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2003-05-08 REGULAR MAY TERM HELD MAY 8, 2003 THE STATE OF TEXAS !i !i COUNTY OF CALHOUN !i e BE IT REMEMBERED, that on this the 8th day of May, A.D., 2003 there was begun and holden at the Courthouse in the City of Port Lavaca, said County and State, at 10:00 A.M., a Regular Term of the Commissioners' Court, within said County and State, and there were present on this date the following members of the Court, to-wit: Michael J. Pfeifer Roger C. Galvan Michael J. Balajka H. Floyd Kenneth W. Finster Shirley Foester County Judge Commissioner,Pct.1 Commissioner,Pct.2 Commissioner,Pct.3 Commissioner,Pct.4 Deputy County Clerk Thereupon the following proceedings were had: Commissioner Galvan gave the Invocation and Commissioner Finster led the Pledge of Allegiance. APPROVAL OF MINUTES Ie A Motion was made by Commissioner Floyd and seconded by Commissioner Balajka that the Commissioners' Court Minutes of April 9, 2003 and April 10, 2003 be approved as presented. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. Michael J. Pfeifer County Judge H. Floyd Commissioner, Pet. 3 Roger C. Galvan Commissioner, Pet. 1 Kenneth W, Finster Commissioner, Pet. 4 Shtrley Foester Deputy COU:lty Clerk Michael J. Balajka Commissioner, Pet. 2 BIDS AND PROPOSALS - FUEL BIDS e County Auditor Ben Comiskey read the bid for ~uel beginning May 16, 2003 and ending June 15, 2003 received from Diebel Oil Company for fuel to be delivered. No other bids were received. When contacted, Mauritz and Couey said they forgot to submit fuel bids and submitted late bids ~or fuel to be delivered and automated card system fuel. A Motion was made by Commissioner Floyd and seconded by Commissioner Galvan to open the bid from Mauritz and Couey for automated card system fuel only. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. The bid from Mauritz and Couey for automated card system fuel was read by the County Auditor. A Motion was made by Commissioner Balajka and seconded by "6'- "..11 J Commissioner Galvan to accept the bi~ of Diebe~ Oil Com any for delivered fuel and the b1d of.Ma~r1tz & Couey forPthe automated card system fuel. ,Comm1ss1oners G~lvan, Balajka, Floyd, Finster and Judge pf1efer all voted 1n favor. e FUEL BID PROPOSAL IN RESPONSE TO YOUR NOTICE FOR COMPETITIVE BlDS FOR FUEL WE THE UNDERSIGNED PROPOSE TO FURNISH AND DELIVER THE FOLLOWING FUELS TO THE LOCATIONS INDICATED IN THE SPECIFICATIONS. PRICE/GALLON X APPROXIMA TE ~ TOTAL GALLONS/MO UNLEADED GASOLINE $ I~~ X 3800 $# 8~. \:)~ X 4000 ~ $ fJa?!>.tJO X 2500 ~ $-.f21po,oO TOTAL BID PRICE $ ~LjA;).Dt9 PREMIUM UNLEADED GASOLINE $-1 Db DIESEL FUEL (LOW SULFUR) $~ THE CONTRACT PERIOD WILL BE FOR A ONE MONTH PERIOD ONLY BEGINNING MAY 16.2003 AND ENDING JUNE 15.2003. NO PRICE CHANGES WILL BE ALLOWED DURING THE CONTRACTPERIOD. e SELLER WILL SUBMIT SEPARATE INVOICES ON EACH PURCHASE TO THE PURCHASING DEPARTMENT. PRICES QUOTED DO NOT INCLUDE TAXES. NAME OF BlDDER: O/J;f3TLbIL Go. ADDRESS: fD. Eo)t 7/ CITY, STATE. ZIP; (bQ:r- I 4\t,A I >~_1);. PHONE NUMBER: - S II /)'74rJ/f PRINT NAME: AUTHORlZ~1? .SIGNA TURE: TITLE: /i2I-~ DATE: S:U ./DJ e - l~66 e e e .r I FUEL BID PROPOSAL I' IN RESPONSE TO YOUR NOTICE FOR COMPETITIVE BIDS FOR FUEL, WE THE UNDERSIGNED, AGREE TO FURNISH FUEL, ACCORDING TO THE A IT ACHED FUEL SPECIFICATIONS, USING AN AUTOMATED CARD SYSTEM, TO THE COUNTY'S SHERIFF'S DEPARTMENT, PROBATION DEPARTMENT, HOSPITAL, EMERENCEY MEDICAL SERVICE AND OTHER VEHICLES AS DESIGNATED FROM TIME TO TIME BY THE COMMISSIONERS COURT AT THE FOLLOWING AVERAGE MONTHLY PRICE PER GALLON AND AT THE FOLLOWING TWENTY-FOUR HOUR AVAILABILITY LOCATION; UNLEADED GASOLINE PRICE PER GALLON $ 9S' -% MID GRADE $ PREMUlMUNLEADED GASOLINE $~().s W7 LOCATION: .1//.1- w Au..c.r/A) !;,. (MUST BE WITHIN THE CITY OF PORT LA V ACA OR WITHIN A (5) FIVE MILE RADIUS OF THE CITY OF PORT LA V ACA.) DIESEL FUEL ~ ~ THE CONTRACT WILL BE FOR THE PERIOD BEGINNING MAY 16,2003 AND ENDING JUNE 15, 2003. NO PRICE CHANGES WILL BE ALLOWED DURING THE CONTRACT PERIOD. SELLER WILL SUBMIT INVOICES ON PURCHASES TO THE PURCHASING DEPARTMENT. PRICE QUOTED DO NOT INCLUDE TAXES. , NAME OF BIDDER: !Y1AujU 17- -' CVe;r.- ADDRESS: ~cP. DOiL 17~0 CITY,STATE,ZIP: Iif2-.T ~4c.4, 7;c PHONE NUMBER: IS-2-- 700 ~ PRINT NAME: -,;;... . b~ :? AUTHORIZED SIGNA TURE: ~ Z. TITLE: 11- f)~71. M6IL. DATE: 'J/;/a:J-- . . BIDS AND PROPOSALS - CONSTRUCTION MANAGEMENT SERVICESj"QR REMRDIATION. RESTITUTION AND RRNOVATION OF C".ALHOUN COUNTY COURTHOUSE AND CONSTRUCTION OF NEW JAIL Commissioner Floyd submitted the following rating sheets of the five proposals submitted for construction management services for remediation, restitution and renovation of the Calhoun County Courthouse and construction of a new Calhoun County jail. The ratings were prepared by Commissioner Floyd and Judge ~feifer who short listed the proposals based on those rank~ngs to two firms, Spaw Maxwell Company and Anderson Group. A Motion was made by Commissioner Floyd and seconded by Commissioner Balajka to accept the recommendations and short list to Spaw Maxwell Company and Anderson Group for construction management services for remediation, restitution and renovati.on of the Calhoun County Courthoufle and constructicn c.f a new Calb.oun County jail. Commissioners Galvan, Balajka, l'loyd, Finste!.' and Judge Pfeifer all vote~ in favor. Commission~r Floyd will send letters to all and a presentation by the two firms selected will be done when the companies are available. 467 H FLOYD Mailing Address: 24627 State Hwy. 172 Port Lavaca, TX 77979 Email Address: ccprct3@laward.com Omce Location: 24627 State Hwy. 172 OliVia, Texas Calhoun County Commissioner, Precinct #3 e . Office (361) 893-5346 Fax (361) 893-5309 Home (361) 552-4574 Mobile (361) 920-5346 April 17, 2003 TO: Commissioner Michael Balajka Commissioner Kenneth Finster Commissioner Roger Galvan RE: CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODEL, SHORT LISTING OF PROPOSALS FOR CONSTRUCTION MANAGEMENT SERVICES Dear Commissioners: Please find enclosed the following infonnation: e 1. Proposals submitted by the five listed firms: - Spaw Maxwell Company - Satterfield & Pontikes Construction Inc, - Anderson Group - Don Kreuger Construction Company -SEDALCO (Note: Commissioner Galvan has already obtained his copies of these proposals,) 2, Rating Sheets by Judge Pfeifer for each proposal 3. Rating Sheets by me for each proposal 4. A sheet combining the two rating sheets and ranking the proposals. It is the intention, via Court action, to pre-qualify the two top-ranked finns for interview in the Step Two Evaluation. e 468 , r e e e Corrunissioner Balajka Corrunissioner Finster Corrunissioner Galvan April 17,2003 Page 2 Please advise, prior to Court, if you have any questions, concerns, corrunents or recommendations. -J?7 H. Floyd cc: Judge Michael Pfeifer (Letter and rating sheets only) Mr. Ben Comiskey (Letter and rating sheets only) File Agenda Item (Letter and rating sheets only) File Courthouse Construction Management Service (Letter and rating sheets only) CH-CMS . '~69 e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM -.:5 P A ,^l 1'1 A X WELL AREA 1{,lEIGHT RATING SCORE Ability to provide CM services 20% \() ? Experience dirctly related to the scope e of this project 20% \0 ::> '- References from clients for which similar work has been done 20% 10 2 Experience and capability of staff 20% 10 2 Proposed project approach 20% 10 :? TOTAL 10 Rating by ---.tJ ' F. S 1 ES-CrtHs e 470 J e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM SATT E!Z \= If~. L 0 ~ Pc N \] k. l~ S, AREA WEIGHT RATING SCORE Ability to provide CM services 20% -~ .0 Experience dirctly related to the scope .4- of this project 20% 2- References from clients for which similar work has been done 20% S 1.0 e Experience and capability of staff 20% c:; /. 2. Proposed project approach 20% I .2- TOTAL 3.e{ Rating by j), F. S 1 ES-CrtHs e 471 e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM A G / C f''i AREA WEIGHT RATING SCORE Ability to provide CM services 20% 7 \. 4 Experience dirctly related to the scope e of this project 20% b I. 2- References from clients for which similar work has been done 20% .s \.0 Experience and capability of staff 20% h 1.2 Proposed project approach 20% A I. c;, TOTAL h. 4 , Rating by ),1 F- /-: 1 . S I ES-CrtHs e 472 ~ e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM Do l'-\ k R- u G I"=- \~ AREA WEIGHT RATING SCORE Ability to provide CM services 20% 3 -t; Experience dirctly related to the scope t.J of this project 20% 2- . , References from clients for which e similar work has been done 20% 1:) J.O G 102. Experience and capability of staff 20% 20% ?- J Proposed proj ect approach . , TOTAL 3.b Rating by -H, F \ S 1 ES-CrtHs e ,;73 e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM S I":" [) 'PI Le...O AREA WEIGHT RATING SCORE Ability to provide CM services 20% S 1.0 Experience dirctly related to the scope d .4 e of this project 20% References from clients for which 5 1,0 similar work has been done 20% Experience and capability of staff 20% G 1.2. Proposed project approach 20% b 1.2- TOTAL 4.3 Rating by H, F, S 1 ES-CrtHs e 474 r e STEP ONE EY ALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM S {--/.'Jljl .r}I)J/~k / /' AREA WEIGHT RATING SCORE Ability to provide eM services 20% //) Z- Experience dirctly related to the scope II) Z. of this project 20% References from clients for which /6 z e similar work has been done 20% Experience and capability of staff 20% /0 z... Proposed project approach 20% !;J v TOTAL J7) '-' Rating by /1P S 1 ES-CnHs e 475 e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM \ f). r!er {"fd J- /1; lid [ it{ s ~ AREA WEIGHT RATING SCORE Ability to provide CM services 20% q ,~O Experience dirctly related to the scope '-I ,RlJ e of this project 20% References from clients for which if ' gJ similar work has been done 20% '-f ;:::/ Experience and capability of staff 20% I,';'" Proposed project approach 20% .3 , ~2J TOTAL J.1o j'7P Rating by _ SlES-CrtHs ~ 476 e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM 'i' /-; /i/ {/ ~ fC, hr('Jl-{,/!, iJr: / c: /f] AREA WEIGHT RATING SCORE Ability to provide CM services 20% ;D J- Experience dirctly related to the scope 'i of this project 20% lto References from clients for which similar work has been done 20% ID 2- e Experience and capability of staff 20% 10 2- Proposed project approach 20% IV :2 TOTAL qf:, /'"0 ;;:'CJ Rating by _ L ~ S 1 ES-CrtHs e '~77 STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF e FIRM ])0/1. Kn 0; // AREA WEIGHT RA TING SCORE Ability to provide CM services 20% .