eBusiness Meeting
April 29, 2004
TOWER ROOM, 301 WILCOX STREET
CASTLE ROCK, COLORADO
Meeting Minutes
Jack Arrowsmith, Chairman, opened the meeting. Welcome and thanks were given to our host, Marilyn Bullard, Douglas County Chief Deputy Public Trustee.
There was an introduction of the guests:
Chelsea Shea, Consultant, Ciber, Inc.
Sheryl Muehlfelt, Douglas County Clerk & Recorder, Recording Manager
Ginger Tshudy, Douglas County Release Clerk II
Roll Call of Members:
Present:
Jack Arrowsmith, Douglas County Public Trustee
Marilyn Bullard, Douglas County Chief Deputy Public Trustee
Larry Castle, Attorney, Castle, Meinhold & Stawiarski
Angela Dazlich, Larimer County Public Trustee
Roxy Huber, City and County of Broomfield Revenue Manager/Public Trustee
Alynn Huffman, Gilpin County Treasurer/Public Trustee
Jim Wills, Boulder County Chief Deputy Public Trustee
Wayne Vaden, Denver County Clerk & Recorder/Public Trustee
Those not present were:
Michelle Miller, Park County Treasurer/Public Trustee
Ginger Dyer, Security Title, Bailey, Colorado
Sandy Hume, Boulder County Public Trustee
Anita Dubas, Denver County Deputy Public Trustee
Approval of March 11, 2004 minutes:
There were no corrections or additions. Minutes were approved as written.
Ginger Dyer has asked to be dropped from this committee and will try to find her replacement from a metro Title Company.
Up-Date on Secretary of State was given by Jim Wills:
Advisory committee –The Joint Budget Committee would like someone in the secretary of state office to work on eRecording.
There is 1.7 million available and approved. 1.5 million to be spent from the State fund available through the Secretary of State’s office.
Status of e-notarization HB 1300
This bill has passed the third reading in the senate. It will go back to the house for concurrence, probably on Friday, then to the Governor for signature. At this point we can proceed with eRecording releases.
Status of e-filing SB 219
Who do the Public Trustee’s contact to request the money? It was suggested that they go to the State first. Sherry Muehlfelt, who is the chairman of the Clerk & Recorder’s eRecording Committee, suggested that Public Trustee’s should submit applications both to the County and the State. They will determine what is available at each level. The Clerk and Recorder and Public Trustee could come together but present separate applications for each entity.
The state portion of the funds has changed because of the Tabor impact on the Secretary Of State. They will put the money back into the counties. Travel, education, other employee expenses grants will be given to county offices other than the Clerk and Recorder’s offices
There were questions about Insurance commissioners office and title companies. There is a meeting today at Secretary Of State’s office.
The S.O.S. eRecording panel is trying to come up a grant proposal for this. A third party consultant will be hired to do this by the 15th of the month.
The Education Committee is moving forward. There have been some presentations given and more will be given in May. Trevor Timmons will be giving a presentation to Title Companies in the Grand Junction area. He has asked that Rich Krohn or Jack Arrowsmith help with these presentations.
Denver, El Paso, and Weld counties have already applied for funding. Weld would use the money they have available now, and, use the money from the eRecording fund as needed. Denver County has applied for $150,000 and El Paso County has applied for $250,000.
Indexing Standards meeting:
Sherry Muehlfelt gave a report from the S.O.S. indexing committee. They discussed P.R.I.A. log information and data document types. The Public Trustee document types were excluded. There are: six different Release forms, Notice of Election & Demand, Withdrawal, Certificate of Purchase, Certificate of Redemption, and Public Trustee’s Deed. There will be a Colorado document type list, which will be presented at the next meeting. Sherry was the Technical Standards Chair for the meeting on April 28, 2004 in Douglas County.
They will meet 80% of what they want to gain as regards standards. They need time to evolve the standards for indexing.
The State Parcel # consists of 14 digits, the first 2 digits relate to the County. There is a problem concerning the fact that vertical condo’s have the same State Parcel #. This needs to be changed, and the state will probably have to resolve this issue so that we can use the State Parcel # to tie the property to every entity in the county.
The Clerk and Recorder’s will be discussing this at their summer conference. What are the required fields for electronic recording? Can we ask for more than what we already have in the paper world?
