IMAGED 5~ PAGESON ~- ',}f).Q\

DATENOTICE OF SPECIAL MEETING

FORT BEND COUNTY COMMISSIONERS COURT7TH FLOOR, WM. B. TRAVIS BUILDING, RICHMOND, TEXAS

TUESDAY, AUGUST 7, 20019:00 A.M.

AGENDA PlLiD t OR kJ!COAOS CJdT1MI! .~

AUG2 lOO1P~.,~-Ct.ClIIk FtIlIMd~

Call to Order

2 Hold Budget Workshops

3 Adjournment

In the event any of the foregomg Items are not covered m the time allocated on the dateof this agenda, the County may order a contmuance for the next day untJi the dIScussIonIScompleted on all Items

~~~James MOlphus:ountYuge

NotIce ofmeetmg/agenda posted at WJ!ham B TraVISAnnex, Courthouse §f Jane L!JJ.1gAnnex, Richmond, Texas on Thursday, August 2, 2001 by'-trtLL"'a..u..d-t.-=-==-~-,-"-,----,,.:..:..._-,--

Pohcy ofNon·DlscnmmatJon on the BasIS ofDlsabdltyFort Bend County does not dtscrunmate on the buts of dlsabtbty m the adnusslon or access to, Of treatment or employment tn, Itsprograms or actlVltles ADA CoordInator, RtsklManagement Insurance Dept 7th Floor, TravIS Buddmg, RIchmond. Texas 777469,phone 281-341~8618 has been designated to coordmate comphance With the non~d1SCnmmatlon requtrements m SectJ.on 35107 of theDepartment of Justice regulations * Infannabon concernmg the proVISions of the Amencans WIth Dlsabdltles Act, and the nghtsprovided thereunder, are avatlable from the ADA coordmator

NOTICEThe County Commissioners Court of Fort Bend County reserves the nght to adjourn mto executive SesSion at any ttrne dunng thecourse ofthts meetmg to diSCUSSany of the matters hsted above, as authonzed by Texas Government Code Secbons 551 071(Consuhation With Attorney), 551 072 (Deltberallons about Real Property), 551 073 (Debberallons about Gt:fts and Donallons),551074 (Personnel Matters), 551 076 (Debberations about Secunty Devlces) and 551 086 (EconomiC Development)

APPROV AL OF MINUTESCOMMISSIONERS COURT

FORT BEND COUNTY

I, Dianne Wilson, duly elected County Clerk and Clerk of Court, Fort Bend County, Texas

do hereby submit the Official Minutes of Commissioners Court held on the 7th day of

August , 2001.

DIANNE WILSON, COUNTY CLERK

Now, therefore, be it resolved upon the motion of Commissioner ~seconded

by Commissione,,- 51JU ~UlY put and carried, it is ordered to accept for

record the attached minutes approved on this the 21st day of August, 2001.

1M ADOLPHUS, COUNTY JUDGE

I!comm/ccm.doc

Approved

MINUTES

BE IT REMEMBERED, That on this 7TH DAY of AUGUST, 2001 Commissioners Court ofFort Bend County, Texas, met at a Special Meeting with the following present

JAMES C ADOLPHUS COUNTY JUDGE

TOM D STAVINOHA COMMISSIONER PRECINCT 1

ANDY MEYERS COMMISSIONER PRECINCT 3

JAMES PATTERSON COMMISSIONER PRECINCT 4

DIANNE WILSON COUNTY CLERK

Commissioner Prestage absent

When the follOWIngwere heard and the followmg orders passed

1. Callto Order.

Call to Order by Judge Adolphus at 9 03 a.m

2. Hold Budget Workshops.

The following departments presented 2002 proposed budgets

COUNTY CLERKCOUNTY TREASURERBUILDING MAINTENANCEROAD & BRIDGE268TI1 DISTRICT COURT400TII DISTRICT COURTJUSTICE OF THE PEACE PCT 1 PL 1DENNIS MCMAHONCOUNTY ATTORNEY

3. Adjournment.

Moved by CommIssIoner Patterson, Seconded by Commissioner StavInoha, duly put andunanimously carried (4-0), It IS ordered to adjourn Commissioners Court Budget Workshopat 11 36 a m on Tuesday, August 7, 2001

Judge Adolphus yes CommiSSIoner Meyers yesCommissioner Stavinoha yes Commissioner Patterson yesCommiSSIoner Prestage absent

I

Fort Bend CountyAllocation of Count) Clerk's Share of M I.S. to Records Management

For the FIscal Year Ended December 31, 2002

Alloc. County Clerk Records GeneralAcct De.crlptlOn Rate Total> Mgt. Operations

0200 Personnel~

181,81889 129,091 41 52,727480701 Travel ReImbursements & Conferences

TAGDPM Conference (3 days) 0% 9977 9977Govt Technology Conference (2 days) 0% 5986 5986MIleage ReImbursement 0% 9977 9977Technology EducatIOn Classes 0% 11972 11972View County SItes (TX and US) 00/0 9977 9977IBM Conference 0% 6984 6984Gartner SymposIUm 0% 7981 7981Bralll Share Conference 0% 9977 9977Cnmlllal JustIce Users Group Conference 0% 5986 5986SCT Conference 0% 5986 5986MIS Techmcal TopIcs - MultIple Staff 0% 99765 99765Network Trallllllg 0% 99765 99765

1010 Property and EqUIpmentDesk Replacements 00/0 209 51 20951Chalf Replacements 0% 20951 20951Bookshelves (3) 00/0 8979 8979Modular Desks (7) 0% 1,04754 1.04754Carpet 0% 24941 24941