$ ,U) Experience dirctly related to the scope !;.- of this project 20% e References from clients for which ,(..1) similar work has been done 20% -3 Experience and capability of staff 20% 4 g'" I I (j Proposed project approach 20% L 1..//) ... TOTAL J 'ID Rating by /7 f S 1 ES-CrtHs e 478 , . ,- e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF FIRM So j 41 C (J AREA WEIGHT RATING SCORE Ability to provide CM services 20% 5" Experience dirctly related to the scope of this project 20% S References from clients for which I similar work has been done 20% S e Experience and capability of staff 20% S / Proposed project approach 20% S TOTAL -.5 Rating by /'lP S 1 ES-CrtHs e 479 e STEP ONE EVALUATION SHEET CALHOUN COUNTY COURTHOUSE REMEDIATION, RESTITUTION AND REMODELING CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL-RFP NO. 03-02-24-HF RATING MF HF COMBINED RANKING Spaw Maxwell Co. 10 jQ 20 ( Saterfield & Pontike Canst. Inc. 3.(.. 3.4- L J.f - .)- Anderson Group 96 ~.'-f &t2 2 e Don Krueger Construction Co. M! 3.' L .;.~ ~- SEDALCO :-2 4'6 q,g -3 S I ES-Rtg e 480 INDIANOLA BEACH EROSION CONTROL PROJECT - CONTRACT. DRAWINGS AND SPECIFICATIONS. AND TENTATIVE SCHEDULE e Commissioner Galvan said copies of the Indianola Beach Erosion Control Project specifications and drawings (the original is on file in Commissioner Precinct #l office) were delivered to members of the Court. He requested the Court accept the plan of specifications to this day of May 8, 2003 and to begin the bidding process on May 12, 2003 with all bids to be due at the Courthouse on May 28, 2003. The Court will select the contractor on June 12, 2003. He said a request from URS was received for a contract extension from February 2003 to December 2003. As the Court has already changed their insurance contract, Mark Mazoch, project manager, will get with Cindy Mueller, with the Auditor's Office, regarding this, as well as the performance bond. Commissioner Floyd concurred with Commissioner Galvan, stating a performance bond is required on all County contracts in insurance amounts consistant with what the County sets. A Motion was made by Commissioner Galvan and seconded by Commissioner Floyd to approve the drawings and specifications and tentative schedule (as outlined above) for the Indianola Beach Erosion Control Project and to approve the contract extension for URS from February 2003 to December 2003. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. e GENERAL DISCUSSION - FERRY BOAT MCBRIDE FOR MATAGORDA ISLAND STATE PARK Henry Pongratz of Port O'Connor gave an overview of the events regarding the ferry boat, McBride, which burned in February 2003. He received letters from David Dewhurst, Land Commissioner, the executive director of Parks and Wildlife Department and John Stewart. Hundreded of tourists have been turned away from the park due to lack of a ferry. At the Chamber Workshop last Friday with Parks and Wildlife Department, U.S. Fisheries, Chamber representatives from Seadrift and Port Lavaca, Gene Seaman's representative and Russell Fishbeck, Director of Region 2 Parks and Wildlife Department, a plan was devised for the immediate three months of the summer season to transport tourists to and from the Island. We planned to use the State's fuel funds for the McBride along with the ticket sales and a subsidy from Port Lavaca/Calhoun County Chamber and Port O'Connor Chamber, et al to hire a private boat. The State said they cannot give the ticket sales and subsidy at the same time. The plan fell through. The group will meet again tomorrow for another workshop. The State's premise is they will advertise for a private concession to operate a ferry using the ticket sales only because if a subsidy is needed, it would have to come from a local chamber, the county, etc. We are opposed to this idea because the State is not doing anything, just providing the dock. We, or any concession operation, have to get the business, tickets, etc. The State is not fulfilling their obligation to us. They once provided this service and we feel they should again do so. It is not our fault that the State is self-insured and there is no insurance policy to replace the McBride but it is the State's cesponsibility to provide transportation to and from the Island. We estimate there will be l199 persons there during the 3 month period tourist season. No privite boat can operate on this basis without a subsidy; the State should do this. e Mr. Pongratz asked the Court to make a request to the State for help; there is a waste of a million dollars if we cannot get people to the Island. He said no other boats had been found as yet. The Parks and Wildlife Departament wants to get out of the ferry business but we shall encourage them to provide this service and we ask the Court for approval with this request. ,181 EXECUTIVE SESSION - MEMORIAL MEDICAL PLAZA SALE The Court, being in open session, in compliance with the pertinent provisions of Section 551, Subchapter D of the Vernon's Texas Code Annotated, Government Code, the County Judge, as presiding Officer, publicly announced at 10:21 A.M. that a closed session would now be held under Section 551.072 to deliberate the purchase, exchange, lease or value of real pro~erty if deliberation in an open meeting would have a detr1mental effect on the position of the governmental body in negotiations with a third party. Discuss sale of Memorial Medical Plaza. The County Judge further publicly announced that before any final action, decision or vote is made regarding the subject matter of said closed session, this meeting will be reopened to the public. The Court then went into closed session. At the end of the closed session the meeting was reopened to the public at 10:48 A.m. e No action was taken by the Court. WATER LINE INSTALLATION ACROSS BAY STREET R.O.W. IN SCHICKE POINT SUBDIVISION IN PRECINCT #3 A Motion was made by Commissioner Balajka and seconded by Commissioner Galvan to authorize installation of a 1 1/2 inch water line across Bay Street right-Of-way in the Schicke Point Subdivision as per Sketch No. LSK-050803. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. lOTJO "LUl jl lOT)~ LOT:3:1 LOT '4 LOT3S LOTJ' LOT J7 I lOT ~g R13252 R,:UZ65 JUJ:Sl Craig CfIlfS Craig R23328 jUJJAl ,Rl3357 e.-. ~~ Po<: HOL"Se B:lllk5 B.nk> :Bmk. a'''- I ,J 5t (~- BAY STREET WT22 I LOT:il r LOTJ9 I LOT" I LOTJ'I U'T '^ 1.oT25 WT14 tOT 13 . R2j~,j8 R23~18 R2JIlQ Rl3087 Caig Cr3ig Cr3.ig R2303j . . VlIlig.C.fll . Mayhe..... Yfy~'~ HOt:SF. BAR........ , Hulme , i I i I """'-'- e M<-t' ~la.l I LOT 9 HLGHES STll.EET I. LOTS r LOT; LOT' LOT 5 ....13675 j .rvJlii! 'R:'i":;,4 R23625 V~ligura MaYUl"W G;l.~\i~~ Prut'tt lOT 4 R2J609 ClaLg LOT) R13.591 )..lcDona l' t.OT2 R24~Sl 1U3576 . Ennon LOIl 1R2'4lJO Hulrn, Da}1an, !}..'V S1: \1.eeT C.IWS<;",,,,,, (=of'- (<0"0>-, r;:, CiV\ I c.. 11 (J 7 ~. ~E:I> ~c.'" ~Q\c." 0\5S0U^'C\'y ;,,<, 1745') 26(-499-437-!-- l-I<JkG 0&,1- 972-0051 CA-h,(l' I I" II P U~~ ... p.\JC Oln. f-\D Pi? C{A('L(1./{Z12 [pt;'" U<;E. S" pVC 611.. gO{l!; CA"""-'6... ,\0 f - '2, 0 " (::,E/...OW cZ-. t0F 0 new U"t l LI ZoE ClPfJ--J Cu, /J<.E""t I-(.o{) SkliTCH N~.F" LSk-oso:?cG e lot.max 482 BIDS AND PROPOSALS - VEHICLES FOR SHERIFF I S DEPARTMENT A Mo~io~ was made by Commissioner Galvan and seconded by Commlssloner Floyd to approve the specifications for the Sheriff's Department vehicles and authorize the County Auditor to advertise for bids to be opened June 5, 2003 and awar?ed June 12, 2003. Commissioners Galvan, Balajka, Floyd, Flnster and Judge Pfeifer all voted in favor. e CAlHOUN COUNTY SHERIFF'S OFFICE B. B. BROWNING SHERIFF BID SPEClFICIATIONS FOR POUCE PACXAG~ AUTOMOBILES VEHICLES MUST MEET OR EXCEED TliE FOLLOWING MINIMUM SPECIFICATIONS: NUMBER OF VEHICLES: TYPE OF VEHICLE: YEAR OF VEHICLE: COLOR OF VEHICLE: TYPE OF ENGINE: TYPE OF TRANSMISSION: 3 FOUR DOOR POUCE PACKAGE NEW 2003 OR 2004 WHITE V-a-5EFI, 239 HP, 4.6 L 4 SPEED AUTOMATlC OVERDRIVE, FIRST GEAR LOCKOUT AND AUXILIARY EXTERNAL OIL COOLER. 