HomeMy WebLinkAbout2022-06-14 1:30PM WORKSHIP SESSIONBRAZOS COUNTY
BRYAN, TEXAS
NOTICE OF MEETING AND AGENDA
WORKSHOP SESSION
BRAZOS COUNTY COMMISSIONERS COURT
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BRAZOS COUNTY COMMISSIONERS WILL MEET INAWORKSHOP SESSION AS FOLLOWS:
MEETING DATE: June 14, 2022
MEETING TIME: 1:30 PM
MEETING PLACE: Brazos County Administration Building, 200 South Texas
Avenue, Suite 106, Bryan, TX
Call to Order
2. Presentation and Discussion for the following Brazos County Departments and Offices on the
proposed budget requests for FY 2022-2023.
• a. Information Technology
• b. County Attorney
• c. County Clerk
• d. Associate Court 2
• e. Exposition Center
• f. Justice of the Peace Pct. 3
• g. Justice of the Peace Pct. 4
h. Emergency Management
• i. Veterans Services
3. Discussion of the Merit Policy.
Executive Sessions
4. Convene into Executive Session Pursuant to Texas Government Code §551.074 to discuss
the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of
county personnel.
5. Consider and possible action on Executive Session.
6. Adjourn
Vol. j6A Pg. /
The Brazos County Administration Building, 200 South Texas Avenue, Suite 106, Bryan, TX 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.
EVO1: Pg.
MINUTES
JUNE 14, 2022
BRAZOS COUNTY COMMISSIONERS COURT
WORKSHOP SESSION
1. Call to Order
A workshop session of the Commissioners' Court of Brazos County, Texas was held in
the Brazos County Commissioners: Courtroom in the Administration Building, 200 South
Texas Avenue, in Bryan, Brazos County, Texas, beginning at 1:30 p.m. on Tuesday,
June 14, 2022 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.
The attached sheets contain the names of the citizens and officials that were in
attendance.
2. Presentation and Discussion for the following Brazos County Departments and
Offices on the proposed budget requests for FY 2022-2023.
• a. Information Technology
• b. County Attorney
• c. County Clerk
• d. Associate Court 2
• e. Exposition Center
• f. Justice of the Peace Pct. 3
• g. Justice of the Peace Pct. 4
• h. Emergency Management
• i. Veterans Services
Judge Peters called the meeting to order. Auditor Katie Conner explained the guidelines
for discussing personnel in a workshop, and what information would constitute a need for
an executive session. The Court then received presentations from the departments in
the order listed on the agenda.
a. Information Technology:
Information Technology Director Eric Caldwell gave a PowerPoint presentation on his
departmental requests for the Fiscal Year 2023 Budget. He began by discussing the
growth of the Information Technology Department through the years, leading to the
employment of 34 full time employees. He expressed a need for four additional staff
members to meet the increased workload. His first priority is a Senior Services Manager
position to manage assets and inventory. Second priority would be a Systems Analyst to
help with the implementation of software. Mr. Caldwell then skipped to his last priority
which is an Assistant IT Director to directly assist him. He discussed a need for more
office space as the number of employees continue to grow. The Commissioners Court
gave several suggestions on how to rectify the space needs including, moving the IT
training room to the Administration Building if the Sanctuary is renovated and turning the
training room in the Maxwell Center into more office space. Judge Peters told Mr.
Caldwell that the Court would need to take a hard look at all budget requests in order to
determine priorities.
b. ; County Attorney:
County Attorney Earl Grey explained to the Commissioners Court that he is not making
any funding requests in the FY23 Budget. Instead, he has found a way to run his office
more efficiently, allowing him to relinquish 4 positions under his department.
Commissioner Aldrich asked Mr. Grey what measures were taken to determine a more
efficient management style. Mr. Grey stated that by requesting his employees to track
their time, he was able to restructure his office based on that information. The Court
complimented Mr. Grey on his management style and then Katie Conner plugged the
increase from the relinquished positions into the budget.
c. County Clerk
County Clerk Karen McQueen discussed issues that her department is having in
keeping up with guardianship cases with just one full time employee that handles them.
