HomeMy WebLinkAbout2000-10-17-0900AM-Regular1
1
•
BRAZOS COUNTY
BRYAN. TEXAS
r 17
NOTICE OF MEETING
AND AGENDA
BRAZOS COUNTY COMMISSIONERS COURT
THE COMMISSIONERS COURT WILL MEET IN A REGULAR SESSION ON TUESDAY
OCTOBER 17, 2000 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE
BRAZOS COUNTY COURTHOUSE, 300 EAST 26T" 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 agenda items 4 - 20:
•
4. Budget Amendment 00/01-2.4.
5. Budget Amendment 00/01-3.
6. Personnel Changes of Status.
7. Payment of Claims.
8. Recurring Payment Request for The Family Practice Residency of the Brazos Valley.
9. Request by the Sheriff s Office - Jail Administration for the following personnel changes:
a. Reclassification of Detention Offices assigned to the Transport Division and change
of job title for these positions.
b. Reclassification of a Dispatch Supervisor Position.
c. Reclassification of a Jail Cook position and change of job title for this position.
10. Request by Sheriffs Office to reclassify the position of Administrative Assistant.
11. Request by the District Attorney's Office for the reclassification of the Receptionist
position into a full time position.
12. Request by the Road & Bridge Department for the reclassification of a Heavy Equipment
Specialist position.
•
13. Request by the County Extension Agent for a budget amendment to increase the travel
account and authorization for payment of travel expenses for the 2000 Fiscal Year.
14. Recommended List of Presiding and Alternate Judges.
Commissioners Court Meeting Agenda
October 17, 2000
Page Two
15. Contract with the Brazos County Rape Crisis Center, Inc.
16. Contract with the Office of the Attorney General for Texas Child Support Disbursemen
via the State Case Registry.
17. Request by Constable, Precinct 4, for addition of a non-paid reserve deputy.
18. Blanket Purchase Orders for the following:
a. $500.00 to Bobbitt Medical for Risk Management
b. $500.00 to Office Depot for Risk Management
c. $2,000.00 to Scott & White for Risk Management
d. $1,000.00 to Kinko's for the County Clerk's Office
19. Requisitions for the Road & Bridge Department as follows:
a.
Bid No. 2001-001
Flexible Base - Annual Contract
b.
Bid No. 2001-002
Aggregate - Annual Contract
c.
Bid No. 2001-003
Hot Mix Asphaltic Concrete - Annual Contract
d.
Bid No. 2001-004
Asphalt, Oil and Emulsions - Annual Contract
e.
Bid No. 2001-007
Culverts - Annual Contract
20. Requisition from the County Clerk's Election Funds for a printer.
21. Presentation of the Quarterly Delinquent Tax Report.
22. Announcement of interest items and possible future agenda topics.
23. Call for citizen input and/or concerns.
24. 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.
410-
COMMISSIONERS' COURT
REGULAR MEETING
OCTOBER 17, 2000
u
ca l
Page ` 15 3
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, October 17, 2000, with the following members
of 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, Absent;
Mary Ann Ward, County Clerk.
The attached sheet contains the names of the citizens and
officials that were in attendance.
Commissioner Jones gave the invocation and led the pledge
of allegiance.
There was no citizen input and/or concerns.
The Court next considered Budget Amendment #00/01-2.4
which would reallocate funds for Constable, Precinct 6. On
motion by Commissioner Sims, seconded by Commissioner Jones,
the Court voted unanimously to approve the budget amendment as
submitted. A copy is attached.
The Court next considered Budget Amendment #00/01-3.1
through 3.3, which would reallocate funds for County Clerk and
County Clerk Records Management and create a line item for
Certificate of Obligation Series 1998. On motion by
Commissioner Sims, seconded by Commissioner Tony Jones, the
Court voted unanimously to approve the budget amendment as
submitted, a copy of which is attached hereto.
The Court proceeded to consider the change of status of
employees as submitted on the attached Personnel Action
Requests. Commissioner Jones moved for approval as submitted.
gommissioner Thornton seconded the motion.
Vol
Commissioners' Court meeting October 17, 2000
2
There was some discussion whereupon Commissioners Jones and
Thornton withdrew their motion and second. Then on motion by
the County Judge, seconded by Commissioner Thornton, the Court
voted unanimously to approve the personnel changes with the
exception of the request from the District Attorney's office
which will be considered at a later date.
The Court next considered the following Claims as
submitted by the County Treasurer for payment:
20012118 through 20012326
On motion by Commissioner Jones, seconded by Commissioner
Thornton, the Court voted unanimously to approve the Claims as
submitted.
The Court next considered authorizing the Auditor's
office to process a recurring payment request for the
following:
a) Family Practice Residency of the Brazos
Valley for medical care for indigents
$55,000
On motion by Commissioner Sims, seconded by Commissioner
Thornton, the Court voted unanimously to authorize the
Auditor's office to process the previously noted recurring
payment.
The next matter for consideration by the Court was a
request submitted by the Sheriff's Office-Jail Administration
for the following personnel changes:
a. Reclassification of Detention Officers assigned
to the Transportation Division and change of job
I title for these positions. This was requested to
recognize the transport officers for added work
they do while on the road. Commissioner Jones
moved to approve the request. Commissioner Sims
seconded the motion. Commissioner Jones voted
"Aye". Commissioners Thornton and Sims and the
County Judge voted "No".
b. Reclassification of a Dispatch Supervisor
Position. This was requested because a supervisor
should be in a class higher than the other
dispatchers. Commissioner Sims moved to approve.
Commissioner Jones seconded the motion.
Commissioner Jones voted "Aye". Commissioners
Thornton and Sims voted "No". The County Judge
abstained.
Vol 9-1 Page
~J
The next matter for consideration by the Court was a
request submitted by the Sheriff's Office to reclassify the
position of Administrative Assistant. This is aimed to
bringing the position more in line with other Administrative
Assistants in the County. On motion by Commissioner Jones,
seconded by Commissioner Thornton, the Court voted unanimously
to deny the request.
The Court next heard a request from the District
Attorney's office for reclassification of the Receptionist
Commissioners' Court meeting October 17, 2000
3
C. Reclassification of a Jail Cook position and
change of job title for the position. It was
requested to change the title to Food Services
Supervisor and reduce the cook from Pay Group 17 to
Pay Group 14. On motion by the County Judge,
seconded by Commissioner Thornton, the Court voted
unanimously to deny the request.
position into a full time position. On motion by the County
Judge, seconded by Commissioner Thornton, the Court voted
unanimously to table consideration.
The next matter for consideration was a request by the
Road & Bridge Department for reclassification of a Heavy
Equipment Specialist position. On motion by Commissioner
Thornton, seconded by Commissioner Sims, the Court voted
unanimously to deny the request.
The Court next considered a request from the County
Extension Agent for payment of travel expenses. On motion by
Commissioner Sims, seconded by Commissioner Cauley, the Court
voted unanimously to approve payment of his travel expenses in
the amount of $402.83 for the month of September 2000.
~J
On motion by Commissioner Sims, seconded by Commissioner
Thornton, the Court voted unanimously to appoint the following
person as presiding judge for the current voting year at the
following voting precinct:
43abc Gordon Pratt (R)
Vol C
Page 46~~
Commissioners' Court meeting October 17, 2000
4
The next matter before the Court was approval of a
Contractual Agreement between Brazos County and the Brazos
County Rape Crisis Center, Inc. The Center will provide
services to victims of sexual assault and their families.
The cost to Brazos County will be $13,000.00 annually. The
term of the contract will be fiscal year 2000/2001. On motion
by Commissioner Jones, seconded by Commissioner Sims, the
Court voted unanimously to enter into contractual agreement
with the Brazos County Rape Crisis Center, Inc. A copy of the
contractual agreement is attached hereto.
' The next matter before the Court was approval of a
i~ Contractual Agreement between Brazos County and the Office of
the Attorney General of the State of Texas, Child Support
Division for Child Support Disbursement via the State Case
Registry. The term of the contract will be from October 17,
2000 and terminate on August 31, 2003. On motion by
Commissioner Sims, seconded by Commissioner Thornton, the
Court voted unanimously to enter into contractual agreement
with the Office of the Attorney General of the State of Texas,
Child Support Division. A copy of the contractual agreement
is attached.
The Court next considered a request from Constable
Precinct 4, Duane Peters, to appoint Adam T. Muery as unpaid
Reserve Deputy Constable. On motion by Commissioner Sims,
seconded by Commissioner Thornton, the Court voted unanimously
to approve the request from Constable Peters to appoint Adam
T. Muery as unpaid Reserve Deputy Constable subject to
i
I
,
i '
r
I
appointment being within the allotted number of deputies.
Al
Vol Page
i
,
1
1
•
•
The Court proceeded to consider the following blanket
Purchase Orders:
Bobbit Medical Risk Management $ 500
Office Depot Risk Management $ 500
Scott & White Cl Risk Management $2,000
Kinko's County Clerk $1,000
On motion by Commissioner Thornton, seconded by Commissioner
Sims, the Court voted unanimously to approve the Blanket
Purchase Orders as submitted.
The Court next considered the following requisitions for
purchases through sealed competitive bids for the Road and
Bridge Department:
Bid Amount
a) No. 2001-001 - Flexible Base $6,720,000
Colorado Materials
Young Contractors
Brazos Dozer
Hanson Aggregates
Glenn Fuqua
b) No. 2001-002 - Aggregate $ 220,165
Young Contractors
Hanson Aggregates
Colorado Materials
c) No. 2001-003 - Hot Mix Asphaltic
Concrete $ 323,500
Young Contractors
d) No. 2001-004 - Asphalt, Oil &
Emulsions $ 404,885
Prime Materials
Cleveland Asphalt
Performance Grade
e) No. 2001-007 - Culverts $ 100,000
Woodson Lumber
Wilson Culverts
Hanson Pipe
CSR-Bay Concrete
On motion by Commissioner Sims, seconded by Commissioner
Thornton, the Court voted unanimously to approve the above
listed requisitions for the Road and Bridge Department.
The Court next considered approval of a requisition from
the County Clerk Elections Fund for the following purchase:
a) Printer for County Clerk, $1,093.00
On motion by Commissioner Sims, seconded by Commissioner
'Thornton, the Court voted unanimously to approve the
requisition to be paid from County Clerk Elections Fund.
Vol A Page 1457
Commissioners' Court meeting October 17, 2000 6
The Court next heard a presentation of the Quarterly
Delinquent Tax Report by Shelbourne Veselka, a representative
of McCreary, Veslka, Bragg & Allen P.C.
Under announcement of interest items and possible future
agenda topics the County Judge made the following comments:
a) He will circulate a document from the
County and District Attorneys' offices
requesting Internet service in order for
them to conduct legal research.
Additional funds will be required to
implement this program.
b) The County Auditor has written a letter
to former Justice of the Peace, Pct. 2,
Ervin Cain.
c) Someone asked if the Court was going to
meet either before or the Tuesday after
Thanksgiving.
d) A Political Action Agency has been formed
for the publication of information on the
bond issue for Proposition #1.
e) He has asked several department heads to
work with him on the United Way Campaign.
Commissioner Thornton made the following comment:
a) He has met with members of the Bar
Association and a representative from
Blinn College to discuss the housing of
the Law Library.
There was no citizen input and/or concerns.
There being no further business to come before the Court,
the meeting was adjourned.
Vol
;21
Page g
+ i
The foregoing minutes of the Commissioners Court meeting
held October 17. 2000 have been examined and are approved in
•
open Court this the -2-OAI&day of 2041 in Bryan,
Brazos County, Texas.
Alvin W. Jones Tony J s
County Judge Commissioner, Precinct 1
Wm. S. Thornton Randy S' s
Commissioner, Precinct 2 Commis inner, Precinct 3
•
i
Carey C ley, Jr.
Commiss'oner, Prec n 4
/&r an McQueen
County Clerk
Vol .2/ page J15-9
~.r....~ s ~~..~.~~~.•r~.r.~~w.r~-~.-.~ ~._.r - -_YrYr~/~^'tiur.~~ra.rr'.e.~s+~n~r car v~rv r.~ rr.
BRAZOS COUNTY COMMISSIONERS COURT
MEETINGON 200 Q AT 9,%Y7 ~~(L
C)RC'.ANT7.ATTC)M/1lRAA1?TWAIPM r
NAME
C
/ T
Bcsv
s c~
v~ ~r
J
t~U W~.~.~ZYN-
~✓"ea.S
V
0 k1o-1 rell
,OIL
k
atz,
•
J
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2000-2001 BUDGET YEAR
NO. 00/01 - 2.4
On this the 17th day of October 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 Ward, County Clerk.
The following proceedings were held:
THAT WHEREAS, on October 17, 2000 the Court heard and approved
a budget amendment for the 2000-2001 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 17th day of October 2000.
THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS.
By: _ 6~~ - r-)ZI- - Alvin W. Jones, County Judge
Original: County Clerk's Office and attached to the original
budget
Copies: County Auditor
County Treasurer
Commissioners' Court Minutes
0
go,- ~~21
_ -BRAZOS COUNTY, TEXAS
-BUDGET AMENDMENTS
No. 00/01-2.4
10/10/00
FD
DIV
ACCT
PROD
DR/CR-
ACCOUNT NAME
Increase
Decrease
01
306001
672860
Dr.
Minor Equipment Other
250.00
01
306001
606000
Cr.
Office Supplies
250.00
01
306001
672860
Dr.
Minor Equipment Other
255 00
01
306001
617500
Cr.
