1 1 2 3 KERR COUNTY COMMISSIONERS' COURT 4 Special Session 5 Thursday, October 18, 2018 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 HARLEY BELEW, Commissioner Pct. 1 24 JONATHAN LETZ, Commissioner Pct. 3 BOB REEVES, Commissioner Pct. 4 25 2 1 I-N-D-E-X 2 NO. PAGE 3 1.1 Pay Bills. 3 4 1.2 Budget Amendments. 4 5 1.3 Late Bills. 4 6 1.4 Approve Payroll. 5 7 1.5 Consider, discuss and take appropriate 6 action to solicit Resumes or Expressions 8 of Interest from individuals desiring to be appointed as Kerr County Tax Assessor 9 to fill the unexpired term. 10 1.6 Consider, discuss and take appropriate 8 action to approve and authorize the 11 competitive bid publication and bid specification documents relating to 12 requesting competitive bids for two(2) Animal Control vehicles, one(1) Constable 13 vehicle, and one(1) Ag Extension vehicle. 14 1.7 Consider, discuss and take appropriate 15 action to permit posting of position in 15 County Attorney's office. 16 1.8 Consider, discuss and take appropriate 17 action for Commissioners' Court approval 17 to fill a budgeted open position in the County Clerk's office. 18 *** Adjournment. 18 19 *** Reporter's Certificate. 19 20 * * * * * * 21 22 23 24 25 3 1 JUDGE POLLARD: It's October the 18th, 2018. 2 It's 9 a.m. Kerr County Commissioners' Court is in 3 session. This is a special bill pay session today. 4 We'll get right to it. Item 1.1 pay the bills. 5 MRS. DOSS: Yes. The first packet of bills 6 is for Kerr County fiscal year 17-18, total is 7 $15,722.76. The next packet is for Kerr County fiscal 8 year 18-19, total is $37,309.86. And the next packet 9 is -- are for separate governing boards. Airport total 10 FY 18-19 is $745.59. Adult probation FY 18-19 11 $4,768.30. Juvenile Probation FY 17-18 $27,890.39. 12 Juvenile Probation FY 18-19 $282.95. Fund 95, which is 13 the 198th chapter 59, after forfeiture, $1,291.28. And 14 fund 95 FY 18-19 is $1,631.00. 15 COMMISSIONER REEVES: I make a motion to pay 16 the bills, and approve the Treasurer's disbursements as 17 outlined by the County Auditor. 18 COMMISSIONER BELEW: Second. 19 JUDGE POLLARD: Been moved by Commissioner 20 Precinct 4, seconded by Commissioner Precinct 1 to 21 approve the bills and item 1.1 of the agenda package as 22 set forth by the County Auditor and to approve the 23 Treasurer's disbursements as included in that budget in 24 the agenda package. Is there any further discussion? 25 There being none, those in favor of the motion signify 4 1 by raising their right hands. It's three zero, 2 unanimous. 3 Let the record reflect that Commissioner 4 Precinct 2, Mr. Moser, is not here today. Everybody 5 else is here. 6 Item 1.2 budget amendments. 7 MRS. DOSS: Yes, Sir, we have two budget 8 amendments. The first one is we are realigning some 9 expenses for the Judicial District expenses split 10 between the two District Courts and the County Court at 11 Law, and we didn't have enough in one department so 12 we're moving it from the other departments. 13 The next one is to set up the UGRA/Kerr 14 County Interlocal Agreement for hog bounties. 15 COMMISSIONER LETZ: Move for approval of the 16 budget amendments. 17 COMMISSIONER REEVES: Second. 18 JUDGE POLLARD: Been moved by Commissioner 19 Precinct 3, seconded by Commissioner Precinct 4 to 20 approve the budget amendments as included in item 1.2 of 21 the agenda package. Is there any further discussion? 22 There being none, those in favor signify by raising your 23 right hand. It's three zero, unanimous. One 24 abstention, myself. 25 1.3 late bills? 5 1 MRS. DOSS: Yes. There's five late bills 2 totalling $503.09. 3 COMMISSIONER LETZ: Move to pay the late 4 bills. 5 COMMISSIONER BELEW: Second. 