1 1 2 3 KERR COUNTY COMMISSIONERS' COURT 4 Regular Session 5 Monday, July 25, 2022 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: ROB KELLY, Kerr County Judge HARLEY BELEW, Commissioner Precinct 1 24 JONATHAN LETZ, Commissioner Precinct 3 DON HARRIS, Commissioner Precinct 4 25 2 1 I-N-D-E-X 2 NO. PAGE 3 *** Visitor's Input. 5 4 *** Commissioner's Comments. 7 5 1.1 Update regarding SWBC supplemental insurance 9 options and rates. 6 1.2 Consider, discuss and take appropriate 11 7 action to add the Juneteenth federal holiday (Monday, June 19th, 2023) to the existing 8 county holiday schedule for FY-23. 9 1.3 Consider, discuss and take appropriate 17 action to approve the County payroll schedule 10 for FY 2022-23 based on court-approved county holidays. 11 1.4 Consider, discuss and take appropriate 18 12 action to approve a contract with Bexar Financial Equipment Services for ATM machine 13 located at the courthouse, and have County Judge sign same. 14 1.5 Consider, discuss and take appropriate 19 15 action to authorize a nominating committee to seek nominations and submit an application 16 to the Kerrville Chamber of Commerce for a county employee to participate in the Kerr 17 County Leadership Class in 2022-23. Application fee to be paid out of the current 18 year's budget. 19 1.6 Consider, discuss and take appropriate 20 action to apply for a "County Feral Hog 20 Grant." 21 1.7 Consider, discuss and take appropriate 22 action to form the Sexual Assault Recovery 22 Team (SART) Committee. 23 1.8 Consider, discuss and take appropriate 32 action to surplus printer. 24 1.9 Consider, discuss and take appropriate 32 25 action to update job description for Human Resources Department Director. 3 1 I-N-D-E-X 2 NO. PAGE 3 1.10 Consider, discuss and take appropriate 35 action to interview and possibly hire a 4 firm to assist with Human Resources Department. 5 1.11 Consider, discuss and take appropriate 41 6 action to pay insurance deductible for damage done to a vehicle in the courthouse 7 parking lot. 8 1.12 Consider, discuss and take appropriate 43 action to surplus items for the IT 9 Department. 10 1.13 Consider, discuss and take appropriate 43 action to accept quotes from Tyler 11 Technologies for Incode 10 Migration Services and software for Content Manager 12 Suite. 13 1.14 Consider, discuss and take appropriate 49 action to hire employee at higher step than 14 policy allows based on experience. 15 1.15 Consider, discuss and take appropriate 51 action to revise job description for 16 Sheriff's Department employee. 17 1.16 Public hearing for revision of plat for 56 Pecan Valley No. 2, Lots 4 and 5, Volume 4, 18 Page 193. 19 1.17 Consider, discuss and take appropriate 56 action for the Court to approve a revision 20 of plat for Pecan Valley No. 2, Lots 4 and 5, Volume 4, Page 193. 21 1.18 Public hearing for revision of plat for 57 22 Staacke Ranch Lots 3 and 4, Volume 5, Page 77. 23 1.19 Consider, discuss and take appropriate 57 24 action for the Court to approve a revision of plat for Staacke Ranch, Lots 3 and 4, 25 Volume 5, Page 77. 4 1 I-N-D-E-X NO. PAGE 2 1.20 Consider, discuss and take appropriate 58 3 action for the Court to conditionally approve a final plat for G & H Acres, with 4 the condition that the City of Kerrville approve and sign plat. 5 1.21 Consider, discuss and take appropriate 60 6 action to approve Xerox copier contract 072804700 for the Road & Bridge Department 7 and the Engineering Department, and have the County Judge sign the same. 8 1.22 Consider, discuss and take appropriate 61 9 action to go out for annual bids for Delivered Fuel. 10 1.23 Consider, discuss and take appropriate 62 11 action to approve the Interlocal Agreement for the Hill Country Regional Public 12 Defender's Office (HCRPDO) between the counties of Bandera, Gillespie, Kendall, 13 Kerr, and Medina. 14 1.24 Consider, discuss and take appropriate 62 action to approve the Oversight Board 15 Membership and Policies for the Hill Country Regional Public Defender's Office 16 (HCRPDO). 17 2.1 Budget Amendments. 74 18 2.2 Pay Bills. 75 19 2.5 Accept Monthly Reports. 75 20 2.6 Court Orders. 76 21 3.3 Status reports from Liaison Commissioners. 78 22 *** Adjournment. 79 23 *** Reporter's Certificate. 80 24 * * * * * * 25 5 1 JUDGE KELLY: Court will come to order. It 2 is Monday, July the 25th, 2022. It's 9 o'clock in the 3 morning and the Kerr County Court is now in session. If 4 you would, please stand for the pledge and the prayer, 5 which I will lead. 6 (Prayer and Pledge of Allegiance.) 7 JUDGE KELLY: Please be seated. Everyone 8 please turn your phones to vibrate or off so it doesn't 9 interrupt our proceedings. And as usual, the first item 10 of business is public input. We've got one person here 11 that has asked to address the Court. We ask that you 12 limit your remarks to three minutes. And just a 13 reminder that this is input where we listen to you. We 14 don't get to respond back. So Mr. John Sheffield. 15 MR. SHEFFIELD: Your Honor, Commissioners. 16 Thank for your time. My name is John Sheffield, I own 17 the Ole Ingram Grocery. This October, I would complete 18 22 years with the Ole Ingram Grocery. And the past two 19 years, and let's say not quite a half, it's been quite a 20 ride. Unlike anything I've ever seen in the time of 21 being at the store, owning and managing. 22 First we had COVID. And then we had runs. 23 We were there to try to take care the best we could. 24 Tremendous amounts of sales, but very little profit. 25 Because each week that we purchased, we sold. And by 6 1 the next week, we took that profit to go and buy more. 2 Kind of a simple concept. The problem is as fast as 3 things were going up, we were not covering good enough. 4 And that's true of a lot of the businesses I've talked 5 to and people that come into the store, because there's 6 quite a few. 7 Then there was a little bit of a slow down, 8 couldn't find employees. That's kind of a trend, still 9 ongoing. And now we have an economic situation, much 10 like our drought unfortunately with rain, we're kind of 11 having a drought with money. People are doing with a 12 lot less in their pockets at the end of the day. I'm 13 speaking of businesses in Kerr County. I've talked to 14 many of them. A majority of them. Kind of go out of my 15 way to do that just to see if I'm doing something wrong 16 or if it's actually the way things are going on. 17 There are some companies that are -- have 18 better sales, but they did also comment that profit is 19 much smaller. I was reading in the paper about two 20 months ago that Kerr County had an increase in sales tax 21 of 2.96 percent, I believe they came out to, correct me 22 if I'm wrong, from May 2021 to May 2022. Well, I would 23 put into the fact that you hear about inflation being at 24 9.1, that fuel and food are not included in that. 25 I've talked to many business owners about 7 1 how much things cost them now or within that time 2 period, they said at any one time 20 percent. A gain is 3 always great, guys, but as far as the actual businesses, 4 we need to be at a 20 percent increase to keep pace 5 because of the inflation or selling the same amount as 6 what we sold before. 7 Like I said earlier, talked to people about 8 their health care, retirements. The stories just go on 9 and on. And at this time, we're having to do everything 10 we can just to -- to get by and make sure we pay what we 11 need to pay. We're just paying the bills. 12 So at this time, I would ask that we, not 13 only as the people out in the business world of Kerr 14 County having to live within the means, I would ask that 15 we can do that the best we can at this level, too. And 16 I certainly appreciate your time. Thank you again. 17 JUDGE KELLY: Thank you. Any other public 18 comment? 19 Okay. Commissioners' Comments. Precinct 1. 20 COMMISSIONER BELEW: I don't have anything 21 to relay. 22 Well, I do have one thing. There is a -- 23 there's going to be a change in one of our camps in Kerr 24 County. And I went recently to a meeting to discuss 25 this. It's over by Northwest Hills, it's an Assembly of 8 1 God camp. And it's going to be for young men. It's 2 stage two of a camp that they have in Bastrop for kids 3 that have gotten themselves in trouble. Not severe kind 4 of problems, but this is -- this is where they're going 5 to be located for Phase 2 and if they graduate this they 6 get to go home and they get to get out of it. 7 So they're on their best behavior here. But 8 a lot of residents in the area over there, Northwest 9 Hills, Box S, Aqua Vista, all those areas, they were 10 very concerned and upset. The operation that's coming 11 in was very patient with and very transparent about what 12 they're doing. And at the end of it instead of, you 13 know, people coming in were riled up, but it -- it just 14 showed me again that when we listen for a little while 15 oftentimes things aren't as bad as they sound like. 16 Certainly not as bad as they ever are with the Kerrville 17 rumor. So it is good to listen and wait. 18 I wanted everybody to know there's going to 19 be a change out there. You may see it and you may know 20 it. You may notice something different. Things going 21 on. That's what it is. And they're going to be doing 22 it pretty quick, before the end of the summer. 23 JUDGE KELLY: Commissioner Gipson is out 24 today. Precinct 3. 25 COMMISSIONER LETZ: I don't really have 9 1 anything other than what everyone knows, it's hot and 2 dry. 3 JUDGE KELLY: Need some rain. 4 COMMISSIONER HARRIS: Yeah. We need the 5 rain. And speaking of camps, I went out with the 6 Sheriff and Jason the other day to Camp Stewart and got 7 the tour. Ate lunch with all the kids and what have 8 you, and had a good day. They were -- they were hard at 9 it. Kids running everywhere. So it was good. 10 JUDGE KELLY: Well, camping is one of our 11 major industries, so -- 12 COMMISSIONER HARRIS: Without a doubt. 13 JUDGE KELLY: Very good. With that, we'll 14 move on to the Consideration Agenda. First item is 1.1, 15 which is an update regarding SWBC supplemental insurance 16 options and rates. Ms. Hernandez. 17 MS. HERNANDEZ: Good morning, Commissioners 18 and Judge. I did have a handout I wanted to give 19 everybody. And this is to update you guys on the rates 20 for the SWBC. They had stated that they had a locked-in 21 rate for another additional 12 -- 24 months. They have 22 not increased. This is, of course, employee driven, so 23 there's no cost to the County. It stays as is. 24 JUDGE KELLY: Okay. 25 COMMISSIONER LETZ: And there's really no 10 1 action on this. There's -- I talked to Rosa last week, 2 you know. There will be an action item coming up, but 3 it came in kind of late so we're just trying to get the 4 information to the Court and we'll take that once we get 5 the contract and get all that done. We'll do that at 6 our next meeting. 7 COMMISSIONER BELEW: So the price stays the 8 same. Is this going to be like a bag of potato chips, 9 same price, same bag, less chips? 