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HomeMy WebLinkAbout2005-06-28-9:00AM-RegularFILED ZOOS JUN 2 U P 2: 0 2 BRAZOS COUNTY i,,, ,q eouHrY CLERK BRYAN, TEXAS a~iAZUS GuU~~TY. BRYAN. TEXAS gY~ ~&BEPUTY NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE CC SESSIOP OF THI BRYAN, 1. In 2. C: Consider 3. Bi 4. Pe 5. Pa MISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR ON 28 JUNE 2005 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM BRAZOS COUNTY COURTHOUSE, 300 E. 26TH STREET, SUITE 115, and Pledge of Allegiance - Commissioner Wassermann for citizen's input and/or concerns. take action on agenda items 3 -11: Amendment 04/05-33.1 thru 04/05-33.5. Change of Status. of Claims. 6. R f wal of the Interlocal Agreement with the City of Bryan for housing City of Bryan pr ners in the Brazos County Jail. Term of agreement is 1 October 2005 until 30 Se mber 2006, and renewed annually thereafter unless notice of intent to terminate the ag ment is provided. 7. T Refund Applications for the following: A-Z Club for Tots & Kids, Inc. d. Donald & Brenda McClure CA New Plan Asset Partnership e. Patrick Murphey Butler 8. D Laration of surplus property as "salvage" that was advertised for sale in accordance wi ocal Government Code §263.152 and received no bids, and authorization for either de ction or other disposal. Office of t County Judge • 300 East 26`h /St. Gee Suite 114 Bryan, Texas 77803 . Fax: (979) 361-4503 VOL (9 FASE :2 ~ o~ Commissioners Court Agenda 28 June 2005 Page 2 9 for permission to accept property donated to Brazos County by Citibank of 10. ewal of the contract with ACS/Government Records Management for services r dered to the County Clerk's Office. Term of agreement is 10 July 2005 to 9 July 2008 s ject to the annual appropriation of funds by this Commissioners Court, and with two t lve month renewal options thereafter. 11. Bf#zos County Treasurer's Report for the Month of May 2005. 12. Announcement of interest items and possible future agenda topics. i 13. C 1 for citizen input and/or concerns. 14. A ncy / Board / Committee reports by Court members. 15. A ourn The Brazos ounty Courthouse is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive ices must be made two business days before the meeting. To make arrangements, call (979) 361-4102. COMMISSIONERS' COURT REGULAR MEETING JUNE 28, 2005 A regular meeting of the Commissioners' Court of Brazos C nty, Texas was held in the Brazos County Commissioners C' rtroom in the Courthouse in Bryan, Brazos County, Texas, b inning at 9:00 a.m. on Tuesday, June 28, 2005 with the f4jlowing members of the Court present: Randy Sims, County Judge, Presiding; Lloyd Wassermann, Commissioner of Precinct 1; Duane Peters, Commissioner of Precinct 2; Kenny Mallard, Commissioner of Precinct 3; Carey Cauley, Jr., Commissioner of Precinct 4; Karen McQueen, County Clerk. The attached sheet contains the names of the citizens and officials that were in attendance. Commissioner Wassermann gave the invocation and led the pltdge of allegiance. Under citizen input/and or concerns, the following spoke: Demetrios Basdekas Commended the Court for not proceeding with the original plan for the Expo Center. Some Road and Bridge Departmental f ds were used for the Expo Center site preparation because ijI was cheaper to do it in house. He doesn't feel money s#uld have been taken from the Road and Bridge Department b get. He proceeded to bring up the agreement with the City 1 (0 ( g Page 0 Cc n issioners Court meeting June 28, 2005 2 o Bryan for utilities and taking on more expense with the H lth Department. He said that he did not think this was a ropriate and that the Court should consider moving money b' k to the original budget from the Expo Center budget. He c tinued by addressing the salaries of the county employees w# make less than those working in each of the cities. He aj' ed the Court to take another look at the employee salaries. Hi l then asked the County Judge and Commissioner Mallard if t y are members of the Research Valley Partnership and if t y were, what did they think about the decision to sell D isionOne? The County Judge then gave Mr. Basdekas a two ( minute time warning and said that he did approve of the s e of the property. Commissioner Mallard said he did not w the exact amount but it was sold for more than it was bl:*ght for. The County Judge said he would put Mr. Basdekas o the mailing list for the Research Valley Partnership so l t i t he can attend these public meetings and get this i ormation. Mr. Basdekas repeated his request that the Court r ember the County employees during budget consideration. T County Judge then said that Forbes Magazine had rated B zos County 15th on the Best Place to Live-Metro Area List. 1l The Court next considered Budget Amendment #04/05-33.1 t ough 33.5 that would transfer funds from Contingency to & Page ,-2 ~O 6 C issioners Court meeting June 28, 2005 3 Court Support Costs, reallocate funds for the Sheriff's office ( Brazos Center and Constable, Precinct 3. On motion by C issioner Peters, seconded by Commissioner Cauley, the C curt voted unanimously to approve the budget amendment as s mitted, a copy of which is attached. The Court proceeded to consider the change of status of employees as submitted on the attached Personnel Action R uests. On motion by Commissioner Peters, seconded by C issioner Wassermann, the Court voted unanimously to a rove the changes as submitted. The Court next considered the following Claims as submitted by the County Treasurer for payment: 7008273 through 7008510 0 _ motion by Commissioner Peters, seconded by Commissioner C ley, the Court voted unanimously to approve the Claims as s mitted. The next matter for consideration was the renewal of the I erlocal Agreement with the City of Bryan for housing City o Bryan prisoners in the Brazos County jail. The term of the a eement is from October 1, 2005 through September 30, 2006. T cost to the City of Bryan will be $35.00 per city prisoner p day housed in the Brazos County jail. On motion by C rpmissioner Cauley, seconded by Commissioner Peters, the 0 Page a2 C issioners Court meeting June 28, 2005 4 C rt voted unanimously to renew the Interlocal Agreement with t1te City of Bryan. A copy is attached. The next matter for consideration was approval of tax r and applications from the following individuals and/or c panies: a) A-Z Club for Tots and Kids, Inc., payment in error $486.29 b) CA New Plan Asset Partnership payment in error $17,021.64 c) no item c d) Donald & Brenda McClure, Over Payment $30.00 e) Patrick Murphey Butler, Over Payment $49.97 0 motion by Commissioner Peters, seconded by Commissioner M lard, the Court voted unanimously to approve the tax refund a lications. The Court next considered the declaration of surplus p perty as salvage. This property was advertised for sale in a ordance with Local Government Code §263.152 and received no b' s. On motion by Commissioner Peters, seconded by C issioner Mallard, the Court voted unanimously to declare t property as salvage and authorized its destruction or o er disposal. The Court next considered authorizing acceptance of d ated property from Citibank. Brazos County has been offered the attached list of items. On motion by Commissioner C ley, seconded by Commissioner Peters, the Court voted 1 & 7 Page &7 Cc h missioners Court meeting June 28, 