HomeMy WebLinkAbout1994-12-27-0900AM-Special. ~t
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BRAZOS COUNTY
BRYAN. TSNAS
AGENDA
BRAZOS COUNTY COMMISSIONERS' COURT MEETING
THE•CONe USSIONERS' COURT WILL MEET IN SPECIAL SESSION ON DECEMBER 27;
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 the approval of the minutes of the meetings held
on December 12, 1994 and December 19, 1994.
4. Consider and take action on budget amendments.
5. Consider and take action on approval of payment to Brushy Water Supply
Corporation of membership fees and tap fee for water at Citizen Collection site
on Silver Hill Road.
6. Consider and take action on granting right-of-way easement to the City of
Bryan for placement of power poles at the Silver Hill Road Citizens Collection
site in Precinct 4.
7. Consider and take action on the following bids :
a: Bid No. 95-001 - Cargo Van for Maintenance Department
b: Bid No. 95-002 - Bridge Pilings for Road and Bridge Department
r.: State Contract purchase for two utility trucks for Road and Bridge
6. Consider and take action on request from GTE Telephone Operations for
proposed road bore int he right-of-way of Alexander Road in Precinct 2.
0. Consider and take action on appointment of Audit Committee.
10. Consider and take action on Policy for Non Departmental Expenditures.
It. Consider and take action on Order for additional Voting Precincts.
12. Consider and take action on setting the amount of the Bond for Elected
Officials.
13. Consider and take action on closing Hicks Lane in Precinct 3.
14. Consider and take action on personnel change of status.
15. Consider and tako action on payment of claims.
16. Adjourn.
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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 can (409) 361-4102.
COMMISSIONERS' COURT
SPECIAL MEETING'
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DECEMBER 27, 1994
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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
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a.m. on Tuesday, December 27, 1994, with the following members
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of the Court present:
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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;
Mary Ann Ward, County Clerk.
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The following citizens and officials were in attendance:
a
Ruth McLeod Executive Assistant
Cheryl Turney Auditor's Office
Stephanie Clark Auditor's Office
Joe E. Smith Road and Bridge
Linda Muegge Road and Bridge
Ed Dobbins Maintenance
Jim Hiney Bryan/College Station Eagle
Marc Hamlin District Clerk Elect
Phyllis C. Fahlquist LWV
Commissioner Sims gave the invocation and led the pledge
of allegiance.
The Court next considered approval of the minutes of the
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Commissioners' Court meetings held December 12, 1994 (9:00
a.m.), December 12, 1994 (10:30 a.m.), December 19, 1994 (9:00
a.m.) and December 19, 1994 (5:30 p.m.). On motion by
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Commissioner Turner, seconded by Commissioner Wilcox, the
Court voted unanimously to approve the minutes with the
following corrections: 12-12-94 Public Hearing, omit
reference to Peyton Waller property and 12-19-94 Public
Hearing change "preclearance from the Secretary of State" to
"preclearance from the Justice Department."
The Court next considered Budget Amendment #94/95-10,
which would transfer funds budgeted for the County Judge's
department and Non Departmental to the Commissioners Court
department and transfer money from the Reserved Fund Balance
to the Capital Improvements line item for the purchase of
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copiers. On motion by Commissioner Sims, seconded by
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Commissioners Court meeting December 27, 1994
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Commissioner Turner, the Court voted unanimously to approve
the budget amendment as submitted, a copy of which is attached
hereto.
The next matter for consideration was approval of payment
to Brushy Water Supply Corporation for membership fees and a
tap fee for water at the Citizen Collection site on Silver
Hill Road. On motion by Commissioner Turner, seconded by
Commissioner Norton, the Court voted unanimously to approve
the payment of one hundred dollars ($100.00) for membership
fees and four hundred fifty dollars ($450.00) for tap fees to
Brushy Water Supply Corporation.
. On motion by Commissioner Turner, seconded by Commis-
sioner Sims, the Court voted unanimously to grant right-of-way
easement to the City of Bryan for the placement of power poles
at the Silver Hill Road Citizen's Collection site located in
Precinct 4.