1012 Hardware Purchases8mm Mammoth Tape Dnve RS6000 50% 2 16900 I 084 50 1,084 50X-Wllldow Momtor and Adapter 50% 62660 313 30 31330HP8000 Senes Pnnter 50% 149 18 17459 17459Wireless Bndges, Cards, Repeaters 50% 798 12 39906 39906Memory Upgrades - Servers 50% 95775 47887 47887Compaq Disk Dnves 50% 69836 149 18 34918Routers, SWItches and Blades 50% 1 990 61 I 995 31 1,99531Penpheral EqUIpment 50% I 496 48 74824 74824E-Commerce Server 5()lYo 74824 374 12 374 12DL T Tape Dnves (6) 50% 3 59] 55 I 795 77 I 79577Laptop - Trallllllg 50% 149 18 17459 17459Cable Connectors 50% I 4Y6 48 74824 74824Web Camera 50% 11972 5986 5986Photo Ready Pnnter 50% 14965 7482 7482IBM SSA Disk Drawer (16 - 91gb dIsks) 50%IBM 4332-1 Infopnnt 32 Laser Pnnter 50%Replacement Servers (5) 50% 174120 I 87060 1,870 60

1062 Office SupplIes 0% 1 771 13 3,771 133020 Other Rentdls

Cellular Phone and Pager Charges 0% 22776 22776Motorola or Pagenet Two-Way RadIOS 0% 53873 53873HP Operatlllg System Lease 0%

~Malllframe Software Leases 100% 3761290 37,612903021 InformatIOn Technology Leases

Computer Leases 5(VYO 1 80Y 64 904 82 904 821040 Software Purchases

Oracle Llcenslllg (150 Uscrs) 53% 598592 3 172 54 2,811 18Wllldows 2000 Upgrades (6) 50% 14965 7482 7482Ea" Spooler - Umx (2) 50lXI 73826 369 II 36913IBM Websphere 10W~;} 99765 99765

Page I

Alloe County Clerk Records GeneralAeet DescnptlOn Rate Totals Mgt. OperatiOn.

IBM AIX 2002 (4) 50% 1,44600 72300 72300Merant ODBC Dnvers - Server LIcense 50% 349 18 17459 17459MlcroFocus COBOL Developers SUlte (2) 50% 2,76186 1.38093 1,380 93MIcrosoft NET Development SUlte (6) 100% 53873 53873Crystal Reports & Recrvstahze Pro Web (4) 100% 15962 15962RoboHelp Office Deluxe Ed,uon 00/0 10276 10276TOAD - Oracle App Developer (5) 50% 89789 44894 44894Sybase EAServer 100% 3,20000 3,20000Anti- ViruS Software 50% 1,49648 74824 74824Network DlagnosUc Software 50% 1,24707 623 53 62353Novell Master Llcensmg 50% 8,48005 4,24002 4,24002Bmdvlew 0% 24941 24941ArcServer Enterpnse Network Backup (12) 100% 1,79577 1,79577Trammg Software - AddItIOnal Seats (12) 0% 23944 21944MIcrosoft 2000 Server Upgrades 100% 2,494 13 2,494 13Software Upgrades 0% 49883 49883Proxy FIltenng Software 50% 19953 9977 9977Ghost Software 50% 1,25704 62852 62852PC Anywhere HostJRemote (3) 50% 11972 5986 5986Network Management Software 50% 1,296 95 64847 64847E-Passport 0% 1,44660 1,44660Web Enforcer for NT 100% 49883 49883Ventas Backup Exec for Wmdows NT 50% 27934 13967 13967TranslatIOn Software for Connty Web 100% 24941 24941Adobe Acrobat Site LIcense 0% 28932 28932Web Tools for ADA 100% 19953 19951Web Tools 100% 349 18 349 18Crvstal Reports (4) 500/0 11892 5946 5946

4010 Other Fees and ServIcesRemedy Annual Express Support 50'Yo 88891 44445 44445Compuware - Xpedlter & Abend AId 100% 622 04 62204Data 21 - Onhne Help & PK-Zlp 100% 261 88 261 88ZephH Sltc LIcense 100% 49384 49384CISCOSmartNet and CISCOWorks 100% I 795 77 I 795 77Computer Select dnd Support OnSne 100% 1 H8 59 1,44859Oracle Soft"arc Support 100";;, 9,377 91 9,377 93Jurv + 0%AMS FlllanClals Support (lIYo

SCT Support 0%ICSA - Internet Network Secunty 100% 6,208 49 6,20849Seagale - Crvsl"l Reports 50% 409 70 20485 204 85MacKmney UUhues 501}';, 192 15 9607 9607Cltrt" Support 50'% I 995 1 I 997 65 99765HP Tape DrIve Mmntenance 100% 49883 49883County Clerk Jukebox - HP 0%Burster - AcratodJTab Products 00/0 72 43 72 43LIebert UPS 100% 608 57 60857NCR AT&T COlliten 00;';,Hydra - IDS Mlcroprocessmg 100% no 29 13029Compaq Server - 4 Hours Service 0% I 995 31 1 995 31HP Hardware Mamtenance 0%IBM Mllllltenance Contract 100% 13 10896 13,10896IBM RS/6000 50% 4,(1l9 88 2,00994 2,00994DeCISIOnOne Controller and Tape Dnve 50(% I 517 58 76879 76879FdX dnd COPy Machllle MaIntenance 50% 2H92 12246 12246Consultmg Sep, Ices 100% 952529 9,52529Dues and Fees 100% 255828 2,55828

Page 2

Alloc. County Clerk Records GeneralAcct DescnptiOn Rate Totals Mg!. OperatIons

CISCORouter/Switches Mamtenance 0% 3.491 78 3,49178Safeslte Offsite Storage 100% 1,23460 1,23460Signaltron (Cabling, Etc ) 00/0 2,49413 2,49413AIX - RS/6000 IBM Phone Support & AlX 50% 3,85600 1,92800 1,92800Disaster Recovery 100% 5,98592 598592Ozarka Water 0% 17559 17559Southwestern Bell Internet 100% 1,18521 l,I8521

N/A MIS Geueral AllocatiOn 36% 31,84676 11,41264 20,434 12

Total County Clerk M.LS Allocation 400,108.21 275,35390 124,754.31

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• GENERAL FUND REVENUES.. GENERAL FUND REVENUES.. ACCOUNT NAME 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

Central Appral",,1 D,stnct 5337,207 5137,207 50.. Emergency Management A>St $57,751 $58,000 $53,000

Nattonal Lunch Program $50,186 $55,000 550,000

Nurse', Salary Grant $85,922 $76,000 585,000.. ReImbursement from State $277,559 $225,000 $250,000

Federal Payments $658,519 50 5600,000• Penalty & Intere,t - Prop Taxe, $550,455 5430000 5500,000

Ammal Control Fees 514,4'11 515,000 514,500

II Attorney ~ Fee~Relrnbun.ements 522,163 522,000 $22 000

Auenon 587,484 540,000 550,000

IIBall Bond L,cense Fees $7,500 $6,000 $6,000

