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Home My WebLink About2016-08-09 10:15AM PUBLIC HEARINGBRAZOS COUNTY BRYAN,TEXAS PUBLIC HEARING BRAZOS COUNTY Hlb 'UL 13 P ' 26 COURT BRAZOS COUNTY COMMISSIONERS COURT WILL CONDUCT A PUBLIC HEARING ON TUESDAY, AUGUST 9, 2016 AT 10:15 AM. IN THE SPARE COURTROOM IN THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVENUE, SUITE 126, BRYAN, TEXAS COMMISSIONERS COURT WILL CONSIDER A PLAN FOR THE COUNTY CLERK ARCHIVAL FUND AND HEAR COMMENTS ON THE PROPOSED PLAN ALL INTERESTED PERSONS ARE INVITED TO ATTEND SAID HEARING AND PRESENT THEIR CAUSE, IF ANY, FOR OR AGAINST THE PROPOSED PLAN The 200 5 Teas Ave Suite 126, Bryan Twins is viheelchau accessible Handicap parlung spaces are available Any request for sign interpretive services must be mode tvo working days before the mating To make arrangements please call (979) 3614102 - Pg. X03 MINUTES AUGUST 9, 2016 BRAZOS COUNTY COMMISSIONERS COURT PUBLIC HEARING The Commissioners' Court of Brazos County, Texas held a Public Hearing at the Brazos County Administration Building in Bryan, Brazos County, Texas, scheduled for 10:15 a.m. on Tuesday, August 9, 2016, with the following members of the Court present: Duane Peters, County Judge, Presiding; Lloyd Wassermann, Commissioner of Precinct 1; Sammy Catalena, Commissioner of Precinct 2, Kenny Mallard, Commissioner of Precinct 3; Irma Cauley, Commissioner of Precinct 4; Karen McQueen, County Clerk. Attached is a list of the citizens and officials in attendance. The County Judge opened the Public Hearing at 11:38 a.m. due to the regular Commissioners Court Meeting running late. The purpose of the hearing is to consider a plan for the County Clerk Archival Fund and hear comments on the proposed plan. Judge Peters invited County Clerk, Karen McQueen to present her plan. Mrs. McQueen explained the fee collecting process and stated her plan to collect a $5.00 fee for court filings and a $10.00 fee for non -court filings. Mrs. McQueen estimates collecting $329,000.00 in fees. 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 August 9, 2016, have been examined and are approved in open Court this Duane Peters County Judge 9-4�- S y Catal� a Commissioner, Precinct 2 Irma Cauley Commissioner, Precinct 4 Attest Karen McQueen County Clerk zos County, Texas. the '-1 day of X*VA cJ a..�� Lloyd'Wassermann Commissioner, Precinct 1 Kenny Mallard Commissioner, Pr cinct 3 EO: o2 (" p9 -1-61J-1 Duane g. 61J— Name BRAZOS COUNTY a, c,, COMMISSIONER'S COURT DAY OF , 2014 l l.•38 AM/ Organization mr r n OC nn iTTT\ Vol. - Pg, ZG ... .. � �i Brazos County Clerk Records Management and Archive Plan I. Background (Statutory History) The 77`t "1'exas Legislature passed HB 370 in 2001 to allow border county s to assess a $5 00 Records Management and Preservation Fee for the preservation of older records filed with the County Clerk The 78"' Legislature passed SB 1731 amending the original legislation allowing all county s to collect this fee with Commissioner s Court approval The County Clerk is proposing to collect this fee at this time This legislation amends Local Government Code Section 118 011 (b & 0, to enable the Commissioner s Court to adopt a Records Management and Records Archive Fee for the Preservation and automation of previously filed and recorded real property and vital statistics records as part of their regularly adopted annual budget The 82nd Legislature passed FIB 1513 amending Government Code 118 011 (b &0 allowing the Commissioner Court to set and collect a Records Management and Records Archival Fee not to exceed $10 00 on non -court related filings 11. Bill Summary • Begins on approval of the County of Brazos 2015-16 Annual Budget The fee must be set and itemized in the county s budget as part of the budget preparation process • Termination: The 79s Legislature extended this bill indefinitely The S10 00 fee is assessed on any instrument document paper or other record that the County Clerk is authorized to accept for filing or recording (deed or official public records, assumed names, and marriage licenses) • The $5 00 fee is assessed on any original civil case filings • The fee may be used only to provide funds for specific records