Telephone - Cellular
255.00
Constable - Precinct 6
To reallocate budget to
purchase a fax machine and cellular phones
Prepared • y; , . 1 -pproved By:M i
Date: r. ~x.•,.10/G/00, Date: ,
I ___111
4
i
1 '
1
•
PHIL SIKES
JUSTICE PRECINCT, NO.6 COUNTY OF BRAZOS
100 ANDERSON SUITE 2
COLLEGE STATION, TEXAS 77840
(979) 694-7900
FAX (979) 694-7902
•
•
October 5, 2000
Margie Wedel
Brazos County
Auditor's Office
Re: Budget Amendment
Please move 5250.00 from account 306001-606000 to 306001-372860 for purchase of
fax machine. Also move $255.00 from 306001-617500 to 306001-672860 for purchase of
cellular phones. This will still leave an amount in our line items to cover the budget
years-estimated cost of office supplies and monthly cellular cost.
You,
Phil Sikes
Constable Pct. 6
Brazos County
2~_~~ ~G3
VC~L
i BRAZOS COUNTY, TEXAS
APPROVED BUDGET-MINOR ACQUISITIONS
Items To Be Funded From The General Fund
ClassiRestion 06700
For The Year Ending September 30 2001
Estimated Deparonew
Description Unit Cost Quantity Total A"
Constable Precinct 03 3030
No Request
Total Constable Precinct 03 S -
Constable Precinct 04 3040
Body Armor (Vests) 550 3 S
Hand Held Radios 750 2
Total Constable Precinct N S 2,000 672860
Constable Precinct #5 3050 71
Executive Chairs 225 3 680 673420
Total Constable Precinct 05 S 680
Constable Precinct 06 3060
Fax Machine 250 1 S
Cell Phones 85 4
Hand Held Radio 296 2
Hand Held Metal Detector 200 1
Total Constable Precinct A6 S 800 672860
Juvenile Services 3100
Equipment - Telephone S 856 1 S
Radios 5.620 20
Filing Cabinets 200
Desk Chair 200
Total Juvenile Services S 5,000 672870
Indigent Health Care Jl00
No Request
Total Indigent Health Care S
Emergent Management 1550 7771
Equipment - Other $ 500 672860
Total Emergency Management S S00
V~~~= f
to/a/ao
r Ir
THE FOLLOWING
DOCUMENT
IS THE BEST IMAGE
POSSIBLE
DUE TO
THE POOR QUALITY
OF THE ORIGINAL
,
DI !'f 11181 1 •I EtIA I NID• ',TAI I;',
.1 cl- II
ON iI IF1.Ir1A1 r•splel-lr turnl-'01' Jnd e•Plt'.1gr
106001'
UND -
01 - GENERAL rUtq)
DIVISION
306001 - CrgISTACLE
PRECINrl 6
UNCTION 300 - LAY 1711ORCEr1ENT
F.PARTIIENT - 3060 - CONSTABLE - PAFC]NCr
6
f•rA100
FHCUrt.kANLFS
YEAR 10 Drill
CCOUrIi
TITLE - • - -
BUDGET
EXPEND1 rURE5
UUTSIANDING
EtIC r CAF'
11000
SALARY ELECTED OFFICIAL
37,000 00
00
00
00
16100
FIOUR'LY STAFF
19,17- 00
On
00
.00
16150
IIOLINL'r LAW CNFOF• UMNI
63.800 0.1
.00
00
.00
111100
I.0141;FVITN PAY
1.440 00
.00
00
.00
1020
Mf.Rll fAY
1,770.00
.00
.00
.00
4 OTAL
SALARY AND WAGES
g
1239485.00
.00
.00
.00
11000
lo
Inl SFCIIkIIY
,
9,140 00
00
no
00
%i 1.00
1LMr,.Lrlf
s
ILcUO CU
CIO
00
.00
130011
i
1PIYII'1[f HEM III INSURAIU.1
1.`•.16000
00
f..)
00
60
"JOGO
4Ukkfk'S Llgalrrn11utl
I.V'k) OO
00
ao
OO
.
00
)TAI
BENIFITS
39.330 00
.00
.
ITAI
'ORk AND RFNFF I T-
162.61 +10
00
00
00
!0!•Uu
f n1;:1NU/LINIIIIhTIS
900.OU
.00
00
00
00
00
)1 ,00
l'Uf'I[R:`I'kltlrLk SUPPLIES
50 00
.00
.
.
00
)3200
1ARMS READINESS
300 00
.00
00
00
0
200
0
200.00
16000
ICC SUPPLIES
1.200.00
.
.
00
0600
)S
400 00
.00
00
00
1100
M.N(:L N SEM1141IN IUCS
300 00
00
00
00
2UCu
4100
LLL,INEOUS E%P01)
loo 00
1-0 GO
00
66.00
.
C10
66 07
4600
AUKS
160 00
. 00
.00
O
00
00
7300
FLLPHOUE . LUNG DISTANCE
150 00
00
0
n
00
7400
r'ffnNF
1.-00 00
.00
00
00
.".UO
II11Nr I I': LIP MF
1.-00 OU
00
r
0
I
00
Fl,)r,
1.890+ Gv
.
O
00
;
00
G0
;IJOu
IIIF.
1.;00. L0
0 00
66 00
200 00
266 00
L1!
TM[NTAL '.JIFP*I
10,01
1; AO
run;Fr9.rIT r^AMn•nul+rt
110 00
3
n0
in
nn
S•ni,
GA"lglhq
'•r"'
00
;•G0
vlII!IIr MAfN.FIIII: Pi
.10
G
I
'.4
,.(Ilil.:, HIIII iSiUlllta.ldl
7.0.w
OG
2660
LOuIMFNT - OTHER
P,OO Vp
00
00
n0
110
IN
mirlOk nFoUl":111UIr;
O0) nD
co
I I '.1
.1dII I u,111L .I 1711.:
I.
u
0 O
0
u
00
.,.OU
I.Lwa, OfFILL LFIICI
0
U U UL
G•uU
00
eo
00
IIIL
111rucAlrs•-Fretc[s
7.41 00
I,:I
•
I .'1„r..1 nm1 I F•u1,1
r
; .,4a n 1
00
n;
C,1,
I,
1 '1Y 1, "I ~ P
;111
: InI .no 11 I I.I nn
I;,u.• .
°t ur
n,1 111
;:s +r
AIJAILA(A.L YIU/
BALANCE LUD
37,080 00 00
19,375.00 00
61.800 00 .00
1,440 00 00
1,790.00 .00
123,485 00 .00
9,340.00 00
13.280 00 OC
15,360 00 GO
1..150 00 .00
39,330 00 00
162.815 00 .00
900 00
00
50.00
Ou
300.00
.00
1,000.00
17
400.00
.00
300 00
00
100 00
00
84.00
.44
160 00
On
150.00
.00
1.500 00
00
1,500.00
00
1.800 00
00
1.500.00
.00
9,744.00
.03
300.00
00
3,100 00
)U
7.UOO 00
J2
800.00
00
81710.00
00
1.440.00
,in
6.000.00
.0O
7.440 00
00
7.440 0-1 VI;
1
i
i
1
I
4
r
I
1
I
i
I
I
i!
I
I 1
I
I •
I
I
E:•ILIIDJIUni.:,lAlUS
CLH TION rlrll:Rini rrplel.ai.rur0• ''I ud e•I.!dbgr.key nn7r,•'106001'
UND • Ol - f•ENERAL FLRID DIVISION - 706001 - CONSTABLE - PRECINCT 6
UNCTIOII - 700 • LAY ENFORCEMENT
'EPARIMENT - ;060 COJUSTASLE - PRECIN:T 6
f'E61UD ENCU BRANCES YEAk FO DATE
•CCUUNT TITLE L'UDGEI EXPLNOITURES OUTSR'MML LNC # EXP
OTAL LAW ENFORCEMENT 188,065.00 66 00 200.00 266.00
1111.1 GI'NCRAL FUND 188,065 00 66 00 200 00 266.00
I OTAL REPORT 188,065.00 66.00 100.00 266.00
I
I
0
1
18i
18i
187
•
•
r
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2000-2001 BUDGET YEAR
NO. 00/01 - 3.1 through 3.3
On this the 17th day of October 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 Ward, County Clerk.
The following proceedings were held:
THAT WHEREAS, on October 17, 2000 the Court heard and approved
a budget amendment for the 2000-2001 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 17th day of October 2000.
THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS.
By: Alvin W. Jones, County Judge
Original: County Clerk's Office and attached to the original
budget
Copies: County Auditor
County Treasurer
Commissioners' Court Minutes
AL %
I
i
- - - - BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS - - - - -
- - - - - - - - - - - - - - - - -
No. 00/01-3.1
- - - - -
10/17/00
FD
DIV
ACCT
PROD
DR/CR
ACCOUNT NAME
Increase
Decrease
49
6309
802830
630198
Dr.
Jail Equipment
9,075.00
49
6309
613240
630198
Dr.
Minor Equipment
190.00
49
6309
807150
Cr.
Roads - Capital
9,265.00
Certificate of Obligation Series 1998
Capital Roads Fund
To setup a line item to account for jail equipment which was ordered by th
e MSJ Expansion
project that was not received before the fiscal year ending September 30, 2000. Therefore, the
expenditure has to be accounted for to the current year. It was assumed that the MSJ Expansion
project was completed and that fund was deleted. All C.O. funds were budgeted in one fund (49)
for the fiscal year endin
g September 30, 2000 The C.O money can still be spent for an
ything
that was designated to t
he original issue regardless of the fund number.
'rukwr - - - ~pproved, • - - -
Date: 1012/20001 ate:
~t
•
•
ti
Memorandum
To: Margie Wedel, Assistant County Auditor
From: Wayne Dicky, Jail Administrator a
Date: 10/11/00
,
Re: Budget Amendment Request
Let this serve as a budget amendment request for the MSJ (Detention Center) expansion. Please
move $9,075.00 into the capital equipment account of divisionHund number 6309. Also, please
move $190.00 into the minor equipment account of the same divisionHuund.
Thank you for your assistance.
1
BRAZOS COUNTY, TEXAS
- - -
-
-
BUDGET AMENDMENTS
-
-
- -
No. 00/01-3.2
10/17/00
FD
DIV
ACCT PROD DR/CR ACCOUNT NAME Increase Decrease
20
210050
518200 Dr. Merit Allowance 187.00
20
210050
614500 Cr. Miscellaneous 187.00
County Clerk Records Management Fund
To reclassify funds to allow a merit increase in salary for the full time employee for this
department.
~pproved,By: ~
Date:
- -
1012/2000L [Date:.
L
• ~1
•
MARY ANN WARD
COUNTY CLERK
BRAZOS COUNTY
BRYAN, TEXAS 77801
OCTOBER 6. 2000
TO: HONORABLE JUDGE AL JONES
AND BRAZOS COUNTY COMMISSIONERS
FROM: MARY ANN WARD
COUNTY CLERK
RE: POSITION / DEPT: 210050
EMP. NO. 3662 (COUNTY CLERK RECORD PRESERVATION AND
AUTOMATION FUND)
THIS REQUEST CONCERNS A MERIT INCREASE FOR THIS POSITION.
AT THE PRESENT. THERE IS ;263.,WIN THE NlqLIT LINE ITEM.
$187.00 IS NEEDED TO MAKE A TOTAL OF $450.00 IN ORDER
TO COMPENSATE THE AMOUNT NEEDED FOR A STEP INCREASE.
I REQUEST THAT $187.00 BE MOVED FROM LINE ITEM /
ACCOUNT 614500. FOND 20 TO THE MERIT LINE ITEM OF
DEPT: 210050 FOR THIS REQUESTED INCREASE.
STEP 9.3 TO 9.4
9
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
- - - - - N_o. 00/01-3.3 - - - - -
10/17/00
FD
DIV
ACCT
PROD
DR/CR
ACCOUNT NAME
Increase
Decrease
01
210020
806700
Dr.
Printers
1,100.00
County Clerk Elections Department
01
210001
676700
Cr.
Printers
800,00
01
210001
673420
Cr.
Furniture
300,00
County Clerk Administration
To reallocate funds between County Clerk de
partments to allow the purchase of a fast-speed
printer to be used for the elections.
Prcpared'B}: mk ;Approved -6y` -!qt
Date: 1012/20M ?Date:
r
VY ~
e
•
BRAZOS COUNTY
BRYAN, TEXAS 77801
TO: MARGIE WEDEL, ASSISTANT COUNTY AUDITOR
FROM: NARY ANN WARD
eat'a!
COUNTY CLERK K
PLEASE MOVE $1,100.00 FROM DIVISION 210001 .
$800.00 FROM ACCOUNT 676700 AND'$300.00 FROM
ACCOUNT 673420 TO DIVISION 210020 (ELECTION FUND),
ACCOUNT 806700.
WE ORIGINALLY ASKED FOR $800.00 FOR THE
PURCHASE OF A FAST-SPEED PRINTER, HOWEVER IT IS
GOING TO COST APPROXIMATELY $1100.00. THE MONEY
FOR THIS PRINTER WAS ORIGINALLY PLACED IN MINOR
EQUIPMENT. BUT SHOULD COME FROM THE ELECTION FUND.
THANK YOU.
MARY ANN WARD
COUNTY CLERK
Ll 713
r '
PERSONNEL CHANGE OF STATUS
page I of 2
COURT DATE: October 17, 2000
DEPARTMENT: Personnel
PURPOSE: Approve Personnel Change of Status
4###4444444#Mr+Ritiit4t444444#4444t444t444t4##44444i4444t#t4iii44##44i4t4t44t444#4###♦
DEPARTMENT NAME EMPLOYEE NAME ACTION REQUESTED
####44#44#4Mrft4ittit44t#t4ii4i4t4444444#4##44#i4#444#44444#441444#4t#4#44##t##4#####•
BUILDING MAINTENANCE REYES, ROSE MARY MERIT INCREASE
COUNTY ATTORNEY
VASQUEZ, JESSICA
MERIT INCREASE
COUNTY COURT OF LAW 02
MUNOZ, TOMMY
MERIT INCREASE
ROSE, SHARON
MERIT INCREASE
WENDT. KRISTIE
MERIT INCREASE
DISTRICT ATTORNEY'S OFFICE
TEMPORARY CLERK
POSITION TO BE
T
DELETED
r
p~ppp
SUSTAYTA, KATHRYN
MOVED INTO F/T
PO
TI
SI
ON
PURCHASING
HOWARD, PAT M.