Board 0f Pnsoners $2,259,676 1,500,000 51,800,000

Beer, Wme, & WhIskey $50,888 $50,000 $50,000• County Clerk $1,699,880 $1,500,000 $1,600,000

Contract Deputy ReImbursement $879,455 $820,000 $1,024,188

• County Judge $4,012 $4,000 $4,000

County LIbrary $162,366 $135,000 $150,000

• Comnusston on Pay Phones 5361,586 $250,000 $350,000

City ofRlchmond $10,648 511,616 $11,616

Child Support $49,841 $50,000 $50,000.. Court Cost $570 $4,000 5500

Constable, Pct 5225,715 $180,000 $170,000

• Constable, Pct 2 5167,761 $175,000 $130,000

Con>rable, Pct 3 $121,387 $125,000 $120,000

q Constable Pct 4 $112,433 590,000 $95,000

D"tnct Attorney $114,319 5100,000 $110 000

D"tnct Clerk 5465,954 $450,000 5470,000• Donatlon~ 57,120 $0 $0

Emergency Medlcal ServIce $1,615,879 51,600,000 51,700 000• Fairground", Rental $100,473 590,000 $100,000

Property Taxe' - Delmquent 51446,515 $1,000 000' $1,300,000

• Property Taxe ....- Current 559,413,353 $67,158,514 572,551 800

Health Department $169,455 5150000 $160 000

•Q FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001 49

- - -

GERERAL FUND REVENUES

In...urance Claim ... SO $0 $0

lntere ....t Earned $2,959,308 S2,800 000 $2,900000

In''''pectlOn Fee~ S26966 S25,000 S30000

JUl} Fee... $14328 $14,000 $15,000

]u<"t1ce of the Peace - Cl\'11 $34111 $45,000 $30,000

Ju<"uce of the Peace, Pct I 2 FlOes $321 588 $190,000 $280,000

Ju<;;ttce of the Peace Pct Ll FlOes $213574 $190000 $200000

]u'l,ce of the Peace Pct 3 Fmes $246056 $180,000 $240000

Justice of the Peace, Pet 4 Fme::. $287,915 $260,000 $265000

Ml~cel1aneous Revenue $508698 $300,000 $100,000

Patk Fee' $9,090 $0 $0

JU"tlce of the Peace, Pct 2 Fme~ S110361 $95,000 $110,000

ReImbursements - Miscellaneous $303,527 $100,000 $120,000

Rel:iututton Fee::. $856 $0 $1,000

Rental of Property $5,576 $5.400 $5,400

State Alcoholic Beverage $239,595 $200,000 $240,000

Shenff, Deparnnent $189)15 $145,000 $180,000

Serv,ce Fee Earned from State $194,520 $120,000 S180,000

Tax A"eS'or/Collector fees $1,030,834 S900,000 S950,000

Operating Transfers In $19226 $0 $0

T obaceD Settlement $3,981,177 $0 S400,000

Refund' S104,884 $0 $0

TOTAL $82,389,978 $82,076,737 $90,114,004

50 FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001

IIIIIII

GENERAL FUND DEPARTMENTS General Administration

ELECTIONS ADMINISTRATIONThe Fort Bend County Elecllons AdImnistrator conducts Federal, State, and County elecllonsThe ElectIOn Admmlstrator also conducts electIOns for other governmental enlllles that maycontract with the County for electIOn services Conductmg elections mcludes, but ISnot lImItedto mput to and mamtenance of voter regIstratIOn database, trammg and supervlSlon of precmctJudges, early votmgJudges, and central countmg statIOn personnel, clencal and loglsllcalpreparatIOns for votmg such as ordenng ballots, determmmg numbers of ballots needed,dlstnbutlllg ballots and supplies, admllllstratlOn of early vOtlllg III person and early vOllng bymall, superviSIOn of ballotmg, supervISIon of tabulatIOn and preparatIOn of final canvassmgreports The ElectIOns AdminIstrator preserves voter regIstratIOn applIcations, offiCial electiondocuments, and candidate campaIgn dIsclosures

FUND 0 I0 GeneralAGENCY 069 ElectIOns AdmllllstratlOnORGANIZATION 0690 ElectIOns AdmInistrationACTIVITY 1000 General AdminIstratIOn

EXPENSE BUDGET

CATEGORY 1999 ACTUAL 2000 ADOPTED 2001 WOPTED

Salanes and Personnel Costs $224,655 $257,081 $260,934

Operatlllg and Tramlllg Costs $265,846 $281,790 $228,585

InformatIOn Technology Costs $0 $3,240 $3,746

CapItal AcqUISItIOns $0 $8,300 $0

TOTAL $490,501 $550,411 $493,265

ORGANIZATION CHART

ElectIonsAdministrator

FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001 69

GENERAL FUND DEPARTMENTS Administration of Justice

JUVENILE PROBATION •FUND 010 GeneralAGENCY 018 Juvellile ProbatlOnORGANIZATION 0180 Juvellile Probation OperatmgACTIVITY 1200 AdmmlslratlOn of Justice

••EXPENSE BUDGET

ACCOUNT l'IAME 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

Salanes and Personnel Costs $1 305.963 $2,087,453 $2.428,004

Operatmg Costs $1.164,136 $1,403,092 $333.066

informatIOn Technology Costs NA $21,816 $32.959

Capital AcqUIsitIOns NA $0 $51.350

TOTAL $2,470,099 $3,512,361 $2,845,379

••••ORGANIZA nON CHART •

IChief Juvenile

Probation OfficerAdministrative

Assistant I

AdministrativeSecreta

Clerk III Receptionist

ISecretary

Psychologists

II

Court ProbationOfficers

Title lV-E VictImWitness I

Secretanes III

86 FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001 I

FUND 125 County Law library

