Agenda


AI-37478			1.
Commissioners Court
Meeting Date:	10/21/2013
Juvenile Probation BA - FY 2013
Submitted For:	Jeff May
Department:	Auditor
Request Type:	DECISIONS MANDATED	Agenda Area:	Miscellaneous

Information
Department Action
This is an FYI notification to Commissioners Court of a routine FY 2013 Juvenile Probation budget amendment in the amount of $45,000. This budget amendment moves existing budgeted funds from Juvenile Detention-Fund 001-6420 into Juvenile Probation-Fund 001-6401, and is required to provide funding for the final FY 2013 Hearing Master Services provided to Juvenile Probation.
Purchasing Department Action

HR and/or IT Action

Budget Department Action
Per budget amendment attached in the amount of $45,000.
Auditor's Office Action
Budget amendment has been processed.
Commissioners Court
Budget amendment in the amount of $45,000 to reallocate funds from Juvenile Detention (Fund 001-6420) to Juvenile Probation (Fund 001-6401) to provide funding for the final FY2013 Hearing Master Services, Auditor.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$45,000

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	001-6420-641.61-10
2:	001-6420-641.65-36
3:	001-6420-641.64-23

Fund Transfers

Remarks:

"See attached documents for complete budget amendment"

Attachments
Memo
Juvenile Probation BA - FY 2013


AI-34688			1.
Commissioners Court
Meeting Date:	10/21/2013
Outstanding Agenda items
Submitted For:	Georgia Shepherd, Administrative Services
Department:	Administrative Services
Request Type:	FYI	Agenda Area:	Miscellaneous

Information
Department Action
Outstanding Agenda items, Commissioners Court.
Purchasing Department Action

HR and/or IT Action

Budget Department Action

Auditor's Office Action

Commissioners Court
Outstanding Agenda items, Commissioners Court.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Outstanding Agenda Items


AI-37497			2.a.
Commissioners Court
Meeting Date:	10/21/2013
Budget Establishment Mobile Tablets
Department:	Auditor
Request Type:	FYI	Agenda Area:	Ntfy/Bdgt Amendment

Information
Department Action
This is to notify Commissioners Court of establishing the budget for the FY 2014 Mobile Tablet Devices for Warrants Grant, contract DJ-12-A10-26942-01 in the amount of $21,840. The funding is from the Office of the Governor Criminal Justice Division. The grant period is from October 1, 2013, through March 31, 2014. The grant award was accepted on court order # 2013-734-09-16.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
Per attachment to establish the budget for the FY 2014 Mobile Tablet Devices for Warrants Grant in the amount of $21,840. No county match required.
Auditor's Office Action
Budget amendment has been processed.
Commissioners Court
$21,840 to establish the budget for the FY2014 Mobile Tablet Devices for Warrants Grant.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$21,840

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	see attached

Fund Transfers

Remarks:

Attachments
Memo
Budget


AI-37463			2.b.
Commissioners Court
Meeting Date:	10/21/2013
FY14 CRI Grant Budget Establishment
Submitted For:	Jeff May
Department:	Auditor
Request Type:	FYI	Agenda Area:	Ntfy/Bdgt Amendment

Information
Department Action
This is to notify Commissioners Court of establishing the budget for the Cities Readiness Initiative (CRI) Program FY 2014 in the amount of $126,633. The funding is from the Department of State Health Services (DSHS). The grant period is from September 01, 2013, through August 31, 2014. The grant award was accepted on Court Order # 2013-755-09-23 and HCF Resolution # 2013-2123-09-23.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
Per attachment to establish the budget for the Cities Readiness Initiative (CRI) Program in the amount of $126,633 with an In-kind county match of $12,676 for a total of $139,309.
Auditor's Office Action
Budget amendment has been processed.
Commissioners Court
$126,633 to establish the budget for the FY2014 Cities Readiness Initiative (CRI) Program Grant.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$126,633

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Remarks:

Award in the amount of $126,633 with an In-kind county match of $12,676 for a total of $139,309.