NEW HIRE - F/T
ROAD AND BRIDGE
ARREDONDO, GUADALUPE
ALL MERIT INCREASES
BASS, ANTHONY W.
CHAMBERS, EVANS
COTRONE, JERRY
CROW, RAY
CUNNINGHAM, DAVID
CURTIS, ALFRED
GARCIA, ALBERT
GLOVER. ZEAK
GUTIERREZ, JESSIE J.
HANKS, ROBEY
HARRIS, EUGENE O.
HERNANDEZ, JESSIE J
JOHNSON,BOBBY
JONES, JON
KUDER, BILEY D
MARION, BETTY J.
MENDEZ, BENITO
MENDEZ, DAVID R.
MUEGGE, LINDA
MUNOZ, JOE
NICHOLS, FRANKIE E.
PATRENELLA, MARCUS
REYNA,PEDRO
SIMONS, CHRISTOPHER
TYLER, KAREN E.
WHITE, KENNETH E.
WIDNER, RICKEY D
WILHELM, WAYNE
WILLIAMS. MARY
ZALMANEK, CHARLES F.
2,1 J6 47
r
r < a .w . ~Y.-~ Li..~..`. u. .G.. ~ 4-r ..~_v.af._L-v.l .1 .-.f . -.Y ~ ~ -
I
4
•
C7
0
p
K,
• ti.
PERSONNEL CHANGE OF STATUS
page 2 of 2
COURT DATE:
October 17, 2000
DEPARTMENT:
Personnel
PURPOSE:
Approve Personnel Change of Status
####iiiii#i##i##i##iiii#4tiiiiii#ii#ii#tt#titt#iii4iiiitiiit##4#######ittti#tttwtttt
DEPARTMENT NAME
EMPLOYEE NAME
ACTION REQUESTED
iii###ii4iii#4iiiii44iiiiii4444iiiiitttttttttt#t#ii4i44444ii
tiiii4iiii#tiitt#4ttttst
SHERIFF'S OFFICE - JAIL
BLANCO, DANIEL
ALL MERIT INCREASES
CARTER, CAROL
CHAMBERS, CARL
COTTEY, LARRY
DICKY, WAYNE
DISERENS, SARAH
GARNER, LINDA
GUERRERO. MARIANNA
JENKINS. REGINALD
JONES, CHARLES E.
JONES, CYNTHIA
LABANI, KATHY
LYDAY, JAYSON
MANNING, BRENDA
MELASKY, MELISSA
MENEFEE, DANIEL
MITCHELL, DELLA
PILLOW, DEBRA
ROBERTSON, MARY ANN
ROGERS,EDNA
SHUMAKER, ROBERT
SLEDGE, CHRISTOPHER
TOLLIVER, MACK
WARD, BERTHA
WEST, NE7ZIE
WHITE, CAREY
WILDER, JASON
WILLIAMS, HENRY
Approved in Commissioners' Court: October 17, 2000
County Judge's or Commissioner's Signature:
(This copy to be attached to minutes)
CONTRACT
THIS CONTRACT IS ENTERED INTO BY AND BETWEEN 13RAZOS COUNTY, TEXAS,
acting by and through its duly elected County Commissioners (hereinafter "County"), and the
BRAZOS COUNTY RAPE CRISIS CENTER, INC. (hereinafter "Provider"), located in Bryan,
Texas
RECITALS
WHEREAS, the County has the objective of providing support services to the victims of
sexual assault, and
WHEREAS, the Provider shares this common goal with the County; and
WHEREAS, the Cou-ity desires to assist the Provider in providing support services to
victims of sexual assault through funds provided by the County
NOW THEREFORE. the parties above stated agree to the following terms and conditions
to provide such support services
TERM
This contract shall continue in force and effect for a term of twelve (12) months
commencing on the 1" day of October, 2000, and terminating 301e day of September, 2001
I
I CANCELLATION
This contract may be canceled by any parties hereto upon sixty (60) days written notice
as provided herein
SERVICES TO BE PERFORMED BY PROVIDER
The Provider will provide services to victims of sexual assault and their families These
services will include. a 24-hour hotline and 24-hour escort service, one-to-one counseling- group
counseling, community awareness programs, Speaker's Bureau, training and supervision of
volunteers, training for law enforcement agency personnel, the medical community, clergy, staff
of the District Attorney's office and psychologists
USE OF COUNTY FUNDS
Funds to be furnished to Provider as stated herein below shall be used to pay operational
1 expenses of the Provider, including rent, telephone expenses, and office supplies, as described in
Exhibit A - Budget, attached hereto and made a part hereof for all purposes
7L
s
1
•
COUNTY'S LIABILITY FOR PAYMENT
The County agrees to reimburse the Provider a maximum amount of money totaling
$13,000 for the term of this Contract
This sum shall be paid upon the following date and in the following amount:
October 31, 2000 $13,000.00
RESPONSIBILITIES OF PROVIDER
•
Provider will be responsible for providing the following services pursuant to this Contract
1. Maintaining this Contract,
2 Providing of the Provider's Services,
3 Maintaining data files on client's and the Services provided thereto;
4. Respond to all and any mquines by the County regarding the Center and its Services;
5 Assist the County with information needed for audit purposes,
6. Provide the County with quarterly financial statements,
7. Provide the County with any and all certified audits of Provider and the management
letter prepared in connection therewith,
8. Provide the Court %vith statistics evidencing the number of Brazos County residents
using the Provider's Services and the percentage Brazos County residents comprise
of the total population using Provider's Services.
RESPONSIBILITY OF COUNTY
The County shall be responsible for the following duties and requirements:
1. Provide County funds for the payment of the consideration stated herein.
2 Conduct a review of the Provider's performance in providing the Services to be
provided hereunder in order to assess County's continued participation in the funding of
the Provider.
•
RECORD RETENTION
The Provider shall be responsible for record keeping on all Services provided to those
individuals using its services and all financial records of the Center. The Provider agrees to
maintain and make available for inspection by the County upon request consistent with personal
privacy and subject to the limitation of state law, any and all records the County determines, in its
sole discretion, to be necessary for the Court to justify its continued participation in supporting
the Provider with funding Such records shall be retained for at least four (4) years from the date
the service was provided. These records shall be made available for inspection and audit by the
County, if it so desires.
DISCRIMINATION
The Provider shall not discriminate against any employee or applicant for employment
because of race, color, sex, or national origin The Provider shall take affirmative action to
ensure that applicants who are employed are treated during employment, without regard to their
race, color, religion, sex, or national origin Such action shall include, but not limited to, the
following employment, upgrading, demotion, or transfer, recruitment or recruitment advertising,
layoff or termination, rate of pay or other forms of compensation, and selection for training,
including apprenticeship The Provider agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause
INDEMNITY
The parties hereto agree to indemnity one another for and hold one another harmless
from and against all suits, clams, demands. liabilities or actions resulting or alleged to result from
the breach, violation or non-performance of the services stated herein and for any damage to any
person resulting from any action or omission or negligence on the part of each party hereto
INSURANCE
The parties hereto agree that the Provider shall be an independent contractor and not
any employee or agent of the County and that each shall maintain at its own expense, adequate
liability insurance to insure against damages and liabilities which may arse due to the duties and
obligations contracted for herein.
1.
-PAR&,J0 e
r
COUNTY INVOLVEMENT
• The County and Provider state that to the best of their knowledge, no officer, agent or
employee of the County who exercises any function or responsibility in connection with the
carrying out of this Contract or the services to which it relates has personal interest direct or
indirect, in this Contract
GOVERNING LAW
This Agreement shall be executed in and shall be governed by the laws of the State of
Texas.
NOTICES
-9
All notices required to be given hereunder shall be deemed to be duly given by delivering
such nonce or by mailing it, registered mad to the other party at the following addresses:
Brazos County Rape Crisis Center, Inc.
P O Box 3082
Bryan, Texas 77805
Brazos County
c/o Commissioners Court
Brazos County Courthouse
300 East 26'" Street, Suite 114
Bryan, Texas 77803
FURTHER ASSURANCE
Each party hereto agrees to perform any further acts and to execute and deliver any
further documents which may be necessary to carry out the provisions of this Agreement.
SEVERABILITY
In the event that any of the provisions or portions thereof, of this Agreement, are held to
be unenforceable or invalid by any court of competent jurisdiction, the validity and enforceability
of the remaining provisions or portions thereof shall not be affected thereby.
ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties hereto concerning
the subject matter contained herein There are no representations, agreements, arrangements,
or understanding, oral or written, between or among the parties hereto, relating to the subject
matter of the Agreements, which are not fully expressed herein.
is
79
ASSIGNABILITY
Provider shall have the right to assign this Contract and any of its rights hereunder to a
wholly owned subsidiary or to a corporation with which it may be merged without prior written
consent of the County, otherwise, this Contract is not assignable by the Provider without the prior
written consent of the County
DATED this l7 day of _9Xs,2dAW-1 2000.
Brazos County
By' r4&.-.e AL N W. JONE. udge
Brazos County Rape Crisis Center, Inc
By n f,
M ANN CO Y, President-Elect
TTEST:
IN A K. CA RIX Executive
b
i
•
•
BRAZOS COUNTY RAPE CRISIS CENTER, INC.
PROPOSED 2001 BUDGET
1011100
EXPENSES
Personal
Salaries
$120250
Payroll Taxes
9,200
Health Insurance
19,800
Retirement
4,463
Advertising
1,600
Auto Mileage-Employment
3,000
Community Education
1,300
Conference
10,000
Copying
800
Dues/Fees
600
Insurance
1,700
Library
500
Miscellaneous/Care Packages/Fumiture
5,000
Office Equipment
8,000
Office Expenses/Supplies
6,000
Pagers
200
Postage
1,600
Printing
600
Professional Fees
3,000
Professional Services
13,000
Rent-5 year lease until Aug 2000
38,000
Repair/Maintenance
3,000
Telephone/1-800/IntemeYeell phones/long distance
12,000
Volunteer Training
600
TOTALS: $264.213
EXHIBIT A
a 3- a avUVA 4VIV 1V1a1 V i WIIIIIII
P.O. Box 2208
Bryan, Texas 77806
Re: Agreement between the Office of the Attorney General and Brazos County
Dear District Clerk:
Enclosed please find your original executed Uniform, I.D. LCS, and SCR Agreement.
If you should have any further questions regarding the above Agreement please feel free to
contact me at (512) 460-6379. Please send written correspondence to my attention at the
address listed below:
Office of the Attorney General
Child Support Division, Mail Code 058-3
P.O. Box 12017
Austin, Texas 78711-2017
Government Contracts
a
1
•
COOPERATIVE AGREEMENT
BETWEEN
THE OFFICE OF THE ATTORNEY GENERAL
OF THE STATE OF TEXAS
AND
BRAZOS COUNTY, TEXAS
CONTRACT NO. 01-02579
1 INTRODUCTION & PURPOSE
This document encompasses local disbursement of non-IV-D wage withheld child support
remitted to the Texas Child Support State Disbursement Unit (SDU) ("Local Disbursement"),
local handling of inquiries on (including any necessary research) and receiving information about
non-IV-D child support cases where child support payments are remitted to the SDU ("Local
Customer Service"), and furnishing non-IV-D court order information relating to Suits Affecting
the Parent-Child Relationship for use in the State and Federal Case Registries ("State Case
Registry"). A County may contract to provide State Case Registry services only. However a
County contracting to provide Local Disbursement must also contract to provide Local
Customer Service and State Case Registry, and a County contracting to provide Local Customer
Service must also contract to provide State Case Registry.
Brazos County ("County") is contracting with the Office of the Attorney General ("OAG') to
furnish non-IV-D court order information relating to Suits Affecting the Parent-Child
Relationship for use in the State and Federal Case Registries.
This Contract is entered into under the authority of Texas Family Code Section 231.002.
2 CONTRACT PERIOD
This Contract shall commence on December 1, 2000, and shall terminate on August 31, 2003,
unless terminated earlier by provisions of this Contract.
•
Uniram I.D. r.CS. SCR I&uw
Page 1 of 28
9'3
f
3 LOCAL DISBURSEMENT
3.1 County Responsibilities
3. 1.1 Accessing STRADUS and TXCSES
3.1.1.1 Work with the SDU Vendor and the OAG to acquire the necessary
hardware and software to access the STRADUS web server and
TXCSES. The STRADUS web server is the designated SDU Vendor
database to house data files. TXCSES is the OAG database to house
the Title IV-D case and payment related files. County will work with
the SDU Vendor and the OAG to obtain the database access required.
County is responsible for connecting the hardware to its own county
network.
3.1.1.2 County must make necessary programming changes to its own
automated child support system to accomplish the local disbursement
activities in this contract. If the County employs a Vendor for
maintenance and changes to its automated child support system.
County must coordinate efforts between the County Vendor and the
SDU Vendor.
3.1.1.3 County is responsible for all the necessary phone lines. For those
counties that do not have intemet access, the OAG will ensure that the
SDU Vendor establishes intemet service. However, if the County is
not covered by a local Internet Service Provider local telephone
coverage area, then the County is responsible for any wiavoidable
long distance telephone charges that occur.
