HomeMy WebLinkAbout12/14/2017 - Regular Minutes - Rock Prairie Management District No. 2ROCK PRAIRIE MANAGEMENT DISTRICT NO.2
MINUTES OF MEETING OF BOARD OF DIRECTORS
December 14,2017
The Board of Directors (the "Board")of Rock Prairie Management District No.2 (the
"District")met in regular session,open to the public on December 14,2017,at 4121 State
Highway 6 South,College Station,Brazos County,Texas 77845,in accordance with the duly
posted notice of meeting,and the roll was called of the duly constituted members of said Board
of Directors,as follows:
Uri Geva —President
Hays Glover —Vice President
Kamal Ariss —Assistant Vice President
Jonathan Stark —Secretary
Randall G.Rother —Assistant Secretary
and all of said persons were present,except Directors Geva and Rother,thus constituting a
quorum.
Also present were James Murr of College Station Town Center,Inc.("CSTC");Cynthia
Colondres of Municipal Accounts &Consulting,L.P.("MAC");Avik Bonnerjee of B&A
Municipal Tax Service,LLC;Blake McGregor of EHRA Engineering ("EHRA");Debi Stoll,
Brian Perry and Russ Michaels,residents of the District;and Christina Cole of Schwartz,Page &
Harding,L.L.P.("SPH").
In the absence of the President,the Vice President called the meeting to order and
declared same open for such business as might properly come before it.
APPROVAL OF MINUTES
As the first order of business,the Board considered approval of the minutes of its
meeting held on October 9,2017.After review and discussion,Director Stark moved that the
minutes for said Board meeting be approved,as written.Director Glover seconded said motion,
which unanimously carried.
BOOKKEEPING REPORT
Ms.Colondres presented to and reviewed with the Board a Bookkeeping Report,a copy
of which report is attached hereto as Exhibit A,including checks presented for payment.
Following discussion,Director Stark moved that said Bookkeeping Report be approved and that
the checks identified in the report be approved for payment.Director Ariss seconded the motion,
which unanimously carried.
TAX ASSESSOR/COLLECTOR'S REPORT
Mr.Bonnerjee presented a verbal report and reviewed the signature cards for the
District's tax account at Wells Fargo,together with the Wells Fargo CEO portal authorization for
internet access to the District's tax account.He also reviewed the requirement and process for
the Bank pledging securities on funds of the District held in the tax account in excess of
$250,000.
PUBLIC HEARING REGARDING ADOPTION OF 2017 TAX RATE;ADOPTION OF
ORDER LEVYING TAXES:AMENDMENT TO DISTRICT INFORMATION FORM
Ms.Cole advised the Board that in order to continue with the procedures for adopting a
tax rate for 2017,four (4)members of the Board are required to be present at the meeting at
which such action is taken.It was the consensus of the Board to (i)defer action on the hearing
for and adoption of a 2017 tax rate until the next meeting of the Board when a quorum of four (4)
members is present,and (ii)authorize BAA to mail notices of such hearing to the residents of the
District,as required by law.
RESOLUTION ADOPTING RULES FOR ELECTRONIC SUBMISSION OF BIDS
Mr.McGregor next requested that the Board consider authorizing the electronic
acceptance of bids for future construction projects let by or on behalf of the District.In
connection therewith,Ms.Cole presented to and reviewed with the Board a Resolution Adopting
Rules for Electronic Submission of Bids,which Resolution is attached hereto as Exhibit B.
Following discussion,Director Ariss moved that (i)said Resolution be adopted,and (ii)the
President and Secretary be authorized to execute same on behalf of the Board and District.
Director Glover seconded the motion,which unanimously carried.
ENGINEERING REPORT
Mr.McGregor presented and reviewed with the Board an Engineering Report dated
December 2017,a copy of which is attached hereto as Exhibit C.Mr.McGregor reported that
the bid opening for construction of water,sanitary sewer and drainage facilities for Bird Pond
Road (the "Bird Pond Road Project"),has been moved to December 19,2017,and that he would
present the bid tabulation and recommendation of award at the next meeting.
