Brown County Clerk Sharon Ferguson received support from the Brown County Commissioners Monday as she and her office work to implement many changes within her office, including digitizing county records.
Ferguson presented the county clerk’s Records Archival Plan which focuses on the preservation and restoration of documents and records within the clerk’s office. According to Ferguson, just last year, she had 10 years worth of records scanned to a digital format so that they can be more easily searchable and retrievable by computer. This process cost approximately $200,000, according to Ferguson and the funds for this preservation were taken from fees received in her office which are earmarked for preservation and restoration of records.
The Records Archival Plan calls for more scanning of documents, digitizing all public records to help stop deterioration of public documents, creating backup copies of records, storage offsite, and modernizing the office to be able to digitally convert records as they are received so that they are accessible and searchable by computer, according to Ferguson. She stated that she hopes to have all records back to 1972 digitized and be a paperless office by 2016.
According to Ferguson, the State of Texas has mandated that county and district clerks shall implement e-filing of documents by 2016.
Commissioners approved this Records Archival Plan unanimously along with a $2.00 cost recovery fee for e-filing, which will begin on September 29, 2014. This fee will be submitted for each filing submitted, to pay for equipment these offices are going to have to purchase in order to comply, according to Ferguson. Local attorneys were sent letters regarding the proposed fee and links to access training on how to submit e-filings.Commissioners also gave approval Monday for painting the County Clerk’s Office. According to Ferguson, five companies were contacted for bids, however only two bids were received. The first bid from Jared Morelock was for $5300 and the second from Tunnell Construction for $8600. The bid was awarded to Morelock, said Ferguson. The payment for the work will be paid from the Records Management Fund, explained Ferguson.
In other matters on Monday’s agenda of the court:
*Commissioners took no action on implementing a burn ban.
*Commissioners approved the General Order Regarding Disbursements from County Energy Transportation Reinvestment Zone. According to County Judge Ray West, these funds are to be spent throughout the county, not only in the reinvestment zone.
*Commissioner Precinct 1 Gary Worley received approval to rent an Asphalt Zipper 300, which is smaller than the one the county owns, in order to pave the shoulders of the roadway in the Stephen F. Austin project. According to Worley, the rental of the zipper is $7,000/month from Asphalt Super Inc. The lease is limited to 140 hours, and calls for $280/hour for any hours over the 140 allowed.
*Commissioner Worley also received approval to auction a 1995 International 4700 ASD (1,000 gallon Etnyre Blacktopper 2000). According to Worley, this asphalt distributor truck was purchased in 2013 by Worley and Commissioner Wayne Shaw to be shared within the precincts. Since then the two have found the vehicle does not get used enough to keep it, said Worley. The vehicle will be auctioned by Richie Brother’s Auction later this month, according to Worley.
*Commissioners approved an employee change with the Brown County Sheriff’s Office. Jailer Essary will be replaced by Blake Sheedy. According to Chief Deputy Bobby Duvall, the jail count as of Monday morning was 192.
*Brown County Auditor Nina Cox received approval of the SAVNS (State Automated Victims Notification System) Grant of $16,500.36. According to Cox, this is a service agreement for victim notification. The state provides an automated call to victims (previously known as VINE) when the prisoner in their case is moved within the prison system or released.