6 JUDGE POLLARD: Been moved by Commissioner 7 Precinct 3, seconded by Commissioner Precinct 1 to pay 8 the late bills, five of them, they're included in the 9 agenda package under item 1.3. Is there any further 10 discussion? There being none, those in favor signify by 11 raising your right hands. It's three zero, unanimous. 12 One abstention, myself. 13 1.4 approve payroll. 14 MRS. DOSS: The total payroll for 15 disbursement tomorrow is $541,961.24. 16 COMMISSIONER BELEW: A lot of money. I move 17 that we pay the payroll. 18 COMMISSIONER REEVES: Second. 19 JUDGE POLLARD: Moved by Commissioner 20 Precinct 1, seconded by Commissioner Precinct 4 to 21 approve the payroll as submitted as item 1.4 of the 22 agenda package. Is there any further comment or 23 discussion? There being none, those in favor signify by 24 raising your right hands. It's three zero, unanimous. 25 One abstention, myself. 6 1 COMMISSIONER REEVES: Judge, before you call 2 the next item, I'm going the recuse myself and step out. 3 JUDGE POLLARD: All right. Let the record 4 reflect that Commissioner Precinct 4 has excused himself 5 from the courtroom prior to the calling of item 1.5 on 6 the agenda package. I'll now call item 1.5 consider, 7 discuss and take appropriate action to solicit resumes 8 or expressions of interest from individuals desiring to 9 be appointed as Kerr County Tax Assessor to fill the 10 unexpired term. 11 All right, it's time to make it known that 12 we want to solicit those -- 13 COMMISSIONER LETZ: And to give, I think, a 14 deadline as to when they need to be submitted by. And I 15 think -- do we not have the 29th as a special meeting we 16 set -- 17 MRS. GRINSTEAD: We talked about setting it 18 on the 29th. 19 COMMISSIONER LETZ: -- to interview, go over 20 it. So I would recommend that -- I'll make a motion 21 that we set the deadline for October 26th at 5 p.m. -- 22 October 25th at 5 p.m. That'll give us one day to look 23 at them and schedule -- 24 COMMISSIONER BELEW: Before the meeting. 25 COMMISSIONER LETZ: It's a little bit tight. 7 1 Say that again. 2 COMMISSIONER BELEW: You're saying the 3 25th -- 4 COMMISSIONER LETZ: Well, if we're going to 5 go through the Resumes or review them and maybe 6 interview them on the 29th, I would say the 25th. And 7 it'll give us a pretty short time framework, but I don't 8 know how many people will apply. We could schedule on 9 the 26th and have them here on the 29th. So I'd say 5 10 p.m. have them turned into Jody or into -- Heather, 11 should they go to Jody, or to HR? 12 MRS. STEBBINS: I think they usually go to 13 HR, so I would just follow the normal course of things. 14 COMMISSIONER LETZ: I'll make a motion that 15 any individual interested in being appointed to the Kerr 16 County Tax Assessor position have their information in 17 to the HR Department by 5 p.m., October 25th. 18 COMMISSIONER BELEW: Second. 19 JUDGE POLLARD: Been moved by Commissioner 20 Precinct 3, seconded by Commissioner Precinct 1 21 requiring anybody interested in being appointed to the 22 Kerr County Tax Assessor position have their information 23 in to the HR Director on or before 5 p.m. on October 25, 24 2018. Is there any further discussion? There being 25 none, those in favor of the motion signify by raising 8 1 your right hands. It's three zero, unanimous. One -- 2 COMMISSIONER LETZ: And on that -- Dawn, if 3 you could make sure that Mr. Trolinger gets this posted 4 on our website, and maybe put an announcement on the 5 bulletin board. I know we normally don't do that, but 6 it's just a short period of time, and maybe send a press 7 release to the two papers -- or three papers in the 8 County. I wouldn't -- I don't know that we need to 9 advertise them in the short time framework, but I think 10 we just send them a notice of it. They should -- it's a 11 newsworthy story, and they should run a story about 12 that, and that should be sufficient. 