3.1.2 Loss of Funds and Unfunded Disbursements
County is responsible for all funds transferred to County from the SDU,
whether such funds are lost, destroyed or taken, or misdirected by County
through an Electronic Funds Transfer or direct deposit transactions. County is
also responsible for any fees and/or penalties assessed by the County's financial
institution and any unfunded disbursements due to County error. For the
purpose of this subsection, unfunded disbursement means a disbursement:
3.1.2.1 that cannot be linked to a payment received.
3.1.2.2 where the payment that the disbursement is linked to was not intended
for the entity to whom the disbursement was made.
Uniform I.D. LCS. SCR 1Q23=
Page 2 of 28
14
1
a
•
3.1.2.3 where the amount of money disbursed, in one disbursement
(overpayment) or multiple disbursements (duplicate payments), was
greater than the amount of the payment on which it was based.
3.1.3 Not-Disbursed, Returned and/or Uncashed Disbursements
County is responsible for complying with Chapters 72 through 75 and Chapter
76 of the Texas Property Code and the Unclaimed Property procedures
published by the Texas Comptroller of Public Accounts. County must also
provide OAG with all necessary information to fulfill OAG's responsibilities to
the federal Office of Child Support Enforcement in the completion of OCSE
Form 34 relating to not-disbursed, returned and/or uncashed disbursements.
The OAG Contract Manager will provide the County with the requirements
during the term of the Contract.
3.1.4 Daily Recording
3.1.4.1 County shall follow the Texas Child Support State Disbursement
Unit procedures for reporting and transmitting case and payment
information and payment status on all relevant non-IV-D
disbursements.
•
3.1.4.2 County shall record on its automated system all data required to
support the local disbursement activities contemplated by this
agreement.
3.1.4.3 County shall develop and establish its own format for recording on the
County's automated system.
•
3.1.4.4 County shall record and disburse all identifiable and deliverable non-
IV-D child support payments on the first County work day that the
SDU local disbursement file is available to the County; provided that
the file was available by 10:00 a.m. that day. lfthe local disbursement
file was not available by 10:00 a.m., the County shall record and
disburse the payments no later than the next County work day.
3.1.4.5 County shall not allow any person who, as a part of his or her
employment, receives, disburses, handles, or has access to funds
collected pursuant to this contract, to participate in accounting or
operating functions that would permit him or her to conceal in the
accounting records the misuse of said funds. Upon request, County
shall provide a copy of County's organizational structure to confirm
appropriate separation of duties.
unifaam I.D. us, SCR I a = Page 3 of 28
3.1.4.6 County shall track all of the payments received in the SDU local
disbursement file. County shall attempt to obtain new addresses and
maintain them for any undeliverable payments contained in the file.
New addresses shall be entered on STRADUS. Payments for which
a new address cannot be obtained within five (5) County work days
shall be handled in accordance with Chapters 72 through 75 and
Chapter 76 of the Texas Property Code and the Unclaimed Property
procedures published by the Texas Comptroller of Public Accounts.
3.1.4.7 County shall employ procedures to research and resolve unidentified
items, i.e., items that cannot be identified to a case, as well as
instances of payment files not matching funds received.
3.1.4.8 County shall employ procedures to ensure security of funds. Upon
request, County shall provide to OAG a copy of the security
procedures.
3.1.4.9 County shall work with the OAG to develop processes and
procedures for resolving payment related inquiries between the
County, the OAG, and the SDU Vendor where necessary.
i 3.1.4.f0 County employees handling disbursements shall be bonded.
3.1.4.11 County shall generate a daily check register which shall list the
individual accounts and amounts in which non-IV-D payments were
applied. The total number of non-IV-D payments disbursed and the
total dollar amount shall also be reflected on the register.
3.1.5 Deposit Procedures
3.1.5.1 County shall maintain an account with a financial institution that has
the ability to receive electronic funds transfers (EFT).
3.1.5.2 County shall be responsible for ensuring that a process is in place with
its financial institution that allows the County to daily reconcile the
funds received with the disbursement file the County receives. The
OAG must be notified immediately after the County determines that
it did not receive funds equal to the amount contained in the
disbursement file. In no event shall notification to the OAG of a
discrepancy between funds received and the disbursement file exceed
three (3) County work days.
ueiram t.D. ics. SCR tWIM
Page 4 of 28
C)l
i
.-L.e-M_.-'.-1 .A,_w•, x o- J.
3.1.6 Electronic Transmittal Procedures
3.1.6.1 The files that County will be receiving and transmitting are listed
below. The County will be provided the computer file specifications
and format to enable the County to process from or provide this
information in the manner required by the STRADUS server. If these
specifications change during the term of the contract, replacement
specifications will be forwarded to the County. The County shall be
responsible for implementing the changes to the electronic file
specifications when and as required for the STRADUS server
processing.
3.1.6.1.1
IV-D and Non-IV-D Collections
3.1.6.1.2
Non-IV-D Disbursement Data
3.1.6.1.3
Non-IV-D Disbursements, For 38 Waived Counties
3.1.6.1.4
IV-D and Non-IV-D Collection Adjustments
3.1.6.1.5
Non-IV-D Disbursement Advice
3.1.6.1.6
Non-IV-D Check Status
3.1.6.1.7
Non-IV-D Case Data from Local Registries
3.1.6.2 County shall generate the non-IV-D disbursements and, if desired,
record the IV-D payments on its automated system.
C7
3.1.6.3 County shall produce an electronic file of payments disbursed,
including check number, and transmit the file daily to the STRADUS
file server.
3.1.6.4 County shall track payments disbursed and record the status of each
in a non-IV-D Check Status File. Status as used in this subsection
means: cashed, cancelled, re-issued, voided, stop payment, or
unidentified or undeliverable.
3.1.6.5 In the event of a failed transmission or if an unprocessable electronic
file is produced, County shall correct the problem and retransmit
within one (1) working day of the failed transmission or production of
an unprocessable file.
3.1.6.6 County shall maintain back-up electronic files according to the
retention requirements established by the Texas State Library in the
event that a file needs to be re-transmitted.
undorm I.D. L CS. sere IM M
Page 5 of 28
3.2 OAG Responsibilities
3.2.1 Access to STRADUS and TXCSES
OAG will work with the SDU Vendor and County to make sure the County
obtains the necessary hardware and software. For those counties that do not
have intemet access, the OAG will ensure that the SDU Vendor establishes
intemet service. However, if the County is not covered by a local Internet
Service Provider local telephone coverage area, then the County is responsible
for any unavoidable long distance telephone charges that occur.
3.2.2 Reimbursement
I 3.2.2.1 OAG shall monitor the non-IV-D Disbursement Advice Files
forwarded from the County to STRADUS and summarize for monthly
reimbursement amounts. The summary will include capturing
information on reissued payments for inclusion in the reimbursement
amounts.
3.2.2.2 OAG shall forward a Summary and Reimbursement Voucher to the
County for review and approval.
3.2.2.3 If the County approves the Summary and Reimbursement Voucher,
the County signs the voucher and returns it to OAG for payment
within ten (10) County work days. County's signature constitutes
approval of the voucher and certification that all services provided
during the period covered by the voucher are included on the voucher.
The OAG shall reimburse the County in the amount of One Dollar and
34/100 Dollars (51.34) per disbursement. The OAG shall process the
invoice for payment in accordance with the state procedures for
issuing state payments and the Texas Prompt Payment Act.
County shall submit the invoice to:
Contract Manager for Local Disbursement, Local Customer
Service and State Case Registry Mail Code: 062
Office of the Attorney General
P.O. Box 12017
Austin, Texas 78711-2017
3.2.2.4 If County does not approve the Summary and Reimbursement
Voucher, it shall return the voucher to the OAG within ten (10)
County working days of receipt, detailing the basis of any disputed
item along with supporting documentation. The OAG shall review the
Undom tD. LO. SCR I0aM
Page 6 of 28
i
_ ae.,. ~ .....tee- w.....~~..:.G a u .a a.. _.J.yl•" t~ ~..1 , _ .
k
r ,
•
returned voucher. If the dispute is resolved in the County's favor, the
OAG shall make payment as set forth in the immediately preceding
subsection. If the dispute is not resolved in the County's favor, the
OAG shall make payment in accordance with the voucher originally
sent to the County and forward a letter of explanation to the County.
3.2.2.5 Any funds shortage revealed by the County's daily reconciliation of
funds received by the County's financial institution with the
disbursement file received by the County from the SDU Vendor will
be made up by the OAG; provided that the shortage was due to SDU
Vendor, OAG, or Texas State Treasury error and the shortage was
reported to the OAG in accordance with the requirements of the
Deposit Procedures Section above. The OAG will also reimburse the
County for County payment of any fees/and or penalties assessed by
the County's financial institution due to such shortage. Any funds
shortage make up and reimbursement for fees/and or penalties will be
made to the County within two (2) OAG work days after OAG
determination that County is due same. In no event will such
determination exceed two (2) OAG work days.
3.2.3 Limitation of OAG Liability
•
3.2.3.1 The OAG shall be liable only for contract -associated costs incurred
after commencement of this Contract and before termination of this
Contract.
3.2.3.2 The OAG may decline to reimburse any Allowable Costs, which are
submitted for reimbursement more than sixty (60) calendar days after
the State Fiscal Year calendar quarter in which such costs are
incurred.
3.2.3.3 County shall refund to the OAG within thirty (30) calendar days any
sum of money which has been paid to County which the OAG and
County agree has resulted in an overpayment to County, provided that
such sums may be offset and deducted from any amount owing but
unpaid to County.
3.2.3.4 The OAG shall not be liable to reimburse the County if the County
fails to comply with the Daily Recording, Deposit Procedures, and/or
Electronic Transmittal Procedures Sections above in accordance with
the requirements of those sections.
•
Uniform LD. WS. SCR 10/23/00
Page 7 of 28
~ - ~a i 3 LEW .
4 LOCAL CUSTOMER SERVICE
4.1 County Responsibilities
4.1.1 Accessing STRADUS and TXCSES
4.1.1.1 Work with the SDU Vendor and the OAG to acquire the necessary
hardware and software to access the STRADUS web server and
TXCSES. The STRADUS web server is the designated SDU Vendor
database to house data files. TXCSES is the OAG database to house
the Title IV-D case and payment related files. County will work with
the SDU Vendor and the OAG to obtain the database access required.
County is responsible for connecting the hardware to its own County
network.
4.1.1.2 County must make necessary programming changes to its own
automated child support system to accomplish the local customer
service activities in this contract. If the County employs a Vendor for
maintenance and changes to its automated child support system,
County must coordinate efforts between the County Vendor and the
SDU Vendor.
4.1.1.3' County is responsible for all the necessary phone lines. For those
counties that do not have internet access the OAG will ensure that the
SDU Vendor establishes internet service. However, if the County is
not covered by a local Internet Service Provider local telephone
coverage area, then the County is responsible for any unavoidable
long distance telephone charges that occur.
4.1.2 County Customer Service Unit Resources and Services
4.1.2.1 County shall provide the resources necessary to accomplish the
following services: 1) research non-IV-D payments that should have
been, but were not received by the SDU; 2) research unidentified or
undistributed collections; 3) handle inquiries on (including any
necessary research) and receive information about non-IV-D child
support cases where child support payments are remitted to the SDU.
Resources (as used in this section) include, but are not limited to,
personnel, office space, equipment, phones and incoming phone lines,
and any County-specific IVR system. "Inquiries" as used in this
section include but are not limited to, e-mail, letters, phone calls,
facsimiles, or walk-ins.
Uniform I.D. I.M. SCR IQQM
Page 8 of 28
r
t ~
4.1.2.2 The number of County staff necessary for adequate handling of
Customer Service Unit Activities shall be trained on SDU and
TXCSES systems as mutually agreed to by the County and OAG.
J
4.1.3. Customer Service Unit Activities
4.1.3.1 County shall track and provide documentation regarding the inquiries
received. These activities shall be tracked using STRADUS (direct
data entry or electronic file). All inquiries tracked shall include the
name of the person handling the inquiry, the name of the person
making the inquiry, OAG case number and/or court cause number,
NCP name, CP name, date of inquiry, and customer service activity
performed, e.g., updates, payments researched, unidentified payment,
payment not received.
4.1.3.2 County shall enter updates on STRADUS for new information
provided by CP, NCP, employer, etc. County shall follow agreed
upon procedures when accepting changes to case information that will
ensure data integrity, e.g., procedures to properly identify the caller.
4.1.3.3 County shall perform the Customer Service Unit services using the
following guidelines:
C
Uniform ID. LCS. SCR I WIM
4.1.3.4 County shall work with the OAG to develop processes and
procedures for forwarding inquiries between the County, the OAG,
and the SDU Vendor where necessary, e.g., misdirected inquiries. The
County and the OAG will also work to develop customer outreach
information regarding the provision of customer service by the OAG,
SDU Vendor and County.
4.1.3.5 County shall maintain a log of customer service complaint calls. The
log shall identify the complainant, the nature of the customer service
complaint, the name of the person taking the customer service
complaint, action taken on the customer service complaint, OAG case
number and/or court cause number, NCP name, CP name, and date
1
l
1
1
I
Respond to written inquiries within five (5) County work days, take
action on information received within three (3) County work days,
document case record of action or information received at time of
receipt, follow up to a telephone inquiry within three (3) County work
days, return phone calls within three (3) County work days, see a
customer the same day or schedule appointment within three (3)
County work days of request.
Page 9 of 28
4011
. %
and time of the customer service complaint. County shal I provide the
log to the OAG monthly.
4.1.3.6 County shall establish a quality assurance monitoring system that will
provide to the OAG sufficient information for evaluating the local
customer service performance. Quality assurance monitoring
performed by the County shall be developed in cooperation with the
OAG.
4.2 OAG Responsibilities
4.2.1 ' Access to STRADUS and TXCSES
OAG will work with the SDU Vendor and County to make sure the County
obtains the necessary hardware and software. For those counties that do not
have internet access the OAG will ensure that the SDU Vendor establishes
intemet service. However, if the County is not covered by a local Internet
Service Provider local telephone coverage area, then the County is responsible
for any unavoidable long distance telephone charges that occur.
