PIPE: 12.625 D.O. X .188 Y.T. STEEL PIPE . CASING- HIGHWAY 61 I OLD ST V r A . LARGER O TO BE NO GREATER THAT 2 O BORE F PIPE AOUILA SOUTHWEST PIPELINE 30; *WZ. 1: , ~E. : tuE 9 ORAwNer• DIWINS No. I LATERAL AFE No. 1241-449 Inc CASH d ASSOCIATES F : 04?, PAGE- S7 350 . . 317 EAST HEMPSTEAD PhUC 409-542-1146 I r GIDDIAGS, TEXAS 78942 FAX 409-542-3353 gfvisro TRAcr Ix or I VOL Z/- PAGE BRAZOS COUNTY Site Work Agreement October 11, 1994 In accordance with the contract dated September 12, 1994 by and between Brazos County Road and Bridge Department and Leonard E. Morehead, Sr. regarding the purchase of dirt the following calculations were used to determine that 5,917 cu yds of dirt were excavated from property owned by Leonard E. Morehead, Sr. Top = 150' x 200' Bottom = 90' x 140' Depth = 7.5' 4:1 Slopes v = area top + area bottom •x 7.5 + 27 2 v = 30,000 + 12.600 x 7.5 = 159,750 = 5,917 cu yds _ 2 27 s stated in the contract Leonard B. Morehead, Sr. is to invoice Brazos County o & Br. i~dg_e Department for the excavated dirt at -ac,SO ~~(f entsper cubic-yard. Total amount of invoice 6~ to be . Upon execution of this agreement by both parties .Lq 5 t it is agreed that all work was completed in a satisfactory 5-1--manner. ti Morehead, Sr. R.J. lmgreen Leonard 'E. County Judge V AG .i