13 And I guess the other question, I presume, 14 there's some sort of a -- post it on TAC as well. 15 JUDGE POLLARD: All right, let's go to item 16 1.5 -- I'm sorry, 1.6 consider, discuss and take 17 appropriate action to approve and authorize the 18 competitive bid publication and bid specification 19 documents relating to requesting competitive bids for 20 two(2) animal control vehicles, one(1) Constable 21 vehicle, and one(1) Ag Extension vehicle. Brenda Doss. 22 MRS. DOSS: Yes. I have provided a copy of 23 this. The first page is actually the publication that 24 would be placed in the newspaper, and I have estimated 25 publication dates down at the very bottom. I have this 9 1 on Word, this is just a draft, it can be edited. I have 2 Jody Grinstead and Commissioner Reeves as the contacts, 3 but I can change that if need be. 4 COMMISSIONER LETZ: Do we need to advertise 5 it three times? 6 MRS. DOSS: Twice is, I think, all that's 7 really required. 8 COMMISSIONER LETZ: I would say twice is 9 sufficient, because these advertisements in papers are 10 expensive. 11 MRS. DOSS: Yeah, they are. 12 COMMISSIONER LETZ: And I'd probably do, you 13 know -- when are bids due back? 14 MRS. DOSS: The 20th of November. 15 COMMISSIONER LETZ: The 20th of November. 16 Either of those two days. I'd probably go with the -- 17 JUDGE POLLARD: Publishing it twice, will 18 that comply with the requirements of law, Heather? 19 MRS. STEBBINS: Yes, Sir. 20 COMMISSIONER BELEW: Now, my question is why 21 are we doing this with these when we don't always do 22 this with vehicles? 23 COMMISSIONER REEVES: That's on me, 24 Commissioner. I felt that with the number of vehicles 25 that we're buying at one time, it was going to push it 10 1 over the 50 thousand mark. In addition, the Sheriff 2 normally goes through a BuyBoard, GovDeals, whatever 3 you'd like to refer, because those are all police 4 package vehicles; not just standard, you know, off the 5 lot. Where these are going -- even though one's a 6 Constable vehicle, the Constables don't have the extra 7 cooling package and stuff like that, so I felt while we 8 may end up going with BuyBoard or something where we 9 wouldn't have to do bids, I feel like giving the local 10 dealerships the opportunity for the bids, and this would 11 be a good practice. 12 COMMISSIONER BELEW: Okay. 13 MRS. DOSS: And the bids have been made in 14 the Animal Control, and the Constable, and Ag Extension 15 had gotten quotes, and so it's based on the quotes that 16 they had obtained, so that also can be revised, if the 17 Court chooses to revise. 18 COMMISSIONER BELEW: But it has to be the 19 whole package? 20 COMMISSIONER REEVES: That -- 21 COMMISSIONER BELEW: These can't be broken 22 out. 23 MRS. DOSS: Yes. It's on per unit price, so 24 a dealer could just bid on one unit if they wanted to. 25 COMMISSIONER REEVES: But the total cost -- 11 1 COMMISSIONER BELEW: But that won't exceed 2 the total cost that you're talking about. 3 COMMISSIONER REEVES: But for the entire -- 4 and correct me if I'm wrong, Counselor, but for the 5 entire -- since we're purchasing that many vehicles, 6 it's kindly hard to pick and choose, isn't it? I mean 7 not pick and choose, but it's hard to -- I think we 8 would be circumventing bid process if we bought one from 9 the Chevrolet dealership, two from the Dodge dealership, 10 and one from the Ford in order to get around bidding. 11 MRS. STEBBINS: If we're buying sort of a 12 fleet, which is what it sounds like, that many cars at 13 one time, I think it's safer to do the bids this way, 14 and if the Chevrolet dealership wants to bid on two, and 15 the Ford wants to bid on two, and we accept those bids 16 from various places, then I think that we're just 17 protecting Kerr County by doing it this way. 18 COMMISSIONER BELEW: Well, if they go out as 19 a package for protection of the County, then they oughta 20 come back in as a package. The opposite should be 21 conversely, it should be the same thing. If you're 22 going to say that it reaches a certain threshold, 23 monetary threshold, and therefore it has to be bid then 24 that has to stay in tact in my mind, you can't piecemeal 25 it out, does that make sense? 