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HomeMy WebLinkAbout1983-12-30-1000AM-Special1 I 4 1 COMMISSIONERS' COURT SPECIAL MEETING DECEMBER 30, 1983 'i A special meeting of the Commissioners' Court of Brazos County, Texas, was held in the Lecture Rehearsal Room of the I i i a Brazos Center, 3232 Briarcrest Drive, Bryan, Brazos County, Texas, beginning at 10 00 A M on Friday, December 30, 1983, with the following members of the Court present R J Holmgreen, County Judge, presiding Bill J Cooley, Commissioner of Precinct 1, Walter Wilcox, Commissioner of Precinct 2, Billy E Beard, Commissioner of Precinct 3, Milton Turner, Commissioner of Precinct 4, Frank Boriskie, County Clerk The following citizens and officials were in attendance Lonnie Williams State Dept of Hwys & Public Trans Lori Fridel Personnel Department B V Elkins County Treasurer Mike Kennedy KTAM - KORA Van Kinerd County Auditor Mark Meadors KBTX Paul Rios KBTX Ruth McLeod Brazos County The first matter to be considered by the Court was a Lease Agreement between Brazos County and Walter Opersteny for storage space for materials, building space for temporary parking of vehicles owned by Precinct 2 and water usage by Precinct 2 The Lease to be on a three acre tract of land on the south side of FM 974 in the Edge Community The annual amount to be paid by Brazos County for the area and water utilized to be $1,200 and to be paid with Precinct 2 funds On motion by Commissioner Wilcox, seconded by Commissioner Beard, the Court voted unanimously to enter into such Lease Agreement and authorized the payment of the $1,200 by Precinct 2 A copy of such lease is attached The Court next heard a proposal from Lonnie Williams with the Department of Highways and Public Transportation for approval of a Supplemental Contractural Agreement for Right-Of-Way Pro- curement for the State Highway 6 South Project, to include parcels T ti ~ ~a 1 ] VUL-Q- :J .1u;,L _5 0-1 F < r F ~N +Y V U V 49 through 160 The County to pay 10% of the cost of the right- of-way or $564,077 for these parcels On motion by Commissioner Beard, seconded by Commissioner Wilcox the Court voted unanimously to dedicate the amount required by the agreement, with funds to be paid at the time negotations are finalized for such parcels A copy of such agreement is attached On motion by Commissioner Turner, seconded by Commissioner Beard the Court voted unanimously to pay the statement of Utley James of Texas, Inc in the amount of $375,935 70 for modifications and additions to the Brazos County Courthouse The Court next considered the Change of Status of the follow- ing employees Elaine M Hanus Linda Napier Charles Hebron Donald Terry Anderson Gregory Alan Wayland Karen Gail Hruska Maria Hilda Alamanza Stanley M Bauer Tax Office Road & Bridge, Pct 1 Road & Bridge, Pct 4 Road & Bridge, Pct 1 Tax Office Tax Office Tax Office Tax Office On motion by Commissioner Cooley, seconded by Commissioner Turner, the Court voted unanimously to approve the Change of Status The Court next considered the following claims as submitted by the County Treasurer for payment ' General Fund - 12097 thru 12141 General Fund - 12178 thru 12475 Law Lib rary - 12477 thru 12478 Revenue Sharing - 12479 thru 12482 Foster Care - 12516 thru 12558 Health Department - 12152 thru 12155 health Department - 12493 thru 12515 State Lateral Road - 12476 Council on Arts Grant - 12561 Road & Bridge Shop - 12562 thru 12563 Road & Bridge Shop - 12564 thru 12589 Road & Bridge, Pct 1 - 12590 thru 12621 Road & Bridge, Pct 2 - 12622 thru 12667 Road & Bridge, Pct 3 - 12161 thru 12171 Road & Bridge, Pct 3 - 12668 thru 12733 Road & Bridge, Pct 4 - 12173 thru 12177 Road & Bridge, Pct 4 - 12734 thru 12785 and the invoice of Young Brothers in the amount of $14,884 45, in as much as weather conditions were such that the Construction on the roads could be completed, the materials purchased from It kt 1 { I I i { + Y Young Brothers, Inc were purchased on emergency basis On motion by Commissioner Beard, seconded by Commissioner Turner, t j the Court voted unanimously to approve the claims 1 L Under other business the Court discussed an increase in life insurance for county employees No action was taken, pending addi- tional information from Blue Cross/Blue Shield r + I U j i a ' r Il The Court next discussed amending the benefits provided by the County's Retirement Program After having the various options explained by Gail Brown, Personnel Director,and at her recommenda- tion, and on motion by Commissioner Cooley, seconded by Commissioner Turner the Court voted unanimously to increase the benefits as out- lined in the attached order Next to be discussed was a contract with the Texas Department of Human Resources for Temporary Emergency Relief Services The contract would provide $9,657, which the county would be required to match The County Judge explained that the county could sub- contract with the Twin City Mission for $2,000, the Red Cross for $4,657 (to be funded by the United Fund) and $3,000 County Welfare Fund for the matching funds After discussion Commissioner Wilcox moved to authorize the County Judge to enter into contract with the Texas Department of Human Resources The motion was seconded by Commissioner Beard and carried unanimously A full copy of the Temporary Emergency Relief Services Contract is attached At 11 25 A M the County Judge announced the meeting closed to discuss personnel matters 0 f + f There being no further business, the Court adjourned r 1 1 'i r The meeting was opened to the public at 11 55 A M and the County Judge moved to direct the County Treasurer to proceed with entering the 1984 salaries, as