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BRAZOS COUNTY
BRYAN. TEXAS
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NOTICE OF MEETING
AND AGENDA
BRAZOS COUNTY COMMISSIONERS COURT
THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY,
AUGUST 1, 2000 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE
BRAZOS COUNTY COURTHOUSE, 300 EAST 26TH STREET, SUITE 115, BRYAN,
TEXAS.
1. Invocation - Commissioner Jones.
2. Pledge of Allegiance - Commissioner Jones.
3. Call for citizen input and/or concerns.
Consider and take action on agendalitems 4 - 23:
4. Budget Amendment 99/00-35.
5. Personnel Changes of Status.
6. Payment of Claims.
7. Request by County Attorney to reclassify two attorney positions and reallocate budgeted
salary funds for these positions.
8. Letter of Engagement and Standard Terms of Engagement from Bickerstaff, Heath,
Smiley, Pollan, Kever & McDaniel, L.L.P. relative to groundwater legislation.
9. Resolution authorizing submission of 2001/2002 Texas Community Development
Program for West 281 Street Sewer Improvements.
10. Resolution of Intent to employ an engineer and management consultant for 2001/2002
Texas Community Development Program.
11. Appointing election officials (election judge, early voting ballot board, central count
judge) for the August 12, 2000 special election relative to the incorporation of Kurten,
Texas.
12. Request by the County Extension Agent for out-of-state travel to attend the National
Association of County Agricultural Agents Annual Meeting/Professional Improvement
Conference in Jackson, Mississippi, August 5-11, 2000.
13. Request by the County Extension Agent for out-of-state travel to participate in the
National EAFCS Conference in Baltimore, Maryland, October 13-22, 2000.
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Commissioners Court Meeting Agenda
August 1, 2000
Page Two
14. Tax Resale Deed and authorization for County Judge to execute tax resale deed for Lots
3 thru S, Block 4, Lopez Addition, City of Bryan to Phil Zamte.
1 S. Revision of County Travel Policy.
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16. Renewal of Bid No. 97-034 to KONE, Inc. for service and maintenance of the Brazos
County elevators.
17. Exemption from Competitive Bidding Requirements for Municipal Development Group.
18. Award of the following bids:
a. Bid No. 2000-042, Furniture/Annual Contract.
b. Bid No. 2000-043, Cleaning Chemicals
19. Request by Road & Bridge Department to enter Steve Wiggins' property located off
Calumet Trail in Woodlake Estates Subdivision for the purpose of disposing of dead
livestock. Site is located in Precinct 1.
20. The Amending Plat of Indian Oaks Subdivision, Lots 2 & 3, Block 1, 8.74 acres, J.M.
Barrera Survey (resubmitted for clarification). Site is located in Precinct 1.
21. The Preliminary Plat of Rock Bottom Ranch Subdivision, 76.37 acres, Block 1, Lots 1-9,
Thomas H. Mays Survey. Site is located in Precinct 1.
22. Acceptance of Warranty Deed from Ollie Tom Lenz and wife, Evelyn Holubec Lenz, on
improvements to Ferrill Creek Road located in Precinct 2.
23. Approving the June, 2000 Treasurer's Report and the Quarter Ending 6-30-2000
Treasurer's Report.
24. Announcement of interest items and possible future agenda topics.
25. Call for citizen input and/or concerns.
26. Convene into Executive Session pursuant to 551.072 of the Texas Government Code to
discuss the purchase of real property.
27. Consider and take action on Executive Session.
28. Tour of the newly constructed Minimum Security Jail addition.
29. Adjourn.
The Courthouse is wheelchair accessible. Handicap parking spaces are available. Any request for
sign interpretive services must be made two business days before the meeting. To make
arrangements, call (979) 361-4102.
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the Court present:
Alvin W. Jones, County Judge, Presiding;
Tony Jones, Commissioner of Precinct 1;
Wm.S. Thornton, Commissioner of Precinct 2;
Randy Sims, Commissioner of Precinct 3;
Carey Cauley, Jr., Commissioner of Precinct 4;
Mary Ann Ward, County Clerk.
The attached sheet contains the names of the citizens and
officials that were in attendance.
of allegiance.
There was no citizen input and/or concerns.
The Court next considered Budget Amendment #99/00-35.1,
which would reallocate funds for the County Attorney. On
motion by Commissioner Sims, seconded by Commissioner
Thornton, the Court voted unanimously to approve the budget
amendment as submitted. A copy is attached.
The Court proceeded to consider the change of status of
employees as submitted on the attached Personnel Action
Requests. On motion by Commissioner Thornton, seconded by
Commissioner Sims, the Court voted unanimously to approve the
A regular 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 Tuesday, August 1, 2000, with the following members of
Commissioner Jones gave the invocation and led the pledge
changes as submitted.
The Court next considered the following Claims as
COMMISSIONERS' COURT
REGULAR MEETING
AUGUST 1, 2000
submitted by the County Treasurer for payment:
20009412 through 20009643
On motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to approve the Claims as
submitted.
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Commissioners' Court meeting August 1, 2000
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The Court next considered a request by the County
Attorney to reclassify two attorney positions and reallocate
budgeted salary funds for these positions. On motion by
Commissioner' Cauley, seconded by Commissioner Sims, the Court
voted unanimously to approve the request by the County
Attorney.
The Court next considered of a Letter of Engagement and
Standard Terms of Engagement from Bickerstaff, Heath, Smiley,
Pollan, Kever & McDaniel, L.L.P.in reference to groundwater
legislation. Total cost is expected to be $90,000.00 to
$100,000.00. Brazos County's portion of this is $5,700.00 to
be billed out over a period of ten (10) months. On motion by
the County Judge, seconded by Commissioner Cauley, the Court
voted unanimously to to approve the Letter of Engagement and
Standard Terms of Engagement. A copy is attached.
On motion by Commissioner Cauley, seconded by
Commissioner Sims, the Court voted unanimously to adopt a
resolution authorizing the County Judge to make submission of
a Texas Community Development Program application to the
Texas Department of Housing and Community Affairs for the
Community Development'Fund. The County Judge is authorized to
act as the County's executive officer and authorized
representative in all matters pertaining to the County's
participation in the community development program. This is
for the West 28th Street development. The City of Bryan will
contribute $12,500.00 toward the engineering and for
administrative costs of this sewer improvement program.
On motion by Commissioner Cauley, seconded by
Commissioner Sims, the Court voted unanimously to adopt a
resolution stating the County's intent to employ an engineer
and management consultant for one or more Texas Community
Development programs.
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Commissioners' Court meeting August 1, 2000
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. Brazos County will employ Kerbow and Associates to provide
engineering services and management services.
On motion by Commissioner Thornton, seconded by
Commissioner Jones, the Court voted unanimously to appoint the
following persons as presiding judge, clerks, early voting
ballot board and central counting personnel for the special
Election August 12, 2000:
Pres Judge Alt Judge Clerks
Elec Day Mary Bennet Jane More Jimmie Younger
Amy Kurten
Early Vote
Ballot
Board Mike Kristynik Sue Toland Mark Hall
Central
Counting Bobby Kurten Jimmy Kurten Mary Alice Hall
The next matter for consideration by the Court was a
request submitted by the County Extension for out of state
travel for himself. Mr. Hunter would be traveling to Jackson,
Mississippi to attend the National Association of County
Agricultural Agents Annual Meeting/ Professional Improvement
Conference during the week of August 5 through the 11, 2000.
On motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to grant the request from
the County Extension Agent and approved payment of out of
state travel expense for C. Jack Hunter.
The next matter for consideration by the Court was a
request submitted by the County Extension Agent seeking
approval for out of state travel for herself. Ms. Landeros
would be traveling to Baltimore, Maryland to attend the
National EAFCS Conference September 13 through the 22, 2000.
On motion by the Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to grant the request from
the Extension Agent and approved payment of out of state
travel expense for Ms. Lupe Landeros.
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Commissioners' Court meeting August 1, 2000
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On motion by Commissioner - Thornton, seconded by
Commissioner Cauley, the Court voted unanimously to authorize
the County Judge to execute a Tax Resale Deed to the following
individual:
Phil 2arate - Lots 3 thru 5, Block 4, City of
Bryan, Brazos County, Texas.
The next matter before the Court was approval of the
revision of the County Travel Policy. On motion by
Commissioner Sims, seconded by Commissioner Cauley, the Court
voted unanimously to amend the County Travel Policy. A copy
of the amended policy is attached hereto.
The next matter before the Court was approval of the
renewal of Bid no. 97-034 to KONE, Inc. for elevator service
and maintenance. There is no change to the original contract.
On motion by Commissioner Cauley, seconded by Commissioner
Sims, the Court voted unanimously to renew the contractual
agreement with KONE,Inc. A copy of the contractual agreement
is attached hereto.