The Court next considered awarding the following bids:
Bid No. 95-001 - Cargo Van for the Maintenance Department
Cheryl Turney, Purchasing Agent,
recommended acceptance of the low bid
submitted by Appel Ford. On motion by
' Commissioner Norton, seconded by
Commissioner Turner, the Court voted
unanimously to accept the recommendation
of the Purchasing Agent and award the
contract to Appel Ford. A copy of the
bid tabulation is attached hereto.
Bid No. 95-002 - Bridge Pilings for the Road and Bridge
Department
Cheryl Turney, Purchasing Agent,
recommended acceptance of the low bid
submitted by Lufkin Creosoting. On
motion by Commissioner Sims, seconded by
Commissioner Norton, the Court voted
unanimously to accept the recommendation
of the Purchasing Agent and award the
contract to Lufkin Creosoting. A copy of
the bid tabulation is attached hereto.
State Contract prices for Ford Utility Trucks for the
Road and Bridge Department.
On motion by Commissioner Norton, secon-
ded by Commissioner Sims, the Court voted
unanimously to purchase two (2) 3/4 ton
trucks on state contract prices for the
Road and Bridge Department to replace the
sign truck and the tire repair truck. A
copy of the state contract prices is
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Commissioners Court meeting December 27, 1994
attached hereto.
The Court next considered the request from GTE Telephone
operations to place a road bore and cable installation in the
right-of-way of Alexander Road. The site is located in
Precinct 2. On motion by Commissioner Wilcox, seconded by
Commissioner Sims, the Court voted unanimously to approve the
request of GTE Telephone operations and authorized the
installation. A copy of the request is attached hereto.
The County Judge announced appointment of an Audit
Committee composed of Commissioners Sims and Norton, and Mary
Kay Moore of the City of Bryan. The Judge also indicated that
he would appoint John Reynolds, County Auditor, as Ex Officio
member of the committee. The committee will review the 1993-
1994 outside audit conducted by the firm of Ingram and Wallis.
The Court next considered the proposed Policy and
Procedures for Non Departmental Funds. The policy specifies
those people who have the authority to write purchase orders
from the Non Departmental funds. On motion by the County
Judge, seconded by Commissioner Sims, the Court voted
unanimously to adopt the Policy and Procedures for Non
Departmental Funds. A copy of the policy is attached hereto.
The next matter before the Court was to consider adoption
of an Order for additional voting precincts. The Court held
a Public Hearing December 19, 1994 to consider the creation of
additional election precincts to comply with Sec. 42.005 a(6)
of the Texas Election Code and the City of Bryan Single Member
District Lines. The County Judge stated the lines had been
drawn so as not to completely disrupt the habits of the voting
public. On motion by the County Judge, seconded by
Commissioner Sims, the Court voted unanimously to adopt the
order for additional voting precincts. A copy of the Order is
attached hereto.
The Court next considered the incoming elected officials
bond requirements. In a memo from the County Auditor, certain
recommendations were made to increase the bonds for the County
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Commissioners Court meeting December 27, 1994
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Clerk, Deputy County Clerks, District Clerk, Deputy District
Clerks, Treasurer, and to establish a two (2) year bond for
the County Engineer at $10,000. Commissioner Wilcox noted
there was no recommendation for the Tax Assessor/Collector.
He was informed that the state watches the office very closely
because he/she collects money for the state. On motion by
Commissioner Sims, seconded by Commissioner Norton, the Court
voted unanimously to set the bond requirements, subject to
their being in compliance with state statutes, for the
incoming newly elected officials as follows:
County Judge $ 5,000
Commissioner $ 5,000
Judge County Court at Law $ 5,000
Justice of the Peace $ 5,000
Treasurer $ 25,000
Deputy Treasurer $ 5,000
County Clerk $180,000
Deputy County Clerk $180,000 (Blanket)
District Clerk $100,000
Deputy District Clerk $100,000 (Blanket)
County Engineer $ 10,000
The Court will consider the Tax Assessor/ Collectors bond at
a later date.