2005 5 u' nimously to accept the donated property. The next matter before the Court was the renewal of a C#tractual Agreement between Brazos County and ACS/Government Rq, ords Management for services rendered to the County Clerk's Office. The contract commences on July 10, 2005 and terminates o July 9, 2008. On motion by Commissioner Cauley, seconded b Commissioner Peters, the Court voted unanimously to renew t1. IP ' contractual agreement with ACS/Government Records M agement. A copy of the contractual agreement is attached. On motion by the County Judge, seconded by Commissioner C ley, the Court voted unanimously to receive, approve and o er filed as submitted the Treasurer's report for May 2005. A copy of which is attached to and made a part of these utes. Under announcement of interest items and possible future ajtnda topics the following spoke: Commissioner Mallard a) Told everyone that hurricane Greg will hit the coast by noon. It's all virtual reality and Emergency Management is conducting this practice session. Commissioner Cauley a) Asked if anyone was aware of a waste water meeting tonight. He received a call with no name or number left. There was no citizen input and/or `concerns. `f U 1 67 Page 02 C issioners Court meeting June 28, 2005 6 Under Agency/Board/Committee reports by Court members, t' following spoke: Commissioner Mallard a) He will be driving to Conroe today to look at their Expo Center. There being no further business to come before the Court, t' meeting was adjourned. 1 6 / Page °2& 7 T' foregoing minutes of the Commissioners Court meeting held J e 28, 2005 have been examined and re approved in open C rt this the day of 2005, in Bryan, B' zos County, Texas. y ms Lloyd assermann Judge Commissioner, Precinct 1 \J_ ( - D E*n(e Peters C 4imissioner, Precinct 2 C~$ey Cailey, Jr. Ciss over, Precinct Aftest : le en McQueen C my Clerk 1 6~ Page Kenny Mallard Commissioner, recinct r a ~o BRAZO COUNTY COMMISSIONERS COURT MEETIN ON g 2005-AT ,`0v N We Organization/Department X i A'l ~ air A E BRAZOS COUNTY, TEXAS members 4 G The 2005 following THE By: BUDGET AMENDMENT(S) FOR THE 2004-2005 BUDGET YEAR NO. 04/05-33.1 thru 04/05-33.5 the 28`h day of June 2005 at a regular meeting of the Commissioners' Court, the following e present: ly Sims, County Judge, Presiding d Wassermann, Commissioner, Precinct 1 cane Peters, Commissioner, Precinct 2 enny Mallard, Commissioner, Precinct 3 y Cauley, Jr., Commissioner, Precinct 4 n McQueen, County Clerk g proceedings were held: T WHEREAS, on 28 June 2005 the Court heard and approved a budget amendment for the 2004- year for Brazos County, Texas; and 6, an expenditure is necessary due to the necessity to meet unusual and unforeseen could not be reasonably included in the original budget adopted 25 August 2004 the cent(s) to the original are hereby authorized, as described on the attached page(s). D AND APPROVED this the 28`'' day of June 2005. 'COURT OF BRAZOS COUNTY, TEXAS. County Judge Original: County Clerk's Office and attached to the original budget Copies: County Auditor County Treasurer Commissioners' Court Minutes OL (9 YPE BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 04/05 - 33.1 6/?Ri2nn,; FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 11001500 1130000 CR Contingency 200,000.00 0100 11010000 1040000 DR Contract Placement 200,000.00 Court Supp t Costs: To reallocate nds from the County's Contingency to Court Support Costs to cover the expected increase in c tract placement expenditure. I T Approved By, ' Date', ~nEa2C BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 04/05 - 33.2 6/28/2005 FD DIV ACCT PROD DR/CR ACCOUNT NAME Increase Decrease 0100 28000100 5950000 CR Vehicle Maintenance 3,000.00 0100 28000100 0600000 DR Office Supplies 3,000.00 (Sheriff - Ad!Rn: I ITo reallocate ~$nds from Vehicle Maintence to cover the increase in office sunnly exDendit„re_ . { , A. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 04/05 - 33.3 6/28/2005 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 28000100 5950000 CR Vehicle Maintenance 1,000.00 0100 28000100 1500000 DR Rental - Equipment 1,000.00 Sheriff - Ad n: To realloca te ds from Vehicle Maintence to cover the expected increase in a ui ment rental expenditure. p 114 ~A C 1E IiI5 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 04/05 - 33.4 6/28/2005 FD DIV 11! 1 ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 30301100 [167890000 CR Vehicle Equipment 500.00 0100 30301100 5950000 DR Vehicle Maintenance 500.00 Constable 11.3: To reallocat funds from Vehicle Equipment to Vehicle Maintenance. (0 ~ P-~L 2?7(e BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 04/05 - 33.5 6/28/2005 FD DIV 1,1 ACCT PROD DR/CR ACCOUNT NAME Increase Decrease 0100 36500100 7286000 DR Minor Equipment 700.00 0100 36500100 5050000 CR Building Maintenance 700.00 Brazos Centft - To replace funds moved from Minor Equipment to Minor Computer Hardware for purchase wireless hub. PERSONNEL CHANGE OF STATUS REQUESTS Com Dep Purp issioner Court Date: June 28, 2005 ent Submitting Information: Human Resourses a of Submissions: Consider and Take Action on Change Requests Dep ment Submitting Employee Request Action Requested Req st(s) Applies To Juve le Services Jackson, Tyrone State Stipend Potter, Kelly Terminated Davis, Rhenae New Hire Dorsey, Susana New Hire Kerr, Keith New Hire Appr 4 ed in Commissioners' Court: June 28, Coun Judge's or Commissioner's Signature: (This opy to be attached to minutes) RESOLUTION NO. 2q9 o AUTHO ZING THE MAYOR TO SIGN, ON BEHALF OF THE CITY OF BRYAN, AN INTERL AL AGREEMENT BETWEEN THE CITY OF BRYAN, AND THE COUNTY OF BRAZO FOR HOUSING OF CITY OF BRYAN PRISONERS AND PROVIDING AN EFFECT DATE A RESOL4TION OF THE CITY COUNCIL OF THE CITY OF BRYAN, TEXAS WHERE , This Agreement between the City of Bryan, a political subdivision of the State of Texas, and the Count of Brazos, a political subdivision of the State of Texas, is made pursuant to the provisions of the Interlo 1 Cooperation Act, V.T.C.A., Government Code, Chapter 791. WHERE , it has been found and determined by the Commissioners' Court of the County of Brazos, Texas, an y the City Council of the City of Bryan, Texas, that utilizing only one jail facility to serve the law enfor ment agencies of the City of Bryan and the County of Brazos shall result in increased efficiency d economy to the citizens of the County of Brazos; the County of Brazos Jail and its attendant facilities are adequate enough to serve the law agencies of both the City of Bryan and the County of Brazos; and WHERE A% the County of Brazos and the City of Bryan desire to enter into an agreement by which the County of razos will house in its County Jail, and offer care for, prisoners of the City of Bryan. NOW TH FORE, BE IT RESOLVED BY THE CITY COUNCIL OF BRYAN, TEXAS, THAT: The May is hereby authorized to execute on behalf of the City of Bryan, an Inter local Agreement between t City of Bryan and the County of Brazos for the housing of City of Bryan prisoners. A copy of the A ment is attached hereto as Exhibit "A" and is incorporated herein by this reference for all purposes. This resold on is immediately effective upon passage and adoption. PA J; SED AND APPROVED this day of-W6y, 2005, by affirmative vote of the Bryan City Council m " tmg in regular session. ATTEST: Mary Lynn. Stratta, City Secretary APPROV AS TO