Boulder: Douglas and Boulder are going with Kuvera on a non-exclusive agreement for 6 months to see how it goes. Their goal is to announce at the Public Trustee meeting in June that Douglas and Boulder are submitting releases electronically. We feel that by opening it up it will make it easier for other vendors to come on board. We will hold all of the vendors to P.R.I.A. standards.
Jim Wills asked the question, “Where is the Clerk and Recorder returning releases?” Jack Arrowsmith replied they would be returning them to the submitter, or back to the Public Trustee. With electronic recording there will be a MOU (Memorandum of Understanding) with third party and Clerk and Recorder so that we all will know what the process looks like.
Our stored release document lives with the Clerk and Recorder. Paper documents may be requested from the Clerk and Recorder’s office as a service. When the paper documents become the smaller % of our volume, we will scan the releases and submit them electronically for tracking purposes.
Denver: Wayne Vaden reported that they were considering moving forward with Ingeo and would like to have multiple submitters. Next week they are developing the implementation with Ingeo. Chelsea Shea from the Ciber Company indicated that they were doing some further investigation with U.S. Recording
Douglas: Jack Arrowsmith reported that US Recording is probably 10% of our paper traffic now in Douglas County. He offered a big thanks to Wayne Vaden for giving all of us the assistance of Ciber and their information.
Presentations at Broomfield Summer Conference June 21-25:
Registration packets will be received by next week per Roxy. The conference will be held at the Double Tree Hotel, Hwy 36, and the hotel rate is $79. There will be a Nine Hole Scramble Golf Tournament for all who are interested.
8:00a.m. –9:00 a.m. is Registration and the meeting begins at 9:00a.m.
The eBusiness Committee will speak at 10:30 and will be given 30 minutes to report
All activities will be at the hotel
Standardization of Documents:
It was decided that we recommend as a group the perfect standard documents for Releases and Foreclosures. Jack asked Larry Castle to make the recommendations for us as an attorney about the statute changes that will be needed for electronic foreclosures.
Jack also reported that Michael Medved’s office is implementing a program with RTS that will connect to the Douglas County Public Trustee’s computer system.
It was suggested that we select one or two people from this committee to bring a recommendation to the Public Trustee group at the conference in Broomfield in June. Larry Castle was asked to come up with a recommendation for Public Trustee Statute changes in eRecording. Patrick in the Denver County Attorney’s Office will work with Larry.
Wayne Vaden will come up with standardization of foreclosure documents. He will e-mail all of the legal analysis he has from Denver. Alynn Huffman, Gilpin County Treasurer/Public Trustee, and Wayne Vaden, Denver County Public Trustee/Clerk and Recorder, will come up with a standard single page release form. Sherry requested on behalf of the County Clerk and Recorder’s that there be a top margin of between 1 to 1.5 inches on the release forms with 1.5 inches being the preferred choice.
Public Trustee’s will have the choice to notarize or not. The Clerk and Recorder’s will accept them as long as there is an electronic signature and electronic Public Trustee’s Seal. Rich Krohn may need to addresses this at the Public Trustee seminar this summer.
Authentication of the Public Trustee signatures in the Secretary Of State’s office should be an easy process. Additional information should be forthcoming for the S.O.S. office.
Sherry will e-mail their document type recommendations to Public Trustee’s for review by those who initially will be submitting electronically. It was also suggested that the clerks come to a decision about Social Security #’s on documents that are to be recorded, and, to make sure that there are not Social Security #’s where possible.
Our next meeting will be hosted by Alynn Huffman from Gilpin County on June 3, 2004 at 10:00 a.m. at the Old Courthouse in Central City. Lunch will be served at 11:00 a.m.
There will be a real estate foreclosure seminar for attorneys in Larimer County on June 25th. Rich Krohn will speak to the attorneys. Angela will send the information to Jack and he will pass it on with these minutes. Angela will fund, approximately $2,000 toward this seminar.
The Douglas County Power-point presentation will be sent to everyone. We will be giving this presentation in May for the Douglas County Treasure’s office. All present at this meeting are invited to attend. Douglas County will give this presentation at our next meeting.
Respectfully submitted,
Marilyn D. Bullard, Secretary