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HomeMy WebLinkAbout1987-09-14-1000AM-SpecialZ BRAZOS COUNTY BRYAN. TEXAS AGENDA FOR COMMISSIONERS' COURT MEETING - MONDAY, SEPTEMBER 14, 1987, 10:00 A.M. 1. Approval of the minutes of the meeting held on July 6, 1987. 2. Consideration of Budget Amendments. 3. Consideration of appointments of Betty Hodges as Election Judge and Dixie Olden as Alternate Judge in Precinct 28. 4. Consideration of Sale of Surplus Vehicles for the Sheriffs Department. 5. Consideration of Purchase of Used Vehicle for the Sheriffs Department and authorize the payment thereof. 6. Approval of written policy as specified in HB 1488 (Public Investment Act of 1987) 7. Consider purchase of Maintenance Management System for the Road and Bridge Department. 8. Consideration of Change In Status of Employees. 9. Payment of Claims. 10. Other Business - Discussion Only - No Action To Be Taken. Recess meeting to Thursday, September 17, 1987, 11:30 A.M. 1. Consider approval of action of Health Facilities Corp. Appointment to MHMR Board 2. Adjourn VOL f --PAGE7f 1 4 1 a 4 I ■ • ~J h J... raa....+. r~~w,.. ♦ __...~.~~.~.la...o ...ti.,... rl~._ S.M1 ,t, .t I • • • - tr sr ,L. I I n ikl,1 0 . , t C COMMISSIONERS' COURT SPECIAL NESTING + SEPTEMBER 140 1987 ,'A,,special,meeting of the Commissioners' Court of Brazos County,,Texas, was held in the Commissioners' Courtroom in the Courthouse in Bryan, Brazos County, Texas, beginning at 10:00 A.M. on Monday, September 14, 1987, 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 attendances Ruth McLeod Administrative Assistant ,Bea Green Secretary to Commissioners Carol Snedeker Admin. Assist* to County Judge Sharon Fairchild Auditor Rebecca Shults Purchasing A. H. Winder County Engineer Sandie Walker Treasurer Cathy Halladay Data Processing Cathy Bryan Engineer's Office Ronnie Crocker Bryan/College Station Eagle Bubba Moore The Press Chuck Clements WTAW Alice Brown KBTX-TV Sal Rios KBTX-TV L. G. Crum Brazos County Resident Henry Windham Brazos County Resident The first matter to be considered by the Court was approval of the minutes of the Commissioners' Court meeting held July 6, 1987. On motion by Commissioner Turner, seconded by Commissioner Wilcox, the Court voted unanimously to approve the minutes as submitted. The Court next considered Budget Amendment #18, which would reallocate funds budgeted for the office of Justice of the Peace Precinct 2. On motion by Commissioner Cooley, seconded by Commissioner Beard, the Court voted unanimously to approve the budget amendment as submitted, a copy of which is attached hereto. i,r . , +4' 1 VOL r t tM' 3~ r 1~s t1A v. , r w - - 11 t 1 1 i ' r! ~i it I !►c a°. Commissioners' Court meeting September 14, 1987 The Court proceeded to consider the resignation of Ruth Allen as Election Judge of voting Precinct 28. Mrs. Allen recommended Betty Hodges as Election Judge and-Dixie Olden as Alternate Judge. On motion by Commissioner Cooley, seconded by Commissioner Beard, the Court voted unanimously to accept the recommendation of Mrs. Allen and appointed Betty Hodges, Election Judge and Dixie Olden, Alternate Judge for voting Precinct 28. The Court next considered the following bids: Bid No. 87-0831 - Sale of Surplus Vehicles for Sheriff's Office. 1. 1985 Ford 4 Door Sedan/60,000 miles 2. 1985 Ford 4 Door Sedan/78,000 miles DALE HYATT CAR TOWN 1. $ 806.00 $1,087.50 2. $ 653.00 $ 987.50 LEE 6 SONS BRYAN AUTO SALVAGE AUTO BODY SPEC. 1. $1,118.00 $2,758.00 2. $1,118.00 $2,458.00 Rebecca Shults, Purchasing Agent, recommended acceptance of the high bid submitted by Lee 6 Sons Auto Body Specialists. On motion by Commissioner Cooley, seconded by Commissioner Beard, the Court voted unanimously to accept the recommenda- tion of the Purchasing Agent and sell the vehicles to Lee b Sons Auto Body Specialists. Bid No. 378 - Purchase of Used Vehicles for Sheriff's Department Rebecca Shults informed the Court that no bide were received and the District Attorney had recommended rewriting the specifications. The Court next considered an Order approving an Investment Policy for the investment of county funds. Such policies complied with HB 1488 (Public