FORM: AM v~ TY OF B YAN Ernie Wentrcek, Mayor Michael J. Wsentino, City Attorney ,A 6 ~PAG` E ( 2 INTERLOCAL COOPERATIVE AGREEMENT PROVIDING FOR THE HOUSING OF PRISONERS FROM CITY OF BRYAN, TEXAS IN THE COUNTY OF BRAZOS, TEXAS JAIL THE STAN OF TEXAS BRAZOS This Agre ent between the City of Bryan, a political subdivision of the State of Texas, and the County of Brazos political subdivision of the State of Texas, is made pursuant to the provisions of the Interlocal operation Act, V.T.C.A., Government Code, Chapter 791. WHEREA it has been found and determined by the Commissioners' Court of the County of Brazos, Texas, an by the City Council of the City of Bryan, Texas, that utilizing only one jail facility to serve the law enfor ent agencies of the City of Bryan and the County of Brazos shall result in increased efficiency d economy to the citizens of the County of Brazos; the County of Brazos Jail and its attendant facilities are adequate enough to serve the law agencies of both the City of Bryan and the County of Brazos; and WHEREA the County of Brazos and the City of Bryan desire to enter into an agreement by which the County of razos will house in its County Jail, and offer care for, prisoners of the City of Bryan according the terms and conditions as set forth herein; NOW, THZEFORE, for and in consideration of the mutual covenants, agreements, and benefits to the parties her " named, it is agreed as follows, to-wit: I. PT*POSES OF AGREEMENT 1.01 Th urposes of this Agreement are to provide a method whereby prisoners formerly housed in the Cityof ryan jail can be transported directly to the Brazos County Jail for confinement. H. T OF AGREEMENT 2.01 Th Agreement shall commence on the 1St day of October 2005, and extend for a term of one (1) year until t 30'h day of September 2006. Thereafter, it may be renewed annually unless either party issues noti of intent to terminate as outlined in Section XV of this Agreement. III. DFXINITIONS 3.01 Ci risoner means an individual who has been arrested by a City of Bryan peace officer solely for a charg ! which is punishable by a fine only. These charges include, but are not limited to, warrants issued by tt 10 City of Bryan Municipal Court Judge for offenses such. as Disorderly Conduct, Public Intoxicatio , or other offenses classified by State law as a Class C misdemeanor offense. A person who is arrested for o Class C misdemeanor offense, in addition to any other offense of a higher Criminal classificati44 will not be considered a City prisoner. 3.02 Sta Prisoner means an individual who has been arrested by a City of Bryan police officer for a Charge whi s classified by State law as a Class A or Class B misdemeanor, or a felony offense; or an individual To' has been arraigned by the Municipal Court Judge. VIII. WDICAL ATTENTION 8.01 If i is obvious that immediate medical attention is needed by any individual at the time of arrest, or while t individual is still in the custody of the City of Bryan's arresting officer, the City of Bryan is solely res nsible for attempting to obtain satisfactory medical attention for such individual prior to such individual eing delivered to the Brazos County Jail. 8.02 T County of Brazos agrees to offer all City prisoners which have been booked into the Brazos County Jai 1. the same level of medical treatment received by State prisoners for routine medical treatment in the Bra is County Jail Infirmary at no additional cost to the City of Bryan. The City of Bryan will be advised of i y medical problem(s) that a City prisoner may develop. If a City prisoner develops a major medical p lem which requires immediate hospitalization or emergency room services, the Brazos County Jai physician will stabilize the patient affected to the extent it is practical to do what is necessary for stabili ion prior to transfer, and the City of Bryan Police Department will be notified. However, if the appar condition of the patient-prisoner is such that it appears to the health care provider in the Brazos Co ty Jail Infirmary to be an emergency and delay could be harmful or possibly life-threatening, immediate ospitalization will be deemed necessary and the transfer will be immediate. The City of Bryan will be notified as soon as practical under these circumstances; however, the City of Bryan's consent fo uch transfer under these circumstances will be unnecessary and the City of Bryan will be responsible or the medical services costs incurred by a City prisoner under such circumstances. 8.03 If y major medical problem of a City prisoner as described in §8.02 hereof is determined to have been used by the act, omission, and/or negligence of the County of Brazos, its employees, and/or its agents, en the County of Brazos is solely responsible for paying any and all medical expenses related to such ini Y. IX. RI$LEASE OF PRISONERS 9.01 Cprisoners are not to be released prior to serving their fines, including any credits allowed by law witho he permission of the Municipal Court judge. X. 10.01 Th City of Bryan agrees to pay the sum of Thirty-Five Dollars ($35.00) per City prisoner per day housed in t Brazos County Jail, payable monthly on or about the 5`f' day of each month during the term of this Agri ment. The County Sheriff will forward to the City of Bryan Police Chief a documented invoice de " ling the payment to which the Count of Brazos is entitled for the previous month. 10.02 A sorer day for the purpose of computing the charges to be paid by the City of Bryan to the County of azos means any period in excess of four (4) hours within any twenty-four (24) hour period beginning 12:00 midnight of a given day prior to arraignment by a City Magistrate except for City ordinance lations not represented in State law. Such costs may be audited each August during the term of this Agr ment and any subsequent renewal term of the Agreement and will be readjusted (either increased o ecreased) each year beginning on October 1St, based on the previous year's historical data on the actu cost of holding prisoners. XI. INSPECTION OF BOOKS AND RECORDS 91-1 11.01 T1 ~ ' County of Brazos will maintain complete books and records of all City prisoners. Books and records m be inspected at any time during regular business hours. 11.02 O or before the one-hundred-twentieth (1200) day after the end of the County of Brazos' fiscal year, the unty of Brazos will supply the City of Bryan an annual statement of all applicable bookings received a he Brazos County Jail on behalf of the City of Bryan during the preceding fiscal year. Such annual sta ents shall be prepared in such detail and on such forms as are determined to be mutually satisfacto to the County of Brazos and the City of Bryan. The City of Bryan, by written notice to the Brazos C ty Auditor's Office, may request other financial or statistical reports from the County of Brazos fro: time to time. 11.03 TI ~ County of Brazos will keep available for a period of three (3) fiscal years after each year of operations' he records of account of County of Brazos for such year and other pertinent information required b the provisions of this Agreement. Such records of account shall be accessible during usual business h s to the City of Bryan or its duly authorized agents or auditors for the purpose of verifying the inform ion set forth in any annual statement, as described herein, or for the purpose of verifying complianc y the County of Brazos with the terms of this Agreement. 