approved at the Budget Hearing The motion was seconded by Commissioner turner and carried unanimously V0L&-PAr. E-21 I , fl P The foregoing minutes have been examined and Bapproved in open Court this the ~ 77t. day of AanlG6C/ 19 , in Bryan, Brazos County, Texas I-a." o mgreen County Judge Commissfo-ner, Precinc 1 i t v (i Walter Wilcox y ]3e&f-d Commissioner, Precinct 2 Commi ioner, Precinct 3 !:L- \-1ZZZIZI Milton Turner Fran B s e Commissioner, Precinct 4 County Clerk 0 `I . t I t ~ I1'^ 1 dom. 7t, { l - f I 4 2 Y ~ ~ f I j r \ I I ~ ~ I I 1 , 1 u II i rr ~ A l ~ ~ ~ I i , 'I I V f f I 1 1 ~ ~f f 1 i Adak rI f) THE STATE OF TEXAS X COUNTY OF BRAZOS X THIS LEASE AGREEMENT, made and entered into this 1st day of January, 1983, with effective date of January 1, 1983, by and between WALTER OPERSTENY, "Lessor", and BRAZOS COUNTY, PRECINCT 2, "Lessee" That for and inconsideration of the covenants, agreements and stipulations herein contained, Lessor does hereby lease unto Lessee and Lessee does hereby take, rent, and buy from Lessor for the term and upon the terms and conditions hereinafter set out, storage space for materials, building space for temporary parking of vehicles own- ed by Brazos County, Precinct 2, and for water usage by Brazos County, Precinct 2, and being located upon a three acre tract of land on the south side of FM 974 in the Edge Community, Brazos County, Texas Lessee agrees to pay to Lessor upon receipt of statement and without deduction for setoff whatsoever, the sum of $1,200 annually for that area and water so utilized It is agreed and understood that this lease may be terminated by either party by the giving to either party notice of intention to do so, in which event the term of this lease shall end } IN WITNESS WHEREOF, Lessor and Lessee have caused this lease to be executed this the day of 105 ,&aa, p~,tJ , 1983 J o mgreen Walter Opersteny Counffj Judge t ~h t~ f 5 ~f M ~f 1 ~F Vf 5 ~ i ~ P P ti } , 1 , e 1 Brazos County, Precinct 2 By Walter, Wilcox ' Commissioner, Precinct 2 1 V l V , rr . 1VV s v 0 I r r 1 1 .rry. Q a / y, 'r o •IIj _ i O co .ate Department of Highways i and Public, Teancpor:atiun Page l of 3 " • ' SUPPLEMENTAL CONTRACTUAL AGREEMENT ' . FOR , RIGHT OF WAY PROCUREMENT (COUNTY FORM) r~ STATE OF TEXAS S COUNTY Brazos - S PROJECT FAP No. COUNTY OF TRAVIS f HIGHWAY SH 6 Acct. No, 8017-1-25 This supplemental contractual agreement by and between the State of Texas, acting by and through the State Department of Highways and Public Transportation, hereinafter called the State, and Brazos County, Texas, acting by and through its duly authorized official under Commissioners' Court Order dated the 30th day of December_. 19 83, hereinafter called the County, shall be effective on the date of approval and exe- cution by and on behalf of the State. WHEREAS h e d S , t e tote an County entered into contractual agreements and supplemental contractual agreements for procurement of right of way on the following projeceo on the dates indicated: Highway Account No. Limits Date of ' From Loop 507 at College Agreemene SH 6 8017-1-25 Station, South to Navasota 12-5-79 River (except City portion and, which are made a part of this instrument by reference; and," WHEREAS, the County has requested that they be relieved of the obligation to acquire the necessary right of way and desires the State to assume the acquisition responsibiliearg ond,, WHEREAS, it is mutually desired by the County and the State to modify said original ' contracts and any supplemental contracts implementing the terms and provisions of eho " original contracts. NOW, THEREFORE, in consideration of the foregoing premises and the mutual beaefito to be derived therefrom, the above described contracts are modified hereby to the rautrane of eho manner, mode and method of the County's obligation to acquire the necessary right of tray and receive 90% reimbursement of the cost thereof in that the State hereby easumeo the obligation to acquire the necessary right of way and the County shall accomplish its obli= gation by contributing 1OZ of the cost of the right of way as hereinafter described. j } ! , 4 ; I c P I i i 1 r j • 1 I T ~ ` y ~ - ~ rr C'q•^7 i I ~r 1J 1l I~ ~401 l i ' I r r I l A1 ,I i I 1 0 I i I i l1 I a t~ rage L vl i The State is to acquire all right of way except that the County shall continue with its present obligations to acquire the following described right of way Parcels Between Station 890+85 and Station 1474+77 near the Navasota River The above limits include Parcels 49 through 160, Utilities The County retains all utilities between Station 890+85 and Station 1474+77 near the Navasota River Other 1 t The County shall contribute to the State an amount equal to ten percent-00%) of the cost of the right of way to be acquired by the State and shall transmit to the State with the return of this agreement, executed by the County, a warrant or check payable to the State Department of Highways and Public Transportation in the amount of Five Hundred no/100 Dollars ($564,077 0 , which represents 10% of the estimated cost of the right of way. however, if it is found that this amount is insufficient to pay the County's obliga- tion, then the County, upon request of the State, will forthwith supplement this amount in such amount as requested by the State Upon completion of the project and in the event the amount as paid is more than 102 of the cost of the right of way, then any excess amount will be returned to the County Coat of the right of way acquired by the State shall mean the total value of compensation to owners for their property interests either by negotiation or eminent domain ~ A