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Approve a $250,000 Appropriation Transfer Request transferring funds from Recorder Special Revenue Fund to General Fund - Recorder Operating Budget to fund Salaries and Benefits costs necessary for the completion of various Recorder Modernization projects (4/5 vote required)
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Published Notice Required? Yes ___ No _ _
Public Hearing Required? Yes ___ No _ _
DEPARTMENTAL RECOMMENDATION:
The Assessor/Recorder recommends the Board of Supervisors approve a $250,000 Appropriation Transfer Request transferring funds from Recorder Special Revenue Fund to General Fund - Recorder Operating Budget to fund Salaries and Benefits costs necessary for the completion of various Recorder Modernization projects (4/5 vote required).
SUMMARY/DISCUSSION:
The Assessor/Recorder plans to utilize Modernization funds collected in Recorder Special Revenue Fund (Fund 215) for projects designed to meet State of California legislative program goals, comply with Solano County Technology Standards, and document recording processes and requirements for future record management system (RMS) enhancements.
The purpose of Recorder Special Revenue Fund is to recognize and account for the restricted use of fees collected as part of the Recorder’s Office Micrographic, Modernization, Social Security Number (SSN) Truncation, and Electronic Recording Program funds. Under the authority of Government Code sections 27361.4, 27361(c), 27361(d), 27388, and 27319 these funds allow for public reporting and provide the appropriate safeguards for taxpayer investments. The Modernization budget is available solely to support, maintain, improve, and provide for the full operation for modernized creation, retention and retrieval of information in the Recorder's system for recorded documents Government Code section 27361(c).
The Recorder maintains 75,000 documents whose images have been ingested into the current RMS with only a record number attached. These documents do not have other associated identifying information that allows them to be easily searchable and available to the public. To index these documents, the Recorder’s Office must physically review and manually type the required information into the RMS. As these documents vary in age from 1849 to 1954, staff must contend with handwritten bound books and images digitized from microfilm. After the documents are indexed, they must go through a verifying process to ensure quality control. To modernize these documents into a usable format, the Recorder initiated a project to index these records. From May 2024 to October 2024, a total of 20,000 documents have been indexed, using 629 labor hours. An additional 3,000 estimated hours for indexing and verifying are needed to complete the remaining digitized images. As these labor hours are for the modernization of these records, Modernization funds are available to reimburse costs associated with the project.
The Recorder also has an additional 76,000 documents on microfiche that must be digitized and indexed. In working with the Department of Information Technology (DoIT), an effort is underway to identify vendors that can scan and index these documents. Modernization funds have been budgeted for the contracted vendor. However, staff time associated with documenting requirements and evaluating vendors can also be reimbursed using Modernization funds. This project will be completed by June 30, 2025.
The newly digitized and indexed documents will also enable the Recorder to comply with Assembly Bill (AB) 1466. Per AB 1466, all recorded documents must be reviewed under the Record Covenant Modification Program. Under California Government Code section 12956.3 (a) “The county recorder of each county shall establish a restrictive covenant program to assist in the redaction of unlawfully restrictive covenants in violation of subdivision (l) of Section 12955.” A Restrictive Covenant is a recorded restriction on the use of property. The program must scan all digitized recorded documents for the proper identification of restrictive covenants. In an effort to enact these upgrades and possible enhancements, the Recorder’s Office must document its business process and system requirements. This will ensure any upgrade will meet the needs and mandates of the Recorder’s Office.
FINANCIAL IMPACT:
The Assessor/Recorder’s Office is recommending transferring $250,000 from the Recorder Special Revenue Fund to the General Fund - Recorder Operating Budget to cover Salaries and Benefit costs related to modernization projects. This Fund is designated for restricted use of fees from programs such as Micrographic, Modernization, SSN Truncation, and Electronic Recording, governed by various Government Code sections that ensure public reporting and protect taxpayer investments.
The Recorder’s Office estimates needing approximately 3,000 labor and overtime hours to complete an indexing project by June 30, 2025. Additional hours will be allocated for reviewing AB 1466 programs and enhancing the current RMS. Funds will be transferred from the Recorder Modernization Fund (Fund 215 Budget Unit 4002) to the General Fund - Recorder’s Operating Budget (Fund 001 Budget Unit 2906).
The cost to prepare this agenda item is nominal and will be absorbed by the department’s FY2024/25 Working Budget.
ALTERNATIVES:
The Board could elect not to authorize the use of Special Revenue Fund to reimburse the General Fund. This is not recommended as it would limit the Recorder’s ability to complete projects for the enhancement of the County’s Records Management System, meet State mandates, and would place a financial burden on the General Fund as it will absorb all labor cost associated with this project.
OTHER AGENCY INVOLVEMENT:
None.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION