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HomeMy WebLinkAbout2015-07-28 10:30AM PUBLIC HEARINGBRAZOS COUNTY BRYAN,TEXAS PUBLIC HEARING 2015 JUL -b P 2 29 ,,N'1f 911wyap F' 17'. BRAZOS COUNTY COMMISSIONERS COURT Tuesday July 28, 2015 BRAZOS COUNTY COMMISSIONERS COURT WILL CONDUCT A PUBLIC HEARING ON TUESDAY, JULY 281 2015 AT 1030 A M IN THE COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVENUE, SUITE 1069 BRYAN,TEXAS COMMISSIONERS COURT WILL CONSIDERA PLAN FORTHE DISTRICT CLERK ARCHIVAL FUND AND HEAR COMMENTS ON THE PROPOSED PLAN ALL INTERESTED PERSONSARE INVITED TO ATTEND SAID HEARINGAND PRESENT THEIR CAUSE, IF ANY, FOR OR AGAI NST THE PROPOSED PLAN The COmmmaava Camroom of ft Ca" Admmeta = Bud&W 100 Smdh Tun AvWW Suds 108 Bryan TX 77800 a Mmddw aowablo Flarltlipp DeAaro ate ere evNahh Ary reVUOd for amn mrorryeora zw m= mud be mWe ao ft" bstae Ba me" To mate arraneaea0a posse col "18t -702 Vol. _"�a3 , Pg. � BRAZOS COUNTY BRYAN,TEXAS MINUTES July 28, 2015 BRAZOS COUNTY COMMISSIONERS COURT PUBLIC HEARING 0 Signature Page.gdf 0 Sion In Sheet.odf [B File Stenoed Agendaodf The Commissioners' Court of Brazos County, Texas held a Public Hearing at the Brazos County Administration Building in Bryan, Brazos County, Texas, beginning at 10:30 a.m. on Tuesday, July 28, 2015 with the following members of the Court present: Duane Peters, County Judge, Absent; Lloyd Wassermann, Commissioner of Precinct 1; Sammy Catalena, Commissioner of Precinct 2, Kenny Mallard, Commissioner of Precinct 3, Presiding; Irma Cauley, Commissioner of Precinct 4; Karen McQueen, County Clerk. Attached is a list of the citizens and officials in attendance The Court met to hear the plan for the archival fund proposed by the District Clerk. 0 Braros District Clerk Archival Fian.gdf District Clerk Marc Hamlin presented the proposed archival to the Court and explained the projects he has planned. A copy of the archival plan is attached. There were no citizens present to offer commentary. Vol. The foregoing minutes of the Commissioners Court Public Hearing held July 28, 2015, L have been examined and are approved in open Court this the % day of 2015, in Bryan, Brazos County, Texas. Duane Peters Lloyd W sermann County Judge Commissioner, Precinct 1 Precinct 2 Commissioner, Attest: o Karen' McQueen County Clerk A -Al �-Jk Kenny Mallar, Commissioner, Precinct 3 COMMISSIONERS COURT MEETING Date Name Organization /Department Plan For Preservation and Restoration Of Archived Records Presented By Marc Hamlin Brazos County District Clerk Updated July 2, 2015 Vol, a,2 5_, pg. 9� Executive Summary HB 1513 provides for a fee not to exceed $10 00 to be imposed for filing of a suit, including an appeal from an inferior court, or a cross - action, counterclaim, intervention, contempt action, motion for new trial, or third -party petition, in a district court in the county The District Clerk's Office wants to take advantage of new legislation that is designed to preserve archived records by adding an archive fee to each fling of a suit This fee is to be dedicated to that task The majority of the permanent records in the District Clerk's Office are paper based These records are used by our office for the public and are vulnerable to loss by wear and tear The purpose of this document is to define the restoration and preservation, digital capture, stage, retention and management of archive records belonging to the District Clerk This Preservation and Restoration Records Plan in intended to be a "Living Document" It will be updated as a new products and procedure evolve It is the intent of the District Clerk to follow guidelines set by the Texas State Library and Archives Commission Goal The Goal is to capture and archive all cases prior to January 1, 1990, regardless of media type they currently are in, as efficiently as possible The District Clerk's Office is also looking at restoring records, suspending or reducing deterioration of public records, improving the public access to the documents in a manner that reduces the risk of deterioration Scope The Scope of this document includes the following • All District Clerk records filed with the District Clerk before January 1, 1990 • Plans to capture records electronically to improve public access • Plans to restore and preserve records with significant historical value • Future plans are to improve public and governmental access This document addresses the restoration and preservation needs of the District Clerk Records Archme No other departments addressed The effective date of this action is September 1, 2014, and expires September 1, 2019 Vol. �2 .2— Inventory Currently the District Clerk's Office holds over 100 record books which includes indexes for Civil Cases, Divorces, Adoptions, Grand Jury Records, Felonies and Misdemeanors The District Clerk's Office also has approximately 80 boxes of historical cases many with historical significance The cases include Civil, Divorce, Adoptions, and Felonies Current Accessing Methods Records prior to January 1, 1990 are accessed by the public through a request to our office due to the cases not being imaged Our office currently has to find the Index for the records we are seeing to obtain the cause numbers before we can physically pull the file to obtain copies for the public These records are kept in our storage facility at 200 5 Texas Ave, Bryan, Texas 77803 Restoration and Preservation Plan Fiscal Year 2015 -2016 It is the plan of the Distnct Clerk's Office to scan an portion of the paper documents in house, lease an additional scanner, and fund temporary full or part time employees to capture all records filed in the District Clerk's Office prior to January 1, 1990 These images will be integrated into the existing District Clerk records and retrieval systems and enhance the public's access to public records The District Clerk plans to award bid to an outside vendor to restore and preserve all records with significant historical value The restoration process will ensure the legibility of these public documents for future generations Revenue collected and not expended in the fiscal year will be carried forward and used on other archive projects Projected Revenue year The County Auditor estimates the revenue this will bring in approximately $7,000 00 per