r r l ~ I ~f , P 7 ~ `I slate Department of Highways i~ and Public Transportation Page 3 of 3 This supplemental contractual agreement is 'approved and executed on behalf of the State' this day of 19-___ Brazos County, Texas THE STATE OF TEXAS L Certified as being executed for the j By: Aof 'Oen'L purpose and effect of activating and/or* carrying out the orders, established policies, or work programs heretofore i approved and authorized by the State , ATTEST: Highway and Public Transportation Commission: By: Right of Way Engineer Executed and approved for State Highway- and Public Transportation Commission under authority of Commission Minute No. i P #1 and A. 0. ` ss o r, recinct Comm RECOMMENDED FOR APPROVAL: q { Commissioner, Precinct #2 t ' District Engineer 1 1, t Commission p, Precinct 43 i , Commissioner, Precinct 04 ' ' I 1 t 1 - \ , , I,5 -^r-.-..-«....,..q'r ~+'~n j.~,`•.r~a„t..,f.~._,~_~ , _ - J' v • ' y ' 1 I I .01 • R*gt~'i~'{l'~'Tr~r`,y '+'-'T"'•V~e a-.,,~~'~ _ :.t ...,~a. 1 . J T 1 i 1 •`J / i / 4' S 1 , ; ..,T , ; ~ "".,,aa.n „r-r ;-~.,....'.Y'"j ` , , I r f"'- a c q.~,. ` - r ` 1 e , r r i ~i I i II a Z ism 12/83) I~ r 1 r a` COMISSIONERS' COURT 0RDm DC SELE ING IN'RERASS S , BENS TS S 0 .Z OR C ITS i GVERAGES UNDER H10B ION 1 SUBTIT F OF TITLE '`ry 1 II 4 THE STATE OF TEXAS I fi COUNTY OF Brazos On this the 30 day of December 19 83 the Commissioners' Court of Brazos County, Texas, was convened in regular t c session at a Special Term of said Court, with the following members f present, to wit Richard J Holmgreen County Judge Bill Cooley Commissioner, Precinct #1 r Walter Wilcox Commissioner, Precinct #2 Billy Beard Camussioner, Precinct #3 hi Milton Turner Carmissioner, Precinct #4 1~ E ORDERED BY THE COURT OF Brazos , County, Texas "1 Effective January 1, 1984 "(a) Allocated (special) prior service credits heretofore allowed I~ I, Frank Boriskie , County Clerk, and at such session, among other proceedings, the following order was passed, WHEREAS, by virtue of an order of the Carmissioners' Court of Brazos County, Texas, adopted on the 30th day of December , 19 83 , said County became a participating subdivision in the Texas County and District Retirement System (hereinafter called '"IMRS"), and WHEREAS, the Actuary for TCDRS has determined and certified that the increases in benefits, credits and additional coverages herein below selected, can be amortized by the Court within the time and under the terms prescribed by Subtitle F of Title 110B, of the Revised Civil Statutes of Texas, 1925, as amended (hereinafter called the '=RS Act"), it is accordingly, by this county and now in effect shall be increased form the present 75 % of the maximum(special) prior service credit of each member affected to 90 % of said amount S f' l + I d f I t r t A m4 pf, m 6ZI s 1 S ' yf 1 1 I 1 a 1 Z 1 A ' w, r ' i 1 r ~ 1 "(b) TCDRS members having current service credit with this county a shall be allowed 'multiple matching credit' calculated at a percentage rate 7 which, when added to the rate employed in determining the 'current credit' allowable to the member under Sec 53 403 of the TORS Act, will total 260 % ` of the deposits'made by the member ' 9 + "(c) Monthly payments as to annuities in effect December 31 1983 ~L i, +i 1 , and which arose out of prior service credits allowed by this county shall be increased as to payments for January, 1984 and each month thereafter by 20 of the monthly benefit paid to the annuitant for the month of December, 1983 (excluding any amounts paid as distributive benefits ) "(d) Monthly payments as to annuities in effect December 31, 1983 and which arose out of current service credits and multiple matching credits allowed by this county shall be increased as to payments for January, 1984 and each month thereafter by 24.14% of the monthly benefit paid to the annuitant for the month of December, 1983 (excluding any amounts paid as distributive benefits) The above order being read, it was moved and seconded that the same do pass and be adopted. Thereupon, the question being called for, the following members voted Aye R. J. Holm-green Bill J_ ('.Daley , Walter Wilcox Billy E. Beard Milton Turner and the following voted No. None Witness our hands of f icially this 3 0 th day of De c emb e r , 19~_. ATTEST unty Clerk-and Ex-Officio Clerk of the Cannissioners' Cow, Brazos County, Texas + ^ `p for 9JT I e ~ 1 t ti v ~1 57_~~CCh x,-21 Z, COMMISSIONER, PRDCINCI-#2 X , r, /.C/ I I , P CT 3 /~~u ~~-I ISSICNER, PRECINCT 4 J 1 a ,V r ' I lJ l f y 1 I ~ 1 V r f 1 ~ ~ r J • I 4 r I I • r II i ~i , i I • I f~ i Texas Department Form 2761 of Human Resources September 1983 STATE OF TEXAS COUNTY OF TRAVIS I Temporary Emergency Relief Services Contract P S No 062-04-P-00 The Texas Department of Human Resources, hereafter designated the department, and BRAZOS COUNTY COMMISSIONERS' COURT hereafter designated the contractor, make and enter into this contract, which constitutes the entire agreement under the above number between the contractor and the department The department is the single Texas state agency responsible for administering the temporary emergency relief program Chapter 34 of the Human Resources Code permrts and authorizes the department, with certain limitations, to enter into agreements with public or private agencies to provide temporary emergency relief services for the benefit of eligible persons and to spend funds for this purpose Since the contrsrtor desires to provide services for the benefit of eligible persons, as described in this contract, the department and the contractor make this contract I I The parties mutually agree A The department, the contractor