Mr.McGregor next reported that seven (7)public bids had been received for construction
of offsite 8-inch to 12-inch sanitary sewer trunkline (the "Offsite Sanitary Sewer Project"),with
Greens Prairie Investors,Ltd.("Greens Prairie"),submitting the low bid for $322,584,00,A
copy of the bid tabulation is attached to the Engineering Report.Mr.McGregor noted that
EHRA is recommending that the contract for the Offsite Sanitary Sewer Project be awarded to
the low bidder,Greens Prairie,subject to EHRA's review of Greens Prairie's qualifications.
Following discussion,upon motion made by Director Stark,seconded by Director Ariss,and
unanimously carried,the Board concurred in the award by CSTC of the contract for the Offsite
Sanitary Sewer Project to Greens Prairie,at the price of $322,584.00,subject to:(i)EHRA's
official tabulation of bids and review of Greens Prairie's qualifications,and (ii)the District's
478205u
attorneys'eview of the payment and performance bonds and insurance certificate submitted in
connection with the contract to determine if the payment and performance bonds and insurance
meet the requirements of the bid specifications,the Texas Insurance Code,the rules of the Texas
Commission on Environmental Quality ("TCEQ")and the provisions of the Texas Water Code.
Mr.McGregor noted that if the low bidder is found to be unqualified,the contract will be
awarded to the next lowest qualified bidder,to which the Board concurred.
Mr.McGregor then reported that eight (8)public bids had been received for construction
of onsite 48-inch sanitary sewer trunkline (the "Onsite Sanitary Sewer Project"),with Whitestone
Civil Construction,LLC ("Whitestone"),submitting the low bid for $2,078,962.00.A copy of
the bid tabulation is attached to the Engineering Report.Mr.McGregor noted that EHRA is
recommending that the contract for the Onsite Sanitary Sewer Project be awarded to the low
bidder,Whitestone,subject to EHRA's review of Whitestone's qualifications.Following
discussion,upon motion made by Director Stark,seconded by Director Ariss,and unanimously
carried,the Board concurred in the award by College Station Downtown Residential,LLC
("CSDR")of the contract for the Onsite Sanitary Sewer Project to Whitestone,at the price of
$2,078,962.00,subject to:(i)EHRA's official tabulation of bids and review of Whitestone's
qualifications,and (ii)the District's attorneys'eview of the payment and performance bonds and
insurance certificate submitted in connection with the contract to determine if the payment and
performance bonds and insurance meet the requirements of the bid specifications,the Texas
Insurance Code,the rules of the TCEQ and the provisions of the Texas Water Code.Mr.
McGregor noted that if the low bidder is found to be unqualified,the contract will be awarded to
the next lowest qualified bidder,to which the Board concurred.
Ms.Cole reviewed with the Board a list of nine (9)easements relative to current
development within the District,and advised the Board that the District is being requested to
consider the acceptance of same,subject to receipt of the required title work relative to the
easements and any lienholder consents.Such list,together with a diagram of the location of such
easements is attached hereto as Exhibit D.Following discussion,Director Glover moved that
the Board accept and authorize the Vice President to execute such easements,subject to receipt
of the required title work and any lienholder consents.The motion was seconded by Director
Stark and carried by unanimous vote.
Ms.Cole next presented and reviewed with the Board Special Warranty Deeds from
CSTC to the District,and from the District to the City of College Station ("City")relative to Bird
Pond Road.Ms.Cole advised the Board that the land is being conveyed from CSTC to the
District and from the District to the City in order that CSTC's reimbursement rights for the land
costs of the property would be preserved.Following discussion,Director Stark moved that the
Board (i)accept and authorize the Vice President to execute the Special Warranty Deed from
CSTC to the District and (ii)authorize the Vice President to execute the Special Warranty Deed
from the District to the City.The motion was seconded by Director Ariss and carried by
unanimous vote.
478205u
DEVELOPER'S REPORT
The Board considered the Developer's Report.Mr.Murr provided a brief update on the
development within the District.
