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Fiscal Court approves book-restoration contract after debate over grants and vendor quotes
Summary
After debate about grant availability and competing vendor quotes, the court approved a $14,425 contract with E.H. Roederer Bookbindery for county records restoration and plat envelope replacement; one magistrate abstained and one voted no.
Spencer County Fiscal Court approved a contract for archival restoration of clerk records on March 2 after discussion over vendor pricing and the availability of grant funding.
County Clerk Lynn Hesselbrock presented competing quotes for restoration and digitizing of historical volumes. Courthouse Computer Systems representatives said their quote ran about $7,000 less than another vendor and included digitizing at no cost. The court also received a bid from E.H. Roederer Bookbindery describing preservation techniques including de-acidification and encapsulation in archival envelopes.
By motion of Esq. Brewer and second of Esq. M. Moody, the court voted to award the contract to E.H. Roederer Bookbindery for $14,425; the vote recorded all members "aye" except Esq. J. Moody who abstained and Esq. Travis who voted "nay." The clerk said she would fund the work using budgeted salary and benefits lines unless grant funding were identified later.
The debate during the item focused on whether grant money was available for the project. Magistrate Anthony Travis said $575,000 in grants were available; the clerk said the email she had read indicated that the specific type of funding needed was not available. The minutes record the disagreement but the court moved forward with awarding a contract.
The contract approval includes replacement of plat envelopes and digitization as specified in the vendor proposal; the clerk will proceed to coordinate the work with the vendor.
