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<br />CASSCOUN1Y <br />GOVERNMENT <br />...-.. <br /> <br />Auditor <br /> <br />Michael Montplaisir, CPA <br />701-241-5601 <br /> <br />Treasurer <br /> <br />Charlotte Sandvik <br />701-241-5611 <br /> <br />Director of <br />Equalization <br /> <br />Frank Klein <br />701-241-5616 <br /> <br />Box 2806 <br />211 Ninth Street South <br />Fargo, North Dakota 58103 <br /> <br />Fax 701-241-5728 <br /> <br />www.casscountynd.gov <br /> <br />July 29, 2008 <br /> <br />RECEIVED <br />'JUL 2 9 2008 <br /> <br />Board of County Commissioners <br />Cass County Government <br />211 9th St 5 <br />Fargo ND 58103 <br /> <br />CASS COUNTY COMMISSION <br /> <br />Re: <br /> <br />Budget Adjustment for Document Preservation Fund <br /> <br />Dear Commissioners: <br /> <br />Currently, the County Recorder's Office uses an indexing and imaging system <br />licensed through Tyler Technologies. The technical support for the system we <br />currently use is going to be discontinued and Tyler Technologies is instead offering <br />an upgrade to the Eagle Recorder system. The upgrade to the new system would <br />cost $76,610 for items supplied through Tyler Technologies. In addition, we would <br />need to replace the server (budgeted item) and scanners (unbudgeted item) as they <br />would not be supported with the new software. We currently use two scanners and <br />replacing them would be about $16,000. The annual maintenance fee for the Tyler <br />Technologies product is $22,000 per year. <br /> <br />Jewel Spies, County Recorder, has been researching other options and is <br />recommending we upgrade with Computer Software Associates, Inc. instead of Tyler <br />Technologies. This is a software company 36 other North Dakota counties are using, <br />so they are familiar with North Dakota processes and their program is compatible <br />with the North Dakota Recorders Information Network. The cost of upgrading to <br />this system in 2008 would cost $74,740, and we would still need to replace the <br />server, but not the scanners. The annual maintenance fee for the Computer <br />Software Associates product is $ 13,OOO-a savings of $9,000 per year. <br /> <br />We budgeted to replace the server in 2008 and would still like to due to performance <br />and maintenance issues. We would like to upgrade to the new product at the same <br />time; we have the dollars available in the Document Preservation Fund, but not the <br />budget authority. A summary of what 2008 and 2009 would look like with this <br />change is on the following pages in the 2008 projection column and the 2009 <br />departmental request. <br /> <br />~eIY' <br />MiCh.e~~ <br /> <br />Cass County Auditor <br /> <br />SUGGESTED MOTION: <br />Move to amend the 2008 Document Preservation Fund budget by increasing revenue <br />by $44,662 and expenditures by $66,459 to account for additional revenues received <br />and for the upgrading of the software used to the product offered by Computer <br />Software Associates, Inc. <br />