She stated that considering the cases can linger for long periods of time and the laws
are so strict surrounding guardianship, in order for her office to maintain the same level
of service to the citizens, she needs another full time employee that solely works on
these cases. The Court recognized that the level of priority for this request is high and
asked that Ms. Conner plug the request into the budget.
d. Associate Court I I
Judge Wendy Hensarling requested a Court Reporter be added to her staff. She
explained that the audio recording software being used in her court at the moment is not
sufficient as it occasionally does not pick up what is being said in the courtroom. This
ultimately leads to her decisions being appealed and is creating double the work. Judge
Hensarling then discussed that while her request is for a position to be funded at
$124,000 per year, she is bringing in increased revenue from adoptions and has
finalized over 1,600 cases in the last year. Katie Conner added that this request has
been made with full support from the 85th District Court Judge Kyle Hawthorne.
Commissioner Ford questioned whether sharing a Court Reporter with the other courts
would be feasible however, Judge Hensarling did not feel that would allow for much
efficiency. Judge Peters advised Ms. Conner to plug the position into the budget.
e. Exposition Complex:
Exposition Complex Director Carl Kolbe presented to the Court his plan for restructuring
his office to maximize the efficiency of his positions. Though restructuring is helpful in
minimizing his budget, Mr. Kolbe is requesting an increase of $153,000 to his overall -
budget in order to allow for temporary workers to be made part-time, and to hire another
Facility Operations Assistant. After further discussion by the Court, the recommendation
was to look into the restructuring of the office and not plug anything into the budget at this
time.
f. Justice of the Peace, Precinct 3:
Judge Rick Hill requested a position be created to solely serve the public in his office.
He explained how busy all of his employees are, as -his office receives the highest
number of cases due to the proximity to Texas A&M University. Judge Hill feels that an
additional_ person would allow his office to serve the public more effectively.
Commissioner Berry stated that she feels strongly about this personnel request and
Commissioner Ford concurred.
g. Justice of the Peace, Precinct 4:
Auditor Katie Conner informed the Court that this request has been withdrawn.
h. Emergency Management:
Emergency Management Director Michele Meade is also requesting one additional staff
member. Ms. Meade noted that Emergency Management has operated as a team of two
for as long as she has been with the County. She is asking for a Planner to lead the
emergency processes for Brazos County and other partners. Katie Conner questioned if
Texas Department of Emergency Management offers grant money for personnel. Ms.
Meade stated that typically is -not the case and she does not believe that will be a viable
option to add another staff member. Commissioner Aldrich advised that since this would
be the first time a position has been added to Emergency Management since 2003, he
feels this qualifies as a position to be plugged into the FY23 budget.
i. Veterans Services:
Auditor Katie Conner informed the Court that the Veterans Services budget request will
not be discussed at this meeting. -
3. Discussion of the Merit Policy.
Auditor Katie Conner and Budget Analyst Nina Payne presented a revised Merit Policy
for the Court's consideration. The change would set a limit of 2.5% allowed for any one
employee instead of the 2.5%-5% limit in the original policy. The Court discussed the
matter and advised that they would like to move forward with the amended policy allowing
only a 2.5% limit.,
Executive Sessions
4. Convene into Executive Session Pursuant to Texas Government Code §551.074 to
discuss the appointment, employment, evaluation, reassignment, duties, discipline, or
dismissal of county personnel.
Vol.
fig. �-
It was determined that there was no need for an Executive Session during this workshop
session.
5. Consider and possible action on Executive Session.
6. Adjourn
Vol. J-6 fig. /�
The foregoing minutes of the Commissioners Court Workshop Session held June 14, 2022, have
been examined and are approved in open Court this the 5th day of July 2022, in Bryan, Brazos
County, Texas.