Attachments
Memo
Budget


AI-37461			2.c.
Commissioners Court
Meeting Date:	10/21/2013
FY14 PHEP Hazards Grant Budget Establishment
Submitted For:	Jeff May
Department:	Auditor
Request Type:	FYI	Agenda Area:	Ntfy/Bdgt Amendment

Information
Department Action
This is to notify Commissioners Court of establishing the budget for the Public Health Emergency Preparedness (PHEP) Hazards Program FY 2014 in the amount of $538,709. The funding is from the Department of State Health Services (DSHS). The grant period is from September 01, 2013, through August 31, 2014. The grant award was accepted on Court Order # 2013-756-09-23 and HCF Resolution # 2013-2124-09-23.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
Per attachment to establish the budget for the Public Health Emergency Preparedness (PHEP) Hazards Grant in the amount of $538,709 with an In-kind county match of $53,888 for a total of $592,597.
Auditor's Office Action
Budget amendment has been processed.
Commissioners Court
$538,709 to establish the budget for the FY2014 Public Health Emergency Preparedness (PHEP) Hazards Program Grant.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$538,709

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Remarks:

Grant award $538,709 with an In-kind county match of $53,888 for a total of $592,597.

Attachments
Memo
Budget


AI-37506		4.a.
Commissioners Court
Meeting Date:	10/21/2013
Disbursements
Submitted For:	Jeff May
Department:	Auditor
Request Type:	CONSENT

Information
Department Action
Disbursements for the period ending October 15, 2013, Auditor.
Purchasing Department Action

HR and/or IT Action

Budget Department Action

Auditor's Office Action

Commissioners Court
Disbursements for the period ending October 15, 2013, Auditor.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Court Order


AI-37485			4.b.
Commissioners Court
Meeting Date:	10/21/2013
Property tax refunds
Department:	Tax Assessor/Collector
Request Type:	CONSENT	Agenda Area:	Tax Refunds

Information
Department Action
1,047 Property tax refunds refunds totaling $372,225.44.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
No action by B&F.
Auditor's Office Action
Refunds have been reviewed.
Commissioners Court
Tax refunds totaling $372,225.44, Tax Assessor Collector.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

n/a

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Remarks:

Attachments
Court Order
Summary sheet 10-21-2013


AI-37486			4.c.1.
Commissioners Court
Meeting Date:	10/21/2013
Advertise: Construction of Bridge, County Road 419 at Brinlee Creek; 07-0014
Submitted For:	Jeff Durham
Department:	Special Projects
Request Type:	CONSENT	Agenda Area:	Advertisement

Information
Department Action
Authorization to advertise for construction of a bridge on CR419 at Brinlee Creek, bond project 07-0014
Purchasing Department Action
Request Commissioners' Court consideration and any action regarding approval of specifications for IFB 2013-271, Construction, County Road 419 over Brinlee Creek Bridge Replacement, and further authorize advertising for same. md
HR and/or IT Action

Budget Department Action
Bond funds available.
Auditor's Office Action
Funds available in the Unlimited Tax Road Bond 2012 Fund.
Commissioners Court
Construction, County Road 419 over Brinlee Creek Bridge Replacement (IFB No. 2013-271), Special Projects.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$323,000

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	436-7530-680.92-80 / 070014

Fund Transfers

Remarks:

Bond funds available.

Attachments
Court Order
agenda memo
location map


AI-37482			4.d.1.
Commissioners Court
Meeting Date:	10/21/2013
Award of Contract - IFB 2013-194 - TXI
Submitted For:	Jon Kleinheksel	Submitted By:	Tammi Koch
Department:	Public Works
Request Type:	CONSENT	Agenda Area:	Award

Information
Department Action
Public Works requests Commissioners' Court consideration and approval to award the contract Road Materials, Cement Treated Base to TXI.
Purchasing Department Action
Request Commissioners' Court consideration and any action regarding approval to award IFB 2013-194, Road Materials, Cement Treated Base, to TXI Operations, LP, the sole bidder. md
HR and/or IT Action

Budget Department Action
Budgeted funds available. No action by Budget department.
Auditor's Office Action
Funds available in the Road and Bridge Fund.
Commissioners Court
Road Materials, Cement Treated Base (IFB No. 2013-194) to TXI Operations, L.P., Public Works.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

4,000,000.00

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	010-7501-680.75-29
2:	010-7501-680.75-32

Fund Transfers

Remarks:

FY 2014 budgeted funds available.