The next matter before the Court was to consider the
closing of a portion of Hicks Lane in Precinct 3. The Court
held a Public Hearing December 12, 1994 to hear commentary for
and against the closing of the untraveled portion of Hicks
Lane. On motion by the County Judge, seconded by Commissioner
Sims, the Court voted unanimously to close the untraveled
portion of Hicks Lane.
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Commissioners Court meeting December 27, 1994
The Court proceeded to consider the change of status
of the following employees.
NAME
DEPARTMENT
REASON
Holmgreen, Richard
County Judge
Retired
Palmer, Carol S.
County Judge
Resignation
McLeod, Ruth
County Judge
Transfer
Wilcox, Walter W.
Comm. Court
Retired
Turner, Milton
Comm. Court
Retired
Moore, Jane R.
Non Departmental
Transfer
Snedeker, Shannon
Non Departmental
Transfer
Manry, Lorraine M.
Non Departmental
Transfer
Hanel, Steve
District Attorney
Resignation
Smith, Eric D.
District Attorney
Resignation
Olexey, John W.
J.P. Pct. 3
Comp Training
Filger, Adam W.
Sheriff Office
New Employee
Kosarak, Russell
Sheriff Office
Comp Training
Dozier, Robert J.
Road & Bridge
Termination
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On motion by Commissioner Turner, seconded by Commissioner
Sims, the Court voted unanimously to approve the changes as
submitted.
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The Court next considered the following Claims as
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submitted by the County Treasurer for payment:
10--General Fund Claims-29835--thru-29946--
Claims-29949--thru-30073--
20--Road & Bridge-------------Claims-30203--thru-30280--
22--R&B Capital Projects Claims-30074--thru--------
30--Capital Projects Claims -30075--thru-30076--
32--Records Mgn. & Presv------ Claims-30077--thru--------
54--HealthDepartment--------- Claims-30101--thru-30115--
60--Payroll------------------- Claims-30116--thru-30145--
61--Health & Life Ins--------- Claims -30146--thru-30156--
90--Brazos County Grants Claims-30157--thru-30197--
91--NP0 Claims-30198--thru-30201--
97--Narc. Traf. Task Force Claims-30202--thru--------
On motion by the County Judge, seconded by Commissioner
Wilcox, the Court voted unanimously to approve the Claims as
submitted.
There being no further business to come before the Court;
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the meeting was adjourned.
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The foregoing minutes of the Commissioners Court meeting
held December 27, 1994 have been examined and are approved in
open Court this the day of c>./A44W'4- 191(/,
in Bryan, Brazos County, Texas.
R. J. olmg e n
County Judge
Walter W lcox ,
Commissioner, Precinct 2
Milton Turner
Commissioner, Precinct 4
Commisti ier,- Precinct 1
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Randy S's
Comma ioner, Precinct 3
A AP-J, ~ 'A-
Mary n Ward
County Clerk
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ORDER DIVIDING TWELVE VOTING PRECINCTS,
CREATION OF FIFTEEN ADDITIONAL PRECINCTS,
ADJUSTMENT OF VARIOUS PRECINCT LINES AND
CONSOLIDATION OF THE 15 ADDITIONAL PRECINCTS
WHEREAS, on May 8, 1994 an election was held by the City of Bryan to amend
various sections of the City Charter; a
WHEREAS, one amendment was the election of City Council Members; and
WHEREAS, by a majority vote of the citizens of the City of Bryan the City
Charter was amended to require City Council Members be elected from Single-Member
Districts; and
WHEREAS, the boundary lines of the Single Member Districts do not follow the
election precinct lines created by Brazos County; and
WHEREAS, Section 42.005 (a) (6), of the Texas Election Code states "A county
election precinct, including a consolidated precinct, may not contain territory from
more than one of each of the following types of territorial units; a ward in a city with
population of 10,000 or more"; 42.005 (c) states "In this section, "ward" means a
territorial unit of a city, regardless of its designation under other law, from which
a member a member of the city's governing body is elected by only the voters
residing in the territorial unit.
