1 1 2 3 KERR COUNTY COMMISSIONERS' COURT 4 Regular Session 5 Monday, October 24, 2016 6 9:00 a.m. 7 Commissioners' Courtroom 8 Kerr County Courthouse 9 Kerrville, Texas 78028 10 11 12 13 14 15 16 17 18 19 20 21 22 23 PRESENT: TOM POLLARD, Kerr County Judge H. A. "BUSTER" BALDWIN, Commissioner Pct. 1 24 TOM MOSER, Commissioner Pct. 2 JONATHAN LETZ, Commissioner Pct. 3 25 BOB REEVES, Commissioner Pct. 4 2 1 I-N-D-E-X 2 NO. PAGE 3 *** Commissioners' Comments 5 4 1.1 Consider, discuss and take appropriate 11 action on Resolution for Dietert Center 5 to allow them to apply for Texas Department of Agriculture grant for "Meals on Wheels" 6 service. 7 1.3 Presentation regarding the Kerr County 16 Flood Warning System (KCFWS) Phase I 8 Preliminary Engineering Study. 9 1.4 Consider, discuss and take appropriate 30 action regarding a Resolution authorizing 10 the procurement of an Administrative Consultant and an Engineering Consultant 11 for pre-award services including creation of a Flood Warning System Study; 12 application services, contingent upon future authorization by the County to 13 submit an Application for a Flood Warning System to the Texas Division of Emergency 14 Management (TDEM) and Grant implementation services, contingent upon an award being 15 made to the County by TDEM. 16 1.10 Consider, discuss and take appropriate 54 action to open bids received from the 17 Requests for proposals (RFP's) for panelfold door at the Hill County Youth 18 Event Center, distribute to appropriate personnel for review and evaluation; and 19 award contract if appropriate. 20 1.5 Consider, discuss and take appropriate 56 action regarding the annual Courthouse 21 Lighting Agreement between Kerrville Christmas Lighting Corporation and Kerr 22 County. 23 1.7 Consider, discuss and take appropriate 57 action to approve the HCTC Data Center 24 master services agreement and authorize the County Judge to sign same. 25 3 1 I-N-D-E-X 2 NO. PAGE 3 1.11 Consider, discuss and take appropriate 62 action regarding: National Contract 4 Training for the Kerr County Veteran Services Officer, benches for courthouse 5 grounds, and Kerr County Veterans Day Parade. 6 1.13 Presentation by Way Company on self-funding 67 infrastructure upgrade opportunities for 7 Counties. 8 1.14 Presentation regarding the Vanguard 86 software system by KoFile. 9 1.15 Consider, discuss and take appropriate 86 10 action to approve contract between Kerr County and KoFile for Vanguard software. 11 1.6 Consider, discuss and take appropriate 130 12 action to approve contracts with Kerr Economic Development Corporation, Hill 13 Country Court-Appointed Advocates (CASA), Turtle Creek Volunteer Fire Department 14 and Elm Pass Volunteer Fire Department and allow the County Judge to sign same. 15 1.8 Consider, discuss and take appropriate 131 16 action to approve Kerr County Job Description that was written for new 17 position created under Kerr County Engineering Department. 18 1.9 Consider, discuss and take appropriate 132 19 action regarding a project and the associated Request for Proposal (RFP) 20 for installing Light Emitting Diode (LED) lighting in Kerr County facilities. 21 1.10 Consider, discuss and take appropriate 135 22 action to open bids received from the Requests for Proposals (RFP's) for 23 panelfold door at the Hill Country Youth Event Center, distribute to appropriate 24 personnel for review and evaluation; and award contract if appropriate. 25 4 1 I-N-D-E-X 2 NO. PAGE 3 1.12 Consider, discuss and take appropriate 137 action on authorizing payment for data 4 plan to be implemented with feral hog trapping systems; funds to be paid from 5 County Hog Out Management Program (CHOMP) Grant. 6 1.19 Consider, discuss and take appropriate 138 7 action on authorization of filling vacant positions at the Kerr County Juvenile 8 Detention Facility. These are budgeted positions. 9 4.1 Pay bills. 139 10 4.2 Budget Amendments. 140 11 4.3 Late Bills. 141 12 4.4 Approve and accept Monthly Reports. 142 13 4.5 Auditor Reports. 142 14 5.1 Reports from Commissioners/Liaison 142 15 Committee Assignments as per attachment. 16 5.2 Reports from Elected Officials/Department 143 Heads. 17 5.3 Reports from Boards, Commissions and 144 18 Committees. a). City/County Joint Projects or Operations 19 Reports. b). Other. 20 1.16 Consider, discuss and take appropriate 144 21 action regarding possible sale of real property. 22 *** Adjournment. 145 23 *** Reporter's Certificate. 146 24 * * * * * * 25 5 1 JUDGE POLLARD: All right. It's Monday, 2 October the 24th, 2016. It's now 9 a.m. says Precinct 4 3 Commissioner, and the Kerr County Commissioner Court is 4 in session. At this time we'll proceed with the prayer 5 and the pledge of allegiance, Commissioner 1, Mr. 6 Baldwin. 7 (Prayer and Pledge of Allegiance.) 8 JUDGE POLLARD: All right. This is a part 9 of the agenda where the public participates in. Anyone 10 wishing to speak on an item that is not on the agenda 11 please approach the podium stand, identify yourself, 12 state your name and your address and limit your comments 13 to three minutes. Is there anyone? 14 There being no one, we will proceed to the 15 next thing on the agenda, that's for Commissioner 16 comments. 17 COMMISSIONER BALDWIN: Judge, I don't have 18 anything this morning. Yet. 19 JUDGE POLLARD: Yet? 20 COMMISSIONER MOSER: Yet. We'll cycle back 21 to you. KEDC has a new Executive Director. Jonas Titas 22 took a position in Houston, but Brian O'Connor is here. 23 I'd like to introduce Brian O'Connor. And if we could 24 just say a little bit about himself, if that's okay. 25 MR. O'CONNOR: Commissioners, good morning, 6 1 thank you. I appreciate the opportunity to come before 2 you today. I'm only six days on the job here, so I'm 3 not going to make any commentary about some of the 4 opportunities that I see within the community, other 5 than the fact that they're vast. The community's been 6 very welcoming in terms of extending a hand to and 7 willingness to work with me. And I look toward to 8 working with you, and I appreciate your support very 9 much, and as we get things kind of rolling here in the 10 community. I do have over 20 years worth of industrial 11 development. Actually having come out of Cleveland, 12 Ohio and Michigan, all the development up in those areas 13 are nothing but industrial development. I've also cut 14 my teeth on commercial and retail development, and as 15 well as in field housing, affordable housing, market 16 rate housing as well in Florida. And finally, I'm here 17 in Texas and I'm here in Texas to stay. So I'm getting 18 a little bit too gray around the temples to keep moving 19 around. So needless to say as soon as I find a home 20 here, I'll be bringing my family here and I look forward 21 to working with each of you. 22 COMMISSIONER MOSER: Okay. Thank you, 23 Brian. 24 COMMISSIONER BALDWIN: Brian, you'll find 25 that the Commissioners' Court is a lot nicer than the 7 1 City Council. 2 MR. O'CONNOR: You know, I'm yet to meet 3 with them, so -- 4 COMMISSIONER BALDWIN: Yeah, you'll find 5 out. 6 MR. O'CONNOR: Thank you very much. 7 JUDGE POLLARD: Where were you raised, 8 Brian? 9 MR. O'CONNOR: Cleveland, Ohio. 10 JUDGE POLLARD: Okay. This culture shock to 11 you down here? 12 MR. O'CONNOR: No, actually, it's not. I've 13 worked in smaller communities as well, yeah. It's -- 14 but I see a lot of opportunity here. There's -- there's 15 good team work. There's -- there's some assets here I 16 think that are uncapitalized at this point in time and 17 like I said I think the leadership is wonderful here, so 18 I think we'll get a lot done. And my predecessor with 19 all credit to him, I think he left the organization in 20 really good shape as well. 21 COMMISSIONER LETZ: So do you have a pick 22 for the world series? 23 MR. O'CONNOR: Oh boy, no money on it. But 24 I think you know where I'm leaning. So who would have 25 thought it. Thank you, Commissioners. 8 1 COMMISSIONER MOSER: Thank you. I have a 2 couple other things real quickly. Castle Comb has been 3 in the forefront of a lot of discussion and issues that 4 we have out there environmentally, but I would just like 5 to say that we're making really good progress with 6 everybody involved in the thing. From Andy Murr's 7 office, every two weeks we meet -- or twice a month we 8 meet. Heather and Ray Garcia have done tremendous 9 things. The community is getting organized. Before 10 they were not organized in anyway, so that's a key 11 thing. And TCEQ continues, they've spent a hundred and 12 75 thousand dollars out there now, something of that 13 sort. They've redone the system, they're even doing 14 some of the drain field, so really, really good 15 progress, you know. Fat lady has not sung yet, but 16 she's humming very loud, so that's good. 17 And so the other thing is City, County need 18 to congratulate Mary Ellen Sutherland(phonetic) for the 19 City Council person, so we hope to have continued good 20 working relationships with the City. 21 JUDGE POLLARD: I think it's Summerlin. 22 COMMISSIONER MOSER: Summerlin. Summerlin. 23 That's all. 24 COMMISSIONER LETZ: I wasn't going to say 25 anything about that, but it's -- a very strange choice 9 1 is all I can say. 2 COMMISSIONER MOSER: Yes. 3 COMMISSIONER LETZ: But it's up to them to 4 do what they want over there. A little bit of an update 5 on the sewer project. There's over -- trying to wrap up 6 a bunch of right of ways right now, two of the probably 7 more important ones I've gotten very involved with and 8 they're working very well. We have tentative deals on 9 probably the two of the most important ones. One of 10 them is critical, or actually both of them, but just 11 coming along. There are some glitches along the way 12 and taking a little longer than we'd hoped, but 13 hopefully in the next couple weeks we get them all 14 wrapped up and project should be off and running. 15 JUDGE POLLARD: I've been signing lots of 16 lots of those easement documents. 17 COMMISSIONER LETZ: We just have a, you 18 know, a couple that are a little more difficult to work 19 on. 20 JUDGE POLLARD: They come in stacks. 21 COMMISSIONER LETZ: They come in stacks. 22 COMMISSIONER MOSER: Out of what, 72? 23 COMMISSIONER LETZ: Out of 72 of them and I 24 think there's 14 left. And most of those, there's 25 tentative agreements on, it's just a matter of trying to 10 1 finalize how do it. The special conditions and things 2 of that nature. 3 JUDGE POLLARD: Mr. Reeves. 4 COMMISSIONER REEVES: Just a few things, 5 Judge, I haven't heard the final numbers of attendance, 6 but I do know the County Fair had increased attendance, 7 better weather this year. I was out there Saturday, 8 watched the antique tractor pull a little while, so very 9 good event, very good, compliments to them. A couple 10 other events going on out in the west part of the 11 County, and before we meet again this weekend at Hunt, 12 and I think Number 1 can attest to be big a time there 13 with their annual school carnival and silent auction. 14 Very good fund raiser. And then November 4th the Divide 15 School has their annual wild game dinner. It will be 16 Friday before the opening of hunting season, and it's 17 going to be at the Divide Fire Station. So everybody 18 needs to come out and support all the schools. 19 JUDGE POLLARD: Didn't I hear on the radio 20 this morning that Harper's having a big event over at 21 the park? 22 COMMISSIONER REEVES: And Harper has an 23 event I think this weekend, too at the community park 24 for the 4-H and FFA, yes. So a lot of things going on. 25 JUDGE POLLARD: All right. 11 1 COMMISSIONER REEVES: Thank you. 2 JUDGE POLLARD: We'll go to item 1.1 on the 3 agenda, consider, discuss and take appropriate action on 4 Resolution for Dietert Center to allow them to apply for 5 Texas Department of Agriculture grant for meals on 6 wheels service. Mr. Bob Ogle and Tina Woods. You're 7 Mr. Ogle? 8 MR. OGLE: I'm Mr. Ogle. Tina's on 9 vacation. She asked me to sub for her today. We really 10 appreciate the opportunity to address you this morning. 11 I'm here to request a Resolution from the Court so that 12 the Dietert Center may again apply for a grant for the 13 Texas Department of Agriculture for our meals on wheels 14 program. The Texans feeding Texans home delivered meal 15 grant was first available 8 years ago as a means to 16 offset the unfunded cost for providers like the Dietert 17 Center, who operate Meals on Wheels. The grant award is 18 based on the number of unfunded meals the provider 19 delivered in the previous year. And to be eligible to 20 apply, the providers County must make a contribution 21 towards the meals' program, which thankfully you have 22 done once again, and we really appreciate it. The 23 provider's County must also pass a Resolution which 24 certifies that the contribution has been made. The 25 Resolution states that the County has approved our 12 1 accounting system or fiscal agent. 2 When we applied for the grant last year we 3 had provided a total of 32,809 unfunded meals the 4 previous year. The grant funds we received were 52 5 thousand, and it made all the difference in covering our 6 expenses this year. Our volunteers are driving 17 7 routes, countywide each day. In addition once a week, 8 we do our out routes to Hunt, Mountain Home, Camp Verde 9 and Lower Turtle Creek. For this year's application we 10 delivered a total of 61,644 and Meals on Wheels, during 11 the grant period of time 9-1-2015 to 8-31-2016. Of 12 those meals 20,256 were not funded. 13 Your Honor, we'd so appreciate the support 14 that you and the County Commissioners have given to our 15 seniors in the Dietert Center for many years. We 16 consider it a privilege to be able to serve the elders 17 of our community, and we highly value the county's 18 partnership in this endeavor. We would be most grateful 19 if the Court would vote to approve this Resolution so 20 that we may apply for this grant once more. Do you have 21 any questions? 22 COMMISSIONER BALDWIN: I do, Bob. Is this 23 the Resolution that's in our packet today, is this the 24 one? 25 MR. OGLE: Yes, Sir, I believe it is. 13 1 COMMISSIONER BALDWIN: Judge, I move for 2 approval. And I'd like to make a statement after you 3 get a second, if you do. 4 JUDGE POLLARD: Sure. 5 COMMISSIONER REEVES: I'll second. 6 COMMISSIONER LETZ: Second. Go ahead, Bob. 7 COMMISSIONER REEVES: I'll second. 8 JUDGE POLLARD: Been moved by Commissioner 9 Baldwin, seconded by Commissioner Reeves, that we 10 approve the Resolution as submitted, and authorizing the 11 Dietert Center to apply for an agricultural grant for 12 the meals on wheels service. Is there any further 13 discussion? 14 COMMISSIONER BALDWIN: As you -- I don't 15 know if y'all heard or not, but I'm retiring at the end 16 of the year, and I've been practicing this retirement 17 thing. And one of the things that I've been doing is 18 going over and riding out with the Meals on Wheels 19 folks. And it's one of the most interesting fun 20 satisfying things I've ever done. 21 JUDGE POLLARD: You meet a lot of people. 22 COMMISSIONER BALDWIN: You meet a lot of 23 people. Meet a lot of people that are needy, and meet a 24 lot of people that are appreciative of their community. 25 So that's all I wanted to say. It's a neat deal, neat 14 1 deal. 2 JUDGE POLLARD: Any further discussion, 3 comment or questions? 4 COMMISSIONER REEVES: I'm just glad we're 5 able to help. It's a needed benefit for the citizens of 6 the County. And I'm glad we can help in anyway 7 possible. 8 COMMISSIONER MOSER: How many meals are 9 distributed in a year out there? 10 MR. OGLE: Well, last year over 61 thousand 11 meals. 12 COMMISSIONER MOSER: Huge. 13 COMMISSIONER BALDWIN: It's unbelievable. 14 JUDGE POLLARD: All right. If there's no 15 further discussion question or comment, those in favor 16 of the motion signify by raising your right hands, it's 17 four zero, unanimous. You think it would be appropriate 18 to read the Resolution at this time? 19 COMMISSIONER BALDWIN: Sure. 20 JUDGE POLLARD: Anybody want to do it or 21 I'll do it. Whatever your wish. 22 COMMISSIONER BALDWIN: A Resolution of the 23 County of Kerr, Texas, certifying that the County has 24 made a grant to Dietert Center, an organization that 25 provides home delivered meals to the homebound persons 15 1 in the County, who are elderly and/or have a disability 2 and certifying that the County has approved the 3 organization's accounting system or fiscal agent. 4 Whereas, the organization desires to apply 5 for grant funds from the Texas Department of Agriculture 6 to supplement and extend existing services for homebound 7 persons in the County who are elderly and/or have a 8 disability, pursuant to the home-delivered meal grant 9 program; and 10 Whereas the program rules require the County 11 in which an organization is providing home-delivered 12 meal services to make a grant to the organization, in 13 order for the organization to be eligible to receive 14 program grant funds; and 15 Whereas, the program rules require the 16 County to approve the organization's accounting system 17 or fiscal agent in order for the organization to be 18 eligible to receive program grant funds. 19 Whereas the County recognizes Tina Woods, 20 Dietert Center Executive Director as an official of the 21 organization. 22 Be it Resolved by the County: The County 23 hereby certifies that it has made a grant to the 24 organization in the amount of $4,500.00, it's American 25 money, to be used between the first of October, 2016 and 16 1 September 30, 2017. It's signed by different folks. 2 JUDGE POLLARD: All right. That completes 3 item 1.1. 4 MR. OGLE: Thank you very much. We're 5 always looking for volunteers to feed people. 6 JUDGE POLLARD: A lot of meals. 7 COMMISSIONER BALDWIN: Crazy. 8 JUDGE POLLARD: Item 1.2 -- 9 COMMISSIONER LETZ: Did we vote? 10 COMMISSIONER BALDWIN: We did. 11 JUDGE POLLARD: I told you it was going to 12 get worse. 13 COMMISSIONER LETZ: It's happening. 14 JUDGE POLLARD: All right. Item 1.2 15 consider, discuss and take appropriate action to 16 authorize constable Precinct 2, Charlie Hicks to carry a 17 Kerr County environmental health and animal services 18 staff member as a reserve officer. I have a notation 19 that Ray Garcia wants to pass that for the present. 20 COMMISSIONER REEVES: That is was my 21 understanding also. 22 JUDGE POLLARD: Item 1.3 presentation 23 regarding the Kerr County Flood Warning System, Phase 1 24 preliminary engineering study. Mr. Hewitt. 25 MR. HEWITT: Good morning. 17 1 JUDGE POLLARD: Howdy. 2 MR. HEWITT: Okay. I think you've seen the 3 report. I'm going to go over quickly the 4 recommendations and just give you a brief summary of 5 what we did on this. This was the Phase 1 report, which 6 was basically a meet with all the agencies, identify and 7 prioritize low water crossings in the County, evaluate 8 software options, and then summarize it in a report. 9 So as a part of Phase I, we met with the 10 Commissioners, with the Emergency Management 11 Coordinator, Kerr County Sheriff, the Kerr County 12 Engineer and Road and Bridge Department, City of 13 Kerrville, TxDOT, Upper Guadalupe River Authority, 14 Guadalupe Blanco River Authority. And so what we found, 15 one of the first things we wanted to figure out is how 16 many crossings are monitored right now, and what we 17 found out is that there's 20 that are currently 18 monitored. 19 A number of years ago UGRA set out to 20 monitor quite a few sites. They monitored 11 of those 21 sites, and then somehow became a burden to them and they 22 gave that to the Guadalupe Blanco River Authority, so 23 those 11 sites today are monitored by Guadalupe Blanco 24 River Authority. Two of those sites are currently not 25 operational. One is out -- way up at River End Resort 18 1 and I think there's one out on the North Fork also. 2 The other monitored sites are administered 3 through TxDOT, and maintained through TxDOT. They have 4 9 sites. So there's 20 currently out there, based on 5 the results of our meeting with all the agencies. We 6 identified 69 potential crossings throughout the County 7 that may be of interest. And so we went out and looked 8 at those, and kind of short listed those to 20 that we 9 think are of interest to further evaluate in Phase 2. A 10 couple of them were identified by almost every agency as 11 needing some sort of monitoring, and one of those would 12 be Brink's crossing, is a high priority crossing. 13 What I'm going to do is go over the 14 recommendations that came out of these meetings. And 15 the first one that came out was it's extremely important 16 that everybody participates that's involved, and they're 17 all willing. Each of the agencies I've talked to is 18 willing to participate, and that's -- they identified 19 that as a key to the success, is that all the agencies 20 are involved. 21 TxDOT had a couple of concerns. One is 22 maintenance. They want to make sure that if we get into 23 monitoring some of these crossings, and you know get 24 into what I mean by monitoring in a few minutes. But if 25 we could, we need to make sure that you are willing to 19 1 maintain these after there are any monitors installed. 