11.04 U n written notice at any time within three (3) years after the end of any fiscal year of operations he City of Bryan may cause, without cost to the County of Brazos, an inspection and audit to be made o he records of the County of Brazos relating to the operations on the City of Bryan's behalf. Such audit ill be made to determine the correctness of the computation of payments made in the annual statement r the preceding year. If, as a result of such inspection and audit, it is established that refunds are due the ity of Bryan, the County of Brazos shall, upon written notice by the City of Bryan, pay such refunds wi in thirty (30) days of such notice and the City of Bryan will do the same if the computation is reverse. XIL L)WAL RESPONSIBILITY 12.01 Th~ City of Bryan shall be responsible for all suits, claims, damages, losses, or expenses, including r 0, sonable attorney's fees, arising out of the City of Bryan's performance or non-performance of the se s and duties herein stated, but only in regard to transfer of prisoners by the City of Bryan and duties rein assigned to the City of Bryan and specifically excluding the actual incarceration of prisoners the County of Brazos. The City of Bryan retains full responsibility for each prisoner until that prison has been processed into the Brazos County Jail. 12.02 T County of Brazos shall be responsible for all suits, claims, damages, losses and expenses, including r , sonable attorney's fees, arising out of the County of Brazos' performance or non- performan of the services and duties herein stated, buy only in regard to the actual holding and incarcerate of prisoners by the County of Brazos in the Brazos County Jail and specifically excluding the transfe f prisoners to and from the Brazos County Jail. XIII. OVIER AGREEMENTS 13.01 It i expressly understood and authorized by the approval of this Agreement that the City of Bryan thro h its Chief of Police and the County of Brazos through its County Sheriff shall enter into a separate a ement or agreements regarding the day to day operation of housing prisoners in the Brazos County Jai > so long as the agreements do not conflict with the Agreement and do not create additional pecuniary 44ligations on the part of either party. These agreements may include, but are not limited to, booking pr edures, identification procedures, warrant checks and records keeping. .y ~f~-;~ , 8~ XIV. TU MINATION 14.01 E h party to this Agreement may terminate it by giving ninety (90) days prior written notice. The Co= of Brazos shall provide such notice to the City Manager. The City of Bryan shall provide such notic to the Brazos County Judge. Such notice of termination shall be given by registered mail, return rec t requested, to the appropriate party at the following addresses: CITY OF111$RYAN, TEXAS: City Man er P.O. Box 00 Bryan, Te s 77805 XV. SAVINGS CLAUSE BRAZOS COUNTY, TEXAS: The Honorable Presiding County Judge Brazos County Courthouse 300 East 26"' Street Bryan, Texas 77803 15.01 If a or more provisions or terms contained in this Agreement shall, for any reason, be held invalid, ill al, or otherwise unenforceable, such invalidity, illegality, or unenforceability shall not affect any other vision or term hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision or term had never been contained herein. ATTEST: by Bryan City Council at a regular meeting held on the I day of UVU- , 2005. City Secretary CITY OF BRYAN: 00 ~a'tA) gta5 --,0' Ernie Wentrcek, Mayor V AS TO FORM: J. o tmo, City Attorney by Brazos County Commissioners Court at a meeting held on the day of , 2005. AYYK TO SU STANCE: Chris Kirk Brazos Co tv Sheriff si! i3L-6WFA(.';E A9- $3 REQUEST FOR SALVAGE DESIGNATION 1. jen's TV (6) Non working 2. TV (8) Non Working 3. Watches (2) Unknown condition 4. Typewriter Unknown Condition 5. sses (1 sunglass) and (1 regular) Prescription Unknown 6. 11 Laptop Computer Unknown if Works 7. airs (2) Broken This pro y was offered to Brazos County departments with no response, then advertised at public au ion with no bids received. THE EMS LISTED ABOVE ARE APPROVED FOR LVAGE DESIGNATION: Randy Pims,,Vounty Judge date Vo~tlo 4AGEaB~ REQUEST APPROVAL OF DONATED PROPERTY 1. oden Desk (3) 2. S' all Shelf (1) 3. A. 3 moire 4. 4 rawer fire proof file cabinet (4) 5. 2 awer card cabinets (3) 6. eral file cabinet (1) This proplrty was donated to Brazos County from Citibank or Texas . THEOPERTY LISTED ABOVE IS ACCEPTED AS DONATED PROPERTY FROM CITIBANK OF TEXAS: Randy Mige, County". udge date VO & &UGE ~ i Y r CONTRACT FOR FULL SERVICE COMPUTERIZED. INDEXING, CICAL IMAGING SYSTEMS AND SERVICES FOR VITAL AND REAL PROPERTY RECORDS, BRAZOS COUNTY, TEXAS STATE F TEXAS § § KNOW ALL MEN BY THESE PRESENTS: COUNT OFBRAZOS § This Co act for Full Service Computerized Indexing, Optical Imaging Systems and Services for Vital d Real Property Records (herein the "Contract'), is made and entered into by and between RAZOS COUNTY, a political subdivision of the State of Texas, on behalf of its County rk, hereinafter referred to as "Client", and GOVERNMENT RECORDS SERVICES, n/k/a A /Government Records Management, 2800 W. Mockingbird Lane, Dallas, Texas 75235, h einafter referred to a "Provider". RECITALS EREAS, the Provider provides microfilming, indexing and storage and maintaining on-line t Real Property Records and Vital Statistics Recordsfor various counties throughout the state of T as; and WEREAS, Brazos County wishes for Provider to microfilm, index, store and maintain Brazos C my Records on-line. NOW T IREFORE, KNOW ALL MEN BY THESE PRESENTS that for and in consideration of the s ces and product stated herein the parties agree to the terms and conditions set forth herein. CONSIDURATION Client a s to pay for Real Property Recording, Full-Service Computerized Indexing, and Optical Inilging Systems and Internet Services, as those services are described, as follows: Set Exhibit "A" attached - Pricing of Systems and Services "B" attached - Equipment "C" attached - Description of Processing ibit "D" attached - Vitals Conversion Agreement 97-3084Service reement - 5.23.05 -Final "s ON"TE tow Page 1 of 18 T Exhibit "E" attached - Description of Computerized Indexing System B, C, D, and E are attached hereto and made a part hereof for all purposes. The co of these Systems and Services have been negotiated by the General Services Commi ion of the State of Texas. These negotiated prices are offered to Brazos County through the QIS Catalogue Purchasing Program of the General Services Commission. DURATION This Co act shall commence on July 10, 2005 and shall expire on July 9, 2008, subject to the annual propriation of currently available funds by the Brazos County Commissioners Court. Client all have two twelve month renewal options to commence upon expiration of the previous term upon the same terms and conditions stated herein. The Client shall notify the Provide n writing of its decision to exercise this option 30 days prior to the expiration of the original rm. Such renewal terms shall be upon the same terms and conditions as set forth herein. OF INTEREST No publ official shall have interest in this Contract, in accordance with Vernon's Texas Codes Annotat 4 Local Government Code Title 5, Subtitle C, Chapter 171. All info ation disclosed by Client