WHEREAS, the Commissioners Court is desirous of complying with the Texas
Election Code; and
WHEREAS, compliance with the Texas Election Code requires the creation of
fifteen addition election precincts and the alteration of the election precinct lines of
certain other election precincts; and
WHEREAS, it is the desire of the Commissioners Court to respect the voting
habits of the Brazos County citizens; and
f WHEREAS, twelve current election precincts can be divided into fifteen new
election precincts; and
WHEREAS, Section 42.008 (1) of the Texas Election Code provides for
consolidating election precincts; and
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s WHEREAS, the newly created election precincts can be consolidated to allow
the voter to vote at their usual polling place; and
a WHEREAS, a public hearing was held by the Commissioners Court on December
12, 1994 to allow for citizen participation;
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NOW THEREFORE BE IT RESOLVED BY THE COMMISSIONERS COURT OF
BRAZOS COUNTY, TEXAS, that:
Pursuant to Section 42.005 (a)(6) of the Texas Election Code that various
election precinct lines be adjusted to follow the City of Rryen sinole-member district
a lines or city limit lines and fifteen additional election precincts be created in Brazos
County, Texas, to wit:
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1. Election Precinct No. 3 be divided into Election Precinct No. 3A and 3B
and to be consolidated at election time to vote at Precinct 4 Volunteer Fire
Department, which is the polling place for the original Precinct 3;
2. Election Precinct No. 4 be divided into Election Precinct No. 4A and 4B
and to be consolidated at election time to vote at Kemp School which is the polling
place for the original Precinct 4;
3. Election Precinct 7 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
4. Election Precinct No. 13 be divided into Election Precinct No. 13A and
13B and to be consolidated at election time to vote at Henderson School which is the
polling place for the original Precinct 13;
5. Election Precinct 14 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
6. Election Precinct 15 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
7. Election Precinct 16 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
8. Election Precinct 17 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
9. Election Precinct No. 18 be divided into Election Precinct No. 18A, 18B
and 18C and to be consolidated at election time to vote at Bryan Central Fire Station
which is the polling place for the original Precinct 18;
10. Election Precinct 19 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
11. Election Precinct 22 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
12. Election Precinct 25 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
13. Election Precinct No. 26 be divided into Election Precinct No. 26A and
26B and to be consolidated at election time to vote at Rayburn Middle School which
is the polling place for the original Precinct 26;
14. Election Precinct No. 29 be divided into Election Precinct No. 29A and
29B and to be consolidated at election time -to vote at Brushy Community Center
which is the polling place for the original Precinct 29;
15. Election Precinct No. 30 be divided into Election Precinct No. 30A, 30B
and 30C and to be consolidated at election time to vote at Navarro School which is the
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po ng p ce r the orighmu Precinct 30;.
16. Election Precinct 42 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
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17. Election Precinct No. 45 be divided into Election Precinct No. 45A, 45B
and 45C and to be consolidated at election time to vote at the Arena Hall on Tabor
Road which is the polling place for the original Precinct 45;
18. Election Precinct 48 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
19. Election Precinct No. 51 be divided into Election Precinct No. 51A, and
51B and to be combined at election time to vote at undetermined. This precinct is
currently consolidated with Election Precinct 38 and votes at Castle Heights Baptist
Church;
20. Election Precinct No. 53 be divided into Election Precinct No. 53A and
53B and to be combined at election time to vote at the Brazos County Courthouse
which is the polling place for the original Precinct 53;
21. Election Precinct No. 63 be divided into Election Precinct No. 63A and
63B and to be combined at election time to vote at the Brazos Center which is the
polling place for the original Precinct 63;
22. Election Precinct 77 lines be adjusted to follow the City of Bryan single-
member district lines or city limit lines;
23. Election Precinct No. 79 be divided into Election Precinct No. 79A, and
79B and' to be combined at election time to vote at undetermined. This precinct is
currently consolidated with Election Precinct 4 and votes and Kemp School;
24. That submission be made to the Assistant Attorney General, Civil Rights
Division, Voting Section, Department of Justice, Washington D. C. requesting
preclearance according the Federal Voting Rights Act.
ADOPTED this 27th day of December, 1994 by a vote of 4 AYES and 0 NAYS.