2 The installation of flashing lights and depth of water 3 flow monitoring over the road at the low water crossing 4 needs to be further evaluated. There's not much support 5 from the agencies in Kerr County for crossing's 6 barricades. That's one of the items that we looked at. 7 And other communities have crossing arms. What the 8 other communities have found out is that if you can get 9 emergency personnel out to these crossings it's better 10 not to have automated crossing arms. But if it's way 11 out in the far end of the County and you can't cross any 12 of the low water crossings to get out there, that's a 13 situation where you might want to put a low water 14 crossing arm. So you know we might be looking at way 15 out at on the North Fork or way out on the South Fork, 16 there's an application for that. 17 COMMISSIONER BALDWIN: Why is that, John? 18 Why wouldn't you want to do that closer to town? 19 MR. HEWITT: I believe it's more important 20 to have the emergency coordinator go out and manually 21 put barricades out there, they've had better luck with 22 that. And I guess that's a question for Rusty, too. I 23 think -- I mean they're pretty good at knowing where to 24 put those barricades, and how to handle that right now. 25 JUDGE POLLARD: I guess somebody, maybe if 20 1 it's an officer, people are not as inclined to go around 2 the barricade if there's an officer there, too watching 3 them. 4 MR. HEWITT: The other thing is those 5 crossing arms will go over on your lane of traffic. So 6 you know, if you're sitting at the crossing arm and you 7 don't want to wait you can just drive right around it, 8 too. So it's not going to completely stop that. 9 COMMISSIONER MOSER: And it's a maintenance 10 functional thing, too. Operational should say. 11 Malfunctions or not functioning at all. 12 MR. HEWITT: Yeah, that's a good point. 13 Sirens did not seem to get very much support. The 14 thought was that sirens are better for tourists than 15 local residents. The sirens would only be beneficial 16 for someone that's not familiar with the area, and 17 wouldn't know what to do. City of Kerrville has 18 manpower, and they've already got an operation to place 19 road closed signs everywhere, so they don't want to 20 spend any money on flashing lights or barricades or 21 sirens at all. They're more concerned with a software 22 notification system than spending money on physical 23 hardware. 24 One thing that was recommended was that 69 25 crossings at the very least should have a fiber glass 21 1 monitor -- what am I -- a permanent fiberglass marker on 2 the side just to indicate the depth of flow, and that's 3 not very expensive to do that, so that was almost a 4 unanimous recommendation. 5 Another -- another comment was when you go 6 into San Antonio and you see a sign that says travel 7 time to Loop 410, 8 minutes. Now, those are called 8 dynamic messaging signs. One of the thoughts was in 9 Hunt at the split you could put up a dynamic messaging 10 sign that would identify your six crossings out on the 11 north work, and maybe three or four out on the South 12 Fork, and indicate if those are open, or indicate if, 13 you know, there's 1.2 feet over the road crossing at 14 Hope Crossing, or whatever it would be. And the reason 15 that the TxDOT liked that idea is because if you get 16 past two or three of those low water crossings and then 17 the fourth one is under water, it would be better for 18 you to know that before you head out that way instead of 19 after you've crossed two or three of the crossings, so 20 that was a thought. And do that on the South Fork as 21 well. 22 JUDGE POLLARD: John, just for the 23 information to the public, what depth of water at a 24 crossing is enough for it to -- for people not to cross? 25 Does it have to be a foot and a half? 22 1 MR. HEWITT: Yeah. I've heard a foot and a 2 half will float a car. 3 JUDGE POLLARD: A little less than a foot 4 and a half, maybe a foot would be okay to try to cross, 5 or not? 6 MR. HASTINGS: A foot will float a car, too. 7 JUDGE POLLARD: Depends on what kind of car 8 you're in, I guess. You got one of these little low 9 clearance cars, that's not a good idea. 10 COMMISSIONER LETZ: Probably about six 11 inches it starts getting dangerous. 12 COMMISSIONER MOSER: Yeah, that's what I 13 heard, six inches is dangerous. One foot, you know, you 14 can lose the vehicle, or -- and one and a half. I don't 15 know. The Sheriff's got more -- 16 SHERIFF HIERHOLZER: Well, you also need to 17 realize that you may not have anything underneath the 18 water anymore. It's not just the depth, is that 19 pavement still there. That's where we end up. But if 20 it's in a fast moving spot like on a lot of that on 21 North Fork, six inches is going to take them off. 22 JUDGE POLLARD: I think this is a worthwhile 23 discussion for the purposes of the public. All right, 24 thank you. 25 MR. HEWITT: And then the final 23 1 recommendation in here is that RV parks and the camps 2 should have someone that's been identified as a contact 3 person. So that they can be contacted in the case of a 4 emergency. Really, Rusty might have a preliminary list, 5 but the thought was by some of the agencies that it 6 would be nice to have a list that everyone could get a 7 hold of. What I've got up here is one of the things 8 that TxDOT had mentioned to me is that they would like 9 to see their whole San Antonio District on one flood 10 alert system that could be accessed through the 11 internet, and Bexar County has set this up. They spent 12 millions of dollars setting up their system. TxDOT 13 would like to have Comal County and New Braunfels and 14 all of them, I guess that's Hayes and Comal County, as 15 well as Kerr County, and maybe Bandera County, oughta be 16 on one system like this. And so that's what I was going 17 to show you is what Bexar County has spent millions of 18 dollars on. And the one thing is Bexar County set it 19 all up so if we wanted to send our information to it 20 it's very economical at this point. And so what you do 21 is you -- all of these are existing low water monitors, 22 and some of them have monitors that automatically send 23 in information. Some of them have volunteers or the 24 emergency coordinator manually sends in information. 25 But, if you were to click on one of these monitors, you 24 1 can see this information, and you can see what the 2 condition is, and you can subscribe to that particular 3 alert. So that what you'll -- if you're out on South 4 Fork and you only hear about one particular crossing, 5 you can subscribe to that and you'll get a text or an 6 e-mail, whatever you want, sent to you when the water 7 goes over the road, or when it gets down below the road. 8 So this is just an option that we could look at putting 9 our's into this system. And you know, this is all 10 google based so that a lot of people are familiar with 11 the way this works. And you know you can drag your 12 little man over there and take a look at what that 13 crossing looks like. But you know a lot of people are 14 familiar with this type of system. But anyway, that's 15 an example. 16 And Phase II is going to evaluate, if we 17 were to collect the -- well, first it's going to 18 identify the top priority low water crossings, and then 19 if we did monitor them what do we do with the 20 information we monitor. And then it'll also come up 21 with a cost, you know, if this is a reasonable cost 22 this would be a good alternative. It's extremely 23 expensive, and it's not an alternative. And in Phase 2 24 also would evaluate grants and funding options. 25 COMMISSIONER MOSER: Let me comment. What 25 1 John has done in Phase I, it was -- John did this in 2 just a matter of a couple weeks, really. And it ended 3 at the September the 30th is when Phase 1 completed. 4 Phase 2 will go to the end of -- end of December, and do 5 the things that he just delineated. So this is -- this 6 is the beginning, looking at it. And then next agenda 7 item, we talk little bit more about where we'll go from 8 here. 9 But the other thing, John, as you mentioned, 10 is that TxDOT had 9 crossings they monitored, I think 11 they mentioned the fact that of those 9, I forgot how 12 many were inoperable. 13 MR. HEWITT: Two of them are inoperable. 14 COMMISSIONER MOSER: Two of them are 15 inoperable. 16 JUDGE POLLARD: Why? Are they just not 17 maintaining them or what? 18 MR. HEWITT: Yeah, I don't know. They have 19 pressure transducers that have either gone out, or is 20 not sending the signal back to their software and 21 they're having a software issue. 22 JUDGE POLLARD: Do you know how long they've 23 been out? 24 MR. HEWITT: At least a year is what I would 25 say. They acted like it's been a long time. 26 1 COMMISSIONER MOSER: Yeah. Mike Boyd was at 2 our first steering committee meeting, and we're 3 continuing to have those. But Mike said also it's 4 incompatibility with computer systems that they have, 5 and it's -- they're antiquated computer systems, and the 6 only thing that's compatible with those transducers 7 there, so it's useless. 8 So those are the kind of things that John is 9 quantifying, is where we are with 69 crossings and then 10 try to prioritize the most important ones at what can 11 and might be done to those. 12 COMMISSIONER BALDWIN: John, you made a 13 statement that the City is more interested in the 14 notification program as opposed to anything else. Can 15 you can you give an example of what we're talking about 16 when we're talking notification? 17 MR. HEWITT: I can, but Rusty's here and 18 he's an expert on it. 19 COMMISSIONER BALDWIN: Rusty who? Please 20 don't do that to us. 21 MR. HEWITT: Well, I guess GBRA sends out 22 information on the crossings to City of Kerrville, and 23 then to the Sheriff's dispatch office, and so they take 24 that information and respond, or they -- I guess they 25 have a high water alert team that goes out and does 27 1 rescues also based on that information. So that's what 2 I would tell you. They feel like they're not getting 3 enough information, and they would like to have better 4 information provided to them. 5 COMMISSIONER BALDWIN: Okay, thank you. 6 COMMISSIONER LETZ: Is that using Code Red, 7 Rusty? Is that the system you're using? 8 SHERIFF HIERHOLZER: What he's talking about 9 is we get notified. It comes across as feet per second. 10 It's useless information for us coming from UGRA or 11 TxDOT, just the way it comes. The notification we're 12 talking about is we need -- you know, it's not hard to 13 get an officer to see what's happening, okay, or at 14 least at the crossing, but it's mainly getting the 15 public advised at that time, which Code Red is great for 16 it. 17 And there is another part of Code Red to 18 where even if they're not signed up, if they're in this 19 area traveling through, it's possible that it can be 20 added in to also notify those people if they've got a 21 cell phone on or something like that. That's -- to me 22 that's the key to all of it. It's not so much is this 23 warning at a lot of these crossings as it is 24 notification to the public. 25 COMMISSIONER BALDWIN: I agree with that. 28 1 JUDGE POLLARD: John, did your study include 2 anything about a crossing close to the AG barn out here, 3 and in particular, I'm thinking about that pond that the 4 City is talking about putting in on Spur 100 out there. 5 If that is constructed, and would that affect any of 6 these crossings data, and would it change your plan any? 7 MR. HEWITT: What I've seen on that crossing 8 is if you were to have a breach of that pond, yes, you'd 9 have an issue at Spur 100. That was identified as one 10 of the 69 crossings; it was not one of the final 20. 11 But yeah, if you had a breach of the pond, that would be 12 a significant issue. And I think that there's still 13 evaluating that. I'm not sure where the status of that 14 is. But I think that their consultant's looking into 15 that. 16 One other thing that came out of this study 17 is a couple agencies said that having residents that 18 participate, you know, there's a lot of people that call 19 in how much rain they got out in west Kerr County. That 20 they think it would be good for the -- to have an 21 organized network of volunteers that actually go out and 22 look at the stream crossings in their area and all into 23 the County, and report on that as well. And I wrote 24 that in the report as well, and you know you'd have some 25 people that are officially screened volunteers that 29 1 would report that. 2 COMMISSIONER REEVES: I think the 3 communication that you talk about, that's one of the 4 probably several items that we need to look at. But 5 that's one of the most vital standpoints, it's tried 6 it's true, and you're getting what's really happening 7 there, because a lot of times if the South Fork -- North 8 Fork's coming down, the Sheriff can't get his people out 9 there to look, because the crossings are already there, 10 or they're stuck between the two. And so I think the 11 communication and Code Red, the message boards, all of 12 that will serve a lot more function than how many feet 13 per second a crossing the water's going across. 14 COMMISSIONER MOSER: Feet per second doesn't 15 mean anything. 16 COMMISSIONER REEVES: And the monitoring 17 gages provide something, I think to the people they can 18 actually see how high the water is, and as the Sheriff 19 said just because it says one foot, you don't know 20 what's -- it's up to the one foot, but if the pavement 21 has washed out you may have another two foot below that, 22 so something to warn the people. You're exactly right 23 on automatic crossings guards, they'll drive around 24 them. There's some things we can't control, but if we 25 can control the warnings and physical items like that, I 30 1 think we'd be way further ahead. 2 COMMISSIONER BALDWIN: Thank you. 3 COMMISSIONER MOSER: Thanks, John. 4 JUDGE POLLARD: Very good report, thank you. 5 Okay, let's go to item 1.4 consider, discuss 6 and take appropriate action regarding a Resolution 7 authorizing a procurement of an administrative 8 consultant and an engineering consultant for pre-award 9 services including creation of a Flood Warning System 10 study, application services, contingent upon future 11 authorization by the County to submit an application for 12 Flood Warning System to the Texas Division of Emergency 13 Management, and grant implementation services contingent 14 upon an award being made to the County by the Texas 15 Division of Emergency Management. Mr. Moser. 16 COMMISSIONER MOSER: Thank you. Let me see 17 if I can put this whole thing in perspective. What we 18 did with the engineering study that John Hewitt is 19 conducting, which I said awhile ago would be finished in 20 the end of December, which I tried to get some insight 21 quantitatively what we have and what we might do, okay. 22 And that was a 50 thousand dollar study, County 23 contributed 20 thousand, UGRA 20 thousand, City ten 24 thousand to do that. So that'll be a piece of 25 information that will -- should enable us to consider 31 1 the next step. 2 The next step is based on this, and using 3 that data, the objective would be to consider applying 4 for a grant for both to implement the system that we 5 think is necessary, if it's -- 6 JUDGE POLLARD: If one is necessary. If we 7 conclude one's necessary. 8 COMMISSIONER MOSER: If we conclude one is 9 necessary. It's not to commit to one today. Agenda 10 item is to apply for a grant if we so choose, okay. 11 Wendy Kirby is here from GrantWorks. And the reason 12 that this has got a time issue with it, is that 13 essentially the first week in January, let me call it 14 that, the opportunity goes away, is eliminated for us to 15 apply for a grant. And this is based upon a declaration 16 by the president of the United States, of a major event, 17 and it has a window of opportunity. If we don't apply, 18 then the only other time we can apply for a FEMA grant 19 of that type, is if another issue occurs, okay another 20 emergency occurs of which the president declares an 21 emergency. So the sequence here is for John to finish 22 his study, for us to enable the application of an 23 administrative service and an engineering service, and 24 for therefore to apply for the implementation grant, 25 okay, if we so choose. So we have a resolution to that. 32 1 Wendy Kirby's here. Wendy, you want to add anything to 2 that? 3 MS. KIRBY: No, you covered it pretty well. 4 Our deadline is January 20th you have the applications 5 in, I mean the opportunity is there. If you decide to 6 change your mind at a later date you still can. So 7 really it just gives you the opportunity to apply for 8 funding for the system if you decide you need it. 9 COMMISSIONER MOSER: Okay. So we have a 10 Resolution here, and I would like to, if I may, read the 11 Resolution. 12 A Resolution of Kerr County authorizing the 13 submission of a hazard mitigation assistance grant 14 application for a Flood Warning System project, and the 15 procurement of an administrative consultant and 16 engineering services for the development and subsequent 17 implementation of the grant contingent upon award. 18 Whereas, Kerr County's considering the 19 submission of FEMA hazard mitigation assistant grant 20 application for funds to provide a Flood Warning System 21 for the County; and 22 Whereas, if utilizing an administrative 23 consultant and engineering service for the development 24 of an application and subsequent implementation of the 25 grant, hazard mitigation assistance fund applicants are 33 1 required to procure those services by the most stringent 2 of Local or State professional services procurement 3 policy. 4 Now, therefore, be it resolved by 5 Commissioners' Court of Kerr County: 6 That Kerr County is authorizing the 7 submission of an application for FEMA'S Hazard 8 Mitigation Assistance Grant Program for a grant to 9 provide the County with a Flood Warning System; and 10 The Kerr County is authorizing the 11 procurement of an administrative consultant to develop 12 the hazard mitigation assistance grant application and 13 subsequent application consistent award contingent -- 14 let me repeat that. Implementation contingent upon 15 award; and 16 Kerr County is authorizing the procurement 17 of engineering services for the development of Hazard 18 Mitigation Assistance grant application, and subsequent 19 implementation contingent upon award. 20 So this Resolution just enables us to apply, 21 the cost to the County for -- is nothing, okay, right 22 now. Should we be awarded the grant, should we proceed 23 with the application and award, then GrantWorks has a 24 fee. If based on -- and they'll -- we'll use the grant 25 money for that, and the same with the engineering 34 1 services. 2 MS. KIRBY: The other component to that is 3 the timeline. If you're awarded the grant will allow 4 the 75 percent reimbursement of the study itself. So 5 that's kind of part of that timeline if you decide to go 6 forward, that's a good time. 7 JUDGE POLLARD: Your reading of that 8 Resolution, is that motion? 9 COMMISSIONER MOSER: That is. I so move. 10 COMMISSIONER LETZ: Second. Second, I 11 think. Second. 12 JUDGE POLLARD: I don't like contingent 13 seconds. 14 COMMISSIONER LETZ: Second. It's a second. 15 COMMISSIONER MOSER: We have too many 16 contingents. 17 JUDGE POLLARD: Okay. All right, it's been 18 moved by Commissioner Moser, and seconded by, I think, 19 by Commissioner Reeves -- Mr. Letz, to support the 20 Resolution that was read into the record, just previous 21 to the motion by -- well as part of the motion by 22 Commissioner Moser. I'm not going to read that again. 23 COMMISSIONER MOSER: No. 24 JUDGE POLLARD: All right. Are there any 25 further questions or comments? 35 1 COMMISSIONER BALDWIN: Question. The 2 consultant and engineering -- the administrative 3 consultant and engineering consultant, is that the same 4 two people that was used in Phase I? 5 COMMISSIONER MOSER: Yes. 6 COMMISSIONER BALDWIN: It's the same people. 7 And we've already approved that one time, right? 8 COMMISSIONER MOSER: Well, we approved it -- 9 we approved it for the study. We approved it for the 10 study. We've not approved -- this will be the approval. 11 MR. KIRBY: For the application. 12 COMMISSIONER MOSER: For the application, 13 right. 14 COMMISSIONER BALDWIN: So how are they paid 15 for this particular piece? 16 COMMISSIONER MOSER: They're not paid for 17 the application. 18 COMMISSIONER BALDWIN: I see. Okay. 19 JUDGE POLLARD: I would assume that if a 20 grant is successful, they're going to get paid for it. 21 COMMISSIONER MOSER: They get paid for it if 22 the grant's successful, correct. 23 COMMISSIONER LETZ: And we decide this in 24 January -- when do we decide -- when's the next decision 25 point? 36 1 MS. KIRBY: Well, at this point what you'll 2 do is if you decide to move forward for procurement, we 3 would do the ads, and then you would do your selection 4 and then at that point we would do your contract, and 5 then the contract with the engineer and the consultant, 6 and then we would put together the scope to move forward 7 with your application, so -- 8 JUDGE POLLARD: What kind of date would you 9 put on that? 10 MS. KIRBY: As far as what? 11 JUDGE POLLARD: As far as our final decision 12 that we want to do it, and make an application. 13 MS. KIRBY: Well, the applications are due 14 Tuesday, January 20th. 15 JUDGE POLLARD: How long does it take to get 16 one done? 17 MS. KIRBY: The application goes into the 18 State, and then it will take approximately six months 19 for that selection process from the State. The State 20 decides which ones they will choose to move forward for 21 funding. So you have about until January, February, 22 time frame that -- 23 JUDGE POLLARD: What I'm looking for is our 24 deadline. I know we need to get it in sounds like in 25 January -- 37 1 MS. KIRBY: That's correct. 