REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  March  28, 2017
CATEGORY:  Consent - General Government-1.

SUBJECT:

DFM Amendment

Supervisorial District No. :  ALL

DEPARTMENT CONTACT:  Leslie Morgan, Assessor-Recorder (530) 225-5671

STAFF REPORT APPROVED BY:  Leslie Morgan Assessor Recorder; Cathy Allen County Clerk/Registrar of Voters

RECOMMENDATION

Approve and authorize the Assessor-Recorder to: (1) Sign an amendment to the agreement with DFM Associates, Inc. (DFM) for software and software maintenance, effective the date of signing, which terminates the agreement June 30, 2018 and allows the County to terminate the agreement sooner upon 30 days’ written notice to DFM; and (2) exercise the written notice of termination of the agreement if necessary.

SUMMARY

N/A

DISCUSSION

The current recording/clerk/cashiering system is over 15 years old and needs to be replaced with a modern solution that will provide greater stability, increased efficiencies and modern services to customers.  In collaboration with the County Clerk / Registrar of Voters,  the Assessor-Recorder has investigated possible replacement systems and anticipates securing a contract with a new vendor prior to June 30, 2018.

The current Board-approved agreement with DFM has annual automatic one-year renewals.  The Second Amendment overrides those renewals and terminates the agreement June 30, 2018.  For flexibility, the Second Amendment also allows for County to terminate the agreement upon 30 days’ written notice to DFM.  Due to the unknown exact date for the transition from the DFM system to a new vendor’s system, it is requested that the Assessor-Recorder be authorized to sign the termination written notice if it is needed prior to June 30, 2018.

ALTERNATIVES

The Board could decide not to approve the amendment or direct changes to the terms of the proposed amendment.

OTHER AGENCY INVOLVEMENT

County Counsel has reviewed the amendment as to form.  The County Clerk / Registrar of Voters supports the recommendation.  The County Administrative Office has reviewed the recommendation.

FINANCING

There is no additional General Fund impact associated with the recommendation.