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Home My WebLink About2016-08-09 10:20AM PUBLIC HEARINGBRAZOS COUNTY BRYAN,TEXAS PUBLIC HEARING I L_ Mb JUL 13 P 2 28 BRAZOS COUNTY COMMISSIONERS COURT BRAZOS COUNTY COMMISSIONERS COURT WILL CONDUCT A PUBLIC HEARING ON TUESDAY, AUGUST 9, 2016 AT 10.20 A.M. 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 DISTRICT 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 S Teras Ave, Suite 126 Bryan Teras is wheelchair accessible Handicap parlang spaces are available My request for sign interpretive services must be made two working days before the meeting To make arrangements please call (979) 3614102 Vol. pg. , -,z // 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 10:20 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 11:40 a.m. due to the regular Commissioners Court Meeting running late. The purpose of the hearing is to consider a plan for the District Clerk Archival Fund and hear comments on the proposed plan. Judge Peters invited District Clerk, Marc Hamlin to present his plan. Mr. Hamlin said that he has no change to his plan from the previous year. Judge Peters asked Mr. Hamlin if he has a lot of historical records. Mr. Hamlin said yes, he does. Commissioner Catalena asked Mr. Hamlin if he has room to store all the records he has and Mr. Hamlin answered yes. A copy of the archival plan is attached. Vol. pg. 2 �� There were no citizens present to offer commentary. Vol. ZY � pg. ,� l,�? The foregoing minutes of the Commissioners Court Public Hearing held August 9, 2016, have been examined and are approved in open Court this the &" day of 2016, in Bryan, Brazos County, Texas. ton .a2 uJ'a�w Duane Peters Lloyd Wassermann County Judge Commissioner, Precinct 1 11 1 "m, S y Catal a Commission r, Precinct 2 envy Mallard ,J J Commissioner, Precinct 3 Commissioner, Precinct 4 Attest Karen McQueen County Clerk El. �_. P9 /�1 BRAZOS COUNTY att ua� CON MISSIONTER' S COURT ��AY OF 0� Name PRINT) Organization (PLE-- PRINT) Vol. � 6� Pg,,/S- Plan For Preservation and Restoration Of Archived Records Presented By Marc Hamlin Brazos County District Clerk Updated July 3, 2016 Vol. _ ��✓�� Pg. �-�� 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 filing 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 Archive No other departments addressed The effective date of this action is September 1, 2014, and expires September 1, 2019 Vol. 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 2016-2017 It is the plan of the District 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 The County Auditor estimates the revenue this will bring in approximately $18,500 00 per year Fol