2 JUDGE POLLARD: And so what meetings do we 3 have to have prior to that with the final Resolution to 4 authorize it? 5 COMMISSIONER MOSER: Let me see if I can 6 help with that. We finish the study with John Hewitt 7 December 30th, okay. What we'll do is take that 8 result -- now, they will start if we approve this today, 9 Wendy will start the application preparation now, okay. 10 And then after John finishes his study, then I think we 11 need to come back to a workshop, okay, in early January 12 with Commissioners' Court, and with UGRA, and with the 13 City, okay, to look at this thing and decide what we 14 want to apply for. 15 MS. KIRBY: Because once the application's 16 completed we will need to come back for signatures. 17 COMMISSIONER MOSER: Right, right. But 18 it -- for instance -- for instance, and help me here, 19 I'm just going to put out, throw out a number, so don't 20 quote me on this. Let's just say that I think what we 21 need is a couple hundred thousand dollars worth of 22 systems. Put in all the markers, put in barriers, dada 23 dada dada, put in the system by with which we notify the 24 public. That's what the study will help us determine, 25 exactly what we want to apply for. Let's just say for 38 1 talking for purposes it's two hundred thousand dollars. 2 We apply for that. It will not -- and it's what, at a 3 75, 25 percent? 4 MS. KIRBY: That's correct. 5 COMMISSIONER MOSER: 75-25 percent grant. 6 That is not until FY 2018, okay. So we don't have to -- 7 we don't have to think about it. It's not anything out 8 of next year's -- of our current year's budget. It 9 would be something that we would incorporate in the 10 budget for the following year. 11 MS. KIRBY: Because FEMA will take, once 12 they get their selections from the State, the FEMA takes 13 approximately six months to a year. And it'll probably 14 take longer than that because you're looking at working 15 the floodway, so there's going to be an environmental 16 assessment in that component as well. 17 COMMISSIONER MOSER: So it's several years 18 out. 19 JUDGE POLLARD: Is that meeting in January 20 cutting it kind of close? 21 MS. KIRBY: Yes. 22 JUDGE POLLARD: Is there some way we can 23 condense this and maybe get that meeting in December 24 somehow? 25 MS. KIRBY: I doubt it. 39 1 COMMISSIONER MOSER: The answer is no, 2 because he's got to finish the study. 3 MS. KIRBY: We have to finish the study. 4 COMMISSIONER MOSER: We won't know what 5 we're looking for. 6 JUDGE POLLARD: And you can't finish your 7 study before then? 8 MR. HEWITT: No, but we could have a meeting 9 before the study's completely finished. 10 COMMISSIONER MOSER: An interim. 11 JUDGE POLLARD: A status report or whatever. 12 COMMISSIONER MOSER: Because John's done 13 a -- done a lot in this few weeks from what you can see. 14 What you heard today was based on a two or three week 15 effort. 16 COMMISSIONER LETZ: So under John's current 17 contract is he developing the scope? Who's developing 18 the scope? 19 COMMISSIONER MOSER: The scope of what we'll 20 look for, that's what John's going to do. 21 COMMISSIONER LETZ: But how can he do that, 22 if we don't know what we want yet? 23 COMMISSIONER MOSER: John's going to come 24 back with -- and help me John, John's going to come back 25 with here are the crossings, here's my prioritization of 40 1 those crossings, here's what I recommend, okay. It will 2 be a recommendation, here's what I recommend that you 3 do, these are the options by with which the systems that 4 are out there, if they're depth monitoring systems, he 5 may say I think you need to have six of those, okay. 6 Here's the company that I would recommend that you do 7 it. And here's what it'll cost. And then we 8 collectively say, okay, this is what we're going to -- 9 we're going to move forward. But he will just have a 10 findings and a recommendation, but not an approval. 11 COMMISSIONER LETZ: Well, I guess what -- 12 and I'm kind of where the Judge is, I see that not being 13 a real easy process. 14 COMMISSIONER MOSER: It's not. 15 COMMISSIONER LETZ: So if he's not going to 16 have that until the 30th -- 17 JUDGE POLLARD: Of December. 18 COMMISSIONER LETZ: -- of December, and we 19 have to meet then in January, and we have to then go 20 through this -- 21 JUDGE POLLARD: In the first week of 22 January. 23 COMMISSIONER LETZ: -- in the first week of 24 January, and then he has to go back and do a scope? 25 COMMISSIONER MOSER: No. I think what'll 41 1 come out of that is we will decide based on his -- on 2 his finding. 3 JUDGE POLLARD: You're going to scope before 4 that? 5 MR. HEWITT: Yeah. I see it as almost like 6 a menu. I'll give you all these different options and 7 you'll say I'll take this, this and this. And it cost 8 this much money. That's what I see you doing after 9 December 30th. 10 JUDGE POLLARD: I just think it's pretty 11 tight. 12 COMMISSIONER MOSER: Well, the thing is it's 13 tight. I don't -- 14 MS. KIRBY: It can be modified. What 15 happens is -- 16 COMMISSIONER MOSER: I personally, I don't 17 see it being that big an issue. Because I think what 18 John's report's going to be fairly definitive for us. I 19 think is then going to be up to us to say this is what 20 we think is the most important. If we're willing to go 21 forward with the funding. 22 Now then, also part of that is how much UGRA 23 is going to participate and how many the City's going to 24 participate and whether or not TxDOT'S going to 25 participate. So that's the reason we're having these 42 1 steering committees. 2 JUDGE POLLARD: An awful lot of 3 complications. 4 COMMISSIONER LETZ: And when does it have to 5 be submitted? 6 MS. KIRBY: Application due date is January 7 20th, and there is no fluctuation one way or the other 8 with that with the State. 9 COMMISSIONER LETZ: So move forward. 10 COMMISSIONER MOSER: I don't know how to 11 move it any faster -- well, I should say that. I don't 12 see how we can move it any faster. 13 JUDGE POLLARD: Unless Mr. Hewitt finishes 14 it by December 15th. 15 COMMISSIONER MOSER: I'm not going to 16 comment on that. 17 MR. HEWITT: Yeah. I guess I could finish 18 it by December 15th. I could definitely have some 19 information for you to review. We could have a workshop 20 before Christmas. 21 COMMISSIONER MOSER: Okay, let's do that. 22 MS. KIRBY: So once he completes his 23 component, it comes to me and then I complete the packet 24 for submission. And then that packet comes back to you 25 for your review and signatures. And any comment or 43 1 changes that need to be taking place, so that I can get 2 it submitted by January 20th. 3 JUDGE POLLARD: All right. If there are no 4 further questions -- 5 COMMISSIONER REEVES: I have a question, 6 Judge. 7 JUDGE POLLARD: Okay, go ahead. 8 COMMISSIONER REEVES: On the Resolution, the 9 first whereas it says we're considering the submission 10 of a FEMA Hazard Mitigation Assistance Grant, then it 11 says now therefore be it resolved, that Kerr County is 12 authorizing the submission. One part of this we're 13 considering it, the next part we're authorizing, and 14 it's a little -- it's not clear to me. Which one -- 15 are we going to authorize for the submission of this 16 grant, or we just -- 17 JUDGE POLLARD: Maybe we change it and say 18 whereas Kerr County has been considering. That is in 19 the past. Now we're authorizing it. 20 COMMISSIONER REEVES: Well, that's what I'm 21 trying to -- and the other part I'm all for anything we 22 can do to fund the safety, but it just seems like we're 23 just moving so fast we don't even know what the study's 24 for but we're going to ask for a grant, or we know why 25 he's doing the study, but we don't even know the 44 1 recommendations, but we're asking for a grant. It seems 2 like -- 3 COMMISSIONER MOSER: Well, it's because of 4 all these things have to flow in a sequence. It takes a 5 long time to prepare the application. 6 JUDGE POLLARD: And because of the 7 presidential thing expires. 8 COMMISSIONER REEVES: I understand all of 9 this. But it just seems like it's cut and dried. And 10 we're going to apply for this grant, and I don't 11 understand -- it says we're authorizing for the 12 submission of the grant. That's what I say it seems 13 like it's cut and dried, we're going to apply for this 14 grant regardless. 15 MS. KIRBY: If you change your mind that's 16 something you can do. But in the process of discussing 17 this is what we're going to do and we're going to 18 authorize the submission, which basically means we're 19 ready to procure because those kind of trigger the steps 20 that are required now for procurement, submission, if 21 you change your mind you always have that option of 22 doing that as well. But this allows the ball to start 23 rolling in the format that's required by the State and 24 FEMA. So they have requirements that need to take place 25 prior to that. 45 1 COMMISSIONER MOSER: And we still have to 2 come back to the Court and approve. 3 COMMISSIONER REEVES: And if we choose not 4 to apply for the grant, how much is it going to cost us 5 for your time? 6 MS. KIRBY: Nothing. 7 COMMISSIONER REEVES: And what about the 8 engineering services over and above? 9 MR. HEWITT: Nothing more. 10 MS. KIRBY: Nothing more than what he's 11 already -- 12 COMMISSIONER REEVES: Nothing above your 13 current contract? 14 MR. HEWITT: Correct. 15 JUDGE POLLARD: Mr. Reeves, would it satisfy 16 you if we changed that first whereas, Kerr County has 17 been considering. Change the is to has been. 18 COMMISSIONER REEVES: If you want to change 19 that that's fine. It looks like one part we're saying 20 we're thinking about it and the other part says we're 21 going to do it. 22 COMMISSIONER MOSER: The whereas is just 23 kind of the background. We've been thinking about it. 24 And you can put whereas Kerr County is flood prone and 25 and all that other kind of stuff. 46 1 JUDGE POLLARD: Well, what are your desires? 2 MS. KIRBY: The procurement takes time. So 3 I mean you have to allow for that timeline, which -- and 4 the hazard mitigation program through TDEM, one of their 5 caveats to professional service procurement is 6 consultants requires two ads, and a RFP which is a 7 request for a proposal versus a RFQ. And so you have to 8 look at that timeline, and that's a short timeline, by 9 the time you have your first ad in, and your second ad 10 in, and the proposal due dates, which can't be more than 11 two weeks -- less than two weeks prior to that first 12 deadline. So that's already pushing us down the road a 13 bit. That's why we're looking at this now. 14 COMMISSIONER MOSER: So we would have had 15 our first meeting with all the entities, big meeting. 16 We had all this laid out then. It's going to be tight. 17 So it was not an easy task in there for everybody to 18 sign up to commit to the 50 thousand dollars. 19 COMMISSIONER LETZ: Who requires? 20 MS. KIRBY: It's TDEM and the State and 21 then -- 22 COMMISSIONER LETZ: The State requires the 23 Resolution. I guess, and I'm kind of with Mr. Reeves, 24 when I read now therefore, it says we're authorizing, 25 we're authorizing, we're authorizing. We're not 47 1 authorizing that, that's not true. We're not 2 authorizing. 3 MS. KIRBY: Well, I mean at this point if 4 you want to start, if you want to be able to get into 5 the timeline, I mean you can still change your mind, but 6 technically you're authorizing the kick off of starting 7 it, which you've kind of done with the study. But then, 8 if you want to get your application in by the deadline 9 you have to move forward at some point. You can say yes 10 you're authorizing it now, but you can change it later 11 if you decide to, after this gets more complete. But 12 it'll be too late if at that time you say okay let's do 13 this, it'll be too late to get your application in, 14 that's not enough timeline. So that's up to you. 15 COMMISSIONER LETZ: What I don't understand 16 is what's the purpose. I mean I understand the State 17 needs the Resolution, why do they need it now rather 18 than waiting until we're ready to submit it? 19 MS. KIRBY: This is a new interpretation of 20 the office of inspector general, and the State, and 21 FEMA, have started doing with procurement. It's not a 22 typical thing, but it's started with every single 23 Federal grant from December 16 -- December 16 of 2015, 24 this began, which makes it complicated to sign all this 25 stuff on the front end, but if you help develop the 48 1 application, and you aren't procured on the front end, 2 you're rendered ineligible on the back end. So that's 3 why we're doing it on the front end. Because that's 4 what they're doing now with all the procurements, CDBG, 5 in the Department of Agriculture, all Federal grants are 6 now requiring that to make it fair and competitive. So 7 if you do it on the front end and, you know, once you do 8 your procurement you still have the option to choose 9 whichever engineer and whichever consultant you want. 10 But I'm here to help you keep in line with those 11 policies and procedures. Otherwise, let's say we don't 12 do this now and you go ahead and get your application in 13 and then you go ahead and do your procurement. Five 14 years from now they audit your application and your 15 grant, and if you haven't done that on the front end, 16 you have to pay that money back. And so we try to keep 17 up to speed with all those changes with procurements. 18 So this is why we're doing it now. 19 JUDGE POLLARD: Question. If we do 20 authorize the submission of an application for a grant, 21 and it's not successful, is there any further expense to 22 the County other than the 50 thousand dollars? 23 MS. KIRBY: No. 24 JUDGE POLLARD: So we can just -- if we 25 don't get the grant we just don't go forward. 49 1 COMMISSIONER MOSER: And you can also not 2 approve moving forward. 3 JUDGE POLLARD: We have nothing to lose. 4 COMMISSIONER LETZ: Well, I would like to 5 add to your motion before that there's no authority for 6 this grant to be submitted. I mean we can do the 7 Resolution, but we're not authorizing anything to be 8 submitted, other than the Resolution. 9 COMMISSIONER MOSER: Well, you have that 10 opportunity. 11 COMMISSIONER LETZ: But it doesn't say that. 12 It says we're authorizing submission. I don't want to 13 authorize submission. 14 MS. KIRBY: So you want to completely remove 15 that component and then just authorize the procurement 16 for the development. Then we'll have to come back to 17 Court to authorize submission. 18 COMMISSIONER LETZ: We have to do it -- 19 MS. KIRBY: Well, time wise, so now we do 20 procurement, you've got say one ad, let's say we get our 21 ads in. I don't know when your papers are due, but 22 let's get one in next week. The week after that you 23 also have the holidays coming. You're going to have 24 Thanksgiving, and you're going to have Christmas, so 25 those ads come in, and so now we're looking at least a 50 1 month for procurement alone. And then procurement comes 2 in, you've selected your consultant and you've selected 3 your engineer. Now you have to write your contractor 4 your letter of agreement with each of those and that 5 takes depending on how long it's going to take the 6 attorney, or legal for review, so that takes a little 7 time, too. 8 Now, I have those, oh, templates that we can 9 use as guides that we would do to, you know, formulate 10 the contracts, and then what we'll do is once those are 11 executed, then all that gets started, like the 12 application, scope of work, and then we work on the 13 completing of that application. And it doesn't have to 14 be completely polished by the time it gets submitted 15 because if it gets submitted and selected to go to FEMA, 16 FEMA will fine tune it based on their review. 17 COMMISSIONER LETZ: I mean I don't care if 18 it's in the Resolution; I just want it in the court 19 order. 20 COMMISSIONER MOSER: Well, here's the thing. 21 In the Resolution, it's authorizing the submission of an 22 application, we don't have an issue with that. And the 23 second thing is -- 24 COMMISSIONER LETZ: Well, no that's where I 25 have the issue. I don't want to submit an application 51 1 until I know what's in the application. 2 COMMISSIONER MOSER: Well, but you can 3 authorize -- you have the authorizing the submission of 4 an application -- help me here, Wendy. We're still in 5 January when we finally decide what we want to do, if 6 anything, we have the authority at that time to say 7 forget this whole thing, we don't want to do it. 8 MS. KIRBY: Yeah. So we've got the 9 application completed and then you come in here for your 10 review and signature, you can choose not to sign it, and 11 say -- 12 COMMISSIONER LETZ: That's what I'm saying. 13 The Court orders needs to say there's no authority to 14 submit the grant. 15 COMMISSIONER MOSER: Why don't we end the 16 court order is leave the Resolution like it is, and then 17 the court order say approval of the application will 18 be -- will be -- 19 MS. KIRBY: Contingent -- 20 COMMISSIONER MOSER: -- consummated, you 21 know -- 22 THE REPORTER: One at a time, please. 23 COMMISSIONER MOSER: -- in mid January, or 24 choose a date. 25 COMMISSIONER LETZ: All we need to add to it 52 1 is say that this is not authorizing the submission of 2 the application until it comes back to Court. 3 COMMISSIONER MOSER: Okay, say that. 4 There's nothing wrong with that. We understand, okay. 5 MS. KIRBY: Okay. 6 COMMISSIONER MOSER: Make the Court order 7 say that. Repeat it. Repeat it for her. 8 COMMISSIONER LETZ: Repeat it. That no 9 authority's to submit the application until it comes 10 back to Commissioners' Court for approval. 11 JUDGE POLLARD: And that modification's as 12 to the Resolution? 13 COMMISSIONER LETZ: No, that's to the Court 14 order. 15 JUDGE POLLARD: The motion is to approve the 16 Resolution. 17 COMMISSIONER LETZ: Right. But that's added 18 to it. 19 COMMISSIONER MOSER: We approve the 20 Resolution, and in the court order delineates what John 21 just said. 22 COMMISSIONER REEVES: You're saying approve 23 the Resolution as written with the added addendum to the 24 Court order of what you just said. 25 COMMISSIONER LETZ: Right. 53 1 COMMISSIONER REEVES: That there's no -- 2 COMMISSIONER LETZ: Approval until it comes 3 back. 4 COMMISSIONER REEVES: -- approval until it 5 comes back to court. I can live with that. 6 JUDGE POLLARD: All right. You made the 7 motion. Can you live with that? 8 COMMISSIONER MOSER: I can absolutely live 9 with that. 10 JUDGE POLLARD: All right you seconded it. 11 Can you live with that? 12 COMMISSIONER LETZ: Yes. 13 JUDGE POLLARD: And so it's so modified. 14 The motion is modified to that affect, okay, whatever 15 that is. Holy smoke. I hope there's no further comment 16 or discussion, is there? All right. Those in favor of 17 the motion signify by raising your right hand. It's -- 18 those opposed. 19 COMMISSIONER BALDWIN: I'm opposed. 20 JUDGE POLLARD: Three one with Commissioner 21 Baldwin voting no, and it passes three to one. 22 All right. I don't know if I can sign this 23 Resolution or not with that motion being passed, I don't 24 know if I got authority to. I'm going to have to ask 25 the -- 54 1 MRS. STEBBINS: I think that you can sign 2 the Resolution. I think the request was that the Court 3 order state that it has to come back to Court before 4 it -- 5 JUDGE POLLARD: With much hesitation that I 6 sign it. 7 COMMISSIONER MOSER: Welcome to regulation 8 and bureaucracy. 9 JUDGE POLLARD: Which item is that? 10 (Off the record.) 11 JUDGE POLLARD: All right. There's a timed 12 item at ten o'clock on the agenda. Item 1.10, and it's 13 consider, discuss and take appropriate action to open 14 bids received from the request for proposals for 15 panelfold door at Hill Country Youth Event Center, 16 distribute to appropriate personnel for review and 17 evaluation, and award contract if appropriate. 18 Commissioner Reeves and Letz. 19 COMMISSIONER MOSER: Thanks, Wendy. 20 COMMISSIONER REEVES: Commissioner Letz has 21 opened the only proposal we received on this, and I'll 22 let him read the -- 23 COMMISSIONER LETZ: It came in from Huser 24 Construction. Huser Construction Company proposes to 25 furnish all necessary labor and materials, equipment and 55 1 supervision to install a new operable wall in the 2 package provided, 10-15, and pre-bid of the facility by 3 Mr. Letz, a copy attached, in the lump sum of 4 $134,933.00. The pricing is applicable to the 5 furnishing and installation of upper panel associated 6 adjacent drywall, painting work needed to accomplish 7 that. I move that we accept the bid, and looked at 8 it -- 9 JUDGE POLLARD: From a funding standpoint I 10 think we had set aside about two hundred thousand. 11 COMMISSIONER LETZ: Yeah, 150 or 200, so 12 it's certainly within the -- 13 COMMISSIONER REEVES: The bid is acceptable. 14 We probably oughta maybe at a recess if Commissioner 15 Letz maybe can look at it along with County Attorney, 16 and hope before the end of the agenda -- 17 COMMISSIONER LETZ: I move we accept the bid 18 at this point, and we can consider it and come back 19 later in the meeting. 20 JUDGE POLLARD: All right, is there a 21 second? 22 COMMISSIONER REEVES: Second. 23 JUDGE POLLARD: Been moved by Commissioner 24 Letz and seconded by Commissioner Reeves to accept the 25 bid, but we'll delay the vote on that until we have a 56 1 recess, and the two Commissioners look it over and come 2 back with a recommendation, okay, and then we'll have a 3 vote at that time. 4 All right. Let's go to item -- the next one 5 is -- we got some timed items at, the 9:15 one. 1.5 6 consider, discuss and take appropriate action regarding 7 the annual courthouse lighting agreement between the 8 Kerrville Christmas Lighting Corporation and Kerr 9 County. Austin Kuhn. Is he here? Probably got tired 10 of waiting on us. Is there anybody want to address that 11 issue? 12 MRS. STEBBINS: I can to the best of my 13 ability. The courthouse lighting agreement between the 14 Kerrville Christmas Lighting Corporation and Kerr County 15 has been the same for the most part for the past several 16 years that I've reviewed it. This would be the third 17 time. And I believe I reviewed it sometime during the 18 summer before Kyle Bond passed the torch, I think. I 19 can go look at my e-mails, but if you'd like to approve 20 that agreement contingent on my review. I've slept 21 since then, so -- 22 COMMISSIONER MOSER: I move that we approve 23 the agreement contingent on the review by the County 24 Attorney. 25 COMMISSIONER LETZ: Second. 57 1 JUDGE POLLARD: Been moved by Commissioner 2 Moser, seconded by Commissioner Letz that we approve the 3 agreement -- the proposed agreement with the Christmas 4 lighting committee contingent upon the County Attorney's 5 approval of the contract. Any further discussion, 6 comment or questions? 7 COMMISSIONER BALDWIN: Question. Does 8 anyone know how to get in touch with Mr. Kuhn? 9 MRS. GRINSTEAD: He called and put the item 10 on and said he would be here, so I'm surprised he's not. 11 But he didn't leave a number, so I'll just get in touch 12 with Kyle Bond. 13 JUDGE POLLARD: Okay. Is there any further 14 comment or question on that issue? All right, those in 15 favor of the motion signify by raising your right hands. 16 It's four zero, unanimous. 17 All right, there's a timed item at 9:30, 18 too. Let's get to that one. 1.7 consider, discuss and 19 take appropriate action to approve the Hill Country 20 Telephone Company Data Center master services agreement 21 and authorize the County Judge to sign same. John 22 Trolinger. 23 MR. TROLINGER: Good morning. 24 JUDGE POLLARD: Good morning, Sir. 25 MR. TROLINGER: I'll try to be brief, but if 58 1 there are any questions, definitely I'm ready to answer 2 questions. The growth of our data with the advent of 3 video, and especially the Sheriff's, but also other 4 departments has just grown expendientially this year, 5 and I saw it coming last year, too, but we're just out 6 of space, we're out of places to put servers with hard 7 drives and to store the things. 8 So we have two choices, we can build, but 9 we're out of electricity and we're out of 10 air-conditioning for the existing spaces, and data 11 center is a two hundred thousand dollars plus endeavor, 12 you know, for the County government to centralize 13 things. And I'd rather not. I'd rather keep the 14 systems distributed across the different buildings so we 15 don't have all our eggs in one basket. And then 16 fortunately last year I found out that Hill Country 17 Telephone was building a data center right here in Kerr 18 County. And they had the grand opening, and you know, 19 it's been just a great thing for the whole community. 20 So what this does is it allows us to take 21 our equipment, bring it out to Hill Country Telephone 22 data center to locate our equipment. We don't have to 23 build a data center. We can put some of our stuff out 24 there, and we keep -- and we keep up with the times. We 25 can have the top of the line high speed, we can store 59 1 our data, we don't have to ship it off to somebody in 2 the cloud, which is really a bad idea in general in my 3 opinion, and it's here, it's in Kerr County. We can go 4 and pick it up. And take it out of there one day if we 5 need to, I really like that aspect. And the brochure 6 there's some other background, some pictures, things 7 like that, if you have any questions, please let me 8 know. 9 COMMISSIONER REEVES: The cost of us is 10 within budget? Do we have enough? I'm asking you. 11 MRS. DOSS: I don't know. I don't know what 12 the cost of it is. I haven't seen any of the documents. 13 MR. TROLINGER: Oh. 14 MRS. DOSS: On the data center, I haven't 15 seen that. 16 MR. TROLINGER: So during the budget 17 process, the capital funding and the project, I brought 18 up this exact issue with this in mind, because we 19 started doing the testing shortly after that. And I 20 moved some things around, the software maintenance we 21 hadn't done some projects, I moved that money around. 22 So all the line items there's one for telephone, we call 23 it telephone, but really it's data and telephone. And 24 then the other one is the contract services that's in 25 the IT budget that's approved for this year. Yes, Sir, 60 1 it's within the budget. It's a little bit less 2 actually. 3 COMMISSIONER MOSER: How about security on 4 that facility out there? 5 MR. TROLINGER: So I won't on public record 6 tell you exactly what they have, but I've looked at it, 7 and it is the big city top of the line security center. 8 If we wanted to build one we could not do it better. 9 COMMISSIONER MOSER: Okay. 10 COMMISSIONER BALDWIN: I move for approval. 11 COMMISSIONER REEVES: Second. 12 JUDGE POLLARD: Moved by Commissioner 13 Baldwin. Seconded by Commissioner Reeves for approval 14 of that particular item. 15 MRS. DOSS: So how much is the contract for? 16 MR. TROLINGER: There's -- I'll give you the 17 details. I handed out the packet. 18 MRS. DOSS: I mean is there an amount in the 19 contract? 20 MR. TROLINGER: Yes. But the pricing is 21 confidential. 22 (Off the record.) 23 MR. TROLINGER: There was an issue about -- 24 in the contract on the first page, it says the pricing 25 is confidential and valid for 30 days. Hill Country 61 1 Telephone is giving us a very good deal because we're 2 basically the first customer in the data center. And I 3 want, you know, on the public record if we need to say 4 the pricing, obviously it's in the budget. 5 COMMISSIONER REEVES: Do we need to? 6 MRS. STEBBINS: If it's within the budget, I 7 think that's okay. 8 COMMISSIONER LETZ: And County Attorney, you 9 have approved? 10 MRS. STEBBINS: I have. 11 JUDGE POLLARD: All we need to say is it is 12 within the budget and covered by the budget and don't go 13 any further? 14 MRS. STEBBINS: I think that's okay, yes, 15 Sir. 16 JUDGE POLLARD: All right, this this is for 17 item 1.7 on the agenda to approve the Hill Country 18 Telephone Company Data Company's Data Center master 19 services agreement and authorize the County Judge to 20 sign same. That was the motion that's been made and 21 seconded, and it's on the floor. If there are no 22 further comment or question we'll have a vote on it. 23 Any other questions? All right. Those in favor of it 24 signify by raising their right hands. It's four zero, 25 unanimous. 62 1 MR. TROLINGER: Thank you, Judge. I'll get 2 with the Auditor with the details. 3 JUDGE POLLARD: Okay, there's another timed 4 item here at ten a.m. Item 1.11 consider, discuss and 5 take appropriate action regarding national contract 6 training for Kerr County Veteran Services Officer, 7 benches for courthouse grounds and Kerr County Veterans 8 Day Parade. Maggie Baker. 9 MS. BAKER: Good morning. I have three 10 different things. And they're not going to take that 11 long though. First, is my national contract training. 12 This is the training that I need to have to help better 13 with my veterans to get into the computer system in 14 Houston. To help if they if there's been a death in the 15 family then the veteran or his surviving spouse, I'm 16 able to get into their -- find out what benefits that 17 the surviving spouse has, that like the insurance I can 18 go ahead and then fax in all of my claims, and I don't 19 have to just mail them, and it takes over a week to get 20 to Houston. In the meantime a family member, if they do 21 die, then the surviving spouse will only get a one month 22 death benefit check. And also it's -- it just helps 23 with all my veterans and surviving spouses. I can get 24 into the VFW, the American Legion, and just about every 25 single veterans organization. If a veteran has, you 63 1 know, with a different organization other than just the 2 County VSO. If they come to me and they say they've 3 been with the VFW, I can't get into the computer and I 4 real can't help them. I can make a couple phone calls 5 to help them, but that doesn't let them see exactly 6 what's in there for them. Whether their claim has been 7 awarded, whether they need more information, or if it's 8 been denied. We have to wait a couple weeks after the 9 Houston VA even starts checking into it. It takes 10 between three to five months before a claim is actually 11 awarded. But in the meantime I'll have a chance to get 12 in and check on every single veterans organization. 13 JUDGE POLLARD: All right, Maggie. In 14 regards to this particular item, this training in 15 Houston cost, was it approved in your budget or -- 16 MS. BAKER: Well, I was going to go 17 originally to Myrtle Beach. And that was going to be 18 about 22 hundred dollars. This training is going to 19 cost just 15 hundred dollars. 20 COMMISSIONER MOSER: So it's in the budget? 21 MS. BAKER: Yes. 22 JUDGE POLLARD: So you don't need any 23 resolution authorizing that now. That was in the 24 budget? 25 MS. BAKER: I just wanted to refresh you. 64 1 JUDGE POLLARD: Okay, let's move along, 2 let's get to the benches. 3 COMMISSIONER MOSER: I have to add one 4 thing, Judge. When we created this position this is one 5 of the enhancements that we said that would really help 6 the veterans. 7 COMMISSIONER BALDWIN: Actually, the goal, 8 and I think you're hitting that goal finally. Thank you 9 for doing that. 10 JUDGE POLLARD: Benches. 11 COMMISSIONER BALDWIN: You have benches? 12 MS. BAKER: It's just, you know, something 13 Commissioner Letz has been doing a lot with. I'm going 14 to be taking the final check today to TnJ, and we're 15 just waiting to get that final approval. 16 JUDGE POLLARD: You've collected for all 9 17 benches? 18 MS. BAKER: Yes, Sir. 19 JUDGE POLLARD: From the donors? 20 MS. BAKER: Yes, Sir. 21 MRS. DOSS: Yes. 22 COMMISSIONER LETZ: And the date for 23 delivery is the 7th and the 8th of June(sic)? 24 MS. BAKER: The 7th or the 8th, yes. 25 COMMISSIONER LETZ: I meant November. 65 1 JUDGE POLLARD: November. 2 MS. BAKER: Yes, Sir. 3 JUDGE POLLARD: Not here for Veterans Day 4 parade? 5 MS. BAKER: Yes. The 7th or 8th of 6 November. 7 JUDGE POLLARD: Okay, that's good. 8 COMMISSIONER LETZ: And I think though, most 9 of them if not all will fit on the area that maintenance 10 put together by the veterans memorial. So I think it's 11 going to look real nice and work out. 12 MS. BAKER: And Tim and his crew have done a 13 great job out there. 14 COMMISSIONER BALDWIN: They really have. It 15 looks fantastic out there. 16 MR. BOLLIER: Thank you. 17 JUDGE POLLARD: I don't think we need any 18 motions on that. Thank you, Maggie. 19 COMMISSIONER LETZ: How about the parade? 20 MS. BAKER: The Veterans Day parade -- 21 JUDGE POLLARD: She just reported it to be 22 the 11th. 23 MS. BAKER: There's a little bit more to it. 24 MR. BOLLIER: Get 'em, Judge. 25 JUDGE POLLARD: What? 66 1 MS. BAKER: The Kerr County Veterans Day 2 parade will be Friday the 11th. We're having lineup on 3 the far east side of Jefferson and A street, and the 4 kickoff is at 5:00. We have got vehicles this year that 5 are guaranteed for Judge Pollard and the Commissioners. 6 Judge Pollard said he'll be using his own vehicle this 7 year. So we have -- we have Jeeps for the rest of you, 8 plus we have a jeep for parade marshal. At this time, I 9 don't have his name. I did have, I'm sorry. But he's a 10 94 year old World War II veteran, and so we have a jeep 11 for him as well as we have asked Mayor White to also 12 participate. We have got the fire department, and 13 Police Department, and as of right now we have probably 14 about 40 entries. So we're hoping like last year we had 15 a little over 50, so this year we're hoping to get at 16 least 60 or 70. 17 JUDGE POLLARD: Thank you. Any further 18 questions of her? Thank you, Ma'am. 19 COMMISSIONER REEVES: How about a recess. 20 JUDGE POLLARD: Okay. All right, ten minute 21 recess. And I think they need some set-up time with 22 regard to the -- for the County Clerk's deal, 23 presentation. We'll resume -- let's just call it at 24 10:30. 25 (Recess.) 67 1 JUDGE POLLARD: It's time. We're going to 2 resume, all right. All right, order in the courtroom 3 now. 4 Next item, we've got several timed items and 5 we're behind on some of them. One of them is item 1.13, 6 timed item, presentation by Way Company on self-funding 7 infrastructure upgrade opportunities for counties. 8 Craig Dunlavy and Richard Gibbens. You are Mr. -- 9 MR. DUNLAVY: Dunlavy. 10 JUDGE POLLARD: Okay, pleasure to have you. 11 And I'm glad your picture's not up at at the post 12 office. 13 MR. DUNLAVY: Well, that makes two of us, 14 thank you. Good morning Commissioners and Your Honor. 15 Thank you for allowing me time to come and present to 16 you a State approved self-funded budget neutral program 17 that allows the County to utilize this existing expense 18 dollars, and it's converting or reinvesting them back 19 into the county's facilities infrastructure. Whether it 20 may be very HVAC, you got lighting, whether it be 21 water-related type activities, if you will. 22 So this morning what I'd like to take is 23 talk a little bit about who Way Company is. What we 24 understand about county facilities. Some of the 25 solutions that we have used in the counties, as well as 68 1 implementation process if the County decided to go 2 forward with this type of a program. So in essence the 3 concept is that right now you're using X number of 4 dollars in your expenses, be it utilities, be it 5 maintenance and operations, be it bank loans, etc. And 6 I've got up there looking at your fiscal year '16-'17 7 budget. In utility costs, you have almost $460,000.00 8 that you're expecting to spend in total utilities. So 9 the concept of this program is taking a portion of those 10 utility expenses that may be wasted energy, if you will, 11 as well as looking at maintenance and operations as well 12 as cap X type items, reinvesting those back into the 13 County, which allows you to provide for facility 14 infrastructure upgrades of your lighting. 15 And I realize, Commissioner Moser, you have 16 a motion as far as going forward with an RFP for 17 lighting retrofits. The question that sticks with us 18 when you go with that type of approach is what you going 19 to do with the savings. There's no doubt that savings 20 will be generated when you upgrade all of your lighting 21 from existing antiquated lighting going to current LED 22 technology. But what are you going to do with that. 23 Typically in that approach you see a lot of counties 24 that just put that money back into the associated 25 savings, we put it back into a general fund. You're not 69 1 really able to touch it again in terms of doing all your 2 facility upgrades; whereas the State through this 3 program, allows you today to take those savings 4 generated from your lighting, HVAC upgrade inefficiency, 5 water conservation if applicable here to reinvest that 6 and do your projects today, so you don't have to worry 7 about capital. Because it is self funded, just budget 8 neutral. You don't have to worry about going out for 9 other bonds, taking other loans. You pay for it with 10 the expenses that you are already spending. Does that 11 make sense? 12 So basically just real quick about the Way 13 Company, we're almost a hundred year old company, 14 founded and still remain in Houston. We have offices in 15 Houston, Beaumont, San Antonio, and Austin. I am out of 16 Austin. We cover not only the State, but we cover a lot 17 of the nation as well. We have a port folio of well 18 over 800 million dollars of projects, retrofits, energy 19 solutions for our customers. So it's a company that's 20 very well established. Our core business is still a 21 HVAC, but we've expanded into over all solutions, be it 22 existing retrofits, or energy related type solutions of 23 what I'm speaking of this morning. 24 The program that the State allows is under 25 the Local Government Code 302. I've got that the last 70 1 bullet item up there. So that's what allows you as a 2 County to move forward with this type of a program 3 system. Typically what we know about counties in 4 general is that the infrastructure itself is old. A lot 5 of the systems are old and antiquated. There's not any 6 available capital funds for you to move forward with to 7 perform these upgrades to the particular systems. 8 And as you saw in the previous slide that 20 9 to 40 percent, so average is about one-third of the 10 utility saving or utility expense that can be saved. So 11 this is where your funding, if you will, a budget 12 neutral self-funded program from the existing expenses, 13 existing utilities. 14 As an example we recently have done Llano 15 County. You see there was a little over a nine hundred 16 thousand dollar job. But I think more importantly is 17 looking at that scope of work and saying that we're able 18 to upgrade the existing mechanical systems, HVAC 19 systems, your lighting, automation, retrofitting other 20 activities within the County. We've seen dollars 21 associated with roofing, vehicles, we're even getting 22 into wastewater treatment plants if that's something 23 there that may be a component here. 24 Moving forward. Recently Polk County just 25 signed on with us. So we're starting that particular 71 1 project as well. And again you can see it's a little 2 bit larger opportunity came about in two million dollars 3 in retrofits, lighting, water conservation, 4 computerizing the systems within the facilities. 5 I have two others that I do not have on 6 there, but I'll mention, Mr. Gibbens who was going to 7 join us, he's actually involved right now with Austin 8 County. Their Court just recently approved moving 9 forward with the Way Company, so he's moving forward 10 with that, so he sends his apologies for not being able 11 to come this morning. 12 The other one is Orange County, and that's 13 an approximate six million dollars plus program, that 14 again is going to be self funding. But they in this 15 particular instance, they had a little extra capital in 16 their reserve so they contributed X number of dollars 17 to them, which allows them over a 15-year period of time 18 to make this program a little bit larger and do a little 19 bit more as far as their infrastructure. 20 So I mention the 15 years. The State allows 21 upwards of a 20 year program; however, you can only have 22 the program as long as -- or as far as the equipment 23 life expectancy. So with you HVAC, heating, 24 ventilating, air-conditioning, you're looking at a life 25 expectancy of probably 15 years. So the majority of 72 1 these programs will go upwards up to 15 years. 2 There's some counties that get into 3 reserves. They will buy down, if you will, the term of 4 the financing agreement, but that's you know -- that's 5 to be found out as to where you might be if you were to 6 move forward with this type of a program and whether or 7 not you'd want to do that. 8 But in essence, the program itself pays for 9 itself, again, what you are already spending in utility 10 cost, maintenance and operation for the facilities and 11 every now and then you can look at outgoing loan dollars 12 that can be converted again. So another display of how 13 this works today. That before the energy maintenance 14 and operations are the expenses that you are spending 15 right now. Going forward with the development of a 16 program, and if you move forward with it you actually 17 implement that program when you start generating savings 18 right off the top during the implementation of the 19 program. So that when it is completed the County 20 received 100 percent of the savings. And it is up to 21 you as to where you want to put it. Does it go back 22 into the general fund, do you reinvest it in the program 23 to do things such as roofing, or if you have vehicles, a 24 vehicle that you need to purchase as an example. This 25 program allows you to invest in -- reinvest in to the 73 1 upgrades for the roofs or the purchase of vehicles. So 2 it's up to the County as to what you to want do, if that 3 money is available. So the actual implementation 4 process if you were to move forward with it is basically 5 just a conceptual meeting. 6 The next step would be just a preliminary 7 investigation as to whether or not an opportunity 8 actually exists. So that's gathering utility data, 9 typically the last 12 months of all your utility bills, 10 we'll do an analysis. We'll do a preliminary walk 11 through of all the facilities, gather information on all 12 of your lighting, all of your HVAC, and a determination 13 will be made as to whether or not it's at such a point 14 that it needs to be upgraded. 15 And again, Mr. Moser, I know that you were 16 looking at the lighting. So yes the lighting upgrades 17 in the countywide facilities certainly is a possibility. 18 Lighting by the way, is if you will the low hanging 19 fruit where the majority of your energy savings are 20 going to come from. So a lot of times you'll find 21 excess energy savings through lighting that helps pay 22 for additional energy conservation measures, upgrades to 23 your infrastructure. So if you have a great need of 24 heating and air-conditioning upgrades, if you will, 25 savings from the HVAC may not be there, but if you have 74 1 the overage, if you will, from lighting it helps fund 2 the additional HVAC, or it may help fund the roofing as 3 an example that I have been using. 