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Home My WebLink About2019-08-06 10:20AM PUBLIC HEARINGBRAZOS COUNTY BRYAN, TEXAS PUBLIC HEARING �I9 JUL 12 P 2: 33 rV�N PI�cJEEI (' i; C1Epi Z"! a_, Lc�S BRAZOS COUNTY COMMISSIONERS COURT BRAZOS COUNTY COMMISSIONERS COURT WILL CONDUCT A PUBLIC HEARING ON TUESDAY, AUGUST 6, 2019 AT 10:20 A.M. IN THE COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVE., SUITE 106, B RYAN, T EXAS 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 BRAZOS COUNTY COMMISSIONERS COURT is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two working days before the meeting. To make arrangements, please call (979) 361-4102. r MINUTES AUGUST 6, 2019 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, at 10:25 a.m. on Tuesday August 6, 2019, with the following members of the Court present: Duane Peters, County Judge, Presiding; Steve Aldrich, Commissioner of Precinct 1; Sammy Catalena, Commissioner of Precinct 2; Nancy Berry, 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 purpose of the hearing is to consider a plan for the District Clerk Archival Fund and hear comments on the proposed plan. The County Judge called the meeting to order at 10:53 a.m. and invited District Clerk Gabriel Garcia to speak. Mr. Garcia stated that he is working on a more detailed plan going forward much like the County Clerk's plan. Mr. Garcia said they will archive all cases prior to January 1, 1990 as efficiently as possible and will do this within the District Clerk's office. He said he is in the process of getting bids from vendors for the restoration and preservation of historical documents. A copy of the plan is attached. There being no citizens present to offer commentary for or against the proposed plan, the County Judge adjourned the meeting. Vo,. a 7 pg ---53- The foregoing minutes of the Commissioners Court Public Hearing held August 6, 2019 have been examined and are approved in open Court this 10th day of September 2019, in Bryan, Brazos County, Texas. Duane Peters County Judge &5'mt- Sammy Catalena Commissioner, Precinct 2 Irma Cauley -L---- Commissioner, Precinct 4 Attest: Karen McQueen County Clerk Steve Aldrich Commissioner, Precinct 1 Nancy Be Commissioner, Precinct 3 Vol. a97 P9. sem_ Pg I of BRAZOS COUNTY -- -_- - - --------- --COMMI-S-SIONER'-S -COURT- -- - - - - �DAY OF i1 1 Name (PLEASE PRINT) wym Organization (PLEASE PRINT) V0, 4-6 u-, ss�l kjt4 Vol. a�— Pg• �s Plan For Preservation and Restoration Of Archived Records Presented By Gabriel Garcia Brazos County District Clerk Updated August 6, 2019. Vol. ag 7 pg. SC.o Executive Summary SB 1685 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 is 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, 2019, and expires September 1, 2024 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 over 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 S. Texas Ave, Bryan, Texas 77803 Restoration and Preservation Plan Fiscal Year 2019-2020 It is the plan of the District Clerk's Office to scan a portion of the paper documents in house 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 a 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, Fang Deng, estimates the revenue this will bring is approximately $16,500.00 per year. von.a� Pg. s'6 Kofile August 1, 2019 Honorable Gabriel Garcia Brazos County District Clerk 300 E. 26th Street, Suite 1200/1201 Bryan, TX 77803 Dear Hon. Gabriel Garcia, The proposal addresses nine (9)`volumes�of'permonerj retention and historical records for Cler the Brazos County District k's Office (with a Good -Faith Estimate of 4,575 pages). Kofile Technologies, Inc. (Kofile) will address all of the necessary services for these assets. Recommended preservation