The Court next considered an Exemption from Competitive
Bidding Requirements of Local Government Code, Section
262.024(a)(4). This is for the purchase of Engineering
Services from Municipal Development Group. On motion by
Commissioner Jones, seconded by Commissioner Thornton, the
Court voted unanimously to approve the Exemption of
Competitive Bidding Requirements and authorized the payment
for all professional services from the designated vendor for
the 1999-2000 fiscal year.
The Court next considered awarding the following bids:
a) Bid No. 2000-042, Furniture, Annual Contract
John Hachmann, Purchasing Agent,
recommended acceptance of the bid
submitted by Office Express: Section I,
items 15,16 & 17; Neutral Posture:
Section I, item 25; Wilton's Office:
Section I, items 4,5,6,8,9a,9b,10,
12a,12b,14,22 & 23; Section II, items
7,8; Section III, Articulating Keyboard;
Section IV, items 5a & 6a.
Vol go Page 380
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Commissioners' Court meeting August 1, 2000
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1 b) Bid No. 2000-043, Cleaning Chemicals
John Hachmann, Purchasing Agent,
recommended acceptance of the bid
• submitted by Ecolab: items 4 & 6; Acme
Soap: items 1,2,5 & 7; SWT Auto Cholor,
item 8; Diversy Lever: item 3.
On motion by Commissioner Cauley, seconded by Commissioner
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Thornton, the Court voted unanimously to accept the
recommendations of the Purchasing Agent and award the
contracts as noted.
The Court next considered authorizing work outside of
county rights-of-way for the health, safety and welfare of the
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general public. The Road and Bridge Department requested
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permission to enter the private property of Steve Wiggins on
Calument Trail in Precinct 1 to bury dead livestock. On
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motion by Commissioner Jones, seconded by Commissioner Cauley,
the Court voted unanimously to authorize the work.
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The Court next considered approval of the Amending Plat
of Indian Oaks Subdivision Lots 20, Block 1 in Precinct 1.
Richard Vance, County Engineer, stated that he had reviewed
the plat and all appeared to be in order. On motion by
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Commissioner Jones, seconded by Commissioner Thornton, the
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Court voted unanimously to approve the Amending Plat of the
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Indian Oaks Subdivision as submitted.
The Court next considered approval of the Preliminary
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Plat of
Rock Bottom Ranch Subdivision in Precinct 1. Richard
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Vance,
County Engineer, stated that he had reviewed the plat
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and offered the following comments:
1)
Show road name and indicate it is "Private".
2)
Show a 20 feet utility easement along road.
3)
Add the following to Plat Notes:
#15 THERE SHALL BE A 20 FOOT PUBLIC
UTILITY EASEMENT ALONG ROCK BOTTOM ROAD.
#16 THERE SHALL BE A 10 FOOT PUBLIC
UTILITY EASEMENT ALONG ALL SIDE LOT
LINES.
#17 THIS IS A PRIVATE SUBDIVISION.
Owner(S), BY FILING THIS PLAT OF RECORD,
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Commissioners' Court meeting August 1, 2000
AND ALL FUTURE OWNERS OF PROPERTY WITHIN
THIS SUBDIVISION BY PURCHASING SUCH
PROPERTY, ACKNOWLEDGE AND AGREE THAT THEY
SHALL BE FOREVER BARRED FROM PETITIONING
BRAZOS COUNTY TO REPAIR OR ACCEPT
MAINTENANCE OF THE ROADS SHOWN ON THIS
SUBDIVISION UNTIL OWNER AND/OR THE
HOMEOWNER'S ASSOCIATION HAS IMPROVED THE
ROADWAYS TO THE STANDARDS REQUIRED BY
BRAZOS COUNTY. OWNER(S) AND FUTURE
OWNERS OF PROPERTY WITHIN THIS
SUBDIVISION SHALL LOOK SOLELY TO THE
HOMEOWNER'S ASSOCIATION FOR FUTURE
MAINTENANCE AND REPAIR OF THE ROADS SHOWN
IN THIS SUBDIVISION.
4) Add "ELEV. 204.0" to "APPROXIMATE
LOCATION OF FLOOD PLAIN LINE"
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On motion by Commissioner Jones, seconded by Commissioner
Thornton, the Court voted unanimously to approve the
preliminary plat of the Rock Bottom Ranch Subdivision subject
to the developer complying with the exceptions noted by the
County Engineer.
The Court next considered acceptance of a Warranty Deed
for right-of-way on Ferrill Creek Road in Precinct 2. On
motion by Commissioner Thornton, seconded by Commissioner
Cauley, the Court voted unanimously to authorize the County
Judge to accept on behalf of Brazos County a Warranty Deed
from Ollie Tom Lenz and wife Evelyn Holubec Lenz for the
expansion and improvements to Ferrill Creek Road.
On motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to receive, approve and
order filed as submitted the Treasurer's report for June 2000
and the Quarter Ending June 30, 2000 Treasurer's Report. A
copy of each is attached to and made a part. of these minutes.
Under announcement of interest items and possible future
agenda topics Commissioner Jones made the following comment:
a) He wants to change the name of Gandy Road
from FM 2154 and Rock Prairie all the way
down its entire length to one name.
Commissioner Sims made the following comment:
Vol ao Page 39a'
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Commissioners' Court meeting August 1, 2000
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a) He wants to name the stretch of Highway
along FM 158 between FM 60 and Harvey
Road. He also wants to rename Tickle
Tongue Road.
Commissioner Cauley made the following comment:
a) He said that he had the responses to the
RFP and that he would distribute them.
The County Judge made the following comments:
a) He received a letter from Susan Wendel,
President and CEO of the Texas
Association of Counties Leadership
Foundation congratulating the county on
the selection of its application for
County Best Practices that was submitted
by M. J. Deen and John Reynolds. The
County will be presented its award August
22, 2000 at 7:00 p.m. on the floor of the
Texas Senate.
b) The Texas Commission of Law Standards is
considering requiring law enforcement
officers to have a four year college
degree. As a member of the
Intergovernmental Relations Committee of
the CUC it is his intention to oppose
legislation requiring a peace officer to
have a four year degree.
At 9:36 a.m. the County Judge announced the meeting
closed to the public so that the Court could meet in Closed
Executive Session to discuss the purchase of real property as
allowed under Section 551.072 of the Texas Government Code.
At 10:00 a.m. the County Judge announced the meeting open
to the public. There was no action taken on the closed
executive session.
The County Judge then recess the meeting and will
reconvene at the newly constructed Detention Center.
The County Judge reconvened the meeting at 10:30 a.m. The
members of the Court toured the newly constructed Minimum
Security Jail addition.
There being no further business to come before the Court,
Z the meeting was adjourned.
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The foregoing minutes of the Commissioners Court meeting
held August 1. 2000 have been examined and are approved in
open Court this the lk L4 day of SA^ju*RY , 20DI, in Bryan,
Brazos County, Texas.
Alvi W. ones
County Judge
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Thornton
Commissioner, Precinct 2
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Carey C ley, Jr.
Commiss oner, Preci J 4
Commissi6ndf, Precinct 1
Randy ims
Comm'ssioner, Precinct 3
Mary An and
County Clerk
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BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 1999-2000 BUDGET YEAR
NO. 99/00 35.1
On this the 1" day of August 2000 at a regular meeting of the
Commissioners' Court, the following members were present:
Alvin W. Jones, County Judge, Presiding
Tony Jones, Commissioner, Precinct 1;
Wm. S. Thornton, Commissioner, Precinct 2;
Randy Sims, Commissioner, Precinct 3;
Carey Cauley, Commissioner, Precinct 4; !
Mary Ann 'Hard, County Clerk.
The following proceedings were held:
THAT WHEREAS, on August 1, 2000 the Court heard and approved
a budget amendment for the 1999-2000 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 9,
1999 the following amendment(s) to the original are hereby
authorized, as described on the attached page(s). ;
ADOPTED AND APPROVED this the 1" day of August 2000.
THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS. ;
By: Alvin W. Jones, County Judge
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Original: county Clerk's Office and attached to the original
budget
Copies: County Auditor `
County Treasurer
Commissioners' Court minutes
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 99/00 - 35.1
8/1/00
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FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease
01 180001 613250 Dr. Minor Furniture 900.00
01 180001 653500 Cr. Gasoline 900.00
General Fund
County Attorney Administration
To reallocate the gasoline line item budget to allow the purchase of minor furniture. The gasoline
appears underspent because of the credit allowed by the state grants.