10 COMMISSIONER LETZ: You'll have to ask them. 11 This -- our supplementals are options that all our 12 employees can get. It doesn't cost the County anything, 13 but it is deducted out of their paycheck if they're -- 14 you know, there will be open enrollment coming up in -- 15 what was the dates we decided on, Rosa? 16 MS. HERNANDEZ: We decided the 8th and the 17 9th of August. 18 COMMISSIONER LETZ: 8th and 9th. And SWBC 19 will be here to explain all of their different programs. 20 JUDGE KELLY: The takeaway is that the price 21 didn't go up. That's the important thing. 22 MS. HERNANDEZ: Yes. 23 JUDGE KELLY: So there's no action to be 24 taken on this? 25 COMMISSIONER LETZ: Not today. 11 1 JUDGE KELLY: Okay. Very good. Always good 2 to get good news. 3 MS. HERNANDEZ: Yes. 4 JUDGE KELLY: Item 1.2 consider, discuss and 5 take appropriate action to add the Juneteenth federal 6 holiday (Monday, June 19th, 2023) to the existing county 7 holiday schedule for FY 23. 8 MS. HERNANDEZ: Yes. I believe this has 9 come before the Court before, and I believe it was not 10 granted. I believe. Well, it was not added last year, 11 I believe. But they are asking to reconsider adding it 12 to the holiday list. The Juneteenth. 13 JUDGE KELLY: No, it never made it here. 14 MS. HERNANDEZ: Oh, okay. 15 MRS. GRINSTEAD: No. I think she's 16 referring like the county holiday schedule has already 17 been approved. 18 JUDGE KELLY: Right. The county holiday 19 schedule. 20 MRS. GRINSTEAD: Exactly. So -- 21 JUDGE KELLY: But we've never discussed 22 Juneteenth. 23 MRS. GRINSTEAD: We have not. Right. 24 MS. HERNANDEZ: Oh, I'm sorry. So we are 25 requesting to see if we could add the Juneteenth holiday 12 1 to the already approved list of holidays. It is a -- 2 now it's a new -- it is a federal holiday as of the 2021 3 it became a -- let me back up. It became a federal 4 holiday as of 2021. So we are asking to see if it would 5 be -- if we -- if you would consider it to be a federal 6 holiday for the next fiscal year. Sorry. 7 JUDGE KELLY: I think what you're really 8 asking us to do is to add it to our holiday schedule. 9 Because it has never been considered by this Court. 10 MS. HERNANDEZ: Correct. 11 JUDGE KELLY: Okay. That's a different 12 matter. 13 COMMISSIONER LETZ: You know, it's one of 14 those to me -- I don't know that we want to increase 15 all -- if we do this, we're just increasing holidays 16 across the board. 17 COMMISSIONER HARRIS: I agree. 18 COMMISSIONER LETZ: And the reason to do it, 19 on the other side, would be to -- it's a federal 20 holiday, banks closed and all that other stuff, you 21 know. I look at it is if we were to add it, what we 22 would take away and I don't see anything I'd take away. 23 Because I think we're pretty much in line with all 24 federal holidays. 25 COMMISSIONER HARRIS: I'm looking at the 13 1 County Attorney and because it's a federal holiday, does 2 it get shoved down our throats? 3 MRS. STEBBINS: You can adopt it. 4 COMMISSIONER BELEW: Well, it's a Texas 5 holiday before it was a federal holiday. They 6 co-orchestrated that. I just want to remind -- remind 7 y'all that. 8 MRS. DOWDY: I have a question. Is there a 9 certain number of holidays that y'all are allowed to 10 approve or -- 11 JUDGE KELLY: No. 12 MRS. DOWDY: -- because -- okay. 13 JUDGE KELLY: No. In fact, I was going to 14 walk down memory lane when I was first on the school 15 board and the first -- one of the first motions I 16 made -- we met on the school board in those days back in 17 January. And stock show came up and we didn't have 18 Martin Luther King Day as a holiday. So we didn't have 19 a day Friday to go to the stock show, which everybody 20 knows. And so I made a motion that we adopt Martin 21 Luther King Day. Well, it did not pass. Stock show was 22 much more important than Martin Luther King Day. 23 But -- and I say that just as reference, but 24 we can adopt whatever holidays we choose. And I will 25 tell you and admit that I have never had more holidays 14 1 in my life until I was elected to this job. True. I 2 mean, we have holidays for everything. Miss Lantz. 3 MS. LANTZ: I'd just -- I just would like to 4 address the Court. The only thing I ask for it to be 5 added on is because some of the services we provide, we 6 have to use the postal service. We cannot issue 7 passports. Postal service is closed so -- on that day. 8 You know, again, we take a lot of money in like the 9 other offices. The Treasurer. There's no banking that 10 can be done. So that is what brought this up. We were 11 asking for that to be considered onto the holiday 12 schedule. 13 COMMISSIONER LETZ: Rose, do you have any 14 idea of what the City's doing or it's something that we 15 need to follow the City? 16 MS. HERNANDEZ: I do not know what the City 17 is doing. I have not asked them what they did -- or 18 have done. I do know that Kendall County did adopt it. 19 Medina County is requesting to adopt it as well. I 20 think she said that they were going before the Court in 21 a couple of weeks to adopt it as well. But that -- 22 JUDGE KELLY: Which county are you talking 23 about? 24 MS. HERNANDEZ: Medina County. 25 COMMISSIONER HARRIS: I looked at it the 15 1 other day just -- again, for last year, and I -- but I 2 saw that Kendall did, Gillespie didn't, and Bandera 3 didn't. 4 MS. HERNANDEZ: Right. 5 COMMISSIONER HARRIS: So, you know, I -- I 6 don't see adding holidays. I don't think it would be a 7 good thing for the County. We take off enough as it is. 8 JUDGE KELLY: Well, the litmus test is do we 9 have a motion? 10 COMMISSIONER BELEW: Well, I'll make the 11 motion. 12 JUDGE KELLY: Okay. That we adopt 13 Juneteenth -- 14 COMMISSIONER BELEW: We adopt Juneteenth. 15 JUDGE KELLY: -- as part of the holiday 16 schedule? 17 COMMISSIONER BELEW: Yes. 18 JUDGE KELLY: Okay. I'll second that. We 19 got a motion and a second. Any other discussion? 20 COMMISSIONER BELEW: Yes. I want to say 21 I -- I make the motion because of what it stands for. 22 JUDGE KELLY: Right. 23 COMMISSIONER BELEW: I don't give a rip 24 about the federal government; I care about the citizens 25 of Kerr County. 16 1 COMMISSIONER HARRIS: Well, I agree it's an 2 important holiday and we recognize everything, I just 3 don't think it's something we take off for it. 4 COMMISSIONER LETZ: And I think, to me, we 5 need to -- if we accept that, we should take one off. 6 And the only one that I can possibly see taking off is 7 Columbus Day. Because Veterans Day -- 8 COMMISSIONER BELEW: Well, now you've 9 started a fight. 10 COMMISSIONER LETZ: But I don't see anything 11 else that I would support taking off that holiday 12 schedule. So I think we ought to leave it the way it 13 is. 14 COMMISSIONER BELEW: So we want to keep the 15 same number of holidays and you're just trying to keep 16 the same number of paid holidays. 17 COMMISSIONER LETZ: Right. 18 JUDGE KELLY: The problem with the banks and 19 the post office is still the same. 20 COMMISSIONER LETZ: Right. 21 JUDGE KELLY: Whether it's Columbus Day, 22 whether it's Juneteenth -- 23 COMMISSIONER LETZ: I don't know what you 24 call it. Is it still Columbus Day? I thought they 25 changed it to some other name. 17 1 COMMISSIONER BELEW: You're really starting 2 a fight. 3 JUDGE KELLY: Any other discussion? Those 4 in favor raise your hand. 5 (Judge Kelly and Commissioner Belew in 6 favor.) 7 JUDGE KELLY: Those opposed? 8 (Commissioners Letz and Harris opposed.) 9 JUDGE KELLY: It does not pass. We have one 10 absent today. 11 So we'll move on to Item 1.3 consider, 12 discuss and take appropriate action to approve the 13 County payroll schedule for FY 2022-23 based on court 14 approved county holidays. 15 MS. SOLDAN: Good morning. 16 JUDGE KELLY: Ms. Soldan. 17 MS. SOLDAN: I gave you two different 18 schedules based on what you did on the previous agenda. 19 So there is one there that does not take into 20 consideration the Juneteenth holiday, or when timesheets 21 are due for payroll processing. 22 JUDGE KELLY: And you're asking us to 23 approve the payroll schedule -- 24 MS. SOLDAN: The payroll schedule to -- 25 JUDGE KELLY: -- for that holiday? 18 1 MS. SOLDAN: Yes. 2 COMMISSIONER HARRIS: I move for approval. 3 COMMISSIONER BELEW: Second. 4 JUDGE KELLY: Got a motion and a second to 5 approve as presented. Any discussion? 6 COMMISSIONER LETZ: Question. You have 7 Juneteenth on this schedule. 8 MS. SOLDAN: I submitted two. 9 COMMISSIONER LETZ: Okay. Sorry. 10 JUDGE KELLY: And we're adopting the one 11 without Juneteenth -- 12 MS. SOLDAN: Yes. 13 JUDGE KELLY: -- because it didn't pass. 14 MS. SOLDAN: Yes. 15 JUDGE KELLY: Okay. Any other discussion? 16 Those in favor raise your hand. Unanimous, four zero. 17 Item 1.4 consider, discuss and take 18 appropriate action to approve a contract with Bexar 19 Financial Equipment Services for ATM machine located at 20 the courthouse. Ms. Soldan. 21 MS. SOLDAN: So I think most of you know 22 that Security State Bank was going to have to remove the 23 ATM that we currently have here because it's not in 24 compliance for -- 25 COMMISSIONER BELEW: ADA? 19 1 MS. SOLDAN: Thank you. It just went out of 2 my mind. Thank you. They did find a company that will 3 service it and that will add braille and headphone jacks 4 to it for us, and they will take over maintenance of 5 that ATM. There is no cost to the County. It's just 6 really removing it from the bank and giving it to this 7 other company that will come in and service it and fill 8 it. 9 The County Attorney has looked over the 10 agreement and we have made some modifications and now 11 it's submitted to you for approval. And for the County 12 Judge to sign and be approved. 13 COMMISSIONER HARRIS: I move for approval. 14 JUDGE KELLY: We got a motion. 15 COMMISSIONER BELEW: Second. 16 JUDGE KELLY: And a second. Any discussion? 17 This doesn't change anything really, does it? 18 MS. SOLDAN: No. 19 JUDGE KELLY: Those in favor raise your 20 hand. Unanimous. 21 1.5 consider, discuss and take appropriate 22 action to authorize the nominating committee to seek 23 nominations and submit an application to the Kerrville 24 Chamber of Commerce for a county employee to participate 25 in the Kerr County Leadership Class in 2022-23, and the 20 1 application fee to be paid out of the current year's 2 budget. Ms. Soldan. 3 MS. SOLDAN: This is what we've done, I 4 believe this is year five or six now, we come to the 5 Court asking you to approve a nominating committee, we 6 find some applicants that are interested, vet them and 7 then bring it back to you for approval. 8 COMMISSIONER LETZ: Move for approval. 9 COMMISSIONER HARRIS: Second. 10 JUDGE KELLY: We've got a motion and a 11 second to approve the Chamber of Commerce Kerr County 12 Leadership Class for 2022-23. 13 MS. SOLDAN: Generally that nominating 14 committee has been myself, the County Attorney, and the 15 HR Director. 16 COMMISSIONER LETZ: That's fine. 17 JUDGE KELLY: Any discussion? Those in 18 favor raise your hand. Unanimous, four zero. 19 1.6 consider, discuss and take appropriate 20 action to apply for a "County Feral Hog Grant." 