Attachments
Court Order
memo
Contract Data
Tabulation Packet


AI-37483			4.d.2.
Commissioners Court
Meeting Date:	10/21/2013
Award of Contract - IFB 2013-191 Services: Mowing
Submitted For:	Jon Kleinheksel	Submitted By:	Tammi Koch
Department:	Public Works
Request Type:	CONSENT	Agenda Area:	Award

Information
Department Action
Public Works requests Commissioners' Court consideration and approval to award the contract Services: Mowing to Moir Watershed.
Purchasing Department Action
Request Commissioners' Court consideration and any action regarding approval to award IFB 2013-191, Services, Mowing, to Moir Watershed Services, LLC for item 01-01, AMA Landscape and Design for items 01-02, 01-06, 01-07, Tandem Mowing Service for items 01-03 and 01-04, and Weisz Selection, Inc. for item 01-05, as the lowest and best bids. md
HR and/or IT Action

Budget Department Action
FY 2014 budgeted funds available. No action by Budget Department.
Auditor's Office Action
Funds available in the Road and Bridge Fund.
Commissioners Court
Services, Mowing (IFB No. 2013-191) to various vendors, Public Works.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$44,035

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	010-7550-803.75-31
2:	001-4019-560.75-61
3:	001-6530-760.75-61

Fund Transfers

Remarks:

FY 2014 budgeted funds available.

Attachments
Court Order
Contract Data
memo
backup
Special Projects Memo
Facilities Memo
Bid Tabulation - Mowing


AI-37479			4.e.1.
Commissioners Court
Meeting Date:	10/21/2013
Amendment No. 3 to Contract 10007-11 with American Cadastre for AiLIS Software Maintenance.
Submitted By:	Tonya Kellogg
Department:	County Clerk
Request Type:	CONSENT	Agenda Area:	Amendment

Information
Department Action
The County Clerk requests consideration and approval of amendment number three (3) to contract 10007-11 with American Cadastre (AMCAD) for AiLIS software maintenance. AiLIS enables 24 hour access to County Clerk public records and online applications for birth certificates, marriage licenses and assumed names. Contract will renew at same terms and conditions effective October 1, 2013 through and including September 30, 2014.
Purchasing Department Action
Request Commissioners' Court consideration and any action regarding approval of Amendment No. 3 to Contract 10007-11 for Software Maintenance and Update Agreement for the AiLIS software for County Clerk to extend contract, at same terms and conditions for the period October 1, 2013 through September 30, 2014 and authorize Purchasing Agent to execute same. SH Escalated Annual totals for future years approved as part of original contract. New contract amount for FY2013 is $66,274.04. FY2012 - $60,112.50 FY2013 - $63,118.13 1 additional renewal left on contract.
HR and/or IT Action

Budget Department Action
Funds available FY 2014 budget 025-0840-411.75-03 Software Maintenance.
Auditor's Office Action
Funds available in County Clerk Records Management & Preservation Fund.
Commissioners Court
No. 3 to Software Maintenance, AMCAD AILIS County Clerk (Contract No. 10007-11) with American Cadastre to extend the contract for one (1) year through and including September 30, 2014 and further authorize the Purchasing Agent to finalize and execute same, County Clerk.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$66,274.04

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	025-0840-411.75-03

Fund Transfers

Remarks:

FY 2014 Budgeted Expenditure.

Attachments
Court Order
Memo
Amendment No. 3


AI-37511			4.f.1.
Commissioners Court
Meeting Date:	10/21/2013
Repairs - 900 East Park Boulevard Building
Submitted For:	Bill Burke	Submitted By:	Lisa Bunch
Department:	Construction Projects
Request Type:	CONSENT	Agenda Area:	Ratification

Information
Department Action
Request Commissioners' Court consideration and any action regarding the ratification of Judge's prior approval for an exemption to the bid process per VTCA LGC 262.024 (a)(2) an item necessary to preserve or protect the public health or safety of residents of the county for Window Repair and Resulting Damage at 900 E. Park Blvd., Plano, TX.
Purchasing Department Action
Request Commissioners Court consideration and any action regarding the ratification of Judges prior approval for an exemption to the bid process per VTCA LGC 262.024 (a)(2) an item necessary to preserve or protect the public health or safety of residents of the county for Window Repair and Resulting Damage at 900 E. Park Blvd to increase amount from $75,000 to $150,000. sh
HR and/or IT Action

Budget Department Action
Funds available per Budget Adjustment on the Fiscal Impact Tab.
Auditor's Office Action
Funds available in the Permanent Improvement Fund.
Commissioners Court
Grant exemption to the bid process per VTCA LGC 262.024 (a)(2) “an item necessary to preserve or protect the public health or safety of residents of the county” for Window Repair and Resulting Damage at the 900 East Park Boulevard Building to increase the amount from $75,000 to $150,000 and budget amendment for same, Construction & Projects.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$150,000.00

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	499-415156175-40 / T41502

Fund Transfers

Trans Amt:

$150,000.