and all subcontractors, will monitor and conduct fiscal and/or program audits at reasonable times and will provide consultation and technical assistance for the continuous development of the services proposed by this contract The department is authorized to monitor and conduct fiscal and/or program audits of the contractor's and his subcontractor's services provided under the terms of this contract The contractor must grant on-site visits as well as access at reasonable times to all books and records to state auditing agencies and representatives of the department when these agencies determine it necessary for purposes of inspecting, monitoring, auditing, or evaluating these materials B This contract depends on the availability of state and/or local funds If these funds + become unavailable or if the total amount of funds allocated for this contract are depleted during any budget period and the department is unable to obtain additional + funds for such purposes, then the contract will be terminated, or payment will be suspended, or funding will be reduced, as specified in a written notice C If the contractor fails to provide services according to the provisions of this contract and the approved plan(s) of operation, the department may, upon written notice of default to the contractor, immediately terminate the whole or any part of this contract This termination must not be an exclusive remedy but is an addition to any other rights and remedies provided by law or under this contract D If federal or state laws or other requirements are amended or judicially interpreted so that either party is urable to fulfill the terms of the contract, or if the parties are unable to agree upon any amendment needed to enable the continuation of services, then the parties will be discharged from any further obligations stated in this contract The parties, however, will equitably settle respective interests or obligations incurred up to the termination date R i ~ ( ~a fJ 'f• i ~ ~ 1 ~ F t a All ^ 1 I r t ' VOL _eP~GF-- ~ t y 1 I \'1 Form 2761 Page 2 E. This contract may be cancelled by mutual consent, however, if mutual consent cannot be attained, then eitheir party may cancel the contract by giving thirty (30) days notice in writing to the other party. The contract will terminate at the end of this thirty (30) day period. This provision does not prohibit immediate cancellation of the contract according to paragraphs B, C, and D above r' The contractor agrees to, and requires his subcontractors to agree to: 1 I,. 1 r ~I r A. Provide services in compliance with applicable state laws and regulations, and department policies including service delivery standards. B. Provide to the department, according to procedures designated by the department, a verified and proper monthly statement of charges and certification of local funds or expenditures for services delivered under this contract. C. Submit statistical documentation required by the department by the 20th day following the last day of the month in which service is provided. If the required statistical documentation has not been received by the 90th day following the last day of the month in which service is provided, this will be considered failure to comply with the contract. Failure to comply is valid justification for immediate termination of this contract and/or refusal to pay the billings or any portion of the billings submitted by the contractor. D. Make available at reasonable times and for reasonable periods client records, books, and documents pertaining to services for department personnel or their representatives to inspect, monitor, audit, or evaluate. E. Comply with appropriate state or local licensing certification requirements and with standards established by the Secretary of the United States Department of Health and Human Services. F. Participate fully in any evaluation study of this program authorized by the department. G. Not enter into any subcontract(s) for services without prior approval, or waiver of the right of prior approval, in writing by the department, of the qualifications of the subcontractor(s) to perform and meet the standards fixed by this contract and its attached plan(s) of operation. All subcontracts the contractor enters must be written and must comply with the requirements of applicable state laws and regulations, and department policies as amended, and of this contract. The contractor agrees that he will be responsible to the department for the performance of any subcontractor. H. Comply with the Federal Civil Riqhts Act of 1964, as amended, and the Rehabilitation Act of 1973, Subsection 504, as amended, and TEX. REV. CIV. STAT. ANN. art. 6252-16, as amended, and Executive Order No. 11246, entitled "Equal Employment Opportunity" as supplemented in 41 CFR Part 60, including but not limited to, giving equal opportunity to those seeking employment and those seeking services without regard to age, race, color, religion, sex, or national origin. The contractor further agrees not to discriminate on the basis of handicap against any qualified person seeking employment or services. c i r~ 1 t . y 1 1 I , f { v, ti 1 r~ti 1 OL.Q:-PAGF 1 t\, I ~.,~.r~ ~ ' r I•.o +u u.q/RI~,FtcylA,t~~`~1r/4'rl • r ~ g 'C S'1 ~ 1 V ,r~ 1 tf 1 i ' ~ 5 Jir Form 2761 Page 3 I Establish a method to ensure the confidentiality of records and other information about clients according to applicable state law and regulations The provision does not limit the department's right of access to client case records or other information about temporary emergency relief service clients L J Maintain and keep case information about eligible persons who