County approves digitizing, scanning needs

Grimes County continues to move forward with preservation of county records and making them more accessible to the public. At the Wednesday, Dec. 6 Regular Meeting of Grimes County Commissioners Court, commissioners approved County Clerk Vanessa Burzynski’s request to scan, digitize and place online criminal misdemeanor court records. The motion also included a request by County Attorney Jon C. Fultz to amend the contract to state that costs not exceed $50,000.

According to Burzynski, she obtained four proposals to process 40 boxes of court records. Compu-Data International, LLC came in with the “best price” at $48,910 as opposed to some in excess of $100,000. While Grimes County hasn’t used Compu-Data before, Burzynski said they’ve done work for other counties, including a large project in Bexar County, and they’re located in nearby Houston.

She said, “I’m confident this company can do a good job.”

Auditor Jessie Murphy confirmed that Burzynski has the funds to cover the project.

Burzynski’s request to digitize 10 books of election records from 1848-1942 at a cost of $33,709 was tabled. According to Burzynski, the elections administrator doesn’t have a budget to digitize election records and until 1995, election records were under the supervision of the county clerk.

Murphy questioned if Burzynski’s request met the statute related to recording of documents by the county clerk and offered to confirm and report back to the court.

Commissioners approved Burzynski’s final request of the day to purchase a plat scanner at a cost of $6,005. Burzynski pointed out the increasing number of plats and explained that in the past, Copy Corner scanned the plats but now they use the scanner in 9-1-1 Addressing. Due to that department’s time constraints and inconsistencies with that scanner, it can take a week to receive the scanned plat back which causes delays for property owners.

Burzynski said, “Over the last five years, we’ve recorded 122 plats. Last year, we recorded 42 and this year we’ve had 22 so far. We collect fees for these plats and the fee is $370 per plat. Over the last five years, we’ve collected over $681,000 which stays right here in the county.”

Burzynski explained that the fees goes into the General Fund with the exception of $20 which goes into Records Management for records preservation.

Meetings may be viewed in their entirety at https://grimescountytx.granicus.com.

Other court action

• Approved Consent Agenda Items which included the waterline installation permit for Wickson Creek SUD on Rodemel Ranch Road, Treasurer’s Monthly Report for October, List of Claims and Bills, payroll, budget amendments and/or line item transfers.
• Approved a Proclamation recognizing Dec. 6, 2023, as Tree of Angels Day in Grimes County.
• Approved 3-2, with Commissioners Barbara Walker and Chad Mallett dissenting, moving $1,000 related to postage from funds received in a civil case from the General Fund to District Clerk Diane LeFlore’s postage budget.
• Approved Building Maintenance Manager Rodney Floyd’s request to place a printer, filing cabinets and bookshelves in a surplus auction and received Floyd’s update on county projects and repairs.
• Approve the 2023-24 Interlocal Agreement with the Montgomery County Auto Theft Task Force and Grimes County’s contribution of $10,000 and authorized the county judge as signatory.
• Approved one additional LGS license for the 506th District Court contingent upon the county attorney’s approval of the documents. The additional license increases the annual line item in the IT budget from $1,800 to $2,067. The onetime set up fee is $2,125.
• After a public hearing with no comments against, approved a replat of the 5.35 acre Lot 27, West Magnolia Forest Subdivision, Section 16, Block 4 in Pct. 2 to Lot 27-A, 2.10 acres and Lot 27-B, 3.25 acres.
• After a public hearing with no comments against, approved a replat of Lots 28 and 29 in The Cedars Subdivision, Section 1, Block 4 in Pct. 2 to combine the lots into a single lot, 28-A.
• After a public hearing with no comments against, approved a replat of Lot 103 in the West Magnolia Forest Subdivision, Section 13 in Pct. 2 to reconfigure into two lots, 103-A and 103-B.
• Approved a Special Road Use and Indemnity permit for MTX Materials on CR 207 and CR 207A in Pct. 2.
• Received the Road & Bridge Report.
• Took no action regarding cancellation or replat of Bluebonnet Country Subdivision Sections 6 and 7 and Bluebonnet Cottages Section P, Q and R. Road & Bridge will place replat on future agenda.
• Approved taking $14,000 from the county’s contingency fund to address additional expenses incurred for the Road & Bridge engineer search.
• No action taken on ARPA expenditures.
• Strategic Plan: Commissioner Walker said CHI EMS will provide an update to commissioners court.
• Reconvening from Executive Session as authorized by Texas Government Code Section 551.071 to consider and take action regarding a public nuisance at 9520 Panther Drive in Richards, commissioners requested Environmental Services Coordinator Kat Lee pursue further discussion with the property owner and review with the district attorney and law enforcement.
• Following Executive Session, commissioners held an hourlong workshop to discuss Commissioners Court liaison assignments, the responsibilities of the court liaison and sharing of information. County Attorney Jon C. Fultz advised of updates made to the county’s organizational chart.

Burn Ban: The burn ban remains lifted.