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PERSONNEL CHANGE OF STATUS
page 1 of 1
COURT DATE:
August 1, 2000
DEPARTMENT:
Personnel
PURPOSE:
Approve Personnel Change of Status
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DEPARTMENT NAME
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ACTION REQUESTED
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COUNTY ATTORNEY
HOOPER, SANDRA
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TRANSFER FROM
HOT CHECK DEPT
JUVENILE SERVICES
ORTA, WILLIAM P
NEW HIRE
TOUMBS, RANDI
NEW HIRE
LERMA, MELINDA
TRANSFER WITHIN
DEPT
CAULEY, JULLION
RESIGNATION
ROAD & BRIDGE
FONVILLE SR, KEVIN
TERMINATED
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Approved in Commissioners' Court County Judge's or Commissioner's SigAusust 1. 2000
nature:
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July 24, 2000
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Honorable Alvin Jones, County Judge
Brazos County
4 300 East 26m Street, Suite 114
Bryan, Texas 77803
RE: Legal Services
Dear Judge Jones:
Thank you for selecting our law firm to represent Brazos County. We appreciate your
confidence in us and will do our best to continue to merit it.
The purpose of this letter, together with the enclosed "Standard Terms of Engagement," is
to set out our understanding with respect to the specific terms of our relationship. Please review the
Standard Terms ofEngagement carefully and contact us promptly ifyou have any questions regarding
our relationship. This letter, together with the Standard Terms of Engagement, constitutes our
agreement with you (this "Agreement") under which our services will be provided.
identity of Client
We will be representing the interests of Brazos County.
Nature and Scope or Representation
We understand that while in the future we may from time to time be employed on other
matters, our present relationship is limited to representing Brazos County in connection with
groundwater legislation.
Supervision and Delegation
I will be the partner who will coordinate and supervise the services we perform on your
behalf, however, Sabrina Thomas will perform the majority of the work on behalf of Brazos County.
We routinely delegate selected responsibilities to other persons in our Firm when, because of special
expertise, time availability or other reasons, they are in a better position to carry them out. In
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Honorable Alvin Jones
July 24, 2000
Page 2
addition, we will try, where feasible and appropriate, to delegate tasks to persons who can properly
perform them at the least cost to you. `
Financial Arrangements
The enclosed Standard Terms of Engagement, together with this letter, outlines the financial
terms of our engagement. We will charge the County a flat rate of $5,700 to be paid over a period
of ten months. If anything in this letter or the Standard Terms of Engagement is unclear or presents
a problem to you, please advise me promptly so we may discuss it and reach a full understanding.
Acceptance of Terms
If this arrangement is acceptable to you and Brazos County, please sign the enclosed duplicate
original of this letter and return it to us at your earliest convenience.
We truly appreciate the opportunity to be of service to you and look forward to working with
you and Brazos County in a mutually beneficial relationship.
Sin ly,
Douglas oom
AGREED TO AND ACCEPTED
By:
Honorable vin Jones, County Judge
Brazos County
Date: 93-1-40
cc: Billing Department '
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STANDARD TERMS OF ENGAGEMENT
This statement sets forth the standard terms of our engagement as your attorneys. Unless
modified in writing by mutual agreement, these terms will be an integral part of our agreement with
you. Therefore, we ask that you review this statement carefully and contact us promptly if you have
any questions. We suggest that you retain this statement in your file.
1. The Scope of Our Work
You should have a clear understanding of the legal services we will provide. Any questions
that you have should be dealt with promptly. We will provide services related only to matters as to
which we have been specifically engaged.
We will at all times act on your behalf to the best of our ability. Any expressions on our part
concerning the outcome of your legal matters are expressions of our best professional judgment, but
are not guarantees. Such opinions are necessarily limited by our knowledge of the facts and are based
on the state of the law at the time they are expressed. We cannot guarantee the success of any given
matter, but we will strive to represent your interests professionally and efficiently
2. Billing Procedures and Terms of Pavment
Our billing period begins on the 16' ofthe month and ends on the 15' ofthe following month.
We will render periodic statements to you for legal services and expenses. We usually mail these
periodic statements toward the end of the month following the latest date covered in the statement.
Each statement is payable within 30 days of its stated date and must be paid in U.S. Dollars. If any
statement is not paid within 30 days after its stated date, interest at the rate of 1 '/z percent per month
(18 percent per annum) will accrue on the balance due. However, if at any time 18 percent per
annum exceeds the highest interest rate permitted by applicable law, then the interest rate that will
be applied to any overdue amounts will be reduced to the maximum rate permitted under applicable
law.
If you have any question or disagreement about -any statement that we submit to you for
payment, please contact me at your earliest convenience so that we can resolve any problems without
delay. Typically, such questions or disagreements can be resolved to the satisfaction of both sides
with little inconvenience or formality.
3. Termination of Services
You have the right at any time to terminate our employment upon written notice to us, and
if you do we will immediately cease to render additional services. We reserve the right to discontinue
work on pending matters or terminate our attorney-client relationship with you at any time that
payment of your account becomes delinquent. Additionally, in the event that you fail to follow our
advice and counsel, or otherwise fail to cooperate reasonably with us, we reserve the right to
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withdraw from representing you upon short notice, regardless of the then status of your matter. No '
termination shall relieve you of the obligation to pay fees and expenses incurred prior to such I
termination.
4. Retention of Documents
Although historically we have attempted to retain for a reasonable time copies of most
documents generated by this Firm, we cannot be held responsible in any way for failure to do so, and
we hereby expressly disclaim any such responsibility or liability. You must ultimately retain all
originals and copies you desire among your own files for future reference.
5. Governing Law
,
This Agreement shall be governed by and construed in accordance with the laws of the State
of Texas, United States of America. Venue of any case or controversy arising under or pursuant to
this Agreement shall be in Travis County, Texas, United States of America.
6. uestions
Ifyou have any questions from time to time about any aspect of our arrangements, please feel
entirely free to raise those questions. We want to proceed in our work for you with a clear and
satisfactory understanding about every aspect of our billing and payment policies; and we encourage
an open and frank discussion of any or all of the matters mentioned in this memorandum.
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Postage
Our postal equipment calculates exact US postage for all sizes and weights of posted
material. The rate charged for postage is the same as the amount affixed to the material
that is mailed.
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Client Costs Advanced
Bickerstaff, Heath, Smiley, Pollan, Kever & McDaniel, L.L.P.
The firm incurs expenses on behalf of clients only when required by the legal needs of the clients.
Some cases or matters require extensive use of copy facilities, and other cases may not be so paper
intensive. Standard services such as secretarial and word processing time, file setup, and file
storage are not charged; however, other expenses such as long distance fees, copies, delivery fees,
and fax charges are billed to the client needing those services. An explanation of the billing
structure is as follows:
Delivery Services
Outside delivery services are used for pick-up and delivery of documents to the client as
well as to courts, agencies, and opposing parties. Outside delivery fees are charged to the
client at the rate charged to the firm. Overnight delivery services are also charged at the
rate charged to the firm. Firm Office Services Department personnel may provide delivery
service in urgent situations and charges for such in-house service will not exceed the
charge that would be made by an outside service in a similar situation.
Telephone
Our long distance charges are based on the exact number of minutes per call as provided
by our carriers. The rate applied to the call is $.20 per minute. Cell phone charges will
be charged at invoice rate if the call is long distance; otherwise, local cell phone charges
will not be charged to the client.
Con ,
Our standard rate for copies made by firm personnel is $.15 per copy. This charge covers
paper, equipment costs, and other supplies. If savings can be realized within the required
time frame by sending copy jobs to subcontractors, the firm uses only qualified legal
services copiers and the cost charged to the client is the same as the amount billed to the
firm.
-Computerized Research
If a case requires the use of computerized legal research, trained and skilled legal
researchers are used to minimize on-tine data charges. The firm charges $4.00 per' minute
of on-tine connect time.
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BRAZOS COUNTY
BRYAN. TEXAS
RESOLUTION
A RESOLUTION OF THE COUNTY COMMISSIONERS OF THE COUNTY OF BRAZOS
AUTHORIZING THE SUBMISSION OF A TEXAS COMMUNITY DEVELOPMENT PROGRAM
APPLICATION TO THE TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS FOR
THE COMMUNITY DEVELOPMENT FUND; AND AUTHORIZING THE COUNTY JUDGE TO ACT
AS THE COUNTY'S EXECUTIVE OFFICER AND AUTHORIZED REPRESENTATIVE IN ALL
MATTERS PERTAINING TO THE COUNTY'S PARTICIPATION IN THE COMMUNITY
DEVELOPMENT PROGRAM.
WHEREAS, the County Commissioners of the County of Brazos desire to develop viable rural
communities, including decent housing and a suitable living environment and expanding economic
opportunities, principally for persons of low/moderate income; and
WHEREAS, certain conditions exist which represent a threat to the public health and safety; and
WHEREAS, it is necessary and in the best interests of the County of Brazos to sponsor an
application for the 2001/2002 Texas Community Development Program;
NOW, THEREFORE, BE IT RESOLVED BY THE COUNTY COMMISSIONERS OF THE
COUNTY OF BRAZOS:
1. That a Texas Community Development Program application for the Community Development
Fund is hereby authorized to be filed with the Texas Department of Housing and Community
Affairs.
2. That the County's application be placed in competition for funding under the Community
Development Fund.