received services and supporting fiscal documents adequate to ensure that claims for contract funds are in accord with applicable state requirements These documents must be maintained and kept by the contractor at id any subcontractors for a period of three years after the end of the federal fiscal year that the contractor provided services If an audit is initiated during this time, the contractor must keep the records until the audit is completed and audit findings are resolved K Be responsible for any audit exceptions or other payment deficiency in the program covered by this contract, and all related subcontracts, which is found to exist after monitoring or auditing by the department The contractor also must be responsible for the collection and proper reimbursement of any amount paid in excess of the proper b-lling amount L Place in all literature describing the services covered under this contract prominent notices acknowledging the department's funding to the contractor This notice must be placed in the contractor's annual reports M Not transfer or assign this contract without the prior written consent of the department N Use generally accepted accounting procedures recognized by the American Institute of Certified Public Accountants The contractor must follow department financial management policies and procedures in maintaining any fiscal records required under this contract IV The contractor agrees A To provide the department with detailed statements of monthly expenses in the format required by the department and to promptly forward this report to the department B That funds certified by the contractor for matching purposes in accordance with the t^rms of this contract will be funds which can be used to match state funds under Chapter 34 of the Human Resources Code and department regulations and policies V S 1 The department agrees to A Make payment based on funding as specified in this contract and in the attached plan(s) of operation The department makes payments upon receipt of a proper and verified statement and after deducting any previous overpayments made by the department %bW B Recognize the "IZLal policies and procedures of the contractor and any subcontractor (s) except where they are in conflict with generally accepted accounting procedures or federal and state laws, policies, rules, and regulations I[] 7 t+ 1 ~ 1 li I 7 S, r a L - 1 4 c~ µY Form 2761 Page 4 C. Perform any evaluative studies that the department determines necessary The department must report to the appropriate officers of the contractor and any subcontractor(s) the preliminary results before the evaluation is concluded and the findings made a matter of record VI The contractor agrees that the following instruments are attached and/or incorporated in this contract A. The scope of the services to be provided by the contractor and/or subcontract agency6es) under this contract, the program description and basis for payment for these services, as well as other necessary components, are described and limited in the attached plan(s) of operation The plan(s) of operation with other components is (are) incorporated in this contract in its (their) entirety by specific reference The plan(s) will be maintained on file with the department as a part of this contract Any change, modification or amendment, or renewal of the contract must be made with the prior written approval of the department except as otherwise provided in this contract Any change, modification, amendment to, or renewal of the plan(s) is not effective until approved by the department The original plan(s) of operation together with any approved amendment is maintained on file by the department They will be considered the controlling instrument in case any dispute develops relating to the wording of any portion of the plan(s) of operation or amendment. B. The plan(s) of operation, including the basis for payment, will be periodically reviewed and reviewed in its entirety at least once annually In no case will the department be obligated to pay in excess of the contractor's state funds budget or allocation of funds. I If the department determines, as a result of period review(s) and/or audit(s), that an I overpayment has occurred, the contractor must refund the overpayment to the o department C. Services are provided in accordance with the plan(s) of operation and the department is allowed to monitor these services. D. Eligibility of individuals is determined according to policies and procedures designated in the plan(s) of operation. E. Plan(s) of operation of the contractor is incorporated as part of this contract. I VII { The contractor further agrees and will require its subcontractors to agree: ti I A. The department will not be obligated to pay in excess of the contractor's allowable j actual state funded cost B. Shifts between cost categories of a budget will be allowed without prior approval. Prior approval is not necessary if transfers do not result in a cumulative increase or decrease in any budget item of more than two thousand dollars (or a prorated portion of such amount in cases where the term is less than one year) or two percent of the total budget, whichever is less Cost category shifts must be for allowable items as defined by the department Any shifts must be described and reported promptly by letter. (Funds will not be available in excess of the total approved amount of the state it funds budget as originally approved or subsequently amended.) Y a 1 I( I, _ I 1 - ~ , 4 i F~ Lc - - - r `r C. Prior written approval must be secured Form 2761 Page 5 1 If the transfer between items of more than the above designated amount is involved Lack of prior approval in these instances will be grounds to deny payment of the item or items involved 2. If a transfer, regardless of the amount, would result in a significant change in the Jcharacter or scope of the program Lack of prior approval in these instances will be grounds to recover such unapproved payments and/or to terminate this contract at the option of the department Section VIII The undersigned parties bind their organizations effective the first day of January , 19 84 , and continuing through August 31 , 19 85 Name of Agency BRAZOS COUNTY COMMISSIONERS' COURT Name of Authorized Representative R. J. Holmgreen TEXAS DEPARTMENT OF HUMAN RESOURCES Signature Title • Commissioner I G { b r ~ 1 . e J I ~ + ,I r p 1 I v 1 11 _ o ~1 i 4 O 'PAGE 1 - ~ err 'F!