3.27.1 DRIVETRAIN, REAR WHEEL DRIVE MINIMUM 3.08 RATIO POWER REQUIRED TILT DISK BRAKES, A.B.S. 114.3" MINIMUM 119" MAXIMUM CONVENTIONAL SIZE REQUIRED, SAME SIZE AND TYPE AS ON CAR INTERVAL ALL TINTED HEATER AND DEFROSTER RADIO, AM/FM AIR CONDITlONING, MANUAL BATTERY REAR wiNDOw DEFROSTER DRIVE: REAR AXLE: STEERING: STEERING WHEEL: BRAKES: WHEELBASE: e SPARE TIRE AND WHEEL: WINDSHEILD WIPERS; GLASS FACTORY INSTALLED: ANY EXCEPTIONS TO ABOVE SPEC/FICA TIONS MUST BE LISTED ON A SEPARA TE SHEET AND A TTACHED TO THE BID. e EMERGENCY MEDICAL SERVICES ASSETS - TRANSFER FROM HOSPITAL TO COUNTY This agenda item was,pas~ed ~s Mr. Henr~ Barber did not receive the informatlon ln tlme for reVlew. CALHOUN COUNTY HEALTH DEPARTMENT - REPORT ON COMPLIANCE WITH"HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY Acr OF 1996 (HIPAAl PRIVACY RULE Dr. Bain Cate, with the Crossroads Public Health District, 483 gave a report of the Calhoun County Health Department regarding their compliance with the HIPAA Policy and asked for the Court's approval of same. A Motion was made by Commissioner Balajka and se~onded by Commissioner Finster to accept the,report regard~ng the Calhoun County Health Depa~tment w~th H~PAA. Commissioners Galvan, Bala]ka, Floyd, F~nster and Judge Pfeifer all voted in favor. e ~€~tllil CROSSROADS PUBLIC HEALTH DISTRICT Victoria, Calhoun, DeWitt and Jackson Counties Bain C Gte, M D., Medical Director 2805 N. Navarro / P.O. Box 2350 Victoria, Texas 77901-3917 Phone (361) 578-6281 Fax (361) 578-7046 April 24, 2003 Calhoun County Commissioners' Court Attn: Honorable Judge Mike Pfeifer 211 S Ann St Port Lavaca, TX 77979 Judge Pfeifer, Pursuant to the wishes of Calhoun County Commissioners' Court, and in compiiance with Federal Regulations, a formal HIPAA pOlicy with corresponding attachments was produced, and comprehensive training of all Calhoun County Health Department employees concerning this policy was completed on April 17, 2003. Attached is the proposed policy with multiple attachments. I am presenting all of these documents to Calhoun County Commissioners' Court for review, and possibie acceptance. e In the process of formulating these HIPAA rules for the Health Department, two Business Associate Agreements had to be produced for entitles that have access to patients' private health information. These are attached for review, and signature by yourself if the Commissioners' Court so desires. This is the way that Victoria County executed their agreements, but it may be more acceptable for Calhoun County Commissioners' Court to have me sign these agreements on behalf of the Health Department. Once these 2 documents are signed, then they will need to be sent to the respective "business associates." When the documents that are signed by both parties reach the Health Department, they wiil subsequently be returned to Commissioners' Court for receipt. Please call if there are any questions or concerns. Sincereiy, ~~~ / Bain C. Cate, M.D. CJlT.Hnm.r COUNTY HEALTH DBPARTMENT - HIPAA POLICY A Motion was made by Commissioner Finster and seconded by Commissioner Galvan to accept the Calhoun County Health Department's HIPAA policy. Commissioners Galvan,Balajka, Floyd, Finster and Judge Pfeifer all voted in favor_ CALHOUN COUNTY HEALTH DEPARTMENT - AGREEMENTS REGARDING HIPPA A Motion was made by Commissioenr Floyd and seconded by Commissioner Finster to authorize Dr. Sain Cate with the Crossroads Public Health District to sign the following agreements regarding HIPAA: Business Associate Agreement between Calhoun County Health Department and Memorial Medical Center Business Associate Agreement between Calhoun County Health Department and Coastal Medical Clinic e 484 e BUSINESS ASSOCIATE AGREEMENT BETWEEN CALHOUN COUNTY HEALTH DEPARTMENT AND MEMORIAL MEDICAL CENTER This Agreement is effective the 1st of April, 2003, by and between Calhoun County Health Department (hereinafter "Provider") and Memorial Medical Center (hereinafter "Business Associate"). Provider and Business Associate may be individually referred to as a "Party" and collectively as the "Parties." WITNESSETH e WHEREAS, the Health Insurance Portability and Accountability Act ("HIPAA") of 1996, Public Law 104-91, included provisions directing the Secretary of Health and Human Services ("HHS") to implement regulations that, among other things, would ensure the privacy of 'individually identifiable health information' (also referred to herein as 'protected health information '); and WHEREAS, pursuant to HIPAA the Secretary ofHHS implemented the Standards for Privacy ofIndividually Identifiable Health Information, 65 Fed. Reg. 82,462 et seq. (Dec. 28, 2000) (hereinafter the "Privacy Rule") to govern the uses and disclosures of protected health information by entities covered under the Privacy Rule; and WHEREAS, Provider is a 'covered entity' under the Privacy Rule in that it is a health care provider, and as a covered entity must ensure the privacy of all protected health information which it, or its' business associate,' uses or discloses; and WHEREAS, in performing Services for Provider, Business Associate is considered a 'business associate' as this term is defined in the Privacy Rule; and WHEREAS, the Privacy Rule mandates that covered entities enter into agreements with their business associates to ensure the continued privacy of protected health information; and WHEREAS, this Agreement is intended to ensure that Business Associate will establish and implement appropriate safeguards (including certain administrative requirements) for the protected health information the Business Associate may create. receive, use, disclose, or have access to in connection with Services by Business Associate to Provider; NOW THEREFORE, in consideration of the Parties' continuing obligations under the Contract, in compliance with the Privacy Rule, and for other good and valuable consideration, the sufficiency of which is hereby acknowledged, the Parties agree to the provisions of this Agreement in order to address the obligations imposed by the Privacy Rule, and to protect the interests of the Parties. I. GENERAL TERMS e I. This Agreement shall remain in effect for a period coterminous with the Contract. Page I of 4 "10 (1tCJ5 2. Except as otherwise might be defined herein, all terms first appearing in 'single' quotation marks and italicized shall have the meaning set forth in the Privacy Rule. 3. In the event of an inconsistency between the terms of this Agreement and the mandatory terms of the Privacy Rule, the mandatory terms of the Privacy Rule shall prevail. Where the terms of this Agreement are different from those included in the Privacy Rule but the terms of the Privacy Rule are permissive, the terms of this Agreement shall control. 4. The terms of the Privacy Rule may be expressly amended from time to time by HI-IS, or as a result of interpretations by HHS, a court, or another regulatory agency with authority over the Parties, In such an event, the interpretation of HHS, such court, or regulatory agency shall prevail. In the event of a conflict among the interpretations of these entities, the conflict shall be resolved in accordance with rules of precedence. 5. The Contract shall govern with respect to all terms not addressed in this Agreement. 6, This Agreement does not create any rights in third parties. e II. SPECIFIC REQUIREMENTS I. Business Associate agrees to create, receive, use, or disclose protected health info mati on only in a manner that is consistent with this Agreement and the Privacy Rule, and only in connection with providing the Services to Provider identified in the Contract. Accordingly, in providing Services to or for Provider, Business Associate, for example, will be permitted under the Privacy Rule to use and disclose protected health information for 'payment' or 'health care operations. ' Additionally, under the Privacy Rule, Business Associate also may use or disclose protected health information received by the Business Associate in its capacity as a business associate to Provider if: e a. The use relates to: (l) the proper management and administration of the Business Associate or to carry out legal responsibilities of the Business Associate, or (2) data aggregation services relating to the health care operations of Provider. For purposes of this Agreement, the following tems shall have the meanings identified: I) "data aggregation services" shall mean the combining of protected health information by Business Associate with the protected health information received by Business Associate in its capacity as a business associate of another covered entity, to permit data analyses that relate to the health care operations of Provider or another covered entity, and "legal responsibilities" of the Business Associate shall mean responsibilities imposed by law or regulation but (unless otherwise expressly permitted by Provider) shall not mean obligations Business Associate may have assumed pursuant to contracts, agreements, or understandings with entities other than Provider. 2) e Page 2 of 4 486 b. The disclosure of information received in such capacity will be made in connection with Services, and the law requires such disclosure, or the Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will be held confidential and the person agrees to notify the Business Associate of any breaches of confidentiality. In this regard, 'required by law' shall have the meaning set forth in the Privacy Rule. e 2. To the extent such agreements are otherwise permitted under the Contract, Business Associate shall include in all agreements or contracts with its agents, contractors, or subcontractors, ifsuch agreements or contracts involve Business Associate's disclosure to the agents, contractors, or subcontractors of protected health information received in connection with Services, the same restrictions and conditions on the use and disclosure of protected health information that are set forth in this Agreement. 3. Business Associate shall adopt privacy policies and procedures that are consistent with the requirements of the Privacy Rule. 4. Business Associate shall maintain appropriate safeguards as necessary to ensure that protected health information is not used or disclosed except as provided for by the Privacy Rule and by this Agreement. e 5. Business Associate shall report to Provider any use or disclosure of protected health information by its employees, agents, contractors, or subcontractors that is not provided for by the Privacy Rule or by this Agreement. 6. In accordance with the Privacy Rule, Business Associate shall make available to those individuals who are the subjects of protected health information created or received by Business Associate in connection with Services, their protected health information that is contained in 'designated record sets.' At Provider's option, the protected health information shall be made available: (i) to Provider (who then will share the protected health information with the individual), (ii) to the individual directly, or (iii) to the individual at a reasonable time and at a reasonable location. 