Investment Act of 1987). The County Judge stated he wanted to be sure the investments are made according to the law and that there would be no variation from the written policy, Commissioner Cooley asked Sandie Walker, County Treasurer, who counciled her on investments. Mrs. Walker advised the Court that Mr. Ken Telg, of First City A CE "756 E I 1 u t i~ H ! Commissioners' Court meeting September 14, 1987, 0 • National Bank, which is the depository for the County, is consulted regarding investments. Commissioner Cooley said he felt that the depository should be the first contact made in regards to investments. Commissioner Beard stated he wished the County would use a 3rd party bank to hold securities due to all the bank failures of late. On motion by Commissioner Cooley, seconded by Commissioner Wilcox, the Court voted unanimously to aQopt the Investment Policies which would comply with HB 1488 Public Investment Act of 1987. A copy of the policies is attached hereto. The Court next considered the purchase of the Maintenance Management System Software for the Road b Bridge Department at the cost of $19,500. This purchase is exempt from the bidding process due to being the sole source for this program. On motion by Commissioner Wilcox, seconded by Commissioner Beard the Court voted unanimously to authorise the purchase of the software. The money for the purchase would be paid out of Capital Improvement funds if possible, if not, from the Road b Bridge fund. The Court proceeded to consider the change of status of the following employees: Mann, Daniel Cnty Crt at Law I Termination Treece, Catherine County Clerk New Employee Schultz, Tracy Sheriff's Dept. New Employee Cruse, Cynthia Tax Office New Employee Bishop, Donna Tax Office Promotion Marucci, Linda Tax Office Trans in Dept. ' Medina, Gloria Tax Office Demotion On motion by Commissioner Turner seconded by Commissioner Beard, the Court voted unanimously to approve the changes as ' submitted. The Court next considered the following Claims as submit- ted by the County Treasurer for payment: 10 General Fund-------------------Claims 88148 thru 88319 20 Road b Bridge------------------Claims 88472 thru 88568 30 Capital Projects b Improvements: Proposition I-----------Claims 88380 thru 88382 40 Law Library--------------------Claims 88383 thru 42 Revenue Sharing----------------Claims 88384 thru V0L PAC r~ r r `v1 r ! r~ x . ~y ~ F~ a Commissioners' Court minutes September 14, 1987 54 Health Department--------------Claims 88397 thru 88403 55 Foster Care--------------------Claims 88404 thru 88431 60 Payroll------------------------Claims 88432 thru 88444 61 Health b Life Insurance--------Claims 88445 thru 70 Indigent Health Care-----------Claims 88446 thru 88465 90 Community Resources Officer----Claims 88467 thru 91 Juvenile Commission Grant------Claims 88468 thru 94 Victim Assistance Program------Claims 88469 thru 88470 On Line Checks - 33695 through 33696 On motion by Commissioner Beard, seconded by Commissioner Wilcox, the Court voted unanimously to approve the Claims as submitted. Under other business, the Judge asked the Court to consider the appointment of Ron Hale to the Board of Directors of the Brazos Valley Development Council to fill the vacancy created by the resignation of Judge Holmgreen. Action will be taken on that suggestion at the next Commissioners' Court 1 meeting. There being no further business to come before the Court, the County Judge recessed the meeting until Thursday, September 17, 1987 at 11:30 a.m. at which time the Court will consider approval of the action of the Health Facilities Corporation. September 17, 1987, 11:30 a.m. I i The County Judge reconvened the Commissioners' Court meeting on Wednesday, September 17, 1987 at 11:30 a.m. and announced that the meeting of the Health Facilities Corporation had been cancelled therefore there was no action required by the Court on that matter. On motion by Commissioner Cooley, seconded by Commissioner Beard, the Court voted unanimously to appoint Ron Hale to the Board of Directors of the Mental Health Mental Retardation I Organization to fill the vacancy created by the resignation of Judge Holmgreen. Commissioner Cooley asked if the Court wished the Brazos Center Advisory Committee to persue the design and cost of a V wr AG 9~ ' , „'~trt7rvM^'^T+o'- ; r'r*c-~*`~~7..'