4 -41 zl"Ae- . -
R. J o green, my udge
ATTEST r
.Mar 0ounty Clerk
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BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 1994-1995 BUDGET YEAR
i NO. 94/95-10
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On this'the 27th day of December 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;
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Randy Sims, Commissioner, Precinct 3;
Milton Turner, Commissioner, Precinct 4;
Mary Ann Ward, County Clerk.
The following proceedings were held:
THAT WHEREAS, on December 27, 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 1 page(s).
ADOPTED AND APPROVED this the 27th day of December 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
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VOL,4
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Budget Amend. No. 94/95-10
.s
FUND DEPT
ACCOUNT #
ACCOUNT NAME
INCREASE
(DECREASE)
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REASON
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Cap Proj Cap Improv
30-62-6211
Couthouse Cap - Copiers
27,500
Copier
Revenue
30-00-4998
Reserved Fund Balance
(27,500)
purchases
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**Inc to Dept Budget
$0
General Non
10-14-5115
Clerical
(42,140)
Transfer
Depart
10-14-5120
Retirement
(2,950)
to
10-14-5121
Social Security
(3,225)
Comm Court
10-14-5122
Insurance
(6,750)
10-14-5123
Workers Comp
(155)
4
Co Judge
10-10-5111
Ex. Assistant
(29,550)
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10-10-5120
Retirement
(2,070)
10-10-5121
Social Security
(2,260)
10-10-5152
Insurance
(2,250)
Comm Court
10-08-5111
Ex. Assistant
29,550
10-08-5115
Clerical
42,140
10-08-5120
Retirement
5,020
10-08-5121
Social Security
5,485
10-08-5122
Insurance
9,000
(f
10-08-5123
Workers Comp
155
Q
**Inc to GF Budget
$0
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Commissioners Court meeting December 27, 1994
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-BID TABULATION 95-001
CARGO VAN
RECOMMENDATION:
AWARDED DATE:
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BID TABULATION 95-002
BRIDGE PILINGS
1995 CONTRACT
COLFAX CREOSOTING
CONROE CREOSOTING
KENNEDY SAW MILLS
LUFKIN CREOSOTING
PINEVILLE LA
CON
ROE, TX
SHREVEPORT, LA
LUFKIN TX
UNITS S
UNITS S
UNITS S
UNITS S
UNITS S
UNITS S
UNITS S
UNITS $
EST.
F.O.B
F.O.B.
F.O.B.
F.O.B
FAB
F.OB.
F.O.B.
FAB
DESCRIPTION
N
BIDDER
COUNTY
BIDDER
COUNTY
BIDDER
COUNTY
BIDDER
COUNTY
12" BUTT, 20' LONG
10
S 123.00
S 134.00
S 117.00
S
122.45
95.42
S
103.73
S 109.00
$ 114.45
12" BUTT, 25' LONG
10
S 150.00
S 163.00
S 135.25
S
141.87
115.22
S
125.00
S 122.00
S 128.10
12" BUTT, 30' LONG
30
S 175.00
S 191.00
S 150.00
S
157.43
139.49
S
150.90
$ 136.00
S 142.80
12" BUTT, 35' LONG
200
S 199.00
S 216.00
S 192.85
S
201.13
154.86
$
167.61
S 162.00
S 170.10
15" BUTT, 20' LONG
10
S 198.00
S 215.00
S 121.95
S
230.26
168.5
S
181.82
S 189.00
S 198.45
15" BUTT, 25' LONG
10
S 228.00
$ 247.00
$ 242.32
S
252.53
206.62
S
222.97
S 195.00
S 204.75
15" BUTT, 30' LONG
30
$ 249.00
S 270.00
$ 259.78
S
267.21
237.12
$
256.38
S 220.00
$ 231.00
15" BUTT35' LONG
200
S 263.00
S 285.00
S 288.28
S
296.56
267.63
S
289.47
S 249.00
S 261.45
S 1,585.00
S 1,721.00
S 1,607.43
S
1,669.44
1384.86
S
1497.88
S 1382.00
S1,451.10
DELIVERY :
15 DAYS
30 DAYS
10.30 DAYS
14 DAYS
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CURRENT CONTRACT HOLDER Conroe Creosote
CURRENT CONTRACT EFFECTIVE: Nov. 15, 1993.October 15, 1994
AWARDED PRICES: Unit Price F.O.B. County
12" Butt, 20' Long 108.99
12" Butt, 25' Long 123.94
12" B 3P Lon 136 68
ua, g
12" Butt, 35' Long 163.07
IS" Butt, 20' Long 189.17
15" Butt, 25' Long 198.51
15" Butt, 30' Long 226.59
I l 15" Bun, 3S' Long 248.