UTILITY DEVELOPMENT AGREEMENTS
Ms.Cole reminded the Board that that the District has previously entered into Utility
Development Agreements for water,sewer and drainage facilities and road facilities relative to
231.97 acres of land within the District.She advised the Board that CSTC is under contract to
sell approximately 111.679acres to CSDR,and is requesting that the District enter into a Utility
Development Agreement with CSTC for recreational facilities for the remaining 120.291 acres.
She then reviewed the terms and provisions of such Utility Development Agreement.Ms.Cole
noted that CSTC has filed Texas Ethics Commission ("TEC")Form 1295 and has provided SPH
with a copy of same.Following review and discussion,Director Glover moved to (i)approve and
authorize the Vice President to execute such UDA on behalf of the Board and District,and (ii)
accept TEC Form 1295 submitted by CSTC relative to said Utility Development Agreement and
authorize SPH to acknowledge the District's receipt of same with the TEC.The motion was
seconded by Director Stark and carried by unanimous vote.
Ms.Cole then advised the Board that CSDR has requested that the District enter into
Utility Development Agreements for (i)water,sewer and drainage facilities,(ii)recreational
facilities,and (iii)road facilities,relative to the 111.679 acres of land it is under contract to
purchase from CSTC.Ms.Cole reviewed the terms and provisions of each of the Utility
Development Agreements,and advised that the Agreements are contingent upon CSDR's closing
on the 111.679acres.Ms.Cole noted that CSDR has filed the required TEC Form 1295s and has
provided SPH with copies of same.Following review and discussion,Director Glover moved to
(i)approve and authorize the Vice President to execute each of the Utility Development
Agreements on behalf of the Board and District,and (ii)accept the TEC Form 1295s submitted
by CSDR relative to each Utility Development Agreement and authorize SPH to acknowledge
the District's receipt of same with the TEC.The motion was seconded by Director Stark and
carried by unanimous vote.
ATTORNEY'S REPORT
The Board considered the Attorney's Report.Ms.Cole advised the Board that she had
nothing of a legal nature to discuss with the Board that was not already covered under previous
agenda items.
FUTURE AGENDA ITEMS
The Board considered items for placement on future agendas.No specific agenda items,
other than routine and ongoing matters were requested to be placed on a future agenda.
478205-1
-4-
AD JOURNMENT
There being no further business to come before the Board,on motion made by Director
Ariss,seconded by Director Stark,and unanimously carried,the meeting was adjourned.
Qretary
478205u
-5-
LIST OF ATTACHMENTS
Rock Prairie Management District No.2
Minutes of Meeting of December 14,2017
Exhibit A —Bookkeeping Report
Exhibit B —Resolution Adopting Rules for Electronic Submission of Bids
Exhibit C —Engineering Report
Exhibit D —List of Easements
478205-1
EXHIBIT "A"
MTTN1cIP2tI AccoUNTs
CQNSUITTNG,LP.