Duane Peters Steve Aldrich
County Judge Commissioner, Precinct 1
Russ Ford Nancy Berry
Commissioner, Precinct 2 Commissioner, Precinct 3
Irma Cauley
Commissioner, Preci c
Attest:
', ' C/'/'"/ �
Karen McQueen
County Clerk
11
Vol.
pg. 7
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New Criminal Cases Filed
2015
2016
2017
2018
2019
2020
2021
Precinct 3
3633
5475
6705
7172
5894
4245
4285
P. recinct 1,2,4 Average
3069
3307
2674
1954
1760•
1400
1356
Total Criminal Cases
2015
2016
2017
-2018
2019
2020
2021
Precinct 3
6474
8542
11365
141.48
12794,
11262
11590
Precinct 1,2,4 Average
6270
6439
6007
4840
4316
•4198
3750
Criminal Cases Disposed
2015
2016
2017
2018
2019
2020
2021
Precinct3
3495
3815
4579
6460
5390
4038
4233
Precinct 1,2,4 Average
3663
3404
3164
2280
1915
1868
1458
New.Civil Cases Filed
2015
2016
2017
2019
2019
2020
2021
Precinct 3
400
417
529
585
591
464
557
Precinct 1,2,4 Average
524
520
621
778
951
671
743
School Cases Filed in Precinct 3
------
311
554
419
370'
348
710
Total Civil.Cases '
2015
2016
2017
2018
'2019
2020
2021
Precinct 3
1424
1497
716
835
883
820
938
Precinct 1,2,4
808
969
820
1028
1229
1039
1155
Civil' Cases_ Disposed
2015
2016
2017
2018
2019
2020
2021
Precinct 3
369
1342
430
543
524-
438
455
Precinct 1,2,4 Average
491
715
551
731
858
628
689
Fines, Court Costs, and other amounts collected -
Kept by County
2015
2016
2017
2018
2019
2020
2021
Precinct 3
473K
589K
729K
933K
838K
632K
795K
Precinct 1,2,4 Average
453K
558K
5i8K
440K
410K
288K
316K
Remitted to State
2015
2016
2017
2018
2019
2020
2021
Precinct 3 •
191K
253K
303K
348K
326K
296K
'306K '
Precinct 1,2,4 Average
235K
233K
205K
155K
129K
120K
121K
Total Collected
2015
2016
2017
2018
2019
2020
2021
Precinct 3
665K
845K
1.03M
1.28M
1.16M
928K
1.10M
Precinct 1,2,4 Average
726K
795K
724K
595K
539K
409K
438K
Vol. 9-6 o�-- pg. qo
BRAZOS COUNTY, TEXAS
FY 2022 MERIT DISTRIBUTION GUIDELINES
MERIT PAY
Brazos County Judge is proposing to provide to all operating divisions, funds to be used by the elected official and/or
department head for the sole purpose of employee merit pay. The merit pay pool for each department provides the
elected official and/or department head the opportunity to reward those employees within their department for
outstanding performance. The following guidelines are to be followed by all elected officials and/or department
heads with implementing the use of merit pay increases for Fiscal Year 2022:
1. To be eligible to receive merit funds from the merit pool an employee must be employed with the
County for six (6) months as of May 28, 2021.
2. Deadline for submission to the Budget Office is at noon on Friday, May 28, 2021.
3. All merit pay requests must be made using the Proposed FY 2022 group and step chart (e.g. all request
must be based on the step increases provided for the group in which the employee is currently
classified);
4. Merit may not be used to increase an employee's salary over the salary cap for their position. Currently
the salary cap within each group is a step 15;
S. Employees, who are on group and step, cannot be increased by more than 2 steps. Employees, who
are not on group and step, salaries cannot be increased by more than 5%;
6. All merit pay will be based on an annualized basis regardless of what the effective date of the
distribution of the merit pay,
7. At no time during the year may the elected official and/or department head, under the direction of
Commissioner's Court, use funds available in the merit pool for the department to increase the elected
official or department head's salary;
8. Once the elected official and/or department head has chosen the position(s) to receive a merit, a memo
should be submitted to the Budget Office requesting a Position Control Changes calculation worksheet
for FY 2022. Items to be included in the memo are as follows;
• Position Title, Class Code and Position Number, Budgeted Group/Step, Requested Step,
ARID Hire Date. For employees who are not on Group/Step list the percentage of
increase or dollar amount (not to exceed 5%)
9. If the total department merit goes over what is awarded, the County will support overages 50.00 or
below.