~ r+~--- v. ~ r - } ; _ _ r _ _ ,r.r - ^ ~ r - - ~ Signs ure of Authorized Representative Countv Judge Title e o Agency Vouchor No STATE OF TEXAS PURCHASE VOUCHER a Trans Coda b Batch No a Agency No d 1 ] 4 i 7 324 y f Comptrollers Voucher No H 1e 24 10 g Agency Name h Order ate 1 cqu,s tion o TEXAS DEPARTMENT OF HUMAN RESOURCES 37 42 Invoice Data k Voucher Amount I Payee Reference No m Board o Control No 10 16 4] 40 49 99 40 7] 74 00 7414_7r, 106704POO D n PM q r s t u IF w 18 as 24 Fund FY Coat Comp Agency Amount Vondor o omptroller s Vendor I O No p Agency Voucher No No Center Object Object Innoioa No 1521 a7 ]1 a2 ]S ]0 40 00 94 47 1746000433018 so 61 e7 18 22 a Pay To (Name, Address City State, Zip I Brazos County Commissioners' t Court 3 County Courthouse 4 Bryan, Tx 77801 47 71 (Agency Use) Reg /Dlv Prog Act Code Obj Code Proi No y TOTAL s9ELIVERY bb Cc DATE DESCRIPTION OF ARTICLES OR SERVICES QUANTITY PRICE AMOUNT Dec. 198 n accordance with Senate Bill 179, 68th Legislature egular session, Article II, page 51, paragraph 56, cad the provisions of the contract between the rantee and the Texas Department of Human Resources ertaining to the establishment and operation of a emporary Emergency Relief Program, we request hat the amount in block dd be dispersed to the rantee listed in x. The money will be used to pro- ide food, utility, housing, clothing and other ssistance to temporarily unemployed families and ther eligible clients. This is the first request or payment. A copy of the contract is attached. 2414.25 VENDOR CERTIFICATION - ea AGENCY CERTIFICATION- 1 certify that the above services waro rondorod, or goods rccalvcd, and thot they correspond in every particular with the contract uredc7 which thoV wo7o )R- J. Holmmereen do procured and that the Invoice Is true, and unpaid hereby certify that I am Gela "r. ft= on wrtl/Ylne) Name Tlllo end that 1 am duly authorised to make this certification for and on behalf of Name Titla Rrmmns County Cnrmni nni nnern 1 Court Date Approved for Payment tffl (Name of payee company/claimant) I furthw certify that the attached invoice Is correct and that it corresponds M every particular with the supplies and/or services contracted for 1 Memo TRIO further owtlfy that the account Is true, correct, and unpaid Name PRIC[S ADOVB Alta APPROVaO i aY >ijy aturs Deard of Control TDHR Form 4118/9 77 Comptrollers Form 3ADS-1 01 (Rev 9 77) II / 1 l I J ~ \ I~ I r i I i 3 I ! a 'AGF I T • - ----T-- --r- 113 r -1!" 1 0 t~ I I- - - - Z;Q=1111162 ---,P it 1 Texas Department Form 4760/Septernber 1991 ttr Human Resources ' TEMPORARY EMERGENCY RELIEF FUNDS APPLICANT INFORMATION , t Legal Name of Applying Agency FOR DHR USE ONLV 'an _t, oi No •Inklal .-_^~---Plan Nov 0 Contract 0 Renewal ❑ Change D v„y~ D~saq,uon Effective Datt Page i BRAZOS COUNTY COMMISSIONERS' COURT County (or counties) to be Served r COUNTY i Applicant's Another Political Private Tax exempt, State nl Incorporation Charter No E] County 0 Subdivision Non profit Corpsoratiort D D Applicant s EIN Anul,cant s Vendor ID No Date of Submission i J , 4 I scent s Malting Address 1Sveet or P O Bost City State ZIP) LZOS County Courthouse, Bryan, Texas 77803 scant s Street Address hl drltrrent) -_M - Name of EKecutive 0111Cer R. J. Holutgreen Title County Judge Telephone No (include A/C) (-4-02 1 215-740n Ex 211 Name of Program Director Title _ - Telephone No (Include A/C) Bill Elkins -County Treasurer 775-7400 F_x_ 778 N3me of Contact Person Title Telephone No (Include A/C) Pill Elkins Count Treasurer 409 775-7400 Ex 225 1 r , r ) r it i / I r r 1 I , F ~ 1 ` I I I 1 l • 1 J' ! jJ 7 , / 1 1 I11 , ~4 f 1 ~ • y I , } y I it I I + ~ I , I I t .a 1 , Y 1 i I 1'e.es Department Form 2762'S¢ptemtr2r 1983 ~ of Human Resources FOR OHR USE ONLY ~ Contract No TEMPORARY EMERGENCY RELIEF PROGRAM SERVICE DELIVERY PLAN initial Pion No 0 Contract O R¢newsl Q Chongo v I , P,og Dryrnpt,un I EfIrcime Date Name of ConTrxtor BRAZOS COUNTY COMMISSIONERS' COURT_ County (o, counties) to be Served BRAZOS PART A TARGET POPULATION 1 Describe the county's (or counties') temporary emergency relief needs During the last year the Brazos County Treasurer received 250 requests for releif services, Twin City Mission and American Red Cross, the two subcontract agencies received a total of 4,500 requests 2 Describe the population the contractor will serve Persons experiencing difficulty in maintaining the basics; shelter, food, clothing, etc. due to low income or temporary emergencies like sickness, unemployment, etc. V, R Describe the method of service Persons will apply directly to the County Treasurer or to either subcontract agency. If they receive assistance it will be in form of voucher or check or direct payment. (for instance e rent to a landlord.) ` 1 It1h, fl 1 r , P -I}~ rPr l ! ~t t t r \ r 1e~ ~ 1 ' 04,11 1%*:l"4 r o 0 1 N 1 r' I 0 fi e S I - It ~I , I i - ti t