3. That the application be for $250,000 of grant funds to carry out sewer system improvements on
West 28th Street.
4. That the County Commissioners Court directs and designates the County Judge as the County's
Chief Executive Officer and Authorized Representative to act in all matters regarding this
application and the County's participation in the Texas Community Development Program.
5. That it further be stated that the City of Bryan will contribute $12,500 toward the engineering
and/or administrative activities of this sewer improvements project.
Passed and approved this 1 n day of August, 2000.
Alvin . Jones, Coun Judge
Attest:
Mary Ain Ward, County Clerk ARE
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BR.AZOS COUNTY
BRYAN. TEXAS
RESOLUTION
A RESOLUTION OF THE COMMISSIONERS COURT OF THE COUNTY OF BRAZOS, TEXAS,
STATING THE COUNTY'S INTENT TO EMPLOY AN ENGINEER AND MANAGEMENT
CONSULTANT FOR ONE (1) OR MORE TEXAS COMMUNITY DEVELOPMENT PROGRAM.
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WHEREAS, the County of Brazos is eligible to apply for Texas Community Development
r Programs; and
WHEREAS, the County of Brazos has sought Statement of Qualifications to provide engineering
and management services for one (1) or more Texas Community Development Programs which it
may apply for and receive in the near future; and
WHEREAS, it is the intent of the County of Brazos to submit a 2001/2002 Texas Community
Development Fund Program application in August 2000 for sewer improvements on West 28'"
Street.
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NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSIONERS COURT OF THE
COUNTY OF BRAZOS, TEXAS:
1. It is the intent of the County of Brazos to employ Ash-Browne Engineers to provide
engineering services and Kerbow and Associates Consulting, Inc. to provide management
services, if and only if, the County of Brazos' 2001/2002 Texas Community Development
Program application is approved for funding.
i 2. A contract for services to employ Ash-Browne Engineers and Kerbow and Associates
Consulting, Inc. shall be entered for each respective service provider only after grant approval.
3. A respective service agreement shall be negotiated between the County and each service
provider after grant application approval.
Passed and approved this 1I day of August, 2000.
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Attest:
Mary Aruf Ward, County Clerk
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Alvin W. ones, Count udge
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POLICY AND PROCEDURES
FOR
COUNTY TRAVEL AND REIMBURSEMENT
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
TRAVEL RELATED EXPENSES FOR B RAZOS COUNTY EMPLOYEES.
THE FOLLOWING POLICY ADOPTED BY THE BRAZOS COUNTY
COMMISSIONERS COURT ON THIS THE 8T" DAY OF JUNE, 1995 TAKES THE
PLACE OF ANY PREVIOUS COUNTY TRAVEL POLICY ADOPTED BY ANY
PREVIOUS COMMISSIONERS COURT. THE EFFECTIVE DATE OF THIS POLICY IS
THE 6T" DAY OF JUNE, 1995.
THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONERS' COURT ON
FEBRUARY 17,1998.
THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON
AUGUST 1st, 2000.
This policy and related procedures replaces all previous policies and procedures. It explains Brazos
County's policy relevant to the authorization of travel and the reimbursement of expenses incurred
incidental to travel. Section 152.011 of the Texas Local Government Code gives the
Commissioners' Court the authority to set travel expense and other allowances for all County
officials and employees.
This policy is to be viewed as an "accountable plan", and therefore satisfies the repotting and
documentation conditions established by the Internal Revenue Code of 1986 as Amended (i.e. § 162
and §274 and Treasury Regulations 1.62.1 to 1.62.6).
BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
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A. GENERAL DEFINITIONS
1. Accountable Plan - a plan under which an employee is reimbursed for expenses or
receives an allowance to cover expenses. The following four conditions must be
satisfied:
a. There must be a County business purpose for the expenses,
b. The employee must clearly state and properly support that there was a business
purpose for the expense,
c. The employee must substantiate that the expense was incurred by providing
documentation or be deemed to have documented the reimbursed expenses, and,
d. The employee is required to return (i.e. with advances) to the County any amounts
received in excess of documented expenses.
2. Actual Expenses - the actual cost of any allowable travel expenses supported by proper
receipts and/or statements.
3. Auditor - the County Auditor and/or his designated staff.
4. Authorization - a recognized approval level that requests the County Treasurer to
encumber funds for approved travel purposes. An approval level is the signature of the
elected official, department head or employee authorized to approve claims for the
department. This authority is established by filing Brazos County Form-349 with the
County Auditor's office.
5. Official County Business - a business function in which County employee(s) are
participating, and which is recognized by the Commissioners' Court as being official
business of Brazos County.
6. Duty Point - the primary place of employment, i.e. courthouse, road and bridge, tax
office, etc.
7. Traveling County Employee - an elected -official, a department head, or a person
employed in the direct service of an elected official or department head who is traveling
on official County business.
8. In-County Travel - travel that takes place within the confines of the legal boundaries of
Brazos County, and where the primary end destination of the travel is within these same
boundaries.
9. Out-of-county Travel - any travel that has a primary end destination outside the
established legal boundaries of Brazos County.
10. Out-of-state Travel - any travel that is undertaken which has a primary end destination
outside the established legal boundaries of the State of Texas.
11. Educational Travel - out-of-County travel that is undertaken by County employees for
approved education seminars, conferences and meetings.
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BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
12. Law Enforcement Travel - travel expenses incurred by County law enforcement
personnel for the explicit purpose of transporting prisoners and/or probationers,
collection of evidence, and other travel directly attributable to official County business.
13. Travel Expenses - transportation (airline fares, personal auto, public transportation,
parking, and taxi), meals, lodging, and incidental expenses associated with traveling on
official County business.
14. Travel Expense Forms - all forms so designated by the Auditor's office to be used to
report actual and estimated travel expenses for official County business. These forms
are to be submitted to the Auditor's office for reimbursement and/or documentation for
advances with regards to travel expenses.
15. Direct Billing - a pre-arranged billing, established for a County employee with a
lodging facility at which they plan to stay when away from their place of employment
overnight on County business. Direct Billing is arranged by the Auditor's office with
the intent being the reduction of the employee's financial responsibility for costs
associated with travel on County business.
16. Incidental Expense - a necessary and reasonable expense incurred by a County
employee while traveling on official County business. This does not include
transportation, meals, lodging, tips, gratuities, alcoholic beverages, laundry or in-room
video rental.
17. Mileage - the distance from a duty point to a destination. As noted in the following
procedure, the County will follow the State Mileage guide in Appendix A when
applicable.
18. Mileage Rate - the rate of reimbursement established by the Commissioners' Court in
December of each calendar year for use of a personal automobile while on County
business.
19. Meal Expense - limited to $25.00 a day for meals, if an employee is away from their
duty station overnight.
20. Host Hotel - `pref'erred room rates" negotiated by a sponsor for participants of a
conference, seminar or continuing education training, at or near the program site.
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BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
B. GENERAL POLICY STATEMENT
All reasonable and necessary travel by County employees for which a departmental budget has
been established, and for which the department has funds remaining in the budget, and for which
the travel is required in order for the employee to conduct County business is authorized. County
officials and department heads are expected to plan out-of-County travel for themselves and their
employees to achieve maximum economy and efficiency. All County reimbursed travel must be
for official County business only.
It is the responsibility of the County official and/or department head to see that all Out-of-County
travel expense forms are properly completed, documented, signed and forwarded to the County
Auditors office within fourteen (14) calendar days of the travel return date. In-County mileage
reimbursements may be submitted on a monthly basis.
C. IN-COUNTY TRAVEL
In the process of conducting County business, employees may be required to travel to locations
within the County, but away from their normal duty station. If the employee incurs expenses
incidental to such travel, the employee is required to obtain authorization from the department head
for such expenses. If the anticipated expenditure will be in excess of $25.00, the department head
may request a travel advance (Form 203-13C) and secure the Commissioners' Court approval before
any expense is incurred. Employees are expected to report the shortest distance between
destinations for all travel. The County will not reimburse for personal mileage or for travel between
an employee's residence and their duty point. The County will not reimburse for meals unless
employee is away from their duty station overnight.
The employee traveling on official County business within the County should first determine from
the department head if a County vehicle is available to conduct such business.
All such authorized expenses will be reimbursed within ten (10) days of the receipt by the County
Auditor's office of completed reimbursement request forms.
Procedure: For In-County travel, Form 201-BC (Loch] Transportation Reimbursement Form)
should be used. This form is to be turned in by the employee to the department head at least once a
month for previous travel. Department heads should then prepare a request for reimbursement and
forward the completed request and attached documentation to the County Auditor's office. Mileage
will be reimbursed based on the actual mileage traveled at the prevailing rate established by the
Commissioners' Court.
The County will not reimburse employees for meals or lodging expense incurred In-County.