4 So after the preliminary survey, we come 5 back with verification. In essence it would be a 6 workshop with the Court to verify and inform you as to 7 what has been found, what can be done in terms of 8 emergency savings. What can be done in the actual 9 performance of the Countywide lighting upgrades, to any 10 necessary HVAC upgrades. With your input that's how 11 we'll continue to develop the program. 12 So at that time the Court would make a 13 decision yes or no in moving forward, so the State 14 requires that an RFQ be met. That RFQ can either be 15 published, or the State also allows through cooperative 16 purchasing, which we're a part of the interlocal 17 purchasing, you can select Way Company which has met the 18 requirement of the State through the RFQ. We've already 19 gone through that process. We're an approved vendor for 20 these type of State funded programs on there. So once 21 that happens and you were to select Way Company, we 22 would come in and do the IGA the investment grade audit. 23 That's the normal engineering. There is no cost through 24 this at any time. Even if you select Way Company and we 25 come in and bring in our engineering team, and we're 75 1 going to spend many many man hours going through these 2 facilities from an engineering standpoint, there is no 3 cost to the County. 4 Once you make the final selection, once all 5 the paperwork is approved by the attorneys, once all the 6 approvals are made, then the forward implementation 7 would begin. Payments can begin. It depends how you 8 finance this, if you finance this as to when that 9 payment will begin. Some have chosen to make payments 10 when you begin the implementation. Some have chosen to 11 make it after the actual program has been completed. So 12 it depends on when you start making payments, that is 13 the only time that you'll pay the Way Company any 14 money -- well, you don't pay us; you'll be paying the 15 finance company, and we get paid from the finance 16 company. So there's no up front cost to the County, so 17 so that's basically the program. 18 One thing I wanted to show you, if I may 19 real quick, this is an actual spread sheet or work 20 sheet, if you will, I have taken from your budget as I 21 mentioned, am I bad, sorry, from your budget. I saw all 22 these buildings in here. Here is your estimated budget 23 for '16-'17, and what I have estimated is somewhat of a 24 conservative 25 percent savings in utilities. 25 Now, the jail you'll notice I have it at 76 1 five percent because that's with the bond you're doing 2 the new construction, renovations, etc., so they're 3 probably be very minimal savings opportunities once that 4 renovation's completed over there, but wanted to include 5 that just in the event there's something that's 6 available in there. 7 So it generates on that bottom right, 75, 76 8 thousand dollars in potential savings. You bring that 9 over to this page right here in this third column, if 10 you will, as far as guaranteed utility's savings. These 11 savings are guaranteed 100 percent. 12 Hu oh, I don't know what happened. 13 COMMISSIONER BALDWIN: I don't know what the 14 hell you was talking about. 15 MR. DUNLAVY: I apologize. Let me turn 16 around. I don't know why that's not showing up there, 17 but it's not. 18 COMMISSIONER BALDWIN: He is trying to hide 19 something, boys. 20 MR. DUNLAVY: So I apologize that's not 21 showing up there. 22 COMMISSIONER BALDWIN: That's okay. That's 23 all right. 24 MR. DUNLAVY: Looks like I'm going to shut 25 this one down right quick. Shut it all down. There we 77 1 go. 2 So real quick again, all of your facilities 3 looking at the budget for '16-'17 showing a 25 percent 4 savings in utility cost reduction, there's a five 5 percent I mentioned for the jail, here's the approximate 6 76 thousand dollars in savings. The total aggregate is 7 16, 17 percent in savings. So come over here to this 8 tab, and in this column right here is your guaranteed 9 utility savings, there's your 75 thousand dollars, so at 10 100 percent. 11 So I'm not going to work with these other 12 columns at this point. But scroll all way to the right, 13 with a 15 year program at three percent interest and 14 three percent utility escalation you're looking at 15 almost an available one million dollars to apply towards 16 this program for the upgrades to your infrastructure. 17 COMMISSIONER MOSER: Let me ask you a 18 fundamental question. I'm missing something. 19 MR. DUNLAVY: Okay. 20 COMMISSIONER MOSER: Let's just say that 21 with changing the lighting, we save a hundred thousand 22 dollars a year, just use that. Okay, now we have got 23 that money that we're saving. So what is -- what does 24 the -- the help does Way Company do? Does this simply 25 say we're going to let you borrow against that savings? 78 1 And you can take that borrowed amount and apply it to 2 some capital improvements, is that simply it, is your 3 providing the financing capability? 4 MR. DUNLAVY: So that hundred thousand 5 dollars. In this example, this program allows you to 6 take that hundred thousand dollars over a 15 year 7 period. 8 COMMISSIONER MOSER: I understand. Okay, so 9 we've got this potential savings. 10 MR. DUNLAVY: Yes, Sir. 11 COMMISSIONER MOSER: So what -- what -- 12 what's the value added to Way Company? 13 MR. DUNLAVY: The value added is if you have 14 that potential savings of 100 thousand dollars, you've 15 gotta -- if you go through this RFP as an example, you 16 got it one time. One time. With this program, you're 17 able to utilize that through an additional 14 years. 18 COMMISSIONER MOSER: I know. But what are 19 you doing, loaning us some money? 20 MR. DUNLAVY: No, Sir. Well, I'm not 21 loaning you money. You -- you -- it is a finance 22 program through a third party; not through Way, okay. 23 COMMISSIONER MOSER: Right. 24 MR. DUNLAVY: That finance cost is paid for 25 with that hundred thousand dollars. 79 1 COMMISSIONER MOSER: I get all that. 2 COMMISSIONER REEVES: Are you doing the 3 work? 4 MR. DUNLAVY: Yes, Sir. Yes, Sir, we do the 5 majority of the work. However we do work with the 6 counties because you may have preferred -- 7 COMMISSIONER MOSER: What you're doing is 8 enabling us to borrow using the savings that we have? 9 MR. DUNLAVY: You're able to take -- but 10 you're able to expand, whereas if you just did it on 11 your own through this RFP it's a one time deal. You're 12 not going to have 9 hundred thousand dollars available 13 to you; you have a hundred thousand dollars available to 14 you. 15 COMMISSIONER MOSER: Right, I understand. I 16 got it. 17 MR. DUNLAVY: So the value is that you can 18 do more today rather than have having to worry about 19 where your capital funding is coming from, or borrowing 20 additional -- 21 COMMISSIONER MOSER: The finance company is 22 betting on the come that we're going to save that amount 23 of money each year. 24 MR. DUNLAVY: In answer in your question, a 25 statement. This program requires that a third party, 80 1 independent engineer firm comes in, reviews the program, 2 makes sure that -- 3 COMMISSIONER MOSER: Are we really going to 4 save that money. 5 MR. DUNLAVY: That you're really going to 6 save is what it boils down to. So it's an independent 7 company that verifies and validates that. And then 8 through the program years, there's a measurement and 9 verification. Again to assure the County that X number 10 of this hundred thousand dollars in this example, is 11 actually being saved on that annual basis for you. 12 COMMISSIONER MOSER: Okay, I see. I got 13 you. 14 MR. DUNLAVY: That make sense? 15 COMMISSIONER MOSER: Yeah. 16 MR. DUNLAVY: But again the value is it 17 allows you to do more today rather than where is my 18 capital next year, five years from now -- 19 JUDGE POLLARD: And where do you guys get 20 your money -- 21 MR. DUNLAVY: Where do we get our money? 22 JUDGE POLLARD: -- to support yourselves? 23 MR. DUNLAVY: Well, we have a profit built 24 into this, and we're at 8 to 10 percent profit, is what 25 we are. So I don't mind telling you that up front. 81 1 JUDGE POLLARD: Okay. 2 MR. DUNLAVY: So it's there. So we work 3 with other contractors that you may select, because you 4 may have a relationship with them, and they understand 5 these buildings, or we may bring our team in, especially 6 on the HVAC side, where we have our project engineers, 7 technicians and -- 8 COMMISSIONER MOSER: But you say you get 9 paid by the finance company? 10 MR. DUNLAVY: Yes, Sir. So you would 11 arrange the financing through this third party finance 12 company. And I've got three percent up there. Right 13 now we have seen probably as low as one and a half 14 percent, and I know there's other programs that can get 15 you down to one percent, so you'll see the value of that 16 increase. 17 One other quick thing. I mentioned 18 maintenance and repairs. Here on the bottom left, I've 19 got from your budget for '16-'17, some additional item 20 related to maintenance and repairs. Now, please 21 understand I have no idea if this is dollars actually 22 related to your HVAC, to your plumbing, or to your 23 light. So as an example of this work and if I take 20 24 percent of this, and typically we're saying 20 to 30 25 percent to that maintenance operation savings go towards 82 1 this program. So if I put in this 40 thousand dollars 2 you can see that 960 thousand dollars program now 3 becomes almost a one and a half million dollars 4 opportunity. Again, Commissioner, can you take a 5 hundred thousand dollars and make it a one and a half 6 million dollars program that's guaranteed for the County 7 right now. So that's the question and that's the value 8 difference in there. 9 The other is I also noticed that in the 10 general fund; not a departmental capital outlay, if 11 through these upgrades of HVAC, lighting, plumbing, that 12 there's X number of dollars that can be relieved from 13 your capital outlay, the program also allows you to 14 reinvest those dollars. 15 So let me use that same 40 thousand, which 16 is about seven percent, you can see it jumps up to a two 17 million dollars program. So as we work through this, if 18 we were to move forward, we have to work with your 19 County Auditor, County Treasurer and find out where 20 these monies are, what are they going to be applied 21 towards. If they're truly for HVAC, lighting, plumbing, 22 there's a possibility that they can be reinvested, a 23 portion can be reinvested. 24 So that in essence, gentlemen, is the 25 concept of the program. The opportunity based on your 83 1 utility savings right now appears to be very legitimate. 2 It certainly will pay for your lighting upgrade that you 3 have right now. So I will leave it with a request that 4 a consideration be made to look at us, having a 5 preliminary review of your facilities, and your utility 6 costs, to see if an opportunity does exist for this type 7 of a program. 8 COMMISSIONER MOSER: So let me summarize, if 9 if I may. But basically what you're saying is you've 10 done a cursory look, looks like there's some savings 11 could be made, and what your concept is to bring a team 12 of people in and to look in depth, okay, of where the 13 potential savings may be. And once you've established 14 your findings, then that gives credibility. Your 15 expertise in Way Company says we now establish these 16 potential savings, and it's a credible estimate. You 17 can take that credible estimate then to the next step, 18 which is to say, let's use those potential savings and 19 see how much we could borrow, okay, with those potential 20 savings, for capital improvements. 21 MR. DUNLAVY: To a degree, yes, Sir, that is 22 very correct. Everything's preliminary right now. No 23 cost to the County. 24 COMMISSIONER MOSER: Yeah, I understand, 25 MR. DUNLAVY: We develop the program, we 84 1 bring it back to you and say here's what we can do. We 2 certainly have to listen and do listen to what your 3 suggestions are as far as what you're needs are, what 4 your hopes may be. So you are taking that money, and 5 we'll come back with this type of a model, but it'd be a 6 pro forma, which I'm sure the Auditor could understand 7 and appreciate a little bit more as to what value 8 program. It may only turn out to be where it's a five 9 hundred thousand dollar program, and not that two 10 million dollars program. 11 Right now I'm just basing this off of 12 estimates from your budget, without any knowledge 13 specific to the buildings right now. 14 COMMISSIONER LETZ: Quick question. We 15 currently have of a pile of money from hail insurance 16 and to multiple roofs to the County. 17 MRS. DOSS: That's the 557 thousand dollars. 18 COMMISSIONER LETZ: Which would be a buy 19 down type thing, because we have that money. Would you 20 all -- would your company oversee that project, I mean, 21 if we don't need to borrow it, we already have that 22 money or we have a check or will have a check from our 23 insurance provider, and if we rolled that in with the 24 lighting, would you oversee, would your company then 25 oversee both projects? 85 1 MR. DUNLAVY: We would be able to do that 2 for you, yes. So in essence what you're saying is, of 3 this 557, which actually goes towards your roofing 4 insurance monies, that becomes under this column, so if 5 you wanted to buy down this particular program, you can 6 do that, but by reinvesting those insurance dollars, 7 you're able to again increase the over all project 8 opportunity. 9 Now there may not be that two million 10 dollars opportunity. It may not even be a million 11 dollars opportunity. I have no idea. We're just going 12 off of estimated numbers right now. 13 COMMISSIONER LETZ: I would recommend that 14 Commissioner Moser, you contact him, along with kind of 15 give us the RFP on the lighting thing that you are 16 already working on, and roll those together with the 17 insurance and see if it's what makes sense. I mean we 18 can't make a determination today. 19 COMMISSIONER MOSER: No. I'd probably want 20 stop separate the variables. We'll keep going with our 21 LED thing and look at what the potential savings it is. 22 And if we have something quantitative with what you're 23 saying, and getting with the County Auditor, and you 24 know, with what we might do, okay, with these funds. 25 That's -- that's the real thing is, you know, what are 86 1 we going to use these savings for? I don't know. Could 2 be a good question, okay. 3 MR. DUNLAVY: All right. Well, I appreciate 4 it. 5 JUDGE POLLARD: Any other questions or 6 comments? 7 COMMISSIONER MOSER: So leave us -- I think 8 you left something here for us that we can contact you? 9 MR. DUNLAVY: Yes. I'll give you my 10 information. I'll be here through the rest of the 11 meeting. 12 COMMISSIONER MOSER: Thank you very much. 13 Very interesting. 14 JUDGE POLLARD: All right. Now we go to 15 item 1.14 presentation regarding the Vanguard software 16 system by KoFile. Millions Bolin and the representative 17 of the company. 18 MR. FAUSTO: Your Honor, if you'll give us 19 just a moment to attach our equipment and then I'll get 20 started. 21 JUDGE POLLARD: It's also been suggested I 22 call item 1.15 which relates to it. Consider, discuss 23 and take appropriate action to approve contract between 24 Kerr County and KoFile for Vanguard software. So it's 25 item 1.14 and item 1.15. First of all identify 87 1 yourself. 2 MR. FAUSTO: Yes, Sir. Good morning, Your 3 Honor, good morning Commissioners. My name is Scott 4 Fausto and I represent KoFile Technologies. I'm here 5 with my associate Wes Milam, who serves as the system 6 sales manager for our organization. KoFile Technologies 7 is headquartered in Texas, with offices both in Dallas 8 and in San Antonio. We're probably best known as the 9 market leader for restoration and preservation services 10 for historical records. But in addition to that we also 11 provide archival imaging and index services, 12 microfilming services and storage, and record management 13 software systems, which in fact is what brings us before 14 the Court this morning. KoFile is a strong and growing 15 company, which generates in excess of 50 million dollars 16 annually and has over three hundred employees in five 17 locations across the United States. 18 My associate and I come before the Court 19 this morning to present and demonstrate our Vanguard 20 records management and imaging system and services 21 proposal for the County Clerk's office. The Vanguard 22 system will improve service to your constituents while 23 providing an improvement and greater efficiencies in 24 processing records for the County Clerk's office and 25 staff. KoFile Technologies employes more than 50 people 88 1 to develop, support and implement the Vanguard records 2 management system. Our demonstration will explain how 3 this technology will benefit the Kerr County Clerk's 4 office and the public that it serves. Vanguard includes 5 a Google-style search and an Amazon-style shopping cart, 6 which most internet users are familiar with. And the 7 reason I bring this to the Court's attention is the 8 system is user friendly and simple to navigate, which 9 will help both the staff and the public adjust to the 10 transition. 11 Our proposal includes all this hardware, 12 software, installation, implementation, training, data 13 conversion, automated backups, disaster recovery, and 14 OCR-ing of all historical real property images. The 15 proposal also includes all ongoing hardware and software 16 support and upgrades. 17 Our business model is unique in that we 18 don't assign a fixed number of days for installation and 19 training. But to ensure a smooth transition and 20 customer satisfaction, we will leave our personnel 21 onsite until the County Clerk determines that they're no 22 longer required. And if needed, we'll bring our 23 personnel back for additional onsite training and 24 support, including to accommodate new hires. 25 Our proposal also includes all help desk 89 1 support for public inquiries regarding hosted data and 2 e-commerce services. The cost for the Vanguard system 3 and the services as proposed is set at $5144.06 per 4 month, based on a 60-month service agreement. 5 In addition we also offer a 50 percent 6 revenue split for sales of the hosted data. So in 7 essence 50 percent of all income received from this 8 service will be rebated back to the County Clerk's 9 office and can be applied either as a credit on the 10 monthly invoice, or can be utilized for future KoFile 11 related services. 12 So at this time I'm going to turn the 13 presentation over to my associate Wes who will provide a 14 brief demonstration on the searching capabilities of our 15 system. And at the conclusion we'll be happy to address 16 any questions that the Court might have. 17 COMMISSIONER BALDWIN: I have a question 18 right now. 19 MR. FAUSTO: Yes, Sir. 20 COMMISSIONER BALDWIN: The amount, the 21 monthly amount that you mentioned three sentences ago. 22 Could you give me that number again, please. 23 MR. FAUSTO: Yes, Sir. $5,144.06 per month. 24 COMMISSIONER BALDWIN: Thank you. 25 MR. MILAM: That amount is -- I believe is 90 1 intended to be taken from the records management money 2 that is designated by the County Clerk. 3 JUDGE POLLARD: It's a dedicated fund. 4 MR. MILAM: It's a dedicated fund; it's not 5 a general fund. 6 COMMISSIONER BALDWIN: Super. 7 MR. MILAM: Thank you for having us this 8 morning. I wanted to do a very brief -- this is 9 normally to show the software it's a several hour 10 process. We've done that for the clerks and her staff. 11 They like what they saw a great deal. And in fact I 12 think that you've seen several of the software products 13 over the course of the last six months, a year, 14 whatever. But the difference between our product and 15 really everybody else's product is that our product is 16 cloud based, and utilizes the latest technology. The 17 software that the Clerk currently uses was written about 18 the same time as this cell phone was in use. Right. 19 Did y'all have a brick phone like this. I bought this 20 online recently, as they're kind of a collector's item 21 now because they're kind of expensive. But -- and so 22 now you think about how much that technology has changed 23 for you, just in a cell phone since '97, '98, '99 as 24 opposed to what you have now in your pocket is a cell 25 phone probably that looks something like this. Some of 91 1 you have maybe have smart phones, some of you maybe have 2 flip phones. 3 (Judge Pollard raising hand!) 4 MR. MILAM: There's more computing power in 5 this device than was used to land three men on the moon 6 in 1969. 7 COMMISSIONER MOSER: A lot more. 8 MR. MILAM: A lot more. So my point is that 9 things change and they change very quickly. What 10 happens to software when it sits still is that it -- 11 there's not any progression with the technology that is 12 made. So we wanted to talk to you about how those 13 progressions go. 14 Today when you go into the Clerk's Office to 15 search for a record there's a screen that opens up, it 16 has a whole bunch of fields in it. Have any of you used 17 the software to look up records online here -- 18 COMMISSIONER LETZ: Yes. 19 MR. MILAM: -- in the office? So there's 20 fields that you have to look in, grantor, grantee, you 21 have to know what you're looking for specifically to 22 know which field to put it in in order to look that up. 23 Most people they use something like Google, so it looks 24 like this single line, you just type in whatever you 25 want and it finds everything that you can look for. And 92 1 this is what our software search screen looks like. So 2 it's similar to what you're used to as far as the search 3 system is concerned in general. 