09-07-1999 - Laserfiche WebLink

Commission Minutes--September 7, 1999 2037 14. REGISTER OF DEEDS, FEMA Grant for disaster proofing Deanna Kensrud, Cass County Register of Deeds, and Michael Steiner, High Plains Technology, were present regarding the Federal Emergency ManagementAgency (FEMA) grant (through the Hazard Mitigation Grant Program) for disaster-proofing Register of Deeds' records throughout the State of North Dakota. Mr. Steiner asked the Board to first consider signing a Statement of Assurances whereby Cass County agrees to build a central repository to store digital imaging for participating North Dakota counties, which must be located outside of the 100-year floodplain and must be able to withstand the effects of most natural disasters. A second Statement of Assurances is to be signed by the County Commission and the Register of Deeds of each county that elects to participate in the grant program. Cass County will be responsible for operating and maintaining the central repository and may charge a reasonable fee for this service. Mr. Steiner said the central repository must be separate from any county site, and the Register of Deeds serving on the disaster-proofing committee proposed that it be located at High Plains Technology for the period of the grant, after which time that decision would be re-evaluated. The Cass County Repository is the preferred storage facility for digital imaging, and salt mine storage is preferred for microfilmed records, he said. MOTION, passed Mr. Koenig moved and Mrs. Schneiderseconded to authorize the Cass County Commission Chair to sign the Statement of Assurances for Central Repository and the Statement of Assurances for the Microfilming or Digital Imaging of Register of Deeds Records in Cass County, North Dakota. On roll call vote, motion carried unanimously. MOTION, passed Mr. Koenig moved and Mrs. Schneiderseconded to authorize the Cass County Commission Chair to sign the High Plains Technology Computer Services/Software Agreement in the amount of $113,400 for the term of the contract which will start October 1, 1999, and end May 31,2001. Discussion: According to Mr. Steiner's correspondence, the Register of DeedslFEMA Grant will pay for the entire cost of this agreement. Michael Montplaisir, County Auditor, said reimbursement is at the rate of 85% and Cass County is funding the up-front cash at this time. On roll call vote, motion carried unanimously. MOTION, passed Mrs. Schneider moved and Mr. Koenig seconded to authorize the Cass County Commission Chair to sign the Microfilm Agreement of Sale with Professional Microfilming Services, Inc. to provide microfilming services at various county courthouses located within the State of North Dakota. According to Mr. Steiner's correspondence, the Register of DeedslFEMA Grant will pay for the entire cost of this agreement. On roll call vote, motion carried unanimously. The purpose of the last contract is to purchase the necessary hardware, software, and services from Eagle Computer Systems, Inc. in the amount of $348,016 to establish a state-wide