4.2.2 Reimbursement
4.2.2.1 OAG shall monitor County STRADUS Local Customer Service
activities (direct data entry or electronic file) and summarize for
monthly reimbursement amounts.
4.2.2.2 OAG shall forward a Summary and Reimbursement Voucher to the
County for review and approval.
4.2.2.3 If the County approves the Summary and Reimbursement Voucher,
the County signs the voucher and returns it to OAG for payment
within ten (10) County work days. County's signature constitutes
approval of the voucher and certification that all services provided
during the period covered by the voucher are included on the voucher.
The OAG shall process the invoice for payment in accordance with
the state procedures for issuing state payments and the Texas Prompt
Payment Act.
UAir«,A I.D. LCS. SCR 1041M
Page 10 of 28
/I-- ~
•
Contract Manager for Local Disbursement, Local
Customer Service and State Case Registry
Mail Code: 062
Office of the Attorney General
P.O. Box 12017
Austin, Texas 78711-2017
•
4.2.2.5 If County does not approve the Summary and Reimbursement
Voucher, it shall return the voucher to the OAG within ten (10)
County work days of receipt, detailing the basis of any disputed item,
and include supporting documentation. The OAG shall review the
returned voucher. If the dispute is resolved in the County's favor the
OAG shall make payment as set forth in the preceding subsection. If
the dispute is not resolved in the County's favor, the OAG shall make
payment in accordance with the voucher originally sent to the County
and forward a letter of explanation to the County.
4.2.3 Limitation of OAG Liability
4.2.3.1 The OAG shall be liable only for contract associated costs incurred
after commencement of this Contract and before termination of this
Contract.
County shall submit the invoice to:
4.2.2.4 The OAG shall be financially liable to the County for the federal share
of the County's contract associated cost. Federal share means the
portion of the County's contract associated cost that the federal Office
of Child Support Enforcement reimburses the state as federal financial
participation under Title IV-D; for purpose of reference only the
federal share on the effective date of this contract is 66%. The County
agrees that for the purposes of this contract all of the County's contract
associated costs for any given calendar month is equal to the number
of inquiries handled during the calendar month multiplied by a per
inquiry fee of $2.995 per inquiry. Thus: (Calender Month Inquiries
Handled) ($2.995) (Federal Share) = OAG Liability. For the purpose
of this subsection inquiry means one incoming request for assistance
(as described in the County Customer Service Unit Resources and
Services section above) not the number of out-going calls or efforts
needed to resolve the inquiry.
4.2.3.2 The OAG may decline to reimburse Allowable Costs which are
submitted for reimbursement more than sixty (60) calendar days after
the State Fiscal Year calendar quarter in which such costs are incurred.
~J
Uniform LD, LCS, SCR 10!21100
~i
Page 11 of 28
a.
4.2.3.3 County shall refund to the OAG within thirty (30) calendar days any
sum of money which has been paid to County which the OAG and
County agree has resulted in an overpayment to County, provided that
such sums may be offset and deducted from any amount owing but
unpaid to County.
4.2.3.4 The OAG shall not be liable for reimbursing the County if the County
fails to comply with the County Customer Service Unit Resources and
Services and/or the Customer Service Unit Activities Sections above
in accordance with the requirements of those sections.
5 STATE CASE REGISTRY
5.1 County Responsibilities
5.1.1 Accessing STRADUS and TXCSES
5.1.1.1 Work with the SDU Vendor and the OAG to acquire the necessary
hardware and software to access the STRADUS web server and
TXCSES. The STRADUS web server is the designated SDU Vendor
database to house data files. TXCSES is the OAG database to house
the Title IV-D case and payment related files. County will work with
the SDU Vendor and the OAG to obtain the database access required.
County is responsible for connecting the hardware to its own network
5.1.1.2 County must make necessary programming changes to its own
automated child support system to accomplish the state case registry
service activities in this contract. If the County employs a Vendor for
maintenance and changes to its automated child support system,
County must coordinate efforts between the County Vendor and the
I SDU Vendor.
5.1.1.3 County is responsible for all the necessary phone lines. For those
counties that do not have internet access, the OAG will ensure that the
SDU Vendor establishes intemet service. However, if the County is
not covered by a local Internet Service Provider local telephone
coverage area, then the County is responsible for any unavoidable
long distance telephone charges that occur.
5.2 State Case Registry Activities
5.2.1 County shall provide to STRADUS new and modified court orders entered after
the effective date ofthe Contract for Non-IV-D court order information relating
to Suits Affecting the Parent-Child Relationship.
Uniform LD. LCS. SCR 10/23100
Page 12 of 28
Vol C;1
I
. f.._,
I'
I~
i
•
. f..
1 t ~
l
5.2.2 County shall use the original court ordered documents to obtain the relevant
information for entry to the STRADUS system.
5.2.3 County must provide the following data elements:
5.2.3.1 participant type (dependent, custodial parent , non-custodial parent)
5.2.3.2 family violence indicator
5.2.3.3 name of each participant (last and first)
5.2.3.4 sex code for each participant
5.2.3.5 social security number and/or date of birth for each participant
5.2.3.6 cause number
5.2.3.7 cause county code
5.2.3.8 start date of cause
5.2.3.9 address lines 1, 2, and 3, City. State, Zip (custodial parent only)
5.2.4 Other data elements listed in the Lockheed Martin IMS Interface Control
Document Number 21 may be provided at County option. A copy of the
Interface Control Document will be provided upon County request.
5.2.5 County shall provide data elements information updates to the STRADUS
system for non-IV-D court orders signed on or after October 1, 1998.
u
5.2.6 County shall provide new order information within five (5) working days of
entry.
5.2.7 County shall provide update order information within five (5) working days of
receipt.
5.2.8 County shall provide new and updated order information via electronic file from
the county automated system or perform the data entry directly onto
STRADUS. The County will be provided the computer file specifications and
format to enable the County to provide the electronic file information in the
manner required by the STRADUS server. If these specifications change during
the term of the contract, replacement specifications will be forwarded to the
County. The County shall be responsible for implementing the changes to the
electronic file specifications when and as required for STRADUS server
processing.
5.2.9 In the event of a failed transmission, or if an unprocessable electronic file is
produced, County shall correct the problem and retransmit within one (1)
working day of the failed transmission or production of an unprocessable file.
Uniform LA Ws. SCR 1Wn=
Page 13 of 28
pqlv - -q 95--
J
5.3 OAG Responsibilities
5.2.10 County shall maintain back-up electronic files according to the retention
requirements established by the Texas State Library in the event that a file needs
to be retransmitted.
5.3.1 Access to STRADUS and TXCSES
Uniraam LD. LCS. SCR IW310
5.3.2 Reimbursement
5.3.2.1 OAG shall monitor County STRADUS State Case Registry activities
(direct data entry or electronic file) and summarize for monthly
reimbursement amounts.
5.3.2.2 OAG shall forward a Summary and Reimbursement Voucher to the
County for review and approval.
5.3.2.3 If the County approves the Summary and Reimbursement Voucher,
i the County signs the voucher and returns it to OAG for payment
within ten (10) County work days. County's signature constitutes
approval of the voucher and certification that all services provided
during the period covered by the voucher are included on the voucher.
The OAG shall process the invoice for payment in accordance with
the state procedures for issuing state payments and the Texas Prompt
Payment Act.
County shall submit the invoice to:
Contract Manager for Local Disbursement, Local
Customer Service and State Case Registry
Mail Code: 062
Office of the Attorney General
P.O. Box 12017
Austin, Texas 78711-2017
Page 14 of 28
VOL - J~ L L
OAG will work with the SDU Vendor and County to make sure the County
obtains the necessary hardware and software. For those counties that do not
have internet access the OAG will ensure that the SDU Vendor establishes
internet service. However, if the County is not covered by a local Internet
Service Provider local telephone coverage area, then the County is responsible
for any unavoidable long distance telephone charges that occur.
•
•
5.3.2.4 The OAG shall be financially liable to the County for the federal share
of the County's contract associated cost. Federal share means the
portion of the County's contract associated cost that the federal Office
of Child Support Enforcement reimburses the state as federal financial
participation under Title IV-D; for purpose of reference only the
federal share on the effective date of this contract is 66%. The County
agrees that for the purposes of this contract all of the County's contract
associated costs for any given calendar month is equal to the number
of new and modified Non-IV-D Court Orders (together with all
required data elements) provided to the OAG during the calendar
month multiplied by a per new and modified Non-IV-D Court Order
fee of $11.83 per new and modified Non-IV-D Court Order plus the
number ofNon-IV-D Court Orders updated during the calendar month
multiplied by a per Non-IV-D Court Order updated fee of $2.995 per
Non-IV-D Court Order updated. Thus: [(Calender Month new and
modified Non-IV-D Court Orders provided x $11.83) + (Calender
Month Non-1V-D Court Orders updated x $2.995)] x Federal Share =
OAG Liability.
5.3.2.5 If County does not approve the Summary and Reimbursement
Voucher, it shall return the voucher to the OAG within ten (10)
County work days of receipt. detailing the basis of any disputed item,
and include supporting documentation. The OAG shall review the
returned voucher. If the dispute is resolved in the County's favor the
OAG shall make payment as set forth in the preceding subsection. If
the dispute is not resolved in the County's favor, the OAG shall make
payment in accordance with the voucher originally sent to the County
and forward a letter of explanation to the County.
5.3.3 Limitation of OAG Liability
5.3.3.1 The OAG shall be liable only for contract associated costs incurred
after commencement of this Contract and before termination of this
Contract.
5.3.3.2 The OAG may decline to reimburse Allowable Costs which are
submitted for reimbursement more than sixty (60) calendar days after
the State Fiscal Year calendar quarter in which such costs are incurred.
1
I
I
5.3.3.3 County shall refund to the OAG within thirty (30) calendar days any
sum of money which has been paid to the County which the OAG and
County agree has resulted in an overpayment to County, provided that
such sums may be offset and deducted from any amount owing but
unpaid to County.
Uniform 10, LCS, SCR IN JIMi
Page 15 of 28
L., PAq-
5.3.3.4 The OAG shall not be liable to reimburse the County if the County
fails to comply with the State Case Registry Activities Section above
in accordance with the requirements of that section.
5.3.3.5 The OAG shall not be liable to reimburse the County for information
correcting erroneous information previously provided by the County.
6 GENERAL REQUIREMENTS
6.1 Written Notice Delivery
Any notice required or permitted to be given under this Contract by one parry to the other
party shall be in writing and shall be addressed to the receiving parry at the address
hereinafter specified. The notice shall be deemed to have been given immediately if
delivered in person to the recipient's address hereinafter specified. It shall be deemed to
have been given on the date of certified receipt if placed in the United States mail, postage
prepaid, by registered or certified mail with return receipt requested, addressed to the
receiving party at the address hereinafter specified.
6.1.1 County
The address of the County for all purposes under this Contract and for all
notices hereunder shall be:
The Honorable Marc Hamlin (or successor in office)
District Clerk, Brazos County
P.O. Box 2208
Bryan, Texas 77806
6.1.2 OAG
The address of the OAG for all purposes under this Contract and for all notices
hereunder shall be:
Howard G. Baldwin, Jr. (or his successor in office)
Deputy Attorney General for Child Support
Office of the Attorney General
P.O. Box 12017
Austin, Texas 78711-2017
unUmm t.n, t,CS. SCR 10M M Page 16 of 28
a
t
I
t.
With copies to:
Kathy Shafer (or her successor in office)
Deputy General Counsel, Child Support Division
Office of the Attorney General
P. O. Box 12017
Austin, Texas 78711-2017
6.2 Inspections, Monitoring and Audits
•
The OAG may monitor and/or conduct fiscal and/or program audits of the County's
program performance at reasonable times. County shall provide physical access without
prior notice to all sites used for performance of service under this contract to the OAG.
United States Department of Health and Human Services, Comptroller General of the
United States, and State Auditor of Texas. The OAG may at its option or at the request
of County provide technical assistance to assist County in the operation of this program.
County shall grant to the OAG, the United States Department of Health and Human
Services, Comptroller General of the United States, and State Auditor of Texas access.
without prior notice, to all books, documents, and records of the County pertinent to this
Contract. The County books, documents, and records may be inspected, monitored,
evaluated, audited and copied. Reports or other information relating to this program
prepared by the County or at the request of the County shall be furnished to the OAG
within ninety (90) days of availability.
6.3 Audit Provisions
In order to comply with the monitoring and auditing requirements governing this Contract.
the County is considered a subrecipient of federal pass-through funds under the Catalog
of Federal Domestic Assistance (CFDA) Number 93.563, "Child Support Enforcement-
Title IV-D." All accounting records should identify the source of the funds received by
the County under this Contract as Title IV-D funds passed through from the OAG. Funds
received pursuant to this Contract shall be audited in accordance with OMB Circular A-
133 by the County's independent auditor. County will give OAG a copy of the entire
auditor's report and management letter within sixty (60) days of the completion of the
audit.
6.4 Reimbursement of Audit Penalty
if funds are disallowed as a result of an audit finding contained in an audit (by County's
independent auditor, the OAG, the State Auditor, the U.S. Department of Health and
umrom ►.P, L CS. SCR 1=3= Page 17 of 28
IPA
Human Services, the Comptroller General of the United States, or any of their duly
authorized representatives) that County has failed to follow federal requirements for the
IV-D program, then County agrees that the OAG may recoup its loss by withholding funds
payable under this contract to the extent of the loss incurred by the OAG.
7 TERMS AND CONDITIONS
7.1 Assignment
County will not assign its rights under this contract or delegate the performance of its
duties under this contract without prior written approval from the OAG.