to Provider for the purpose of the work and services to be done in rformance of the Contract, or information that comes to the attention of the Provider during course of performing such work is to be kept strictly confidential. Provider shall not publish, istribute, or reproduce in any way the Client's records without the express written authoriz on of the County Judge of Brazos County or the Brazos County Clerk. S stored forth in 9 AND PROCESS resents that the mechanical process to be used to create the records to be imaged and nder is as set forth on Exhibit "C". Provider further warrants and represents that the stem to be leased hereunder shall conform to the specifications and descriptions set ibit "E". Agreement - 5.23.05 - Final Page 2 of 18 r ORDERS No oral tatement of any person shall modify or otherwise change, or affect the terms, conditions or spec cations stated in the contract. All change orders to the Contract shall be made in writing and si d by both parties. Either party may request a change order. Within S days of receiving or initi ng a written change order, Provider will prepare a written cost estimate and schedule for the req sted change to Client. All technology or service related change orders shall be agreed to by Pro er and the County Clerk. If a change order effects the cost of the Contract, or any term not des 'bed above, such change order must be submitted to the County Commissioners Court for ap val. Such change order shall be considered at the next regularly scheduled Commi Toners Court hearing after such change order is submitted and for which adequate notice i ossible under the Texas Open Meetings Act. ASSI The Proder shall not sell, assign, transfer or convey to any third-party this Contract in whole or in part, thout the prior written consent of the Brazos County Commissioners Court. INDEMNIFICATION Provide hall defend, indemnify and hold harmless Brazos County and all of its officers, agents and em yees from all suites, actions, or other claims of any character, name and description brought r or on account of an injuries or damages received or sustained by any person, persons, or prope y on account of any negligent act or fault of the Provider, or of any agent, employee, subcontr for or supplier in the execution of, or performance of this Contract. Provider shall pay any jud ent with costs which may be obtained against Brazos County growing out of such injury or amages. SALES Brazos aunty is by statute exempt for the State Sales Tax and Federal Excise Tax; therefore, the price all not include taxes. DESIGlJaI STANDARDS, AND PRACTICES Services be furnished by Provider must conform to the highest standards of practices in the industry. be digitized microfilm to be processed pursuant to this Contract shall meet the highest standard f the industry and shall conform to the standards adopted subsequent to the date of this Agr ent, if any, by the American National Standard's Institute and/or the Texas State Library Archive Commission. 97-3084Servi ~jeement - 5.13.05 - Final V0 Page 3 of 18 COMP14IANCE WITH GOVERNING LAWS All self ices provided for herein must comply with all federal, state, county and local laws govemi or covering the type of services included in this Contract. PATEPIIFS/COPYRIGHTS If any c im is asserted or action or proceeding brought against the Client which alleges that all or any of the Software provided hereunder in the form supplied by Provider, or the Client's use the f, infringes or misappropriates any United States copyright or patent, or any trade secret, ntact, license, grant, or other proprietary right, the Client shall give Provider prompt written tice thereof. Provider shall defend any such claim or action with counsel of Provider's choice d at Provider's expense and shall indemnify the Client for any costs, including reasona attorney's fees, incurred by the Client in connection therewith. The Client shall coopers fully with and may monitor Provider in the defense of any claim, action or proceeding and wil make employees available as Provider may reasonably request with regard to such defense, ubject to the reimbursement by Provider of all costs and expenses occasioned by Client's operation in such defense. If the S ware is, in either Client's or Provider's opinion likely to become or does become the subject a claim of infringement or misappropriation of a copyright, patent, trade secret or other co ractual or proprietary right, or if a temporary restraining order or other injunctive relief is enter against the use of part of or all of the Software, Provider shall at its sole cost and expense elect one of the following remedies, which selection shall be in Provider's sole 1li Promptly replace the Software with a compatible functionally equivalent, noninfi-inging and/or nonrestrained Software; or 2 Promptly modify the Software to make it noninfiinging; or 3 Promptly procure the right of the Client to use the Software as intended. Provider hall, at all times, maintain sufficient insurance coverage to protect Client from all reasonab loss by liability claims arising out of Provider's performance or lack of performance of this C tract. If Provider materially changes or cancels any insurance policy required by this Contract,[ rovider shall give Client prompt written notice of same. Provider which ar ,,es to provide Client, upon Client's request, with all insurance certificate(s) needed, remain in force throughout the entire term of this Contract. - 5.23.05 - Final ~ 9~~ Page 4 of 18 T INVO Invoices11hall be mailed directly to: norable Karen McQueen os County Clerk os County Courthouse 3 E. 26`h Street, #120 BMyan, Texas 77803 The invokes shall show: III I Name and address of Provider. Detailed breakdown of all charges for the services or products delivered stating any applicable period of time. Invoices all be based upon actual services rendered and actual hours of performance and/or products elivered. PA Agreed p ents will be made by Client to Provider upon receipt and acceptance by Client of all complete services and/or products ordered and receipt of a valid invoice in accordance with V.T.C.A. overnment Code Section 2251.021. Y OF HARDWARE EQUIPMENT Provider " all replace the computer hardware and other equipment currently in use by Client with the 11 dware and equipment set forth on Exhibit "B" and thereafter as needed, on Client's premises r use of Client during the term of this Contract. Subject to the terms hereof, the title and poss sion of the hardware and other equipment furnished by Provider shall at all times, after deli ry to Client, be and remain the sole and exclusive property of Provider. Provider all permit the use and operation of the equipment currently being leased by Client from Pro der simultaneously with the new equipment for as long as 3 weeks as a back-up system it the Client is assured the new equipment is working properly. Such old equipment will conti a in use during that time at no additional cost to the Client. The hard are and equipment furnished Client according to this Contract shall not be used by Client du g the time period of this Contract except in the furtherance and performance of the specific t s of this Contract. .b -5.13.05-Final Page 5 of 18 i Any erating software that Provider has received from the manufacturer of the hardware or vend of the hardware shall be delivered to Client