7. Business Associate (and all agents, contractors, and subcontractors that create or receive protected health information in connection with Services to Provider) shall make available the information necessary to provide an accounting of disclosures of protected health information as provided for in the Privacy Rule. 8. Business Associate shall make available protected health information in its possession or under its control for amendment, and shall incorporate any amendments to protected health information in accordance with the requirements of the Privacy Rule and any instructions provided by Provider. 9. Business Associate shall follow any instructions received from Provider with respect to restricting the uses and disclosures of certain protected health information. Business Associate shall ensure that the protected health information is not used or disclosed in a manner that would violate the restriction, unless otherwise directed by Provider. e Page 3 of 4 . 487 10. When necessary to accommodate individuals' reasonable requests for 'confidential communications, 'Business Associate shall communicate with an individual regarding his/her protected health information only in the alternative manner or at the alternative location instructed by Provider, unless otherwise directed by Provider.' e II. Upon termination, cancellation, expiration, or other conclusion of this Agreement, Business Associate shall return to Provider or destroy all protected health information, in whatever form or medium (including in any electronic medium under Business Associate's custody or control), that Business Associate (or its agents, contractors, or subcontractors) created or received for or from Provider, including all copies of and any data or compilations that allow identification of any individual who is a subject of the protected health information. 12. Business Associate will identiry any protected health information that Business Associate (or its agents, contractors, or subcontractors) created or received for or from Provider that cannot feasibly be returned to Provider or destroyed, and will limit its further use or disclosure ofthat protected health information to those purposes that make return or destruction of that protected health information. 13. For purposes of determining compliance with the Privacy Rule or this Agreement, Business Associate shall make available to the HHS (or its agents) the Business Associate's internal practices, books and records relating to the use and disclosure of protected health information in connection with Services. III. TERMINATION OF AGREEMENT e The Parties agree that Provider shall have the right to terminate this Agreement immediately or to seek other remedies if the Business Associate (or its agents, contractors, and subcontractors) violates a material term of this Agreement or ofthe Privacy Rule. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the day and year written above. Calhoun County Health Department Memorial Medical Center By: By: Name: Name: Title: Title: e Page 4 of 4 488 e BUSINESS ASSOCIATE AGREEMENT BETWEEN CALHOUN COUNTY HEALTH DEPARTMENT AND COASTAL MEDICAL CLINIC This Agreement is effective the 1st of April, 2003, by and between Calhoun County Health Department (hereinafter "Provider") and Coastal Medical Clinic (hereinafter "Business Associate"). Provider and Business Associate may be individually referred to as a "Party" and collectively as the "Parties." WITNESSETH WHEREAS, the Health Insurance Portability and Accountability Act ("HIP AA") of 1996, Public Law 1 04-91, included provisions directing the Secretary of Health and Human Services ("HHS") to implement regulations that, among other things, would ensure the privacy of 'individually identifiable health information' (also referred to herein as 'protected health information'); and WHEREAS, pursuant to HIPAA the Secretary ofHHS implemented the Standards for Privacy of Individually Identifiable Health Information, 65 Fed. Reg. 82,462 et seq. (Dec. 28, 2000) (hereinafter the "Privacy Rule") to govern the uses and disclosures of protected health information by entities covered under the Privacy Rule; and e WHEREAS, Provider is a 'covered entity' under the Privacy Rule in that it is a health care provider, and as a covered entity must ensure the privacy of all protected health information which it, or its' business associate,' uses or discloses; and WHEREAS, Provider and Business Associate entered into an agreement dated September 01, 2002 ("the Contract") under which Business Associate contracted to provide certain functions, activities, or services (collectively "Services") to Provider, and in the continued performance of these Services may create, receive, use, disclose, or have access to protected health information; and WHEREAS, the Parties now agree to amend the Contract to incorporate the terms of this Agreement; and WHEREAS, in performing Services for Provider, Business Associate is considered a 'business associate' as this term is defined in the Privacy Rule; and WHEREAS, the Privacy Rule mandates that covered entities enter into agreements with their business associates to ensure the continued privacy of protected health information; and e WHEREAS, this Agreement is intended to ensure that Business Associate will establish and implement appropriate safeguards (including certain administrative requirements) for the protected health information the Business Associate may create, receive, use, disclose, or have access to in connection with Services by Business Associate to Provider; NOW THEREFORE, in consideration of the Parties' continuing obligations under the Contract, in compliance with the Privacy Rule, and for other good and valuable Page I of4 489 consideration, the sufficiency of which is hereby acknowledged, the Parties agree to the provisions of this Agreement in order to address the obligations imposed by the Privacy Rule, and to protect the interests of the Parties. el I. GENERAL TERMS 1. This Agreement shall remain in effect for a period coterminous with the Contract. 2. Except as otherwise might be defined herein, all terms first appearing in 'single' quotation marks and italicized shall have the meaning set forth in the Privacy Rule. 3. In the event of an inconsistency between the terms of this Agreement and the mandatory terms of the Privacy Rule, the mandatory terms of the Privacy Rule shall prevail. Where the terms of this Agreement are different from those included in the Privacy Rule but the terms of the Privacy Rule are permissive, the terms of this Agreement shall control. 4. The terms ofthe Privacy Rule may be expressly amended from time to time by HHS, or as a result of interpretations by HHS, a court, or another regulatory agency with authority over the Parties. In such an event, the interpretation of HHS, such court, or regulatory agency shall prevail. In the event of a conflict among the interpretations of these entities, the conflict shall be resolved in accordance with rules of precedence. S. The Contract shall govern with respect to all terms not addressed in this Agreement. 6. This Agreement does not create any rights in third parties, e II. SPECIFIC REQUIREMENTS I. Business Associate agrees to create, receive, use, or disclose protected health infOlmation only in a manner that is consistent with this Agreement and the Privacy Rule, and only in connection with providing the Services to Provider identified in the Contract. Accordingly, in providing Services to or for Provider, Business Associate, for example, will be permitted under the Privacy Rule to use and disclose protected health information for 'payment' or 'health care operations. ' Additionally, under the Privacy Rule, Business Associate also may use or disclose protected health information received by the Business Associate in its capacity as a business associate to Provider if: a. The use relates to: (1) the propcr management and administration of the Business Associate or to carry out legal responsibilities of the Business Associate, or (2) data aggregation services relating to the health care operations of Provider. For purposes of this Agreement, the following terms shall have the meanings identified: I) "data aggregation services" shall mean the combining of protected health information by Business Associate with the protected health information received by Business Associate in its capacity as a business associate of another covered entity, to permit data e Page 2 of 4 490 , , ~ e analyses that relate to the health care operations of Provider or another covered entity, and "legal responsibilities" of the Business Associate shall mean responsibilities imposed by law or regulation but (unless otherwise expressly permitted by Provider) shall not mean obligations Business Associate may have assumed pursuant to contracts, agreements, or understandings with entities other than Provider. b. The disclosure of information received in such capacity will be made in connection with Services, and the law requires such disclosure, or the Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will be held confidential and the person agrees to notify the Business Associate of any breaches of confidentiality. In this regard, 'required by law' shall have the meaning set forth in the Privacy Rule. 2) e 2. To the extent such agreements are otherwise permitted under the Contract, Business Associate shall include in all agreements or contracts with its agents, contractors, or subcontractors, if such agreements or contracts involve Business Associate's disclosure to the agents, contractors, or subcontractors of protected health information received in connection with Services, the same restrictions and conditions on the use and disclosure of protected health information that are set forth in this Agreement. 