Electronic Real Estate Recording Task Force

MEETING MINUTES

Minutes: 11 October 2001

As recorded by Bob Horton

Present: (Members) Angela Burrs, Michael Cunniff, Larry Dalien, Mike Fiebler, Marty Henschel, Bob Horton, Chuck Hoyum, John Jones, Rep. Al Juhnke, Secretary of State Mary Kiffmeyer, Cindy Koosman, Denny Kron, Scott Loomer, Mark Monacelli, Gail Miller, Bill Mori, Bonnie Rehder, Eileen Roberts, Joe Witt. (Guests) Luci Botzek, Greg Hubinger, Alberto Quintela.

1. Call to order

Secretary of State Mary Kiffmeyer called the meeting to order at 9.15 AM.

2. Minutes of 9 August 2001 meeting

The minutes of the 9 August meeting were approved as distributed.

3. RFP review committee recommendations

Gail Miller reported on the evaluation of the proposals submitted in response to the RFP. Because no one responded to the first RFP, the executive and RFP committees met on 13 September to revise it. They decided to remove the cap on costs and re-advertised the RFP in the state register. The RFP committee also developed an evaluation form, which was distributed by email to the entire task force. The RFP committee, made up of Gail Miller, Bill Mori, Greg Hubinger and Bob Horton, met on 8 October to review the proposals. Bert Black was unable to attend.

The two finalists recommended by the committee were Beth McInerny and SRM. These are qualified recommendations. Miller noted that she had encouraged Beth McInerny to apply and Bill Mori had encouraged SRM to apply. Copies of both proposals were emailed to the task force before this meeting, although not all people received them.

The task force discussed the pros and cons of the two proposals. SRM has a more detailed project management methodology, but lacks direct experience with the recording process. Its higher price is a concern. McInerny has the most reasonable price and some good information on project management. But her task list ended with the pilots, so it seems her activities and her price did not extend into the 2003 legislative session. These issues could be clarified in negotiations.

Cindy Koosman asked about the lobbying noted in the SRM proposal and if that would pose any conflicts of interest. Secretary Kiffmeyer said the task force will do its own lobbying; the coordinator needs to provide the support for the task force’s operations.

Denny Kron recommended that the task force should interview the respondents and clarify the proposals. Mark Monacelli emphasized the need for expediency. The choice of a coordinator is a critical decision, but time is critical.

4. Selection of consultant

Michael Cunniff moved that the executive committee have the authority to interview the two finalists and select one as coordinator. Secretary Kiffmeyer suggested adding members of the review committee to the process and opening the interviews to interested task force members. Joe Witt seconded. The motion carried unanimously.

5. Review of work plan and budget

John Jones asked if there are any tasks that can go forward without the coordinator in place. He suggested checking to see if the task force needed some enabling legislation to make electronic recording possible or a review of recording laws to see what barriers need to be addressed. Chuck Hoyum said appointing a subcommittee to start the review is a good idea. Michael Cunniff, John Jones, Eileen Roberts and Chuck Hoyum volunteered to join the subcommittee. The group will ask Chuck Parsons and Richard Little to join them.

Mark Monacelli asked about research on parcel identification numbers. Eileen Roberts suggested checking with the GIS community. Luci Botzek mentioned that the Governor’s Council on GIS had investigated parcel identification numbers. Monacelli said we should ask the state planning agency to talk about its projects and how we could all collaborate at our next meeting. Eileen Roberts said the presentation should focus on the task force’s work plan and identify where the similarities and differences with Minnesota Planning’s activities lie.

Mark Monacelli noted that the recorders could revisit the bill introduced some years back to rationalize the fee structure for filings. Gail Miller will look into re-forming that committee.

Bill Mori asked if any of the national professional associations had done surveys of electronic real estate recording in other states. Mark Monacelli said that one is underway, addressing technology and back office procedures. This could be shared with the task force. There is also work underway on developing XML standards for sharing data. These could all be incorporated in the task force’s work. Mark Monacelli will forward a copy of the draft survey to Bill Mori for a review of the technology issues.

6. Financial report

Gail Miller presented a revised revenue forecast developed by Merrill King. The total projected revenue for both fiscal years 02 and 03 is $947,318. That includes additional funds to be gained if there is an amendment to bring Torrens surcharges back into the package. Gail Miller will meet with Rep. Al Juhnke to discuss the amendment. Greg Hubinger will help find someone to draft the language. The draft will be circulated for review by the task force members. Chuck Hoyum will talk to Chuck Parsons about possible inclusion in the bar association’s bill. Gail Miller will report on the progress of this effort at the next meeting.

7. Next steps

Greg Hubinger will coordinate the interviews for the coordinator with the executive and RFP review committees. When dates and times are set, the details will be sent to the task force as a whole.

Chuck Hoyum will move forward with the formation of legal subcommittee, possibly to be chaired by Chuck Parsons. Secretary Kiffmeyer will contact David Arbeit of LMIC to see if he can report on the state planning agency’s agenda and how it intersects with the task force work plan. Gail Miller will organize the county recorders to review their proposed legislation on filing fees. Mark Monacelli and Bill Mori will look at the draft survey on plans and practices in other states.

8. Next meeting

The next regular meeting is scheduled for 8 November. This will possibly be a long meeting, so it should start at 9.30. The Secretary of State’s Office will check on a location. Secretary Kiffmeyer will also try to call a special meeting for the executive committee to get together with the coordinator, after one is selected, and discuss possible revisions to the work plan. Any suggestions will be presented at the meeting on the 8^th.

9. Adjournment

The meeting adjourned at 10.50 AM.

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