Vol. fig. i/
BRAZOS COUNTY; TEXAS
'FY.2023 MERIT DISTRIBUTION GUIDELINES;'" -
_::
' 'MERIT PAY D15TRIBUTI6N GUIDELINES
Brazos:Coun Commissioners Courl is pro osm to provide to all'o eratin divisions, funds' ,to "be used by the '
ty. P ,p. g P D_ .. g
elected official arid%r department head for the'sole puipose of employee merit pay. The merit pay pool for each
department provides 'theelectedofficial and/ord@partmentheadthe opportunitytore}vardthose employees within: _-
their department for outstanding performance. The following guidelines-areto be followed by all elected officials "
and/or depait ent heads with implementing the use of merit pay increases for Fiscal Year 2023:
1. To be elig'lble:to receive merit funds frorp the merit pool an employee must -be employed with the
" • County forKi (8j mpnths,asyof June 30, 2022)
--------------------- = - - - ---- - s Commented [NP 1j::}Yiia0vould the Court Gke to da7.-
2 : Deadline for submission:to the'Budget Office is at noogon Friday, July B, 2022. _ y
3. All merit
,pay requests must be made usiiigthe'Proposed FY 2023 (7Sl;COLA) group and step chart
(e.g. all request must.be based on the step increases provided for the group In which.theemployee-is .
ci rrently classified).'
4. jvlerit`may_not be. used orr a position that is proposed tohe:adopY d [n Lhe_'- 2023-Budget that is .
receming an mcfease that is above the Cost -of Uv:ng Adjus`ment. n
--_____________ El)mmentediNoi2j:,.If� pos'diop is reque4ted.to gainn alfugding.-that is outside-the.[OW,:cannotb+
S. Merit may not be usedfdlncreaseanemployee'ssalaryove�thesalarycapfortheirpo'sitiori.Currently j
the salary cap within each • .. ry P
, .. group is a step 20:-
•
• • 6. • Employees, who are on_ group and step, cannot be Increased by more than iEs psl Employees, who Commented [NP3j Instead of 2 steps; make it i step
:...
-are not on group and step; salaries cannot be increased by nicie than i37%d
_---------
Cotnniented [NP4]: Instead of'S%'in kKe it 2,Z%
7. All merit pay will be based on an- annualized -basis regardless of what the -effective date of -the
distribution of the merit pay;
8.: At no time during the year may the elected official acid/or department head, under fhe direction of " •=
Commissioners Court, use funds available in the merit pool forthe department to increase the elected
official or department head's salary;
9. dncethe elected official and%ordepartment head has chosen the position(s) to receives merit a memo Y
should be submitted to the Budget Office requesting a Position Control Changes caicutatiori worksheet
for FY 2023. Items to be included In the memo are as follows; r '
• Position Titie, Class Code and Position Number, Budgeted Group/Step, RegLies ted Step, ,
AND Hire:Dafe.: For employees who are not -on Group/Step list'the percentage of '
increase or dollar amount (not to•exceed �S%}
C
- —'
• - ommented [NPSj: Change to.the fopowing: tnstead'of
• - 5%; not to exceed 75%-:'.
Vol. ��� Pg. 01�_m-
10. `commissioners Court he�tFe right to deny_, and/or modify Personnel Action Fortes-thapare submRted
11 f tfie total department rnent goes o3er what is awarded, the County will s import overages 50 00 00
Eommented 111pe
-
below :. ' •'
--------------------------------------
�rdf0tedfNPstagvr�thin.the
rFY2:023?