7.2 Liaison
County and OAG each agree to maintain specifically identified liaison personnel for their
mutual benefit during the term of the Contract. The liaison(s) named by County shall serve
as the initial point(s) of contact for any inquiries made pursuant to this Contract by OAG
and respond to any such inquiries by OAG. The liaison(s) named by OAG shall serve as
the initial point(s) of contact for any inquiries made pursuant to this Contract by County
and respond to any such inquiries by County. The liaison(s) shall be named in writing at
the time of the execution of this Contract. Subsequent changes in liaison personnel shall
be communicated by the respective parties in writing.
7.3 Subcontracting
It is contemplated by the parties hereto that County shall conduct the performances
provided by this contract substantially with its own resources and through the services of
its own staff. In the event that County should determine that it is necessary or expedient
to subcontract for any of the performances specified herein, County shall subcontract for
such performances only after County has transmitted to the OAG a true copy of the
subcontract County proposes to execute with a subcontractor and has obtained the OAG's
written approval for subcontracting the subject performances in advance of executing a
subcontract. County, in subcontracting for any performances specified herein, expressly
understands and acknowledges that in entering into such subcontract(s), the OAG is in no
manner liable to any subcontractor(s) of County. In no event shall this provision relieve
County of the responsibility for ensuring that the performances rendered under all
subcontracts comply with all terms of this contract.
7.4 Civil Rights
County agrees that no person shall, on the ground of race, color, religion, sex, national
origin, age, disability, political affiliation, or religious belief, beexcluded from participation
in, be denied the benefits of, be subjected to discrimination under, or be denied
Uniform LD. LCS. SCR 1012700
Page 18 of 28
E ...P'Or oa
L
employment in the administration of, or in connection with, any program or activity funded
in whole or in pan with funds provided by this Contract. County shall comply with Title
VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the
Americans with Disabilities Act of 1990. County shall comply with Executive Order
11246. "Equal Employment Opportunity" as amended by Executive Order 11375,
"Amending Executive Order 11246 relating to Equal Employment Opportunity" and as
supplemented by regulations at 41 C.F.R. Part 60, "Office of Federal Contract Compliance
Programs, Equal Employment Opportunity, Department of Labor."
7.5 Immigration Reform and Control Act of 1986
County shall comply with the provisions of the Immigration Reform and Control Act of
1986. 100 Stat. 3359, by verifying the identity and authorization to work in the United
States of its employees assigned to this Contract at any time during the term of this
Contract.
7.6 Environmental Protection
County shall be in compliance with all applicable standards, orders, or requirements issued
pursuant to the mandates of the Clean Air Act (42 U.S.C. Section 7401 et seq.) and the
Federal Water Pollution Control Act, as amended, (33 U.S.C. Section 1251 et seq.).
7.7 Certain Disclosures Concerning Lobbying
•
County shall comply with the provisions of a federal law known generally as the Lobbying
Disclosure Acts of 1989, and the regulations of the United States Department of Health
and Human Services promulgated pursuant to said law, and shall make all disclosures and
certifications as required by law. County must submit the Certification Regarding
Lobbying included with this Contract (Attachment E). This certification certifies that the
County will not and has not used federally appropriated funds to pay any person or
organization for influencing or attempting to influence any officer or employee of any
federal agency, a member of Congress, officer or employee of Congress, or an employee
of a member of Congress in connection with obtaining any federal contract, grant or any
other award covered by 31 U.S.C. Section 1352. It also certifies that the County will
disclose any lobbying with non-federal funds that takes place in connection with obtaining
any federal award by completing and submitting standard Form LLL.
7.8 Compliance With Law, Policy and Procedure
County shall perform its obligations hereunder in such a manner that ensures its
compliance with OAG, policy and procedure and all state and federal laws, rules and
0
Uniform LA WS. SCR 1023100
Page 19 of 28
601
regulations. County shall assure, with respect to County's performances, that the OAG
is able to meet the OAG's obligations in carrying out the program of child support
enforcement pursuant to Title IV, Part D, of the federal Social Security Act of 1935, as
amended.
7.9 Legislative Appropriations
All obligations ofthe OAG are subject to the availability of legislative appropriations and,
for federally funded procurements. to the availability of federal funds applicable to this
procurement (as further described below). OAG will not be in default for nonpayment
under this contract if such appropriated funds or federal funds are not available to OAG
for payment of OAG's obligations under this contract. In such event OAG will promptly
notify the County, and the contract shall terminate simultaneous with the termination of
either appropriated funds or federal funds. Upon termination of the contract the OAG will
discontinue payment hereunder.
It is expressly understood that any and all of the OAG's obligations and liabilities
hereunder are contingent upon the existence of a state plan for child support enforcement
approved by the United States Department of Health and Human Services providing for
the statewide program of child support enforcement, pursuant to the Social Security Act,
and on the availability of Federal Financial Participation for the activities described herein.
In the event that.such approval of the state plan or the availability of Federal Financial
Participation should lapse or otherwise terminate. the OAG shall promptly notify county
of such fact in writing. Upon such occurrence the OAG shall discontinue payment
hereunder.
7.10 Termination
Either party to this Contract shall have the right to either terminate this Contract in its
entirety or in part. However, a County continuing to contract to provide Local
Disbursement services must also continue to contract to provide Local Customer Service
services and a County continuing to contract to provide Local Customer Service services
must also continue to contract to provide State Case Registry services. The Contract, or
portion of the Contract, may be terminated by the terminating party notifying the other
party in writing of such termination and the proposed date of the termination no later than
thirty (30) calendar days prior to the effective date of such termination.
In the event of termination, said termination occurring for any reason, the County shall
work with the OAG for a period of one hundred eighty (180) calendar days following the
effective date of such termination to ensure that there will be no interruption of services
to families.
uniform LD. r.CS. SCR ror"M Page 20 of 28
V a' s0, -
1'\
•
7.11 News Releases or Pronouncements
News releases, advertisements, publications, declarations, and any other pronouncements
pertaining to this contract by County using any means or media mentioning this contract
must be approved in writing by the OAG prior to public dissemination.
7.12 Date Standard
Four-digit year elements will be used for the purposes of electronic data interchange in any
recorded form. The year shall encompass a two digit century that precedes, and is
contiguous with, a two digit year of century (e.g. 1999, 2000, etc.). Applications that
require day and Month information will be coded in the following format: CCYYMMDD.
Additional representations for week, hour, minute, and second, if required, will comply
with the international standard ISO 8601:1988, "Data elements and interchange formats--
Information interchange--Representation of dates and times."
7.13 Changes in the Law
•
Any alterations, additions or deletions to the terms of this Contract which are required by
changes in federal or state law are automatically incorporated into this Contract without
written amendment to this Contract and shall be effective on the date designated by said
federal or state law.
7.14 Amendments
Any changes to this Contract, except those changes so designated in this Contract, shall
be in writing and executed by both parties to this Contract.
I
7.15 Headings
The headings for each section of this Contract are stated for convenience only and are not
to be construed as limiting.
7.16 Dispute Resolution Process for County Breach of Contract Claim
0
7.16.1 The dispute resolution process provided for in Chapter 2260 of the Government
Code shall be used, as further described herein, by the OAG and County to
attempt to resolve any claim for breach of contract made by County.
7.16.2 County's claim for breach of this contract that the parties cannot resolve in the
ordinary course of business shall be submitted to the negotiation process
provided in Chapter 2260, subchapter B, of the Government Code. To initiate
Undmm LD. LCS. SCR 102310 Page 21 of 28
-nail
t
the process, the County shall submit written notice, as required by subchapter
B, to the Deputy Attorney General For Child Support. Office of the Attorney
General, P.O. Box 12017 (Mail Code 033), Austin, Texas 78711-2017. Said
notice shall specifically state that the provisions of Chapter 2260, subchapter B,
are being invoked. A copy of the notice shall also be given to all other
representatives of the OAG and the County otherwise entitled to notice under
this contract. Compliance by the County with subchapter B is a condition
precedent to the filing of a contested case proceeding under Chapter 2260.
subchapter C, of the Government Code.
7.16.3 The contested case process provided in Chapter 2260, subchapter C, of the
Government Code is the County's sole and exclusive process for seeking a
remedy for any and all alleged breaches of contract by the OAG ifthe parties are
unable to resolve their disputes under the immediate preceding subsection.
7.16.4 Compliance with the contested case process provided in subchapter C is a
condition precedent to seeking consent to sue from the Legislature under
Chapter 107 of the Civil Practices and Remedies Code. Neither the execution
of this contract by'the OAG nor any other conduct of any representative of the
OAG relating to the contract shall be considered a waiver of sovereign
immunity to suit.
7.16.5 The submission, processing and resolution of the County's claim is governed by
the published rules adopted by the OAG pursuant to Chapter 2260, as currently
effective, hereafter enacted or subsequently amended.
7.16.6 Neither the occurrence of an event nor the pendency of a claim constitutes
grounds for the suspension of performance by the County, in whole or in part.
7.17 Security and Confidentiality
7.17.1 General
The County shall comply with all applicable statutory and regulatory provisions
requiring that information be safeguarded and kept confidential. These statutes
and regulatory provisions include but are not limited to 42 U.S.C. 653 and
654; 45 C.F.R. 307.10, 307.11 and 307.13; 26 U.S.C. 6103 (1RC 6103); IRS
Publication 1075 (Rev. 1-98) and §231.108 of the Texas Family Code, as
currently written or as may be amended, revised or enacted. Should the
County, its officials or one of its employees make any unauthorized
inspection(s) or disclosure(s) of information, this agreement may be
immediately terminated by the OAG. The County will take care not to disclose
information provided by OAG including particularly to any legislative body
uedorm I.D. t.CS, sort tWB= Page 22 of 28
(local, state or federal) which could tend to identify such applicants or recipients
of financial or other assistance or support enforcement services pursuant to the
Federal Social Security Act of 1935, as amended. No electronic list or mailing
list of recipients of services shall be created, distributed, or used. Payment
history information may not be disclosed or provided to anyone other than the
court, the guardian ad litem for the child, the custodial and non-custodial parent
and their attorneys, or a person authorized by the custodial or non-custodial
parent to have the payment history information. Payment history information
may be disclosed and/or provided to a District or County Attorney for purposes
of pursuing prosecution for criminal non-support of a child. The payment
history screen and any other screen that contains Internal Revenue Service
information (IRS) shall only be printed in order to provide payment history
information to the court, the guardian ad litem for the child, the custodial and
non-custodial parent and their attorneys, a person authorized by the custodial
or non-custodial parent to have payment history information, and a District or
County Attorney for purposes of pursuing prosecution for criminal non-support
of a child. The County stipulates that all non IV-D and/or IV-D information is
confidential and the County agrees that it shall use and/or release non IV-D
and/or IV-D case information under the circumstances limited to this contract.
7.17.2 IRS Information
•
The County shall have limited access to certain information that is from the
Internal Revenue Service. In performance of this contract, the County agrees
to comply and assume responsibility for compliance by its officials,
subcontractors and employees with the following requirements:
7.17.2.1 All work shall be performed under the supervision of the County,
County officials or the County's responsible employees.
7.17.2.2 Any return or return information made available shall be used only for
the purposes of carrying out the provisions of this contract.
Information contained in such material shall be treated as confidential
and shall not be divulged or made known in any manner to any person
except as may be necessary in the performance of the contract.
Inspection by or disclosure to anyone other than an official or
employee of the County (or as provided above for payment history
information) shall require prior written approval by the OAG and the
Internal Revenue Service. Requests to make such inspections or
disclosures should be made in writing to both the OAG liaison and the
IRS Disclosure Officer, Department of the Treasury, 300 E. Eighth
Street, Austin, TX 78701.
•
Umfo m Lp. tcs. scre rva=
5--
Page 23 of 28
7.17.2.3 Should the County, its officials, its subcontractors, or one of its
employees make any unauthorized inspection(s) or disclosure(s) of
confidential tax information, this agreement may be immediately
terminated by the OAG.
7.17.2.4 Each official or employee of any person at any tier to whom return
information is or may be disclosed shall be notified in writing by the
person that returns or return information disclosed to such official or
employee can be used only for a purpose and to the extent authorized
herein, and that further disclosure of any such returns or return
information for purpose or to an extent unauthorized herein
constitutes a felony punishable upon conviction by a fine of as much
as $5,000 or imprisonment for as long as five years, or both, together
with the costs of prosecution. Such person shall also notify each such
official or employee that any such unauthorized future disclosu►e of
returns or return information may atso result in an award of civil
damages against the official or employee in an amount not less than
$1,000 with respect to each instance or unauthorized disclosure plus
in the case of willful disclosure or a disclosure which is the result of
gross negligence, punitive damages plus the cost of the action. These
penalties are prescribed by the IRC Sections 7213 and 7431 and set
forth at 26 CFR 301.6103(n).
7.17.2.5 Each official or employee of any person to whom returns or return
information is or may be disclosed shall be notified in writing by such
person that any return or return information made available in any
format shall be used only for the purpose of carrying out the
provisions of this contract and that inspection of any such returns or
return information for a purpose or to an extent not authorized herein
constitutes a criminal misdemeanor punishable upon conviction by a
fine of as much as $1,000.00 or imprisonment for as long as 1 year, or
both, together with costs of prosecution. Such person shall also notify
each such official and employee that any such inspection of returns or
returns information may also result in an award of civil damages
against the official or employees in an amount equal to the sum of the
greater of $1,000.00 for each act of unauthorized inspection with
respect to which such defendant is found liable or the sum of the
actual damages sustained by the plaintiff as a result of such
unauthorized inspection plus in the case of a willful inspection or an
inspection which is the result of gross negligence, punitive damages,
plus the costs of the action. The penalties are prescribed by IRC
Sections 7213A and 7431.
until- LD, t.CS, SCR IOMW
Page 24 of 28
-0-iftas 50(p
•
i
i
s
7.17.2.6 Additionally, it is incumbent upon the county to inform its officers.
subcontractors and employees of the penalties for improper disclosure
imposed by the Privacy Act of 1974, 5 U.S.C. 552a. Specifically, 5
U.S.C. 552a(i)(1), which is made applicable to contractors by 5
U.S.C. 552(m)(1), provides that any officer or employee of a
contractor, who by virtue of his/her employment or official position.
has possession of or access to agency records which contain
individually identifiable information , the disclosure of which is
prohibited by the Privacy Act or regulations established thereunder.
and who knowing that disclosure of the specific material is so
prohibited, willfully discloses the material in any manner to any person
or agency not entitled to receive it, shall be guilty of a misdemeanor
and fined not more than $5,000.