From:

499-4011-561.99-01/CONTNG

To:

499-4151-561.75-40/T41502

Dept. Name:

Construction & Projects

Additional Line Items:

Remarks:

Attachments
Court Order
Memo


AI-37498			4.g.1.
Commissioners Court
Meeting Date:	10/21/2013
Education Budget 2013
Department:	Justice of the Peace, Precinct 3-2
Request Type:	CONSENT	Agenda Area:	Budget Adj/Amend

Information
Department Action
Exceeded budgeted for Education Account (001-2450-444-49.10) by $58.46. Norma Salinas' rental car for the TJCTC Education Conferenceat Padre Island July 13-14, 2013 for new Civil Legislation Update.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
FY 2013 Budget Amendment totaling $59 due to overspending of FY 2013 training and travel budget of $4,450. Funds available 001-2450-444.51-01 (Office Supplies) to transfer to 001-2450-444.49-10.
Auditor's Office Action
Funds available in the General Fund.
Commissioners Court
$59 to transfer funds from Office Supplies to Education and Conference, Justice of the Peace, Precinct 3-2.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$59

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	001-2450-444.49-10

Fund Transfers

Trans Amt:

$59.00

From:

001-2450-444.51-01

To:

001-2450-444.49-10

Dept. Name:

JP 3-2

Additional Line Items:

Remarks:

FY 2013 Budget Amendment totaling $59. FY 2013 training and travel budget of $4,450 exceeded. Funds available 001-2450-444.51-01 (JP 3-2 office supplies) to transfer to 001-2450-444.49-10 (JP 3-2 education and conference).

Norma Salinas attended the TJCTC Education Conference for Legislative Update July 13-14, 2013 at Padre Island and rented a car at the airport. The cost of the car rental caused the budget to become short by $58.46.

Attachments
Court Order
Memo


AI-37504			4.g.2.
Commissioners Court
Meeting Date:	10/21/2013
Funding for WIC
Submitted For:	Jeff May	Submitted By:	Linda Riggs
Department:	Auditor
Request Type:	CONSENT	Agenda Area:	Budget Adj/Amend

Information
Department Action
This is a request to budget a transfer of $150,000 from the General Fund to the Healthcare Grants Fund due to the federal government partial shutdown. The Department of Health Services informed me that they had approximately 30 days of funding for WIC as of September 30, 2013. The $150,000 will provide funding for a little over one month in case the shutdown continues into November. Funds will not be transferred until they are needed. Without this budget amendment the WIC employees will need to be furloughed and the program shut down due to lack of funding. I anticipate that the federal government will provide funding and reimburse the County for costs incurred, but there is no guarantee.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
Transfer per attached due to federal government partial shutdown.
Auditor's Office Action
Transfer of funds as per attached.
Commissioners Court
$150,000 to transfer funds from the General Fund to the Health Care Grants Fund due to the Federal Government partial shutdown, Auditor.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$150,000

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	001-1001-411.87-01

Fund Transfers

Trans Amt:

150000

From:

001-1001-411.87-01

To:

001-9108-391.01-88

Dept. Name:

Transfers

Additional Line Items:

Remarks:

Transfer from General Fund Non-Departmental miscellaneous account.

Trans Amt:

150,000

From:

108-0000-251.00-00

To:

108-9001-391.01-88

Dept. Name:

Transfers

Additional Line Items:

Remarks:

Revenue estimate adjustment in Healthcare Grants Fund.

Remarks:

FY2014 Budget Adjustment totalling $150,000.