-
CUCALTA'fiONsGUIDELiNAND E)(tEP710NS ! . _ .--
ERR ES :
_ _ __ .- _. __.--- • --------------------------- ------------ ------------------ _, --
Commented [0P81:•Thisport1on is:new
L' • Calculations are based on the kY2022 Adopted Position Control as of October 1, 2021F
2. Only usl: the following accounts in the merit calculations:
a. 51100000Salary —Election Offic(a( ;
b•: 51150000 Salary=Appointed Official
L 51200000 Salary Department Heads ;
d. '51300000 Salary —Staff
e. 514000OOSalary—AG Extension
,
f. 51440000 Salary = Law Enforcement '
g. 51610000 Hourly- Staff:
h. -51615000 Hourly —Law Enforcement
-
1. 51630000 Hourly— Part -Time
;
j. 51630000 Hourly —Temporary
k: 51635000 Hourly, -:Three -Quarter Time
I 51990000 Accrued Salary and Wages " ' -
3. Merit Calculation ;
a.• Department Salary Accounts* 1%=Merit Award.
4. 'ERceptions
a. County Judge and Veterans Services
J.' 'Use the following position's under County Judge and'Veterans Services: 80201-1,- :
80222-1, 80223-1, 80224-1, 80240-1, B0241-1, B0243-1, B0209-1, B0219-1,
;
B0218-1, B02254, B0213-1
b: Commissioner's Court
1. .Use the following positions under Commissioner's Court: B0101-1, B0111-1,
711
B0116-1
C. Fleet Services
1. Merit includes the following divisions:11100000 and 56002000 i, '
d. EacilitiesServices
I. •Merit.includes.the following divisions:17000100 and 17000200
e. District AttorneyAdministiation
f• , Merit includes the following divisions: 19000100,19010000,•191000;192000
and 19200100 ;
f. - District Clerk
I. Merit includes the following divisions: 20000100 and 20010000
Vol.
. - 4
M-
g. 85' 272ld and 361't District Courts
i. Include the $140,000 state salary for each District Court
h. Juvenile Court Referee
L Include the full salary of Associate Judge #2-82205-1
1. Associate Judge #1
L Do not include Specialty Court
j. Associate Judge#2
1. Do not include the salary of Associate Judge #2-82206-1, use the full salary of
Family Law Associate Judge-62905-1
k. Sheriff Office: Administration
I. Merit includes the following divisions: 28000100, 28004000, 51000100
t_ Sherriff Office: Jail Administration
i. Merit includes the following divisions: 28002000 and 28003000
m. Juvenile Administration
1. Merit includes the following divisions: 31000100, 31000110, 31000130,
31000140, 31000220, 31000330, 31040030, 312110, 312111, 312123, 312132,
312-143,312154, and31215
n. Exposition Center
I. Merit includes the following divisions: 36000100 and 36100100
o. Hotel Occupancy Fund (Fund 1100D)
1. Merit can only be used for division 11002500
p. County Clerk Records Management (Fund 20000)
1. Merit can only be used for division 21000500
q. District Clerk Archival Fund (Fund 23010)
1. Merit can only be used for division 20005000
r. Metropolitan Planning Administration (Fund 30000) & Regional Mobility Authority (Fund
98000)
1. Merit includes the following divisions: 42400100 and 424100
s. Health and We Fund (Fund 50000) Health and Wellness Clinic
1. Merit can only be used for division 64005100
t. Jail Commissary (Fund 55000)
i. Merit can only be used for division 28006000
i -
Vol. P9•�_
GUIDELINES FOR EXECUTIVE SESSIONS IN BUDGET WORKSHOPS
The purpose of these guidelines is to prevent the discussion of a single employee
by name or by a unique position that identifies the individual.
A. The following actions do not require discussion in Executive Session:
1. Multiple positions within a department are being restructured,
reclassified or discussed; ,
2. A new position is being added; or
3. Elected Officials.
B. The following actions do require discussion in Executive Session:
1. A specific individual will be addressed by name; or
2. A unique position within the department is being addressed and
doing so would identify a unique employee.
C. Discussion involving a Department Head must be listed in a separate
agenda item for the workshop Executive Session and the Department must
be named.