4 The way that you interact with your 5 searching of your system online is the same way that 6 you -- so if you're here in the office, you access it 7 the same way that you would access it at home. One of 8 the real values in doing that is if you're here and 9 doing the research, and you have looked up certain 10 things and you have information that you are looking up 11 you can save that and go to your home, and later that 12 evening or whatever, and pull that information back up 13 and do -- and kind of step back exactly where you were 14 before. 15 So I'm going to look up Smith. So I'm going 16 to look up all the Smith's. We're looking in Hunt 17 County right now. So we found 82,300 records with Smith 18 in the information. You'll notice here that Smith is 19 located in several different locations. So I found 20 Smith in the grantee fields, I also found Smith in the 21 legal description information, and all the grantor 22 fields as well. All right. So it's looking everywhere 23 for all of it. If I wanted to specify what -- what 24 areas I wanted specifically to look in, I could look in 25 just names and I could specify I just wanted to look in 93 1 grantor information. And I'll find all the Smith's 2 then. You notice that instead of 82,000 records, we'll 3 end up with -- it takes a minute, I'm running off my 4 cell phone and so it's a little bit slow, I apologize. 5 Now we only have 40 thousand records. We're only 6 looking at -- so you'll notice it's finding Smith 7 information in other places right now, just in the 8 grantor grantee information. 9 So I want to look at the documents itself, 10 so you can see the documents, you can scroll through the 11 document. I have the ability to obviously to resize the 12 document, and see what I'm looking at here. This 13 obviously is an older document. I can put the 14 information that I need next to the search results, and 15 so I can quickly flip through and look through all the 16 different images as I scroll through my search results, 17 things like that. 18 These tabs at the top that talk about -- 19 that manipulate the image of the same, everywhere 20 there's an image viewer and everything looks exactly the 21 same. In fact that's a real value to our product is 22 that -- that -- every place that you do something it's 23 all done the same way. So all searches are done here 24 they look exactly the same whether you're in the office, 25 whether you're outside the office, whether you're a 94 1 clerk or part of the public. And obviously, the clerk 2 has access to more records than the public would. But 3 they -- everything looks and acts and becomes exactly 4 the same way. The way that you process a vital record 5 is the same way that you would process a land record, it 6 uses the same screen, which allows your office to 7 automatically be cross trained. They can impact their 8 world that they live in differently, depending on what 9 they need to do. 10 You'll notice here that there are a number 11 data bases that are available. I'm searching property 12 records, but I can also search in assumed names, or 13 marriage license information, marks and brands, bonds 14 and debentures, County Commissioners, the commissioners' 15 record. And all of that information is customizable. 16 In fact the product, one of the real values of the 17 product is that it's highly customizable. The way that 18 it looks and the way that it behaves is customizable to 19 you. So we'll work with Becky and her staff to 20 determine exactly the best way for her to utilize this 21 product and then we'll configure it to work in that 22 manner. 23 I want to go back to the property search and 24 we'll look up Smith. Let's say I wanted to look up an 25 oil and gas -- I know there's an oil and gas lease that 95 1 I need to see and I can't can't remember what -- I know 2 there's a person names Bordman, but I can't remember 3 their first name. I can type in oil and Bordman, all 4 right, and you'll find just that record. You'll notice 5 that it found the Occrision Oil and Gas Royalty Company 6 and Bordman. This is an assignment of oil and gas 7 responsibilities. If I select that I can see the 8 records, see the image of the document itself. And it's 9 a 61 page document. When I flip through the document 10 you'll notice that the first two pages are the actual 11 assignment, and then -- and then from then on it's 12 simply acknowledgements, which means that there's a ton 13 of people that have -- they're involved in this 14 assignment. I click on the summary information you'll 15 notice here that it lists all the grantors and grantees, 16 there are pages of them. So there's tons of people that 17 are listed here as grantors and grantees. We can -- we 18 can go through and look at, let's say I really need to 19 look up Flora Cordett. There's Flora Cordett, I want to 20 look at her information, I can just click on her name. 21 The system's going to go back and run a search on Flora 22 Cordett, and find the records that -- find the records 23 here that deal with Flora Cordett. It lists all of the 24 -- you'll notice here that there are a ton of results 25 for Flora Cordett, although there actually are only two 96 1 different documents. I'm going to rearrange these 2 results, I'm going to click on the heading of the 3 document type, too. Going to put all the assignment 4 information at the top and then at the bottom it's got 5 the quick claim deed information. So there's really 6 only two documents that creates a line for every -- for 7 every -- for Flora, for everybody that's a different 8 grantee of that record. We have two different views of 9 this document so if you didn't want to see all of that 10 detailed information I can look at it in what we call 11 flat style, that shows just the assignment and the quick 12 claim deed. I can click on the little plus here and 13 come over to the party information, and those are the 14 different people that are the grantors, and here are all 15 the different grantees that are listed there. So I can 16 see all that and without having to go to the document. 17 So that's all right there for everybody to see. I can 18 see the marginal reference information. If this 19 document referenced any other document it would show up 20 in the marginal reference, the legal description is 21 shown here. Currently there's no legal description 22 listed in this document. 23 COMMISSIONER LETZ: Question, one to speed 24 this along, because I mean I understand that the system, 25 you know, it covers a lot, you can get a lot. You 97 1 mentioned in the very beginning that our current system 2 is obviously out of date, the software we're using. 3 Does your system take all of that and upload it? 4 MR. MILAM: Yes, let me describe that 5 process for you. 6 COMMISSIONER LETZ: Quickly. 7 MR. MILAM: We take the data that's the 8 existing system today, we pull it from the existing 9 vendor, and we do all of the conversion for all of that 10 information. We convert it all into our system, and put 11 it into search, and your system looks just like this. 12 And we go to the clerk and we have them go through an 13 evaluation process to look and see if there's anything 14 that we missed. And we will do evaluations when we do 15 the conversion process as well. So she'll tell you this 16 is wrong, this is right, anything that may be 17 encountered with that. We'll go back and do that 18 process as much as it takes in order to get that done. 19 The value there is primarily that your IT staff is not 20 required to do anything in order to get that -- to have 21 that happen. So there's not a burden on the County to 22 take that data and do that conversion process, we'll do 23 that. 24 COMMISSIONER LETZ: And that's included in 25 the price? 98 1 MR. MILAM: That's included in the price. 2 It's a turn-key solution, so there's no additional staff 3 requirements. 4 COMMISSIONER MOSER: Okay, so go ahead. 5 COMMISSIONER LETZ: The five thousand -- I 6 mean the number you gave us is five thousand one hundred 7 and forty-four or something like that, what about the 8 customers, consumers, taxpayers, people in the public, 9 they want to go in, they can log into the same system? 10 MR. MILAM: They can. 11 COMMISSIONER LETZ: Is there a charge for 12 those individuals? 13 MR. MILAM: It's the same charge that's 14 associated with the County today. If you came to the 15 office and logged in to look up a document and got a 16 copy of those documents, it would be a dollar a page, is 17 the same price -- same price that they would pay if they 18 were outside of this office. We would process that 19 request and take care of all the monetary needs for all 20 that and then we would split that revenue with the 21 County. 22 COMMISSIONER REEVES: And look it up for 23 free. 24 MR. MILAM: They can look it up for free, 25 yes. So you notice when I do a search here and see a 99 1 document, that in this case we have a water mark 2 associated with it. So we water mark the document, we 3 can also degrade the -- we can degrade the amount of 4 information that's seen at the time. It's a function of 5 what the County would like for the public to see. 6 COMMISSIONER MOSER: So basically what 7 you're doing is you're taking all the County Clerk's 8 information and organizing it, so it's more readily 9 accessible, and you can search what you want more 10 quickly? 11 MR. MILAM: Search more quickly. 12 COMMISSIONER MOSER: Why isn't Becky up here 13 saying I need to do this because -- 14 JUDGE POLLARD: She's going to follow up. 15 She will be. 16 MR. MILAM: I think that's next. But then 17 the benefit to Becky, the search process and the 18 search -- the way that the search works and all those 19 kinds of things is relatively minor to the clerks and 20 their needs. What Becky likes, and what her staff 21 likes, is the functionality of the software that helps 22 them -- that takes them from the input process to the 23 records. 24 COMMISSIONER MOSER: So real beneficiary to 25 all this is the public? 100 1 MR. MILAM: There's two -- there's two 2 benefits. There's a public -- there's a public benefit 3 because it's easier to use and easier to see and all 4 that. There's also a benefit to the clerk herself, her 5 staff, should be much more efficient. Currently today 6 she can only process one record at a time. With our 7 system you can process -- everybody can be processing at 8 the same time, things like that. 9 JUDGE POLLARD: The deputy -- it saves the 10 deputy clerks a lot of time. 11 MR. MILAM: A lot of time, a lot. The 12 system that you have now is terribly inefficient. 13 Terribly, terribly inefficient. 14 COMMISSIONER LETZ: And the new documents 15 they are put in by the clerk? 16 MR. MILAM: Yes. 17 COMMISSIONER LETZ: As they are now? 18 MR. MILAM: Yes. Actually there's an 19 improvement in that process. Today, when you -- when 20 the documents come in, you pull them up and they take 21 them in and they scan them in. They also have -- you 22 also take electronic recordings. Electronic recordings 23 are taken only through simple file. We don't have that 24 requirement. You can take them through any vendor, and 25 we can actually take them directly from title companies, 101 1 and that process today you pull those records today, 2 have to print them out, scan them back into the system, 3 it's a two-fold process. With our system it's a 4 singular process, it just automatically takes that -- 5 COMMISSIONER MOSER: It's all digital. 6 MR. MILAM: It's all digital, yes, Sir. And 7 that brings up -- that's a good point. You probably 8 have already made that jump there, but all records -- 9 all records are essentially digital today. So every 10 record is taken is created digitally and then it's 11 dropped to paper and it's sent to be recorded. And that 12 process, even e-recorded documents are done that way. 13 So documents are dropped to paper, scanned and then put 14 into a system. That process is going to change, and our 15 product is set up today to be able to accept electronic 16 records whereas other people's products are not, so 17 that's unique. 18 COMMISSIONER BALDWIN: Judge, I've seen 19 enough. 20 COMMISSIONER LETZ: One more question. 21 COMMISSIONER BALDWIN: Okay. Hope it's 22 personal. 23 MR. MILAM: I do, too. 24 COMMISSIONER LETZ: And it's going back to 25 something that the -- our IT person said earlier, and 102 1 compared to something you said, he does not like storing 2 stuff on the cloud. And you said you're storing it in 3 the cloud. I presume it's a security issue about IT, 4 and doesn't like the cloud. What security is there to 5 keep these documents from being altered? 6 MR. MILAM: Well, there's a number of 7 security -- I don't want to get too technical in this 8 process, I'll lose people. We use the Microsoft Azure 9 cloud services. It's the most secure cloud service in 10 the world. It's never been hacked ever. The bottom 11 line is that when your documents are recorded, they 12 actually take the image, the data associated with the 13 image itself and they split it into three pieces. So 14 even if somebody hacked that record, hacked that 15 location where that document is sitting, they only have 16 a piece of the pie, it's like a puzzle that you can't 17 put back together because that system has to put it back 18 together, so there's an encryption process that keeps 19 the records secure so that nobody can modify those 20 documents, to answer your question. 21 COMMISSIONER REEVES: What other 22 ^ counties ^ county's are using this software? 23 MR. MILAM: We currently are -- like I said 24 it's a brand new product. So we're just now coming up 25 with our first few ^ counties ^ county's. We have 103 1 Denton County and Hidalgo County and -- 2 COMMISSIONER REEVES: I'm sorry, I couldn't 3 hear you. 4 MR. MILAM: In Denton County and in Hidalgo 5 and in Hunt County, we're in the process. And Grayson 6 County, which is a similar size county to Kerr County. 7 And Chambers County. And we have -- and there's a 8 number of ^ counties ^ county's that are -- that are 9 coming on after Kerr. 10 COMMISSIONER REEVES: Thank you. 11 JUDGE POLLARD: Thank you very much. Becky, 12 can you describe if the purchase and you're authorized 13 to get it, how it will help you and how it will make you 14 more efficient or whatever? 15 MRS. BECKY BOLIN: It's going to improve the 16 efficiency of my office as well as save money out of the 17 general fund. Everything that we do now we're having to 18 print to paper, rescan, one person can record at a time. 19 So if I have all three title companies in my office at 20 one time, only one can be helped at a time. We've had 21 number dating errors because of that. Time duplicating 22 errors because of that. 23 JUDGE POLLARD: Move closer to the mike. I 24 even have my hearing aids in. 25 MRS. BECKY BOLIN: Sorry. Support alone for 104 1 the public is a big one for me. As it is right now we 2 have to refer the public to eDoc Technologies, give them 3 a 1-800 number. They don't always get somebody that can 4 help they right away and then they're waiting for a call 5 back. One of the problems that I've had is our online 6 records not being updated. As early as last week I got 7 an e-mail from a title company that they hadn't been 8 updated since the 13th of this month, which puts five 9 days behind, when my staff is day for day on their work. 10 JUDGE POLLARD: This system automatically 11 updates? 12 MRS. BECKY BOLIN: Yes, Sir. 13 COMMISSIONER LETZ: What's the term of the 14 agreement? 15 MRS. BECKY BOLIN: Five years. 16 JUDGE POLLARD: You got a dedicated fund for 17 this that comes from collecting fees and documents 18 recorded or whatever? 19 MRS. BECKY BOLIN: Correct. It comes from 20 my records management fund, which is a dedicated fund. 21 I'm currently bringing in just under two hundred 22 thousand dollars a year into that fund. The Auditor has 23 asked questions on the financial portion of it and it's 24 my understanding that she's good there. Jody has seen 25 the commissioners portion -- Commissioners' Court 105 1 portion of it and was satisfied there. The title 2 companies that were involved in the demonstration, they 3 were happy with it. So I'm just asking that the Court 4 approve to move forward. 5 COMMISSIONER LETZ: Has County's attorney 6 reviewed the contract? 7 MRS. STEBBINS: Yes, Sir. 8 COMMISSIONER MOSER: What could go wrong 9 with doing this? I mean we've heard the benefits, 10 better's the enemy of good. We've got something that's 11 working, so what can go wrong if we do this? 12 MR. MILAM: So really the biggest point of 13 failure would be your broadband coverage. So if for 14 example, if your internet goes down, we have -- we 15 create redundant -- we'll create a redundant pipe. So 16 if one piece of your internet goes down, and it'll flip 17 to the other, if possible. But I understand that 18 several years ago, there was a situation where someone 19 cut a line here and that the entire world was shut down 20 here for a day or two, and we hope that that wouldn't 21 occur again, but that's the biggest -- that's the 22 biggest concern. 23 COMMISSIONER MOSER: But that has nothing to 24 do with this? 25 MR. MILAM: Well, because it's internet 106 1 based. Software -- 2 JUDGE POLLARD: It would have to do with it. 3 COMMISSIONER MOSER: I see, gotcha. Yes, 4 yes. 5 MR. MILAM: So that's really your biggest 6 concern frankly. 7 JUDGE POLLARD: Telephone company is all -- 8 we got a redundancy now. 9 MR. MILAM: I know you have redundancy. 10 COMMISSIONER MOSER: Almost there. 11 JUDGE POLLARD: Almost there. 12 MR. MILAM: And that's -- that's a major 13 concern that the -- last week, y'all may have seen, 14 there was a denial of service attack that happened 15 across the globe, primarily in the northeast, part of 16 south Texas was affected, and our customers had -- there 17 was no impact of the denial of service that occurred. 18 COMMISSIONER MOSER: So the fact that it's 19 internet based is the thing that could go wrong? 20 MR. MILAM: That's the most -- that's the 21 most difficult process. But there's -- there's 22 advantages to going to the cloud. Actually the 23 reliability of a cloud is much higher than a stand alone 24 server, because I have multiple servers. If I have a 25 drive failure or server failure or something like that 107 1 there is no time that I have to go through to find that 2 piece -- 3 COMMISSIONER MOSER: How about the risk 4 associated with the transition? 5 MR. MILAM: I don't think that there is any 6 risk associated with it. Did you have a specific 7 concern about that? 8 COMMISSIONER MOSER: No, no. 9 COMMISSIONER LETZ: If -- and I'm looking at 10 the County Attorney for this one, probably, if the 11 servers does not match up to what we were told, are 12 there milestones or criteria in the contract that give 13 us an out, if you know -- 14 MRS. STEBBINS: I don't have the contract in 15 front of me anymore. It's been awhile since I looked at 16 it. 17 MR. MILAM: So we are so confident in our 18 abilities to handle this process that we give you a 30 19 day out. So at any time without any expense you can -- 20 you can -- the County Clerk can request that we leave 21 and as long as she gives us 30 days notice then we'll do 22 whatever. 23 COMMISSIONER LETZ: And we get access to the 24 data? 25 MR. MILAM: It's your data; it's not our 108 1 data, absolutely. 2 JUDGE POLLARD: Thank you. I want to hear 3 from John Trolinger eventually, but there are a couple 4 other people requested. I think Jody had took a look at 5 it in one of the presentations and has a comment. Do 6 you like the system or not? 7 MRS. GRINSTEAD: I sat through the 8 Commissioners' Court portion of his presentation, and I 9 was really impressed. It's very user friendly. I think 10 that's -- the way Laserfiche is right now it's pretty 11 subjective. So I've gotta figure out how Hollie 12 would -- how she would word the subject line. It's just 13 this was much more user friendly, where it doesn't 14 matter how she words it. If it's in the court order, I 15 can pick any word out from that and find it. 16 JUDGE POLLARD: Okay, thank you. And we got 17 another fella that's indicated an interest in this. 18 Mr. Prendergast, would you like to comment on it? 19 MR. PRENDERGAST: I'm approaching it from a 20 different angle than you guys are. 21 JUDGE POLLARD: Why don't you come forward 22 to the podium. We're not asking you to dance or 23 anything. 24 MR. PRENDERGAST: My name's George 25 PRENDERGAST, I live in Kerrville, 120 Peterson Farm 109 1 Road. There's been a lot of changes in the last three 2 years, significant changes in title. I can spend eight, 3 ten hours a day running titles from my desktop right 4 now. Part and parcel what I saw I like. Three years 5 ago there were two entities I could use to go online. 6 There are now ten, fifteen entities that have different 7 records online, different ^ counties ^ county's, some 8 from sovereignty all the way up -- well, 1900. For 9 instance can you do a search in this format that you are 10 using, can you go ahead and do a search by document 11 date? 12 MR. MILAM: Sure. 13 MR. PRENDERGAST: Can you go ahead and do a 14 search by legal description? 