3. Business Associate shall adopt privacy policies and procedures that are consistent with the requirements of the Privacy Rule. 4. Business Associate shall maintain appropriate safeguards as necessary to ensure that protected health information is not used or disclosed except as provided for by the Privacy Rule and by this Agreement. 5. Business Associate shall report to Provider any use or disclosure of protected health information by its employees, agents, contractors, or subcontractors that is not provided for by the Privacy Rule or by this Agreement. 6. In accordance with the Privacy Rule, Business Associate shall make available to those individuals who are the subjects of protected health information created or received by Business Associate in connection with Services, their protected health information that is contained in 'designated record sets.' At Provider's option, the protected health infomIation shall be made available: (i) to Provider (who then will share the protected health information with the individual), (ii) to the individual directly, or (iii) to the individual at a reasonable time and at a reasonable location. 7. Business Associate (and all agents, contractors, and subcontractors that create or receive protected health information in connection with Services to Provider) shall make available the information necessary to provide an accounting of disclosures of protected health information as provided for in the Privacy Rule. e Page 3 of 4 -191 8. Business Associate shall make available protected health information in its possession or under its control for amendment, and shall incorporate any amendments to protected health information in accordance with the requirements of the Privacy Rule and any instructions provided by Provider. . 9. Business Associate shall follow any instructions received from Provider with respect to restricting the uses and disclosures of certain protected health information. Business Associate shall ensure that the protected health information is not used or disclosed in a manner that would violate the restriction, unless otherwise directed by Provider. 10. When necessary to accommodate individuals' reasonable requests for 'confidential communications. . Business Associate shall communicate with an individual regarding hislher protected health information only in the alternative manner or at the alternative location instructed by Provider, unless otherwise directed by Provider. I I. Upon termination, cancellation, expiration, or other conclusion of this Agreement, Business Associate shall return to Provider or destroy all protected health information, in whatever form or medium (including in any electronic medium under Business Associate's custody or control), that Business Associate (or its agents, contractors, or subcontractors) created or received for or from Provider, including all copies of and any data or compilations that allow identification of any individual who is a subject of the protected health information. 12. Business Associate will identify any protected health information that Business Associate (or its agents, contractors, or subcontractors) created or received for or from Provider that cannot feasibly be returned to Provider or destroyed, and will limit its further use or disclosure of that protected health information to those purposes that make return or destruction of that protected health information. 13, For purposes of determining compliance with the Privacy Rule or this Agreement, Business Associate shall make available to the HHS (or its agents) the Business Associate's internal practices, books and records relating to the use and disclosure of protected health information in connection with Services. e e III. TERMINATION OF AGREEMENT The Parties agree that Provider shall have the right to terminate this Agreement immediately or to seek other remedies if the Business Associate (or its agents, contractors, and subcontractors) violates a material term of this Agreement or of the Privacy Rule. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the day and year written above. Calhoun County Health Department Coastal Medical Clinic By: Name: Title: By: It Name: Title: Page 4 of 4 "9#") ":'i /4.i COUNTY CLERK - NEW LEASE FOR POSTAGE METER AND SCALE A Motion was made by Commissioner Balajka and seconded ~y Commissioner Finster to authorize the County Clerk to s~gn a new Lease Agreement with Pitney Bowles for a new postage meter and scale. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. STATE AND LOCAL GOVERNMENT TERM RENTAL AGREEMENT '" . Rlllllal Account # ~ e ~ e Pitney Bowes Your Business Information FULL LEGAL NAME OF RENTER C(/o,( ",,hL.J COJ"'/' 4tiJ0 5'+ . CAN # {/O~1 CJ90cJC07 ORDER # CJut- DBA NAME EMAlL ADDRESS BILLING ADDRESS 2 (I ~, CITY ,4 r!- va",!. ZlP+4 77171 PHONE# lCfs5J- t('1I/ CONTACT NAME A;<",/.. -'-- SEND INVOICE TO ATTN OF EQUIPMENTLOCATION IF NOT SAME AS ABOV CITY STATE ZIP+4 CREDIT CARD # , EXP DATE NAME ON CARD TYPE TAX EXEMPH FISCAL PERIOD FROM TO RENTER PO # e@ Your Business Needs CHEfK mMS TO BE INCWoEo IN YOUR PERIOD PAYMENT rr' EJulpment Maintenance Agreement On Rental O'Sofl-Guard Agreement @ .l'Soflware MalnlBnanco Agroement ~ ~Ier On Renlal '::..J- Payment Schedule I Billing ~ Your Payment Plan Initial Rental Term; S- I Frequency 0 Monthly l31lUarterly 0 Other (specily, ~ Rental Terms and Conditions By your Signature as "Renter" below', you request that we rent to you the equipment described above or on any sche( attached hereto (the "Equipment") to( essential QOvernmental purposes In consideration of your payment 10 us of the amo set forth in the Payment Schedule, subject to the terms and cooditions proVided In thJs Agreement. For purposes of U Agreement, all payments set forth In the Payment Schedule shall be referred to as the "Total Payments." The paymer referred to in the Payment Schedule ottler than the "Anal PaymentM shall be referred to singUlarly as a "Period Paymf and collectively as the "Period Payments." Your offer will be binding on us when we accept it by having an authorize! employee sign it. AU payments hereunder shall be payable only to us at our executive offices unless we direct you otherwise in writing. 1. NONcAPPROPRIATION. You warrant that you have lunds available to pay the TotaJ Payments untillhe end 01 your current fiscal period, and shall use your best efforts to obtain funds to pay the Total Payments in each subsequent fisc periOd through the elld of your Initial Term. If your appropriatiOll request to your leglslati....e body, or tut'ld\ng authoctt)' ("Governing Body") for funds to pay the Total Payments is denied, you may terminate this Agreement on the last day c fiscal periOd for which funds have been appropriated, upon (I) submission of documentation reasonably satisfactory to e....idenclng the Governing Body's denial 01 an appropriatiOn sufficient to continue this Agreement lor the next succeed; fiscal period, and (ii) satisfactloo of aU charges and ocUgat/ollS under this Agreement Incurred through the end of the 1 periOd for which funds ha....e been appropriated, including the return of the EQUipment at your expense. F"st (""I months $ It.; per month Next months $ per month Next months $ per month ,nal Payment $ 100.00 Initial Check Amount $ SIGNATURE PRINT NAME PB ACCOUNT REP NAME J:;~{,iJ ,[/50;,.) EMPLOYEE # (/ '-( Z S-7 TITLE DATE DISTRICT NAME & # SA - ()'i ' PB ACCEPTEO BY TITLE DATE EXECUTIVE OFFICE: 27 WATERVIEW OR . SHELTON, CT 06484-4361 . EQUIPMENT VENDOR: PITNEY BOWES, INC. . FOR SALES AND SERVICE CALL 1-800-322-BOOO WHITE COPY PBCC . PINK COPY PITNEY BOWES INC. . YELLOW COPY CUSTOMER PAGE 1 PB SLR2 (B/01) SEE PAGE 2 FOR ADOITIONAL TERMS ANn r.DNnITlONS 493 EMERGENCY MRntCAL SERVICES PERSONNEL - ADD HIPAA RELATED DUTIES TO ESSENTIAL JOB DESCRIPTION A Motion was made by Commissioner Finster and seconded by Commissioner Balajka to authorize the Human Resources Coordinator to add HIPAA related duties to the essential job descriptions of Emergency Medical Services personnel. Judge Pfeifer requested that this agenda item be passed as this had not properly gone through the channels. Commissioner Finster withdrew his motion and Commissioner Balajka, his second. e SOU'I'HWIND DRIVE IN SANDPIPER COVE SUBDIVISION IN PORT 0' CONNOR. PRECINCT #4 - ACCEPT FOR MAIN'I'ENANCE AS A <;DUNTY RQAJ;l A Motion was made by Commissioner Finster and seconded by Commissioner Floyd to accept Southwind Drive in Sandpiper Cove Subdivision in Port O'Connor as a county road for maintenance. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. ~. Kenneth JJ':Finster I , I / \~. . ~e e County Commissioner County of Calhoun Precmct 4 May I; 2003 Judge Michael Pfiefer. County Courthouse . 211 S.Ann . Port Lavaca, Texas 77979 Dear Judge Pfiefer: The constrUction of South wind Drive in Sandpiper Cove Subdivision, Port O~Connor, .. Texas. has been completed and meets Calhoun County specificanons. As of this .date, under Calhoun County guidelines, I now accept this road as a County Road on behalf of Calhoun County. Sincerely, e ~ZlW'~ Kenneth W. Finsrer cc: Conmiissioner Roger Galvan Commissioner Michael Balajka Commissioner H. Floyd 494 . _----.J INVOICE FOR 2002 FIRE SERVICES FROM CITY OF PORT LAVACA e Commissioner Balajka expressed his concern about the invoice for 2002 fire services. He learned, after Precinct #1 and Precict #2 employees had worked long hours on a truck for the City of Port Lavaca Fire Department and put a lot of mone~ into it, that the City does not use it and has no intentlon of using it; they are looking for another truck. Commissioner Galvan stated the $100,000 was put in the budget for these services and the Court must comply. A Motion was made by Commissioner Galvan and seconded by Commissioner Finster to pay the City of Port Lavaca for 2002 fire services in the amount of $100,000. In discussion, Commissioner Floyd said we have gone thro~gh,this several t~mes an~ Mr. Broz was never present. Commlssloner Galvan sald he dld not think to invite him' Judge Pf~ifer said he ~s sent an agenda. Commissioner' Floyd sald a budget adJustment will have to be done. Vote on the Motion: Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. INVOICE NO: 022012 BILL TO: e Calhoun County 211 S. Ann Port Lavaca, TX 77979 Attn: County Treasurer To invoice Calhoun County per Interlocal Agreement. Calhoun County portion of Fire Protection provided by Port Lavaca Fire Department for fire protection outside City limits January 1,2002 to December31, 2002 $100.000.00 TOTAL THIS INVOICE $100,000.00 Pay to: CITY OF PORT LA V ACA P.O. BOX 105 PORT ~ V ACA, TX 77979 ATTN:nNANCEDEPARTMENT e THANK YOU! 495 ~,..