Chippewa County
Wisconsin

Resolution
17 - 14

Resolution to Authorize Use of Non-Lapsing Funds in 2014 for Digital Conversion of All Real Estate Paper Documents Maintained by the Register of Deeds Office

Information

Department:Corporation Counsel DivisionSponsors:
Category:Budget

Attachments

  1. Printout

Financial Impact

The total fiscal impact for this conversion project is $133,000. The Register of Deeds Fund Balance Account will be reduced by $70,000 and the Land Records Program Fund Balance Account will be reduced by $63,000. The project will be commenced in 2014.

ORD/RES Printout

WHEREAS, Chippewa County Policy 305 - Fund Balance or Non-Lapsing Account Expenditure Policy requires prior County Board approval for use of departmental fund balance that exceeds $50,000; and

 

WHEREAS, the Register of Deeds Office maintains all real estate documents for Chippewa County and the vast majority of those documents are still maintained in a paper format; and

 

              WHEREAS, real estate records maintained by the Register of Deeds Office must be maintained into perpetuity and property rights and ownership rights depend on the accuracy of those records, which are the foundational documents of the property records industry; and 

 

              WHEREAS, searching for paper documents in the Register of Deeds Office is an antiquated and archaic manner of doing business as users of the office, including county staff, are often required to spend hours/days searching for documents; and

 

              WHEREAS, the Register of Deeds Office is requesting authority to use $133,000 in non-lapsing fund balance commencing in 2014 to complete a conversion of the paper real estate records into a digital format; and

 

              WHEREAS, this conversion project would be completed in association with Fidlar Technologies, the provider of Avid Software, the land records management software used by the Register of Deeds Office; and

 

              WHEREAS, if this conversion project is approved, Fidlar would manage all aspects of the digital conversion including coordinating the necessary resources for scanning all media, conversion and cleanup of all images, grouping and indexing of all Grantor/Grantee index book images into their respective grouping, and importing all index book records into the Avid Software; and

 

              WHEREAS, conversion of the paper real estate records into a digital format will make locating documents quite simple and quick as the software provides a searchable database; and

 

              WHEREAS, conversion of the paper records will provide a backup for the records if a disaster were to occur as all of the records will be backed up automatically; and

 

              WHEREAS, conversion of these documents meets 3 of the 4 goals of the Chippewa County Strategic Plan; and 

 

WHEREAS, the Finance Director and the County Administrator recommend that $70,000 from the Register of Deeds Fund Balance Account and $63,000 from the Land Records Program Fund Balance Account be used to complete a digital conversion of all paper real estate records in the Register of Deeds Office commencing in 2014;

 

              NOW, THEREFORE BE IT RESOLVED, that the Register of Deeds is hereby authorized to use Seventy Thousand and no/100 Dollars ($70,000.00) from the Register of Deeds Fund Balance Account #100-11-51711-381711 and Sixty Three Thousand and no/100 Dollars ($63,000) from the Land Records Program Fund Balance Account #220-54-51715-361715 to  convert all paper real estate documents to a digital format, commencing in 2014.

 

Forwarded to the County Board by the Executive Committee.

Meeting History

Jul 15, 2014 4:00 PM  Executive Committee Regular Meeting
RESULT:FORWARD TO COUNTY BOARD [UNANIMOUS]
MOVER:Henry Shakal, District 5 (Vice-Chair)
SECONDER:Mike Leisz, District 13
AYES:Paul Michels, Henry Shakal, Anson Albarado, Mike Leisz
ABSENT:Jared Zwiefelhofer
Aug 12, 2014 6:00 PM  County Board Regular Meeting

NOW, THEREFORE BE IT RESOLVED, that the Register of Deeds is hereby authorized to use Seventy Thousand and no/100 Dollars ($70,000.00) from the Register of Deeds Fund Balance Account #100-11-51711-381711 and Sixty Three Thousand and no/100 Dollars ($63,000) from the Land Records Program Fund Balance Account #220-54-51715-361715 to convert all paper real estate documents to a digital format, commencing in 2014.

Forwarded to the County Board by the Executive Committee.

RESULT:ADOPTED [12 TO 1]
MOVER:Anson Albarado, District 8
SECONDER:Mike Leisz, District 13
AYES:Paul Michels, Henry Shakal, Bill Stimeling, Glen Sikorski, Jared Zwiefelhofer, Lee Mcllquham, Michael A. Goettl, Anson Albarado, Lawrence J. Willkom, Florian Skwierczynski, Doug Ellis, Leigh Darrow
NAYS:Mike Leisz
ABSENT:Steve Gerrish, Brittani Zammit