•rtacr--"rs?.... r .w_ ~ -C ~ iw~~s. ~ s.,~..~-..C~b";C[~1'~ICTr Ono `re f ~yy :F+ Commissioners' Court meeting September 14, 1987 marque sign for the Brazos Center. It was'the consensus of the Court that the advisory committee proceed on this matter but it ,v+ not ready at this time to make a commitment to install a • i f • f i was 4 sign. Judge Holmgreen advised the Court that the Brazos Transit System had again requested authority to use the Brazos Center Parking lot as a Park b Ride site. The Court agreed to review a def.inite plan and contract for the use of the area by the Brazos Transit System. ` There being no further business to come before the Court, the meeting was adjourned. i t 11 , ~ J F V®L PAC g 1r ~ I 9 II I, i I The foregoing minutes have been examined and approved in open Court this the day of 19 in Bryan, Brazos County, Texas. o mgree County Judge a ter Wilcox Commissioner, Precinct 2 ~cs M11ton Turner ,Commissioner, Precinct 4 X B3.&-,4 ~ " Cooley Comm ssioner, Precinct 1 i I ,i ran ors e ti County Clerk } E r II C i } I } i i i 1 l VOL PAO I t r • • i • Commissioners' Court the following members were present: R. J. Holmgreen, County Judge, Presiding Bill J. Cooley, Commissioner, Precinct It Walter Wilcox, Commissioner, Precinct 2; Billy E. Beard, Commissioner, Precinct 3; Milton Turner, Commissioner, Precinct 41 Frank Boriskie, County Clerk. i , r~ ' r1 ~ SS • BRAZOS COUNTY, TEXAS BUDGET AKENDMENT(S) FOR THE 1987 BUDGET YEAR e NO. 18 On this the 14th day of September 1987 at a special meeting of the The following proceedings were held: THAT WHEREAS, on September 14, 1987s the Court heard and approved a budget amendment for the 1987 budget year for Brazos County, Texas. WHEREAS, an emergency expenditure is necessary due to grave public necessity to meet unusual and unforeseen conditions which could not be reasonably included in the original budget adopted October 27, 1986, the following amendment(s) to the original are hereby authorized, as described on the attached 1 page(s). ADOPTED AND APPROVED this the 14th day of September 1987 THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS. Byt R. J. Holmgreen County Judge Originals County Clerk's Office and attached to the original budget Copies: County Auditor County Treasurer Commissioners Court Minutes Budget Amendment File C~ r V®L PAGE h ' Budget Amentment #16 9-14-67 Account No. Department Reason Increase (Decrease) 10-81-5210 JP Pct 2 Reallocation of Off Supplies M.C. Horn funds 731. 10-81-5510 Reallocation of Conf. Fees funds (200) 10-81-5530 Reallocation of Trav. Meal/Lodging funds (300) 10-81-6210 Reallocation of Off Furn/Equip funds (231) NO INCREASE TO DEPARTMENT BUDGET *+•RA•f*•fR~ NO INCREASE TO GENERAL ***~~~•~~R• FUND • • DONE IN OPEN COURT this 14th day of September , 1987. R. HOL916 Co my Judge BILL C Y Commi inner, Pct. 1 • COURT ORDER ORDER: DATE: STATE OF TEXAS COUNTY OF BRAZOS ' BE IT REMEMBERED at a regular meeting of Commissioners' Court of Brazos County, Texas held on the '14th day of September , 1987, on motion made by Commissioner Cooley , and seconded by Commissioner Wilcox the following order was adopted: WHEREAS, the Brazos County Commissioners' Court appointed a Brazos County Investment Committee consisting of the County Treasurer, Deputy Treasurer, Administrative Assistant, Precinct 3 Commissioner and Assistant D.A. and WHEREAS, the Brazos County Investments Committee has submitted its Statement of Investment Policy for the investment overview of Brazos County funds; IT IS HEREBY ADJUDGED, DECREED and ORDERED by the Brazos County Commissioners' Court that it does hereby accept the Objectives and Concept proposals from the Brazos County Investments Committee and does hereby authorize the implementation of said Objectives and Concepts. OONTUKNEK MILT WALER WILCOX Commissioner, Pct. 2 Commissioner, Pct. 4 5 ` t , i SANDIE WALKER,--____-, r County Treasurer V O1~~ P AG E V f 1 - f `gyp i NTOnnitrT7 nu am JU BRAZOS COUNTY STATEMENT OF INVESTMENT POLICY The purpose of