12 1 COMMISSIONER REEVES: It makes sense. I 2 tend to disagree, because I think that at least we're 3 getting bids in an individual section. And correct me 4 if I'm off base. 5 MRS. STEBBINS: I think that you're right, 6 but I also think that we do this in other ways. You 7 know there -- and I'll talk about Road & Bridge and 8 maybe I'm not going to use the right things, but there 9 are some companies that will bid on particular oil or 10 rock or whatever, and they'll -- we'll get bids, we'll 11 accept the bids on some of those things from one company 12 and some of things from another, so it's similar to 13 this. 14 COMMISSIONER BELEW: Okay. 15 COMMISSIONER REEVES: And I think at least 16 with the bids, we know we're getting the best price we 17 can. 18 COMMISSIONER LETZ: It also goes if you look 19 at the construction projects, and this is similar to 20 that. If you're doing a remodel of downstairs, we may 21 oversee it ourselves. We have to bid it even though 22 each component may be less than 50 thousand, we still 23 have to bid each component. 24 COMMISSIONER BELEW: Because the overall 25 cost. 13 1 COMMISSIONER LETZ: Because the project cost 2 exceeds the limit. 3 COMMISSIONER REEVES: But we may go with 4 Electrician A and Plumber B, and you know partner 5 Company C. 6 COMMISSIONER LETZ: And that's why we 7 usually hire a general contractor, so we don't have 8 to -- 9 JUDGE POLLARD: Brenda, don't the bid 10 package specify that it could be bid each individual 11 unit? 12 MRS. DOSS: Yes. 13 JUDGE POLLARD: I think that the package 14 specification says you can do it the way described. 15 MRS. DOSS: Yes. And it says this will be 16 calculated on a per vehicle basis. It says that in the 17 publication and also in the bid packet document. 18 COMMISSIONER REEVES: And I will point out 19 that three of the vehicles will be traded in, that being 20 Constable Precinct 2's existing vehicle, two vehicles 21 from Animal Services, and if you'll recall we talked in 22 the budget workshop to retain the Extension Office 23 pickup to provide another fleet vehicle for the 24 courthouse, and we might even get rid of that old Taurus 25 that is very seldom used and not really out of town 14 1 worthy for travel. 2 MRS. DOSS: And included in the document, 3 they can also give us a price for the trade-ins if 4 they -- 5 COMMISSIONER REEVES: If they so desire. 6 MRS. DOSS: Yes. I have you as a contact 7 person if they want to come look at the vehicles, so 8 they'll have to call you and you set up an appointment 9 to look at the vehicle. 10 COMMISSIONER REEVES: Sure. 11 JUDGE POLLARD: All right. If there are no 12 further questions, is there a motion? 13 COMMISSIONER REEVES: I make a motion to 14 approve the specifications for the bid for the vehicles 15 being one Ford Expedition -- I'm sorry. The four 16 vehicles outlined -- I can't find the list of them. 17 JUDGE POLLARD: In item 1.6? 18 COMMISSIONER REEVES: Yes, Sir. 19 JUDGE POLLARD: Is there a second? 20 COMMISSIONER BELEW: Second. 21 JUDGE POLLARD: It's been moved by 22 Commissioner Precinct 4, seconded by Commissioner 23 Precinct 1 to approve agenda item 1.6, and that is to 24 approve the bid specification documents relating to the 25 requesting of competitive bids for two Animal Control 15 1 vehicles, one Constable vehicle and one Ag Extension 2 vehicle as recommended in the agenda package. Is there 3 any further comment or discussion? There being none, 4 those in favor of the motion signify by raising your 5 right hands. It's three zero, unanimous. One 6 abstention myself. 