15 MR. MILAM: Yes, Sir. 16 MR. PRENDERGAST: By abstract number? 17 MR. MILAM: Yes, Sir. 18 MR. PRENDERGAST: By survey number? 19 MR. MILAM: Yes, Sir. 20 MR. PRENDERGAST: So when y'all index you're 21 going to index all of that information? 22 MR. MILAM: Actually the documents -- we 23 already OCR the documents, and so every -- 24 MR. PRENDERGAST: Are you going to include 25 that information into the data base? 110 1 MR. MILAM: The data base is the entire 2 document, so you can -- can literally search for any 3 word within that document. Now the index and the fields 4 that are required are what the County Clerk does, and so 5 we don't dictate what is and is not in here. 6 MR. PRENDERGAST: Does the price go up the 7 mother she dictates? 8 MR. MILAM: No, because she's going to do 9 the indexes, so it's just a matter of -- 10 MR. PRENDERGAST: So you are saying she's 11 responsible for making sure that the information is 12 going to be accessible through the way she indexes it 13 into your system. 14 MR. FAUSTO: Halfway. Anything that she 15 indexes precisely as you describe. The other side is 16 what Wes is describing as additional functionality, and 17 we'll OCR the instrument, you can get additional 18 capability. 19 MR. PRENDERGAST: But your OCR, did y'all 20 write that program, or is that the Microsoft OCR 21 program? 22 MR. MILAM: It's an OCR engine that we 23 acquired and modified. 24 MR. PRENDERGAST: So it's reading the 25 document so anytime we go into a search, it's going to 111 1 look for that particular quote, legal description, 2 survey -- 3 MR. MILAM: Right. 4 MR. PRENDERGAST: -- and pull it up. But we 5 have to make sure that when we go put that information 6 in that it is put in there. For instance, right now 7 you got deed records up here that are indexed by 8 Mr. Smith, et al., when you may have 15 people that are 9 grantors in that instrument. 10 MR. MILAM: Right. 11 MR. PRENDERGAST: But because the way it was 12 indexed 50 years ago if I'm in there running title, I 13 don't know whether that document is in fact the one I'm 14 looking for unless I cross reference it back to a legal 15 description, or a gross acres, net acres, whatever it 16 is. 17 MR. MILAM: And all of those things are 18 available for you to search. 19 MR. PRENDERGAST: Will be. Will be. 20 MR. MILAM: It's not set in cement today. 21 MR. PRENDERGAST: Overall just looking at 22 their system, it's interesting. There's a lot of them 23 out there. Then the question in my mind becomes revenue 24 sharing. They're saying 50 percent. 25 MR. MILAM: Yes, sir. 112 1 MR. PRENDERGAST: Of every penny? 2 MR. MILAM: No, Sir. Only the documents 3 that are required from the -- that are required outside 4 of this office. One hundred percent of the revenue that 5 is -- that is requested from within this office stays in 6 this County. So it's only the part that we are 7 responsible for doing the transaction for. 8 MR. PRENDERGAST: Right, okay. For 9 instance, where I'm headed with this is if I go online 10 right now with something called County records I can do 11 a search and sometimes it cost me a dollar a search if I 12 go grantor grantee. Then if I want the document, I can 13 preview the document, depending on which system I'm in, 14 but typically I get charged two dollars to preview a 15 document. Now you're throwing documents up here, are 16 you going to charge -- 17 MR. MILAM: That search that I was just 18 doing is a public search in Hunt County that you can go 19 do right now. 20 MR. PRENDERGAST: So that actual document is 21 going to be available for me to look at -- 22 MR. MILAM: Yes. 23 MR. PRENDERGAST: -- but it's going to have 24 a water mark across it, so we make sure it's not that a 25 search for -- nowhere portrayed to be a certified 113 1 document. 2 MR. MILAM: If you want a copy -- 3 MR. PRENDERGAST: I can -- 4 MR. MILAM: If you wanted a copy of -- 5 THE REPORTER: Excuse me. 6 JUDGE POLLARD: Hold on. The court 7 reporter is -- 8 MR. PRENDERGAST: At that point you're going 9 to charge me a dollar for that document, right, per 10 page? 11 MR. MILAM: Yes. As the clerk sets the fee; 12 we don't set the fees. The clerk sets the fee, whatever 13 that is. 14 MR. PRENDERGAST: Okay. So you are saying 15 it's a fifty-fifty share? 16 MR. MILAM: Yes, Sir. 17 MR. PRENDERGAST: All right. For instance 18 in some of these now I can go in and pay a flat 500 19 dollars a month to a thousand dollars a month, depending 20 on how much data is in that County. And most of these 21 oil and gas counties, which generate a hell of a lot 22 more revenue -- don't put that in. What happens if you 23 set it up to where the abstract company can come in and 24 pay a thousand dollars a month and have unlimited 25 copies. Do we get a 50 percent share of that monies 114 1 also? 2 MR. FAUSTO: Yes. It would be a 50 percent 3 revenue share, but again allow me to emphasize that that 4 structure, that optional pricing structure is at the 5 County Clerk's discretion. 6 MR. PRENDERGAST: So it's part of the 7 contract? 8 MR. FAUSTO: Yes. The way that we set up 9 the proposal -- 10 MR. MILAM: Well, it's completely up to her, 11 and it can change at any time. We don't -- we don't set 12 it, we only collect it. And so this is outside of 13 the -- outside of the County. If what you're describing 14 is I pay a flat fee to access these records then it's up 15 to her to negotiate that, and it's not up to us. All 16 we're doing is managing the transaction. 17 MR. PRENDERGAST: So when it does come 18 through you have to be accountable to us to determine 19 that we are getting our money we're entitled -- 20 MR. MILAM: Yes. 21 MR. PRENDERGAST: -- that the county's 22 entitled to. Sorry, just curious. I see it all the 23 time. 24 I know you guys want to go to lunch, but I 25 just kind of wanted to know. Overall the program looks 115 1 excellent. It's outside the normal realm. Most these 2 guys are running off Amazon, are they not? 3 MR. MILAM: No, Sir. Most systems -- well, 4 there are two things that happen here. Generally, the 5 County will have a dedicated resource that they will 6 provide these records, and it may be -- 7 MR. PRENDERGAST: I'm talking about the 8 cloud. 9 MR. MILAM: The stuff in the cloud would 10 be -- those generally those are documents that are 11 requested through a voyeur request and we don't know 12 what they're doing out there. 13 MR. PRENDERGAST: But you're using that 14 cloud as your server and you're paying them a monthly 15 fee? 16 MR. MILAM: We're using Microsoft Azure; not 17 Amazon, yes, Sir. 18 MR. PRENDERGAST: But most of them run on 19 Amazon or Microsoft. John's perspective I think they're 20 fairly secure, but -- 21 MR. TROLINGER: No. 22 MR. PRENDERGAST: -- they're not secure. 23 And I have a son and he tells me the same thing John 24 says, and he says they're not secure. The probability 25 is corrupting them. Well, I don't know what good it 116 1 does anybody to corrupt public files, but if they're 2 backed up on a nightly basis -- 3 JUDGE POLLARD: They'll do it if they can. 4 MR. MILAM: We would be willing to put up a 5 bond associated with -- a bond associated with the 6 hacking possibility, so if it was hacked we would pay 7 the County a flat fee of a million dollars, two million, 8 five million, whatever you wanted to do. 9 JUDGE POLLARD: All right, thank you. 10 You're time is up, George. 11 Okay, Mr. Trolinger, would you speak to the 12 issue? What do you think? 13 MR. TROLINGER: Well, as you know after I 14 reviewed the project and the system that I disapproved. 15 I did not approve of this project. There are of course 16 the things you're talking about the cloud basically, we 17 give all our data, the records we have to keep in 18 perpetuity secured, and we give those away, and become 19 someone else's property. We put them in another data 20 center, they're on someone else's server. 21 I think we've talked about the fact that 22 it's very easy to modify records digitally. It's very 23 easy to modify records digitally, and it's very hard to 24 detect because of the nature of the business, and that 25 would be what they're speaking about. That would be my 117 1 number one concern, not that the records are deleted, or 2 they go away, but maybe some number of years later we 3 find a missing volume. Like we're missing a volume now, 4 a paper volume that we need to reprint from our 5 Laserfiche. And it only exists right now on Laserfiche. 6 It must be reprinted immediately and it has not. But we 7 detected that, and we have the backups and the tapes, 8 and we hold them here, and I've got it distributed 9 between three, soon to be four, different locations. 10 It's just as good as it gets. 11 I do agree that the system does have all the 12 right bells and whistles. I've looked at Denton County, 13 and it looks really good. I did research on it. I 14 looked at the various things. I haven't seen the 15 contract, and of course I wasn't invited to do too much 16 more than speak at the end here. But I do want to tell 17 you it looks like the -- what we did when I found out 18 that the County Clerk wanted to replace her software was 19 we asked her existing vendor, you know, how much to get 20 all these same things. How much does it cost for you to 21 put in the different search, and proof the Laserfiche 22 and all these other things. Well, it's less than the 23 first year cost of the system to bring our existing 24 system up to speed. 25 Now, yes, it is old technology, and it's 118 1 very reliable. It's the same technology that the tax 2 office uses, and we just installed that a short while 3 ago, the true automation system. So really, it is not 4 the very newest thing, but it's the state of the art 5 technology as far as the way that the servers, and the 6 data base, and the interface works. 7 So I would recommend that we entertain with 8 our existing vendor putting these features online, and 9 install upgrades versus throwing out the whole system, 10 which is very complex and traverses across many 11 different departments, because not only is Laserfiche in 12 the County Clerk's office and Commissioners' Court, but 13 it's in the Treasurer's office, the Auditor's office, I 14 think we've got connections in three or four other 15 offices that use that system. And it will take all that 16 and throw it away, and we've got to start over with 17 those offices. There's -- and there's a computer 18 problem with replacing the computers and who maintains 19 the actual hardware in the offices, and I don't know 20 what the contract says on this take, but the previous 21 contract said that they're going to come in and put all 22 their computer hardware in. If that's the case, are you 23 putting in new computers in the County Clerk's office? 24 MR. FAUSTO: Yes, Sir, that's correct. We 25 would be responsible for all the hardware and the 119 1 peripherals. 2 MR. TROLINGER: Okay, there's a problem 3 there because our criminal justice system relies on it 4 and we've installed all this in the County Clerk's 5 office that you have to have a minimal background 6 investigation and you'd have to have access to our 7 records, and that system is on each one of these 8 computers. 9 MR. MILAM: All of the ^ counties ^ county's 10 that we are currently installed in currently use your 11 criminal -- your case management system, so we 12 already -- we already do that. They already access that 13 on our system, so that's -- 14 MR. TROLINGER: Right. So they're going to 15 out source the computers and the IT, fine, that's what 16 the County Clerk wants to do, but to install those 17 systems and to have access to those data bases it's up 18 to the Sheriff really. But it's also up to the State on 19 accessing the criminal side of it. 20 So it's not just we're going to put in a new 21 software system and it looks great, it's something that 22 we spent months and months installing and developing, 23 and fixing all of those. When we first put in the other 24 system, but it's also that integration that we enjoy now 25 between the other departments with these different 120 1 systems. And that's why I would insist that we look at 2 upgrading our existing system to meet the requirements 3 that the County Clerk has. 4 COMMISSIONER MOSER: Well, I think John said 5 something that I asked in a general way, what could go 6 wrong? And the internet is one thing. It's the 7 stability that John's just identifying some other 8 potential issues there, so I -- 9 MR. MILAM: Can I -- can I interrupt? 10 COMMISSIONER MOSER: Yeah, just let me 11 finish. It's just when you do a major, major change on 12 something like that, there's got to be more things that 13 can go wrong other than the internet goes down. 14 MR. TROLINGER: Yes, Sir. 15 MRS. BECKY BOLIN: The Laserfiche system I'm 16 not asking to be replaced. The only system that I'm 17 asking to be replaced is eDoc technologies. Laserfiche 18 will still been there for us to be able to put 19 information in and for the other offices to use as much 20 as they want to. And they would still have the option 21 to search the new system from anything from here on out 22 as well. 23 JUDGE POLLARD: What about the security 24 issue with regard to criminal records that John raised? 25 Would somebody address that. 121 1 MR. MILAM: The security issue with regard 2 to what? 3 JUDGE POLLARD: The criminal records 4 shouldn't be available to the public generally. 5 MR. MILAM: Nothing that we touch will have 6 anything to do with your criminal system. So this 7 system won't have any access to that. The work stations 8 themselves will access the servers, based on how you set 9 that -- you set that up. So your criminal system will 10 not change. 11 I do want to address the document handling 12 process. And we didn't do a very good job of describing 13 this earlier. All of our records are backed up in 14 microfilm, so every image is backed up on microfilm, and 15 we have a physical copy of every document. So the 16 problem that you have today, the fact that there is a 17 missing volume is impossible with our system, because we 18 automatically create backup of all that. 19 MR. TROLINGER: The physical volume's on 20 paper. 21 MR. MILAM: The paper's missing? 22 MR. TROLINGER: Yes. 23 MR. MILAM: Well, I don't know how paper 24 went missing. But we create a physical record of every 25 image so that's all available for you at all times. 122 1 JUDGE POLLARD: Thank you. All right, 2 anybody else have any two cents on this? 3 COMMISSIONER LETZ: I guess the biggest 4 concern I have is something that John -- I want to ask 5 John a little bit more on this. We've spent a millions 6 and millions of dollars getting our whole system 7 integrated so that everyone can talk. Did you say that 8 this will impact that? 9 MR. TROLINGER: Yes, I did. But it's not 10 millions of dollars. The first project it was a 11 million-dollar project, but -- 12 COMMISSIONER LETZ: I mean the total thing 13 that we've done. 14 MR. TROLINGER: But all the time it takes, 15 the investment we have, and the developing and getting 16 the system the way it needed to be, it's very expensive 17 to do that, and time, and etc. But the problem with the 18 integration I'm talking about is they want to come in 19 and replace all the computer hardware, the desktops, and 20 it's simply not acceptable for an outside vendor to come 21 in and work on those computers that they're going to put 22 in. That's -- that's probably the biggest problem. 23 And maybe some other County, maybe Denton or 24 someone said, you know, approved that. I don't know the 25 details, but that is a red flag to me if we would do 123 1 that. The Laserfiche system that's on the vendor that 2 manages the eDoc technologies, the licensing, the 3 maintenance, the operation, the data base, is supported 4 by eDoc, so we're basically adding -- we're keeping the 5 old system, and we're going to add the new one, and then 6 now we've got two systems, and that's probably my 7 biggest problem with that is we've got -- now we've got 8 a second, you know, we've got to look in multiple 9 places. 10 MR. MILAM: You have two systems today, you 11 have Laserfiche and eDoc. 12 MR. TROLINGER: And we do have two systems 13 today, and the reason for that is because the eDoc 14 system is to do the daily work, the online records. 15 Gesundheit. 16 MRS. STEBBINS: Thank you. 17 MR. TROLINGER: The online records get 18 uploaded to a separate place, a separate location, a 19 copy, but the reason for Laserfiche is for archiving, 20 because when we did go all electronic my number one 21 concern is we're no longer printing paper, well we're 22 not keeping the paper here anymore, the filings and what 23 not go with the customer, I believe, but we don't 24 have oh, an archive, we don't have microfilm, we don't 25 have microfiche, it's all digital, it really is right 124 1 now. And the Laserfiche system is the archive system. 2 We're supposed to take the records from the eDoc system 3 and archive them over to a separate Laserfiche system. 4 That way we have two separate systems, and it's very 5 difficult to, you know, for both of them to be down at 6 the same time, for security things like that. And that 7 was the initial concept behind which I think works 8 great. But it requires records management and it does 9 require a lot of work. And I think we need to focus in 10 on that. There's a training component also that I'm not 11 going to hit on, but we started some training on the 12 existing systems. And we really need to -- we need to 13 ramp that up, the training for the clerk's office. 14 Sorry if I explained it the long way around, but it 15 does -- there is an integration problem, yes. 16 JUDGE POLLARD: Any further comments? 17 MS. RANEY: My name's Terry Raney, I do work 18 in the clerk's office now. I worked for Kerrville Title 19 Company for over 20 years, so I've worked on it from 20 both sides. And I don't know I might be getting over my 21 head here. But the Laserfiche system from what I 22 understand they will do is they will scan those images 23 into the new system. Because right now, as a title 24 company we have to come here to look at anything that's 25 older than I don't know, maybe the 90's, 1990, 1986, 125 1 something like that. So you have to physically come 2 here and look at those documents if you're looking for 3 something, and they're not easily -- you have to have a 4 volume and page to be able to look at those documents. 5 So right now they're not indexed into the system. So 6 this is really cumbersome. And at that title company 7 we had fiche and film, and we could access it off the 8 internet, but I think with this new system it's going to 9 be such an easier process to be able to get those older 10 documents, and then we'll have the Laserfiche, we'll 11 have it in the cloud, so it's like we could have those 12 documents accessible in two different ways. 13 And as -- I did abstracting so we're always 14 looking for things, and having the ability to search the 15 County records by legal description, to me, is 16 invaluable to an abstractor, because not always do you 17 have everybody's name. Like that one document had 50 18 names on it. At the office at the title company you 19 could look up under a description and find almost every 20 document that's been filed for that particular piece of 21 land. So for the public, for title companies to be able 22 to access those older documents in that way, I think 23 would be a great improvement to the system right now. 24 JUDGE POLLARD: Thank you, Ma'am. 25 MR. TROLINGER: Thanks for that. And that 126 1 is a big missing piece that the archive records from 2 1856 -- actually before 1856 and on were not brought 3 into this online system. It was something that was 4 missed over the past few years after we put that system 5 online in about 2009. The records were not brought into 6 the new system and made available for the public. And 7 the proposal that I talked about earlier from eDoc 8 includes doing that work to have them just do the work 9 since we didn't do it ourselves, so those records will 10 be available to the title companies. And the OCR -- 11 it's a cumbersome process, it takes just a lot of hours, 12 a lot of time to do. 13 JUDGE POLLARD: Sheriff, you got a comment? 14 SHERIFF HIERHOLZER: Yeah. The only thing I 15 guess I'm kind of confused, and I'm a dummy when it 16 comes to computers. But if they're replacing all the 17 computers in the Clerk's Office, Odyssey that we all use 18 and has all our criminal justice stuff is on the 19 computers in the Clerk's office. Now, is it going to be 20 installed on their computers, which that's where I'd 21 have an issue, or is the Clerk's office going to have 22 two separate computers their desk. Because I think if 23 our Odyssey is installed on their computers, they own -- 24 they maintain the computers, then I got issue with 25 security on that computer, okay. And that's our whole 127 1 integrated system is Odyssey. So we would be going to 2 two systems. And then when I want to look up records 3 from my office, am I going to have to go to their 4 system, or is it also going to be in Odyssey and they're 5 going to be putting it in two different systems? 