COUNTY LAW LIBRARYThe County law library, which IS managed by FBCl under an agreement with the Fort BendBar AssociatIOn, was estabhshed and IS mamtamed under the provISIons of the Texa; LowlGovernment Code. Chapter 323, subchapter B County Law Library

FUND 125 County law libraryAGENCY, 616 County law libraryORGANIZATION 6160 County Law LJbraryACTIVITY 1200 "dmmlstratlon of Justice

• REVENUE BUDGET

ACCOUNT NAME 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

• Court Cost $97,660 $85,000 $110,000

Interest Earned $6,103 $6,500 57,0000,. law library $7,582 $8,000 $5,000

Miscellaneous Revenue $0 $0 $0

TOTAL $U1,345 $99,500 $122,000

EXPENSE BUDGETCATEGORY 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

Salanes and Personnel Costs $45,166 $47,694 $50,847

Operatmg and Trammg Costs $60,772 $68,600 $77,000

Information Technology Costs $0 $3,000 $2,204

Capltal AcqUlsJ!lOns $0 $0 $0

TOTAL $105,938 $U9,294 $130,051

..--••iIiIilliii..

HISTORY OF FULL TIME EQUIVALENTSFund 125: 1999 2000 2001 2001Law Library FTE's FTE's Full Time Part-time

2001 2001Total FTE's Total Cost

Law LIbrary 1 1 1 0 06 1 06 $50,847TOTAL FTE's 1 1 1 006 106 $50,847

ORGANIZATION CHART

County Llbranan

I .( ww Llbranan

FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001 151

~

•------•••~..••

OTHER FUNDS

GUS GEORGE LAW ACADEMYThis fund ISused to account for the transactIOns of the school operatIOns of the County LawEnforcement Academy The program ISmamly funded from reimbursements from the State viathe Houston-Galveston Area CouncIl

FUND 126 Gus George Law AcademyAGENCY 027 Shenffs DepartmentORGANIZATION 0272 Gus George Law Enforcement Academy.\CTIVITY 1600 Pubhc Safety

REVENUE BUDGET

ACCOUNT NAME 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

Reimbursement from State $51,161DonatIOns $0Interest Earned $5,282Law Enf Academy - Enrollment $33,660Miscellaneous Revenue $7,610ReImbursements - MIscellaneous $0Refunds $77TOTAL $97,790

$30,0005054,000528,000$7,000$050$69,000

$30,000$0$5,000$35,000$0$0$0$70,000

EXPENSE BUDGET1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

$0 $0 $0

$76,780 $77,721 $72,750

$0 $3,000 $5282

$0 $4,250 $5,000

$76,780 $84,971 $83,032

CATEGORY

Salanes and Personnel Costs

Operatmg and Trammg Costs

InformatIOn Technology Costs

Capital AcqUISItIons• TOTAL

••••

ORGANIZA nON CHART

Lt Personnel &Training Academy

Director

•• FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001 153

OTHER FUNDS

RECORDS MANAGEMENT - COUNTY CLERK

ThIS fund ISused to account for the fees collected by the County Clerk after filIng and recordInga document In the records of the Clerk's office whIch are to be used for records management andpreservatIOn

FUND 144 Records Management - County ClerkAGENCY 001 County JudgeORGANIZATION 0011 Records ManagementACTIVITY 1000 General AdmInIstratIOn

REVENUE BUDGET

ACCOUNT NAME 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

Court Cost $478,758 $460,000 $490,000

Interest Earned $20,570 $]8,000 $30,000

TOTAL $499,328 $478,000 $520,000

EXPENSE BUDGET

CATEGORY 1999ACTUAL 2000 ADOPTED 2001 ADOPTED

Salanes and Personnel Costs $86,821 $63,874 $69,556

OperatIng and TraInIng Costs $240,234 $330,592 $349,715

InformatIOn Technology Costs $0 $22,355 $94,827

Capital AcqulSltlOns $40,000 $80,500 $72.950

TOTAL $367,055 $497,321 $587,048

154 FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001

II

••IIIIIIIIIIIIII

OTHER FUNDS

RECORDS MANAGEMENT - COUNTYThis fund ISused to account for fees assessed and collected m cnmmal cases to fund recordsmanagement and preservallon services performed by the county

FUND 147 Records ManagementAGENCY 001 County JudgeORGANIZATION 0012 Records Management - Fort Bend CountyACTIVITY 1000 General AdmmlstratIOn

REVENUE BUDGET

ACCOUNT NAME 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

$146,640 $50,000 $60,000

$7,809 $5,000 $8.500

$154,449 $55,000 $68,500

Court Cost

Interest Earned

TOTAL

IIIIIIIIII....II..III

EXPENSE BUDGET

CATEGORY 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

Salanes and Personnel Costs $262 $30.740 $81,557

Operatmg and Trammg Costs $12,431 $24,527 $20,000

InformatIOn Technology Costs $0 $0 $0

Capllal AcqUISitIOns $0 $0 $0

TOTAL $12,693 $55,267 $101,557

FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001 155

OTHER FUNDS

COURTHOUSE SECURITY •This fund ISused to account for receIpts and expendItures related to financmg Items for thepurpose of provldmg secunty servIces for bUlldmgs housmg a d,stnct or county court •FUND 149 Courthouse SecnntyAGENCY 001 County JudgeORGANIZATION 0013 Courthouse SecuntyACTIVITY 1600 Pubhc Safety

••REVENUE BUDGET

ACCOUNT NAME 1999 ACTUAL 2000 ADOPTED 2001 ADOPTED

Court Cost $217,519 $120,000 $180,000

Interest Earned $38,350 $25,000 $50,000

TOTAL $255,869 $145,000 $230,000

iII•II!