Rock Prairie Management
District No.2
Bookkeeper's Report
December 14,2017
1281.Bnttmoore Road 'ouston,Texas 77043 'hone 713 623 4539 Fax'13 629.6859
Rock Prairie MD No.2 —GOF
Cash Flow Report -Checking Account
As of December 14,2017
Num Name Memo Amount Balance
BALANCE AS OF 10/10/2017 ($1,916.07)
Receipts
Developer Advance
Interest earned on Checkmg -October
Intecest earned on Checkmg —November
Total Receipts
3,000 00
0 09
019
3,000 28
Disbursements
1014 B&A Muruupal Tax Serruce
1015 Brazos County Appnusal Dtsmct
1016 Murutapal Accounts dr Consultmg,LP
1017 Schrvsrtz,Page 8 Hare'hng
FEE Compass Bank
FEE Compass Bank
Total Disbursements
BALANCE AS OF 12/14/2017
Tax.Assessor Fees
1st Quarter CAD Fee
Bookkeepmg Fees
Legal Fees
Service Charge —October
Secmce Charge —November
(2,004.67)
(41 25)
1713 44)
(18,451.51)
(0 09)
(0 19)
(21,211 15)
($20,126.94)
COMPASS BANK-PREMIER -ttXXXX0276
Rock Prairie MD No.2 —GOF
ACtual 3rS.Budget COmPariSOn
November 2017
Revenues
Actual
November 2017
Budget Over/(Under)
June 2017 —November 2017
Actual Budget Over/(Under)
Annual
Budget
14100 Developer Advance
14380 Other Income
Total Revenues
6,000
1
6,001
6,000
0
6,000
62,885
0
62,885
Expenditures
16330 Legal Fees
16430 Bookkeepmg Fees
16460 Pnnung dt Ofhce Supplies
16470 Fdmg Fees
16480 Dehvery Expense
16520 Postage
16530 Insurance dt Surety Bond
16540 Travel Expense
16550 TAC Fees
16560 hhscegmeous Expense
Total Expenditures
Excess Revenues (Expenditures)
5,982
75
83
0
0
0
86
1,159
0
7,408
4,167
250
4
8
2
1
0
0
500
25
4,957
($7,408)($4,957)
1,816
(175)
79
(8)
21
(1)
0
86
659
(25)
2,451
($2,451)
17,847
1,331
548
0
22
1
0
179
4,271
2
24,202
25,000
1,500
25
50
10
8
0
0
3,000
150
29,742
($18/01)($23,742)
P,153)50,000
(169)3 ppp
523 50
(50)100
12 20
P)15
3,400
179 0
6,000
(148)3pp
(5 541)62 885
$5,542 $0
EXHIBIT "B"
RESOLUTION ADOPTING RULES FOR ELECTRONIC SUBMISSION OF BIDS
WHEREAS,Rock Prairie Management Dishict No.2 (the "District")is a conservation
and reclamation district and a political subdivision of the State of Texas created by an Act of the
83'exas Legislature (codified in Chapter 3909,Texas Special District Local Laws Code),
enacted pursuant to the provisions of Sections 52 and 52-a of Article III and Section 59,Article
XVI of the Texas Constitution;and
WHEREAS,the District desires to receive bids under Section 49.2731 of the Texas
Water Code through electronic transmission;and
WHEREAS,the District desires to adopt rules for the submission of electronic bids to
ensure the identification,security and confidentiality of electronic bids and to ensure that the
electronic bids remain effectively unopened until the proper date and time,in accordance with
Section 49.2731 of the Texas Water Code,as amended;
NOW,THEREFORE,BE IT RESOLVED BY THE BOARD OF DIRECTORS OF
ROCK PRAIRIE MANAGEMENT DISTRICT NO.2 THAT:
Section 1.The District adopts the following rules for an electronic bidding system:
(a)The District may receive competitive,sealed bids through electronic means as
permitted under Section 49.2731 of the Texas Water Code,as amended.
(b)The District's engineer shall ensure that all electronic bids are kept secret and
sealed from the date and time it receives the electronic transmission to the date
and time of the scheduled bid opening,and has,by virtue of the certificate
attached hereto,certified to the District that the software it intends to utilize for
this purpose,is designed to assure the identification,security and confidentiality
of the bids.
Section 2.This resolution shall be and remain in full force and effect Irom and after the
date of its passage,approval and adoption until repealed,revoked,rescinded,amended or
modified by appropriate acnon of the Board of Directors of the District.
PASSED AND ADOPTED THIS 14th day of
ATTEST:
Vice President,Boarcbbf directors
~Qd of Directors
i (SE
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EXHIBIT "C"
EHRA TBPE No.F-726
TBPLS No.10092300
ROCK PRAIRIE MANANGMENT DISTRICT NO.2
ENGINEERING REPORT
DECEMBER 2017
8.Engineering Report,Including:
Authorize the design,of facilities witlun the District,including;
b.Acceptance of site and/or easement conveyances Eor facilities constmed or to be
constmcted Eor the District,mcluding
1.Sanitary Sewer Easements for Constmction of Sanitary sewer tmnlt line;
2.Pedestrian/Sidewallt Easetnents along Bird Pond Road;
3.Special Warranty Deed conveying Bird Pond Road from College Station
Town Center.,Inc ("CSTC")to the District;and Special Warranty Deed
conveying Bitd Pond Road from District to City of College Station,
Texas.