21 MS. PUTNAM: Good morning. This grant 22 opportunity has come across my desk through Commissioner 23 Harris. And basically what it is, I think initially it 24 was the CHOMP grant through the Texas Department of 25 Agriculture that started it back in 2016. Kerr County 21 1 has had it in the past and it's one of those hit or 2 miss. You either get funded or you don't. 3 There's limited funds available. It is now 4 going through the Texas A&M AgLife Extension Service. 5 And it is a program to help the counties receive 6 assistance to continue local activity, which may range 7 from educating the landowners on abatement methods, 8 coordinating tracking and hunting programs, and 9 addressing the public safety hazards related to feral 10 hogs. Since Texas is the largest -- has the largest 11 feral hog population in the United States. And so this 12 is some grant funding to just try again to get a grant 13 that we have received in the past to kind of address the 14 problem that we do have here in our County. 15 COMMISSIONER HARRIS: I've been applying for 16 it the last couple years without much success. There's 17 more and more people with their hands out. More and 18 more counties and it's getting tougher. And I was 19 hoping Noel with her expertise might help us a little 20 bit. And so I -- I'll show her -- give her the 21 information I've been filing, and I think some of these 22 go back to when Bob Reeves filed for it, and see what we 23 can get done. 24 MS. PUTNAM: It is very limited as far as 25 the -- the applicants, it looks like they plan on 22 1 awarding about 15 grants ranging from 5,000 to 20,000. 2 So the likelihood is not high. But if we keep trying, 3 maybe one of these years we will actually be able to 4 receive it and address this problem. 5 JUDGE KELLY: Well, I guess the two comments 6 that I would make is number one, for the public, if you 7 don't know it, feral hogs are a problem. They're a huge 8 problem for land management. And the second thing is, 9 I've also been a big proponent of our grant 10 administrator in terms of trying to look to fund some of 11 our operations through grants. And so to take her 12 expertise and apply it to feral hogs looks like a good 13 combination to me. So I'll make a motion that we go 14 ahead and approve the application to apply for grants 15 for feral hogs. 16 COMMISSIONER LETZ: Second. 17 COMMISSIONER HARRIS: Second. 18 JUDGE KELLY: We got a motion and a second. 19 Any discussion? Those in favor raise your hand. 20 Unanimous. Thank you, Noel. 21 MS. PUTNAM: Thank you. 22 JUDGE KELLY: Okay. I think I've got half 23 the staff of the Hill Country Crisis Council in the 24 courtroom. Let me call item 1.7, which I put on the 25 agenda, which is to consider, discuss and take 23 1 appropriate action to form the Sexual Assault Recovery 2 Team, SART. 3 And Brent, if you would, introduce yourself 4 and your staff. 5 MR. IVES: Thank you. I tried to get them 6 to come up here. I'm Brent Ives, Director of the Hill 7 Country Crisis Council. I have with me Kim Olden, 8 clinical director, director of Informed Services. I 9 also have Suzanne Tomerlin, who is development director 10 for our volunteer coordinator outreach, those type of 11 things. 12 And yes, we have -- I was not at the meeting 13 a couple weeks ago, but I believe Pam and some of the 14 staff put together, along with yourself, Your Honor, and 15 I guess a development meeting, a planning meeting about 16 creating a sexual assault response team here in Kerr 17 County and possibly into some of the surrounding 18 counties, and who all should be invited to that per, I 19 guess, mandate or -- 20 JUDGE KELLY: Per statute. 21 MR. IVES: -- by law. 22 JUDGE KELLY: Yeah, per statute. 23 MR. IVES: Exactly. Thank you. And so I 24 understand that the next step is that there be a 25 Resolution made by the Commissioners' Court to support 24 1 that development. I believe that's where we are. 2 JUDGE KELLY: Yeah. Well, I think where we 3 are, and just so the public knows where we are, let me 4 identify the people that were part of the organizing 5 committee to do this. We've got our County Attorney 6 Heather Stebbins. We've got our crime victims 7 coordinator Pam Peter. We've got Ms. Olden and Miss 8 Tomerlin and -- and myself, and we met. Without you. 9 You were out on vacation I think that week. 10 MR. IVES: Yes, sir. 11 JUDGE KELLY: And the whole purpose was to 12 organize and make some progress toward getting a 13 committee. The statute requires us to have a SART, 14 Sexual Assault Response Team committee. And we did that 15 and there are very specific statutory guidelines that 16 the legislature has given us to follow which, including 17 prosecutors and people that -- that treat victims of 18 sexual assault, as well as Hill Country Crisis Council 19 and -- and so with that, and we -- we decided not to do 20 it by personality, but by position. That we need 21 somebody from the prosecutor's office and we were -- we 22 approached the 198th District Attorney's office to help 23 us with that. 24 And then we have -- I'll refer to Kim and 25 Suzanne on the others. 25 1 MS. OLDEN: Chief of Police, somebody from 2 the Police Department. Somebody from the Sheriff's 3 Office. Somebody from the SANE, the Sexual Assault 4 Nursing Examiner's portion of Peterson Hospital. 5 JUDGE KELLY: Right. 6 MS. TOMERLIN: And then -- oh, an 7 investigator, but we got that. Mental health provider. 8 JUDGE KELLY: And so we decided to do it by 9 position so that you can designate somebody to attend. 10 For instance, if the Sheriff couldn't make it, he could 11 send Jason. But that way we will have continuity with 12 the Sexual Assault Response Team. 13 And so that's the Resolution that I'm 14 making, is that we go ahead and appoint this committee 15 as provided by statute, as we agreed to recommending 16 these positions and get -- get this started. Because we 17 have until the end of the year to adopt the policy. 18 MR. IVES: And also, this -- this Sexual 19 Assault Response Team is a critical resource for the 20 counties that it serves. It's a coordinated effort to 21 have better outcomes for survivors of sexual assault, 22 whether it be the healing piece of that, the justice 23 piece of that, or the restoration of their life. So it 24 is a very critical piece to what we do in victims 25 services collectively. 26 1 JUDGE KELLY: Yes. And let me clarify with 2 regard to the Resolution that we're putting together 3 this committee and we're actually nominating the 4 committee by position, is we decided to start with Kerr 5 County. And then we will reach out to our neighboring 6 counties. But we're going to get it started here first. 7 And then once we've got it in place, then we 8 can reach out to Bandera, Gillespie or other neighboring 9 counties that the statute permits us to do. So that's 10 the motion I'm making. 11 COMMISSIONER BELEW: So that will be one -- 12 we're not setting up committees like this in other 13 counties. They'll be representatives from this County 14 that are part of this one. 15 JUDGE KELLY: This will be the SART team. 16 The committee. The one that we're putting together 17 right now. That it will be the number one. What we do 18 in the other counties, we haven't figured out how we're 19 going to do that. That's what we're wanting to do so we 20 can get this started and get our policy in place, and 21 then be able to reach out to them and see how we want to 22 interface. Whether they want to have a subcommittee or 23 they want to have representatives. 24 The theory is that we put together a 25 committee, we decided to be five people. If we get 15 27 1 people it gets very unmanageable. So we're cognizant of 2 that. Sensitive to that. And so the idea would be that 3 Kerr County is going to do this. And we will be the 4 committee. And then as we bring in the other counties, 5 we'll come back and start negotiating with them on how 6 to do it. 7 COMMISSIONER HARRIS: Second. 8 COMMISSIONER LETZ: The question I have is 9 who's the chief administrator? 10 JUDGE KELLY: Chief administrator? 11 COMMISSIONER LETZ: Well, I mean on the -- 12 to appoint chief administrator all the rest of them are 13 more clearly defined so -- 14 JUDGE KELLY: Well, in the urban counties I 15 think they contemplate actually hiring somebody to do 16 that. But it will be somebody from the County. That 17 will be a County position. 18 COMMISSIONER LETZ: But I guess that 19 doesn't -- who fills in the names? I mean, the Sheriff 20 can do his, the City's police chief can do that one. 21 But there's several that are not as specific, I mean 22 is -- that I recognize. Like I don't know who the chief 23 administrator -- 24 JUDGE KELLY: The chief administrator is 25 going to be the County. That's us. 28 1 COMMISSIONER HARRIS: So we'll appoint 2 somebody? 3 JUDGE KELLY: Huh? 4 COMMISSIONER HARRIS: We'll appoint someone? 5 JUDGE KELLY: Well, for the time being I'm 6 working with the ladies trying to get this done. 7 COMMISSIONER LETZ: So you'll be the chief 8 administrator? 9 JUDGE KELLY: For now. 10 COMMISSIONER LETZ: Okay. That's what I was 11 trying to get. 12 JUDGE KELLY: Not too long. But for now. 13 COMMISSIONER HARRIS: You kind of had to pry 14 it out of him, didn't you? 15 MS. TOMERLIN: It does not have to -- yeah, 16 like you said, for now. It does not have to stay that 17 way. It could be any one of the member organizations, 18 you know, to be the chief administrator. 19 MR. IVES: And I'm wondering in that role as 20 that chief administrator, is it's like a coordinator. 21 Because in a lot of these models that we use that are 22 already in place like the multi-disciplinary team, that 23 we use law enforcement and DSPS and prosecutors now, 24 there's an actual lead to that team. There's a 25 coordinator that organizes things and I'm wondering if 29 1 that's that -- 2 JUDGE KELLY: The administrator is the 3 administrator. 4 MR. IVES: Okay. Fair enough. 5 JUDGE KELLY: Y'all are the experts. 6 MR. IVES: So you're going to be leading -- 7 leading these case discussions. 8 COMMISSIONER LETZ: So for the time being -- 9 JUDGE KELLY: It will be a County position. 10 COMMISSIONER LETZ: A County position. But 11 does it -- I guess, does it come back to the Court for 12 us to fill in these names or -- 13 MRS. STEBBINS: Huh-uh. No. The Resolution 14 creates that committee and they'll fill in names. 15 COMMISSIONER LETZ: And that's -- well, and 16 shouldn't it say that the County Judge or his designee 17 or the chief administrator? I guess -- I don't know who 18 becomes that person. 19 JUDGE KELLY: I'm fine with -- I'm fine with 20 just saying the County Judge or designee, okay? 21 COMMISSIONER LETZ: Okay. 22 JUDGE KELLY: We copied this straight out of 23 the statute. This is what the legislature told us to 24 do, and we copied it and brought it to you and said 25 that's what we're going to do. We're going to comply. 30 1 COMMISSIONER LETZ: Okay. All right. Now I 2 understand. 3 COMMISSIONER BELEW: By guess and by golly. 4 JUDGE KELLY: Well, I can tell you, the 5 ladies do the work. All I did was call the meeting. 