*•IIII

•••J

--

EXPENSE BUDGET

CATEGORY 1999 ACTUAL 2000ADOPTED 2001ADOPTED

Salanes and Personnel Costs $0 $0 $0

Operatmg and Trammg Costs $13,194 $125,000 $125,000

InformatIOn Technology Costs $0 $0 $0

Capital Acqulsl!tons $0 $0 $0

TOTAL $13,194 $125,000 $125,000

156 FORT BEND COUNTY BUDGET FOR FISCAL YEAR 2001

•

@ffice of tvc QIttorncp d9cncralilJtate of 'Q];exall

DAN MORALES.o\TTORNt:'l Gl:NERAL November 17, 1998

The Honorable Bobby LockhartBowie County Cnmmal Dlstnct AttorneyPO Box 3030BI-State Justlcc CenterTexarkana, Texas 75504

Ommon No DM-492

The Honorable Dan C ClowerWalker County Auditor1100 UmvefSlty AvenueHuntsvIlle, Tcxas 77340

Re Whether the COInJmSSlOnerscourt or thecounty clerk IS authonzed to control theexpenditure of records management andpreservation fees collected under LocalGovernment Code section 118 0216, and relatedquestions (RQ-953)

The Honorable Jeffrey D HerrmgtonAnderson County Cnmmal Dlstnct Attorney500 North Church StrectPalestllle, Texas 75801

Dear SIfS

You each ask questIOnsregardmg the Local Government Code sectlOn 118 0216 recordsmanagement and preservatlOn fee Because your questions raise Similar Issues, we answer themtogether These Issues fall mto two general categones First, your questlOns ask us to detenmnewhether the commiSSIOnerscourt or the county clerk controls the use offunds collected under section1180216 For the reasons discussed below, we beheve that the commissioners court and countyclerk' must agree on the expenditure of funds collected under section 118 0216 and that, m effect,neither the court nor the clerk may use these funds Without the cooperation of the other Second,your questions ask us to deterrmne whether section 118 0216 funds may be used only to pay forprojects preservlllg and automatmg records that have already been filed and recorded III the countyrecords or whether they may also be used to pay for the cost ofrecordmg documents by microfilmas they are mltlally filed We conclude that section 118 0216 funds may be used to pay for the costsof recordlllg documents by microfilm, but only If certam conditions are met

IWe assume that the county clerks m your cOUDtteshave not delegated theIr records management dutIes to thecounty records management officer under Local Goverrunent Code section 203 005(g)

The Honorable Bobby Lockhart - Page 2The Honorable Dan C ClowerThe Honorable Jeffrey Hernngton

(DM-492)

We bnefly descnbe the facts glvmg nse to your requests Mr Lockhart asks whether theCOlmmSSlOnerscourt or the county clerk deCIdes how the records management and preservatIOn feeISused Apparently, the conumsslOners court m hIS county allocated a portIOn of the funds collectedunder section 118 0216 for mIcrofilming records He Informs USthat "[t]he County Clerk feels thesefunds and the allocatIOn/expenditure of the fees collected through the records management andpreservation fee are to be used solely at her discretIOn" Mr Hemngton asks whether thecommiSSioners court or the county clerk deCIdes whether to dIscontinue fundmg a recordspreservatIOn and automatIOn project paId from sectIOn 118 0216 funds In 1995, the commISSionerscourt In hiS county approved the request of the county clerk to expend section 118 0216 momes tolease certam eqUIpmcnt for use by the county clerk Later, m 1996, the county clerk deCIded that thelease was not an appropnate use of sectlOn 118 0216 funds The commiSSIOners court voted todlscontmue payments on the lease only after the county clerk threatened legal action Fmally,Mr Clower mforms us that the dlstnct attorney m hIS county has opmed that the sectIOn 118 0216account may not be used to pay for mlcrofilmmg and mdexmg the documents filed With the clerk'soffice on a dally basiS and that the fee may only be used for specific records preservation andautomation projects as determmed by the county clerk 2 Mr Clower bell eves that the secuon1180216 account may be used to pay for the mlcrofilmmg and mdexmg of documents filed on adally basiS m the clerk's office, if the commISSIOners court determmes that thIS process ISa speCIficrccords preservatIOn aIld automauon project 3

Section 1180216 authonzes, but does not reqUIre a county clerk to collect a recordsmanagement and preservauon fee

for the records maIlagement and preservatIon servIces performed by thecounty clerk after the filmg and recordmg of a document m the records of theoffice of the clerk The fee may be used only to prOVIde funds forspecific records preservauon and automatIOn projects

2Mr Clower mfonns us that the county clerk's employees mIcrofilm the records filed In the clerk's office usmga camera and film proVIded by a thud party vendor The clerk sends the mIcrofilm to the thud party vendor who makesan archival pnnt of the film The thud party vendor also complIes mdlces of the cJerx'srecords, bmds the mdIces andsends them to the county clerk's office Letter from Dan C Clower, Walker County Auditor, to Sarah J Shaley, Officeof the Texas Attorney General (Jan 22, 1997)

'Mr Clower's request also raiSes numerous other questIOns about alJocatzon of fees coUected under LocalGovernment Code sectIons 118012 and 118013 and about the authonty of the county auditor and the comnuSSlOnerscourt regardmg county expenditures We wIll address some of hlS questIOns 10 thiS 0plDlOn Other questIons may bemooted by tlns opmlOn, and hlS questIons about the general authonty of the county audItor may be answered byconsultIng pnor OpInIOnS of thIS office See Attorney General OpInIOns DM-440 (1997), H-171 (1973), Letter OpInIOnNo 93-91 (1993)

p. 2797

The Honorable Bobby Lockhart - Page 3The Honorable Dan C ClowerThe Honorable Jeffrey Hemngton

(DM-492)

Local Government Code sectIOn 203 003(5) reqUires a commiSSioners court to "estabhsh a countyclerk records management and preservatIOn fund for fees sUbject to Section 118,0216 and approveIn advance any expendItures from the fund "