Attachments
Draft Court Order
memo


AI-37484			4.g.3.
Commissioners Court
Meeting Date:	10/21/2013
FY2013 Budget Amendments and Revenue Estimates relating to bond issues
Submitted For:	Jeff May	Submitted By:	Holly Heldt
Department:	Auditor
Request Type:	CONSENT	Agenda Area:	Budget Adj/Amend

Information
Department Action
Request Commissioners Court approval of budget amendments and revenue estimates relating to the FY2013 bond issues.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
As per attached FY 2013 BA.
Auditor's Office Action
Please see attached.
Commissioners Court
$50,945,055 for FY2013 Bond Issues, Auditor.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$50,945,055

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	Debt Service
2:	$80,033,387 Revenue Estimates

Fund Transfers

Remarks:

FY 2013 Budget Amendment totals $50,945,055, as per attached.

Remarks:

FY 2013 adjustments for bond funds.

Attachments
Court Order
Court Memo
Budget Amendment
Revenue Estimates


AI-37513			4.h.1.a.
Commissioners Court
Meeting Date:	10/21/2013
Monthly Financial Reports for October 2012
Submitted For:	Jeff May	Submitted By:	Patricia Campbell
Department:	Auditor
Request Type:	CONSENT	Agenda Area:	Receive/File

Information
Department Action
Monthly Financial Reports for October 2012
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
As per attached.
Auditor's Office Action
Please see attached report.
Commissioners Court
October 2012.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Court Order
Memo for Monthly Financial Reports October
October 2012 Balance Sheet
October 2012 Cash & Investments
October 2012 Commissioners Court Approved Expenditures Budgets
October 2012 Revenue, Expenditures, and Changes in Fund Balance
October 2012 Schedule of Long Term Debt
October 2013 Year to Date Schedule of Transfers


AI-37509			4.h.1.b.
Commissioners Court
Meeting Date:	10/21/2013
Monthly Financial Statements for August 2013
Submitted For:	Jeff May	Submitted By:	Patricia Campbell
Department:	Auditor
Request Type:	CONSENT	Agenda Area:	Receive/File

Information
Department Action
Monthly Financial Statements for August 2013.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
As per attached.
Auditor's Office Action
Please see attached report.
Commissioners Court
August 2013.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Court Order
Memo for Monthly Financial Reports for August
August 2013 Balance Sheet
August 2013 Cash & Investments
August 2013 Commissioners Court Approved Expenditures Budgets
August 2013 Revenue, Expenditures, and Changes in Fund Balance
August 2013 Schedule of Long Term Debt
August 2013 Year to Date Schedule of Transfers


AI-37472			4.i.1.
Commissioners Court
Meeting Date:	10/21/2013
Commissioners' Court Meeting Minutes, September 9, 2013
Department:	County Clerk
Request Type:	CONSENT	Agenda Area:	Minutes

Information
Department Action
Commissioners' Court Meeting Minutes, September 9, 2013.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
No action by B&F.
Auditor's Office Action
No action required by Auditor.
Commissioners Court
September 9, 2013.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Minutes


AI-37499			4.i.2.
Commissioners Court
Meeting Date:	10/21/2013
Commissioners' Court Meeting Minutes, September 16, 2013
Department:	County Clerk
Request Type:	CONSENT	Agenda Area:	Minutes

Information
Department Action
Commissioners' Court Meeting Minutes, September 16, 2013.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
No action by B&F.
Auditor's Office Action
No action required by Auditor.
Commissioners Court
September 16, 2013.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Minutes


AI-37495			4.i.3.
Commissioners Court
Meeting Date:	10/21/2013
Commissioners' Court Meeting Minutes, September 23, 2013
Department:	County Clerk
Request Type:	CONSENT	Agenda Area:	Minutes

Information
Department Action
Commissioners' Court Meeting Minutes, September 23, 2013.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
No action by B&F.
Auditor's Office Action
No action required by Auditor.
Commissioners Court
September 23, 2013.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Minutes


AI-37466			4.j.1.
Commissioners Court
Meeting Date:	10/21/2013
Approval to Apply for the Indigent Defense Formula Grant FY 2014 and Resolution/Internet Form
Submitted For:	Jeff May	Submitted By:	Janna Benson-Caponera
Department:	Auditor
Request Type:	CONSENT	Agenda Area:	Miscellaneous

Information
Department Action
This is a request for approval to apply for the Indigent Defense Formula Grant FY 2014 and the approval of Resolution/Internet Form. Collin County received $483,380 for FY 2013. The FY 2014 award amount has not been calculated yet.
Purchasing Department Action
Request Commissioners' Court consideration and any action regarding the approval to, 1) apply for the Indigent Defense Formula Grant FY14, 2) approval of 2014 Collin County Resolution Indigent Defense Grant Program Form, and 3) authorize the County Judge to finalize and execute same. Grant period from October 1, 2013 through September 30, 2014. jd
HR and/or IT Action

