Grimes County commissioners approve routine contracts and road permit; table disputed Brink's charge

GRIMES COUNTY, Texas — The Grimes County Commissioners Court on Aug. 20 approved a slate of routine items and contracts, ratified several departmental purchases and agreements, and deferred action on a disputed credit-card charge from Brink's for an IT installation.

The court approved the consent agenda, accepted monthly departmental reports, authorized the Road & Bridge Department to advertise annual contracts and renew eligible contracts, and approved a road-use permit for a drilling contractor on County Road 172. County officials also ratified a sheriff's office repair invoice and approved a $3,304.14 purchase for an additional desk in the Justice Center Annex. The court took no action on a questioned $3,973.27 installation charge from Brink's after county staff said they lacked an itemized receipt.

Why it matters: The decisions advance routine county operations (contracts, road maintenance and a drilling-site permit) while the Brink's dispute highlights county controls for payment and documentation of vendor installation charges. The court directed staff to pursue documentation before authorizing payment.

The meeting opened with consent-business approval. Commissioner Chad Mallett moved to approve the consent agenda (items 6a–6d, with two budget/transfer items removed from that motion); Commissioner Philip Cox seconded. The motion passed by voice vote.

Treasurer Tom Maynard told the court that the county's Citibank credit-card account showed installation charges from the county's alarm/security vendor after a February switch to Brink's. Maynard said staff had not received an itemized installation receipt despite “exhausted efforts” to obtain one from the vendor and that Citibank's dispute team had closed an initial dispute because the vendor did not respond to emails. Maynard reported an installation charge of $3,973.27 and said a finance charge also appeared on the account; staff sought authority to pay the bill while pursuing documentation and removal of finance fees.

County Judge Joe Fowles initially moved to authorize the treasurer and auditor to pay the Citibank bill and continue pursuing an itemized receipt and removal of finance charges. After discussion about internal purchasing policy and the need for a receipt before payment, Judge Fowles withdrew the motion and the court took no action; the treasurer and auditor were directed to continue trying to obtain the installation receipt and to place the matter on the next Wednesday court agenda for further consideration.

Facilities director Rodney Floyd reported on multiple building projects at the Justice Center. The court approved a request to increase prior authorization and buy an additional desk for JP 2 in the Justice Center Annex for $3,304.14 (motion by Commissioner Philip Cox; second by Commissioner Michael Rasca; motion carried).

Chief Deputy Martha Smith asked the court to ratify an emergency vehicle repair paid by credit card while a sheriff's deputy was traveling; the court approved the invoice (motion and second; motion carried).

County Engineer John Stiver updated the court on Road & Bridge projects including reclaim/stabilization and upcoming chip seal work on residential streets, reconstruction of County Road 306 and paving preparations for several other roads. Stiver reported ongoing mowing rounds and center-line scribing on higher-traffic routes.

The court approved a road-use permit for Magnitar Operating LLC (listed in the packet as the applicant) to construct a temporary drill site affecting County Road 172; the court and county staff said the company provided a certificate of insurance and agreed to make repairs after heavy equipment left the site (motion by Commissioner Chad Mallett; second by Commissioner David Tullis; motion carried).

Road & Bridge also received approval to advertise 17 annual contracts and renew eligible contracts and sole-source exemptions, as presented by staff (motion by Commissioner Philip Cox; second by Commissioner Michael Rasca; motion carried). The court discussed timing of contract solicitations and staff said some materials (e.g., asphalt) are bid closer to use because of price volatility.

Other business: the court agreed to hold regular weekly meetings each Wednesday in August and September 2025 to allow time for budget discussions (motion by Judge Fowles; second by Rasca; motion carried). On a proposal to consider sales of county-owned real property and related authorizations, the county attorney recommended no action at this time and the court deferred any executive-session deliberation until new information is available.

The court adjourned at 9:48 a.m.

Votes at a glance (recorded motions and outcomes) - Consent agenda (agenda item 6a–d, with two items removed): mover Commissioner Chad Mallett; second Commissioner Philip Cox; outcome: approved (voice vote). - Brink's installation charge (agenda item 9): motion to authorize treasurer/auditor to pay and pursue receipt (mover: County Judge Joe Fowles); motion withdrawn; outcome: no action; item to be placed on next Wednesday agenda for follow-up. - JP 2 desk purchase (Justice Center Annex): mover Commissioner Philip Cox; second Commissioner Michael Rasca; outcome: approved; amount $3,304.14. - Sheriff’s Office repair invoice (ratification): mover and second on record; outcome: approved (ratified). - Surplus auction (single item on list): mover Commissioner Chad Mallett; second recorded; outcome: approved (authorized auction of listed copier/printer asset). - Road-use permit, Magnitar Operating LLC (County Road 172): mover Commissioner Chad Mallett; second Commissioner David Tullis; outcome: approved. - Road & Bridge contracts advertising and renewals: mover Commissioner Philip Cox; second Commissioner Michael Rasca; outcome: approved. - Schedule regular weekly meetings in Aug–Sep 2025: mover County Judge Joe Fowles; second Commissioner Michael Rasca; outcome: approved.

What the court asked staff to do next: obtain an itemized receipt from Brink's or Citibank, attempt to remove finance charges, and return the item to the next weekly agenda for decision.

Ending note: county staff and commissioners closed routine business and emphasized follow-up on the Brink's charge; several departmental projects (roads, buildings, emergency management planning) were scheduled to continue into the fall.