Pnor letter opimons of this office, all datIng from 1992,' address control of funds collectedunder sectIOn 118 0216 The conclusions of these 0plmons can be summanzed as follows Feescollected under sectIOn 118.0216 are not under the control of the county clerk' The county clerkmust depOSit the fees he or she collects With the county treasurer 6 The county treasurer must depositthe funds 10 a separate account In order to ensure that the momes are used only for the speCificpurpose set forth 10 sectIOn 11802167 The commissioners court IS responsible for allocatmg themomes collected, but may expend them only "for speCIfic records preservatIon and automatIOnprojects" 10 the office ofthe county clerk 8 The determmation whether a particular project will aId10 preservmg or automatmg county clerk records must be made by the commISSIOners court 10 thefirst mstance 9 DeciSIOns regardmg records management and preservatIOn fee fund expendItures arenot wlthm the sale dIscretIOn of the county clerk 10

In 1993, an appellate court addressed control of funds collected under sectIOn 118 0216 SeeHooten v. Enrzquez, 863 S W 2d 522, (Tex App --EI Paso 1993, no wnt). We re-examine our pnoropInIOns 10 hght of that case

Hooten arose from a dIspute belWeen the comnllssioners court and county clerk In El PasoCounty The commiSSIOners court attempted to allocate sectIOn 118.0216 funds to the county recordsdepartment 1I The county attorney then adVIsed the COnUIusslOners court that the funds could only

'See Letter OpmlOn Nos 92-81 (1992),92-77 (1992) (WIthdrawn lOll 5,1998),92-7 (1992)

'See Letter Oplmon Nos 92-81 (1992) aI2-3, 92-7 (1992) at 2

'See Letter OpmlOn Nos 92-81 (1992) at 2, 92-7 (1992) at 2

'See Letter 0plmon No 92-7 (1992) at 2, see also Local Gov'! Code § 203 003(5)(reqUlrmg commIssIonerscourt to establish county clerk records management and preservatIOn fund for fees subject to sechon 118 0216 and toapprove In advance any expendItures from fund)

'See Letter OpmlOn Nos 92-81 (1992) at 2-3, 92-7 (1992) at 2-3

'See Letter OpmlOn Nos 92-8\ (1992) at 2-3, 92-7 (1992) at 3

"See Letter OpmlOn No 92-7 (1992) at 3

"Hooten, 863 S W 2d at 525-26

p. 2798

The Honorable Bobby Lockhart - Page 4The Honorable Dan C ClowerThe Honorable Jeffrey Hemngton

(DH-492)

be used for records preservation and automation projects 10 the office of the county clerk 12 Inresponse, the commiSSIOners court appomted a county employee to conduct a study of the countyclerk's office The employee was directed to Identify preservation and automatIOn functionsperformed by deputy county clerks that could be funded from the sectIOn 118 0216 account The goalwas to create a surplus 10the county clerk's general fund account that could then be transferred to thecounty general fund account for the county records department 13 After the completion of the study,the commiSSioners court "deSignated speCific records preservation and management functions thatwere to be performed by those depUties appomted by the County Clerk"" and "deSignated that thosedeputies be paId from the proceeds of the dedicated (sectlOn 1180216] fee account "J5

The maJonty op1OlOn's analySIS ISbased on a review ofthe constitutional and statlttory dutiesof the commiSSIoners court and the clerk In addition to constitutionally denved JunsdlctlOnover "county busmess,"lb the opinion notes that "the commiSSIOners court speCifically has thestatutory authonty to oversee the fiscal operatIOn of the county by approvmg and authonzmg abudget Generally, the allocatIOn of county funds IS a pohcy-makmg determmatlOn left to thesound discretIOn of the commiSSIOners court ""

The maJonty op1OlOnalso notes, however,that the legislature has vested the county clerk wllhthe duty to "keep the county records properly 10dexed and arranged ",. A county clerk, who has notdelegated records management to the county records management officer, "IS the custodian of thelocal goverrunent records received or created by hiS constltlttlOnally-created office"" pursuant to theLocal Goverrunent Records Act, see Local Gov't Code chs 201-205 Such a county clerk "has theexclUSive and absolute discretIOn to develop pohcles and records management procedures that Willpreserve permanent records 10the most effiCient and cost-effectIve manner, as such pohcles relate tothe County Clcrk's office "20 With regard to county officers who have not delegated recordsmanagement authonty to the county records management officer, "the role of the commiSSIOners

121d at 526

"Id at 527

''>/d

"Id at 529

17/d

18/d at 530

Wid at 531

p. 2799

The Honorable Bobby Lockhart - Page 5The Honorable Dan C ClowerThe Honorable Jeffrey Hemngton

(DM-492)

court m managmg the records ofthe elected officers IS largely one of support "21 For this reason, thecourt concluded that the El Paso county clerk, who had chosen to retam the records managementfunctIOn, "has complete responsibility and control over the admmlstratlOn of [the county clerk'soffice] recordsmanagementprograrn '~2

FmaJly, the maJonty opinIOn also relIes on the fact that the legislature has vested "the countyclerk, and not the county commissioners court, With the exclusive authonty to dictate to hiS or herdeputies, the responsibility of carrymg out the clerk's constitutIOnal and statutory duties, Includmgthe deSignation of exactly what constitutes record keepmg, preservatIOn, and automatIOn m the countyclerk's office »23 On the basiS of the county clerk's authonty to manage records Within the countyclerk's officc and thc county clerk's authonty to appoint and dlTect deputy clerks, the majorityopmlOn concludes that the commissioners court's attempt to deSignate records management dutiesand responSibilities of deputy clerks constituted an Improper mterference WIth the constitutIOnal andstatutory functIOns of the county clerk