services include conservation treatments, deacidification, mending, encapsulation, and rebinding. The location of work for this project is Kofile's Conservation and Digitization Laboratory in Dallas, TX. This project addresses the preservation, long-term management, and digital access of this collection. Preservation insures the survival of source originals for the application of future technologies. PROJECT UNDERSTANDING At Kofile, each project is unique and deserves special attention. Preservation minimizes chemical and physical deterioration to prolong the existence and useful life of the original format. Oftentimes, this includes preserving and removing the original from public access, and creating a security copy. Preservation can incorporate conservation, treatment, stabilization, preventative care, or digitization—or maintenance or repair. Kofile performs all services in accordance with the Code of Ethics & Guidelines for Practice of the American Institute for Conservation of Historic & Artistic Works (AIC). CONDITION ASSESSMENT This collection is in poor condition. All volumes are bound (e.g. sewn) and contain manuscript (handwritten) data. Many of the volumes contain pages that are extremely fragmented and are brittle and yellowing. Due to the nature of these records, they maintain a PERMANENT retention schedule according to Local Schedule DC, Texas State Library & Archives Commission, Aug. 2011. Photographic documentation of these volumes continues on the following pages. 6300 CEDAR SPRINGS ROAD, DALLAS, TEXAS 75235 214/ 442.6668 F: 214/ 442.6669 WWW.I(OFILE.COM Kofile' BRAZOS COUNTY DISTRICT CLERK PAGE 2 18 PRESERVATION OF HISTORICAL VOLUMES August 1, 1019 vol. q PQ, Cao Kofile""' ,, f ---� I im m000 ma,. 4- J:� '�� /-ri=ud' �.;c�r>:,.o ��rr� 6 �..r:..ruE �«, r� r�-. xa.�-✓'...,�._. ' -,h, �Ga• ;Zs=-wG..._ o,�d >. � Cd r<�ksC- r�: /c..�c.,� J c� 6�--.L.: G'r.-c I. �� BRAZOS COUNTY DISTRICT CLERK - PRESERVATION OF HISTORICAL VOLUMES (� .4agasl 1, 7 _ l019 Vol. a,_ Pg- Kofil6q""- BRAZOS COUNTY DISTRICT CLERK PAGE 4 18 PRESERVATION OF HISTORICAL VOLUMES August 1, 201P Vol. �� P9• -- Kofile BRAZOS COUNTY DISTRICT CLERK PAGE 51 8 PRESERVATION OFHISTORICALVOLUMES Ags/ 1,10/9 Vol. nkr1G l..L�._P9. �• `-' Kofile" 17, r •' � `-t.'.3_ / is /'" T]� �f� iY rz /' � l--4 a -.✓ J � .Y%� � .. / _ _ '*n„c BRAZOS COUNTY DISTRICT CLERK PAGE 6 18 PRESERVATION OF HISTORICAL VOLUMES /� Aagusl 1, 2019 Vol. � P9• �.Sd KofiI6`� PROJECT PRICE QUOTE This quote is presented via Kofile's TXMAS Contract No. TXMAS-18-3602. To purchase via TXMAS, please reference this contract number on the County's Purchase Order. Without a signed Agreement, prices are good for 90 days. RECORDS SERIES TITLE DESCRIPTION LEVEL OF VOLUME PAGES BINDING FORMAT SHEET SIZE CONDITION SERVICE PRICE QUOTE Civil Docket District Court 1876 500 Bound Manuscript 16x10''/s Poor Preservation $2,555.97 Civil Fee Book District Court 1860 500 Bound Manuscript 16x10%z Poor Preservation $2,555.97 Civil Docket District Court 1887-1907 500 Bound Manuscript 16x10''/z Poor Preservation $2,555.97 Civil Docket District Court 1879-896 550 Bound Manuscript 16x10%z Poor Preservation $2,811.57 Execution Docket District Court 1860-1886 525 Bound Manuscript 16x10%z Poor Preservation $2;683.77 Criminal Docket District Court 1868-1897 500 Bound Manuscript 16x10% Poor Preservation $2,555.97 Criminal Docket District Court 1874-1888 500 Bound Manuscript 16x10''/z Poor Preservation $2,555.97 Criminal Docket District Court 1857-1867 500 Bound Manuscript 16x10%s Poor Preservation $2,555.97 Criminal Docket District Court 1868-1874 500 Fall Term Bound Manuscript 18x11 % Poor Preservation $2,555.97 'A_0 EC i-$23;387T3= COUNTY ACCEPTANCE Pricing is based