f Form 27621Pane 2 A ' i i I t f i Y 1 I i f~ I f i 1 i• ( i 1 ~It ~e %RT B ELIGIBILITY CRITERIA io 1 Identify the maximum income levels of people eligible for temporary i emergency relief services Maximum Income Levels by Family Size ar 1~ FAMILY INCOME FAMILY INCOME 512E SIZE FOR 0HR USE ONLY Cnrdooci hu lnltld ~a ❑ contract ❑ Renewd ❑ Change D Piog De%criptron Ilective Da e Pays ' at Income levels must increase as family size increases 2 • Income levels must be listed for family sizes up to six f 3 at Income levels must not be less then 75% of the federal poverty Index I Services will be provided without re- ~I 4 gard to income Eligibility will be decided on a case by case basis and 5 documented Income Basis Income Evaluated r4 6 0 Yearly Monthly Weakly 0 Gross 0 Net 11 l A Lnl ,,e ,,,re, of Income counted B list the people Included in determining family s.it i C lost the expenses deducted lrom gross Income fit net income is evaluited) l {4 2 Describe other eligibility criteria. such as need, family assets, or residency. If used } Must be a resident of Brazos County Must document need for assistance 'required M r ~`1 ~ Oq/11 ((f(f(!!!y 1 I _ G 1 r it ll Y • 11 3 Describe the pnorities to select clients when more people are eligible for services than the program's resources can serve Indicate whether or not waiting Itsts will be used No waiting list Eligible clients will be served on a first come basis. . ♦ 3~'I ff II ~ rl i .1 t {il i I . y I . .I.. .Mil i • Mi. .nI - V, Vot_(~9_PAGE~ 1 r r til ~ t I f r ~ ll i 1 Describe the process people use to request services, snc:uding methods of documenting requests for services it- the client s case record i4jpeople will apply directly in person to the County Treasurer or to subcontract agency ! ,All information will be documented on form supplied by contract manager. 5~ + corm a7b.IFoggJ FOR CHR USE ONLY rr.Ii.t Nu InMal r_ --Plan No . Contract Renewal ❑ Change Prny Mu'"ii --]Effective Date P,qe i i 1 t 1 i Indicate the maximum length of time between A. When a person requests services and staff take information to establish eligibility Immediate B When staff take information to establish eligibility and determine eligibility Immediate, unless need to call third parties for information (Utility Co., landlord, Doctor, etc.) When staff determine eligibility and notify the person of the decision Immediate unless delay due to above conditions. Identify the documentation people need to establish eligibility Utility bills Lease Agreements Prescriptions Anything else necessary, depending on service requested. uti '1 4 . ascribe the process to determine eligibility including the staff responsible for determining eligibility, the way staff verify a tserson'a cumentation, and the way Staff document eligibility decisions in the client's can records -to cats Will interview and contact third parties by phone if necessary. Will put`information on form supplied by contract manager. a s . o ' 1 l i ! ~t i 1 ~ r J.I IL ! r ~ i i ON- a u . on, 1 . s 1 - C ~I ' S .i 1 i ' i J f • i 44 Perm 2762/Poge FOR DNR USE ONLY I ' Limit I No— 8 Describe the process used to notify people of eligibility decisions Initial P.an Nu Verbal at interview. By phone if not ❑Contract ❑Renewal 0 Change determined at interview If client has N,tr, Ge1",U„on r 'IeclweDa ic no phone will request they call Pagc { 1 Describe the procedure people may use to appeal an ineligibility determination For County Treasurer, or subcontract agency, applicant may complain in writing to the County Judge If still dissatisfied, may address the Commissioners' Court in writing i I ' a ) ~ { Describe the methods to keep information confidential. All forms and notes will be kept in file cabinets at County Treasurer's r Office or subcontract agencies Staff will be instructed on laws per- taining to confidentiality i ' \ I I i I r I I • Is s w~ o u e a w• r t •+r wl 1 1 a ,rrsrwe+rs 1 14 . 11 1 , 4 { I t v S + _ gyp, ' ~/~OAGE J, '.t ► orm ;e mitrage a I fOR OHR USE OP1LV (,.n1U n i hu 4RT C SCOPE OF SERVICES-Check the boxes to indicate those service iat the contractor will provide State the types. duration, and frequency of InhW Plan NO sistance he will offer ❑ Contract ❑ Renewd ❑ Chango Vuy U• anyticin ~ t;llltlnr! Oai! 1 Q Food Parle I~ I~ Type(s) of Food Assistance ~ Voucher to grocery store Recipt of food distributed directly from food pantry at Vain City Mission. Duration. One time Frequency Once monthly unless exceptional emergency situation. 2 ® Housing Type(s) of Housing Assistance Rent or deposit to allow an applicant to move into a location. Duration One time Frequency One time 3 (3 Utilities Type(s) of Utility Assistance- payment of bill prior to disconnet. Duration One time Frequency. One time .e .e1 i t + i~ s t 1 I . _ y , D I 1 ~ ~ . T I 1 I t 0 i I+ o I I ~ . r ~A 4 Elclothing 5 TypeM of Clothing Assistance Special type for medical purposes Form ?762/Pup 6 FOR OHR USE ONLV_ Warp h 1 Nu y Initial Plan No ❑ Contract ❑ Rene_wol ❑ Chanoe Prcr.t Ur14nyUOn L 'ectrveDatr. P,tryt' I ~ I ~ , r I • 1 Duration, Time of request I Frequency. ` One Time i , l ® Other (,pacify) Pre4cr4pti one Type(sl of Other Assistance Will pay for prescribed medication for eligible persons i I I t t , Duration- . I • time of request Frequency three a month per client Transportation • I ®Otfier (specify) Type(s) of Other Assistance Will pay for transportation (Ras, bus fare, etc.) for eligible clients to receive medical care, to be able to become employeed, for other reasons felt suitable by the County Treasurer t Duration Short term. ' Frequency As necessary r rrMM„11 . r • t r~ I I r I L 1 r , I o " * + • . • 1 i n 1 .T Ili Irl d ' F 7. 