6 COMMISSIONER BELEW: But -- but when you 7 have something new thrown in your lap, you gotta figure 8 out how to make it work. So to be perfectly honest, 9 nobody knows that just yet. 10 MS. TOMERLIN: Well, we have a lot of 11 assistance. Like all that we could have from the Texas 12 Association Against Sexual Assault. They actually wrote 13 the legislation to be approved. And we've been on 14 webinars -- or I have. I'm sure Brent and Kim have. 15 And they can -- they tell you that over and over. 16 That's where we got the template for the Resolution, and 17 they have a template for bylaws, and I believe a 18 template for urban protocol and for rural protocol. So 19 we can call them anytime. We're in pretty good shape as 20 far as not having to walk blind in this. Thank 21 goodness. Because this is a -- it could be a very 22 complicated process, you know, to -- to get it right. 23 But we have a lot of help. 24 And Judge Kelly, when you -- I've never been 25 in a meeting with him and it was like wow, he knows how 31 1 to run a meeting. 2 JUDGE KELLY: Well, if you remember, how we 3 got here was the legislature passed it and apparently 4 sent me notice it that I overlooked or did not read or 5 missed, and I get a phone call -- or actually e-mail 6 from Brent reminding me we gotta do this and we should 7 have done it last year. And so we discussed it in here 8 and we put together this organizational committee to 9 begin the process and that's what -- what we've been, is 10 trying to get it started. 11 This is the formation of the actual 12 committee itself that will be the official SART team 13 that we can report to the State that we now have a 14 committee. And then they will come, bring back to us 15 bylaws and bring back to us policies that will 16 ultimately be adopted and put in place. And then when 17 we start reaching out to the other counties I'll bring 18 those back, what those discussions have been with the 19 additional counties. But this is just -- this is step 20 two. And we'll have step three by the end of the year, 21 which will be a policy. 22 Any other discussion? Okay. Those in favor 23 raise your hand. Unanimous. Four, zero. Thank you, 24 Brent. 25 MR. IVES: Thank you. Thank you for 32 1 supporting step two. 2 JUDGE KELLY: Always. 3 Item 1.8 consider, discuss and take 4 appropriate action to surplus a printer. Ms. Stebbins. 5 MRS. STEBBINS: I have a very old printer 6 that needs to be recycled. 7 JUDGE KELLY: So do we need to call the 8 Daily Times? 9 MRS. STEBBINS: Yes. 10 JUDGE KELLY: This is just routine. 11 MRS. STEBBINS: Yes. 12 COMMISSIONER BELEW: Move for approval. 13 COMMISSIONER HARRIS: Second. 14 MRS. STEBBINS: Thank you. 15 JUDGE KELLY: We've got a motion and a 16 second to surplus the printer in the County Attorney's 17 office. 18 MRS. STEBBINS: Thank you. 19 JUDGE KELLY: Any other discussion? Those 20 in favor raise your hand. Unanimous. 21 1.9 consider, discuss and take appropriate 22 action to update the job description for Human Resources 23 Department Director. Commissioner Letz. 24 COMMISSIONER LETZ: I believe everyone has a 25 copy of it in the backup. When I read through it I 33 1 thought there needed to be a few changes. The first 2 sentence is highlighted, I just changed the wording 3 slightly. The second area is language that I added, 4 which says: The Human Resource Director will be the 5 primary point of contact for all County insurance 6 programs and be responsible for overseeing all insurance 7 policy claims and reviews. 8 And the HR -- or Human Resource Director 9 will help coordinate with County departments to 10 facilitate the safety and training programs for county 11 employees. Those items were in the original and those 12 are pretty big parts of that job, in my opinion. 13 And then on the education experience on the 14 second page, it used to say two to four years 15 experience. I increased it to four to six years. And 16 then I added -- there's some other language that I took 17 out that I thought was confusing and added a sentence: 18 Experience in County government is preferred, but not 19 required. 20 And we posted the old one. And Bruce said 21 that as soon as we make this change, this would be 22 uploaded instead of the other one. So I make a motion 23 that we approve the revised job description. 24 COMMISSIONER BELEW: Second. 25 JUDGE KELLY: Been a motion and a second to 34 1 approve the revised job description. The only input 2 that I would offer is to say County government, maybe we 3 should say local government. Because there's different 4 types of local government experience which would be 5 similar, but I prefer County number one. 6 COMMISSIONER HARRIS: Right. 7 COMMISSIONER LETZ: Kerr County to local? 8 JUDGE KELLY: Whatever you want to do. I 9 just know that there may be people from municipalities. 10 There may be people from other governmental entities but 11 there -- that do have some experience that would be 12 valuable, but it wouldn't necessarily be, quote, County 13 experience. 14 COMMISSIONER HARRIS: I agree. I don't want 15 to get us boxed in and eliminate people that read it and 16 say -- and, you know, I'm -- the four to six years. You 17 know. We might not get somebody like that. I don't 18 know, but that -- 19 JUDGE KELLY: We can try. 20 COMMISSIONER LETZ: Well, that -- 21 COMMISSIONER BELEW: That's what we prefer. 22 COMMISSIONER HARRIS: Without a doubt. 23 COMMISSIONER LETZ: Yeah. So experience in 24 county or local government. Okay. 25 COMMISSIONER HARRIS: And you might say four 35 1 to six years preferred. 2 COMMISSIONER LETZ: Okay. I'm fine with 3 those changes. 4 JUDGE KELLY: Okay. Any other discussion? 5 Those in favor raise your hand. Unanimous, four zero. 6 1.10 -- this is the one we're going to save 7 for -- 8 COMMISSIONER LETZ: Well, let me tell you -- 9 JUDGE KELLY: Let me -- let me call it. 10 Item 1.10 consider, discuss and take 11 appropriate action to interview and possibly hire a firm 12 to assist with the Human Resources Department. 13 COMMISSIONER LETZ: I visited with -- 14 Heather sent that e-mail originally with a couple of 15 firms that do this type of work. And it seems to me 16 that it would be -- I think it's going to take a while 17 to fill the HR director position. And I called this 18 company, it's the only one I talked to. They seemed 19 very helpful. They can provide interim HR directors. 20 They're -- among other types, I mean they'll 21 do any kind of government, city managers, you know, all 22 kinds of departments. I talked to a gentleman, Wendle 23 Medford. It seems like a good idea to me. I talked to 24 him again this morning. I said that, you know, I didn't 25 know if -- how the Court would want to proceed. He will 36 1 be available if you need me to call him back later on. 2 That probably needs to be done in Executive Session. 3 Get him the details of the contract. But it's not 4 listed as an Executive Session item, so -- 5 But anyway, the basic way it works, they 6 would have an interview with somebody or multiple people 7 in the County and figure out exactly what the job 8 entails. The salary that the person, the interim person 9 would be paid is the same as the -- as in our budget. 10 We take the roll ups and the current salary and divide 11 it by 2,080(sic), which is the number of work days in 12 the year, and you come up with an hourly rate. And so 13 that person is paid the same as really we have budgeted 14 so it doesn't have a negative budget impact. 15 There are a couple of -- there's a flat fee 16 for doing background checks and a few other things, but 17 it's pretty much within our budget if we want to do 18 this. 19 COMMISSIONER BELEW: Their services are 20 within the budget? 21 COMMISSIONER LETZ: Yeah. 22 JUDGE KELLY: What they've agreed to do is 23 take whatever we spend on the HR position and basically 24 advertise that over the number of work hours in the 25 year. They charge on an hourly basis for what they 37 1 actually do. Same as what we're paying. Push. Wash. 2 Costs us no more. 3 COMMISSIONER LETZ: And the caveat being 4 that the -- the person that they recommend, or persons 5 that we have visited with, have to agree to that. But 6 they said -- I told them about the budget and they said 7 they didn't think that would be a problem with our 8 budget line item. But that would be the next step. 9 The other thing they can do and this doesn't 10 cover that, they can -- they will look for a HR director 11 for you. That's a different department than he's with. 12 But I brought that up as a search and, you know, they 13 said they had a search committee site. 14 JUDGE KELLY: Like a headhunter. 15 COMMISSIONER LETZ: Exactly. Yeah. So 16 anyway, it's on the agenda because it's new. I didn't 17 know whether the Court thought this was a good idea, a 18 stupid idea or what. So it's a discussion. We could 19 ask Mr. Medford to come down at some point and explain 20 it. We could -- 21 JUDGE KELLY: He's available by phone. 22 COMMISSIONER LETZ: Yeah. He's available by 23 phone, but I don't -- 24 JUDGE KELLY: We could do it in Executive 25 Session if we want to talk to him today. 38 1 COMMISSIONER LETZ: We can't do it because 2 it's not posted. 3 JUDGE KELLY: Oh, okay. 4 MRS. STEBBINS: We don't have a contract 5 negotiation item posted in there, but you could 6 authorize someone today, enter into those negotiations 7 with the firm and have them come back at another 8 meeting. 9 COMMISSIONER LETZ: With a contract. 10 MRS. STEBBINS: Uh-huh. And y'all can talk 11 about the contract at that time. 12 COMMISSIONER LETZ: I mean it's pretty -- 13 the package is pretty -- I don't know, you know -- I 14 probably got it probably on Friday when I got it. It's 15 pretty all-encompassing. I mean it kind of explains 16 their services in detail. 17 COMMISSIONER BELEW: But there's still going 18 to be -- regardless, there's going to be candidates that 19 come in here and will talk to us, right? 20 COMMISSIONER LETZ: Yeah. 21 COMMISSIONER BELEW: So adding another layer 22 to it for what purpose? 23 JUDGE KELLY: Interim. 24 COMMISSIONER LETZ: Interim person. I think 25 that would be helpful. 39 1 COMMISSIONER BELEW: I get that. I 2 understand. Are you talking about as a temp that they 3 find? 4 COMMISSIONER LETZ: Yeah. 5 COMMISSIONER BELEW: And everybody knows 6 that it's going to be interim. 7 COMMISSIONER LETZ: They have -- they have a 8 pool of mostly retired people, HR, city managers, you 9 know, probably city attorneys. 10 JUDGE KELLY: Just like they did in Ingram. 11 COMMISSIONER BELEW: Exactly what I was 12 thinking. 13 COMMISSIONER LETZ: But you know, it's 14 basically -- you know, if we want to proceed or not 15 proceed. If we want to proceed -- 16 COMMISSIONER BELEW: Well, can that person 17 do what they're doing in Ingram and help to find 18 somebody that would be a really good candidate. Is that 19 the whole purpose? 20 COMMISSIONER LETZ: Right. 21 COMMISSIONER BELEW: So if we have somebody 22 in-house doing the job -- 23 COMMISSIONER LETZ: Right. 24 COMMISSIONER BELEW: -- and also 25 interviewing the candidates, which we're going to end up 40 1 interviewing also. 2 COMMISSIONER LETZ: Right. 3 COMMISSIONER BELEW: Okay. I just wanted to 4 make sure I understand what you're talking about. 