Attached is an exlubit showmg the locations of items b.1 through b.3
Board Action:Acceptance of items b.1 through b.3.
c.Status of design and authorize advertisement Eor bids for construction and/or
aivard oE construction conttacts or concurrence in the award of construction
contracts includuig the approval oE any pay estuuates,cliange orders and authorize
acceptance of Texas Ethics Commissions ("TEC")Foun 1295,mcluding
1.Award constmcnon contract for construction of water,sewer drainage snd
paving facilities Eor Bird Pond Road;and
The bid Opening has been moved to 12-19-17..
Board Action:Authorize Committee of Board members to award
construction contract to the recommended qualified Iow bidder between
Board meetings.
2.Award constmction contract Eor construcnon of offsite sani.ary sewer trunk
line;and
Bids were opened on 12-14-12 at 11:00 and the pretuninaty bid results are
attached.
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Board Action:Authorize award the consttuction contract to the low
biddet pending,official bid tabulation,teference checks,review of bonds
and insurance.If the low bidder is found to be not quahfied or is not in
the best interest of the District then the same process will be taken on
the 2""low bidder and so on.
3.Award construction contxact for.construction of onsite saiurai3 sewei trunk
line;and
I
Bids were opened on 12-14-1 at 10:30 and the prehtnmary bid results are
attached.
Board Action:Authorize awatd the construction conttact to the low
biddex pending,official bid tabulation,xeference checks,review of bonds
and insutance.If the low biddet is found to be not qualified or is not in
the best interest of the District then the same process will be taken on
the 2""low bidder and so on.
4.Adoption of a plan relanve to future proposed xecieational lacilines and the
adoption of Resolution Adopting a Plan for Recreauonsl Fadlities.
Tins wttl be tabled tdl next Board tneeting..
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FAX:713.784.4577
PRELIMINARY BID SUMMARY
~PR ECT
Rock Pnaire Mangement District No.2
Constniction of 8-Inch to 12-Inch Sanitary Sewer Trunkhne
PROTECT NO 1 141-021-23 DST U)
PRE-BID MEETING
BID OPENING
REVISED BID OPENING:
PROJECT MANAGER:
PRE-CONSTRUCTION SVCS
CONSTRUCTION PHASE SVCS1
PRELIMINARY RESULTS
Wednesday,November 29,2017 10i30 am
Wednesday,December 6,2017 10 30 am
Thursday,December 14,2017 10 30 am
Blake McGregor,P E —bmcgregorehrainc.con
Jason Keehng -jkeehng@ehra(nc.corn
Jason Keehng —jkeegng(zebra(nc curn
COMPANY NAME TOTAL AMOUNT BID ADDENDUM BID SECURITY CALENDAR DAYS NOTES
14
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No 4
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No 4
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Qho 4
Pho i
QNo 4
Pho i
No 'I
No 1
Pho 4
No 1
No 4
PN0 1
Pho 4
No 1
PNo 4
Qho i
PNo 4
No 1
No 4
No 1
No 4
QNo 2
Pho S
No 2
pho S
QNo 2
Pso S
Pho Z
PNo 5
Qho Z
pho S
Pho 2
Qao S
QNo 2
Pho S
QNo 2
No 5
No 2
No 5
Qho 2
No 5
No 2
Qao S
No 2
No 5
No 2
No 5
QNo 2
Pho S
No 2
No 5
ggNo 3
QNo 6
ggNo 3
QNo 6
ggho 3
Pho 6
ggNo 3
QNo 6
ggho 3
Qho 6
ggNo 3
QNo 6
ggho 3
QNo 6
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pho S
QNo 3
QNo 6
QNo 3
QNO 6
QNo 3
QNo 6
PNo 3
No 6
QNo 3
No 6
QNo 3
Pho 6
QNo 3
No 6
'@Bid Bond Check $
jgj std Bond Check 5
tggsrd Bond Check 5
gg std Bond Q Check $
gg Btd Bond Check 5
ggstd Bond Check 5
gg 6 d Bond P Check 5
P Bid Bond Q Check 5
Bid Bond Check 5
Bid Bond Check 5
P Bid Bond Check 5
Q Bid Bond P Check 5
p Bid sons p check 5
Brd Bond P Check 5
Btd Bond Check 5
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OFC:713.784.4500
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PRELIMINARY BID SUMMARY
PROTECT.
