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File #: 20-1317    Version: 1
Type: Agenda Item Status: Approved
File created: 9/29/2020 In control: Board of Supervisors
On agenda: 10/13/2020 Final action: 10/13/2020
Title: Recorder-Clerk recommending the Board authorize the Chair to sign perpetual Memorandum of Understanding 5211 with the California Department of Justice in the amount of $840 for Fiscal Year 2020-2021 for continued Electronic Recording Delivery System (ERDS) oversight of regulations, which allows the Recorder-Clerk continued secure use of electronic recording. FUNDING: ERDS Special Revenue Fund.
Attachments: 1. A - Counsel Approval Blue Sheet, 2. B - ERDs Contract 2020-2021
Related files: 18-1391, 19-1441, 21-1547

Title

Recorder-Clerk recommending the Board authorize the Chair to sign perpetual Memorandum of Understanding 5211 with the California Department of Justice in the amount of $840 for Fiscal Year 2020-2021 for continued Electronic Recording Delivery System (ERDS) oversight of regulations, which allows the Recorder-Clerk continued secure use of electronic recording.

 

FUNDING:  ERDS Special Revenue Fund.

Body

DISCUSSION / BACKGROUND

This perpetual Memorandum of Understanding #5211 with the California Department of Justice for continued Electronic Recording Delivery System (ERDS) oversight of regulations will replace prior perpetual agreement 3376. County participation continues annually until either party (DOJ or the County) does not wish to continue the agreement. Fees are a pro-rata share of cost based upon the number of documents recorded annually. El Dorado County currently has an estimated 400 active submitters with a combination of title companies and lenders and many that have not yet been activated. Currently more than 75% of all recordings are completed through the electronic recording system.

 

Electronic recording has been implemented in many counties and El Dorado County began to e-record in June of 2013. Continuing the MOU with the Department of Justice will keep electronic recording safe and secure.  According to Procurement Policy 4.5 Departments must obtain authorization form the Board of Supervisors initially, and on an annual basis, to utilize any contract that does not have a stated contract term.

 

ALTERNATIVES

If the County would like to continue electronic recording this payment is necessary to allow the California Department of Justice to provide oversight of electronic recording regulations.

 

PRIOR BOARD ACTION

October 15, 2019 - Legistar 19-1441

September 25, 2018 - Legistar 18-1391

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

There is no Net County Cost associated with this item.  The funds are included in the Fiscal Year 2020-21 Budget and funded from the ERDS Special Revenue Fund. 

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

Clerk of the Board to provide an original to the department for processing.

 

STRATEGIC PLAN COMPONENT

N/A

 

CONTACT

Janelle Horne, Recorder-Clerk