5 COMMISSIONER LETZ: Right. So -- 6 JUDGE KELLY: The one thing I like about it 7 is it doesn't cost anymore money. It's a neutral issue 8 with regard to our budget. 9 COMMISSIONER LETZ: Now, if we -- the 10 interim -- 11 COMMISSIONER BELEW: We had to buy it, it 12 was on sale. 13 COMMISSIONER LETZ: The interim person, and 14 this is in their agreement, may be somebody that would 15 like the job. And if it is someone who like the job and 16 we then hire that person, there is a fee. And I 17 think -- I'm sure it's going to be -- but a flat fee of 18 $10,000 if we were to hire the interim. But there's no 19 obligation to hire the interim. The interim may or may 20 not want to be hired. 21 COMMISSIONER BELEW: The County pays for 22 that or -- 23 COMMISSIONER LETZ: Yeah. But anyway, to me 24 the next step would be to, you know, have them present a 25 formal agreement with us. And then we can bring that 41 1 back probably at a special meeting. Just to get it 2 moving. 3 JUDGE KELLY: Yeah, the sooner the better, I 4 think. No doubt. 5 COMMISSIONER LETZ: Don't we have a budget 6 workshop next Monday? We could probably tack it on with 7 that and -- would the Court like -- he lives in Dallas. 8 Would the court like him to come down or just be 9 available by phone? 10 JUDGE KELLY: By phone is good. 11 COMMISSIONER LETZ: All right. Then that's 12 what we'll do. 13 JUDGE KELLY: Do we need a motion to -- 14 COMMISSIONER LETZ: I think we'll -- let me 15 just put it on Monday's agenda. 16 JUDGE KELLY: Okay. All right. Pass it for 17 a week. 18 Okay. Item 1.11 consider, discuss and take 19 appropriate action to pay insurance deductible for 20 damage done to a vehicle in the courthouse parking lot. 21 COMMISSIONER LETZ: We have a situation with 22 our insurance -- 23 JUDGE KELLY: An act of God. 24 COMMISSIONER LETZ: Exactly. That a limb 25 fell on someone's car. Damaged the car. And our County 42 1 insurance doesn't cover that because it's an act of God. 2 Our research has shown that this happened once before. 3 And it's not right in my mind that it not be covered by 4 the County, and in that case we cover the -- we pay the 5 deductible. And the person that -- or reimburse it to 6 the individual. And I would recommend that we do that 7 again. The deductible of $50.00. 8 JUDGE KELLY: And -- and to clarify, there's 9 two insurance policies involved. The County's insurance 10 policy, which is liability policy, and then there's the 11 employee's policy, which is an automobile policy. And 12 the automobile policy will cover it, but there's a 13 deductible involved. The County's liability does not 14 cover it because the lightning that stuck the tree was 15 an act of God. So we're trying to help the employee who 16 parked her car under the tree. 17 COMMISSIONER BELEW: They already had the 18 shady spot. 19 COMMISSIONER LETZ: I'll make a motion that 20 we reimburse the employee for the $50 deductible. 21 COMMISSIONER BELEW: Okay. 22 MRS. GRINSTEAD: Actually, it's $100.00. 23 COMMISSIONER LETZ: $100.00, sorry. 24 COMMISSIONER BELEW: Well, I don't know if I 25 want to second. 43 1 (Laughter.) 2 COMMISSIONER LETZ: I'll move for $100. 3 COMMISSIONER BELEW: (Moving head in 4 affirmative manner.) 5 JUDGE KELLY: We got a motion and a second. 6 Any discussion? Those in favor raise your hand. We 7 just spent a hundred dollars. 8 Item 1.12 consider, discuss and take 9 appropriate action to surplus items for the 10 IT Department. Miss Shelton. 11 MS. SHELTON: Yes. You have a list of items 12 that the IT department is asking to be surplused. It's 13 mainly printers and monitors are the majority of the 14 items. 15 COMMISSIONER HARRIS: I move for approval. 16 COMMISSIONER BELEW: Second. 17 JUDGE KELLY: We got a motion and a second 18 to approve surplusing the items as presented. Any 19 discussion? Those in favor raise your hand. Unanimous. 20 1.13 consider, discuss and take appropriate 21 action to accept quotes from Tyler Technologies for 22 Incode 10 Migration Services and software for Content 23 Manager Suite. 24 MS. SHELTON: Yes. The Treasurer's Office, 25 HR, and IT Department through the Auditor's Office has 44 1 been evaluating Incode 10 and Content Management Audit 2 by Tyler Technologies. We are recommending the County 3 accept the quote for these services and their product. 4 The current -- the County currently uses 5 Incode 9 for their financial system. The upgrade to 6 Incode 10 will allow the County to expand their number 7 of funds, currently limited to one hundred. 8 Improvements have been made to other areas 9 and include: Employees will have direct access to some 10 of their payroll information. There will be easier 11 conversion of financial data into the Excel spreadsheet. 12 Purchase orders will be more automated with a dashboard 13 that notifies the supervisor when the P.O. is ready for 14 signature. 15 For content management, it allows scanning 16 documents that can be placed within the financial 17 system, which will allow the County to get closer to a 18 paperless system. Invoices can be attached to the 19 vendors. Payroll information, such as W-4's and I-9's 20 can be uploaded and attached to a particular employee. 21 Per IT, this system should also allow the County to 22 decrease the number of Laserfiche licenses. The cost of 23 the Incode 10 migration service is $32,190, content 24 management cost is $25,578, for a total of $57,768. 25 60,000 has been placed in the 2022-23 budget for this 45 1 project. 2 The County Attorney has looked over the 3 quote, and did not have any changes. And so the 4 recommendation is for Commissioners' Court to accept the 5 quotes from Tyler Technologies for Incode 10 and Content 6 Management and have the County Judge sign. 7 COMMISSIONER BELEW: What does Content 8 Management amount to? 9 MS. SHELTON: It amounts to being able to 10 scan the documents in, directly into the financial 11 system. And so, with that, we will be able to look at 12 the vendor and you can see the particular invoice. 13 It'll also allow, like, for employees right now who have 14 got a paper file, personnel file, so we'll be able to 15 move that into the system to where if you need to look 16 at somebody's W-4, they'll be able to go in and it 17 actually attaches that employee. So we're moving to the 18 paperless system. 19 COMMISSIONER BELEW: Can the employees 20 access it? 21 MS. SHELTON: The employees will be able to 22 access certain information, maybe not all information. 23 I believe we're looking into whether or not like -- if 24 you change your address, the employee can go in and 25 change it. And it will notify HR and HR would have to 46 1 approve the change. But at least it would cut out some 2 of the paperwork and allow for easier flow. 3 COMMISSIONER BELEW: But I'm still stuck on 4 the Content Management, is that storage? I mean just -- 5 it sounds -- if you're getting an upgrade, you're 6 getting an upgrade. Managing something, you're -- 7 you're basically -- you're curating, you're archiving, 8 whatever. So what does that amount to? Is that 9 something in the cloud, Bruce? 10 MS. SHELTON: It's not in the cloud. 11 MR. MOTHERAL: No, it's not in the cloud. 12 COMMISSIONER BELEW: Okay. Good. Good. 13 MR. MOTHERAL: We're doing it now. It's 14 just not conjoined. And this brings it together, is 15 what it boils down to. We're doing it in a product 16 called Laserfiche now. 17 COMMISSIONER BELEW: Yeah. 18 COMMISSIONER HARRIS: So this is a new and 19 improved version? 20 MR. MOTHERAL: Well, it just brings it all 21 back under the Tyler umbrella. 22 COMMISSIONER BELEW: So is that an annual 23 cost? 24 MR. MOTHERAL: There will be annual costs, 25 yes, for software maintenance. 47 1 COMMISSIONER BELEW: I mean, I -- I realize 2 this is going to be something new so it costs more, so 3 what will it be thereafter? 4 MS. SHELTON: The Incode 10 is going to be 5 the same as Incode 9, and the content management annual 6 maintenance is $3,818. 7 JUDGE KELLY: But this is a huge accounting 8 upgrade. 9 COMMISSIONER BELEW: How many accounts will 10 it accommodate? 11 MS. SHELTON: Funds? Well, it's three 12 digits so -- it's 999 technically. 13 COMMISSIONER HARRIS: How many does the 14 County have now? 15 MS. SHELTON: We have used all 100 fund 16 numbers. We're having to reuse some of them right now, 17 which wipes out history. But you have -- if we've wiped 18 out one -- a grant that we had earlier and we've wiped 19 it out, we've changed it to another one, then we lose 20 that history of that grant. So we -- we've used all 21 100 -- 22 JUDGE KELLY: We tapped out at a hundred. 23 MS. SHELTON: Yeah. 24 COMMISSIONER BELEW: Well, what happens is 25 when you have unlimited stuff, and Bruce could tell you 48 1 this, you end up with a lot of trash in there that does 2 need to be cleaned up so -- 3 MS. SHELTON: Yes. 4 COMMISSIONER BELEW: -- I'm just asking 5 because of that. 6 MS. SHELTON: Yes. 7 COMMISSIONER BELEW: You recycle numbers, 8 that's one thing, you can always store that information. 9 But if we have enough accounts that we really need more 10 than a hundred, I think -- 11 MS. SHELTON: We need more than -- 12 COMMISSIONER BELEW: -- that's a lot of 13 money we're going to spend on this. 14 MS. SHELTON: It is. We also -- what -- 15 what started this, is we were looking only to migrate to 16 the 100 fund and it was going to cost the same as going 17 ahead and making that transition to I-10. And so we 18 opted to transition to I-10 for the same amount of 19 money. 20 COMMISSIONER BELEW: Sure. 21 JUDGE KELLY: Any other discussion? 22 MRS. DOWDY: We need to have a motion and 23 second. 24 JUDGE KELLY: I need a motion and a second. 25 COMMISSIONER BELEW: I'll make the motion or 49 1 I'll second. 2 COMMISSIONER HARRIS: One of those. 3 JUDGE KELLY: A motion and a second. Any 4 other discussion? Those in favor raise your hand. 5 Unanimous, four zero. 6 MS. SHELTON: Thank you. 7 JUDGE KELLY: Okay. Item 1.14 consider, 8 discuss and take appropriate action to hire employee at 9 a higher step than policy allows based on experience. 10 And this says in Executive Session as needed. Is this 11 is something we need to do in Executive Session? 12 DEPUTY WALDRIP: I guess we'll see depending 13 on what questions you may have, I guess. 14 COMMISSIONER LETZ: I mean if we talk 15 about -- 16 COMMISSIONER BELEW: Can't name names. 17 COMMISSIONER LETZ: Yeah. We can't -- 18 DEPUTY WALDRIP: I think -- I think we can 19 get through this without naming any names. On this -- 20 on this one. But if it -- I guess if it does go to that 21 then -- 22 JUDGE KELLY: It's up to you. 23 DEPUTY WALDRIP: So just kind of a little 24 background. Currently, we had one of our senior 25 investigators from our criminal investigation division 50 1 tender his resignation and leave. So that leaves our 2 criminal investigation division with two investigators 3 with less than three years experience and we have two in 4 training. 