7 Item 1.7 consider, discuss and take 8 appropriate action to permit posting of position in 9 County Attorney's office. Heather Stebbins. 10 MRS. STEBBINS: I'd just like to post a 11 position for the Second Assistant County Attorney, and 12 ask your permission to do that. 13 COMMISSIONER REEVES: So it will be the 14 Number 2 Assistant -- the second Assistant County -- 15 MRS. STEBBINS: Oh, it will be the third 16 assistant, but it will be -- it's just named that. I 17 had Senior Assistant County Attorney, and Assistant 18 County Attorney 1, and now Assistant County Attorney 2. 19 So Joe's the senior, and then Abby and then whoever we 20 bring on next, that can help really serve in a criminal 21 capacity in our office. 22 COMMISSIONER REEVES: As we outlined in the 23 budget workshop? 24 MRS. STEBBINS: Yes. It is a budgeted 25 position. 16 1 JUDGE POLLARD: Joe is senior in a lot of 2 respects, physically, too. 3 MRS. STEBBINS: Yes. 4 JUDGE POLLARD: I mean he's an imposing 5 character. 6 MRS. STEBBINS: He is an imposing character. 7 He takes good care of what he does in that office. 8 JUDGE POLLARD: All right, is there a 9 motion? 10 COMMISSIONER BELEW: I'll make the motion -- 11 MRS. STEBBINS: Thank you. 12 COMMISSIONER BELEW: -- to allow the posting 13 of the position for County Attorney's Office as 14 presented. 15 COMMISSIONER REEVES: Second. 16 JUDGE POLLARD: Been moved by Commissioner 17 Precinct 1, seconded by Commissioner Precinct 4 to 18 approve and permit the posting of the position in the 19 County Attorney's Office for another Assistant County 20 Attorney. 21 MRS. STEBBINS: Thank you so much. 22 JUDGE POLLARD: And it's well -- it's 23 needed, I can tell 'ya. No question. They're 24 overworked down there, and they've be needing it a long 25 time. 17 1 MRS. STEBBINS: Thank you. 2 JUDGE POLLARD: All right, is there any 3 further comment or discussion? If not, those in favor 4 of the motion signify by raising your right hands. In 5 view of my position, it's four zero, unanimous, okay? 6 All right. My pleasure to join in that motion. 7 All right, is there any further business for 8 the Commissioners' Court today? 9 COMMISSIONER LETZ: 1.8. 10 COMMISSIONER BELEW: We have 1.8. 11 JUDGE POLLARD: All right, 1.8 consider, 12 discuss and take appropriate action for the 13 Commissioners' Court approval to fill a budgeted open 14 position in the County Clerk's office. 15 COMMISSIONER REEVES: Judge -- 16 JUDGE POLLARD: Anita can't be here today? 17 COMMISSIONER REEVES: I don't believe she 18 could be here. And plus, I'd like to place this on 19 Monday's agenda under an executive session, because 20 there may be some discussion of employees in their 21 positions by name, so if we can move this to Monday and 22 place it on the agenda for executive session, if it's 23 okay with the Court. 24 JUDGE POLLARD: I think that's appropriate. 25 Everybody agree? 18 1 COMMISSIONER LETZ: Yes. 2 JUDGE POLLARD: All right, so we may take no 3 action now and add it to the agenda, the next agenda. 4 All right, is there any further business for 5 the Commissioners' Court? There being none, we're 6 adjourned. Thank you very much. 7 * * * * * * 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 19 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 Court Reporter in and for Kerr County, do hereby certify 6 that the above and foregoing pages contain and comprise 7 a true and correct transcription of the proceedings had 8 in the above-entitled Commissioners' Court. 9 Dated this the 23rd day of October, A.D. 10 2018. 11 12 /s/DEBRA ELLEN GIFFORD Certified Shorthand Reporter 13 No. 953 Expiration Date 12/31/2018 14 * * * * * * 15 16 17 18 19 20 21 22 23 24 25