RECOMMENDATION: L tl ki Y1 Crt 0
AWARD DATE:
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TO: Richard Vance, County Engineer ;
FROM: Cheryl Turney, Purchasing Agent
DATE: December 20, 1994
SUBJECT: State Contract Prices for Trucks
Listed below you will find the 1995 State Contract prices for
Ford utility trucks:
Cab and Chassis, 15,000 GVWR, Gasoline Engeine, 84 CA, Series
830G, Standard Seat Material: Vinyl
Ford F-Super Duty 16,712.00
Option # 1 Air Conditioning 661.00
# 87 Heavy Duty Radiator
# 15 Alternator 81.00
# 63 Heavy Duty Grille Guard 85.00
# 91 AM/FM Radio 121.00
# 93 Suppressant package for two-way
radio interference .00
#103 Heavy duty shock absorbers .00
#107 Spare Wheel and Tire 109.00
#128 Automatic Transmission 796.00
#132 Transmission Oil Cooler
Heavy Duty Auxiliary .00
#164 Utility Body 3.804.00
Total $22,451.00
Eagle Lift Tailgate 1.190.00
Total $23,641.00
Attached you will find prices and the options selected-for the-
trucks you ordered last year. 1995 State Contract prices for the
same options are listed below:
Chevrolet 1/2 ton $13,612.14
GMC 3/4 ton $14,191.00
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GTE Telephone Operations
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Engineering Department
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301 Industrial Blvd
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Bryan, Texas 77803
December 2, 1994
Reply To
Bryan, TX
Richard Vance
Brazos County Engineering Office
County Engineer
2617 W. Hwy 21
,
Bryan, Texas 77803
Dear Mr. Vance:
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Subject: AGRMNTS 24 BURIED CABLE 5435 3PO01CO
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Enclosed are Form ED-135 and work location sketch showing the
location of our proposed buried
cable line on County roads in
Brazos County at Kurten, Texas.
This work is to be completed on Work Order 3PO0ICQ which is
scheduled for January, 1995. If you have any questions concerning
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this work, please contact Richard
Wallace at our office in Bryan,,
telephone 409-821-4752 within 15
days so that we may explain or
modify our proposal, otherwise, it
is understood that this proposal
is approved.
Sincerely,
y'
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Alan Colle
Senior Engineer - OSP
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GENERAL TELEPHONE NOTICE OF COMMUNICATION
COMPANY LINE INSTALLATION
December 2, 1994
TO THE COMMISSIONER'S COURT OF BRAZOS COUNTY
ATTENTION COUNTY JUDGE:
Formal notice is hereby given that GTE will construct a
communication line within the right-of-way of a County Road
in Brazos County, Texas as follows:
Beginning at the junction of FM 974 and Alexander Road,
237' of buried cable will be placed southwest at 5'
within the northerly right-of-way of Alexander Road;
then a bore will be made across the road and drop wire
placed through it. This will eliminate an aerial crossing
and two poles. Then buried cable will be continued for 2608'
northwest at 5' within the northeast right-of-way of Alex-
ander Road. A directional bore will be made under the creek.
The proposed cable will be buried to a minimum depth of 30".
The location and description of this line and associated-
appurtenances is more fully shown by two copies of drawings
attached to this notice. The line will be constructed and
maintained on the County Road right-of-way in accordance with
governing laws.