5 So the opportunity has come that we can hire 6 an investigator from another agency. That 7 investigator's current salary is much higher than what 8 their salary would be starting with the County. So he 9 would -- this investigator would start with the County 10 normally at grade 25, step three. We're asking to hire 11 this investigator at grade 25, step six, which is a 12 higher salary than he would normally start at. But keep 13 in mind that the investigator he's replacing is a much 14 higher salary. So this still results in a salary 15 savings, even though we're hiring this person at a 16 higher step. There's -- still results in a salary 17 savings. 18 COMMISSIONER BELEW: So it doesn't affect -- 19 it affects the budget in a positive way? 20 DEPUTY WALDRIP: This one would. The 21 remainder of this budget year and going into the next 22 one. 23 COMMISSIONER BELEW: But we're hiring 24 somebody in at a higher grade than we -- 25 DEPUTY WALDRIP: So this person has 51 1 experience. They're currently a criminal investigator. 2 So it's mainly that he'll come over and just go to work. 3 COMMISSIONER LETZ: I move for approval. 4 DEPUTY WALDRIP: Very minimal transition in 5 policies and stuff like that. So be minimal transition. 6 JUDGE KELLY: We've got a motion. Need a 7 second. 8 COMMISSIONER BELEW: Second. 9 MRS. DOWDY: To authorize the 25-3 to 25-6, 10 is that correct? 11 DEPUTY WALDRIP: Yes. That's grade 25 step 12 6. 13 JUDGE KELLY: Okay. Any other discussion? 14 Those in favor raise your hand. Unanimous, four zero. 15 1.15 consider, discuss and take appropriate 16 action to revise the job description for Sheriff's 17 Department employee. 18 DEPUTY WALDRIP: So you know, the Sheriff 19 has been here previously and a deputy was assigned to 20 the special operations division as a criminal 21 interdiction deputy. What we've kind of learned since 22 he started in March is that what he does specifically 23 doesn't fit within the title of a deputy. 24 Criminal Interdiction has changed a lot. I 25 used to do it and I started in criminal interdiction in 52 1 the late '90s and since then it's changed a whole lot. 2 So what we've learned is, this particular 3 person is -- actually works it like an investigator. 4 It's pretty -- it's pretty cool to watch as they track 5 persons who smuggle currency, narcotics, weapons. They 6 track these people all over the United States now. 7 They're watching. They network between other criminal 8 investigation teams. They work with multiple agencies. 9 We've done cases with DEA. We've done cases with other 10 counties, other cities. 11 So they pretty much work as an investigator, 12 similar to what our narcotics investigators do, except 13 their criminals commit their crimes traveling upon the 14 highways. So they're out there doing criminal 15 interdiction using traffic law to locate and come in 16 contact with these criminal smugglers. 17 He also is the most experienced person on 18 our team. He is pretty much the lead person on this 19 team. Remind you, I don't know if the Sheriff did 20 indicate this, that when we recruited him, he agreed to 21 become part of this thing because he had a passion for 22 this. He took a significant salary decrease from the 23 agency that he came from. 24 So what the Sheriff is asking is that we 25 reclassify him from a SOB deputy to an SOB investigator, 53 1 moving him from grade 21.5, step 3, to grade 25, step 3 2 starting in the new budget year, October 1st. Not in 3 this budget year, but would be part of the next budget 4 year. 5 JUDGE KELLY: So you're changing the job 6 description to justify the change in grade? 7 DEPUTY WALDRIP: Yes. We'll, it's -- his 8 job is different than what a patrol deputy would 9 normally do. So one thing we did look at is, I know 10 that we've asked for some reclassifications with this 11 upcoming budget year. A couple things we did look at is 12 some of the salary savings that we did, we will have 13 going into the next budget year. 14 We had two pretty -- we had two senior 15 sergeants retire in this budget year, replaced with 16 sergeants who have less time with the County, which 17 resulted in some pretty significant salary savings going 18 into the next budget year. So we indicate that with 19 these salary savings, it should offset some of these 20 reclassifications and salary increases. 21 COMMISSIONER LETZ: I mean I look at this 22 really as, you know, I mentioned it before, I know there 23 have been other departments, but when you get into our 24 more senior people, experienced people, and we need to 25 bring someone in at those levels or those positions, it 54 1 doesn't -- they can't hire them at the -- as our current 2 policy has a level one. Or you know, same type thing. 3 And -- and, you know, their overall -- I visited with 4 the Sheriff a little bit about this. 5 And there are -- he's got a very young 6 department. He needs to keep some senior people over 7 there just to help -- help them out and do the training 8 and all that. 9 I think the salary budget is, Jason 10 mentioned, probably with everything else being probably 11 less next year than this year just because of the 12 retirements he's had. Of course, you take in, you know, 13 some other things that factor into his budget. But -- 14 you know, I think it makes sense. 15 And I also believe that we should let the 16 Department -- you know, within reason, run the 17 Department the way they want to. So I make a motion to 18 approve. 19 COMMISSIONER BELEW: I agree with that one. 20 Just like buying vehicles now, if you don't have it 21 budgeted, having employees that take a job at a lower 22 pay in anticipation that that will change is not a good 23 practice. And I don't think any department head should 24 do that. 25 DEPUTY WALDRIP: We're not asking -- 55 1 COMMISSIONER BELEW: I'm -- I'm not accusing 2 anybody of anything, Jason. 3 DEPUTY WALDRIP: Okay. Well -- 4 COMMISSIONER BELEW: I'm just saying it's 5 a -- people see this kind of stuff and they make note of 6 it and they think, I could do that. Let's not do that. 7 DEPUTY WALDRIP: Well, we're asking the 8 Court on the first consideration that his salary, the 9 investigator, be increased at the time of hire. And 10 then the current employee, we ask that his salary be 11 increased at October 1st within the budget cycle. 12 COMMISSIONER BELEW: I know. 13 JUDGE KELLY: From -- from my perspective, 14 this sound like a management decision to address 15 leadership needs. And you have -- you've had -- some of 16 your senior people have retired and you've had others 17 that need to be reassigned -- 18 DEPUTY WALDRIP: Yes, sir. 19 JUDGE KELLY: -- in order to be able to keep 20 the continuity in the Sheriff's Office going. So I'll 21 second the motion. We've got a motion and a second. 22 Any other discussion? Those in favor raise your hand. 23 Unanimous, four zero. 24 DEPUTY WALDRIP: Thank you, Judge. 25 JUDGE KELLY: Okay. With that, we're going 56 1 to take our morning break. We'll be back at five 2 minutes after 10:00. 3 (Morning break.) 4 JUDGE KELLY: Okay. Come back to order. 5 Timed items at 10 o'clock. First one is 1.16 public 6 hearing for a revision of plat for Pecan Valley No. 2, 7 Lots 4 and 5. 8 I convene the public meeting. Is there 9 anybody here that would like to address the Court in 10 this public meeting? 11 There being none, then I'll adjourn the 12 public meeting and we'll move on to item number 1.17, 13 which is to consider, discuss and take appropriate 14 action for the Court to approve a revision of plat for 15 Pecan Valley No. 2, Lots 4 and 5. Mr. Hastings. 16 MR. HASTINGS: Thank you, Judge. This 17 proposal adjusts the lot line between Lot 4 and Lot 5. 18 Lot 4A will become 3.8 acres fronting on Cook Lane and 19 Hobson Lane, and Lot 5A will be 3.79 acres fronting on 20 Hobson Lane. 21 The County Engineer requests that the Court 22 approve a revision of plat for Pecan Valley No. 2, Lots 23 4 and 5, Volume 4, Page 193. Precinct 2. 24 And this resolves some issues that -- 25 between those lots where they've got some structures, I 57 1 think on the lot line, was what they were trying to 2 solve. 3 COMMISSIONER LETZ: Move for approval. 4 COMMISSIONER HARRIS: Second. 5 JUDGE KELLY: Got a motion and a second to 6 approve the revision of plat for Pecan Valley No. 2, 7 Lots 4 and 5. Any discussion? Those in favor raise 8 your hand. Unanimous, four zero. 9 Call another public hearing for revision of 10 plat. This is Item 1.18 public hearing for revision of 11 plat -- is that Staacke Ranch? 12 COMMISSIONER LETZ: Staacke. 13 JUDGE KELLY: Staacke Ranch, Lots 3 and 4. 14 Is there anyone that would like to address the Court on 15 that data? 16 There being none, we will adjourn that 17 public meeting and move on to Item 1.19, which is to 18 consider, discuss and take appropriate action for the 19 Court to approve a revision of plat for Staacke Ranch, 20 Lots 3 and 4. Mr. Hastings. 21 MR. HASTINGS: This proposal revises Lot 3, 22 it's 73 acres as platted, and Lot 4, it's about 64 acres 23 as platted, into three lots. Lot 3R will be 12.7 acres. 24 Lot 4R will be 119.5 acres. And Lot 4R1 will be 5.01 25 acres. Frontage for all lots will remain on Bear Creek 58 1 Road. 2 County Engineer requests the Court approve a 3 revision of plat for Staacke Ranch, Lots 3 and 4, 4 Volume 5, Page 77. Precinct 3. 5 COMMISSIONER LETZ: Move for approval. 6 COMMISSIONER BELEW: Second. 7 COMMISSIONER HARRIS: Second. 8 JUDGE KELLY: Got a motion and a second to 9 approve the revision of plat for Staacke Ranch, Lots 3 10 and 4. Any discussion? 11 COMMISSIONER LETZ: Been a long time coming 12 on this one. They've been trying to get this worked out 13 for years. 14 UNIDENTIFIED LADY: Thank you so much. 15 Appreciate it. 16 JUDGE KELLY: Okay. So with that, those in 17 favor raise your hand. Unanimous, four zero. It is 18 done. 19 Item 1.20 consider, discuss and take 20 appropriate action for the Court to conditionally 21 approve a final plat for G & H Acres, with the condition 22 that the City of Kerrville approve and sign the plat. 23 Charlie Hastings. 24 MR. HASTINGS: This proposal subdivides 6.5 25 acres into three lots and it dedicates 0.73 acres as 59 1 right-of-way along Ranchero Road. Lot 1 will be 2.44 2 acres, Lot 2 will be 2.0 acres, and Lot 3 will be 1.33 3 acres. All three lots will front Ranchero Road. It is 4 in Kerrville's ETJ and must be approved by both 5 entities. 6 County Engineer requests the Court consider, 7 discuss and take appropriate action to conditionally 8 approve final plat for G & H Acres, and the condition is 9 that the City of Kerrville approve that also, and sign 10 it before it gets filed. 11 Now, the City of Kerrville -- their policy 12 is they -- they don't want to see a plat until it's got 13 everybody's signature on it. We've accommodated that in 14 the past. We've done this recently where we 15 authorize -- we ask the Court to authorize the County 16 Judge to sign it. Then it will leave this building and 17 go to the City, the City will get it signed and they'll 18 bring it back to County Court for filing. 19 So we're -- we're not asking for the County 20 Clerk to sign off on it yet. We're only asking for the 21 Judge to sign off on it. I had it here because we do 22 have in our regulation, and this is just a little side 23 note, but we do in our regulations say once this gets 24 into the County Clerk's hands it doesn't leave. So I 25 will bring it to you, Judge. And then if we could just 60 1 keep it out of Jackie's hands so it can make its rounds 2 before it comes back, that's what we're asking for. 3 JUDGE KELLY: Okay. 4 COMMISSIONER LETZ: Move for approval. 