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Home My WebLink About2021-08-31 10:45AM PUBLIC HEARING MINUTES AUGUST 31, 2021 BRAZOS COUNTY COMMISSIONERS COURT PUBLIC HEARING COMMISSIONERS COURT WILL CONSIDER PLAN FOR THE DISTRICT CLERK ARCHIVAL FUND AND HEAR COMMENTS ON THE PROPOSED PLAN. ALL INTERESTED PERSONS ARE INVITED TO ATTEND SAID HEARING AND PRESENTTHEIR CAUSE, IF ANY FOR OR AGAINST THE PROPOSED PLAN. 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 31, 2021,with the following members of the Court present: Duane Peters, County Judge, Presiding; Steve Aldrich, Commissioner of Precinct 1; Russ Ford, 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 the Court. Mr. Garcia said that his office is not as advanced as the County Clerk's office in digitizing records but they are working diligently. Commissioner Cauley asked for a report on the status of the records in the gymnasium. Mr. Garcia said he feels confident that they will be able to get all the records digitized in the gymnasium in two years. He said he and Records Manager Desmond Hams have a plan in place to accomplish this project. Commissioner Berry added that she toured the gymnasium and can tell that some progress has been made. A copy of the plan is attached. There were no citizens present to offer commentary for or against the proposed plan. VOI. Ing. �� The foregoing minutes of the Commissioners Court Public Hearing held August 31, 2020 have been examined and are approved in open Court this the 14th day of September 2020, in Bryan, Brazos County, Texas., Duane Peters Steve Aldrich County Judge Commissioner, Precinct 1 Russ Ford Nancy Berry Commissioner, Precinct 2 Commissioner, Precinct 3 iU , f Irma Caule} --- - Commissioner, Precinct Attest: G wren McQueen County Clerk Vole pg. 'an II a FILED FOR RECORDrp o DATrE ATO'CLOCK M I KARE MCQUEEN RAZ U LERK Y BRAZOS COUNTY B RYAN, TEXAS PUBLIC HEARING BRAZOS COUNTY COMMISSIONERS COURT BRAZOS COUNTY COMMISSIONERS COURT WILL CONDUCT A PUBLIC HEARING ON TUESDAY, AUGUST 31, 2021 AT 10:45 A.M. IN THE COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVENUE, SUITE 106, BRYAN, TEXAS 77803. COMMISSIONERS COURT WILL CONSIDERA PLAN FOR THE DISTRICT CLERK ARCHIVAL FUND AND HEAR COMMENTS ON THE PROPOSED PLAN. ALL INTERESTED PERSONS ARE INVITED TO ATTEND SAID HEARINGAND PRESENT THEIR CAUSE, IFANY, FOR ORAGAINST THE PROPOSED PLAN. The 200 S.Texas Ave/.Suite 106,Bryan,Texas 77803 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. VOi. �' d Pg. �� Pg of BRAZOS COUNTY COMMISSIONER' S COURT i, -4 -DAY OF , 20 0-1- Name Organization (PL AS PRINT) ](PLSE PRINT) ` r Gk� a, J WYCHDA 1, �, � 4 C � - e c.\ce I'M na cl-Mcl Vol. 3LAO Pg. o�lel ,��►s op r Plan For Preservation and Restoration Of Archived Records Presented By Gabriel Garcia Brazos County District Clerk Updated August 31, 20210 Vol. '3-'t o Pg. k. 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 existing or 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 the new products and procedures 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, and 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.The effective date of this action is September 1, 2021 and expires when completed. Vol. 9 NO. 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 60 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 Pian Fiscal Year 2021-2022 It is the plan of the District Clerk's Office to scan a paper documents in house and 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 projected revenue of the year 2021- 2022 to be$16,500.00 per year. Vol. NO pg. `