~~ n,. 1- ,..~"'. , o . oG."' 0" :?~ 0,- c.\.i' Michael J. Pfeifer Calhoun County Judge 211 South Ann Street - Port Lavaca. Texas 77979 (361) 553-4600 - Fax (361) 553-4444 - Email: calhoun@tisd.net It MEMO TO: All Commissioners FROM: Judge Pfeifer Date: April 7,2003 RE: Invoice from City of Port Lavaca for 2002 Fire Services Commissioner Galvan and I met with Gary Bmz regarding the invoice from the City for 2002 Fire Services. During the meeting, he stated that he had presented four invoices to the County Judge's secretary during 2002. They wcre returned each time. I talked with Arlene and she does not recall ever having received any invoice and she stated that there were no other factors regarding this invoice. e COUNTY TREASURER - JP #1 - JP #2 - JP #4 - JP #5 - REPORTS The County Treasurer presented her Quarterly Report and JP #1 JP #2 JP #4 and JP #5, their Monthly Reports for Ap~il, 2003 and after reading and verifying same, a Motion was made by Commissioner Finster and seconded by Commissioner Balajka that said reports ,be accepted ~s presented. Commissioners Galvan, Bala]ka, Floyd, F~nster and Judge Pfeifer all voted in favor. e li96 , e e e CALHOUN COUNTY TREASURER'S'OFFICE STATEMENT OF BALANCES tsalance <<alanC9 FUND NAME 01/01/03 Receipts Disbursements 03/31/03 General $ 3,207,451 $ 11,843,794 $ 4,639,985 $ 10,411,260 Road & Bridge General 243,066 292,157 300,000 235,223 Road & Bridge Precinct 3 10,406 129 0 10,535 Road & Bridge Precinct 4 19,324 239 0 19,563 Hwy 87/FM 1090 1,300,123 16,080 0 1,316,203 Road Maintenance Precinct 4 17,930 222 0 18,152 Lateral Road Precinct 1 3,721 46 0 3,767 Lateral Road Precinct 2 3,721 46 0 3,767 Lateral Road Precinct 3 3,721 46 0 3,767 Lateral Road Precinct 4 3,721 46 0 3,767 Flood Control Precinct 4 2,117 26 0 2,143 Juvenile Probation 138,377 84,058 83,960 138,475 Boot Camp/JJAEP 172,445 2,132 24,875 149,702 D.A.R.E. 22,905 283 0 23,188 Airport Maintenance 11,161 18,425 5,151 24,436 Library Gift & Memorial 60,638 2,505 0 63,143 Law Library 40,045 3,939 1,353 42,632 Capital Projects - Road & Bridge Infrastructure 32,732 0 0 32,732 Capital Projects - Airport Improvement 12,513 0 0 12,513 Capital Projects - Airport Improvement II 0 30,446 600 29,846 Capital Projects - Parking Lot 80,544 0 0 80,544 Capital Projects - New EMS Building 19,196 0 0 19,196 Capital Proje<:ts - New Jail Building 456,201 0 118 456,083 Capital Projects ~ Magnolia Beach Erosion 252,537 0 174,303 78,235 Capital Projects - Swan Point Park 20,076 61,900 2,655 79,320 Capital Projects - Old Jail Demolition 3,188 0 3,188 0 Capital Projects - Lighthouse 168,161 0 17,438 150,723 Capital Projects - Bauer BUilding Roof 3,625 0 3,625 0 Capital Projects - Mold Remediation 690,314 0 1,741 688,573 Capital Projects - Coastal Improvements 156,241 0 5,934 150,307 CCISD/SeadriftlCo . Road Project 14,852 0 0 14,852 Port O'Connor Community Center 5,821 3,699 2,803 6,717 Chamber T olJrism Center 223 0 0 223 Fines and Court Costs Holding Fund 28,168 35,442 0 63,609 Donations 119,307 17,570 872 136,005 Animal Control- CAWS 139 0 0 139 Sheriff Forfeited Property 1,140 14 0 1,154 Records Management - County Clerk 73,502 7,068 1,359 79,211 Records Management & Preservation 52,608 1,943 1,036 53,514 Courthouse Security 121,221 6,091 44 127,268 Grants 76,824 48,504 6,898 118,430 Law Enforcement Officers Std. Education (LEOS E) 5,525 1,479 181 6,823 Appellate Judicial System 975 461 975 461 Graffiti Eradication 5,342 66 0 5,408 Justice Court Technology 13,837 3,045 0 16,882 General Obligation Bonds Interest & Sinking 34,668 532,810 15,375 552,103 General Obligation Ref. Bonds Interest & Sinking 9,373 435,530 395,763 49,141 Combination Hasp. Revenue & Tax Certificates of Obligati 255 282,417 56,983 225,690 Tax Anticipation Notes - Interest & Sinking 69,598 559 0 70,158 Tax Anticipation Notes. Formosa 855,592 9,720 9,930 855,383 Imprest Jury - District Court 577 4,472 1,864 3,185 Imprest Jury - County Court 1,493 2,515 2,630 1,379 Memorial Medical Center - Operating 1,839,830 4,790,378 4,823,240 1,806,968 Memorial Medical Center - Memorial 16,830 135 0 16,965 Memorial Medical Center - Restricted Donations 13,348 107 0 13,456 Memorial Medical Center - Indigent Healthcare 2,632 513,076 419,087 96,621 Totals $10,519,879 $19,053,622 $11,003,964 $18,569,537 We the undersigned County Judge and Commissioners in and for Calhoun County, Texas hereby certify Ihat we have made an examination of the County Treasurer's quarterly report, filed with us on this ~ day of ~, 2003, and have found the same to be correct and in due order. f Witness our hands, officially, this ~ day of hI.~, 2003. Ii~ H. Floyd, CommiSSioner Pet 3 J{.._.,~w,. A'~Q~ i4nneth W. Finster, Commissioner Pct 4 SWORN T()AND SUBSCRIBED BEFORE ME, County Judge, and County Commissioners of said Calhoun County eaGhJes~eclively,\~ this . t; day of 't"r)n1-f",--,2003. .' ,,";,\\\r1fRS'\\ilr I. B~F;~~~~MF:.{Ke'v.I1lf.l\nl!gned authority on this ally appeared Rhonda S. McMahan, County Treasurer of ~~~~~~_rj~~ty saYS~~1ge within and foregng report i true and co e tJ' ' : ",,':":'~:'~::-i. ' : ~;;_~~., t . i" \ \ ~ ""',;,' /, ~ (.'"1 -. .'_':.', :0.,,;.\.,. : '-1,:/ .1 'r;' ~', ,- ,,;: :...' ..~...- ,:,~. . -'- FiCsD/"OF.<.(',E;oo'RPYH'is ( ~ of '~t~1::" ,2003. day of ~. , 2003 and recorded this --i- day ~ J-AL~ Anita Fricke, County Clerk.. "I, ~ ,,-r;; ~ '<9~ ..JAliJJN/ ~~ 497 BEACH CLEAN-UP GRANT - DONATION FROM FORMOSA PLASTICS A Motion was made by Commissioner Balajka and seconded by Commissioner Galvan to accept the donation from Formosa Plastics Environmental Endowment Fund Trust in the amount of $7500 for the beach clean-up grant. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. FORMOSA PLASTICS ENYIROMENTAL ENDOWMENT FUND TRUST ACCOUNT FIRST NATIONAL BANK IN ~ORT LAVACA, TRUSTEE BB-2316/1131 210 e JJ'/) ~~ M~y 6. 2001 . Seven County o. fpa:]h6~~n ",' "."-'__"_ '.'0' ' !:housand'tiyehuIlc:red ':t': ~ FIRST NA.hoi-i.dB~, ".",..-.,;., . . '.. ..J $ 7,500.00 ~ , <,:" n, 1,..':-:.:, and.-nO/lOb.;..-:,,'--,,---_ ,,~, - '----.-;, '" ,__ """''''""1"",1..-_.-.....,. ~~1i::"..._ '-. ,--.;.. . '10='" ~-;/ ""'"..",' n f'I)tt~\~ .~ Grant - beach Clean-up ," I. I. 3 I. 23 I. b 21: 05 I. ... 8-11'021.0 :>.n A. ~'ainer, Sr. VP T.us!: Ofhce. .".,..11 RECEIVED MAY 6 2003 Mike Pfeifer Calhoun County Judge e BUDGET ADJUSTMENTS - EXTENSION SERVICE - PRECINCT #4/SEADRIFT AMBULANCE - DISTRICT A'rl'ORNEY (2) - VARIOUS DEPARTMENTS (2) - R&B PCT #4 - AIRPORT - LIGJITHOUSE CAPITAL PROJECT A Motion was made by Commissioner Finster and seconded by Commissioner Floyd that the following Budget Adjustments be approved as presented. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. e LlS8 8-25-200 7,46AM FRO~1 CALHOUN CO. AUDITOR 361 553 4614 P.l 1 II BT)DGET AMENDMENT REQUEST II e To, Calhoun County Commissioners' Court From, Fx }C'.r7.,,)'-!'tA ) (Department making this request) , ~/ ,si f'),'"<, I request an amendment to the ~~~ year following line items in my department, Date, budget for the GL Account #- ------------- Amendment Account Name Amount Reason ------------------ ------------- --------~---------- /lO-G,034C) I/()-L,f.pl/C:, ~ {;, ...,~ \4-\\,.." '........M -1~ 0. .,\-. (")\.r (>{1~'1 -yc.lA- - 500. ()O fJ5()o.o~ c.\~ ?\~\...\ (\"'A ,,\- c\-<\>\p),.,..\. 0.<'<v'o,~\- e Net change in total budget for this department is: Other remarks/justification, $ ~ ---- ------ --~- ------- , uneer.'.nd 'h.' my budgo' ooOno, bo.men:1~~~.l COmm~ss~oners' Court approval ~$ obta~ned. Signature of official/department head: - ~ Dace of Commissioners I Court approval; ~ I Date posted to General Ledger account(s) e 499 ~e !IBUDGET AMENDMENT R,EQUEST\I To: Calhoun fjunty commissii\ersl Court From: ltt4-&a.l1M1~u-- (Department making this request) Date: If ,;jtf -0 '3 I request an amendment to the dW3 (year) following line items in my department: budget for the GL Accoull't # ------------- Account Name Amendment Amount Reason ------------------ ------------- ------------------- 3gD- to')-:)a2() ~~. M&fll / ~Jw I 500,"00 --t:&:.~~~~ <SOO-Ob} 3Lfo -83.))0 e MAY - 8 2003 .. Net change in total budget for this department is: other remarks/justification: $ ==- ~ '.Q===--== I understand that my budget cannot be amended as requested until Commissioners' Court approval is obtained. Signature of official/department head: ~QAti Date of Commissioners' Court approval: . -V -- . Date posted to General Ledger account(s): 500 e e e II BUDGET AMENDMENT REQUEST II To: Calhoun County Commissioners' Court From: Criminal District Attorney (Department making this request) Date: April 29, 2003 I request an amendment to the 2003 (year) following line items in my department: 3 budget for the Amendment GL Account # Account Name Amount ------------- ------------------ ------------- 510-66360 Transcription Services + ~13 510~53020 General Office Supplies $~/3 Net change in total budget for this department is: other remarks/justification: $ 0.00 ------------- ------------- Reason ------------------- to pay for transcripts of bond hearin~s. Michael McGiffin case I understand that my budget cannot be amended as requested until Commissioners' Court approval is obtained. / ~ Signature of official/department head: O~t.-/n ~ _. Date of commissioners' Court approval: ~ .......