Budget Department Action
No action by Budget Department.
Auditor's Office Action
Grant application reviewed by Grant Review Committee.
Commissioners Court
Grant Application and Resolution/Internet Form for the FY2014 Indigent Defense Formula Grant through the Texas Indigent Defense Commission and further authorize the County Judge to finalize and execute same, Auditor.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Remarks:

Attachments
Court Order
Court memo
Grant Summary Form
Resolution
Grant Application
Grant Review Committee Form


AI-37529			4.j.2.
Commissioners Court
Meeting Date:	10/21/2013
Sale of Struck Off Property
Department:	Commissioners Court
Request Type:	CONSENT	Agenda Area:	Miscellaneous

Information
Department Action
Sale of Struck Off Property located at 1107 Healy Street, McKinney, Texas (Tract 48, Abstract A0811, Mary Standifer Survery, Volume 284, Page 495) as recorded in the Collin County Deed Records to North Collin Habitat for Humanity in the amount of $8,000 and further authorize the County Judge to finalize and execute the associated documents, County Judge.
Purchasing Department Action

HR and/or IT Action

Budget Department Action

Auditor's Office Action

Commissioners Court
Sale of Struck Off Property located at 1107 Healy Street, McKinney, Texas (Tract 48, Abstract A0811, Mary Standifer Survery, Volume 284, Page 495) as recorded in the Collin County Deed Records to North Collin Habitat for Humanity in the amount of $8,000 and further authorize the County Judge to finalize and execute the associated documents, County Judge.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Court Order
Letter
Distribution of Proceeds
Special Warranty Deed


AI-37508			4.j.3.
Commissioners Court
Meeting Date:	10/21/2013
2013 Collin County Tax Roll Approval
Submitted By:	Susan Jarzombek
Department:	Tax Assessor/Collector
Request Type:	CONSENT	Agenda Area:	Miscellaneous

Information
Department Action
Submission of the 2013 Tax Roll Summary to the Collin County governing body, Commissioners' Court, for approval, in accordance with the Texas Property Tax Code, Section 26.09.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
No action by B&F.
Auditor's Office Action
No action required by Auditor.
Commissioners Court
2013 Tax Roll, Tax Assessor Collector.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Court Order
2013 Tax Roll Approval Request Letter
2013 Tax Roll Summary


AI-37233			4.j.4.
Commissioners Court
Meeting Date:	10/21/2013
HIPAA Exemption Notice
Submitted By:	Julie Rutherford
Department:	Human Resources
Request Type:	CONSENT	Agenda Area:	Miscellaneous

Information
Department Action
Court consideration and approval of HIPAA notification. This is a standard notice provided to employees each year.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
No action by B&F.
Auditor's Office Action
No action required by Auditor.
Commissioners Court
Exemption from the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and further authorize the Human Resource Director to submit proper notice to authorities, Human Resources.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Court Order
HIPAA Memo
HIPAA Notice


AI-37518			4.j.5.
Commissioners Court
Meeting Date:	10/21/2013
Health Care Reform Requirements
Submitted By:	Julie Rutherford
Department:	Human Resources
Request Type:	CONSENT	Agenda Area:	Miscellaneous

Information
Department Action
Court consideration and approval of Health Care Reform notification.
Purchasing Department Action
No action by Purchasing.
HR and/or IT Action

Budget Department Action
No action by B&F.
Auditor's Office Action
No action required by Auditor.
Commissioners Court
Remove the annual and lifetime dollar limit on durable medical equipment and add coverage for approved clinical trials to the health plan as required under the Health Care Reform Act, Human Resources.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	505-0324-882.59

Fund Transfers

Remarks:

No change required for budgeted costs. Actuarial estimation of additional expense is $100,000.