The concumng opmlOn, although agreeing With the maJonty opmlOn InIts conclusIOns, takesa narrower approach. It emphaSizes that the commiSSIOners court exceeded ItS authonty when It

deSignated not only speCific records preservation projects In the CountyClerk's office (an actIOn wlthm Its discretIOn) but also deSignated speCificemployees and the percentage of their salanes and benefits who and whIchIt reqUired to be paid out of the records preservatIOn fund as well (an actbeyond ItS discretion) 24

The concumng opmlOn also states

It IS the duty and the responsibility of the County Clerk to deSignate whatconstitutes preservation of records and automation InhiS office and to asSignhiS employees specific tasks He does not, however, have the unbndleddiscretion to expend money out of the Records Management and PreservatIOnFund as he sees fit

It IS the COmmiSSioners Court that has the budgetary duty andresponslblhty of allocatmg all county funds, mcludmg ear -marked funds such

Did (emphaSIS m ongmal)

"Id at 534

p. 2800

The Honorable Bobby Lockhart - Page 6The Honorable Dan C ClowerThe Honorable Jeffrey Hemngton

(ml-492)

as the one lnvolved here In order to carry out thiS duty, It necessanlyfollows that the ComrmsslOners Court must make the Imtlal determinatIOnfrom mformatlOn furnished by the County Clerk and/or from Its ownmdependent study of what kmds of work constitute "preservatIOn of recordsand automahon" See Tex Att'y Gen LA-81 (1992) 25

From our perspective, Hooten ISa dIfficult case A footnote III the maJonty 0pllllOn may beread to disagree With one of our oplmons, Letter 0pllllOn No 92-81, but does not expressly overruleIt 26 On the other hand, the concumng oplmon, which deals directly with the Issue of authonty tomake expenditures, rehes on that letter opinIon for the proposItion that only the comrmsslOners courthas the authonty to allocate funds and that the commiSSIOners court must make the mltlaldetermmatlon regardmg what work constitutes records preservation and automation 27

Based on the Hooten case, we beheve that we must modify our pnor 0pID10nSto the extentthey suggest that the county clerk has no role 10decld10g how funds 10a sectIOn 1180216 accountare used We beheve that the maJonty 0pInlOn In Hooten reqUIres both the county clerk and theCOmmISSIoners court to have a role In that deCISIon WhIle only the commISSIOners court has theauthonty to allocate funds 10a sectIon 118 0216 account, the commISSIOners court cannot dictate howwork ISdone In the county clerk's office or who does It In other words, despltc Its control over thecounty budget10g process, the commISSIOners court Is not authonzed to dictate how the county clerkcarnes out hiS or her constitutIOnal and statutory duties Unless a county clerk has delegated recordsmanagement duties to the county records management officer," records management III the countyclerk's office ISwlthm thdt officer's sole discretIon On the other hand, the county clerk has no powerto allocate section 118 0216 momes The authonty to allocate these funds lIes WIth thecommlSSlOners court alone, subject to JudICIal revlCW for abuse of dIscretion

In sum, Hoo/en Indicates both that funds may not be allocated from a sectIOn 118 0216account unless the COITuntsSlOnerscourt approves the expenditure and that a records management andpreservation project may not bc undertaken m the county clerk's office unless the coumy clerkapproves It and directs hiS or her deputies to undertake It Thus, as a practlcal matter, both thecommiSsioners court and the county clerk must ultimately agree on the use of sectIOn lIS 0216momes We do not beheve, for example, m answer to Mr Lockhart's questIOn, that It would beproper for a commISSIOners court to enter mto a contract for records automatIOn or preservatIOn m the

"fd .1532 n 14, 531-32

"Id at 534

2B Agam, we aSSume thai the county clerks m your countJes have not delegated therr records management dutiesto the county records management officer

p. 2801

The Honorable Bobby Lockhart - Page 7The Honorable Dan C. ClowerThe Honorable Jeffrey Herrington

(DM-492)

office of the county clerk that the county clerk does not approve, for the effect of such an actIOnwould be to dIctate how the county clerk carnes out the constttuttonal and statutory duttes of thatoffice Nor, 10 answer to Mr Herongton's questIOn, do we beheve It ISproper for a comrrllSSlOnerscourt to insIst on contmumg fundmg of a records automatIOn or preservatIOn project that the countyclerk no longer approves

We now address the second Issue raIsed by your requests As we have noted, section118 0216 ofthe Local Goverrunent Code deSIgnates the "Records Management and PreservatIOn" feeauthonzed by section 118 0 II "for the records management and preservation servIces performed bythe county clerk after the filmg and recordmg of a document In the records of the office ofthe clerk"(EmphasIS added) The language ofthls proVISIon reflects the tradltlonal method Whereby the clerkrecords mstruments 10 a "well-bound book," see Local Gov't Code §§ 191 002, 193 001, 003, andrecords management and preservatton WIlloccur later, for example, when the paper records are storedunder condItIOns that will prevent detenoratlOn or are copIed 10 a more permanent medIa

However, the legIslature has expressly authonzed a county clerk to use a mIcrofilm processto mamtam records Id § 193 008(a), see Id ch 20429 In that case, "[t]he clerk shall recordeach class of record on a separate senes of rolls of mIcrofilm" Id § 193 008(c) "Each roll ofmicrofilm ISconSIdered to be a bound volume or hook" Id Mrcrofilm may be used to mamtamand preserve pubhc records pursuant to chapter 204 of the Local Goverrunent Code Id § 204 002The use of mIcrofilm merges the recordmg process wlth the process ofpreservmg and mamtammgrecords. Under such Circumstances, may the records management and preservatIOn fee be used to payfor the mlcrofilmmg of the Instruments?

