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HomeMy WebLinkAboutBudget Extension - Clerks( ��� KIMBERLY A. ALLEN GRANT COUNTY CLERK and Clerk of the Superior Court February 18, 2021 E-MAILED - Board of County Commissioners Cheryl Hill-Roberson,ChiefDeputy Re: 2021 Budget Extension for E -filing (Expenditure and Reimbursement)/Consent Agenda Dear Commissioners: Covid-19 has prodded us all to find new ways to do things with little or no contact. To better serve the public with "no contact", I would like to implement E filing of documents that will integrate with our existing Laserfiche document management system as well as with Odyssey, our case management system. I have applied for CARES Act funding for this project through the Administrative Office of the Courts (AOC). The AOC funding is only available through a reimbursement process. However, I have not heard if my request has been considered or approved. If not approved, I would like to use CARES Act funding through the County if/when it should become available. That means that I need your approval for the county to expend the funds to pay for the project first, and then my hope is that CARES Act funding either through AOC or the county will be reimbursed back to the county. The E -filing project was not included in my 2021 budget; therefore, GCTS is not available to help with either time or funds and has asked that I seek help from our Laserfiche vendor, Cities Digital, Inc., to handle the entire project —from development to implementation. I respectfully request that upon confirmation that CARES Act funding is available, that I be allowed a budget extension to first pay for the E -filing project with county funds and then to be reimbursed with CARES Act funding in the sum of $11,663. Alternatively, that the BOCC approve the outright expenditure of $11,663 with no reimbursement. That amount covers Cities Digital's development and implementation of E -filing, an audit process for comparing documents ingested into Laserfiche against our Odyssey docket entries, as well as extra paper forprinting the E -filed documents for the paper files that the judges review. I will know within the next few weeks whether AOC has approved my application. Once I hear, I will be sure to let you know. However, I wanted to be sure and get this on your consent agenda as quickly as possible since Cities Digital is ready to move quickly on this project. Thank you for your time and consideration. Please provide me with a copy ofyour anticipated approval once you have completed that process. Sincerely, cc: Madeline Prentice, Chief Accountant Darryl Pheasant, Treasurer Joe Carter, GOTS Assistant Director Shannon Falstad, Accounting Deputy GRANT COUNTY E FFICE A imberly . y A lien, Clerk Law and Justice Center,, P.O. Box 37,E hrata WA 98823 509-754-2011 + 509-765-2160 + 800-572-0119 ",iv- rantcountvwa, goy/clerk RE -CE - .IV FEB 18 2021 GRANT COUNTY COMMISSIONERS Dated this �� day of � " (C�, 20--ZA Board of County Commissioners Grant County, Washington Approve Dist #1 Dist #2 Dist #3 Disapprove ,abstain Dist # I Dist # 2 Dist # 3 Dist # I Dist # 2 Dist # 3 Barbara Vasquez From: Kimberly Allen Sent: Thursday, February 25, 2021 8:05 AM To: Cindy Carter; Danny E. Stone; Robert Jones Cc: Joseph W. Carter; Shannon Falstad; Barbara Vasquez; Madeline J. Prentice Subject: FW: Re: Auditor O&M Funds for E -Filing Project Good morning! I have some fabulous news to share! I had been pondering how/where to get funding for our E -Filing project and thought of Auditor O&M funding and it totally fits the requirements for that, so I discussed it with Michele Jaderlund and she agreed (see below)! Not only that, but she had already budgeted enough for this year to cover her projects and mine too! I will proceed with getting Cities Digital started and will move forward on this project. No need for a budget extension hearing after all! Thank you all for your time and consideration. Have a great rest of your week! Kim Kimberly A. Allen, Grant County Clerk P.O. Box 37 Ephrata, WA 98823 Phone: 509-754-2011 ext. 2818 Email: kallen@qrantcountywa.gov CONFIDENTIALITY NOTICE, The contents of this e-mail and any attachments are intended solely for the addressee(s) and may contain confidential and/or legally privileged information. If you are not the intended recipient of this message or an employee or agent responsible for delivering it to the intended recipient, or if this message has been addressed to you in error, please immediately alert the sender by reply e-mail, then delete this message and any attachments. If you are not the intended recipient, you are hereby notified that any use, dissemination, distribution, copying or storage of this message is strictly prohibited. Thank you. From: Michele Jaderlund <mjaderlund@grantcountywa.gov> Sent: Thursday, February 25, 20216:55 AM To: Kimberly Allen <kallen@grantcountywa.gov> Subject: RE: Re: Auditor O&M Funds for E -Filing Project That is correct I have a sufficient funds in Auditor's O&M to cover this project. Since this project qualifies under historical preservation of documents we are allow to process your request in that fund. Please send me the invoice for your E - Filing Project. Respectfully M icl� el,eJ a d erl,u. wd Grant County Auditor PO Box 37 Ephrata, WA 98823 509-754-2011 ext. 2733 From: Kimberly Allen <kallen rantcount wa. ov> Sent: Wednesday, February 24.,20213:46 PM To: Michele Jaderlund <m'aderlund rantcount wa. ov> Cc: Madeline J. Prentice <m' rentice rantcount wa. ov> Subject: Re: Auditor O&M Funds for E -Filing Project Michele: Thank you for speaking with me earlier about my "E -Filing Project". As a follow up to our conversation, I just wanted to memorialize our discussion in writing. As you know, I would like to get started with my E -Filing Project with our vendor, Cities Digital Inc. It is my understanding that for 2021 you have already budgeted Auditor 0&M funds sufficient to cover my project in the sum of $11,.663.00 (which qualifies for historical preservation of documents filed with the Clerk's Office). Therefore, there is no need for the BOCC to use general funds to cover this project and no need for me to do a budget extension since I will provide you with the bills for the project so that you can pay for them utilizing Auditor 0&M funds. Please confirm that I am authorized to proceed with my E -Filing Project. Thank you so much for your help! Kim -------------------------------------------------------------------------.-----.-----_-------------------------------------------------------- Kimberly A. Allen, Grant County Clerk. P.O. Box 37 Ephrata, WA 98823 Phone: 509-754-2011 ext. 2818 Email: kallen�a�,grantcountywa.gov CONFIDENTIALITY NOTICE The contents of this e-mail and any attachments are intended solely for the addressee(s) and may contain confidential and/or legally privileged information. If you are not the intended recipient of this message or an employee or agent responsible for delivering it to the intended recipient, or if this message has been addressed to you in error, please immediately alert the sender by reply e-mail, then delete this message and any attachments. If you are not the intended recipient, you are hereby notified that any use, dissemination, distribution, copying or storage of this message is strictly prohibited. Thank you.