7.17.2.7 The IRS and/or the OAG shall have the right to send its officers and
employees, unannounced, into the offices and places of business of
the County for inspection of the facilities and operations provided for
the performance of any work under this contract. On the basis of such
inspection, specific measures may be required in cases where the
County is found to be noncompliant with security information
safeguards.
7.17.3 Limited Use Or Release Of Information
•
Information provided by the OAG to the County through access to STRADUS
and/or TXCSES shall be used only for the purposes of carrying out the
provisions of this contract. Inspection by or disclosure of any non IV-D and/or
IV-D case information to anyone other than an official, or employee of the
county or the OAG, other than for the purposes of carrying out, and in
accordance with, the provisions of this contract, shall require prior written
approval of the OAG and the IRS where appropriate.
7.17.4 Protection Of Information
0
7.17.4.1 Information accessed shall always be maintained in a secure
environment (with limited access by authorized personnel both during
work and non-work hours) using devices and methods such as, but
not limited to: alarm systems, locked containers of various types,
restricted areas, locked rooms, locked buildings, identification systems
and control measures, guards, or other devices reasonably expected
to prevent loss or unauthorized removal of manually held data.
County shall also protect against unauthorized use of passwords,
access logs, and badges.
Uniform L.D. ICS, SCR 10/23100
Page 25 of 28
e -1
7.17.4.2 Whenever possible, computer operations must be in a securearea with
restricted access. In situations such as remote terminals, or office
work sites where all of the requirements of a secure area with
restricted access cannot be maintained, the equipment shall receive the
highest level of protection that is practical. The following security
requirements shall be met for IRS information. All IRS information
shall be locked up when not in use. Tape reels, disks or other
magnetic media shall be labeled as IRS data when they contain such
information. Such labeled magnetic media shall be kept in a secured
area under the immediate protection and control of an authorized
employee or locked up. When not in use, they shall be promptly
returned to a proper storage area/container.
7.17.5 Security Agreements And Training
7.17.5.1 The County shall ensure that all persons having access to information
obtained from STRADUS and/or TXCSES are thoroughly briefed on
related security procedures, restricted usage, and instructions
requiring their awareness and compliance. Annual reorientation
sessions shall be conducted to ensure that all appropriate employees
and subcontractors remain alert to all security requirements.
7.17.5.2 County agrees that it will annually provide its employees, and when
applicable its subcontractors, with the such security statements or
revised security statements and forms as deemed appropriate by the
OAG. The County shall promptly return said form with original
signatures to OAG Information Resources (IR) Division. County
personnel, and when applicable its subcontractors, shall only be
granted access to STRADUS and TXCSES after they have received
all required security training, read the OAG Information Security
Policy Manual (Attachment A), signed the acknowledgment and read
and signed the OAG Statement of Responsibility (Attachment B) and
the County has given the signed original Statement of Responsibility
form to OAG IR Division.
7.17.5.3 County agrees that it will annually provide its employees, and when
applicable its subcontractors, with the IRS notification form
(Attachment C) and return said form with original signatures to OAG
IR Division. Should the form be revised the OAG shall provide the
County with a copy of the revised form. The IRS notification form
for an employee, and when applicable its subcontractors, must be on
file with the OAG IR Division prior to the employee or subcontractor
unirom LD, tics. SCR 1003= Page 26 of 28
~~~Y°?e~'•'~ SDI,
•
accessing STRADUS and/or TXCSES. Additionally County agrees
to post promptly in all work areas the IRS notice (Attachment D).
7.17.6 Request For Information Pursuant To The Texas Open Records Act
The County agrees that the OAG shall be responsible for responding to all open
records request(s) relating to IV-D cases. The County agrees to forward to the
OAG, both by facsimile and first class mail within one business day of receipt
all request(s) for information relating to N-D cases that fall within the scope of
the Texas Open Records Act. § 552.101, et seq., Texas Government Code.
Open Records Requests shall be forwarded and faxed to:
General Counsel, Child Support Division
Attention: Open Records Liaison
Office of the Attorney General
P.O. Box 12017
Austin, Texas 78711-2017
(512) 460-6058
(512) 460-6040 (fax)
i
i
i
S
•
7.17.7 The obligations of the County under this Security of Information provision shall
survive this contract.
7.18 Venue
This contract shall be governed by and construed in accordance with the laws of the State
of Texas, except for its provisions regarding conflicts of laws. The venue of any suit
brought for any breach of this contract by the OAG is fixed in any court of competent
jurisdiction in Brazos County, Texas. The venue of any suit brought for any breach of this
contract by Brazos County is fixed in any court of competent jurisdiction in Travis County,
Texas. All payments under this contract shall be due and payable in Travis County, Texas.
7.19 Entire Contract
This instrument constitutes the entire Contract between the parties hereto, and all oral or
written contract between the parties relating to the subject matter of this contract that were
made prior to the execution of this contract have been reduced to writing and are
contained herein
Undono LD. LCS. SCR 10/23100
Page 27 of 28
THIS CONTRACT IS HEREBY ACCEPTED
OFFICE OF THE ATTORNEY BRAZOS COUNTY
GENERAL
Howard G: 01dwiK Jr. The Honorable Alvin V. Jones
Deputy Atto ey neral for Child Support County Judge, Brazos County
unafmm LD, LCS. SCR IN2M Page 28 of 28
VON al ~~v
vi
THE FOLLOWING
DOCUMENT
IS THE BEST IMAGE
POSSIBLE
DUE TO
THE POOR QUALITY
OF THE ORIGINAL
0-jQ 4
01
01
Information Security
Policy Manual
•
OFFICE OF THE ATTORNEY GENERAL - STATE OF TEXAS
JOHN CORNYN
CONCURRENT STATEMENT
We endorse this document and will enforce the policies within.
1 ' lA tk E19-6 zj Date: -7-
Marie Eiland
Information Resource Manager
l C y
Date.
Andy aylor
First Assistant Attorney General
OL Lclnt
John Co
Attorney oral
Date: 1 L
June. 1999
yI
' L _ ..,.~w_..L..-•~.~_~ l..«__.. J.....~._- ...u r_.•L'.. ,..-a-. .r+.
• i
0
0. Executive Summary 4
1.0 Policy: .......................................5
1.1 Program Policy .....................................5
1.2 Scope of Policy: 5
1.3 Issue-Specific Policy . 5
1.3.1 Use of OAG Information Resources 5
1.32 Classification of Information (Data ) Assets: 5
1.3.3 Information Asset Protection: 5
1.3.4 Access to OAG Information Assets: 6
1.3.5 Data Integrity' 6
1.3.6 E-Mail :..................................................6
1.3.7 Conyr►ght: . , 6
1.3.8 Personal Hardware and Software: 6
1.3.9 Shareware and Freeware : 6
1.3.10 Asset Protection: 7
1.3.11 Voice/Phone Mail: 7
1.3.12 Data Encryption and Key Management: 7
1.3.13 Security Awareness: 7
1.3.14 Risk Analysis and Risk Management: 8
1.3.15 Contingency Planning 8
1.3.16 Termination and Transfers: 8
1.3.17 Bulletin Board Access: 8
1.3.18 Internet Policy: 8
1.3.19 Passwords: ...............................................9
1.3.20 Securi Breaches : .........................................9
1.3.21 Data Communications Systems: 9
1.3.22 Dial-Up Access: 9
1.3.23 User Identification: 9
1.3.24 Warning Statements: 10
1.3.25 System Development and Testing 10
1.3.26 Statement of Responsibility : 10
1.3.27 Automatic Suspension / Deletion of User ID's : 10
1.3.28 Physical Security: 10
1.3.29 Positions of Special Trust: 10
June. 1999
3
I
The Office of Attorney General [OAG] has a commitment to the citizens of Texas to ensure that the
information entrusted to them will be reasonably secure and protected. Unauthorized use of any kind
must not be tolerated and such use should be punishable to the fullest extent of the law. An effective
information security program takes a lot of work, commitment and cooperation among the
employees of OAG. We are all involved in the well-being of this strategic effort The Information
Security Officer for your division (i.e., CSD or A&L) may be contacted for further information as
required
Purpose
The intent of the OAG Information Security Policy Manual is threefold:
2) comprehensive documentation of the current information security and contingency planning
policies as determined by management;
3) education for the users on the proper usage of OAG information assets; and
4) legal ramifications of the misuse of information assets.
The Challenging OAG Environment
Information asset protection and contingency planning are becoming two of the more complex
challenges of the modem automated environment. Our automation systems consist of large central
databases, over one hundred (100) Local Area Networks (LAN) and one of the largest Wide Area
Networks (WAN) in the State of Texas. Our network is now tied to the Internet, and other State and
federal agencies as required.
Information Asset Protection and Disclosure
As technology becomes more prolific, the chance of OAG information assets becoming destroyed,
modified or disclosed, either intentionally or inadvertently, becomes more prevalent. The Texas
Administrative Code I TAC 201.13 (b) indicates a required classification and ownership
methodology under the Texas Public Information Act.
Security Awareness Program
A comprehensive security awareness program has been established for all OAG personnel. It is
incumbent upon each OAG employee, consultant or contractor to be familiar with the Information
Security Policy Manual and associated procedures in his or her respective area.
Contingency Planning
Finally, the OAG is charged with providing a comprehensive contingency plan and disaster recovery
procedures for all data center, and field operations. Information security "ownership," classification,
access and controls, resulting risk assessment and criticality analyses are used as a basis for business
resumption planning.
June, 1999 4
J
1.1 Program Policy:
Information and information resources residing in the Office of the Attorney General (OAG)
are strategic and vital assets belonging to the people of Texas These assets require a degree
of protection commensurate with their value. Measures will be taken to protect these assets
against accidental or unauthorized disclosure, modification or destruction, as well as to
assure the security, reliability, integrity and availability of information.
1.2 Scope of Policy:
This policy applies to all information resources that are used by or for the OAG. It applies
to information processing systems throughout their life cycle This policy also applies to
all users (manager, employees, contractors, etc.) of OAG information assets.
1.3 Issue-Specific Policy:
The following are the policies that cover specific issues as they relate to the security of
information within the OAG.
1.3.1 Use of OAG Information Resources:
r
State information resources will be used only for official State purposes. Compliance
with this policy will be monitored via periodic maintenance, scheduled and random
audits The individual user of OAG information resources shall have no expectation
of privacy for information contained within or processed by an OAG information
resource.
1.3.2 Classification of Information (Data) Assets:
All information processed by or for the OAG is of value and therefore will be
classified. The OAG has three levels of data classification. They are confidential,
sensitive and unclassified. Further detailed descriptions of these classifications can be
found in the "Information Classifications" section of the Information Security
Procedure Manual.
1.3.3 Information Asset Protection:
Information which is confidential or sensitive will be protected from unauthorized
access or modification. Data which is essential to critical State functions must be
protected from loss. contamination or destruction. The expense of security
safeguards will be appropriate to the value of the assets being protected.
0
S
June, 1999
1 3 4 Access to OAG Information Assets.
Access to OAG information resources must be strictly controlled. State law requires
that State owned information resources be used only for official State purposes. Read
access to OAG information is on a need-to-know basis. When access by the user
requires the use of a password, or other security measure, that security measure must
be kept confidential by the intended user.
1.3.5 Data Integrity,
The integrity of data, its source, its destination and processes applied to it must be
assured. The creation or modification of OAG information may only be performed
by authorized personnel. Each user will be individually accountable for his/her
actions when handling, processing, or otherwise using OAG information.
1.3.6 -Mail.
Electronic mail (e-mail) is a form of communication which uses information assets.
However, as with the use of phones (excluding long distance) employees may use the
e-mail system for communicating with OAG employees on non official business
provided such communication does not disrupt or interfere with official State
business, is kept to a minimum duration and frequency, and is not political in nature.
1.3.7 Copyright:
OAG information assets shall not be used to produce illegal copies of copyrighted
information. rllegal copies of software shall not be loaded or executed on OAG
information systems. Regular audits will be conducted to search for unauthorized
software installed on machines.
1.3.8 Personal Hardware and Software:
No personal programs of any kind are to be loaded onto any State computer.
Hardware provided by the user may not be used at the OAG or connected to the
OAG's networks.
1.3.9 Shareware and Freeware:
Shareware and freeware will not be loaded or otherwise used on OAG systems unless
specifically approved by the Information Resource Manager.
1.3. 10 Asset Protection:
Managing information security within the OAG requires commitment and support
on the part of executive, technical and program management. The protection of
June, 1999 6
Vol 9-
- \
•
•
information assets is a management responsibility. All managers should be
involved in the security awareness program and should actively promote security
awareness among their staff and enforce OAG policies and procedures.
1.3.11 Voice/Phone Mail-
Voice or phone mail is a form of communication which uses information assets.
However, employees may use the voice mail system for communicating with other
OAG employees and personal business provided such communication does not
disrupt or interfere vgth official State business, is kept to a minimum duration and
frequency, and is not political in nature.