this document is to identify various policies and procedures that enhance opportunities for a prudent and systematic investment process. The initial step toward a prudent investment policy is to organize and formalize invest- ment related activities. Related activities which comprise good cash management include accurate cash projection, the expeditious collection of revenue, the control of disbursements, cost effective banking relations, and a short-term borrowing program which coordinates working capital requirements and investment opportunity. In concert with these requirements are the many facets of an apprppriate and secure short-term investment program. i' f i Y i SCOPE It is intended that this policy cover all financial assets under the direct authority of Brazos County. These funds include all government funds, proprietary, and fiduciary funds and are accounted for in the County's Comprehensive Annual Financial Report. Thin investment policy applies to all transactions involving the financial assets and related activity of all the foregoing funds. OBJECTIVES 1. Safety of principle is the foremost objective of the County, followed by liquidity and yIdId. Each investment transaction shall seek to first ensure that capital losses are avoided, whether they be from securities defaults or erosion of market value. 2. Investment decisions should not incur unreasonable investment risks In order to obtain current investment income. 3. The County's investment portfolio will remain sufficiently liquid to enable the County to meet all operating requirements which might be reasonably anticipated. This need for investment liquidity may be tempered to the extent that the County is able to issue short-term bills to meet its operating requirements. 4. The investment portfolio shnil be designed to attain n market-average rate of return throughout budgeting and economic cycles, taking into account the County's investment risk constraints, the cash flow characteristics of the portfolio, and state law that restricts the placement of County funds. 5. The County will not make investments for the purpose of trading or speculation as the dominant criteria, such as anticipating an appreciation of capital through changes in market interest rates. 6. The County adheres to the guidance provided by the "prudent person rule", which obligates a fiduciary to ensure that: 1~ i, It _ _ investments shall be made with the exercise of that degree of judgement and care, under circumstances then prevailing which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation but for investment, considering the probable safety of their capital as well as the probable income to be derived." 1. In managing its investment portfolio, the County will specifically avoid any purchase of investment , or any investment practice or procedures not specifically authorized under the terms of this document. _r _PAGE= 7VI 4 4 ~ ` 1, +reae• ..tom ~v~~. t.°'~A~l+R'A.>~'l{~.1D.>~jsw,,..p ha¢'PTYYR r7 ~ ~1,^.G..~+rA+N•:13J7[.'~ ; F"~ - ~ ...~fL""~,;'1 i l+~Mti.~l: ..H _ «1...:Ls_.... .1...y_ _ Ap 1. .I Jr 't TZJ 8. All participnnts in tho investment process shn11 seek to act reaponsi- bi}ity ns custodians of the public trust. Investment officials shall avoid any transaction that might impair public confidence in the County's ability to govern effectively. Investment officials shall recognize that the investment portfolio is subject to public review and evaluation. The overall program shall be designed and managed with a degree of professionalism that is worthy of the public trust. I DELEGATION OF AUTHORITY • in accordance with Article 2549 (c) Vernan's Civil Stntutes, the County Trensureri upon direction of Commissioner's Court, is nuthorl7ed to withdraw fundn of the County from a County Depository, if the funds are not required immedintely to pay obligations of the county.and to invest these funds in accordance with the statute. Management regponnibility for the investment program has been delegated through the Commissioner's Court to the Investment Committee, who shall establish written procedures for the operation of the investment programs consistent with this investment