5 COMMISSIONER HARRIS: Second. 6 JUDGE KELLY: We got a motion and a second 7 to conditionally approve a final plat for G & H Acres, 8 subject to approval by the City of Kerrville. Any 9 discussion? Those in favor raise your hand. Unanimous. 10 Item 1.21 consider, discuss and take 11 appropriate action to approve the Xerox copier contract 12 072804700, for the Road and Bridge Department and the 13 Engineering Department and have the County Judge sign 14 the same. Kelly Hoffer. 15 MS. HOFFER: For consideration today is our 16 Xerox copier lease for your review and approval. Our 17 current lease ends on 9-30 of 2022. Road & Bridge and 18 Engineering split the cost evenly. 19 The new proposals results in an annual 20 savings of $104.40. Monthly expenditures for this new 21 contract will be Road & Bridge pays $56.93 per month out 22 of line item 15-612-461, and Engineering $56.92 per 23 month out of line item 15-601-461. The County Attorney 24 has reviewed the lease agreement 072804700. 25 At this time, I ask the Court for their 61 1 approval for Xerox lease agreement 072804700 for the 2 Road & Bridge and Engineering departments, and have the 3 County Judge sign the same. Thank you for your 4 consideration. 5 COMMISSIONER HARRIS: I move for approval. 6 COMMISSIONER BELEW: Second. 7 JUDGE KELLY: Got a motion and a second to 8 approve the Xerox copier contract for Road & Bridge and 9 Engineering. Any discussion? Those in favor raise your 10 hand. Unanimous, four zero. 11 MS. HOFFER: Thank you. 12 JUDGE KELLY: Item 1.22 consider, discuss 13 and take appropriate action to go out for annual bids 14 for Delivered Fuel. Ms. Hoffer. 15 MS. HOFFER: We're asking the Court to give 16 authorization to go out for Delivered Fuel bids. Once 17 we put out the bids, we will come back to the Court to 18 open the bids on September 12th, 2022 at 10 a.m., and 19 also award the bids in Court at that time. 20 We do spend over 50,000 on our Delivered 21 Fuel, and we need to be bidding that. 22 COMMISSIONER LETZ: Move for approval. 23 COMMISSIONER BELEW: Second. 24 JUDGE KELLY: We've got a motion and a 25 second to approve going out for the annual bids for 62 1 Delivered Fuel for Road & Bridge. Any discussion? 2 Those in favor raise your hand. Unanimous. 3 MS. HOFFER: Thank you. 4 JUDGE KELLY: Okay. Let's move on to the 5 Addendum Agenda. We've got Item 1.23 and 1.24. I'm 6 going to call both of these at the same time so we can 7 discuss them. 8 1.23 is consider, discuss and take 9 appropriate action to approve the Interlocal Agreement 10 for the Hill Country Regional Public Defender's Office 11 between the counties of Bandera, Gillespie, Kendall, 12 Kerr, and Medina. And that is the Interlocal Agreement. 13 1.24 is the Oversight Board Committee 14 membership policy. Consider, discuss and take 15 appropriate action to approve the Oversight Board 16 Membership and Policies for the Hill Country Regional 17 Public Defender's Office. 18 We met last Friday and we had changed the 19 fiscal agency for the grant to Medina County. And so we 20 need to approve the paperwork to do that. One of which 21 is the Oversight Committee. 22 The Oversight Committee was formed by this 23 court, Kerr County, because it was a department of Kerr 24 County at that time. And so it was -- it was prepared 25 so that Kerr County was the one that actually formed the 63 1 Oversight Committee. That changes to Medina County now. 2 So we're changing the name Kerr to Medina on that 3 Oversight Committee. And it also changes the membership 4 of the committee. 5 And if you recall, every County had two 6 members on that. A permanent member, which was the 7 County Judge or designee, and then another member. 8 Except for Kerr County and because we were the host 9 County, we had three. And so that was Commissioner 10 Letz, myself and Judge Williams, who is actually the 11 chairman of the PDO. And so that will change so that 12 the host County, Medina County, will have three members 13 and Kerr will go back to two members. Well, I won't say 14 go back. We won't go back. We'll go to two members. 15 And I don't have any problem with that at all, and would 16 recommend to the Court that we approve that to the 17 Oversight Committee. 18 And I'll make a motion that we do approve it 19 and it should shift back to Medina County and they'll 20 have three members on the Oversight Committee. 21 COMMISSIONER LETZ: I'll second, but -- 22 JUDGE KELLY: I want to get that one out of 23 the way. 24 COMMISSIONER LETZ: Okay. I'll second, but 25 I still have a question. 64 1 JUDGE KELLY: Okay. We've got a motion and 2 a second. Discussion? 3 COMMISSIONER LETZ: Do we have to do -- 4 JUDGE KELLY: Yes. 5 COMMISSIONER LETZ: The new one is in there? 6 JUDGE KELLY: It is. 7 COMMISSIONER LETZ: And we -- there is a lot 8 of discussion about how we calculate -- 9 JUDGE KELLY: That's an interlocal 10 agreement. That's -- 11 COMMISSIONER LETZ: I know. But there 12 were -- I reflect that was -- there was -- it was 13 unclear whether that change would be in the Interlocal 14 or in the oversight, to clarify how the case loads are 15 calculated and all the money -- 16 JUDGE KELLY: And I'm going to recommend 17 that it be in the Interlocal Agreement and I'll tell the 18 story on that in just a second. 19 COMMISSIONER LETZ: Okay. But -- 20 COMMISSIONER BELEW: Can't it be in both for 21 clarity purposes? 22 JUDGE KELLY: Sure. 23 COMMISSIONER BELEW: Reiterated in -- 24 JUDGE KELLY: We can. We could do that. 25 COMMISSIONER LETZ: Okay. 65 1 JUDGE KELLY: I mean, I'm fine with that. 2 But let's move on to what -- what the issue is. And 3 that would be back to 1.23, which is to consider, 4 discuss and take appropriate action to approve the 5 Interlocal Agreement. 6 The Interlocal Agreement, first of all, is 7 very broad and general, and it is ambiguous. And when 8 the Oversight Committee met last Friday, we had a heated 9 disagreement about what this agreement means. And a lot 10 of it has to do with what the representations were when 11 we formed the PDO. 12 The -- when we formed the PDO, we wanted to 13 make sure that we allocated the expenses between the 14 respective counties on the basis of actual case load. 15 We also provided in the Interlocal Agreement that we 16 have to wait for at least a year, get that first year 17 under our belt to be able to readjust what the initial 18 allocations are. 19 And I'll refer to some of the specifics to 20 our County Auditor, but we based what our initial 21 contributions would be on what our history the year 22 before was, as recorded with the Office of Court 23 Administration, the OCA. And Kerr County was at 38 24 percent -- and point something. And then the other four 25 counties fell in line. But we were by far the biggest. 66 1 And we made those contributions for a 15-month period. 2 And I don't want to get off on why we got an 3 extra three months, but that was a generous thing that 4 the State of Texas did for us because we didn't get 5 started in time. So we ended up getting that done. And 6 the Interlocal Agreement provides that that calculation, 7 that -- that photograph, that snapshot in time, takes 8 place on May 31, each year. And so when we did it from 9 May 31, which included a 15-month period, Kerr County's 10 allocation for the total expenses was 30 percent. 11 Well, that's significantly different between 12 38 and 30. And because we understood the Interlocal 13 Agreement to be on the basis of actual case load, we saw 14 that as probably a credit, but not necessarily a check 15 being written, but a credit back to Kerr County for what 16 we paid above what our case load was. 17 Well, the final accounting, which we have, 18 three counties overpaid, for lack of a better term, or 19 actually contributed more than what their allocable 20 share would be, and two counties contributed less than 21 what their actual case load count would be. And it's no 22 surprise that the two counties that contributed less 23 than what would be allocated took the position that the 24 Interlocal Agreement was ambiguous or unclear and it 25 would only apply to next year's allocation and we would 67 1 lose the eight percent that we paid this year. 2 And I think about that point in time I 3 became conspicuously silent at the board meeting -- 4 committee meeting, because that's not what was agreed. 5 And I can specifically point -- we can go back and find 6 it on the calendar if we need to. But a conversation 7 that we had right after we bought the building down 8 there and had a tour and brought all the representatives 9 from the five counties in and met in Andy Murr's office 10 afterwards, where the discussion was this was not going 11 to be like what we do in the 216th and 198th based on 12 census every ten years. This is going to be actual case 13 loads. And it should be. That's the only fair and 14 right thing to do. 15 I was invited at that point as to whether or 16 not I had any proposed language to clarify what we 17 wanted in the Interlocal Agreement, and I didn't have 18 any off the top of my head at that point, but I would 19 like to clarify this Interlocal Agreement to put it back 20 to what it's supposed to be, which is on the actual case 21 load. 22 And so with that, we had originally put this 23 on the agenda because we thought we were going to have 24 to have it approved today, because we have budgets 25 coming up, and everybody's got -- they've got to budget 68 1 theirs too. 2 But I have reconsidered, and I'm actually 3 pulling the Interlocal Agreement from the agenda today. 4 And disclosing to y'all what I want to do is to work on 5 editing this so that it accurately reflects what the 6 agreement is. Because the agreement -- the verbal 7 agreement at the time was that it was supposed to be on 8 actual case load. And we would settle up. 9 And if that's just an accounting entry, so 10 be it. There are other ways to handle that. I know 11 with regard to reserve funds, we talked about a lot of 12 different things that I don't want to bore you with 13 right now. But the bottom line is, so that you know how 14 much we overpaid through June 30th, I don't -- overpaid, 15 I take that word back. I'll get precise. What we 16 contributed more than our proportionate share of actual 17 case loads was $76,000.00. And we still got July and 18 August and September to go. So we've got some skin in 19 this game. So that's why I want to edit it. 20 COMMISSIONER HARRIS: Without a doubt. 21 COMMISSIONER LETZ: Anyway. That was a 22 lively discussion. My question, Judge, is that the 23 oversight is something that is done by Medina County. 24 They -- they do it. And I think the last time all the 25 counties approved the form of it. 69 1 JUDGE KELLY: That's right. 2 COMMISSIONER LETZ: Are we sure there's not 3 going to be -- I'd like to -- I mean, did that revision, 4 revisement come from Judge Schuchart? 