HomeMy WebLinkAbout2020-08-25 10:45AM PUBLIC HEARINGBRAZOS COUNTY
BRYAN, TEXAS
PUBLIC HEARING
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BRAZOS COUNTY COMMISSIONERS COURT
BRAZOS COUNTY COMMISSIONERS COURT WILL CONDUCT A
PUBLIC HEARING ON TUESDAY, AUGUST 25, 2020 AT 10:45 A.M. IN
THE COMMISSIONERS COURTROOM OF THE COUNTY
ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVE., SUITE 106,
BRYAN, TEXAS 77803
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 THE R CASUE, 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.
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MINUTES
AUGUST 25, 2020
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 10:45 a.m. on
Tuesday August 25, 2020, with the following members of the Court present:
Duane Peters, County Judge, Presiding;
Steve Aldrich, Commissioner of Precinct 1;
Chuck Konderla, 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 10:45 a.m. and invited District Clerk
Gabriel Garcia to speak.
Mr. Garcia presented his plan for the preservation and restoration of archived records to
Commissioners Court. Commissioner Berry asked Mr. Garcia when he thought he
could clear all of his records from the gymnasium in the Administration Building. Mr.
Garcia estimated five years. He stated that he currently has seven employees working
on this project. A copy of the plan is attached.
There were no citizens present to offer commentary for or against the proposed plan.
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The foregoing minutes of the Commissioners Court Public Hearing held AuMt t 25,
2020, have been examined and are approved in open Court this the 1st day of
September, 2020, in Bryan, Brazos County, Texas.
Duane Peters
County Judge
Steve Aldrich
Commissioner, Precinct 1
tAx
buck Konderla Nancy Berry
Commissioner, Precinct 2 Commissioner, Precinct 3
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Inda Cauley
Commissioner, Precinct 4
Attest:
2,C_
Karen McQueen
County Clerk
A
Plan For Preservation and Restoration
Of Archived Records
Presented By
Gabriel Garcia
Brazos County District Clerk
Updated August 6, 2020.
vol.
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, 2020,
and expires September 1, 2024.
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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 2020-2021
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, Diana Talley, estimates the revenue this will bring is approximately
$16,500.00 per year.
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