policy. There is hereby crented an Investment Committees consistlnA of the County Treasurer, Deputy Treasurer. Administrative Assistant, Pct. 3 Commissioner and Assistant D.A. The Investment Committee shall meet at least monthly to determine general strategies and to monitor results. INVESTMENT FACILITATION Brazos County Interest and Sinking funds will be invested consistent with debt payment dates, at the highest and beat rate available. INVESTMENT METHODS It is recommended that the County Treasurer utilize the following methods for the investment of Rraros county funds, consistent with Federal and State Law and the current Bank Depository Contracts 1. Time Deposits 2. Certificates of Deposit 3. Security Repurchnne Agreements 4. Money Market Investment Accounts 5. Negotiable Order of Withdrnwal (NOW) Accounts 6. United Stntes Treasury Bills 7. United States Government Securities INVESTMENT INSTITUTIONS It is recommended that the County Treasurer utilize the following insti- tutions or groups to facilitate the investment of Brazos County funds, consistent with Federal and State Law and the current Bank Depository Contracts 1. Depository Bank 2. Other Banks 3. Savings and Loan Associations 4. Major Brokerage [louses • INVESTMENT COLLATERAL It is recommended thnt any Brazos County Investment of funds be eollnter- alized. consistent with Federal mad State i.aw and the current Bnnk Depository Contract, without exception, in one or more of the following mannerai r~ VO PAG E 1 rr I i . , { • i ~ . I J ~ - - - L -3- 1. Obligations of the United States or its agencies and instrumentalities 2. Direct Obligations of the State of Texas or its agencies 3. Other obligations, the principal of and interest on which are uncondi- tionally guaranteed or insured by the State of Texas or the United States 4. Obligations of states, agencies, counties, cities and other political subdivisions of any state having been rated as to investment quality by a nationally recognized investment rating firm and having received a rating of not less than A or its equivalent 5. Certificates of deposit issued by state and national banks domiciled in this state. , STANDARD OF CARE Investments shall be made with judgment and care, under circumstances then prevailing, that persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. BANKS AND SECURITIES DEALERS SELECTION The County's Depository shall be selected every two (2) years in accord- ance with statutory provision. For securities dealers, primary government securities dealers that report to the New York Federal Reserve Bank shall be used and secondary dealers used only as approved by the Investment Committee, (It is acknowledged that inclusion on the primary dealer listing of the Federal Reserve Bank of New York is not a guarantee of credit worthiness.) MATURITY Assets of the County shall be invested in instruments whose maturities do not exceed one (1) year at the time of purchase; the portfolio's average maturity shall not exceed six (6) months. It is the intent that investments in all funds shall be managed in such a way that any market price looses resulting from interest rate volatility would be offset by coupon income and current income received from the balance of the portfolio during a twelve (12) month period. No maturity extension should be undertaken if it would result in negative income on the overall fund's portfolio during a given year. DIVERSIFICATION Where possible, it is the policy of the County to diversify its investment portfolio. Assets held in the common treasury fund, and other investment funds, shall be diversified to eliminate the risk of loss resulting from over consentra- tion of assets in a specific maturity, a specific issuer, or a specific class of securities. In establishing specific diversification strategies, the following general policies and constraints shall apply: °Portfolio maturities shall be staggered in a way that avoids undue consentration of assets in a specific maturity sector. Maturities shall be selected which provide for stability of income and reasonable liquidity. *Liquidity shall be insured through practices to ensure that the next disbursement date and payroll date are covered through maturing investments or marketable U.S. Treasury Bills. t pn L -r-PAG E_ -716 • • T • • w ~'T~~i-{T'rf RR.T": ~A:fl-c '•YI'r~._ .w..! r..w-i ~r i~'.