6 MR. MILAM: Technically, there are two 7 things that are going on here. One is that the work 8 stations -- the work stations point to a server. Right 9 now they're going to a server that houses the eDoc 10 system, they point to a server that houses your Odyssey 11 system. That pointing process does not -- would not 12 change with our system. The hardware that is sitting on 13 the desk would be our -- we will provide it to you, but 14 maintaining the ownership and security and all of that 15 we absolutely -- you can handle that however you would 16 like. In fact I suspect that you use the active 17 directory process from Microsoft that's built into their 18 networking process. And it would work exactly the same 19 way as it works today. So accessing those records would 20 be accessible. They'd be accessible the same way that 21 they are accessible today. That wouldn't change. 22 The Laserfiche system, we would convert -- 23 we'll convert anything within Laserfiche that you want 24 and put that into a data base, so that all of that's 25 available. It doesn't mean the Laserfiche needs to go 128 1 away. If you to want maintain Laserfiche and pay for 2 all of that stuff, if it's part of the eDoc system 3 Laserfiche is a separate company, they're a separate 4 vendor. I'd be happy to provide that licensing for you 5 at our cost so there would be no -- we would not provide 6 any profit into that. So we would do that at cost so 7 you could maintain those licenses today. If -- if for 8 some reason you couldn't do that directly -- I think 9 that you could do it directly. 10 JUDGE POLLARD: Does that answer your 11 question, Sheriff? 12 SHERIFF HIERHOLZER: No. 13 JUDGE POLLARD: No? 14 SHERIFF HIERHOLZER: 'Cuz I don't understand 15 half of what they're talking about. I just have -- you 16 know, I just think it needs to be looked at very 17 closely. Kind of like what John says, sometimes I think 18 John gets overboard on it. I like a lot of their search 19 capabilities, I think it could help law enforcement a 20 whole lot. But there are some liabilities, serious 21 liability of records that we have. And are we going to 22 have to go to two different systems, I don't understand 23 that. And I think it needs to be looked at in depth, 24 and I'd like to understand it before we just make a 25 decision. 129 1 JUDGE POLLARD: Help him understand it, 2 guys. 3 MR. MILAM: So one of the things that we 4 could do we could get you in touch with the Sheriff in 5 both Hidalgo and Denton Counties, so they can describe 6 to you how they dealt with these security issues so that 7 they can make sure that you understand that. And we can 8 make all of that available. But the bottom line is that 9 the security for the desktop is controlled by your 10 network in this building. And you use -- you use that 11 directory I'm assuming to secure -- to make those -- 12 COMMISSIONER REEVES: Sir, I think there's a 13 lot of unanswered questions here. And rather than take 14 up the rest of the Court's time on you trying to explain 15 technical, we don't need to make a decision on that. I 16 like what I saw up there. I've read many a deed in my 17 life. I'd love to have something like that when I was 18 reading deeds. I think it's got a very good search 19 program, but there's some answers when our IT is 20 concerned, when our Sheriff's Department is concerned, 21 it's a very great system for our County Clerk and the 22 Court Coordinator. I would suggest we instead of 23 discussing that in here, y'all get together and figure 24 figure out the security part, the legal part, and see if 25 we can't make it work. 130 1 COMMISSIONER MOSER: And come back. 2 COMMISSIONER LETZ: And come back. 3 JUDGE POLLARD: Okay. Thank y'all very 4 much. 5 All right, let's go back to our regular 6 agenda and move along here. 7 JUDGE POLLARD: Let's see, I have 1.6. 8 COMMISSIONER BALDWIN: That's what I have. 9 JUDGE POLLARD: Well, good, we agree on 10 something. 11 COMMISSIONER BALDWIN: Yeah. This is a good 12 thing here. Finally. 13 JUDGE POLLARD: 1.6 consider, discuss and 14 take appropriate action to approve contracts with Kerr 15 Economic Development Corporation, Hill Country 16 Court-Appointed Advocates, CASA in other words, Turtle 17 Creek Volunteer Fire Department, and Elm Pass Volunteer 18 Fire Department, and allow the County Judge to sign 19 same. 20 They're in the agenda package, and I think 21 these are the same contracts and we're extending them. 22 COMMISSIONER BALDWIN: I move for approval. 23 COMMISSIONER MOSER: Second. 24 JUDGE POLLARD: Been moved by Commissioner 25 Baldwin and seconded by Commissioner Moser for approval 131 1 of executing all -- there of all of the contracts 2 exhibited in item 1.6 of the agenda, and authorizes 3 County Judge to sign same. Is there any further 4 discussion comment or question? There being none, those 5 in favor of the motion signify by raising their right 6 hands. It's four zero, unanimous. It passes. 7 All right, let's go to the next one, I think 8 I have is 1.12? 9 COMMISSIONER BALDWIN: 8. 10 JUDGE POLLARD: 8. Missed 8. Consider, 11 discuss and take appropriate action to approve Kerr 12 County job description that was written for new position 13 created under Kerr County Engineering Department. Dawn 14 Lantz. 15 MRS. LANTZ: Almost good afternoon. This is 16 the job description that Charlie Hastings, the County 17 Engineer, would like to have approved so we can go ahead 18 and post the position open starting November first for 19 him to hire December first. 20 COMMISSIONER BALDWIN: Do you recommend it? 21 MRS. LANTZ: Yes, Sir. 22 COMMISSIONER BALDWIN: I so move. 23 COMMISSIONER MOSER: Second. 24 COMMISSIONER REEVES: Second. 25 JUDGE POLLARD: Moved by Commissioner 132 1 Baldwin, and there was a tie for second between 2 Commissioner Moser and Commissioner Reeves, who wants to 3 take it? 4 COMMISSIONER REEVES: He can have it. 5 COMMISSIONER BALDWIN: I'm going to go with 6 Moser. 7 JUDGE POLLARD: Seconded by Commissioner 8 Moser. Any further discussion, comments or questions? 9 If not, those in favor of the motion signify by raising 10 your right hands. It's four zero, unanimous. 11 What's the next one? 1.9 consider, discuss 12 and take appropriate action regarding a project, and the 13 associated request for proposal for installing light 14 emitting diode lighting in Kerr County facilities. 15 Commissioner Moser. 16 COMMISSIONER MOSER: This is to approve the 17 releasing of request for proposal, which we will ask for 18 responses by November the 22nd. The request for 19 proposal has been reviewed by the County Attorney. 20 MRS. STEBBINS: Yes, Sir. 21 COMMISSIONER MOSER: So I move that we 22 release the request for proposal and get bids in. And 23 open those on November 28th in Commissioners' Court. 24 And it will not be a commitment on anything; it's to 25 look at the potential for companies to what they would 133 1 charge us to do. It'll be based on a system that looks 2 at all the lighting that we have, that's delineated in 3 the RFP. So everybody's looking at the same set of 4 requirements, and then we will have each one of the 5 proposers that we've down selected to, and perhaps all 6 of them, come in and make a presentation on what they 7 would do, because -- 8 COMMISSIONER BALDWIN: Second. 9 JUDGE POLLARD: Been moved and seconded. 10 Moved by Commissioner Moser, seconded by Commissioner 11 Baldwin to release the RFP for installing light emitting 12 diode lighting in the Kerr County facilities. Is there 13 any further questions or comments? 14 COMMISSIONER LETZ: Question. 15 JUDGE POLLARD: Go ahead. 16 COMMISSIONER LETZ: Relating to the Way 17 Company, I think is the name of the outfit earlier 18 today, said they could submit a proposal for the 19 lighting only, if they wanted to be involved? I mean 20 they could possibly do more, or we could reject -- I 21 mean -- they're not -- we're not getting numbers, or are 22 we getting numbers in -- 23 COMMISSIONER MOSER: We're going to get 24 numbers based on a given set of requirements from the 25 proposer, and their warranties and the types of lighting 134 1 that they would use. Now, if Way Company wants to come 2 in and look at that, and say yeah we agree with that on 3 what our basis is, if they want to do an independent 4 assessment they're welcome to do that. Is that fair? 5 MR. DUNLAVY: Well, certainly it's fair. 6 The question I guess I'd have would be within the RFP, 7 typically you're going to have a price for the work 8 that's being performed, or with the unit price, or your 9 pricing over all. But what's missing is what available 10 energy savings are there and how that may be utilized 11 for the -- 12 COMMISSIONER MOSER: That will be 13 delineated. That will be delineated in their proposal. 14 What they see, and what their system will do, and some 15 of these companies I think are going to also propose a 16 type of financing, you know, that anyway -- I'm not 17 going to disclose what they're talking to me about. But 18 that'll be part of their proposal. 19 COMMISSIONER LETZ: So we could submit with 20 it, or we could work with them if they so chose. 21 COMMISSIONER MOSER: If they so choose to 22 respond to the RFP. 23 COMMISSIONER REEVES: Jody, is there enough 24 time within the RFP to do the publication? 25 MRS. GRINSTEAD: Yes. 135 1 COMMISSIONER MOSER: Jody created the 2 schedule. 3 COMMISSIONER REEVES: All right. 4 JUDGE POLLARD: Those in favor of the motion 5 signify by raising their right hands. It's four zero, 6 unanimous. All right, what's next? 7 COMMISSIONER LETZ: 12. 8 COMMISSIONER REEVES: Do you want to recall 9 10? 10 COMMISSIONER LETZ: Let's do 10 first. 11 COMMISSIONER REEVES: Recall item 1.10. 12 JUDGE POLLARD: All right, let's recall item 13 1.10, which was request for proposals of panelfold door 14 at the Hill Country Youth Event Center. And said we'd 15 vote later. 16 COMMISSIONER LETZ: I make a motion that we 17 accept the proposal from Huser construction for a 18 $134,933.00 subject to negotiating contract for those 19 services, and that contract will include a timetable -- 20 COMMISSIONER REEVES: For completion. 21 COMMISSIONER LETZ: -- for completion within 22 the schedule provided by the County. 23 COMMISSIONER REEVES: I'll second that. 24 JUDGE POLLARD: Been moved by Commissioner 25 Letz and seconded by Commissioner Reeves in regard to 136 1 item 1.10 of the agenda to accept the panelfold bid 2 by -- one bid submitted for the panelfold door at the 3 Hill Country Youth Event Center to be negotiated with 4 the -- with the only proposal. 5 COMMISSIONER LETZ: Huser Construction. 6 JUDGE POLLARD: Huser Construction Company. 7 Any further discussion or comments or questions? 8 MRS. STEBBINS: May I ask a question? Are 9 you authorizing the award of the contract authorizing 10 the Judge to sign the contract, or we going to bring 11 that back to you? 12 COMMISSIONER LETZ: No. Just authorized to 13 sign. Once the dollar amount, we just have to -- I 14 would say that either Commissioner Reeves or myself need 15 to look at it as well. But it's approved from our 16 standpoint. 17 MRS. STEBBINS: Generally with Huser it's a 18 standard agreement that we've had and I've reviewed 19 everything that they generally have submitted before. 20 COMMISSIONER BALDWIN: Installation time? 21 COMMISSIONER LETZ: We're looking at that. 22 The biggest hiccup could be is getting the door built 23 and delivered. We would like it done in December 10th 24 to the 30th. 25 COMMISSIONER REEVES: We said 10th through 137 1 the 21st. 2 COMMISSIONER LETZ: So we can eat in there. 3 But subject to -- Huser can't control when the door is 4 manufactured. It's just delayed a couple weeks. We 5 just need the flexibility to block out a time when that 6 facility is not being used. And it'll take about a week 7 to actually install it once it arrives. 8 COMMISSIONER BALDWIN: Are you saying if you 9 don't have the door we can't eat there? 10 JUDGE POLLARD: Don't say that to 11 Commissioner Baldwin. He's going to eat. 12 COMMISSIONER LETZ: Anyway, we'll work with 13 them on the timetable. 14 JUDGE POLLARD: All right, those in favor of 15 the motion signify by raising your right hands. It is 16 four zero, unanimous. 17 Now we go to 1.12 consider, discuss and take 18 appropriate action on authorizing payment for data plan 19 to be implemented with feral hog trapping systems, funds 20 to be paid from County Hog Out Management Program, also 21 known as CHOMP. Commissioner Reeves. 22 COMMISSIONER REEVES: Yes, Sir, last meeting 23 we approved the purchase of gates and cameras. At that 24 time, we did not approve payment of the cell and data 25 plan service through AT&T because they were wanting a 138 1 credit card put on file and I didn't want to put a 2 credit card of the county's on file, so this will be 3 able to purchase three one-year subscriptions, one for 4 each camera at the rate of 25 dollars a month, per 5 camera. Total expenditure 9 hundred dollars, which will 6 be paid for out of the grant, and I move for approval. 7 COMMISSIONER LETZ: Second. 8 JUDGE POLLARD: Been moved by Commissioner 9 Reeves, seconded by Commissioner Letz to approve the -- 10 authorize the payment for data plan to be implemented 11 for the feral hog trapping systems with CHOMP. 12 JUDGE POLLARD: Any further comment or 13 questions? There being none, those in favor signify by 14 raising their right hands. It's four zero, unanimous. 15 It passes. 16 That leaves us, I believe, down to executive 17 session items. Except for the added stuff on the 18 agenda. 19 JUDGE POLLARD: 1.19 consider, discuss and 20 take appropriate action on authorization of filling 21 vacant positions at the Kerr County Juvenile Detention 22 Facility, budgeted position. Mr. Davis. 23 MR. DAVIS: Good morning, Your Honor, 24 Commissioners. We have one part time employee, female 25 that is leaving. We would like to fill that position. 139 1 It is a budgeted position. We also in December will 2 have an upcoming -- one of our supervisors is leaving, 3 and we would like to promote one of our line officers to 4 supervisor. That would create a hole for our line 5 officer, so I'd like to take one of our part timers, 6 move that to a full-time position to fill that hole and 7 then hire one new part- time male. 8 Effectively what I'm doing is just moving 9 people up. We would be hiring two new part timer's, and 10 one pretty quickly, and then probably in December or 11 January. These are done budgeted positions. 12 COMMISSIONER MOSER: Move for approval. 13 COMMISSIONER REEVES: Second. 14 COMMISSIONER BALDWIN: Second. 15 JUDGE POLLARD: Been moved by Commissioner 16 Moser, seconded by Commissioner Reeves, for a party to 17 fill the vacant positions of the Kerr County Juvenile 18 Detention Facility as described by Mr. Davis. Any 19 further discussion, question or whatever? There being 20 none, those in favor signify by raising their right 21 hand. It's four zero, unanimous. 22 We now going to pay the bills and all that. 23 COMMISSIONER LETZ: Judge, I move to pay the 24 bills. 25 COMMISSIONER MOSER: Second. 140 1 JUDGE POLLARD: Been moved by Commissioner 2 Letz, seconded by Commissioner Moser to pay the bills as 3 submitted. Any further comment or question? There 4 being none, those in favor of the motion signify by 5 raising their right hand. All the bills are paid. It's 6 unanimous. It passes. 7 4.2 -- 8 COMMISSIONER LETZ: And just for 9 clarification that includes the 15-16 budget, and the 10 current year budget. 11 MRS. DOSS: Yes, Sir. They were separated 12 out in your package. 13 JUDGE POLLARD: 4.2 budget amendments. 14 MRS. DOSS: We have two budget amendments. 15 COMMISSIONER LETZ: What are out of County 16 fees? 17 MRS. DOSS: That is a new -- for juvenile. 18 It is a new fee that we have -- the County has to pay. 19 COMMISSIONER LETZ: Move for approval. 20 COMMISSIONER REEVES: Second. 21 JUDGE POLLARD: Been moved by Commissioner 22 Letz, seconded by Commissioner to approve the budget 23 amendments as submitted. Any further questions, 24 comments? There being none, those in favor signify by 25 raising your right hands. Mr. Moser. 141 1 COMMISSIONER MOSER: I was using the other 2 one. 3 JUDGE POLLARD: All right, it's four zero, 4 unanimous. It passes. 5 4.3 late bills. 6 MRS. DOSS: Yes, Sir. The first section is 7 for '15-'16. And the next section is for '16-'17. 8 COMMISSIONER LETZ: Move that we approve 9 both sections. Both '15-'16, and '16-'17 late bills. 10 COMMISSIONER REEVES: Second. 11 JUDGE POLLARD: Been moved by Commissioner 12 Letz, seconded by Commissioner Reeves to approve the 13 late bills for both '15-'16 budget year as well as 14 '16-'17. Is there any further discussion or questions? 15 COMMISSIONER BALDWIN: I'm going to point 16 out on the '16-'17 on that second page, we laughed about 17 the CHOMP part. The program's called Swine Swatter. 18 JUDGE POLLARD: That's too long. I like 19 CHOMP better. 20 COMMISSIONER BALDWIN: Well, CHOMP'S part of 21 it. 22 COMMISSIONER REEVES: The CHOMP'S the grant, 23 and the gate is the Swine Swatter. 24 COMMISSIONER BALDWIN: Doesn't get any 25 better than that. 142 1 JUDGE POLLARD: All right, those in favor of 2 the motion signify by raising your right hand. Four 3 zero, unanimous. It passes. 4 Next is approve and accept monthly reports. 5 COMMISSIONER REEVES: Yes, Sir. I have two 6 of them both for September, 2016. J.P. Precinct 4 7 monthly report, and County Treasurer's report for the 8 month of September, 2016. Move to approve reports and 9 sign as needed. 10 COMMISSIONER LETZ: Second. 11 JUDGE POLLARD: Been moved by Commissioner 12 Reeves, seconded by Commissioner Letz to approve the two 13 reports recited by Commissioner Reeves and accept those 14 monthly reports and approve as whatever's necessary to 15 do that. Any further comment or question? If not, 16 those in favor of the motion signify by raising their 17 right hand. It's four zero, unanimous. 18 4.5 Auditor's reports. 19 MRS. DOSS: None. 20 JUDGE POLLARD: None, thank you very much. 21 5.1 reports from commissioners, liaison 22 committee assignments, as per attachment. 23 COMMISSIONER BALDWIN: Negative. 24 COMMISSIONER MOSER: Nothing. 25 JUDGE POLLARD: Nothing. 143 1 COMMISSIONER LETZ: Nothing. 2 COMMISSIONER REEVES: Nothing. 3 JUDGE POLLARD: Nothing. We go on to 4 reports from elected officials, department heads. 5 Anybody? 6 SHERIFF HIERHOLZER: Five seconds, Judge. I 7 know I'm hungry, too. Just to let you know, we're 8 currently housing 13 inmates out of county at a cost of 9 right at 500 dollars a day. That's not counting 10 medical. 11 JUDGE POLLARD: On that subject the one 12 year -- you brought your report into the Commissioners' 13 Court and the media picked it up and took it out. Some 14 of the District Judges came down and reacted to that 15 somewhat. I think they're going to want to appear 16 before Commissioners' Court, and tell the rest of the 17 story as they call it at sometime, so anyway just a 18 little note. All right. 19 SHERIFF HIERHOLZER: I can make sure the 20 media gets a copy every week, Judge. Doesn't bother me. 21 JUDGE POLLARD: All right. Yes. 22 MR. TROLINGER: Briefly, Commissioner Reeves 23 left, but I wanted to let y'all know that the phone line 24 for the ATM will be in on November first and I'll get 25 with the treasurer to arrange that. But I think we'll 144 1 have the ATM pretty quick for the exhibit hall. I know 2 there's a lot going on, I wanted to get in right away. 3 JUDGE POLLARD: Okay, any other reports from 4 officials or department heads? 5 There being none let's move on to reports 6 from boards, commissions and committees. Anyone? 7 City, County joint projects or operations 8 reports, or other. 9 There being none, we're going to go into 10 closed session. 11 (EXECUTIVE SESSION.) 12 (Open Session Resumes.) 13 JUDGE POLLARD: All right, we're back in 14 open session. It's now about 20 minutes to 1 p.m. on 15 October 24th, 2016, and I think there's one action that 16 needs to be taken as a result of the executive session, 17 and it has to do with the sale of property down in 18 Center Point. 19 COMMISSIONER MOSER: Let me make a motion. 20 I make a motion that we put up for sale the four tenths 21 of an acre located on Center Point River Road in Center 22 Point, for bid. And that that bid be submitted to the 23 County Clerk no later -- those bids be submitted no 24 later than four p.m. Friday, December the 9th. 25 COMMISSIONER REEVES: A sealed bid as 145 1 outlined in the process that we've approved previously 2 in this Court. 3 COMMISSIONER MOSER: Precisely. 4 COMMISSIONER REEVES: Second. 5 COMMISSIONER BALDWIN: Does that include the 6 two check issue? 7 MRS. STEBBINS: Fix the paper. 8 JUDGE POLLARD: All right, it's been moved 9 by Commissioner Moser, and seconded by Commissioner 10 Reeves, to advertise the property for sale and ask for 11 sealed bids, in accordance with the procedure as 12 described in our usual procedure. And is there any 13 further discussion, comments or questions? There being 14 none, those in favor of the motion signify by raising 15 their right hand. It's four zero, unanimous. Thank 16 you. 17 Is there any other business? 18 MRS. STEBBINS: No, Sir. 19 JUDGE POLLARD: This meeting is adjourned. 20 Thank you very much. 21 * * * * * * 22 23 24 25 146 1 STATE OF TEXAS * 2 COUNTY OF KERR * 3 I, DEBRA ELLEN GIFFORD, Certified Shorthand 4 Reporter in and for the State of Texas and Official 5 Reporter for Kerr County Commissioners' Court, do hereby 6 certify that the above and foregoing pages contain and 7 comprise a true and correct transcription of the 8 proceedings had in the above-entitled Commissioners' 9 Court Regular Meeting. 10 Dated this the 15th day of November, A.D. 11 2016. 12 13 /s/DEBRA ELLEN GIFFORD Certified Shorthand Reporter 14 No. 953 Expiration Date 12/31/2016 15 * * * * * * 16 17 18 19 20 21 22 23 24 25