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Commissioners approve $1.08 million plan to protect county records at San Benito Annex
Summary
After staff presented water, rodent and microfilm preservation issues, the court approved a full building‑improvement plan and a Dermont high‑density filing system (option 1) with moving costs, estimated at about $1.08 million, to preserve judicial and county records.
Cameron County Commissioners voted to proceed with a full building‑envelope renovation and installation of a high‑density filing system at the San Benito Annex to protect county and judicial records.
County Clerk staff and consultants detailed structural and environmental problems in the annex — water infiltration, dislodged condensation lines, rodent access and microfilm deterioration ("vinegar syndrome") — and presented two options. Option 1 combined building repairs and the filing system with an estimated total cost of about $1.08 million; option 2 was a scaled‑back package with an estimated cost of about $522,747.
"We have not been able to preserve any of our judicial records," the county clerk said, describing ongoing work to triage and save film and other archival materials. Presenter materialized inventory estimates (thousands of books and boxes) and a conservative schedule: a minimum of 3–4 months to complete the work once contracts are in place.
County staff recommended option 1 to address immediate building envelope defects and long‑term preservation needs. Commissioner Gossett moved to proceed with option 1; Commissioner Benavides seconded. The court approved option 1 and the court included a $45,000 moving allocation to manage the records transfer and reinstallation.
Officials said the work would be funded from unused tax notes, COs and interest earnings, with additional proceeds from an expected building sale if needed. Staff will return with bid specifications and a procurement plan; the court suggested a job‑order contract to shorten procurement timelines.
The judge emphasized urgency: prolonged exposure to moisture and pests raises the risk of permanent record loss, and commissioners agreed that delaying the work could increase future costs and damage to historical records.