1.3.12 Data EncWtion and Key Management
it is not a requirement at this time for agencies to use data encryption techniques for
storage and transmission of data. However, those agencies who choose to employ
data encryption shall adopt the data encryption standard, also referred to as the DES
algorithm, which is defined in the Federal Information Processing Standard
Publication 46-2 (FIPS PUB 46-2). Any use of encryption by OAG staff must be
approved in advance by their Division Director. For systems employing encryption
as described, procedures shall be prescribed for secure handling, distribution, storage
and construction of DES key variables used for encryption and decryption.
Protection of the key shall be at least as stringent as the protection required for the
information encrypted with the key. Copies of the FIPS PUB 46-2 are available from
the Information Security Officer (ISO).
1.3.13 Security Awareness:
The OAG will provide an ongoing awareness and training program in information
security and in the protection of State information resources for all personnel
whose duties bring them into contact with confidential or sensitive data. New
employee orientation will be used to establish security awareness and inform new
employees and contractors information security policies and procedures.
Information security programs must be responsive and adaptable to changing
vulnerabilities and technologies affecting State information resources.
1.3.14 Risk Analysis and Risk Management:
Risks to information resources must be managed. The OAG will perform a
comprehensive risk analysis of all information processing systems on a periodic
basis. Risk analysis results will be presented to the owner of the information
resource for risk management.
June, 1999 7
_ _a...L....~.ti.....~.~._.........~.~.J-.nv-lu.rw_n..s~_I..aw M.L ~r.a. r.. ~ _
1 3 1 5 Contingency Plannina-
All information resources determined by agency management to be essential to the
agency's critical mission and functions, shall have a written and cost-effective
contingency plan. The contingency plan shall be tested and updated annually to assure
that it is valid and current. Backups of data and software will be maintained to
mitigate the impact of such a disaster. A disaster declaration will be issued by the
Attorney General in the event that a disaster destroys or makes inoperable a
significant portion of the processing capability of the OAG This declaration will
authorize the Information Resource Manager to make timely decisions in the recovery
of the information assets.
1.3.16 Termination and Transfers•
Computer user identifications (User ID's) for employees that have terminated
employment with the OAG must be removed from the computer system immediately
following termination notification. If the agency is terminating the employee, the ID
should be removed prior to or at the same time of the employee being notified of the
termination. For employees transferring to another position and/or section within the
OAG, the user ID should also be removed immediately.
1.3.17 Bulletin Board Access:
Users of OAG information assets are authorized to access electronic bulletin boards
in performance of their duties, but they remain responsible for ensuring that all
security precautions and policies are followed. Policies 1.3.6 & 1.3.7 on personal
software and freeware and shareware still apply to anything that is downloaded from
bulletin boards (including Texas State bulletin boards).
1.3.18 Internet Policy:
The OAG has provided e-mail access to the Internet for all employees. Employees
should use caution and are responsible for his or her actions when using this medium.
Web browser access should be limited to those areas relevant to your job functions.
Web access to non job related sites represents an unauthorized use of government
time, property and facilities. Employees violating this policy are subject to
disciplinary action, up to and including dismissal from the Agency.
CAVEAT: The OAG has implemented reasonable security measures to protect
staff when using the Internet. However, the OAG cannot guarantee
the security when using this system. Therefore, confidential and
sensitive information will not be transferred using this medium.
June, 1999 8
o-1
_Urmom ~ l g
•
1 3 19 Passwords
Systems which use passwords, shall follow the OAG guidelines based upon the
federal standard on password usage contained in the Federal Information Processing
Standard Publications 112 (FIPS PUB 112), which specifies minimum criteria and
provides guidance for selecting additional password security criteria, when
appropriate. Copies of FIPS PUB 112 are available from the Information Security
Officer. Disclosure of an individual's password or use of an unauthorized password
or access device may be punishable under both State and Federal law.
13.20 Security Breaches'
Any event which results in loss, disclosure, unauthorized modification, or
unauthorized destruction of information resources constitutes a security incident or
breach. Users should report any security breaches immediately to the ISO, who will
promptly investigated the incident. If criminaLaction is suspected, the agency must
contact the appropriate local law enforcement and investigative authorities
immediately.
1.3.21 Data Communications Systems:
•
Network resources (LAN-WAN-Mainframe) that access confidential or sensitive
information will assume the security level of that information for the duration of the
session. All network components under State control must be identified and
restricted to their intended use.
1.3.22 Dial-up Access:
For services other than those authorized for the public, authorized users of dial-up
access shall be positively and uniquely identifiable and their identity authenticated
to the systems being accessed.
1.3.23 User Identification:
Except for public users of systems where such access is authorized, or for
situations where risk analysis demonstrates no need for individual accountability of
users, each user of a multiple-user automated system shall be assigned a unique
personal identifier or user identification.
1.3.24 Warning Statements:
System identification screens will be provided at the time of initial logos to the
mainframe or LAN/WAN. These screens will provide the following warning
statements:
0
June, 1999 9
I IV
V
(i) unauthorized use is prohibited,
(ii) usage may be subject to security testing and monitoring; and
(iii) abuse is subject to criminal prosecution.
1.3.25 System Development and Testing
Security needs must be considered and addressed in all phases of
development or acquisition of new information processing systems. Test
functions shall be kept either physically or logically separate from production
functions.
1.3.26 Statement of Responsibility-
All OAG personnel shall be required to provide written acknowledgment
that they have received, read and understand the Information Security Policy
Manual.
1.3.27 Automatic Suspension / Deletion of User ID's:
Mainframe, LAN and Remote Access ID's will be monitored for usage. Unused
ID's pose a security threat and will be subject to suspension after 30 days and
deletion after 60 days, without notice to the user.
1.3.28 Physical Security:
Management reviews of physical security measures will be conducted annually, and
when significant modifications are made to the facilities or security procedures.
Physical access to mainframe computer and file server rooms will be restricted to
authorized personnel. Authorized visitors will be required to record their visits via
a sign-in / sign-out log.
1.3.29 Positions of Special Trust:
The OAG will establish procedures for reviewing information resource functions
to determine which positions require special trust or responsibilities.
June, 1 999
10
•
1
1
Attachment B
OFFICE OF THE ATTORNEY GENERAL
CHILD SUPPORT DIVISION INFORMATION ACCESS STATEMENT OF RESPONSIBILITY
Name n1 C, q en %-t
Social Security Number LA S It - 1 11 (o $ 7
Position .s } r, .E
Agency, County or Company Employed By
Work Location (City)
work Location (County) B ruto s C. ID ' i c- [.,k
General Information- All information that is used in or by the Office of the Attorney General (OAG) is to be
disseminated on a "need-to-know" basis. Only authorized personnel may add, modiTy and/or delete information
Statements I understand that the information concerning any person, customer or client that may come to my
knowledge while using the OAG computers or in otherwise performing under contract for the OAG, shall be held
to strictest confidence and may not be disclosed except as used exclusively for purposes directly connected with.
■ the administration of the-plan or program approved underparts A, B. D, E or F of Title IV or under Titles
I X XIV XV1, XIX or RX or the supplemental security income program established under Title XVI of
the tociat Security Act of 1935, as amended
• any investigations, prosecution, or criminal or civil proceeding conducted in connection with the
administration of any such plan or progam
• the administration of any other federa~or federally-assisted program which provides assistance, in cash or
in kind, or services, directly to individuals on the basis of need
• reporting to an appropriate agency or official information on known or suspected instances of physical or
mental tolury sexual abuse or exploitation, or negligent treatment or maltreatment of a child who is the
subject of a child support enforcement activity under circumstances which indicate that the child's health
or welfare is threatened thereby
Notwithstanding the above I understand that I may not disclose to any individual or aency any federal tax return
or return information. Such unauthorized disclosure is punishable by fine up to $5,006 or imprisonment up to 5
years. or both.
These safeguards also. p~rohibit disclosure to any committee or legislative body (federal, state or local) of any
information that identiles by name or address any such applicant or recipient. Use of such information by a local
government or component thereof for any other purpose, including but not limited to, collecting a fee is prohibited.
1 understand that 1 may not perform any work, review, update or otherwise act to obtain information upon my o~wn.
or any relative's, fnend's, or business associate's child support case, regardless if the case is open or closed. my
failure to comply with OAG policy will result in disciplinary action, up to and including termination.
In addition if applicable, I understand that the computer password(s) I receive or devise is confidential, and must
not be disclosed to anyone. I understand that it is my responsibility to safeguard such password(s) by not allowing
it to be viewed by anyone. I understand that I am responsible for computer transactions performed through misuse
of my passwor). I agree not to attempt to circumvent computer security by using or attempting to use an
transaction, software, .files or resources that I am not authorized to use. 1 understand that use of a assword not
issued or devised specifically for me is expressly prohibited and is a violation of state and federal Paw.
I also understand that failure to observe the above conditions may constitute a "breach of computer security" as
defined in the TEXAS PENAL CODE, CHAPTER 33, Section 33.02 (b), and that such an offense may be
classified as a felony. Similar federal statutes may also be applicable.
1 certify that I understand that any copyrighted material, including but not limited to commercial computer
software, which maybe made available tome for use by the OAG is protected, byy copyright laws ands not to be
copied for any reason without written permission from the owner of the copynW1t and the OAG.
By signing this statement I certify that 1:
■ agree to abide by all written cond
■ understand my responsibilities as
■ have receivod rcad and understa3
• if aoolicable. I have read all apph
ed by the OAG regarding information security;
cove;
security information policy,manual• and .
mre licenses and agree to aa66mde by aft restrictions.
SIGNATURE:
Form 0"10
'fE:It-o?49 - Q7
help- 5a (
r
OIrICt OI TMI ATTORN[Y GIN[RAL • STAT[ OF TIXAS
JOHN CORNYN
1
,
I
I,
i
Attachment C
IRS INFORMATION DISCLOSURE LIMITATIONS
It is unlawful for any person willfully to disclose, print, or publish, except as authorized, any Federal
return or return information, or any information therefrom. Such action is punishable by fine up to
$5,000 or imprisonment up to 5 years, or both, together with costs of prosecution. See section 7213 of
the Internal Revenue Code. In addition Internal Revenue Code section 7431 provides for civil damages
of not less than $1000 per violation for knowing or negligent disclosure of such information plus in the
case of a willful disclosure or a disclosure which is the result of gross negligence, punitive damages,
plus the costs of the action.
It is unlawful for any person willfully to offer any item of material value in exchange for any return or
return information and to receive as a result of such solicitation any such return or return information.
Such action is punishable by fine up to $5000 or imprisonment up to 5 years, or both, together with
costs of prosecution. See section 7213 of the Internal Revenue Code.
It is unlawful for any person willfully to inspect, except as authorized, any Federal return or return
information. Such action is punishable by a fine up to $1000 or imprisonment up to I year, or both,
together with the costs of prosecution. See section 7213A of the Internal Revenue Code. In addition
Internal Revenue Code section 7431 provides for civil damages of not less than $1000 per violation for
knowing or negligent inspection of such information plus in the case of a willful inspection or an
inspection which is the result of gross negligence, punitive damages, plus the costs of the action.
I acknowledge that I am aware of the above civil and criminal liabilities.
Printed name
. /t-o) o-ev
4it ur e Date
ofat
•
Attachment D
WARNING
DISCLOSURE LIMITATIONS
It is unlawful for any person willfully to disclose, print, or publish, except as authorized,
any Federal return or return information, or any information therefrom. Such action is
punishable by fine up to 55,000 or imprisonment up to 5 years, or both, together with costs
of prosecution. See section 7213 of the Internal Revenue Code. In addition Internal
Revenue Code section 7431 provides for civil damages of not less than 51000 per violation
for knowing or negligent disclosure of such information plus in the case of a willful
disclosure or a disclosure which is the result of gross negligence, punitive damages, plus the
costs of the action.
It is unlawful for any person willfully to offer any item of material value in exchange for
any return or return information and to receive as a result of such solicitation any such
return or return information. Such action is punishable by fine up to 55000 or
imprisonment up to 5 years, or both, together with costs of prosecution. See section 7213 of
the Internal Revenue Code.
•
0
It is unlawful for any person willfully to inspect, except as authorized, any Federal return
or return information. Such action is punishable by a fine up to 51000 or imprisonment up
to 1 year, or both, together with the costs of prosecution. See section 7213A of the Internal
Revenue Code. In addition Internal Revenue Code section 7431 provides for civil damages
of not less than S1000 per violation for knowing or negligent inspection of such information
plus in the case of a willful inspection or an inspection which is the result of gross
negligence, punitive damages, plus the costs of the action.
V01 a 1-_PAn o13
1W
Attachment E
CERTIFICATION REGARDING LOBBYING
DEPARTMENT OF HEALTH AND HUMAN SERVICES
ADMINISTRATION FOR CHILDREN AND FAMILIES
PROGRAM: CHILD SUPPORT ENFORCEMENT PROGRAM PURSUANT TO TITLE IV.D
OF THE SOCIAL SECURITY ACT OF 1935 AS ADMINISTERED BY THE OFFICE OF THE
ATTORNEY GENERAL OF TEXAS
PERIOD: December 1. 2000 to August 31, 2003
Certification for Contracts, Grants, Loans and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned, to
any person for influencing or attempting to influence an officer or employee of any agency, a Member
of Congress, an office or employee of Congress, or an employee of a Member of congress in
connection with the awarding of any Federal contract, the making of any Federal grant, the making
of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) if any funds other than-Federal appropriated funds haven been paid or will be paid to any person for
influencing or attempting to influence an office or employee of any agency, a Member of congress,
an officer or employee of Congress, or an employee of Member of Congress in connection with this
Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit
standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under
grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose
accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each
such failure.
Q---edQL
Signature
Agency/Organization
1Jo"EnBER /s, .2000
Date
Date
Page 1 of 1