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Home My WebLink About1990-01-03-1000AM-SpecialI • • i • 1 BRAZOS COUP BRYAN. TEXAS BRAZOS COUNTY COMMISSIONERS' COURT MEETING WEDNESDAY, JANUARY 3, 1990 10:00 A.M. f t. Invocation. 2. Pledge of Allegiance. 3. Consider and take action on exemption from competitive bidding requirements of local government code, Section 162.024 (a)(2) to repair bridge on Dilly Shaw Tap Road. 4. Consider and take action on the award of patrol cars for the Sheriff's Department and authorize the payment thereof. 5. Consider and take action on assessment for the Second Administrative Judicial Region. 6. Consider and take action on appointment of outside Auditor for Brazos County. 7. Consider and take action on work outside County rights- of-way for the enhancement of county road projects. 8. Consider and take action on budget amendments. 9. Consider and take action on personnel change of status. 10. Consider and take action on payment of claims. 11. Executive Session to discuss personnel 6252-17(2)(g). 12. Consider and take action on Executive Session. 13. Adjourn. i \ .J COMMISSIONERS' COURT SPECIAL MEETING JANUARY 3, 1990 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 Tuesday, January 3, 1990, with the following members of the Court present: R. J. Holmgreen, County Judge, Presiding; Gary Norton, Commissioner of Precinct 1; Walter Wilcox, Commissioner of Precinct 2; Randy Sims, Commissioner of Precinct 3; Milton Turner, Commissioner of Precinct 4; Frank Boriskie, County Clerk. The following citizens and officials were in attendance: Carol Palmer Admin. Asst. to County Judge Bea Green Secretary to Commissioners Rosalie Todaro Auditor's Office A. H. Winder County Engineer Sandie Walker Deputy Treasurer Ron Miller Sheriff Elizabeth Sharp Bryan/College Station Eagle Joe Brown KBTX-TV Commissioner Sims gave the invocation and led the pledge of allegiance. The Court next considered a Wavier of Competitive Bidding Requirements as provided in the Local Government Code, Section 262.024(a)(2 for the purchase of flat cars for the Road and Bridge Department. This was necessitated due to need to preserve and protect the public health of the residents of the county. On motion by Commissioner Wilcox, seconded by Commissioner Sims, the Court voted unanimously to approve the Waiver of Competitive Bidding Requirements and authorized the payment of $18,000.00 to L. A. Ford, Jr. for the necessary material. The Court next considered awarding the following bids: Bid No. 89-533 - Patrol Cars for the Sheriff's Department Qty. Description 5 4-door sedan with standard warranty VARSITY FORD JENTSCH CHEVROLET Unit Total Unit Total Price Price Price Price 1. $12,994.00 $64,970.00 $14,085.78 $70,428.90 Vol a- I~ ' J y 11 ,I u • • E' Commissioners' Court meeting January 3, 1990 TOM LIGHT CHEVROLET LAWRENCE-MARSHALL Unit Total Unit Total i Price Price Price Price 1. $14,096.00 $70,480.00 $13,464.86 $67,324.30 Ron Miller, Sheriff, recommended acceptance of the low bid submitted by Varsity,Ford. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to accept the recommendation of the Sheriff and award the contract to Varsity Ford. On motion by Commissioner Norton, seconded by Commissioner Turner, the Court voted unanimously to acknowledge and approve the assessment of fees by the Second Administrative Judicial Region of Texas in the amount of $3,587.20 and authorized the ~ payment thereof. On motion by Commissioner Turner, seconded by Commissioner Norton, the Court voted unanimously to retain the firm of Durst, wood, Milherger & Associates as outside auditors for the county based on the proposal submitted. A copy of the proposal is attached hereto. The Court next considered Budget Amendment #20 for fiscal year 1989, which would increase the budget of the Non-Depart- mental department by $302,319.00, increase the budget of the County Court at Law I department by $6,825.00, increase the budget of the Court/Jury Services department by $815.00, increase the budget of the Auditor' department by $1,140.00, increase the budget of the Tax Office by $650.00, increase the budget of the } landfill by $785.00, increase the budget of the Justice of the I } Peace Precinct 4 Place 1 by $730.90, increase the budget of the Justice of the Peace Precinct 4 Place 2 by $4,050.00, increase the budget of the Justice of the Peace Precinct 7 Place 1 by $1,565.00, increase the budget of the Justice of the Peace Precinct 7 Place 2 by $580.00, increase the budget of the Justice of the Peace Precinct '1 department by $740.00, increase the budget of the Community Support department by $6,165.00, reallocate funds budgeted for the Extension Service, increase the budget 'of the Constable Precinct 4 department by $1,010.00, increase the budget of the Constable Precinct 7 department by I VG- 1 rr- . i. d I Commissioners' Court meeting January 3, 1990 $4,860.00, increase the budget of the Constable Precinct 1 by $180.00, increase the budget of the Buildings and Yards department by $3,089.00, increase the budget of the Justice of the peace Precinct 2 by $360.00, increase the budget of the Justice of the Peace Precinct 5 by $360.00, increase the budget of the Justice of the peace Precinct 3 by $720.00, increase the budget of the Constable Precinct 2 by $180.00, increase the budget of the Constable Precinct 3 by $50.00, increase the budget of the Justice of the Peace Precinct 2 by $632.00 and reallocate funds budgeted for the Purchasing Department. On motion by Commissioner Norton, seconded by Commissioner Sims, 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 the following employees. NAME DEPARTMENT REASON Sandoval, D., Brazos Center P/T to F/T Sheen, Michael Task Force Resignation Burkhalter, Greg Building Maint. Transfer Caddel, Rebecca Extension Serv. New Employee wall, Patricia Sheriff Office Resignation Gooden, Milton Road & Bridge Promotion Jackson, W. Jr. Road & Bridge Promotion Caldwell, Alan Road & Bridge New Employee Gutierrez, Jessie Road & Bridge New Employee Washington, Harris Road & Bridge New Employee On motion by Commissioner Turner, seconded by Commissioner Norton, the Court voted unanimously to approve the changes as submitted. The Court next considered the following Claims as submitted by the County Treasurer for payment: 10 General Fund----------------Claims 149296 thru 149729 20 Road & Bridge---------------Claims 149904 thru 150007 22 Road & Bridge II------------Claims 149735 thru 149743 60 Payroll---------------------Claims 149819 thru 149841 61 Health & Life Ins-----------Claims 149842 thru 149844 62 Flex Plan-------------------Claims 149845 thru 70 Indigent Health Care--------Claims 149846 thru 149885 72 Bail Bond Board-------------Claims 149886 thru 90 Community Services Off------Claims 149887 thru 149888 91 Juvenile Comm. Grant--------Claims 149889 thru 149890 94 Victim Assistance Prog------ Claims 149891 thru 149893 95 Comm. Crime Prevention------Claims 149894 thru 149895 97 Narc. Traf. Task Force------Claims 149896 thru 149903 i On line checks - 58761-58766, 58777-58778, 58781-58782 On motion by Commissioner Sims, seconded by Commissioner VO L' I f • • i Commissioners' Court meeting January 3, 1990 Turner, the Court voted unanimously to approve the Claims as , submitted. At 10:15 a.m. the County Judge announced the meeting closed f to the public so that the Court could meet in closed executive E session to discuss personnel. ;f At 10:26 a.m. the County Judge announced the meeting open to ; the public. On motion by the County Judge, seconded by f f Commissioner Sims, the Court voted unanimously to increase the . { salary of the Court Master to $55,000.00 annually and to give the i Court Master's Administrative Assistant a 4% increase in salary, On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to approve the request of the Sheriff and reclassify Ron Huddleston to the rank of Captain at a pay ' group 15 step 2 position and eliminate the Lieutenant position There being no further business to come before the Court, the meeting was adjourned. l~ I i 1 I J The foregoing minutes have been examined and approved In open court this the 4;~ day of in Bryan, Brazos County, Texas. R. J H green County Judge ~2 co~T_ 4Jalter Commissioner, Precinct 2 Fulton Turner Commissioner, Precinct 4 j i , VOL. PAGE U t r ; d~D Gary oC vv 7 Commissi er, Precinct 1 L, Randy S s Commis oner, Precinct 3 FCAII BOC S County Clerk . 0 0 ar MEMO To: Sharon Fairchild, County Auditor From: R. J. Holmgreen, County Judge RE: EXEMPTION FROM COMPEITTIVE BIDDING REQUIREMENTS OF LOCAL GOVERNMENT CODE, SECTION 262.024(a) (2) Please be advised that on this 3rd day of Jam, 1990, at a Regular Session of Commissioners' Court on which the following members were present: R. J. Holm green - "Judge Garv Norton Commissioner, Pct. 1 Walter Wilcox Commissioner, Pct. 2 ~1!e4 Rand Sims ,...~_J Commissioner, Pct. 3 Milton Turner C' --,------Commissioner, Pct. 4 The Commissioners' Court has determined that there was a need to purchase flat cars from L. A. Ford, Jr. for road and bridge repairs, and hereby grants an exemption from the competitive bidding requirement as an item made necessary to preserve and protect the public health of the residents of the County, as provided in the Local Government Code, Section 262.024(a)(2). The court hereby approves payment for said purchase in an amount not to exceed $18,000.00. ljs VOL ~ P G~ 7 i I F , L y^~ T ~ a M DURST, WOOD, MILBERGER & ASSOCIATES Cenifteid Public Accountants Nelson D. Durst, CPA 304 Post Office Street Jane A. Dodd. CPA Robert P. Wood. CPA BRYAN TEXAS 77801 DavW P Bromu4 CPA William V. Mdberger, CPA , Suzan L Gina L CPA Telephone Bruce W. Cowen, CPA Rosanne P. Ely. CPA (409) 822-0175 Antoinette G. Brownin&CPA Clay W. Nesbitt. CPA Bill J. Simmonds. CPA Eugene T. Wood, CPA December 15, 1989 Paul E. Ask CPA 11 , 1 s i l , County Judge R. J. Holmgreen Brazos County, Texas 300 East 26th Street Bryan, Texas 77803 This letter is written to confirm our understanding of the services we are to provide for Brazos County for the year ended December 31, 1989. We will audit the general purpose financial statements of Brazos County as of and for the year ended December 31, 1989. The County's Annual Report includes statistical data that will be subjected to certain auditing procedures applied in our audit. Our audit will be made in accordance with generally accepted auditing stand- ards and will comply with the requirements of the Single Audit Act of 1984, as supplemented, pertaining to Federal and State assistance awards, will be in accordance with generally accepted government auditing standards, the standards for financial and compliance audits contained in Government Auditing Standards issued by the U.S. General Accounting Office, the provisions of OMB Circular A-128, Audits of State and Local Governments, and will include tests of the accounting records and other procedures we consider necessary to enable us to express an unqualified opinion that the financial statements are fairly presented in conformity with generally accepted accounting principles. We shall prepare all separate reports regarding compliance with laws and regulations, and on reportable conditions, if any. If our opinions are other than unqualified, we shall fully discuss the reasons with you in advance. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individ- uals, creditors, and banks. We will request written representations from your attorneys, and they may bill you for responding to this inquiry. At the conclusion of our examination, we shall also request certain written representations from you and the County Auditor about the financial statements and related matters. An audit is based primarily on the selective testing of accounting records and related data; therefore, our audit will involve judgment about fhe number of transactions to be examined and- the areas to be tested. We shall review the working papers of the County Auditor and shall not duplicate audit work already done. Because our audit will not be a detailed examination of all transactions, VOL f 1 . 1 Page 2 December 15, 1989 there is a risk that material errors, irregularities, or illegal acts, including fraud or defalcations, may exist and not be detected by us. However, we shall advise you of any matters of that nature that come to our attention. 0 We understand that the County Auditor's Office will provide us with the financial statements and basic information required for our audit, and that the County is responsible for the accuracy and completeness of that information. We will advise about appropriate accounting principles and their application and will assist in the preparation of your financial statements, but the responsi- bility for the financial statements remains with the County. This responsibility includes the maintenance of adequate records and related controls, the selection and application of accounting principles, and the safeguarding of assets. Our examinations are not specifically designed and cannot be relied on to disclose material weaknesses in accounting controls. However, if we become aware of such material weaknesses or other reportable conditions, we shall communicate them to you in a separate letter. Any audit working papers shall be available to you for a period of not less than 3 years after the date of the report, or longer if requested by the cognizant agenc7, to representatives of that cognizant audit agency (or its designee), other government audit staffs, and the General Accounting Office. Our fees for these services will be based on the actual time spent computed at a discount from our standard hourly rates (the discounts have been substantial in the past), plus out-of-pocket costs such as postage, etc. Our hourly rates vary according to the degree of responsibility involved and the experience level of the personnel. Based on prior year experience and the belief that there will be some additional efficiencies in the preparation of the County's annual finan- cial statements and related footnotes, we estimate our fee to be $35,000.00. We hope that the discount from standard fees can be reduced. We expect to issue our report on Brazos County on or about June 1, 1990. We appreciate the opportunity to be of service to Brazos County and believe this letter accurately summarizes the significant terms of our engagement. We are available to discuss the matters mentioned in this letter. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Very truly yours, Nelson D. Durst VCS d-P&GEE-31 Q •w M • Page 3 December 1V%,-_ 1989 RESPONSE: This letter correctly sets forth the understanding of Brazos County. By: i 1 ~ Title: Brazos County Judge Date: 901 - 17 v 140 I . r .j i d' Fy~• BRAZOS COUNTY, TEXAS v J BUDGET AMENDMENT(S) FOR THE 1989 BUDGET YEAR NO. 20 -0 On this the 3rd day of January 1990 at a special meeting of the Commissioners' Court, the following members were present: R. J. Holmgreen, County Judge, Presiding Gary Norton, Commissioner, Precinct 1; Walter Wilcox, Commissioner, Precinct 2; Randy Sims, Commissioner, Precinct 3; Milton Turner, Commissioner, Precinct 4; Frank Boriskie, County Clerk. The following proceedings were held: THAT WHEREAS, on January 3, 1990, the Court heard and approved a budget amendment for the 1989 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 September 29, 1988, the following amendment(s) to the original are hereby authorized, as described on the attached 7 page(s). ADOPTED AND APPROVED this the 3rd day of January 1990 THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS. R. J. Holmgreen, County Judge Original: County Clerk's Office and attached to the original budget IW . Copies: County Auditor County Treasurer Commissioners' Court Minutes Budget Amendment File I i` t 1 ~ ~ s• w Budget Amendment # 20 1-3-90 Account No. Department Reason Increase (Decrease) 10-14-5130 Non-Depart Reallocation Merit Pay mental of funds (25,566) 10-14-5641 Reallocation Cont. Services of funds (75,000) 10-14-5124 Reallocation Unemp Ins of funds ( 2,615) 10-14-6110 Reallocation Prop. Acquisition of funds 750,000 10-14-6115 Increase Min Sec Jail Prop in expenses 162,500 10-14-6350 Increase Min Sec Jail Bldg in expenses 1688000 INCREASE TO DEPARTMENT BUDGET $302,319 10-15-5112 Co. Court Increase Other Sal at Law I in expenses 3,300 10-15-5114 Increase Bailiff in expenses 425 10-15-5115 Increase Sec/Clerical in expenses 1,925 10-15-5118 Increase Extra Help in expenses 325 10-15-5120 Increase Retirement in expenses 400 10-15-5121 Increase Soc Security in expenses 450 * INCREASE TO DEPARTMENT BUDGET $6,825 + 10-18-5115 Court/Jury Increase Sec/Clerical Services in expenses 200 10-18-5120 Increase Retirement in expenses 15 ,r I *I Budget Amendment # 20 1-3-90 Account No. Department Reason Increase (Decrease) 10-18-5121 Court/Jury Increase Soc Security Services in expenses 15 10-18-5122 Increase Grp Insurance in expenses 360 10-18-5123 Increase Workers Comp in expenses 225 INCREASE TO DEPARTMENT BUDGET $815 10-24-5112 Auditor Increase Other Salaries in expenses 230 10-24-5115 Reallocation Sec/Clerical of funds (4,725) 10-24-5118 Increase Extra Help in expenses 7,430 10-24-5120 Reallocation Retirement of funds (1,895) 10-24-5121 Reallocation Soc Security. of funds (1,895) 10-24-5122 Increase Grp Insurance in expenses 400 10-87-5110 Purchasing Reallocation Elect/Appointed of funds (1,140) INCREASE TO DEPARTMENT BUDGET $1,140 10-26-5111 Tax Increase Admin Asst Office in expenses 650 INCREASE TO DEPARTMENT BUDGET $650 10-34-5117 Landfill Reallocation Labor of funds ( 300) 10-34-5118 Increase Extra Help in expenses 725 10-34-5122 Increase Grp Insurance in expenses 360 INCREASE TO DEPARTMENT BUDGET $785 -a r VC L- • Budget Amendment # 20 1-3-90 Account No. Department Reason Increase (Decrease) 10-35-5115 JP Pct 4 Increase Sec/Clerical Place 1 in expenses 320 10-35-5120 Increase Retirement in expenses 25 10-35-5121 Increase Soc Security in expenses 25 10-35-5122 Increase Grp Insurance in expenses 360 INCREASE TO DEPARTMENT BUDGET $730 10-36-5115 JP Pct 4 Increase Sec/Clerical Place 2 in expenses 1,200 10-36-5118 Increase Extra Help in expenses 2,030 10-36-5121 Increase Soc Security in expenses 250 10-36-5122 Increase Grp Insurance in expenses 570 INCREASE TO DEPARTMENT BUDGET $4,050 10-37-5110 JP Pct 7 Reallocation Elect/Appoint Place 1 of funds (550) 10-37-5115 Increase Sec/Clerical in expenses 65 10-37-5118 Increase Extra Help in expenses 870 10-37-5121 Increase Soc Security in expenses 30 10-37-5122 Increase Grp Insurance in expenses 230 10-37-5124 