D. OUT-0F-COUNTY TRAVEL
Out-of-County travel by County employees is pennissible provided that it is authorized in advance
by the department head and does not exceed departmental budgetary allowance for such travel. It is
the department head's responsibility to ensue that each request has adequate documentation
attached to support the stated time, place, and business purpose of the travel expense (see
"Accountable Plan" requirements, Page 1). X99
Tnvd k Reimbursement Revised &W WW~ i. , 0728/t)0
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E r TRAVEL POLICY AND PROCEDURES
xf D. OUT-OF-COUNTY TRAVEL (con't)
The County will reimburse for County employee meals only while the employee is out of the
County on County business and away from their duty station overnight. If the travel expense is
anticipated to exceed $25.00 a travel advance (Form 203-BC) may be requested and
Commissioners' Court approval secured before any expense is incurred.
Procedure: All Out-of-County reimbursement requests are to be made on Form 202-BC (Out-
Of-County Travel Reimbursement Request).
Requests I'or meal reimbursement are to be as follows:
1. Meals will be reimbursed at the amounts listed, taxes included:
Breakfast $ 6.00
Lunch $ 7.00
Dinner $ 12.00
2. No receipts will be required.
t 3. The County will not reimburse an employee for more than $25.00 per day for meals.
Meal reimbursement will not be provided unless the employee is away from their duty
station overnight.
The County will reimburse County employees for mileage, if the a personal vehicle is used, while
the employee is Out-of-County on County business. Mileage reimbursement ($030/tulle) will be
made based on the city to city mileage figures as stated in the State Mileage Guide, (see Appendix
A), at the existing reimbursement rate set by Commissioners' Court.
Requests for mileage reimbursements can be made in one of two ways:
1. Where mileage request is simply for a round trip the employee need only enter the
dollar value on the Form. This is arrived at by multiplying the established mileage by 2
and then multiplying this product by the reimbursement rate that has been established
by Commissioners' Court. It is requested that the Comptroller's WEB site
s www.window.state.tx.us be used to calculate mileage between points (Mileage Guide).
i Form 201-BC or 202-BC may be used.
2. Where mileage is requested for the use of a personal automobile while on County
business and the request is for mileage other than the round trip from duty point to
destination, then the employee should use Form 201-BC to establish the additional
miles and business purpose. These totals should then be transferred to Form 202-BC.
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The County will reimburse the traveling County employee for the actual cost of lodging expenses
incurred, not to exceed $75.00 per day, including taxes, while traveling on official County business.
The travel needs to be approved by the department head, and the cost must not exceed the
remaining departmental budget Receipts are required for the reimbursement of lodging expenses.
Please see Section G, this policy, for more information on reimbursement of lodging expenses.
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BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
E. OUT-OF-STATE TRAVEL
The County will reimburse employees for out-of-state travel on the same basis as Out-of-County
travel.
If the employee elects to use a personal automobile for such travel, the County reimbursement will
not exceed the lesser alternative: either the mileage (round trip at the prevailing rate per mile) or the
round trip airfare from Easterwood Airport to the destination (a commercial airline quote is
required). It is noted that when the distance is greater than 350 miles, and when the air fare ticket
can be purchased 21 days in advance, it is usually cheaper to fly than drive.
Any employee traveling on County business who does not wish to fly, and whose destination is out
of state may place a request before the Commissioners' Court requesting authorization to drive and
to be reimbursed for the actual travel expense. The request would need to be in writing, placed
before the Commissioners' Court 10 days prior to departure, and would need to include the reason
for the request and a comparison of the costs. Commissioners' Court has the authority to accept
and /or reject each request based on merit as presented.
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Procedure: Any out-of-state travel request must be presented to the department head. The
department head must then make a formal request for approval of such travel to the
Commissioners' Court, which must consider the request in open session. All requests for
reimbursement are to be made on Form 202-13C. If a Travel Advance is needed, it should be
requested at the same time.
F. TRAVEL ADVANCES
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Employees that anticipate being away from their duty station on County business and Out-of-
County for more than three (3) days, or when travel expenses are anticipated to be more than
$25.00, may request a travel advance. The employee would be required to fill out Form 203-BC
(Travel Advance Request).
The form should be submitted to the department head for approval and forwarded to the County
Auditor's office for processing. All requests for advance must be filed with the Auditors office ten
days prior to the departure date so that proper approval from the Commissioners' Court can be
secured.
The request should not exceed the estimated expenses. All meal advances will be based on $25.00
per day and a maximum of $75.00 will be advanced for each day of lodging that the employee
anticipates. All employees are encouraged to arrange for direct billing and to arrange for quotations
for air transportation when required.
Procedure: Once the employee has returned to their normal duty station, the employee has
fourteen (14) days to submit documentation to the County Auditors office on Form 202-BC to
account for the use of the travel advance funds. The employee should attach a copy of Form 203-
BC to their request to document the advance received. If the employee has received funds in excess
of their need the balance should be remitted to the County Treasurers office, and a copy of all
receipt(s) attached to Form 203-BC. All disbursement of funds and collection of funds with
regards to travel advances will be handled through the County Treasurers office. The department
head has oversight responsibility for all disbursements related to travel advances.
Travd do It6nburnr wd Revised 800 if~ o? O 6 tO / maaroo
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G. LODGING
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BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
The County will be responsible for a maximum of $75.00 per day, taxes included, for lodging
expenses incurred by a County employee while traveling on official County business away from of
out-0f--state travel. All must be cleared by the commissioners' court prior to being incurred.
The County prefers to arrange for hotel accommodations to be billed directly to the County proper.
Department heads are encouraged to plan as far in advance as possible, and to arrange for direct
billing. The County will only be responsible for the first $75.00 of the room rate. If the room
charge is greater than $75.00, the employee should be prepared to be responsible for the difference.
The decision to pay the lodging fee for the night before a conference or meeting is at the discretion
of the department head. This decision is based on the location of the meeting site and beginning or
ending time of the program. Likewise, the decision to pay the lodging fee for the last day of a
conference or meeting is at the discretion of the department head. It is the employee's responsibility
to make sure this issue is covered prior to the meeting taking place and prior to the request being
placed before the Commissioners' Court.
Host Hotel
In many instances a county employee will attend a seminar, conference or continuing
education program where the sponsor of the program has negotiated preferred room rates
at (or near) the site where the program is to be held. In many instances the preferred
room rate is referred to as the "host hotel." In some instances the program sponsor has
secured such preferred rates at several locations.
The county would prefer that county employees attending such programs stay at the "host
hotel." And, therefore, if the room rate is greater than the $75.00 allowable by this
policy, the county will still reimburse the employee for the full amount of the room and
tax. The employee is required to provide adequate documentation that the program
negotiated a preferred rate with the "host hotel." An example of adequate documentation
would include a seminar brochure or registration information provided by the program
sponsor that lists the preferred hotels.
Many times the county employee attending a sponsored program does not plan to attend the
program in a timely manner and all "reserved program rooms" will have been taken.
Alternative sites will not be considered as "host hotels" unless specifically designated as
such by the program sponsor.
Out-Of-State
When a county employee requests out-of-state travel for a sponsored seminar, conference
or continuing education program, and there is not a designated "host hotel", 'it is the
employee's responsibility to register in a timely manner to allow the opportunity to stay
at the hotel or conference center where the program is being held. When the employee
makes a request for out-of-state travel, the request should clearly state the anticipated
room cost, and request formal approval for reimbursement. Commissioners' Court will
evaluate each request separately.
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BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
Relatives and Friends
Frequently county employees while traveling on county business and away from their
duty station overnight will stay with friends and/or relatives. As a result their application
for reimbursement will appear as if they were not away from home overnight. When
such an event happens, the employee should attach a notice to their reimbursement
request to allow the county auditor's office to confine the over night stay.
Restrictions on County reimbursable lodging expenses:
1. a County WILL reimburse for:
Daily Room Charges (Maximum of $75.00 for single occupancy, including taxes)
Properly Documented Business Telephone Calls
Facility Parking Charges
Taxi Fares (no documentation required)
Alternate means of travel (i.e. bus, train, etc.)
2. The County will NOT reimburse for.
Snacks Charged To The Room
Room Service (No gratuity, no room service charge)
Personal Expenses (i.e.: Valet, Dry Cleaning, Laundry, etc.)
Tips and/or Gratuity
Alcoholic Beverage Charges
Video Rental (i.e.: In-Room Movies, etc.)
Personal Phone Calls i `
Hotel Club Charges
Recreational Facility Charges
Employees who incur lodging charges defined as unacceptable for reimbursement are responsible
for these payments. These charges are to be accounted for and payment rendered to the facility by
the employee at check out. If any of these charges billed incorrectly directly to the County by a
lodging facility, the employee will be responsible for remitting reimbursement to the County
Treasurer.
Procedure: The employee will be required to obtain an original lodging statement from the
establishment where the employee stayed. This statement should be attached to the Out-0f-County
Travel Reimbursement Request (Form 202-BC). No exceptions will be allowed.