The legIslature has expressly authonzed, and In fact encouraged, county clerks and othercustodIans of records to usc microfilm to maintatn records Usmg a smgle process to both recordand preserve documents promotes effiCIent records management It ISboth mefficlent and absurdto conclude that the =ords management and preservation fce may be used to pay for mlcrofilmmgdocuments only If the clerk first records them manually 10 a hook Statutory proVISIOnsWIll not beconstrued as to lead to absurd concluslOns If any other constructlOn can reasonably be mdulged mCramer v Sheppard, 167 S W 2d 147 (Tex 1942) The word "after" should not be so heaVIlyemphaSIzed that we are compelled to reach an absurd and mefficlent result Accordmg1y, a countyISnot prohIbIted from spendmg the records management and preservation fee on usmg mIcrofilmtechnology to record documents If the use of mIcrofilm ISwlthm a "specific records managementand preservatIOn proJect[j "

2<)Localgovernment records may also be mamtaIned electronically See Local GOy't Code § 201 004

p. 2802

The Honorable Bobby Lockhart - Page 8The Honorable Dan C. ClowerThe Honorable Jeffrey Herrington

(DM-492)

A county clerk also collects fees "for filmg or filmg and reglstenng [orrecordmg], mcludmgmdexmg")O documents authonzed or reqUired to be filed m the personal property or real propertyrecords ofthe county.)1 These basIC filmg fees must be deposIted WIth the county treasurer" andallocated by the commIssIoners court as part of the county budget process)) Pursuant to sectIOn152 OIl of the Local Government Code the commISSIOners court IS responsIble for settmg thecompensatIOn, office and travel expenses, and other allowances for county and precmct officers andemployees paId wholly from county funds, mcludlOg the compensation, office and travel expensesofthe ceunty clerk"

Mr Clower asks whether the amount of fihng fee revenue collected under the LocalGovernment Code" for fihng, recordmg, and mdexmg real and personal property records IS"dedIcated" for payment to the thIrd party vendor that proVIdes mlcrofilrnmg eqUipment andservIces for these purposes when the records are filed WIth the clerk.)' None of the statutes CItedreqUire such a dedIcation of the fees, nor are we aware of any other basiS for requmng theirdedicatIOn 37

We reIterate that sectIOn 118 0216 reqUIres the records management and preservatlOn fundto be spent for specIfic records preservatlOn and automatIOn projects, subject to the commISSIOnerscourt's advance approval of such expenditures, and the fund may not be dIVerted from ItSstatutonlya~Slgned purposes to pay other expenses ofthe clerk's office Hthe use of microfilmmg technologymeets the cntena set out in artIcle 118 0216, the records management and preservatton fee may beused to fund It

"Local Gov'! Code §§ 118 Ot2, 013

JI~ee Jd §§ 118011(.)(1), (2), 012. 013

J2See Tex Const. art XVI, § 61(fees earned by dlstnct, county, and precmct officers shall be paId lllto countytreasury In countIes where county officers are compensated on a salary basts), Local Gov't Code § 113001

"'ee Loc.l Gov'! Code §§ 111 003, 004(b)(2)

"SeeAttorney General OpmlOn H-1243 (1978) .12

"local Gov'! Code § 118011(.)(1). (2)

M>See ::,upra note 2

nAn attempt to dedIcate those funds rmght also false an Issue under arnc1e HI, sectJon .52 of the TexasConstttutton, whIch places certam condItions on the expenditure of pubhc funds by pohncal subdiVISions m order tomsure that the expend,ture serves pubhc pU'lJOses Atlomey General OpInIOns DM-317 (1995), JM-1030 (1989)Among other hmltattons, a politIcal subdIVISIon must receIve an adequate return for Its expenditure of pubhc fundsAtlomeyGenera/ OpmlOns DM-3/7 (1995), JM- 1030 (1989) TIlls ImulatlOn cmght well be VIOlated by the dedJCatlonof a revenue 30urce to a particular contract unless payments are llI111tedto the value of servIces received

p. 2803

The Honorable Bobby Lockhart - Page 9The Honorable Dan C ClowerThe Honorable Jeffrey Hemngton

(DM-492)

Fmally, we note that seclion lI8 0216 of the Local Government Code does not define"specIfic records preservatIOn and automatIOn proJects" A legIslatIve defimtlOn ofthls term as wellas addllionalleglslattvc clanficatlOn of seclion 118 0216 as to the use of the records managementand preservalion fee would greatly assIst the counlies III applymg thIS provIsion

SUMMARY

NeIther the commiSSIOners court nor the county clerk controls the use ofthe records management and preservatIOn fees collected under sectIOn118 0216 of the Local Government Code As a praclical matter, both mustagree on the use ofthe funds Funds collected under seclion 118 0216 maybe used to pay for the costs of mllially recordmg documents by microfilm,but only If the commISSIOners court determmes that thiS process ISpart of aspecific records preservation and automatIOn project Wlthm sectIOn 118 0216of thc Local Government Code The records management and preservalionfee must be spent for specific records preservatIOn and automatIOn proj ects,subject to the commissIOners court's advance approval, and may not bedIverted from Its statutonly assIgned purposes to pay other expenses of theclerk's office

bo:ery/h.M tDAN MORALESAttorney General of Texas

JORGE VEGAFIrst ASSistant Attorney General

SARAH J SHIRLEYChair, OpmlOn Committee

Prepared by Mary R Crouter and Susan L GarnsonASSIstant Attorneys General

p. 2804

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