Rock Pratre Mangement Distnct No.2
Construction of 48-Inch Santtary Sewer Trunldine
PROTECT NOU 141-021-22 DST Q)
PRE-BID MEETING
BID OPENING:
REVISED BID OPENING:
PROJECT MANAGER:
PRE-CONSTRUCTION SVCS.
CONSTRUCTION PHASE SVCSi
PRELIMINARY RESULTS
Wednesday,November 29,2017 1k00 am
Wednesday,December 6,2017 11 00 am
Thursday,December 14,2017 11:00 am
Blake McGregor,P.E.-bmcgregorehramc.con
Jason Keehng —)kee)ingehramc.corn
Jason Keehng -&keelingehrainc.corn
COMPANY NAME
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TOTAL AMOUNT BID
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Pno 4
No 1
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No 1
Pao 4
Pho 1
No 4
Pho 1
PNo 4
No 1
No 4
No 1
PNo 4
Pno 1
PNo 4
PNQ 1
Puo.s
Pso 1
Puo 4
Puo 1
No 4
PNo 1
PNo 4
No 1
Pho.a
Puo 1
No 4
PNo 2
Pho S
No 2
Pho S
Pko Z
Pho S
pao 2
Pho S
PNo 2
PNo 5
No 2
Pho S
Pho Z
No 5
No 2
Pho S
PNo 2
PNo 5
No 2
Pho S
Pho Z
No 5
Puo Z
Pno S
Pho Z
PNo S
No 2
Pno S
pno Z
Puo S
IISNo 3
Pno 6
ST)No 3
No 6
NINo 3
No 6
80No 3
Pno 6
BSNo 3
Pao 6
'gf No 3
No 6
'@No 3
No 6
IBINo 3
Puo 6
No 3
Puo 6
PNo 3
No 6
PNo 3
No 6
PNo 3
Pao 6
No 3
No 6
PNo 3
PNo 6
No 3
Pho 6
ADDENDUM BID SECURITY
IItsrd Bond Check $
gl Btd Bond p Check $
0gl:Brd Bond Check $
JI Bid Bond Check $
I@std Bond P Check 6
t8BI Bid Bond p check $
gasrd Bond P Check $
+Bid Bond Check 6
P Bid Bond P Check 3
P Bid Bond P Check $
P Bid Bond Check 6
P Bid Bond Check 6
Bid Bond P Check 6
P Bid Bond Check $
P Sid Bond P Check 3
CALENDAR DAYS
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EXHIBIT "D"
EASEMENTS TO THE DISTRICT FOR APPROVAL DECEMBER 14,2017
1.Sanitary Sewer Easement relative to a 1.9310acres tract of land
2.Sanitary Sewer Easement relative to a 4.7156 acres tract of land
3.Sanitary Sewer Easement relative to a 1.5727 acres tract of land
4.Sanitary Sewer Easement relative to a 0.5183 acres tract of land
5.Sanitary Sewer Easement relative to a 0.6609 acres tract of land
6.Sidewalk Easement relative to a 3.1837 acres tract of land
7.Sidewalk Easement relative to a 3.2867 acres tract of land
8.Sidewalk Easement relative to a 0.5527 acres tract of land
9.Sidewalk Easement relative to a 0.5529 acres tract of land
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EXHIBIT OF ROCK PRAIRIE
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