Notwithstanding any other provision contained herein, it is
expressly understood that tender of this notice by GTE does
not constitute a waiver, surrender, abandonment or impairment
of any property rights, franchise, easement, license, authority,
permission, privilege or right now granted by law or may be
granted in the future and any provision or provisions so con-
strued shall be null and void.
i1,
Construction of this line will begin in January, 1995.
GENERAL TELEPHONE COMPANY Kurten 3PO01CO
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Alan Colley
Senior Engineer - OSP
301 Industrial Blvd
Bryan, Texas 77803
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BRAZOS COUNTY, TEXAS
POLICY AND PROCEDURES
FOR
NON-DEPARTMENTAL EXPENDITURES w
THE PURPOSE OF THIS POLICY AND PROCEDURE IS TO ESTABLISH AND c
STANDARDIZE AUTHORITY FOR THE USE OF COUNTY FUNDS TO PAY
FOR EXPENDITURES PROPERLY BUDGETED AND ACCOUNTED FOR
UNDER THE DEPARTMENTAL CAPTION OF "NON-DEPARTMENTAL".
THE FOLLOWING POLICY AND PROCEDURES WERE ADOPTED BY THE
BRAZOS COUNTY COMMISSIONERS COURT ON THIS THE 27TH DAY
OF December 1994 AND TAKES THE PLACE OF ANY PREVIOUS COUNTY
POLICY WITH REGARDS TO NON-DEPARTMENTAL EXPENDITURES.
R. J. of green, Coun Judge
For the budgetary period beginning October 1, 1994 and for all periods thereafter, it is the
intention of the Commissioners Court to allow for certain expenditures to be budgeted
and accounted for within the General Fund as non-departmental. By the caption of non-
departmental it is the intent of the Commissioners Court to identify certain expenditures
which the court feels are costs that benefit the County as a whole, with no direct benefit
s derived by identifying the costs with a particular department. It is further the feeling of
the Court that to identify such costs with a particular department would be time
consuming and not cost justifiable.
This policy is not intended to suggest that it is the Court's intention to allow expenditures
to occur at an uncontrolled level. Accountability is to be maintained and reported. As
noted with each expenditure classification, the only authorized approval for consumption
this budget is the Commissioners Court. However, there are exceptions to this rule and
each exception is noted within each classification. Further, it is noted that in some
instances it is in the County's benefit to attempt to identify costs with various
departments which have control of the cost and are held accountable.
VOL 5~ AGEAL4. 1
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GENERAL:
The Non Departmental Budget (General Fund) as approved by the Commissioners Court
is governed by the Commissioners Court. All authorization for expenditures and
encumbrances from this budget are under the strict control of the Commissioners Court.
Except as noted herein, all requisitions and/or purchase orders related to the Non
Departmental Budget must be initiated by the County Judge and/or the designated
representative of the Commissioners Court as outlined within these procedures.
The following operating expenditures have been identified to be properly budgeted and
accounted for within Non-Departmental, yet in support of more than one County office:
Copier Supplies Copier Maintenance Contracts
Postage Telephone Service
Utilities Legal Fees
The recognized exceptions are Community Supervision, the Health Department and all
departments where budget allocations were made for the above reference costs.
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Copier Supplies (10-14-5216)
Copier supplies are to be ordered by the purchasing coordinator and maintained until
distributed in an inventory account under the authority of the County Auditor
Departments are to requisition copier supplies through "Purchasing" in the County
Auditor's office as needed; e.g., paper, toner, developer, etc. Departments should
requisition supplies using the standard requisition form. Upon receipt the request will be
filled from available inventory. If inventory is unavailable it will be Purchasing's
responsibility to secure the required product. The inventory account will be relieved of
the amount transferred using an "average cost" method and charged to Non Departmental.
A report will be issued to the Commissioners Court quarterly by Purchasing detailing the
usage for the quarter and year to date.
Exception
All requests from Community Supervision will be charged directly to the
department based on an "average cost" method. All requests from the
Health Department will be charged to the "In-Kind" departmental
accounting using an "average cost" method.
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Maintenance Contracts (10-14-5418)
Various pieces of County owned office equipment is covered by maintenance contracts.
