Grimes County court issues letter of intent for two ambulances, approves DPS interlocal contracts and several operational expenditures

Grimes County Commissioners Court on Wednesday approved a letter of intent to purchase two ambulances, authorized interlocal agreements with the Texas Department of Public Safety and approved multiple administrative items including funding for an IT server for the county’s new Justice Annex and the closure of a portion of County Road 413.

The court voted 4–0 with one abstention to issue a letter of intent for two ambulances as part of an ongoing discussion with St. Joseph EMS about replacing an aging fleet. During the meeting a St. Joseph representative said the price for a new ambulance is about $450,000 each.

The purchase discussion centered on timing, financing and a new state grant program. County and hospital officials discussed House Bill 3000, a recently enacted state program that will provide up to $350,000 per qualified county toward rural ambulance purchases, but commissioners were warned the statute limits one county award per rural ambulance provider each fiscal year. County officials said that even if the county receives the grant it would still face a gap and likely need to provide additional subsidy to sustain local ambulance service.

Why it matters: The county’s ambulances average about a decade of service and local officials said gradual replacement and a long-term subsidy plan will be required to keep services running. Commissioners asked staff to pursue placement on the manufacturer’s waiting list and to consider replacement pacing as part of upcoming budget discussions.

The court also approved two interlocal cooperation contracts with the Texas Department of Public Safety (DPS) that formalize the working relationship between DPS troopers and Grimes County for an administrative position and for the use of county office space. Both agreements had been drafted by DPS and reviewed by the county attorney. Commissioners discussed the need for a third, separate agreement to clarify the employment and reporting arrangement for a county-provided driver’s license clerk; staff said a short supplemental agreement or a revision to the current documents would be prepared and returned to the court.

IT and facilities actions: The court authorized using Justice Annex contingency funds (Fund 85) to buy a replacement camera server after county IT staff reported the existing server had failed and a temporary server did not fully support the annex camera system. IT Director Greg Cannon told the court the older server “has failed,” and the court authorized $17,775.96 to replace it.

Road safety and permitting: Responding to a petition from eight property owners, the court approved closing and abandoning a short, high-speed stretch of County Road 413 that county staff said has been the site of multiple accidents. County engineering staff said a safety improvement at that curve would cost about $250,000; commissioners said closure and a short turnaround would reduce the immediate hazard and avoid the larger construction cost.

Other actions and administrative measures: The court approved a free trial contract with Samsara to add GPS tracking and diagnostics hardware to Road & Bridge vehicles; authorized the county to apply for a HAVA election security grant (the county’s threshold for the program was described in the meeting as $42,500 with a 20% match requirement); instructed the auditor to reclassify funds to cover the local portion of the grant if used; approved submitting an insurance claim through the county’s insurer (TAC) for a Constable’s vehicle repair (total bill $3,232.88, deductible $1,000); and adopted an updated county permits fee schedule. The court also acknowledged transmittal of finalized infrastructure regulations and asked commissioners to review the posted document before final signatures.

Votes at a glance

- Letter of intent to purchase two ambulances: Motion to issue LOI for two ambulances, mover: Commissioner Philip Cox, seconder: Commissioner Michael Rasco. Outcome: approved 4–0 with Commissioner David Tullis abstaining. Notes: Commissioners and St. Joseph EMS staff discussed HB 3000 grant eligibility (up to $350,000) and the requirement that only one county served by the same rural ambulance provider may be awarded in the same fiscal year.

- Interlocal cooperation contract (admin position with DPS): Motion by County Judge Joe Pfau, second by Commissioner Philip Cox. Outcome: approved (voice vote). Notes: Agreement originated with DPS and was reviewed by county attorney; court discussed adding a separate agreement to clarify reporting for a county-provided driver’s license clerk.

- Interlocal cooperation contract (office space with DPS): Motion by County Judge Joe Pfau, second by Commissioner Michael Rasco. Outcome: approved (voice vote).

- IT camera server replacement for Justice Annex (Fund 85): Motion by County Judge Joe Pfau to fund $17,775.96 from Justice Annex contingency, second by Commissioner Philip Cox. Outcome: approved (voice vote). Note: IT director reported the prior camera server had failed and a temporary server was not performing reliably.

- Samsera free trial (GPS tracking / vehicle diagnostics for Road & Bridge): Motion by Commissioner Philip Cox, second by Commissioner Michael Rasco. Outcome: approved (voice vote). Note: Trial runs through Oct. 1; no cost unless county elects to keep hardware.

- Close/vacate portion of County Road 413: Motion by Commissioner Michael Rasco, second by Commissioner Philip Cox. Outcome: approved (voice vote). Note: Petition from eight property owners; engineering estimated about $250,000 to rework the curve as an alternative.

- HAVA election security grant resolution and associated reclassification of county funds to cover local match: Motion to support auditor’s funding reclassification (mover: Commissioner Philip Cox; seconder: Commissioner Michael Rasco). Outcome: approved (voice vote). Note: County’s maximum award for its size was described as $42,500 with a 20% match; auditor will reclassify existing funds as appropriate.

- Constable Precinct 2 vehicle repair insurance claim (file with TAC): Motion by Commissioner Michael Rasco to file insurance claim and allow TAC to process, second by Commissioner Philip Cox. Outcome: approved (voice vote). Note: Repair bill $3,232.88; deductible $1,000.

- Updated Grimes County permits fee schedule: Motion by Commissioner David Tullis, second by Commissioner Chad Mallett. Outcome: approved (voice vote).

Discussion highlights and context

Ambulance procurement: St. Joseph EMS representative Billy Ross told the court “Each individual ambulance is $450,000 ish,” and said delivery timelines from the manufacturer are roughly two years from order. Commissioners discussed a gradual replacement plan — one that budgets for two ambulances per year — and the need for a long-term subsidy for operations. County staff and St. Joseph officials cautioned that HB 3000 rules and Comptroller guidance will determine grant ranking and that the grant’s one-award-per-provider restriction could affect whether Grimes County receives aid in any given fiscal year.

DPS agreements: County staff said DPS initiated the interlocal drafts and the county attorney reviewed them; Sergeant Dominguez attended and confirmed DPS’s involvement. Commissioners requested an additional short agreement or revised language to clarify reporting, training costs and operational oversight for the county employee who will staff the driver’s license desk.

Procedural and budget timing: Several commissioners emphasized that the ambulance purchase decision should be integrated into upcoming budget talks in July and August; however, some members argued the court should place a letter of intent now to secure a queue position with the manufacturer. The letter of intent adopted by the court can be cancelled up to 180 days before the agreed delivery date with a potential penalty (meeting discussion cited a 25% cancellation fee if cancelled within 180 days of delivery).

What’s next: County staff will prepare the drafts and follow-up materials discussed — including the short clarifying agreement around the driver license clerk, the ambulance procurement paperwork, and fund reclassifications for the election grant. Commissioners asked staff to return with more detailed budget scenarios for ambulance replacement and operating subsidy options.

Ending

Court members also heard monthly departmental reports from HR, IT and elections; the elections administrator reported 21,255 registered voters and summarized recent state election-law changes that will affect county administration in 2026. Several non-urgent agenda items were deferred or set for later review, and commissioners advised staff to bring refined agreements and budget options back at upcoming meetings.