Written by Amanda Coers – The Brown County Commissioners Court met at 9 a.m. on Monday, April 9th to discuss a number of items on the agenda, including a request to reconsider rules recently established for scanning documents in the County Clerk’s Office.

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Consideration and approval to scan documents in the County Clerk’s Office. Attorney Cassandra Evatt with Comanche County Abstract addressed the Commissioners concerning a recent resolution passed on March 26th to limit the scanning of documents in the County Clerk’s Office. Evatt explained the reason for scanning the documents was so her firm could do title work in Brown County.

Brown County Judge Ray West excused himself from the courtroom to work in his office during her comments. 

On March 26th, the Commissioners were asked by County Clerk Sharon Ferguson to approve the removal of all private imaging devices form the Brown County Clerk’s Office, excluding a laptop and a hand held scanner. Ferguson explained there was no space in her office to accommodate those requests which often include large pieces of equipment. Ferguson also expressed concerns the records could be damaged during a scanning process from members of the public utilizing various devices.

Judge Ray West moved to approve the County and District Clerks’ proposals to specify the way individuals can scan records. The Commissioners approved the motion unanimously.

Cassandra Evatt was present during the April 9th Commissioners Court to ask for a reconsideration of those limits.

“I need to scan approximately 600 volumes of public records that are maintained by the County Clerk’s Office,” Evatt said. “Basically the County Clerk is refusing to allow us to do that with a sheet-feed scanner.”

Before the new rules were in place, Evatt was able to scan 100 volumes in four days. With the new rules in place, it would take a day to scan one volume, ultimately taking a few years to complete the scanning for the remaining 500 volumes, however she would be done in 4-5 weeks with a sheet-fed scanner. Evatt explained the records she needs to scan are not available online.

“The case law is clear that the clerk is required to provide us space and does not have the right to restrict what kind of equipment we can use,” Evatt informed the court, citing case laws addressing the issue. Evatt further explained she could file a law suit, though she said she wanted to avoid having to do so, not wanting to cost the county any expense or take up too much time with the suit.

Commissioner Joel Kelton expressed concern the documents could be damaged if they’re run through a scanner. 

“The Clerk is responsible for the integrity of the records,” Kelton said. “There’s some very old, sensitive papers that may not be conducive to running through a scanner.”

Commissioner Gary Worley said he felt the court should uphold the rules adopted by the County Clerk. 

No action was taken by the commissioners, meaning Evatt was denied her request to use a sheet-fed scanner to copy the documents. Evatt stated she would be willing to have a meeting with the County Clerk to work out the best way for both parties to move forward. 

“You’ve threatened law suits, so I don’t believe so,” Sharon Ferguson said.

Also discussed in Commissioners Court: 

Courtney Parrott the Family and Community Health Agent presented an update of the Healthy County Wellness Program. 43 county employees participated in the latest health challenge to walk a minimum of 6,000 steps five days a week for six weeks.

“I think we made huge strides from where we were last year,” Parrott informed the Commissioners.

The next challenge will occur April 23rd to May 3rd. Eleven employees are currently participating in a healthy eating learning course to aid with weight loss. A Lunch and Learn will be held April 11th at the Brown County Sheriff’s Office.

Roy Dodds discussed an issue with the staircase from the first floor to the second floor of the courthouse.

On February 3, 2017 there was an accident on the staircase involving Dodds. He fell just before the bottom step where the railing ends near the County Treasurer’s Office.

“I’m not here to ask for money from anybody,” Dodds told the Commissioners. “I just feel like that something needs to be done before someone is killed.”

Dodds was taken to the Brownwood Regional Medical Center after the fall, where he was referred to San Angelo for a back surgery specialist. Dodds underwent surgery for the injuries to his back, fusing his first through fourth vertebra. He went through over five weeks of physical therapy to be able to walk again.

Dodds asked Commissioners to have work done on the lower step.

Judge West informed the Commissioners any work needed would have to be approved by the Historical Commission. West has examined the construction of the railing for the steps.

“When we had those steps redone with the new marble, that post wasn’t moved, the step was carved around it because it is cast-iron, it’s impossible to move the existing post,” West explained. West proposed placing a second post at a lower height and further explained he had contacted two individuals with experience building with steel and hopes to hear back on an estimate for the work.

Additional Items:

– Burn Ban – Commissioners agreed to take no action regarding the Burn Ban, meaning there is no ban currently in effect in Brown County. 

– Precinct 3 opened bids for a concrete slab and erection of steel for a shop building with closed cell insulation. Last July the building had been destroyed in a fire. Two bids were submitted. The county will utilize insurance returns to fund the new building. $171,200 was submitted from a contractor in May. US Construction submitted a bid for $147,500. Commissioners accepted the bid from US Construction, with Larry Traweek refraining from voting. 

– Approval for the annual maintenance agreement with Morpho Trust on the Jail’s Live Scan fingerprint equipment. Commissioners agreed unanimously to approve the agreement. 

– District Attorney: Approval of replacement employee. DA Michael Murray explained his office hired a new Victim Assistance Coordinator and Discovery Technician to start Monday. Commissioners approved the employee change for the office. 

– County Treasurer: Approval of employee changes. Ann Krpoun asked the Commissioners for approval to hire a new employee to assist with her office’s treasurer duties as an administrative assistant. Commissioners voted unanimously to approve the employee hire. 

A full recording of the April 9, 2018 Commissioners Court can be heard here:

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