These are renewable annually. The cost for these annual renewals will be paid and
VOL4-,_PAGE_"_Z 2
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accounted for through Non Departmental. 'Within the County Auditar's office,
Purchasing will be responsible for initiating maintenance contracts for the Court's
approval; reviewing the annual renewal agreements for propriety; and initiating the
requisition for payment.
The equipment maintenance contracts discussed herein do not include any of the
computer equipment owned by the County. All maintenance of computer equipment will
be handled and directed through M. J. Deen (Director of MIS).
Exception
All costs related to Community Supervision will be charged to that
department. All costs associated with the Health Department will be
charged to that department. Purchasing will still assist in evaluating
equipment needs and contract negotiations.
Postage (10-14-5561)
All postage costs of the County will be bonne by Non Departmental. These costs include
regular postage and parcel service through the U. S. Postal Service, overnight shipments
via Federal Express or U.P.S., and package services via Postal Plus.
FOR U. S. POSTAL SERVICE: The County will maintain a postage machine (currently
located in the Tax Office) for processing bulk mail for all of the County offices. In order
to use the system each office is responsible for delivering its mail to be processed to the
Information Desk in the Courthouse before 3:30 PM daily. Several offices have opted
not to bring their mail to the Courthouse and separate budgets have been provided:
Justice of the Peace Pct. 1 Justice of the Peace Pct. 2
Justice of the Peace Pct 3 Justice of the Peace Pct. 7-1 and 7-2
Agriculture Extension Service
FOR FEDERAL EXPRESS: Purchasing has arranged a centralized County wide account
for Federal Express. All pre-printed supplies and materials are maintained in the County
Auditor's office. Departments are required to forward the pink "Senders Copy" of the
shipping document to the Auditors office when using Federal Express. The pink copy
will be matched with the invoice when it arrives, reviewed for propriety and processed for
payment.
FOR UNITED PARCEL SERVICE: As with Federal Express, a County-wide account
has been established with preprinted supplies available in the County Auditor's office.
After processing a shipment each department is to make a copy of "Sender's Copy" of the
shipping document and forward to the County Auditor's office. This copy will be
matched with the invoice when it arrives, reviewed for propriety and processed for
payment.
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FOR POSTAL PLUS: Purchasing has established an account with Postal Plus to allow
departments to ship large parcels and use a charge account. To use Postal Plus the
department will need to first secure a purchase order from Purchasing in the County
Auditor's office. The purchase order will be issued as an open purchase order. After the
package has been processed, and a shipping notice tendered, a copy of the shipping notice
will be attached to the receiving portion of the purchase order and returned to the County
Auditor's office within two days of shipment. Upon receipt of an invoice the PO's and
shipping documents will be matched with the invoice and processed ,for payment.
Telephone Service (10-14-5610)
is
The County has established major "telephone trunk" lines to service the Courthouse and
the contiguous annex buildings. This telephone system is serviced by General Telephone
and Electronics for local service and some local area long distance service, and MCI for
long distance service. All costs associated with the "trunk" system will be appropriately
charged to Non Departmental. All GTE and MCI invoices will be received by the County
Auditor, reviewed for propriety, and processed for payment.
Cellular phone calls and pager services are the responsibility of the departments and not
Non Departmental. Those departments that have modem service established should be
independently billed for the phone line and line charges. Such costs are to be borne by
the departmental budget and not the Non Departmental budget. Some departments have
specialized telephone service, and these costs are to be borne by the department. .
Those departments that lie outside the Courthouse system have been allocated a
departmental budget to assist in their telephone expense. Each such department has the
responsibility to process the invoice for such service for payment.
Utilities (10-14-5612)
The County has established various meters for utility services (e.g., gas, electricity and
water) to service the Courthouse and the contiguous annex buildings. In many cases
there is not a separate meter for each department for each utility. As a result the entire
cost of these utility expenses is to be borne by Non Departmental. All utility bills
associated with the "Courthouse system" will be received by the County Auditor's office,
reviewed for priority and processed for payment.
Those departments that lie outside the Courthouse system have been allocated a
departmental budget to assist in their utility expense. Each such department has the
responsibility to process the invoice for such service for payment.
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