---::, Date posted to General Ledger account(s): 501 II BUDGET AMENDMENT REQUEST II Lf To: Calhoun County Commissioners' Court From: Criminal District Attorney (Department making this request) Date: April 29, 2003 I request an amendment to the 2003 (year) following line items in my department: budget for the GL Account # Amendment Accoun t Name Amoun t Reason 510-66980 Witness Fees + $161.00 to pay for citation by publication in forfeiture case 510-53020 General Office Supplies - $161.00 ED Net change in total budget for this department is: Other remarks/justification: $0.00 ------------- ------------- I understand that my budget cannot be amended as requested until Commissioners' Court approval is obtained. Signature of official/department head: ~ ~ Date of Commissioners' Court approval: Date posted to General Ledger account(s) : '-0'-:> ..l ... e e e BUDGET AMENDMENT REQUEST j e GL ACCOUNT NO. ACCOUNT NAME DEPARTMENT NAME JAIL 1000-180-51700 MEAL ALLOWANCE 44 REQUIRED BY PAYROLL 1000-180-64880 PRISONER LODGING-OUT OF COUNTY (44) COUNTY CLERK 1000-250-51610 OVERTIME 26 REQUIRED BY PAYROLL 1000-250-53020 GENERAL OFFICE SUPPLIES (26) ROAD & BRIDGE PRECINCT #1 1000-540-53992 SUPPLIES-MISCELLANEOUS 1,000 LINE ITEM TRANSFER 1000-540-53510 ROAD & BRIDGE SUPPLIES (1,000) ROAD & BRIDGE PRECINCT #3 1000-560-64640 PERMITS 100 LINE ITEM TRANSFER 1000-560-53510 ROAD & BRIDGE SUPPLIES (100) CONSTABLE PRECINCT #1 1000-580-66316 TRAINING TRAVEL OUT OF COUNTY 165 LINE ITEM TRANSFER 1000-580-60332 AUTO ALLOWANCE (165) CONSTABLE PRECINCT #3 1000-600-53995 UNIFORMS 120 LINE ITEM TRANSFER 1000-600-60332 AUTO ALLOWANCE (120) SHERIFF 1000-760-51620 ADDITIONAL PAY-REGULAR RATE 3,350 REQUIRED BY PAYROLL 1000-760-51700 MEAL ALLOWANCE 100 APPROVED 1000-760-51610 OVERTIME (3,450) Total for GENERAL FUND 0 e MA TO: CALHOUN COUNTY COMMISSIONERS' COURT FROM: VARIOUS DEPARTMENTS DATE; 5/7/03 BUDGET FOR THE YEAR; 2003 e 503 BUDGET AMENDMENT REQUEST &; TO; CALHOUN COUNTY COMMISSIONERS' COURT FROM: VARIOUS DEPARTMENTS DATE; 5n/03 BUDGET FOR THE YEAR: 2003 e GL ACCOUNT NO. ACCOUNT NAME DEPARTMENT NAME EMERGENCY MEDICAL SERVICES EMERGENCY MEDICAL TECHNICIAN EMERGENCY MEDICAL TECHNICIAN INTERMED LICENSED PARAMEDIC PARAMEDIC PARAMEDIC CREW CHIEF PARAMEDIC FIELD SUPERVISOR PARAMEDIC SUPERVISORfTRAINING COORDIN OVERTIME WASTE MANAGEMENT 1000-345-50885 SENIOR OPERATOR-WASTE MANAGEMENT 1000-345-50555 HEAVY EQUIPMENT OPERATOR-WASTE MANA JUSTICE OF PEACE PCT 1 1000-450-50275 COURT CLERK (JP) 1000-450-51540 TEMPORARY JUSTICE OF PEACE PCT 3 1000-470-50275 COURT CLERK (JP) 1000-470-51540 TEMPORARY JUSTICE OF PEACE PCT 4 1000-480-50275 COURT CLERK (JP) 1000-480-51540 TEMPORARY JUSTICE OF PEACE PCT 5 1000-490-50275 COURT CLERK (JP) 1000-490-51540 TEMPORARY DISTRICT ATTORNEY 1000-510-50505 FIRST ASSISTANT DISTRICT ATTORNEY 1000-510-50055 ASSISTANT DISTRICT ATTORNEY Total for GENERAL FUND 1000-345-50475 1000-345-50485 1000-345-50685 1000-345-50815 1000-345-50825 1000-345-50835 1000-345-50845 1000-345-51610 (6,438) RECLASSIFY (13,003) (23,038) (14.954) (17,726) (30,083) (10,794) 116,036 26,907 RECLASSIFY (26,907) (10,920) RECLASSIFY 10,920 (10,920) RECLASSIFY 10,920 APPROVE (2,000) RECLASSIFY 2,000 MAY - 8 2003 1 e (10,920) RECLASSIFY 10,920 57,927 RECLASSIFY (57,927) o 'll o. e 504 -~ e e e BUDGET AMENDMENT REQUEST ! TO; CALHOUN COUNTY COMMISSIONERS' COURT FROM; RIB PRECINCT 4 DATE; 517103 BUDGET FOR THE YEAR; 2003 ACCOUNT NAME TEMPORARY SOCIAL SECURITY RETIREMENT WORKMENS COMPENSATION FEDERAUSTATE UNEMPLOYMENT ROAD & BRIDGE SUPPLIES Total for GENERAL FUND AMENDMENT AMOUNT 5,000 383 472 940 15 APPROVED MAY - 8 2003 50S BUDGET AMENDMENT REQUEST ?5 e TO: CALHOUN COUNTY COMMISSIONERS' COURT FROM; AIRPORT DATE; 5/7/03 BUDGET FOR THE YEAR; 2003 AMENDMENT AMOUNT 200 LINE ITEM TRANSFER (200) o APPROVED MAY - 8 2003 e e 506 e e e Cj BUDGET AMENDMENT REQUEST TO; CALHOUN COUNTY COMMISSIONERS' COURT FROM: CAPITAL PROJECT-LIGHTHOUSE DATE; 4129/03 BUDGET FOR THE YEAR; 2003 ACCOUNT NAME CONTRIBUTION-PUBLiC CONTRIBUTION-iN-KIND MATERIALS SERVICES ADMINISTRATION ENVIRONMENT COSTS LIGHTHOUSE REFURBISHMENT Total for CAP. PROJ. FUND NET CHANGE IN TOTAL BUDGET APPROVED MAY - 8 ?nm ~07 Fund Code 5130 5130 Total 5130 Report Total e Effective Date Fund Title 51812003 CAPITAL PROJECT FUND UGHTHOUSE 51812003 CAPITAL PROJECT FUND UGHTHOUSE CAPITAL PROJECT FUND LIGHTHOUSE C_N COUNTY, TEXAS Unposted Budget Transactions - REVENUE ADJUSTMENTS FOR 5/8/03 BUD290 - BUDGET ADJUSTMENTS FOR 5/8/03 J~ Transaction Description Dept Title GL Title CORRECT EXISTING BUDGET CORRECT EXISTING BUDGET NO DEPARTMENT CONTRIBUTION-PUBLIC NO DEPARTMENT CONTRlBUTION-IN-KIND APPROVED MAY - 8 2003 P"jez ~<l'otl- +- q F~1MS) Increase Decrease 45,632.00 40,000.00 45,632.00 40,000.00 45,632.00 40,000.00 00 o l.:':l CALHUUN LUUN'1Y,J..t;XA:S I-U-'t-'ROVED Unposted Budget Transactions - EXPEND.ADJUSTMENTS FOR 5/8/03 BUD290 - BUDGET ADJUSTMENTS FOR 5/8/03 MAY - 8 2003 rJ":J Fund Effective Code Date Fund Title Transaction Description Dept Title GL Title Increase Decre e 0 l:1 1000 5/8/2003 GENERAL FUND LINE ITEM TRANSFER EXTENSION SERVICE AUTO 500.00 ALLOWANCES-YOUTH COORD 1000 5/8/2003 GENERAL FUND LINE ITEM TRANSFER EXTENSION SERVICE TRA VEL-YOUTH 500.00 COORDINATOR 1000 5/8/2003 GENERAL FUND REQUIRED BY PAYROLL JAIL OPERATIONS MEALA!LOWANCE 44.00 1000 5/8/2003 GENERAL FUND REQUIRED BY PAYROLL JAIL OPERATIONS PRISONER LODGING-OUT 44.00 OF COUNTY 1000 5/8/2003 GENERAL FUND REQUIRED BY PAYROLL COUNTY CLERK OVERTIME 26.00 1000 5/8/2003 GENERAL FUND REQUIRED BY PAYROLL COUNTY CLERK GENERAL OFFICE SUPPLIES 26.00 1000 5/8/2003 GENERAL FUND FILING CABINETS FOR AMBULANCE MACHINERY 500.00 HIPP A COMPLIANCE OPERATIONS-SEADRIFT PARTS/SUPPLIES 1000 5/8/2003 GENERAL FUND FILING CABINETS FOR AMBULANCE SUPPLIES/OPERATING 500.00 HIPP A COMPLIANCE OPERATIONS-SEADRIFT EXPENSES 1000 5/8/2003 GENERAL FUND RECLASSIFY EMERGENCY MEDICAL EMERGENCY MEDICAL 6,438.00 SERVICES TECHNICIAN 1000 5/8/2003 GENERAL FUND RECLASSIFY EMERGENCY MEDICAL EMERGENCY MEDICAL 13,003.00 SERVICES TECHNICIAN INTERMEDIA T 1000 5/8/2003 GENERAL FUND RECLASSIFY EMERGENCY MEDICAL LICENSED PARAMEDIC 23,038.00 SERVICES 1000 5/8/2003 GENERAL FUND RECLASSIFY EMERGENCY MEDICAL PARAMEDIC 14,954.00 SERVICES 1000 5/8/2003 GENERAL FUND RECLASSIFY EMERGENCY MEDICAL PARAMEDIC CREW CHIEF 11,726.00 SERVICES 1000 5/8/2003 GENERAL FUND RECLASSIFY EMERGENCY MEDICAL PARAMEDIC FIELD 30,083.00 SERVICES SUPERVISOR 1000 5/8/2003 GENERAL FUND RECLASSIFY EMERGENCY MEDICAL PARAMEDIC 10,794.00 SERVICES SUPERVISORITRAINING COORDINATO 1000 5/8/2003 GENERAL FUND RECLASSIFY EMERGENCY MEDICAL OVERTIME II 6,036.00 SERVICES 1000 5/8/2003 GENERAL FUND RECLASSIFY WASTE MANAGEMENT HEAVY EQUIPMENT 26,907.00 OPERA TOR-WASTE MANAGEMEN 1000 5/8/2003 GENERAL FUND RECLASSIFY WASTE MANAGEMENT SENIOR OPERATOR- 26,907.00 WASTE MANAGEMENT 1000 5/8/2003 GENERAL FUND RECLASSIFY JUSTICE OF COURT CLERK (JP) 10,920.00 PEACE-PRECINCT #\ 1000 5/8/2003 GENERAL FUND RECLASSIFY JUSTICE OF TEMPORARY 10,920.00 PEACE-PRECINCT #1 1000 5/8/2003 GENERAL FUND RECLASSIFY JUSTICE OF COURT CLERK (JP) 10,920.00 PEACE-PRECINCT #3 Date: Sm03 04:34; 11 PM e e e __ ~ ___ _ _ ~ _~ ~ ~. ~ L _ _ _ ._~ - ~ - ! e C_N COUNTY, TEXAS APPD~;(- ---'! I !UV eLl .' Unposted Budget Transactions - EXPEND.ADJUSTMENTS FOR 5/8/03 -------- BUD290 - BUDGET ADJUSTMENTS FOR 5/8/03 MAY - 8 2003 Fund Effective Code Date Fund Title Transaction Description DeptTitle GLTitle Increase Deer ""'e 1000 5/8/2003 GENERAL FUND RECLASSIFY JUSTICE OF TEMPORARY 10,920.00 PEACE-PRECINCT #3 1000 5/8/2003 GENERAL FUND RECLASSIFY JUSTICE OF COURT CLERK (JP) 10,920.00 PEACE-PRECINCT #4 1000 5/8/2003 GENERAL FUND RECLASSIFY JUSTICE OF TEMPORARY 10,920.00 PEACE. PRECINCT #4 1000 5/8/2003 GENERAL FUND RECLASSIFY JUSTICE OF COURT CLERK (JP) 2,000.00 PEACE.PRECINCT #5 1000 5/8/2003 GENERAL FUND RECLASSIFY JUSTICE OF TEMPORARY 2,000.00 PEACE.PRECINCT #5 1000 5/8/2003 GENERAL FUND RECLASSIFY DISTRICT A TIORNEY ASSISTANT DISTRICT 57,927.00 ATIORNEY 1000 5/8/2003 GENERAL FUND RECLASSIFY DISTRICT A TIORNEY FIRST ASSISTANT DISTRICT 57,927.00 ATIORNEY 1000 5/8/2003 GENERAL FUND LINE ITEM TRANSFER DISTRICT A TIORNEY GENERAL OFFICE SUPPLIES 13.00 1000 5/8/2003 GENERAL FUND UNE ITEM TRANSFER DISTRICT ATTORNEY GENERAL OFFICE SUPPLIES 161.00 1000 5/8/2003 GENERAL FUND LINE ITEM TRANSFER DISTRICT ATIORNEY TRANSCRIPTION SERVICES 13.00 1000 5/8/1003 GENERAL FUND LINE ITEM TRANSFER DISTRICT ATTORNEY WITNESS FEES 161.00 1000 5/8/2003 GENERAL FUND LINE ITEM TRANSFER ROAD AND ROAD & BRIDGE SUPPLIES 1,000.00 BRIDGE-PRECINCT #1 1000 5/8/2003 GENERAL FUND LINE ITEM TRANSFER ROAD AND SUPPLIES.MISCELLANEOUS 1,000.00 BRIDGE-PRECINCT #1 1000 5/8/1003 GENERAL FUND UNE ITEM TRANSFER ROAD AND ROAD & BRIDGE SUPPLIES 100.00 BRIDGE-PRECINCT #3 1000 5/8/2003 GENERAL FUND UNE ITEM TRANSFER ROAD AND PERMITS 100.00 BRIDGE-PRECINCT #3 1000 5/8/1003 GENERAL FUND REQUffiED BY PAYROLL ROAD AND TEMPORARY 5,000.00 BRIDGE-PRECINCT #4 1000 5/811003 GENERAL FUND REQUffiED BY PAYROLL ROAD AND SOCIAL SECURITY 383.00 BRIDGE-PRECINCT #4 1000 5/8/2003 GENERAL FUND REQUffiED BY PAYROLL ROAD AND RETIREMENT 472.00 BRIDGE-PRECINCT #4 1000 5/8/2003 GENERAL FUND REQUffiED BY.P A YROLL ROAD AND WORKMENS 940.00 BRIDGE-PRECINCT #4 COMPENSATION 1000 51812003 GENERAL FUND REQUIRED BY PAYROLL ROAD AND FEDERAUST A;E 15.00 BRIDGE-PRECINCT #4 UNEMPWYMENT 1000 5/8/2003 GENERAL FUND REQUffiEDBY PAYROLL ROAD AND ROAD & BRIDGE SUPPLIES 6,810.00 0 BRIDGE-PRECINCT #4 ~ 1000 5/8/2003 GENERAL FUND UNE ITEM TRANSFER CONSTABLE-PRECINCT #1 AUTO ALLOWANCES 165.00 1/) 1000 5/812003 GENERAL FUND LINE ITEM TRANSFER CONSTABLE-PRECINCT #1 TRAINING TRAVEL OUT OF 165.00 COUNlY 1000 5/8/2003 GENERAL FliND UNE ITEM TRANSFER CONSTABLE-PRECINCT #3 UNIFORMS 120.00 "'_h. ~...,^~ n. ~. .. __. REsrmmULE OF COMMISSIONERS' COURT FROM JULY 10 TO JULY 17. 