H. AIR FARE and CAR RENTALS
All County employees are required to travel by the least expensive mode of travel. The employee
should evaluate whether travel by airplane to the destination point is cheaper than traveling by other
means. The County will only reimburse foe the least expensive mode of travel, unless the
employee's supervisor can show good cause for using another mode.
When the final destination is over 350 miles then air travel should be considered
Tmvd & Raimb~mxat Reviwd 8.00 iQ o20 8 ~03 07/AM
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BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
H. AIR FARE and CAR RENTALS (con't)
Car Rentals should only be utilized when required for the employee to fully carry out their official
business. Taxi cabs, buses, and hotel shuttle services are usually less expensive than car rentals.
The County will not reimburse for expenses incurred for personal reasons. The County would
prefer that the employee not enter into a rental arrangement unless it is necessary and required for
the completion of the business purpose.
The County will not reimburse for first class travel. The County will only reimburse for necessary
car rental at the sedan rate (no luxury cars).
L CONFERENCES, SEMINARS and CONTINUING EDUCATION
` The County prefers to pay in advance for conferences, seminars and registrations for continuing
} education. By so doing, the financial responsibility placed on the employee is reduced and proper
and timely assistance can be given to the employee with regards to reservations, travel advances,
and completion of reimbursement forms.
The County requires that requests for registration fees be accompanied by a conference program,
seminar program, or continuing education program that indicates the cost, location and payee's
address. The County requires that the employee's supervisor approve the request. The supervisor
must indicate that the employee's attendance will enhance the employee's ability to perform in their
r assigned job function.
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Each elected official or department head is required to budget for registration at conferences,
seminars and continuing education annually as needed. If there is no budget allocation for this
expenditure the Auditor's office will not approve the expenditure until an official budget
amendment or budget adjustment has been approved.
All elected officials and department heads are required to budget for State required annual
continuing education for all members of their staff where required When properly budget the
County will pay for all required continuing education mandated by State statutes for elected
officials and appointed department heads. When the registration for a conference or seminar
includes payment for meals, it is anticipated that the employee will eat the meal provided The
County will not pay for an additional meal.
When the conference or seminar is scheduled out of the County and begins in the morning. The
County will reimburse for meals and lodging the night before when the distance to the sight is over
150 miles. When'the conference or seminar is out of the County and ends after 4:00 PM the
G employee will be reimbursed for the evening meal immediately following the end of the conference
` or seminar if the sight is over 150 miles from the Courthouse. Meals will not be reimbursed unless
the employee is away from their duty station overnight.
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,Tnvd & Reimbursmwa Revised 8-00 x+ ~r~s.1-Wes' 07/LSNO
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J. LA ENFORCEMENT TRAVEL
BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
The department head prior to the occurrence of any expense must approve all law enforcement
travel expenses, whether it is prepaid by the County or reimbursed after the fact. If planning can
take place before there is a need for such travel, or if travel is a result of a defined "emergency" the
department should try to secure permission from the Commissioners' Court for the use of credit
cards in such cases. If credit cards are used then the County Credit Card Policy is to be followed.
It is recognized that the need for law enforcement travel may occur on an emergency basis. The
County Attorney, Sheriff or the Director of Juvenile Probation is authorized to approve such travel
and related expenses in the event of an emergency. The County Attorney, Sheriff or the Director of
Juvenile Probation is required to notify the County Judge and the Auditor within 48 hours of the
designation of an emergency. If there are no budget funds available, the County Judge's approval
will be required before the expenditure can be incun-ed.
K. MISCELLANEO
The employee needs to be aware that a credit card receipt is not documentation for an
expenditure. All requests for reimbursements and/or requests for the County to pay for a travel
related expenditure must be supported by documentation. It is the employee's responsibility to
secure the documentation at the time of expenditure. In the event that no documentation is secured
a certification as to the expenditure is not sufficient to support reimbursement. Some form of
contemporaneous record must be received from the vendor.
When an employee elects to have their spouse and/or family travel with them, this must be
accurately documented and separation of costs will be required. Lodging expenses must be
documented by the hotel/motel as to what a single occupancy rate would have been. This should be
done on the face of the receipt.
ALL ELECTED OFFICIALS AND DEPARTMENT HEADS ARE TO INSURE THAT
ALL EMPLOYEES HAVE READ THIS POLICY AND COMPLY WITH IT. FAILURE
TO FOLLOW THE POLICY WILL RESULT IN A DELAY IN THE REIMBURSEMENT
PROCESS, AND COULD POSSIBLY CAUSE LEGITIMATE REIMBURSEMENTS TO
BE DENIED. IF IN DOUBT PROVIDE AN EXPLANATION OR OTHER
DOCUMENTATION. THE COUNTY DOES NOT INTEND FOR EMPLOYEES TO
FINANCE COUNTY OPERATIONS.
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Twd & Reimbursement Revised 8.00 07n.&=
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BRAZOS COUNTY, TEXAS
TRAVEL POLICY AND PROCEDURES
A. APPENDIX A
NOTE• Th r-11
8.00101 a o i t 0 6 07!2&00
V, owing hst of mmleage figures Is intended for qulck reference. The cincs listed are
destinations that appear most often for reimbursement. The mileage as noted is one way only. To
get round trip distances the stated mileage should be doubled.
Following this schedule is a
complete listing of mileage from the State approved mileage guide.
In the event you can not find
your specific destination, please contact the County Auditor's office for assistance.
DESTINATION MILEAGE
AUSTIN
99.5
ARLINGTON
173.0
BRENHAM
43.0
CORPUS CHRISTI
237.0
DALLAS
165.0
EL PASO
660.0
FORT WORTH
166.0
GALVESTON
147.0
HOUSTON
96.2
UNTSVILLE
54.0
ERRVILLE
200.0
AN ANTONIO
165.0
TEMPLE
72.0
'ACO
84.7
EATHERFORD
180.8
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Houston Branch Office
Sr. Service Sales Consultant
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Elevators Escalators
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July 26, 2000 KONE Inc.
4607 World Houston Parkway
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Suite 150
Brazos County Maintenance Department Houston, Texas 77032
ATTENTION: Mr. Ed Dobbins Tel 281-442-6619
206 N. Washington Fax 281-442-8457
Bryan, Texas 77803 mike.thompson®kone.com
Subject: Brazos County
CONTRACT NO: 40015374
CONTRACT RIDER: 40015374-02
OBJECTIVE: KONE Inc. will continue to service and maintain the elevators for Brazos
County under the same terms and conditions, shown on Bid No. 97-034, and for
the same unit price, shown on P.O. # 21094, dated 10/29/99.
Very truly yours,
KONE Inc.
Micha J. Thompson
Sr. Service Sales Consultant
MJT/cc
ACCEPTANCE APPROVED
KONE IN .
Date 8 - !O - ggQ BY /J
BY: Moline, IL; Date U~
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Houston Branch Office
Sr. Service Sales Consultant
KO
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August 16, 2000 KONE Inc.
4607 World Houston Parkway
Suite 130
Brazos County Courthouse Houston, Texas 77032
ATTENTION: Susan Gandy, County Judge's Office Tel 281442-6619
300 East 26`h Street Fax 281442-8457
Bryan, Texas 77803 mike.thompson@kone.com
Subject: Elevator Maintenance
Dear Susan:
We are extremely pleased, at this time, to forward one fully executed contract rider for your
records.
We at KONE, certainly look forward to building upon our already established working
relationship. Thank you for this order. If we can be of any further assistance, please contact our
office.
Very truly yours,
KONE Inc.
Michael J. Thompson
Sr. Service Sales Consultant
MJT/cc
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OF ,
Brazos County
7
Traditional America '
Purchasing Department
300 FAST 26TH STREET SUT E 117
BRYAN, Tx 77803
Pu (979)361-4290
r FAX(979)361-4293
July 24, 2000
MEMORANDUM
TO: Hon. Alvin W. Jones, County Judge
Hon. Tony Jones, Commissioner, Pct 1
Hon. Bill Thornton, Commissioner, Pct. 2
s
Hon. Randy Sims, Commissioner, Pct. 3
Hon. Carey Cauley, Jr., Commissioner, Pct 4
' FROM: John Hachmann, Purchasing Agent
_v
SUBJECT: Award of Bid #2000-042 - Furniture/Annual Contract
s
t Please take action and approve award of bid #2000-042, based upon the recommendation of
the purchasing department
Please note that seven (7) items on this bid were not awarded to the low bidder because the
items bid did not meet bid specifications.