9 Other (,pacify) Dental and/or Medical Type(s) of Other Assistance Emergency extrations or fillings. Medical, out patient room & board for patient taking chemotherapy (such as patients at John Sealy Hospital in Galveston) Duration time of request Frequency four week period e Identify staff responsible for documenting service delivery (documentation of clients who received service, and the types and amounfo of services each client received) Completion of Application, Eligibily, Serkee Form t . r ~ PART O METHODS OF ADMINISTRATION 1 Attach an organizational chart that shows the staff responsible for administering temporary emergency relief services or descrrbo tho administrative structure Program directly administed by County Treasurer and sub-contract agencies by authority of County Judge and Commis$ioners' Court. 2 Indicate whether or not the contractor will subcontract to purchase temporary emergency relief servrc.......... [0 yes ® No 2 If the contractor will purchase services with an Instrument other than a subcontract, describe A. The process to authorize the third party to provide the service by telephone call or letter 6 The process to pay the third party vouchers , Will submit to County Treasurer or to sub-contract agency who authorized service C. The process to monitor third party service delivery Client will inform if they do not receive authorized service. County Treasurer will maintain cancelled checks, bills vouchers, etc. 0 i ~.I ra A i o} I r. IV r s t r I ~I 4 7 A r l+' gcr 9 I G corm zmzi FOR OHR USE OPJLV Gorrrracr No ~ 110" _ Fine Mo ❑ Conreet U Renewal ❑ choep Prot' Oescrrpt.on I Effeclive ODIC 1 ~ I L. r C~ 0 01 --w A flyer describing program will be posted at Courthouse informing public 4 Accounting System-In the accounting system used for temporary emergency relief funds, the contractor agrees to A. Comply with generally accepted accounting principles established by the American Institute of Certified Public Accountants • form 77621Po90? 8 FOR OHR USE ONLY Umh I No - hdtlalr Plar N'I . O Contract Q Renewal ❑ C11snpe P,uq UI .~nph,u. ° Ilecl,vr Dar P Oil(- 8 Comply with OMB Circular A 87 Cost Principles for State and Local Governments A' C Use d cash accrual or modified accrual system If thr system is cash, at the end of the contract period it provides adjusting and closing entries which delete revenues and expenses that do not relate to the contract period and which add revenues and expenses that do relate to the contract period , D Separate state from local revenues and identify the source and timing of local revenues E Separate monthly administrative costs from direct services costs and distinguish direct services costs covered by local funds from those covered by state funds f s F Maintain written supporting source documentation of all entries 5 Personnel Practices-The contractor agrees to ( A. Have procedures to recruit and select staff allowing for equal employment opportunities B Inform staff at the time of employment of personnel policies. Including benefits, limitations, expected conduct, and fob duties it C. Review staff grievances Ij PART E PUBLIC COMMENT AND NOTICE 1 Describe the process for public comment and notice of the proposed eligibility criteria and scope, duration, and fregt.ency of benefits List the names of the public entitles, non profit organizations, voluntary associations, representatives of low Income people, and other groups involved Explain the way the contractor responds to and uses comments to direct comments in writing to County Judge, who will review No comment will receive individual response but County Judge will incorporate any changes felt necessary due to commnts , i ' I ~ ~I I ` t t ~ , i ~r ` IrCRT I • w.4 WAV, a . • - I rw . , 1 t i r , Ids ~ .l . %10~apA'GE. 3 • h LV - Form 2762lPaga Q ar► FOR DNR USE ONLY I Cu,1-11 t Nu 2. Describe the methods to Inform people of eligibility requirements PI it No and benefits available under the program: ataeet penewtd ❑ CAS go Vruu). Oascrgri)on Enaclrve Oate I Palle'. County and sub-contract agencies are already Palle'. providing the same or similar services. Will advise clients of new program. i I - t . r12 ~p • 1 F~ r• ~I f i I A: c, : 1/25/84 Sr nature-Cont r.Rlor•V apreserrtalive Date Title (Please type or print) I R, J. Holm green Count Jud e k f P Signature-ONR Repreaenlative Date Name (piene type or print) Toile f I Tees Department of Human Resources I TEMPORARY EMERGENCY RELIEF PROGRAM BUDGET a Form 2763/Seotember 1983 _ FOR DHR USE ONLY tr.w t No, Initial Plan No ❑ Contract ❑ Renewal ❑ Change D 1",iy r)1•SU.Vtion Ettectwe Date P,uft• DIRECT SERVICES COSTS: STATE FUNDED LOCALLY FUNDED TOTAL Direct Client Assistance 1. S • l 2 S -0- 3 S -0- l Vouchers for Clients. • 4• 2 , 800 5 2.800 e 5 , 600 i I Subcontracts for Services 7 6,857 e 6 , 857 9 13,714 r Total Direct Services Costs .............t0. S2-697 it. S 9 657 12. S 19 114 ' 1. ~I • i ADMINISTRATIVE COSTS: Personnel 13. S - - Other 14• -0- Total Administrative Costs 15. S -0- LOCAL FUNDS: t lso ice) _ United Way for American Red Cross 18• S 4,857 (source) County Revenue 17. 2, 800 v _ )source) - Public Donations for Vain City Mission 19 2,000 Total Local Funds 19. S 9,657 s 19,314 TOTAL COST (Item 12 + Item 15) 20. S ~ TOTAL LOCALLY FUNDED COST (Item 11 + Item 151 21. 9,657 ~i MAXIMUM SINGLE PAYMENT OF STATE FUNDS , 22. S 7 , 41 4 _ 25 1 i Title I County Judge ' L/25jR4 i 9nature-15ontras is Representative Ditto ' Title S.pnstvre-OHR Representative Data .trr.• • e r • • r 1 rrnMnrr. - r t e A x.•csn_ r 1 1 l i t 14 1 1 LaY AGE . ` '-r'~ .I t+~f••d •+p-~.~;r~..•air-~;• r'l.. r" _ ! - _ r1, r y r .1 ,~i.