5 JUDGE KELLY: What Judge Schuchart did was 6 take the initial Interlocal Agreement and the initial 7 oversight committee membership and policies, and changed 8 the name Kerr to Medina. That's all he did. 9 COMMISSIONER LETZ: And I guess if that's 10 what Judge Schuchart wants. I -- I just would rather -- 11 if that's the way they want to do it and they've 12 approved it in their Court already. I just hate to -- I 13 don't want to have to redo it again. If there's a 14 change in it. If they decide oh, we're going to make 15 some other changes or some -- you know, the oversight 16 committee decides maybe we ought to clarify something 17 else. 18 So as long as everyone is, you know, 19 comfortable and confident that they're not going to 20 change that I wouldn't mind approving it. But I just 21 want to make sure that it doesn't -- or it's not going 22 to get changed. 23 JUDGE KELLY: With regard to the Oversight 24 Committee, we don't actually adopt their policy. We 25 merely approve their policy. 70 1 COMMISSIONER LETZ: Right. 2 JUDGE KELLY: They adopt their own policy 3 just like we adopted our own policy back when we first 4 started. But the Interlocal Agreement I think needs to 5 be changed to add appropriate language to put this back 6 to an actual case load allocation between the counties 7 and we settle up at the end of every year, in time for 8 the next fiscal year so we can budget for that. 9 Because the argument that was made is that 10 it was intended to be prospective only, and not go back 11 and consider what the actuals were for the existing 12 year. Because if they -- if they have to come up with 13 the money it's not in their budget. 14 But we have -- everything is tied to October 15 1 so that whether it's cash settle up or whether it's 16 just a credit and debit settle up, all that will 17 coincide with the next fiscal year so that nobody is 18 short. 19 COMMISSIONER BELEW: That's why they do it 20 when they do it. 21 JUDGE KELLY: Right. 22 COMMISSIONER LETZ: And Judge, I guess -- my 23 hesitation is the oversight thing. One of the things 24 that I thought and, you know, I think there should be 25 more transparency on the host county's financial side of 71 1 it. Just like I haven't seen the grant that they even 2 applied for. I guess they could do an open records 3 request or maybe just call Judge Schuchart and get a 4 copy of it. But I think that there should be certain 5 things that should be sent to all the counties. I think 6 every County should receive a copy of the budget for the 7 Oversight -- or for the PDO and I think everyone should 8 receive a copy of the grant. 9 It's not in there. We could ask for it 10 but -- 11 COMMISSIONER BELEW: Those -- those records 12 stay in the County? They don't going to the PDO? 13 COMMISSIONER LETZ: Well, the -- I mean, the 14 PDO will be -- I mean, we had access to it or I had 15 access to it when it was here because it was a Kerr 16 County department and I'd just go to the Auditor 17 directly. Now that it's -- Medina County is the host 18 County, you know, it's not going to be as easy for me to 19 find out what's going on. 20 COMMISSIONER HARRIS: Well, did we provide 21 that information when we were handling everything? 22 COMMISSIONER LETZ: We weren't asked. And 23 no we didn't -- we did not proactively. Well, I don't 24 know. 25 JUDGE KELLY: They came to every important 72 1 meeting we had. 2 COMMISSIONER HARRIS: So if I -- 3 JUDGE KELLY: It was provided. 4 COMMISSIONER LETZ: Right. I mean, they 5 obviously were there. But I mean the -- like the budget 6 and some of that other stuff. I mean, it's not a big -- 7 you know, I'm not going to raise a huge issue with it. 8 But it seems to me that the counties should all be more 9 aware of what's in the -- how the PDO is operating than 10 we were. I think we were very forthcoming with it. And 11 maybe no one else cares. I don't know. 12 COMMISSIONER BELEW: Well, it seems like 13 that information would all run through the PDO office. 14 So you know what percentage is for each County of cases. 15 You know what the percentage is based on that what each 16 county's paying. What else are you trying to find out? 17 COMMISSIONER LETZ: But it's all run through 18 the Auditor of Medina County now. It's not run -- 19 COMMISSIONER BELEW: I know. That's what 20 I'm saying. It seems to me you should -- you should be 21 able to access that information from the participating 22 counties through the office of what it's there for. The 23 PDO. So -- 24 JUDGE KELLY: And everybody -- 25 COMMISSIONER BELEW: -- everybody keeps 73 1 their own records and can you track it down that way? 2 That doesn't seem very efficient. 3 MS. SHELTON: Medina has requested records 4 that we gave to them. 5 COMMISSIONER LETZ: Well, it is the way it 6 is. Then we can just request a copy of the budget and 7 the grant. Maybe the others don't care. 8 COMMISSIONER BELEW: Well, what I'm 9 asking -- they probably don't. 10 JUDGE KELLY: The consider, discuss and take 11 appropriate action part of this is, I would like this 12 court's approval to edit the Interlocal Agreement and 13 clarify that this would be done on actual case load 14 basis. 15 COMMISSIONER BELEW: From what date? 16 JUDGE KELLY: Well, this Interlocal 17 Agreement will start October 1. So we got a new date to 18 start. 19 COMMISSIONER BELEW: Are we going to request 20 a credit of what -- what -- or since you don't -- you 21 said you want -- 22 JUDGE KELLY: Some sort of credit. One of 23 the things we're working on is whether or not we need to 24 have a reserve fund, like a fund balance for the PDO 25 because there is a lead time before you get reimbursed. 74 1 But as long as Kerr County gets credit for what it's 2 contributed above what its allocation was for the actual 3 case load, I'm fine with it. Whether it's credit, 4 whether it's cash, whether it's -- whatever it is. 5 COMMISSIONER LETZ: Well, anyway. The 6 motion and a second on the oversight policy to approve 7 those, we ought to deal with that first, I guess. 8 JUDGE KELLY: Okay. For the oversight 9 committee there's a motion and a second to approve the 10 membership and policies as presented. Any discussion? 11 Those in favor raise your hand. Unanimous. 12 And then with regard to the Interlocal 13 Agreement. I would like approval to edit the Interlocal 14 Agreement to accurately reflect actual case load. 15 COMMISSIONER BELEW: I move for approval. 16 COMMISSIONER LETZ: Second. 17 JUDGE KELLY: Got a motion and a second. 18 Any discussion? Those in favor raise your hand. 19 Unanimous. 20 Okay. That gets us through that part of the 21 agenda. 22 Let's go to the Approval Agenda. 2.1 23 budget amendments. 24 MRS. SHELTON: Yes. You have several budget 25 amendments in front of you. The largest is the first 75 1 one. These are all due to inflation. Basically it's 2 your oil and gas, and then prisoner meals. Prisoner 3 meals is the largest increase for the cost of the 4 groceries moving forward. 5 COMMISSIONER BELEW: Move for approval. 6 COMMISSIONER HARRIS: Second. 7 JUDGE KELLY: Got a motion and a second to 8 approve the budget amendments as presented. Any 9 discussion? Those in favor raise your hand. Unanimous, 10 four zero. 11 2.2 pay bills. 12 MRS. SHELTON: Yes. Invoices for today's 13 consideration, $1,670,676.40. 14 COMMISSIONER LETZ: Move for approval. 15 COMMISSIONER BELEW: Second. 16 JUDGE KELLY: A motion and a second to 17 approve the bills as present. Any discussion? Those in 18 favor raise your hand. Unanimous. 19 2.3 late bills. 20 MRS. SHELTON: There are not any. 21 JUDGE KELLY: 2.4 Auditor reports. 22 MRS. SHELTON: There are not any. 23 JUDGE KELLY: 2.5 monthly reports. 24 COMMISSIONER HARRIS: Yes. For June, 2022 25 monthly reports. County Treasurer Tracy Soldan. 76 1 Payroll approval, County Treasurer Tracy Soldan. Animal 2 Control Services, Director Reagan Givens. County Clerk, 3 Jackie J.D. Dowdy. And Justice of the Peace, Precinct 1 4 Mitzi French. Precinct 4 Bill Ragsdale. I move for 5 approval. 6 COMMISSIONER BELEW: Second. 7 JUDGE KELLY: Got a motion and a second to 8 approve the monthly reports as presented. Any 9 discussion? 10 MRS. DOWDY: Yes. Commissioner Harris, did 11 you -- did you say both reports for the County Clerk 12 there? 13 COMMISSIONER HARRIS: Yes. 14 MRS. DOWDY: Okay. Just wanted to make 15 sure. I'm sorry. 16 JUDGE KELLY: Okay. Discussion? Those in 17 favor raise your hand. Unanimous. 18 Court orders. 19 COMMISSIONER LETZ: We have our Court orders 20 from our July 18th special meeting. Court Orders 349423 21 and 39424. And I move for approval. 22 COMMISSIONER HARRIS: Second. 23 MRS. DOWDY: We also -- and you have the 24 other ones from 7-11? 25 COMMISSIONER HARRIS: Oh, combine them? 77 1 MRS. DOWDY: Correct. 2 COMMISSIONER HARRIS: Okay. And also Court 3 Orders 39407 through 39422 from Monday, July 11th, 2022. 4 And they all look in order. I move for approval. 5 JUDGE KELLY: So we've got a motion to 6 approve all the court orders? 7 COMMISSIONER HARRIS: Yes. 8 JUDGE KELLY: Any discussion? Those in 9 favor raise your hand. Unanimous. 10 Information Agenda. 3.1 status reports from 11 department heads. None? 12 3.2 status reports from elected officials. 13 None? 14 3.3 status reports from liaison 15 commissioners. None? 16 And we have no items for Executive Session. 17 COMMISSIONER LETZ: We do have one. 18 JUDGE KELLY: One? One item for Executive 19 Session? 20 COMMISSIONER LETZ: And it's Addendum 21 Number 2. 22 JUDGE KELLY: The one at two o'clock? 23 COMMISSIONER LETZ: No, it's -- that one. 24 MRS. STEBBINS: No, it's 4.4(a) on this 25 Agenda. 78 1 JUDGE KELLY: 4.4(a). Okay. Well, the 2 Court's going to go into recess and reconvene in 3 Executive Session to consider 4(a). Consider, discuss 4 and take appropriate action to authorize County Judge or 5 designee to negotiate real estate transaction. 6 COMMISSIONER LETZ: I knew it was somewhere. 7 JUDGE KELLY: So with that, we'll be in 8 recess. And we'll reconvene in Executive Session. 9 (Recess.) 10 (Executive Session.) 11 JUDGE KELLY: Court will come back to order. 12 It's 11:02 and we're out of Executive Session. And I 13 believe we have one Liaison -- 14 COMMISSIONER LETZ: Yeah. I forgot to 15 mention at our last Commissioners' Court we talked about 16 having that -- today having on the agenda about EMS and 17 the first responders and that whole program. I talked 18 to Chief Maloney, he could not be here today, but he can 19 be here at the budget workshop next week and plans to be 20 by and he can explain that whole first responder program 21 and where the City's going and what the money is used 22 for and all the questions that came up that I couldn't 23 answer. 24 COMMISSIONER HARRIS: That will be good. 25 JUDGE KELLY: Okay. With that. We are 79 1 adjourned. 2 * * * * * * 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 80 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 Regular Commissioners' Court. 9 Dated this the 30th day of July, A.D. 2022. 10 11 /s/DEBRA ELLEN GIFFORD Certified Shorthand Reporter 12 No. 953 Expiration Date 04/30/2023 13 * * * * * * 14 15 16 17 18 19 20 21 22 23 24 25