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THE FOLLOWING
DOCUMENT
IS THE BEST IMAGE
POSSIBLE
DUE TO
THE POOR QUALITY
OF THE ORIGINAL
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M~""""~"'^'
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1
Executive Desk
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273.00
No Bid
S
228.00
i
232.00
2
Secretarial Desk/Left Return
S
389.00
No Bb
t
328.00
$
347.00
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Secretarial Desk/Right Return
~
389.00
No Bid
S
326.00
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347.00
4
Two (Z) Drawer Vertical File
S
135.00
No Bb
108.001
S
124,00
t
110.44
b
Four (4) Drawer Vertical FIN
f
178.00
No Bid
166.00
$
116.91
6
Five (5) Drawer Vertical File
f
257.00
No Bb
S
am
=
237.00
S
208.66
7
Two (2) Drawer Lateral File
$
267.00
No Bid
S
212.50
203
f
217.74
8
Four (4) Drawer Lateral Fik
$
418.00
No Bb
35"'nn'
;
373.00
i
165.46
8a
B Drawer Lateral File 36"
$
578.00
No Bid
3
$
498.00
f
471.19
9b
b Drawer Lateral File 42"
$
668.00
No Bid
°
f
576.001
$
3".03
10
Two (2) Drawer Cabral File
$
224.00
No BM
$
203.00
183.62
11
Four (4) Drawer Lateral File
$
298.00
No Bid
f
304.25
f
322.00
12a
5 Drawer Cabral File 36"
$
482.00
No Bid
$
434.00
$
393.28
12b I
S Drawer Latent File 42"
$
683.00
No Bb
S
513.001
$
473.E9
11
Bookcase - Three (3) Shoff
$
64.00
No BM
S
55.50
$
_ 57.00
14
Sled Bass Guest Chair
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04.00
$
138.00
85:70,
$
82.00
$
208.05
15
High Back Executive Chair
-
-
164.00
$
254.35
$
_ 205.00
-
~~3165.43
16
Low Back Executive Chair
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142.00
$
240.00
t
183.00
S
183.02
17
Sled Base Guest Chair -
n :!A;.
S -
-138.00
$ -
-183.50
$ -
180.00
S
96.74
18
Exeeudve High Back Chair
S 588.00
- -
$
184.00
-
$
- -
490.75
$
-
492.00
19
Managerial Mid-back
t
584.00
$
142.00
$
479.50
$
492.00
20
Task Chair, High Back
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584.00
$
267.00
$
479.50
$
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Task Chair, Mid Back
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$
256.001
$
467-45 1
$
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WfSeat Glide
No Bid
~rC,.wnl.9"
2 days
30 days 1
_30 days
28-42 days
45 days
De iv6. . 5 • : ~l
45 days
30 days
30 days
28-42 days
45 days
NOTE: Section I, Item 17 - Lowest did not meet spec's - Not a Sled Base Chair
NOTE: Section I, Items 18,19,20,21- Lowest Bid did not meet spec's - No upholstered arms
NOTE: Section II, Items 2 8 3 • Lowest Bid did not meet spec's on this
line of desk - Bid same as Section I, 2
83
Office Express: Section I, items 15,16 817
Neutral Posture: Section I, Item 25
Items 4,5,6,8,9a,9b,10,12a,1
Wilton's Office: Section I
2b,14,22,23
,
Items 7
8
Section II
,
,
Section III -Articulating Keyboard
Section IV, Items 5a,6a
E 0 S: Section I, Item 7 - Section II, Items 4,5,6,10 812 - Section IV, Items 1,2,3,4,5b,6b
Hodges Business: Section I, Items 1,2,3,11,13,1819,20,21 &24 - Section III, Items 1,2,3,9 811
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Purchasing Department
300 FAST 26711 STREEr SurM 117
BRYAN, 7X 77803
PH (979)3614290
FAc(979)3614293 ,
July 20, 2000
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MEMORANDUM
TO: Hon. Alvin W. Jones, County Judge
Hon. Tony Jones, Commissioner, Pct.1
Hon. Bill Thornton, Commissioner, Pct 2
Hon. Randy Sims, Commissioner, Pct 3
Hon. Carey Cauley, Jr., Commissioner, Pct 4
FROM: John Hachmann, Purchasing Agent
SUBJECT: Bid Award
Please consider and take action on the award of Bid #2000-043, based upon the purchasing
recommendation to award this bid by item to the lowest bidder.
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THE FOLLOWING
DOCUMENT
IS THE BEST IMAGE
POSSIBLE
DUE TO
THE POOR QUALITY
OF THE ORIGINAL
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14260 Trl Star
Acme Dynamo +
UD -15
Laundry Deter
Divoblend 3A
,Dilution Rate
.75oz110 gallons
.5ozf10 gallons
5 oz110 gallons
1oz110 gallons
1ozl10 galons
Use cost per 10 gallons
$.0961 cost
$A89 cost
$.1102 cost
$.079 cost
:Price Per Gallon
BeCombo Degreaserlcleaner
$ 16A0
Auto Drain Relief
$ 9.85
Liquid Live"
$ 12.51
No Name
$ 13.19
.
BU Flow
$ 28.89
DlverGTS
Dilution Rate
.15oz110 gallons
1.Ooz110 gallons
Ready to use
.02 oz/10 gallons
Ready to use
;Use cost per 10 gallons
$.0305 cost
$.09375 cost
$157.50 cost
$126.00 cost
9
Price Per Gallon
Response Time
$ 25.98
2d hm
$ 12.00
1.5.3.0 hours
$ 15.75
1530 minutes
$ 19.40
1530 minutes
$ 12.60
1530 minutes
Purchasing Recommendation • Low bidder for each Item
Ecolab = Item 4 and 6
Acme Soap = Item 1,2,5 and 7
SWT Auto Chlor = Item B
Diverse Lever = Item 3
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BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 560010
DATE OF COURT MEETING: August 1. 2000
ITEM: R g e t permission to enter Steve Wiggins' property located off Calumet Trail in
Woodiake Estates Subdivision for the puaose of disposing (burial) of dead livestock
r
(horse). Signed permission form is attached- Site is located in Precinct 1.
SOURCE OF FUNDS: N/A
REQUIREMENT(S):
RECOMMENDATION:
SUBM1 D BY: APPROVE
ichard F. Vance, P.E. missi ony Jones
County Engineer Precinct 1
CCOO-107
Approved E(/ Denied O by Commissioners' Court
Date: 00
-.;4 * cyz
Alvin W. Jones, Couify Judge
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BRAZOS COUNTY
PRIVATE PROPERTY ACCESS PERMISSION FORM
Akin W. Jones
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` Mde S. Thoaftn O
4 C,ommhdxw Pet 2
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Carey CeWey
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Date 7 2 4- o e2
1. LANDOWNER AND ADDRESS 54,e~ uj t 4 a i6 s ~ G 90 - G s 4••6) _
! 2a AD ter' s &.4 Q. ~ Tra 11 T 78 4%r
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li. LOCATION OF WORK t Trz+ r it e o d /a ice a z r
III. DESCRIPTION OF WORK TO BE DONE Bw v A-0-rse--
{ o.t o r iy~~ ore e~•/••i_
IV. MAINTENANCE YES NO!=--'-
IF YES. ESTIMATE FREQUENCY OF MAINTENANCE
(Owner will
be tilted prior to maintenance)
Richard F. Vance, P.E. Engineer Aide/Foreman/Right of Way Agent
County Engineer
Owner's Signature: ~l':s_ DATE z4-o•o
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The State of Texas, County of BRAZOS
We, the undersigned, as County Commissioners within and for Brazos County, and the
Honorable Alvin W. Jones, County Judge of Brazos County, constituting the entire
Commissioners' Court of Brazos County, during a regular meeting of said Court have
examined the foregoing report and have caused an order to be entered upon the Minutes
of the Commissioners' Court of Brazos County approving said Report as presented and
submitted as true and correct by Kay Hamilton, Treasurer of Brazos County, as provided
for in the Revised Statutes of the State of Texas. (Texas Local Government Code,
114.026)
Witness my hand this _1,&k day of A.D. 2000.
Mary Ann and
County Clerk, County of BRAZOS, State of Texas
Examined and approved in open Commissioners' Court this day of
A.D. 2000.
Commissioner Precinct #2
Randy SimVlommissioner Precinct #3
6arey Caul , Commissioner Pr inc
Treasurer's Reports for the Month of JUNE 2000
And QUARTER ENDING 06-30-2000
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f 3UNE 2000 TREASURER'S REPORT
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RIND NUMBER & NAME
CASH BALANCE
05/31/2000
INCOMING
INVESTED TEXPOOL
INTEREST -3UNE
SUB-TOTAL
DISBURSED
CASH BALANCE
06/30/2000
INVESTED
CASH.ACCT.BAL
06/30/2000
Ol - GENERAL RIND
21,297,876.20
2,868,352.10
40,228.84
24,206,457.14
3,058,599.74
21,147,857.40
16,138,241.06
5,009,616.34
02 - COUNTY HEALTH ENDOWMENT FUND
2,337,046.51
566.16
6,326.49
2,343,939.16
-
2,343,939.16
2,202,112.07
141,827.09
OS -HEALTH DEPARTMENT
481,218.71
101,167.54
-
588,386.25
100,391.07
487,995.18
-
487,995.18
12 -STATE LATERAL ROAD
109,52829
19.30
554.00
110101.59
14,218.75
95,882.84
105,266.53
(9,383.69)
15 - LAW IiBRARY
100,452.90
3,191.61
-
104 250.51
845.00
103,405.51
-
103,405.51
16 - APPELLATE JUDICIAL FUND
1,800.82
777.22
-
2518.04
-
2,518.04
-
2,518.04
- ALTERNATIVE DISPUTE RESOLUTION
11
1,740.00
1,690.00
-
3,430.00
1,740.00
1,690.00
-
1,690.00
EOSE FlJND
18 - L
26,492.67
-
-
26 492.67
973.54
25,519.13
-
25,519.13
.