Increase Unemp Insurance in expenses 920 INCREASE TO DEPARTMENT BUDGET $1,565 .j. 7 t r f - 0 01 Budget Amendment # 20 1-3-90 Account No. Department Reason Increase (Decrease) 10-38-5115 JP Pct 7 Increase Sec/Clerical Place 2 in expenses 320 10-38-5118 Reallocation Extra Help of funds ( 150) 10-38-5120 Increase Retirement in expenses 25 10-38-5121 Increase Soc Security in expenses 25 10-38-5122 Increase Grp Insurance in expenses 360 INCREASE TO DEPARTMENT BUDGET $580 10-39-5115 JP Pct 1 Increase Sec/Clerical in expenses 330 10-39-5120 Increase Retirement in expenses 25 10-39-5121 Increase So Security in expenses 25 10-39-5122 Increase Grp Insurance in expenses 360 INCREASE TO DEPARTMENT BUDGET $740 10-47-5115 Community Increase Sec/Clerical Support in expenses 2,440 10-47-5120 Increase Retirement in expenses 175 10-47-5121 Increase- Soc Security in expenses 240 10-47-5122 Increase Grp Insurance in expenses 310 10-00-4941 DHS Grant Homemaker Grant (3,165) INCREASE TO DEPARTMENT BUDGET $6,165 A ^ i Budget Amendment # 20 1-3-90 R Account No. Department Reason Increase (Decrease) 10-48-6215 Extension Reallocation Comp Software Service of funds 10000 10-48-5612 Reallocation Utilities of funds (10000) * NO INCREASE TO DEPARTMENT BUDGET 10-55-5112 Constable Increase Other Salaries Pct 4 in expenses 565 ~ 10-55-5120 Increase i~ Retirement in expenses 40 10-55-5121 Increase Soc Security in expenses 45 10-55-5122 Increase 1 Grp Insurance in expenses 360 i -INCREASE TO DEPARTMENT BUDGET $10010 10-56-5112 Constable Increase Other Salaries Pct 7 in expenses 61475 10-56-5115 Reallocation Sec/Clerical of funds (3,065) 10-56-5120 Increase Retirement in expenses 240 10-56-5121 Increase Soc Security in expenses 235 10-56-5122 Increase Grp Insurance in expenses 975 INCREASE TO DEPARTMENT BUDGET $41860 10-57-5122 Constable Increase Grp Insurance Pct 1 in expenses 180 INCREASE TO DEPARTMENT BUDGET $180 10-70-5114 Building Increase Engineers b Yards in expenses 735 10-70-5116 Increase Semi-Skilled in expenses 210 ' L i L I ' 'r• 5 ~f Budget Amendment # 20' 1-3-90 Account No. Department Reason Increase (Decrease) 10-70-5118 Building Reallocation Extra help b Yards of funds (5,1.40) 10-70-5119 Increase P/T Help in expenses 3,835 10-70-5120 Increase Retirement in expenses 389 I 10-70-5121 Reallocation Soc Security of funds ( 240) 10-70-5122 Increase Grp Insurance in expenses 1,605 10-70-5124 Increase Unemploy Insurance in expenses 1,695 10-70-6217 Increase - Equip-Bldg s Maint in expenses 100 10-70-5418 Reallocation Maint Contracts of funds ( 100) INCREASE TO DEPARTMENT BUDGET $3,089 10-81-5122 JP Pct 2 Increase Grp Insurance in expenses 360 INCREASE TO DEPARTMENT BUDGET $360 10-82-5122 JP Pct 5 Increase Grp Insurance in expenses 360 INCREASE TO DEPARTMENT BUDGET $360 10-83-5115 JP Pct 3 Increase Sec/Clerical in expenses 310 10-83-5120 Increase Retirement in expenses 25 10-83-5121 Increase Soc Security in expenses 25 10-83-5122 Increase Grp Insurance in expenses 360 INCREASE TO DEPARTMENT BUDGET $720 VQ PAPS y c ~ i d- Budget Amendment # 20 1-3-90 Account No. Department Reason Increase (Decrease) 10-84-5122 Constable Increase Grp Insurance Pct 2 in expenses 180 INCREASE TO DEPARTMENT BUDGET $180 10-85-5122 Constable Increase r Grp Insurance Pct 3 in expenses 50 F INCREASE TO DEPARTMENT BUDGET $50 10-86-5120 JP Pct 2 Increase Retirement in expenses 582 10-86-5122 Increase Grp Insurance in expenses 50 INCREASE TO DEPARTMENT BUDGET $632 10-87-5530 Purchasing Reallocation Trv/Meals/Lodging of funds ( 215) 10-87-6210 Reallocation Off Furn/Equip of funds 215 t r NO INCREASE TO DEPARTMENT BU DGET r INCREASE TO GENERAL FUND BUDGET $330,500 F i 1 INCREASE TO GE • NERAL FUND REVENUE $30165 VO PAG,. 4 F