08-06-2008 - Laserfiche WebLink

Commission Minutes-August 6,2008 3390 MOTION, passed Mr. Bennett moved and Mr. Vanyo seconded to approve the 2009 preliminary budget for the Document Preservation Fund in the amount of $82,900. On roll call vote, the motion carried unanimously. The NDRIN revenue funds are generated from a portion of the document preservation fees that member counties pay and from charges for services to clients who access their website. Members of the NDRIN board are the county recorders from each of the member counties, and this group elects an executive board to oversee the operation of the electronic central repository and approves an annual budget. Mr. Montplaisir said Cass County was the sponsor for a FEMA grant that facilitated the microfilming of county recorder's records across the state and development of the central repository in Fargo. MOTION, passed Mr. Bennett moved and Mr. Wagner seconded to approve the 2009 preliminary budget for the NDRIN Fund in the amount of $292,000. On roll vote, the motion carried unanimously. Mr. Wagner stated that all department heads will need to submit a written statement regarding their storage and space needs during the budgeting process. 3. INFORMATION TECHNOLOGY Terry Schmaltz, Information Technology (IT) Director, was present. He explained they have a computer replacement program which is a rotating basis of once every four years. IT does not use file storage space in the Courthouse. Most files are electronic and they use a safe in the Annex for some storage. Mr. Wagner stated that a written document regarding storage and space needs would still be needed for the record. IT revenues have decreased due to District Court using the state for IT support. Since the West Fargo Police Department joined the Red River Regional Dispatch Center, they no longer need the County AS/400 for records management, therefore revenues received for the support are complete. The software for the County website needs to be updated. Due to the complexity of the current software, department heads are unable to update their own sites. IT has started to develop a base system for the website, this process will continue into 2009. Mr. Schmaltz is not requesting any additional staff for 2009, however; he would like to hire Eide Bailley to do a staff needs study. He presented a power point regarding staff duties and network equipment. Mr. Pawluk asked if the departments are getting the technical service they are looking for. Mr. Schmaltz replied his department is lacking in response time to resolve issues as they are extremely busy and feels department heads would need to respond to whether the technical service they receive is adequate. Mr. Wagner questioned if spending $8,000 for a staff needs study was appropriate as the answer is apparent. MOTION, passed Mr. Bennett moved and Mr. Wagner seconded to remove $8,000 for hiring a consulting firm from the 2009 preliminary IT budget. Discussion: Mr. Wagner said they are not trying to diminish the need for additional IT staff. Mr. Schmaltz replied the reason for hiring an outside firm was to make comparisons with like agencies. Mr. Vanyo suggested developing a metrix system which is a good tool to