OfiI)EI: hIU ?69H9 (.MI"I~CiI=NC:Y BUDfiE7' AI'II::NDMf.N7 'T'AX ASSI=i'30Fi--COLI_EC:70F't On this L-I~ic-~r.':3rd day of Rpril i'_0C~11., upon motion madr~ I:~y comma=_>sione'r L_fatx, seconded by C:C1mn11S5i7.Oll@'f` Li: emergency, ac.rthori.zr_ amendment: of 'Lhe Cala:ii:rt7. Outlay :(is'1; for the Tax Assc+sso'r/Collecto•rys office to i.ru:lude the equipmerrL- for t;hcz i.nuzg:iny capi:ure., ~>tai::ion in the Votcsrr• hegi.s-trac:i.on sec•Lion, area aaso aucliori.x.e use of 9:1'7,8LiE}.Cd(~1 i'rom the IZcaco'rds managemc~_+nt I'=und for lac.c'r•po=..es of purc:~lia<.:>:i.ng that eayc.cipmeric, togethc~rr with funds from the Ser... of ~icate Chapi:e•r a7 fc.aid, and thc•~ funds allotted :in the 2Flra(!7/r'.•247td7. [:apical Outlay Padget. COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Paula Rector OFFICE: Tax ASSessnr/l`nllartnr MEETING DATE: April 23, 2001 TIME PREFERRED: SUBJECT: (PLEASE BE SPECIFIC) Consider and discuss authorization to purchase scanning equipment to replace existing files in the Voter Regis- tration department of the Tax Office. Partial funding to come from the Records Management Preservation Fund, EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: Paula Rector county Tax Assessor/collect. and Diane Bolin Chief Deputy ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: 5min Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday. THIS REQUEST RECEIVED BY: ` , `~» ` THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepazed for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towazds you request being addressed at the earliest opportunity. See Agenda Request Ruies Adopted by Commissioners' Court. MEMO March 29, 2001 To: Honorable County Judge and Commissioners Court From: Paula Rector, Tax Assessor/Collector RE: Scanning Equipment Due to the ongoing rapid growth of Kerr County, we aze experiencing growing pains in all departments of this office, especially the voter registration department. We have totally outgrown our space for all the necessary files we are mandated by law to maintain. In my 2000-2001 capital outlay I budgeted $495 for a new filing cabinet. The money remains in that line item because I have nowhere to put another file cabinet. After realizing this I started looking into other alternatives for maintaining these records. An electronic filing cabinet that would replace all existing files was an option I looked into. The unit was a ceiling to floor, rotating file that would last about 10 years at a cost of $24,000. This unit would require an enormous amount of space thus not solving the lack of space problem or the time involved in manually filing these records. Another alternative and one that is being used across the state by other voter registrazs is scanning. This is not just a one- time project of scanning all existing records but maintaining them on a daily basis. I feel this will greatly increase the efficiency in the maintenance of these records as well as creating much needed space for future growth ofthis office. I have attached a proposal from The Software Group for scanning equipment, softwaze, training and maintenance. I understand that this was not included in my cun•ent years budget, but I also understand that there is a Records Management Preservation Fund, which is collected by the District Clerk for county use. I have talked with the Auditor, County Clerk and District Clerk and they have encouraged me to pursue this, and request the use ofthese funds. If I have the courts approval for the use ofthese funds, I would purchase one of the scanners and the laser printer with available state funds as reflected on the attached break down. Please contact me for further discussion and let me know your thoughts on this matter. Kerr County Tax Office Image Capture Station -Voter Registratiou Description Unit Price Qty Price Document Scan/Capture Station 64mb Memory Upgrade (to 128mb) 165.00 2 330.00 Fujitsu Scanner - 22ppm 5,575.00 2 11,150.00 SCSI Controller & Cable 241.00 2 482.00 HP 4100N Network Laser Jet Printer 1,695.00 1 1,695.00 Scan Station Softwaze AbleScan Capture Softwaze 4,500.00 1 4,500.00 AbleView Display Softwaze 1,000.00 2 2,000.00 AbleTerm Network Image Transfer 1,000.00 2 2,000.00 AbleTerm Terminal Emulator 199.00 0 - Installation & Setup 1,910.00 1 1,910.00 Voter Registration Interface N/C Site Visit - 1 Day Training 930.00 1 930.00 Maintenance (2 stations per quarter) 318.00 2 636.00 Sub-Total 25,633.00 To Be Paid by Chapter 19 HP 4100N Network Laser Jet Printer 1,695.00 1 1,695.00 Fujitsu Scanner - 22ppm 5,575.00 1 5,575.00 Allotted in 200-2001 Budget 495.00 Total 17,868.00 e f Purchase Agreement This agreement is rnade and entered into this 19th day of April 2001 by and between Kerr County ("Client") and The Software Group, Inc ("TSG"), a Texas Corporation with its principal place of business at Jupiter Norih Technology Pazk, 1120 Jupi[er Road, Sui[e lOQ Plano, Texas. E ui ment /Item Descri bon Unit Unit Price Extended Amount Scanning Equipment Fujitsu 3096GX Scanner with 4M6 1 5,575 $5,575 SCSI Controller and Cable 2 241 $482 Scanning Software TSG Scanning Software and Viewing Software Suite 2 $8,500 Services Installation and Setup ~ One day of on-site training ' ~ ~ ~`( ~ ~ ~ ~ $1,910 $930 ~~ I i L L' ~ (_ ` ~ } ~I' ~ ~ i I~, \ I~ /~ ~M~ Cam' ~ ~L . a r .~;~ . ~ `'~`". V ~~ ...- ..: This agreement shall become a binding contract between the parties when accepted by the signature of an officer of TSG at its home office. Client is advised to read the Terms and Conditions appearing on the reverse side of this agreement before signing below. Client Byre-Q ~.,,t,.~~- Name(Print): Fred Henneke By: Sub Total $tt.3szoo Installation Purchase Price Deposit (25%) included $17,397.00 N/A The Software Group, Inc. Name(Print): Glenn Smith Title: _ / CountyJUdge Title: President Date: y! :23 ~Q ( Date: The Software Group, Inc. ~ Jupiter North Technology Park ~ 1120 Jupiter Road, Suite 100 ~ Plano, Texas 75074