19 - COUNTY RECORDS MANAGEMENT
137,650.58
5,040.41
-
142 690.99
-
142,690.99
-
142,690.99
20 - COUNTY CLERK MGMT.FUND
133,773.33
6,206.15
-
139 979.48
5,724.45
134,255.03
-
134,255.03
22 -COURTHOUSE SECURITY FUND
323,453.76
8,014.61
•
331468.43
11,659.22
319,809.21
-
319,809.21
25 - SPECIAL FORFEITURE FUND
2,161.02
8.66
-
2169.68
261.20
1,908.48
-
1,908.48
28 -VOTER REGISTRATION
34 173.95
7.72
170.62
34,352.29
-
34,35229
32,418.98
1,933.31
29 - V[T INTEREST FUND
63,146.92
618.64
314.62
64,680,18
-
64,680.18
59,782.63
4,897.55
30 -COUNTY GRANTS
(33,693.35)
120,388.44
-
86 695.09
121,945.86
(35,250.77)
-
(35,250.77)
31-M.P.O. RAIL STUDY
181,841.21
128.81
-
182 570.02
-
182,570.02
-
182,570.02
32 -NARCOTICS TASK FORCE
-
4,892.62
4892.62
65,946.94
(61,054.32)
-
61,054.32)
42 - M.S.J. EXPANSION
861,995.48
451.62
3,956.42
866,409.52
20,587.16
845,822.36
751,773.41
94,048.95
43 - COURTHOUSE IMPROVEMENT
213,703.85
1,095.36
2.15
214,801.36
998.08
273,803.28
408.84
394.44
273,394.44
45 - GEN.PERMANENT IMPV.
2,992,035.43
2,992,035.43
41194.37
2,944,841.06
2,974,433.23
(29,592.17)
48 - RIGHT OF WAY
662 525.12
211.61
3,225.18
665,962.57
410.02
665,552.55
612,937.42
52,615.13
49 - CAPIfAI ROADS - R&B
2,583,777.15
135.87
13,490.53
2,591403.55
128,823.20
2,468,580.35
2,563,368.54
(94,788.19)
50 HEALTH & LIFE INSURANCE
1,613,637.90
253,930.52
7,200.43
1,8 14 768.85
332,854.82
1,541,914.03
1,368,170.48
-173,743.55
60 -PAYROLL
190 653.64
1,190,311.80
-
80 965.44
1,3
917 683.65
463,281.79
-
463,281.79
75 BAIL BOND BOARD FUND
59,857.59
739.90
-
60, 591.49
340,19
60,251.30
-
60,257.30
90 BVCOG
36 561.35
-
36, 561.35
11,619.46
24,941.89
-
24,941.89
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41 GEN.OBLIG.DEBT SVG
-
2,315,801.04
37,301.84
85.57
2,353,188.45
-
2,353,188.45
2,315,018.28
. .
38,170.17
TOTAL
36,195,812.07
4,606,460.63
75,555.45
41,477,828.15
4842,816.72
36 635,011.43
29,123,931.47
7,511,079.96
- 7 ~
Brazos County Treasurer, on
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This report is submitted as true and correct to Commissioners Court by
MOW
,
Ed
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QUARTER ENDING 06-30-200
& NAME
FUND NUMBER
0 TREASURERS REPORT
CASH BALANCE INCOMING
03l31l2000
INVESTED TEXPOOL
INTEREST - QTR.
SUB-TOTAL
DISBURSED
CASH BALANCE
06/30/2000
6/30/2000
'
Ol - GENERAL FUND
Y HEALTH ENDOWMENT FUND
23 019 693.03
190,400.11
2
6,666,654.11
173 060.25
15 7,479.32
18,532.30
29 903,826.46
.66
2,381,992
8,755,969.06
38,053.50
21,147,857.40
2,343,939.16
16,138,241.06
2,202,112.07
5,009,616.34
141,827.09
02 - COUNT
DEPARTMENT
,
445,686.13
303,806.28
•
-
749,492.41
61,491.23
61,995.18
-
81,995.18
05 - HEALTH
53
266
69)
383
9
STATE LATERAL ROAD
12 15 - LAW
LIBRARY
16 - APPELLATE JUDICIAL FUND
108,412.45
92,983.68
10,385.91
66.29
11,266.83
4,363.13
1,622.85
-
-
110,101.59
104,250.51
14,749.04
1,4,218.75
845.00
12,171.00
4
95,882.8
103,405.51
2,578.04
.
105
-
-
-
.
,
103,405.51
0
1690
RESOLUTION
DISPUTE
17 - ALTERNATIVE
3,770.00
4,940.00
•
8,710.00
1,020.00
1,690.00
3
-
.
13
25 519
SE FUND
18 - LEO
NAGEMENT
19 -COUNTY RECORDS MA
26,792.48
127,188.67
-
15,512.32
.
•
26 792.48
142,100.99
1,273.35
10.00
25,519.1
142,690,99
03
255
-
.
142,690.99
134 255.03
62
049
145
54
097
17
-
162141.16
27,892.13
,
134,
ND
20 -COUNTY CLERK MGMT•FU
.
,
.
,
21
319 809.21
ND
SECURITY FU
22 - COURTHOUSE SEC
325,113.00
22,366.36
-
347,479.36
27,670.15
319,809.
48
908
-
1908.48
FUND
25 -SPECIAL FORFEITURE
4,396.18
51.98
-
4448.16
2,539.68
.
1,
29
352
34
8
418
32
r
1933.31
28 - VOTER REGISTRATION
33 823.74
28.16
499.79
34 352.29
-
.
,
18
60
_
.
,
63
182
59
,
897.55
4
29 - VIT INTEREST FUND
2,581.57
1,170.98
921.63
64,680.18
.
64 6
77
0
.
,
-
,
77)
250
(35
-
30 COUNTY GRANTS
1,596.10
326,667.44
-
348 263.54
383,514.31
.
)
(35,25
02
70
-
.
,
02
570
182
- M.P.O. RAIL STUDY
31
15,200.00
107,310.02
•
182,570.02
-
.
182,5
32)
054
61
.
r
(61 054.32)
32 - NARCOTICS TASK FORCE
42 - M.S.]. EXPANSION
43 - COURTHOUSE IMPROVEMENT
45 - GEN.PERMANENT IMPV.
48 - RIGHT OF WAY
9 -CAPITAL ROADS - R&B
49
SO - HEALTH & LIFE INSURANCE
0 -PAYROLL
15 • BAIL BOND BOARD FUND
90 -BYCOG
_
41 • GEN.OBIIG.DEBT SVC.
-
4,052,602.62
215,854.59
3,590,142.96
659,404.54
240,850.19
4 351.49
1,5,
71,616.30
59,282.95
9,181.41
+
2,261,659.90
4,892.62
9,807.09
2,682.93
3,015.00
748.05
2,590,351.77
68,624.61
,931,229.22
1,324.01
4,172.08
126,920 60
I Z"
-
30,687.48
408.84
-
9,449.33
21076.27
1,092.33
-
-
-
x
250.66
4,892.62
4,093,097.19
278,946.36
3,593,217.96
669,601.92
2,852,278.23
,354,068.43
,008,905.52
60,607.02
3,359.49
315
r a
32'.
2,394,831.16
65,946.94
3,2 47,274.83
5, .08
648,376.90
049.37
4,
383,697.88
12,154.40
,545,623.13
349.72
8,417.60
3
1,642.71
.
,
(
845,822.36
06
2,944,841.
665,552.55
2,468,
,541,914.03
79
463,281.
60,251.30
4,941.89
X281 2.9
,353,188.45
151,173.41
2 914 433.23
,
612,937,92
54
2,563,368.
48
1,368,110.
-
8~9~3 9
,315,018.28
94,048.95
(29,592.17)
52,615.13
(94,788.19)
73,743.55
63,281.79
60,257.30
4,941.89
,170.17
OTAL
F
%
,564x091.62
3
144 250.33
1 , ,
62,020.80
3,970,36
51.32
r 335 3
1 , ,
36r635x011.43
29,123,931.47
7r51~079.96
7
This report is submitted as true and correct to Commissioners Court by 4,,,S Brazos County Treasurer, on
now
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