2. Courthouse third floor re-use recommendations

Building Committee-August 20, 2008 2 discussed by the Fargo City Commission, North Dakota Highway Patrol and Cass County Commission. Mr. Montplaisir said if the center becomes a reality, a building authority could be created and money levied to pay rent back to the building authority. In order to create financing options, Mr. Montplaisir asked for the square footage needed by each entity, cost of the facility and costs to operate a new building. Mr. Wagner discussed the potential cost savings and higher level of services for citizens with a joint center. Mr. Vanyo believes this a great opportunity which should be pursued. Sheriff Laney said other entities who may be interested are the State Probation and Department of Corrections. Captain Prochniak said the Bureau of Federal Investigations may also be interested. Judge Herman asked how this may affect the time table involved with a west addition. Mr. Wagner said they are separate issues and the time table for an addition would not change. Mr. Hoganson said the master plan could consider the impact of space vacated by the Sheriff's Office, if relocated. MOTION, passed Mr. Vanyo moved and Mr. Montplaisir seconded to direct the County Administrator, County Auditor, County Sheriff and other law enforcement representatives pursue the option of a joint law enforcement center; and gather cost estimates and approximate square footage needed by each entity to bring back to the building committee. Motion carried. Committee members took a break at 3:45 PM and reconvened at 3:55 PM. 4. STORAGE SPACE SURVEY RESPONSES Mr. Wagner said the committee discussed file storage and space issues at the last meeting. After the last meeting, he sent a memo to departments requesting information regarding on-site, off-site and electronic file storage. Mrs. Johnson said most departments have researched paperless filing systems and have a system in place for destruction of old records. Rod Olson, District Court Administrator; Dorothy Howard, Clerk of Court; and Birch Burdick, State's Attorney, were present. Mrs. Howard said their office is continually destroying records as the law allows. She said some records stored in the north basement may be destroyed; however, some of the records need to be reviewed to determine if they need to be retained or thrown. Their office uses off-site storage at Record Keepers, which costs $1,000 per month. Mr. Olson said their office cannot afford to store additional records off-site. He said this is the only county in the state court system where off-site storage is used. The state is looking at a new case management system and may then consider a