management and preservation including for automation purposes — in accordance with this written plan • Changes to the plan must be approved by Commissioner s Court The plan may be modified as required III Purpose Some of Brazos County official records have been computerized and automated in electronic format since the late 1960s The County Clerk s office is progressive in the preservation of current records utilizing the original Records Management and Archival Vol. o _ pg_ ,4 7 Fees from 1991 jonrard However this funding has not been suf clew to electronically preserve and restore the older documents that have a pnceless hisioncal value In order to preserve and enhance the mtegnty of the existing system for recording and preserving public documents the County Clerk seeks to preserve existing ongmal records by restoring or re-creating old volumes digitizing older microfilm and paper records. re - indexing old handwritten and typed indexed books and converting all older media into an electronic format and importing this newly created data into the existing computer system IV The overall goal and vision of the County Clerk's office is to: • Modernize and upgrade old record systems in the office • Continue to add records and information to your existing computer system • Eliminate or reduce manual lookups and searches • Expedite record searching by having more records available for electronic retneval • Create a complete electronic records back-up for disaster recovery • Provide more public information to the citizens of the County via the I ntra/I ntemet • Continue to eliminate the need for paper records • Preserving original records by reducing daily usage • Reclaiming much needed space in the public records area • Construction of new records storage facility V. Annual Revenue Estimate Official Real Property Records 31 000/annually Marriage Records 1 500/annually Civil/Criminal Pilings 400/annually Total 32,900 Filings Annually X S 10 00 = S 329,000 00 VI Restoration, Preservation and Automation Projects Real Property Records. Projects include computerized re -indexing and converting all real property records to electronic images and importing new records to the existing real property computer system Phase 1: Electronic conversion of 1999 to 1967 existing microfilm to images, matching to the existing grantor/grantee index and importing to the computer and internet: Approx 674 000 Instruments filed 1967 to 1999 Estimated $ 370 700 Ell. 02 Pg. Phase 2. Back conversion of 1966 to Volume A of Deed Records existing microfilm to electronic images and loading to computer by Book, Volume and Page Approximately 1 167 000 images from 1966 to Volume A Estimated $ 167 000 Re -indexing real prop" records from 1966 back to Volume A using the electronic images of the original record books. Data entry/conversion of approx 355 000 instruments Estimated $ 608 000 Phase 3• Design and construction of new records storage facility Approximately 3000 square foot building Estimated $ 460 000 Phase 4 Maps and Plats Conversion/scanning and remdexmg of all maps/plats and importing to existing computer system Approximately 4 000 maps and plats Estimated $ 60 000 Phase 5. Commissioner's Court Records Electronic conversion and remdexmg of all existing Commissioner s Court minutes and importing this data to existing computer system in a searchable format Approximately 190 000 pages and 120 000 index entries Estimated $ 128 000 VIII Length of Projects It is estimated that these projects will take approximately 18 years to complete and implement Some projects may be considered as on-going and paid monthly as revenue is collected Fol. _a,5 pg. — Summary The Legislature has provided a means to raise revenue for the records management and preservation of older county property and vital records This "user" fee is an alternative to raising taxes or spending general fund monies to accomplish these important projects This plan w dl be implemented to "phases" as money is accrued and deposited into a special revenue account. The completion of the initial phases will preserve the original records, provide more space in the public records area, and continue to modernize the Clerk's office through available technology