on a Good Faith Estimate of page counts. Billing occurs on actual page counts per agreed upon pricing; not to exceed the P.O. without authorization. Signature/Title ofAuthorized Countykepiesentative Oate Records receive the following services as appropriate. (PRV) Preservation (Conservation Treatments, Deacidify, Encapsulate, & Bind) ® A permanent log is created for each volume to record condition, page order, and services/treatments. A final quality check references this log. • Dismantle volumes. Sheets are inspected and control numbered as necessary. ■ Surface clean sheets to remove deposits. This includes dust, soot, airborne particulate, sedimentation, insect detritus, or even biological/mineral contaminants. Tools include a microspatula, soft dusting brush, latex sponge, powdered vinyl eraser, or soft block eraser. ■ Remove any non -archival repairs or fasteners, such as residual glues. All tape and previous mends to reduced to the extent possible without causing damage to paper and inks. BRAZOS COUNTY DISTRICT CLERK_ PAGE 718 PRESERVATION OF HISTORICAL VOLUMES q �] August 1, 2W voi. ` f pg, �S Kofil6" ■ Mend tears with archival, acid free, and reversible materials. Mending is accomplished with either Japanese tissue and methyl cellulose adhesive, or Filmoplast® R (an acrylic based and heat set tissue). Kozo paper, in both natural and white finish, is used due to its strength and transparency after application. ■ Deacidify each side of each sheet with Bookkeepers® after careful testing. This commercial solution of magnesium oxide deacidifies (or neutralizes) acid inks and paper by providing an alkalize reserve. This chemical is inert and safe, and does not degrade the sheet. Once the buffer is applied, the paper's pH is slowly altered. Random testing ensures an 8.5 pH with a deviation of no more than ± .5. ■ Encapsulate each sheet in a Lay Flat Archival Polyester PocketT1. Each custom envelope is composed of SKC Films, Skyroll SH72S® Mylar and includes a patented lay flat design. This envelope is welded to prevent invasion of atmospheric pollutants. Dimensions match the "book block" with a 1 %a" binding margin. ■ Re -bind in custom -fitted and stamped Heritage Recorder binder. A volume may return split, depending on page count. A dedication/treatment report is included in the binder. The Heritage Recorder Binder is a post binder, but the binding can also be sewn. This binder is available in various colors in genuine or imitation leather, or canvas. Cover printing is foil on the leathers and hot stamp printing on the canvas. See examples pictured right. Index tabs are repaired or replaced, as necessary. WAS BILLING LINE ITEMS Upon purchase of a TXMAS project, the County reports the order on the TxSmartBuy System <www.txsmartbuy.com/>. Brazos County's CO-OP Listing th T C t II f STATE OF TEXAS CO-OP MEMBER LISTING FOR BRAZOS COUNTY LINK https://comptroller.texas.gov/auto-data/purchasing/co-op/c0211.php CO-OP # CO211 Contact Wm. Charles Wendt; cwendt@brazoscountytx.gov Expiration 25 -JUN -2020 Per e exas omP ro er o Public Accounts' (CPA) website; Kofile can prepare a 'Shopping Cart' in TxSmartBuy <www.txsmartbuy.com/> and 'share' it with the County to complete its purchase. BRAZOS COUNTY DISTRICT CLERK _ _ PAGE 8 18 PRESERVATION OF HISTORICAL VOLUMES ` August 1, 7019 Vol. _�pg..,..� Kofil6" We look forward to serving the Brazos County District Clerk's Office, and working together for the preservation and access of its public and historical assets. Please let me know if you have any questions. Sincerely, Reed Roach Account Manager reed.roach@kofile.com 214.725.0497 sgr/cec BRAZOS COUNTY DISTRICT CLERK PAGE 9 18 PRESERVATION OF HISTORICAL VOLUMES Augusl 1, 7019 vol.�� - �g'