Attachments
Court Order
Memo
HCR Slide


AI-37532			4.j.6.
Commissioners Court
Meeting Date:	10/21/2013
Personnel Appointments
Submitted For:	Cynthia Jacobson
Department:	Human Resources
Request Type:	CONSENT	Agenda Area:	Miscellaneous

Information
Department Action
Personnel Appointments, Human Resources.
Purchasing Department Action

HR and/or IT Action

Budget Department Action

Auditor's Office Action

Commissioners Court
Personnel Appointments, Human Resources.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Court Order
Personnel Appointments


AI-37533			4.j.7.
Commissioners Court
Meeting Date:	10/21/2013
Personnel Changes
Submitted For:	Cynthia Jacobson
Department:	Human Resources
Request Type:	CONSENT	Agenda Area:	Miscellaneous

Information
Department Action
Personnel Changes, Human Resources.
Purchasing Department Action

HR and/or IT Action

Budget Department Action

Auditor's Office Action

Commissioners Court
Personnel Changes, Human Resources.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Court Order
Personnel Changes


AI-37503		5.
Commissioners Court
Meeting Date:	10/21/2013
Tax Office Update
Submitted By:	Nicole Gillespie
Department:	Administrative Services

Information
Department Action
Update of Tax Office Operations and NTTA Collections, Tax Assessor Collector.
Purchasing Department Action

HR and/or IT Action

Budget Department Action

Auditor's Office Action

Commissioners Court
Update of Tax Office Operations and NTTA Collections, Tax Assessor Collector.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
No file(s) attached.


AI-37569		6.
Commissioners Court
Meeting Date:	10/21/2013
JP and Constable Redistrict
Department:	Commissioners Court

Information
Department Action
Justice of the Peace and Constable Redistricting, Commissioners Court.
Purchasing Department Action

HR and/or IT Action

Budget Department Action

Auditor's Office Action

Commissioners Court
Justice of the Peace and Constable Redistricting, Commissioners Court.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
Memo
JP Stats Combined
Constable stats combined
Constable JP Budget Stats
Lease Status Report


AI-35285		7.
Commissioners Court
Meeting Date:	10/21/2013
Medicaid 1115 Waiver, Regional Health Partnership
Department:	Administrative Services

Information
Department Action
Medicaid 1115 Waiver, Regional Health Partnership, Administrative Services.
Purchasing Department Action

HR and/or IT Action

Budget Department Action

Auditor's Office Action

Commissioners Court
Medicaid 1115 Waiver, Regional Health Partnership, Administrative Services.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Attachments
RHP18 SUMMARY TABLE
Summary of RHP 18 Categories 1&2



AGENDA

Commissioners Court Jack Hatchell Administration Building 4th Floor, 2300 Bloomdale Road, McKinney October 21, 2013 1:30 P.M.
NOTICE OF A REGULAR MEETING

Notice is hereby given that the Collin County Commissioners Court will meet in REGULAR SESSION. Following is the agenda for said meeting:

Invocation – Commissioner Webb Pledge of Allegiance – Judge Self Pledge of Allegiance to the Texas Flag – Commissioner Shaheen Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible.

COMMISSIONERS COURT MEETING


					DECISIONS MANDATED BY LEGAL ENTITIES OUTSIDE OF COMMISSIONERS COURT AUTHORITY:

		1.		AI-37478	Budget amendment in the amount of $45,000 to reallocate funds from Juvenile Detention (Fund 001-6420) to Juvenile Probation (Fund 001-6401) to provide funding for the final FY2013 Hearing Master Services, Auditor.

					FYI NOTIFICATION

		1.		AI-34688	Outstanding Agenda items, Commissioners Court.

		2.			Notification of budget adjustment(s)/amendment(s), Auditor:

			a.	AI-37497	$21,840 to establish the budget for the FY2014 Mobile Tablet Devices for Warrants Grant.

			b.	AI-37463	$126,633 to establish the budget for the FY2014 Cities Readiness Initiative (CRI) Program Grant.

			c.	AI-37461	$538,709 to establish the budget for the FY2014 Public Health Emergency Preparedness (PHEP) Hazards Program Grant.

1.					Call to order. The court will convene in open session for consideration of the following business matters:

2.					Public Comments.

3.					Presentation/Recognition:

	a.				Service Pins, Human Resources.

