Minnesota Legislature

Present: (Members) Angela Burrs, Jeff Carlson, David Claypool, Mike Cunniff, Larry Dalien, Bob Horton, Charles Hoyum, Secretary of State Mary Kiffmeyer, Cindy Koosman, Denny Kron, Richard Little, Gail Miller, Mark Monacelli, Bill Mori, Leonard Peterson. (Guests) Bert Black, Luci Botzek, Greg Hubinger, Merrill King.

1. Call to order

Secretary of State Mary Kiffmeyer called the meeting to order at 3.05 P.M.

2. Minutes of 15 March 2001 meeting

The minutes of the 15 March meeting were approved as distributed.

3. Report on legislative activity

Mark Monacelli noted that there were some questions about the legislation establishing the task force and its funding. The surcharge on torrens filings is not appropriated to the task force. Bert Black added that it is not clear whether the appropriation is from the general or a special revenue fund. Since the surcharge does not go into effect until 1 August, the amount available for this fiscal year will be less than expected. Chuck Hoyum said that there might be some confusion about the change to a higher fee on 1 August; if documents are submitted before that date to local government, but do not reach the recorder’s office until after, which fee would be in effect? The recorders present agreed that some latitude and flexibility would be in order.

4. Report on funding implementation

Greg Hubinger said that the Legislative Coordinating Commission does not have to encumber funds before entering into a contract. This makes it somewhat easier to begin work before all funds are in hand. Bert Black said that the pilot projects would probably have to be pushed into FY 2003, as funds might not be available for them in FY 2002.

Merrill King, from the Department of Finance, addressed the questions about the appropriation. She said that the state gets approximately $5.5 million per calendar year from the filing surcharge. The additional $.50 would generate approximately another $650,000. She said the language in the law dedicated all that additional revenue to the task force. If more than $650,000 was generated, the task force could spend it. But the best assumption is that the task force will have $650,000, less the difference caused by the surcharge beginning in August, available immediately for FY 2002. She will check to see if the torrens filing issue will have any impact on that total.

5. Assessment of workplan and project schedules

The Secretary of State’s Office and the LCC have drafted an interagency agreement outlining the responsibilities of the task force and the LCC. The task force reviewed the document. Several points were examined. The project manager would be hired as a consultant, not as an employee of the LCC. Appropriations would be made subject to task force approval.

The priorities for the task force would be: 1) to complete and approve the agreement with the LCC; 2) to draft a RFP for the project manager; and 3) to hire a project manager. Drafting and advertising for a project consultant could move forward simultaneously with (2) and (3). Further review and revision of the workplan would follow hiring the project manager and consultant.

6. Review workplan budget

As noted above, there are some questions about how much funding will be available to the task force and especially how much will be available during FY 2002. Because of that, the budget for the project manager might be capped at or below $150,000 for the duration of the project. The task force agreed to try to maximize the amount available for the project consultant and the investigations portion of the workplan. A successful investigation would make it possible to succeed with the pilot projects. As discussed, these would probably have to be moved into FY 2003.

7. Exploration of other available resources

The task force is empowered to accept donations of funds and services to fulfill its workplan. Mark Monacelli noted there is national interest in this project, as it is the only statewide effort underway and it is likely to serve as a model for others to follow. The task force will certainly get offers to provide services in kind.

Secretary Kiffmeyer said that the task force should prepare to ask for donations. Any ideas for contacts should be forwarded to Bert Black. He will compile a list for the project manager to use.

8. Approval of authorizing resolutions

The Secretary of State’s Office drafted a resolution creating a three person executive committee which could "take action during the interim between task force meetings to execute the workplan of the task force." Cindy Koosman moved to adopt the resolution, with an executive committee of Secretary Kiffmeyer, Mark Monacelli and Jeff Carlson. Chuck Hoyum seconded. The motion passed.

9. Subcommittee to review RFP proposals

The Secretary of State’s Office drafted a resolution creating a RFP review committee for the RFPs for the project manager and for the project consultant. Larry Dalien moved and Leonard Peterson seconded that the resolution be revised to read that the committee is authorized "to participate in the creation, issuance and evaluation" of both RFPs. The motion passed.

Denny Kron moved and Mark Monacelli seconded the establishment of the RFP Review Committee with Bill Mori, Gail Miller, Bob Horton and Greg Hubinger (or his designee) as the members. The motion passed.

10. Old business

There was no old business.

11. New business

Mark Monacelli proposed that the task force arrange for some educational presentations. He said that Deloitte & Touche have a good presentation on XML. He will try to schedule that for September or October.

12. Next meeting

The next meeting is scheduled for 9 August at 9.30 AM. The task force will try to meet on the 2^nd Thursday of each month and it will begin planning to meet in different parts of the state.

The executive committee will meet each week in the interim, with its first goal to complete the agreement with the LCC.

13. Adjournment

The meeting adjourned at 5.10 PM.

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Updated: 08/21/01(jhr)