for its use, subject to the rights retained in such (perating software by such manufacturer or vendor and shall at all times remain the pro of Provider. Provider retains all proprietary right to such operating software. Upon a availability of the new equipment, Provider shall schedule Client for System Instal 'on. Provider will give Client an estimate time and schedule for installation. Provider shall a its best effort to perform in a timely manner. Provi will provide one (1) additional Public Workstation for each year of the agreement begi g July 10`x, 2006. These additional workstations will be included in the existing service at no ditional costs to Brazos County. The additional workstations will be installed and suppo in a manner consistent with the terms of this agreement. SITE PREPARATION Client ll provide at its own expense a site adequate in space and design for the installation and opera n of the hardware. Client shall be responsible to provide (i) a site that is temperature- contro (ii) has the necessary electrical outlet, circuits, and wiring for the hardware, and electri current of sufficient quality and quantity to operate the hardware, and (iii) cooperate with Provi in making arrangements with the local phone carrier for installation of a DSL, ISDN or phone a to the County Courthouse. Any charges due to the phone carrier for installation and month service charges shall be at Provider's expense. Client shall be responsible, at its cost, for the pr( per cabling and wiring of the County Clerk's Office with cabling sufficient to operate the system! escribed herein. Provider shall notify the Client of the type and quality of cabling req ' to service the equipment Provider has no duty to prepare the site for installation of the hardw , except as provided above, but does have a duty to give notice to Client of any inadeq to conditions which it finds regarding the site. INST4LATION AND TRAINING Provid shall have the duty to install or reinstall, if appropriate, the hardware at the site desi by Client Provider shall also have the duty to provide the adequate and necessary train. as determined in Client's sole judgment, of Client's employees for the operation of the above cribed hardware and for the understanding of the use of the software. If requested by Client, rovider will furnish additional training at Client's site to compensate for any employee tumov or Software upgrade, and to ensure Client's ability to fully utilize all hardware provid All installation and training is included in the prices set forth in Exhibit "A". Yrovid grants to Client the non-exclusive right to use the services and software of Provider listed 's Contract during the term of this Contract; such right specifically excludes the right dgreemcmt - 5.23.05 - Fain! Page 6 of 18 formats, J W ubroutines, processing techniques and procedures, and report generation which were )n behalf of Client, subject, however, to the section of this Contract entitled "Title to Media". As part of this Contract, Client is granted a non-exclusive license to use these AND DISCLAIMER Services be performed by Provider will be done by qualified personnel, properly supervised, and will eet such other specifications as are mutually agreed upon by the parties. Provider further m ii ants and represents that the hardware and software together will perform the purpose for whic the system is being rented. Provider warrants that each delivered and installed product will be i good operating condition on the day it is accepted. If any delivered material or product is not in good operating condition on the date of installation, Provider will make adjustments, repairs, d replacements necessary to place the product or material in good operating condition as prom p ly as possible after installation. If Provider can not make the system operable after adjustm t or repairs within 5 days of installation, Provider will install new hardware and/or CARE AND USE Clients 11 protect the hardware and software furnished by Provider from deterioration other than no al wear and tear; provided however, should such hardware or software become damaged hrough the acts or omissions of the Client, including negligent acts, Provider shall repair or ieplace at Provider's expense. During the period of this Contract, Client shall not use the syste s furnished by Provider according to the Contract for any other purpose other than that for whic they were designed and only for the purposes intended for the performance of this Contract. Parties agreed that the cost of hardware maintenance service is included in the charges as stated Exhibit "A". Provider assumes the obligation to repair and maintain such systems in good op ting condition and repair at all times during the term of this Contract at Provider's sole exp se and at no expense to Client, other than the charges shown on Exhibit "A". The Che shall not, without prior written consent of Provider, affix or install any accessory equipme or device on the hardware that will either impair the originally intended function or use of su hardware. Client will not move the hardware or permit the removal of any hardware from the original installati site without Provider's prior knowledge. SUPPO Provider J*s its only customer support and development center in Dallas, Texas. It is staffed by approxi ely 50 highly competent system certified support people. This center only supports 97-3084Servi ~greemenl - 5.23.05 - Final 473 Page 8 of 18 single call a rest on all 's products and services. It handles hardware and software calls. Provider serves as the int of contact for all support and maintenance issues for its customers. s philosophy is to insure that if a customer has a problem they can access the customer enter by 800-phone number and receive immediate attention via an operator. No phone i will ever occur. All problems identified by phone shall be resolved within 24 hours. will dial-in to the Records Management and Imaging System and perform proactive s well as normal maintenance and software problem resolution. Provider will guarantee e or resolution by 12:00 of the next business day if a problem is reported by 5:00 PM, blems identified, in the Client's sole opinion, to be of high or emergency severity. Provide will maintain in conjunction with the System Design Specification a problem log that details customer requests; regardless as to whether they are scope issues, software problem reports enhancement requests. This log shall be available to all customer and project personnel at all ti s. Each issue identified in the log will contain a date of submission and the name of the person bmitting the request. As a function of Provider status reports, Provider will provide a summarV of the number of issues opened, the number of issues closed, issues requiring manage rent attention (such as contractual issues), and copies of all resolved issues (resolution forms) florn the pervious month. It is the intention of Provider to have all issues resolved as soon as nossi e. TITLE VO RECORDED MEDIA It is ex ssly agreed by Client and Provider that title to all media recorded pursuant to this Contract' n any form, (including, but not limited to: silver halide microfilm, ROM disks, internet images,, u d any other magnetic recording) shall belong to the County Clerk of Brazos County. DEFA The occq*ence of any one or more of the