~ 313 ~J ~ 1 ♦ _ .n5 -4- 1 RISK TOLERANCE ' The County recognizes that investment risks can,re'sult from issuer defaulter market price changes or various technical complications leading to temporary illiquidity. Portfolio diversification is employed as's why tg'-control risk. Investment managers will exercise prudence in the selection ol-necurities, as a ' way to minimize default risk. No individunl investment trannnction shall be ' undertaken which jeopardizes the total capital position of the overall portfolio. All investment reports shall specifically address whether current investment results have been affected by any of the foregoing risks and shall explain what actions investment officials have taken to control or correct such risks. In additions to these general policy considerations, the following specific policies will be strictly observeds 1. All investment funds will be placed directly with qualified financial institutions. The County will NOT deposit or invest through third parties or money brokers. 2. All transactions will be executed on a delivery versus payment basis. 3. The County will not enter into Reverse Repurchase Agreements, nor trade in option or future contracts. 4: A competitive bid process will be used to place government security purchases giving our Depository Bank the right to bid. ' The following criteria will be used in a quarterly evaluations 'Number of transactions competitively won. 'Prompt and accurate confirmntion of transactions F 'Efficient securities delivery. { 'Accurate market information. 'Account servicing. ' S. Before accepting funds or engaging in investment transactions with { the County officials of Approved depository or securities dealers s shall be required to familiarise themselves with the County's 7 1 investment objectives and constraints. SAFEKEEPING AND CUSTODY f To protect against potential fraud and embezzlement, the assets of tlse County shall be secured through third party custody and safe keeping procedures. j f Bearer instruments shall be held only through third party institutions. In- vestment officials shall be bonded to protect the public against possible embesrlement and malrensance. Safe keeping procedures shall be reviewed annually by the independent auditor. 1 1NVESTUNT POLICY ADOPTION The County investment policy shall he formally reviewed and approved by the Commissioner's Court, not more than sixty days after the beginning of each fiscal year. We the undersigned members of the Brnsos County Investments do hereby concur with and approve the herein contained objectives and concept for thie Brazos County Investment Committee. ~ ¢ V 7 ',L •-7 Signed this 11th day of September , 1987 CG~~ Rutli McLeod Ion eWallhr, County Treasure Administrative Assistant Chairman, Investment Committee Terri White Deputy Treasurer _5~ta Vii V_,~ Todd .lermst Assistant A. . Billy Bea - Commise er Pct. 3 VOL PAGE ri Sf e . 1 ~7 MEMO Tot Sharon Fairchild, County Auditor Fromi R.J. Holmgreen, County Judge REt WAIVER OF COMPETITIVE BIDDING REQUIREMENTS OF ART. 2368x.5 Please be advised that on this 14th day of September , 1987, at a Regular Session of Commissioners Court on which the following members were present: R.J. Holmgreen~ JL,fCounty Judge Bill J. Cooley Commissioner, Pct. 1 Walter Wilcox ' er, Pct. 2 Bill E. Beard ioner, Pct. 3 Milton Turner Commissio r, Pct. 4 The Commissioners Court has determined that there is no competitive bidding requirement for, and has approved the purchase of the following computer software: Maintenance Management System from the following vendor: Management On-Line, Inc. as provided under Section 4(a)7 of the County Purchasing Act (VACS 2368x.5) which exempts items that can be obtained by only one source including copyrights and hereby acknowledges receipt of a signed statement from M.J. Deen, Data Processing as to the existence of only one source. The Court hereby approves payment for said software in the amount not to exceed $ 19.500 VOL_ PAG E- :2- 0 R, • f ~ t r , I f 1 4.