2003 - GENERAL DISCUSSION The Court agreed by consensus to reschedule Commissioners' Court from July 10, 2003 to July 17, 2003 as most members are slated to be out of the county on the 10th. ACCOUNTS ALLOWED - COUNTY Claims totaling $321,428.84 were presented by the County Treasurer and after readin$ and verifying same, a Motion was made by Commissioner F~nster and seconded by Commissioner Floyd that said claims be approved for payment. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. GENERAL DISCUSSION e Charlynn Finn, local newsperson, expressed concern about not being able to know the settlement of the Koop/Cox Vs. Calhoun County, et al lawsuit. THE COURT RECESSED AT 11:15 A.M. UNTIL THIS AFTERNOON. THE COURT RECONVENED AT 1:30 P.M. ALL MEMBERS WERE PRESENT ALONG WITH MEMBERS OF THE JAIL FEASIBILITY COMMITTEE PROPOSAL FOR NEW CALHOUN COUNTYN JAIL AND RELATED FACILITIES Commissioner Floyd recommended the format for the proposal for the new Calhoun County Jail and related facilities be to have the presentation and discuss the plan, then discuss costs and, lastly, the time table for the bond financing. Mr. J. Wiginton with Pfluger, Wiginton & Hooker, the architect, dis~layed the site and floor plan, stating the site helped dr~ve the floor plan and jail. They were careful with the staff and design for the staff to allow them to oversee the jail site. The things they tried to achieve that the site affected are: e l. 2 . 3. 4. 5. 6. 7. 8. e 9 . 10. 11. Get inmates to the ~ail and their elevator and stairs and to the Court Bu~lding. The Courthouse has two major entries - locate the inmate lobby and the lobby for the Sheriff's in the back side entry. People in the neighborhood are used to the existing sallyport so leave it as is. Recognize that schools and church activities are across the street and not open the jail to that area. Have 144 beds for the present with future expansion. Tried to run the facility south across Leona Street but the property was not big enough so came west with the additon. Kept the pUblic entry on the side and moved the staff entry. Visitors are brousht in to a common lobby, but, in deaIing with the Jail, there are a couple of visition rooms for attorneys. Family visitors are brought into a secure corridor. Others, such as church personnel, teachers, counselors, etc. may be brought into a multipurpose room which is required by law. No one goes into the security preimeter. Prisons are brough into the sallyport and the paperwork is then done. There are detoxification and holding cells. Prisoners are booked at the master control station where the staff can see all around. They are then taken to the male or female housing areas. The female inmates are located so master control can see after them. 12. Ten per cent of the cells are separation cells as required by the Jail Commission. 13. There is a dorm for the trustees and five separate living areas. There are one hundred beds around the control area. There is also a laundry. 511 14. The second floor plan - staff can look into all areas. There is one officer to every 48 inmates ratio. 15. Jail is very functional - no places to hide. 16. There is a small infirmary of very efficient design. 17. Recreation area where inmates are required to be observed - can be seen by staff on second floor. The jail committee requested it be centrally located because of the schools. 18. The kitchen, laundry and intake areas can be .enlarged later. 19. There are 35000 square feet in the jail and 6000 square feet in the Sheriff's office. 20. The Sheriff's office serves the officers, communications and evidence (records.) 21. parking lots - there is a gain of 31 spaces. 22. Expansion may be done on the north side of the site for another 100 beds. e Commissioner Finster asked what the plan entailed that was not required. Mr. Wiginton said one separation cell, storage for records, medical records and medicines. He said the plumbing chases were a request of the jail committee. He did not know how many square feet this added to the structure but thought not much. He discussed smoke removal. There are peek holes to check on inmates. Removal of the chases would increase construction costs. The chases eliminate access doors along the perimeter. Commissioner Galvan asked the cost of this plan. Mr. Wi~inton said it was $7 Million. Commissioner Floyd said th~s was the cost of the jail only, cost of architect, land, etc. is not included. Mr. Wiginton suggested the Court get a cost estimator or construction manager. Commissioner Galvan said the original committee recommended 96 beds for $4.5-$6 Million. It would be hard to convey to the public the probable increase in costs. Commissioner Floyd said there was a preliminary review by the jail commission. These revisions have been incorporated. There can be a $8.5 Million bond issue. This needs to be tied to the Courthouse renovation. The cost will be what it is when you go out for bids. He said the focus should be on the floor plan and determine the costs and bring this together for the bond issue. If there is a problem with this, do a smaller jail. Commissioner Balajka said this is only an estimate; the bids may be lower than $8.5 Million. Commissioner Finster said $1 Million could not be taken off. Mr. Wiginton said it could possiblly be lowered by several hundred thousand dollars. e Commissioner Floyd referred to the Court Minutes of September 18, 2002 and the three estimates regard costs and bond financing. There was one estimate from Bill Garnos with the Facility Group for $7.7 Million excluding site acquisition, bond financing and parking; when added in, it comes to $8.1-$8.2 Million. Another, excluding site acquisition, was $8.1 Million and another was $7.8 Million eXCluding bond financing. He felt it important now to determine what we can live with, what we are talking about and not change direction. He suggested the jail and floor plan be discussed and approved, costs then be discussed and then the time table for the bond financing. Mr. Wiginton said metal panels could be used but cheapening the exterior will not be much savings. We can look at things that can be cut; we will bring you recommendations and choices. He felt the faciltiy should not look like a sore thumb on the Courthouse. County Auditor Ben Comiskey suggested the Court go with it, if it e 512 e was a good plan. Mr. Wiginton said a construction manager will work with. all concerned. It is imperative to try to get as much real costs now as you can. Commissioner Floyd had s~oken to Ann Ber~er with First Southwest. She gave a t~me table for th~s project as: Have this meeting with the architect to finalize the size issue of the floor plan. Set May 22 as the time to get the costs to~ether,etc. That puts us into July to acquire financing wh~ch should be done ~rior to August when the tax rate is set. Part of what 18 driving this is to do the financing. It's important we do something; say we accept the floor plan and move forward, we are going to have to build the financing on what we know at the time, not necessarily what is the final answer. He felt if a Court member could not live with what we have here and the potentials for the costs in this, it should be addressed now. e Commissioner Finster thought there was no way to make any changes in t~e plan. Mr. Wi~inton said he d~d not see any way to really make any big d~fferences. Commissioner Finster said there is onlr a certain amount of money we can borrow; this was push~ng the envelope pretty close. Mr. Wi~inton said there are things you would like to have and th~ngs you need to have. Commissioner Floyd said the bid core basis for the project to get the job done is we cannot exceed $8.5 Million. The Court wanted to be able to give some money back, if possible; use less than $8.5 Million. Mr. Comiskey stated it seems all the $8.5 Million will be needed if it will cost $7 Million for the jail only; it is costing $4500 a day to think about it. Commissioner Balajka said the mandates of the State drive up the costs. Mr. Wiginton said the standards in Texas are conservative. commissioner Finster asked if there were windstorm requirements. Mr. Wiginton said there were. A Motion was made by Commissioner Floyd and seconded by Commissioner Balajka that from this point we consider the Sheriff's Department to be part of the Courthouse remediation, renovation and restoration project and proceed forward with the proposed floor plan as presented. In discussion, Commissioner Finster asked if it would have to be this particular floor plan for the Courthouse renovation. Commissioner Floyd said it could be anything. Commissioner Finster asked what would be done, if, when the bids come in, they are too high. Commissioner Floyd said by going with this plan, we can bid the jail complex as an item, the parking lot as an item and land acquistion as an item. If all is more than the money we have, we start paring off. Mr. Wiginton said he would be getting compotent prices to look to cut costs. Commissioner Finster said at some point we will have to make timely decisions. Commissioner Floyd stated, now, with the floor plan, we can get a construction manager to organize all. M~..Comiskey asked when we.would go out for bids. Mr. W1g1nton sa1d Octobert 30 1S the end of your review; probably November, even December. Mr. Comiskey said after the bids come in, is when you decide what you really need or want and make cuts. You can only go out for $8.5 Million for bonds. Commissioner Floyd said if there is not enough money, we can cut inmate capacity back to 96 beds. Mr. Wiginton said we could talk abut shell space - bid a shell and finish it out later. We will modify and make recommendations. Commissioner Galvan asked about a 38000,s9Uare fo?t pl~n now and and second p~an of 32000. Mr. W~g~nton sa~d th~s would be very expens~ve to adjust the structure. Commissioner Galvan said he like the plan but not the price. Commissioner Galvan called for the question. Commissioners Galvan, Balajka, Floyd, Finster and Judge Pfeifer all voted in favor. THE COURT ADJOORNlID AT 2:55 P.M. e .513