following events shall constitute a default under this • Failure by Provider to perform any term, covenant or condition of this Contract, which default shall continue for a period of fifteen (15) days after Client furnishes Provider written notice of such failure to perform; • Failure of Provider to repair or replace faulty or malfunctioning equipment, products, or materials within 48 hours of receipt of notice from the County Clerk, or failure of Provider to furnish adequate and proper training or retraining of Client's employees as deemed reasonably necessary by the County Clerk for Client to properly use the hardware and software of Provider; Failure of Provider to furnish the necessary hardware or software to site of Client as agreed upon herein; - 5.13.05 - Final 7 Page 9 of 18 Except as provided herein, failure of Provider to protect from dissemination, without Client's prior written consent, the data which is indexed and stored by Provider; Failure by Client to pay payments or other amounts payable by Client under this Contract pursuant to the Texas Government Code §2251.021; Failure by Client to perform any term, covenant or condition of this Contract, which default shall continue without the commencement of a cure, for a period of fifteen (15) days after Provider furnishes Client written notice of such failure to perform. Client any in UPON DEFAULT ves the right to enforce the performance of this Contract, in the event of a breach, in prescribed by law. hall reimburse Client for all reasonable costs and reasonable expenses incurred in i with the enforcement of any right or remedy under this Contract, including attorney's fees. Client s 11 reimburse Provider for all reasonable costs and reasonable expenses incurred in connecti with the enforcement of any right or remedy under this Contract, including reasona attorney's fees. Breach the ser Any mail, Client: Contract or default by Provider authorizes Client to terminate this Contract, purchase -s provided herein elsewhere and charge the full increase in costs, if any, to the required or permitted under this Contract shall be in writing and sent by certified al delivery or overnight courier to the following: Honorabl aren McQueen Brazos C( I ty Clerk Brazos C my Courthouse 300 E. 26 Street, #120 Bryan, T s 77803 Provider: David Ivey Vice President ACS/Government Records Management 2800 W. Mockingbird Lane Dallas, Texas 75235 97-3084se4 Agreement - 5.23.05 - Final Page 10 of 18 SOFTWARE TO PROVIDER Upon termination, regardless of cause, or expiration of this Contract, Client shall within 10 days of ch termination or expiration, return all software furnished herein to Provider. Within 15 days " ediately following such termination or expiration of this Contract, a representative of Provi r shall have the right to go onto Client's premises, access all hardware furnished by Provide d remove from such hardware, hard-drives and software furnished by Provider that has bee ownloaded onto such hardware. US If any p vision of this Contract is held to be illegal, invalid, or unenforceable, that provision shall be vered or reformed to be enforceable and the remaining provisions hereof shall remain in full f e and effect. This C hereof. both pa This Co and pei The un and ha` party h been di For the Brazos Brazos 300 E. Bryan, By: / Randy Acting The Cc Brazos ct embodies the entire contract of the parties with respect to the subject matter Contract cannot be modified except by written contract or change order signed by hereto. shall be construed and enforced in accordance with the laws of the State of Texas, ale in Brazos County, Texas. ned officer and/or agents of the parties hereto are the properly authorized officials necessary authority to execute this Contract on behalf of the parties hereto and each certifies to the other that any necessary resolutions extending said authority have ;sed and are now in full force and effect. of this original Contract, time is of the essence. in two (2) originals in Brazos County, Texas on this the day of _ \ c A.l .2005. nty, Texas my Courthouse Street, # 1 ;0780 linty Judge, ilf of, and by the authority of oners Court of Texas PROVIDER: ACS/Government Records Management 2800 W. Mockingbird Lane Dallas, Texas 75235 By: David Ivey, Vice Presiden ment - 5.23.05 - Final aa 9 Page 11 of 18 T A Karen NRQueen, Brazos Oaudv Clerk - 5.13.05 - Final Page 12 of 18 EXHIBIT "A" PRICING 1. 1 Service on the r, II. 11 Service Computerized Indexing: Real Property Records Per Instrument Per Month: 1 - 100 Instruments - $3.98 each 01- 200 Instruments - $3.94 each 01- 1,700 Instruments - $3.68 each 01 - Up - $1.63 each the year 2000, Brazos County Clerk averaged paying $7,400.00 per month for Full mputerized Indexing for Real Property Records. Monthly prices fluctuate depending ber of instruments filed in the County Clerk's office each month. Average Monthly Cost - $7,400.00 ical Imaging System: Real Property Records and Vital Statistic Records Monthly Cost - $3,940.00 4. 5. 6. 7. 97-3084Service In udes the following: 1. Computer hardware, software, hardware upgrades, software upgrades, training, and maintenance. 2. All supplies: Paper, toner cartridges, binders, shelving, cleaning and back-up tapes 3. Digital conversion of imaged Real Property documents to 16mm security microfilm. Installation of DSL, ISDN, or phone line into Brazos County Courthouse and hook-up to hardware. Cost of monthly phone charges for service. Storage of all Brazos County Clerk's security microfilm of Real Property records in temperature/humidity controlled vaults for safekeeping and backup. Storage of Grantee/Grantor indices on magnetic tape for security backup and safekeeping. Monthly and yearly printed Grantee/Grantor indices in alphabetic format - 5.23.05 - Final / ' k q Page 13 0 18 All Real Property images from January 1, 2000 forward will be loaded onto your new system. III. All Real Property images from January 1, 2000 forward will be maintained on- line at www.Texaslandrecords.com. Average Monthly Billing - $11,340.00 Service Computerized Indexing of Property Records, and Optical ,ing System for Real Property ►rds and Vital Statistic Records SPECI NOTE: ACS/G ernment Records Management is responsible for all hardware maintenance, including but not mited to the backing up of the hard-drive on all equipment leased hereunder. In the event t a hardware component is damaged or not working properly, it is ACS/Government Records anagement's full responsibility to replace the damaged component/equipment for the County the most efficient and timely manner. In the u ikely event that the hard drive of the server is damages, ACS/Government Records Manage ent has the capability to load down all index information and images onto another server a replace the damaged one in the most efficient and timely manner. 