4.					Consent agenda to approve:

	a.			AI-37506 Approved	Disbursements for the period ending October 15, 2013, Auditor.

	b.			AI-37485 Approved	Tax refunds totaling $372,225.44, Tax Assessor Collector.

	c.				Advertisement(s):

		1.		AI-37486 Approved	Construction, County Road 419 over Brinlee Creek Bridge Replacement (IFB No. 2013-271), Special Projects.

	d.				Award(s):

		1.		AI-37482 Approved	Road Materials, Cement Treated Base (IFB No. 2013-194) to TXI Operations, L.P., Public Works.

		2.		AI-37483 Approved	Services, Mowing (IFB No. 2013-191) to various vendors, Public Works.

	e.				Amendment(s):

		1.		AI-37479 Approved	No. 3 to Software Maintenance, AMCAD AILIS County Clerk (Contract No. 10007-11) with American Cadastre to extend the contract for one (1) year through and including September 30, 2014 and further authorize the Purchasing Agent to finalize and execute same, County Clerk.

	f.				Ratification of the County Judge's prior approval:

		1.		AI-37511 Approved	Grant exemption to the bid process per VTCA LGC 262.024 (a)(2) “an item necessary to preserve or protect the public health or safety of residents of the county” for Window Repair and Resulting Damage at the 900 East Park Boulevard Building to increase the amount from $75,000 to $150,000 and budget amendment for same, Construction & Projects.

	g.				Budget adjustment(s)/amendment(s):

		1.		AI-37498 Approved	$59 to transfer funds from Office Supplies to Education and Conference, Justice of the Peace, Precinct 3-2.

		2.		AI-37504 Pulled	$150,000 to transfer funds from the General Fund to the Health Care Grants Fund due to the Federal Government partial shutdown, Auditor.

		3.		AI-37484 Approved	$50,945,055 for FY2013 Bond Issues, Auditor.

	h.				Receive and File, Auditor:

		1.			Monthly Financial Report(s):

			a.	AI-37513 Approved	October 2012.

			b.	AI-37509 Approved	August 2013.

	i.				Filing of the Minute(s), County Clerk:

		1.		AI-37472 Approved	September 9, 2013.

		2.		AI-37499 Approved	September 16, 2013.

		3.		AI-37495 Approved	September 23, 2013.

	j.				Miscellaneous

		1.		AI-37466 Approved	Grant Application and Resolution/Internet Form for the FY2014 Indigent Defense Formula Grant through the Texas Indigent Defense Commission and further authorize the County Judge to finalize and execute same, Auditor.

		2.		AI-37529 Approved	Sale of Struck Off Property located at 1107 Healy Street, McKinney, Texas (Tract 48, Abstract A0811, Mary Standifer Survery, Volume 284, Page 495) as recorded in the Collin County Deed Records to North Collin Habitat for Humanity in the amount of $8,000 and further authorize the County Judge to finalize and execute the associated documents, County Judge.

		3.		AI-37508 Approved	2013 Tax Roll, Tax Assessor Collector.

		4.		AI-37233 Approved	Exemption from the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and further authorize the Human Resource Director to submit proper notice to authorities, Human Resources.

		5.		AI-37518 Approved	Remove the annual and lifetime dollar limit on durable medical equipment and add coverage for approved clinical trials to the health plan as required under the Health Care Reform Act, Human Resources.

		6.		AI-37532 Approved	Personnel Appointments, Human Resources.

		7.		AI-37533 Approved	Personnel Changes, Human Resources.

					GENERAL DISCUSSION

					Presentation, discussion and any action regarding:

5.				AI-37503 No Action Taken	Update of Tax Office Operations and NTTA Collections, Tax Assessor Collector.

6.				AI-37569 No Action Taken	Justice of the Peace and Constable Redistricting, Commissioners Court.

7.				AI-35285 No Action Taken	Medicaid 1115 Waiver, Regional Health Partnership, Administrative Services.

8.					Possible future agenda items by Commissioners Court without discussion.

					EXECUTIVE SESSION (upon recess of GENERAL DISCUSSION)

					Executive Session, in accordance with Chapter 551 of the Government Code.

					The court reserves the right to convene into executive session throughout this meeting.

					Any action resulting from the executive session.

					Adjourn.



					___________________________ Keith Self COUNTY JUDGE COLLIN COUNTY, T E X A S

					CERTIFICATION:

					I hereby certify that the above notice of meeting was filed and posted to this office located in the City of McKinney, Texas, on this the _______ day of _______________, 2013 at _______ o'clock _____.M.



					___________________________ Stacey Kemp, County Clerk Collin County, T E X A S



					___________________________ Deputy

					NOTE: The Collin County Commissioners Court complies with A.D.A. requirements. If you have an impairment and wish to appear at a meeting, please call (972) 548-4631 to make arrangements.