97-3084Servi Agreement - 5.23.05 - Final a_ x I ~ Page 14 of 18 rn W N C) 0 cn "D O lD N n co - N (n(n~~~ W=o o g 0 0 w 3 o 0 0 n I :'Pox n Q N ~~oi cn Nv O O y y o K D D 'u~~ ~ N N 0 0 0 (D N ) x 0 0- ~ O C) C) = p N co(n DN ~5OL U) 0 CD 0 0 @* 0 0 ~ o ( ZZ 0 o p p ° p C m a) X N D ( ~ o (D r ;t r- r- Q 0 D co 7 0) > Q W C (D CD n -I ~ z 0 CD CD CL :3 G) ~ Z 2 n o CD m o =i =i m D O ~r~ (D N) O - jA' m ?7 ~;f7 ~ (D X (D N 00 'CA 00 -p _ Cl) oo°w - c a C J7 ( D D o* n - o C ()i o o c o 0 -v O0 F- D ' m ° oco -V CD ~ I r- r co 0 = o C)oC- o o p CD O W U° ccoo Zl ^ 0 W r- m n 0 W w ° X O v QNCD Cn O~ ~(D CD~ ~a0) N0 'o C) O p v~ p . O ~Q W p A CA -m Ow 00 ° 8 pW ~9 o co rn 0) C z cfl rn v co mn c c C ( n Cl) cu 00 ( a (D x T _ a o f! N p < 0 (D 0 1Q ~f EXT EXHIBIT "C" BRAZOS COUNTY PROCESSING The fo Real P. is a step-by-step process for the operation of the Brazos County Clerk's office for Records with the new equipment. After a document has been filed through cashiering, (as such process is described in a separate Contract) it is ready to be scanned. The document number and the number of pages are passed through the system to the scanning station. The Client has the option to scan the image immediately or wait until it receives a range of instruments to scan. The programs can run reports on which documents were scanned for the date and let you know if any numbers were skipped. The Client also has the ability to rescan if an image didn't scan properly onto the system. Once the Client saves that image to the system, it is ready to be viewed by the instrument number. When the Client is done scanning for the day, they will send the daily images (documents) to Dallas. The images will be transferred to Dallas by DSL, ISDN, or modem line, whichever is available and most feasible, to be indexed. Once Provider receives these images, it will return the index back to Client the next day. Provider will blind verify the indexing, and create a roll of security microfilm to be stored in our temperature/humidity-controlled vault. The index information will attach to the proper images that coincide with that instrument. At that moment the instrument is ready to be searched by the public. Provider will continue to send printed indices and merges back to Client. (Currently doing this.) The Provider shall print and provide all hard bound printed indices required by this Contract. Provider will send the digitized Grantor/Grantee indices to Client, the next day, after Provider receives the scanned images via DSL, ISDN, or modem line from Client. Agreement - 5.23.05 - Final , - - SO Page 15 of 18 EXHIBIT "D" any reci missing timely r BRAZOS COUNTY VITALS CONVERSION AGREEMENT ,ill replace the existing vitals station with a new workstation. This workstation, ,ith a scanner, will attach to the existing server. Provider will also be responsible for all of the existing data on the current system and placing it on the new workstation. If are missing or unattainable, Provider will accept the responsibility of getting those ages into the system. Provider will convert these images in the most efficient and ner possible. film and convert any missing images that may have occurred while obtaining the :m. Those images will be attached to the new system. With the implementation of these services, there will be no charge for this conversion process. - 5.13.05 - Final -Page 16 of 18 1'T EXHIBIT "E" FULL SERVICE COMPUTERIZED INDEXING OF LAND RECORDS Provide is capable of performing data input from a variety of microfilm formats including 16mm aWlor 35mm rolls that contain the Client's various records images. Provide tilizes a virtually error-free procedure for the entering of land records index data involvi a combination of 100 percent key verification, machine editing procedures that will catch al abetic data in numeric field and vice versa as well as machine checks for missing instrum t numbers, missing parties to the document, et cetera, intensive operator training on docume d reference materials for key entry personnel. The co uterized indexing services includes an alphabetic listing of the Grantors, an alphabetic listing o the Grantees, a "Missing Numbers Report" to account for all the Clerk's instrument numbers showing all the documents indexed in each group of documents submitted by Brazos County erk. The Gra#l or/Grantee index output reports have the following specifications: 1 The names fields are 40 characters to minimize the need for operator judgments on abbreviations and to assure a truer alphabetic sort procedure. 2 The type of document field has 20 characters to prove adequate room to spell out most document types and certain combination document types. 3 Case numbers and money amounts are shown on all index entries for abstracts of judgements and tax liens. Money amounts are shown on deeds of trust index entries. 5. Prior document references on assignments and releases are shown on the index report. If both volume and page prior document reference and a money amount are shown on the same document, the volume and page prior document reference will take priority over the money amount with respect to the information printed on the index report. 6. The page format of the data prominently displays the inclusive certification dates for the index series at the top of each page. 7. If requested by the Brazos County Clerk, all properties described on a document are shown on the index, regardless on number. 8. The output pages are approximately 8-1/2 by 14 inches in size, printed in a landscape mode and is a laser print-type quality. 97-3084Servic greement - 5.23.05 - Final 2 (fi Page 17 of 18 Provider furnishes the necessary sectional post binders of a plastic or poly material comparable in quality and style to those currently in use by the Client. Alphabetic and "current" divider tabs and customized printing or labeling of the binders are also included. Each index is merged with the prior month's index. All months' indices are merged to create a year's index. At the end of each year, that year's index is merged with the previous years' indices. The indices are merged in five (5) year periods, then the two (2) 5-year merges are merged into a 10-year merge. The Provider's System prints the merges on both sides of the paper, not just on the front side. 97-3084Se"i¢eiAgreement - 5.23.05 - Final / Page 18 of 18 it / The to of Texas, County of BRAZOS We, e undersigned, as County Commissioners within and for Brazos County, and the Hon " ble Randy Sims, County Judge of Brazos County, constituting the entire Co 'ssioners' Court of Brazos County, during a regular meeting of said Court have exam' ed the foregoing report and have caused an order to be entered upon the Minutes of th Commissioners' Court of Brazos County approving said Report as presented and subm ed as true and correct by Kay Hamilton, Treasurer of Brazos County, as provided for ii i ' the Revised Statutes of the State of Texas. (Texas Local Government Code, 114. 6) Witn s my hand this „V~" day of u -u-) A.D. 2005 Karen McQueen County Clerk, County of BRA,,pZOS, State of Texas Exarr Hied and approved in open Commissioners' Court this lk ~ day of Duane Peters, Commissioner Precinct #2 Kenny Mallard, Co t ssioner Preci c #3 C:~~a2 14 ~29 - - I arey Caule ,Commissioner ~~1#4 Treasurer's Reports for the MONTH of MAY 2005 69 30~ A Lloyd Wassermann, Commissioner Precinct #1 m N m O0 V" N b N m 7 M m M I~ Ol V' N O pl N lf1 01 m lfl 0 m ti l0 LO rn N ONO• N ~ M O 00 O ONO M LA O^1 00 o m Q M N V' - Ol 1~ O N l0 01 N m N O N O V• M lA LA V• O 1G N 1p M M N IA O M 01 M O 00 ti O M m M M V' M l(1 e~ O N V• V' m 01 N Ltl m N n 16 N M O l!1 M N O p1 01 , p1 01 ^ N . U N N M H N N n N m 0 %O tp .ti O 00 .•-i t0 0 tD N O I, b 01 M M 7 Oi N y 7 I~ O D N ~O m N N 01 m M 1~ 01 LA l0 01 O i N 0 • ' O \ Q i i N N m ti "'I M V' .r Ln M .r to m .•1 Ln ry . 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