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File #: 2020-0787   
Type: Consent Calendar Item Status: Agenda Ready
File created: 7/29/2020 In control: Clerk-Recorder-Assessor
On agenda: 9/15/2020 Final action:
Title: Debit and Credit Card Payment Services Agreement for Clerk-Recorder-Assessor Records and Documents
Department or Agency Name(s): Clerk-Recorder-Assessor
Attachments: 1. Remediated Summary Report-Debit and Credit Payment Services Agreement for Clerk-Recorder-Assessor.pdf, 2. Remediated Attachment 1-2020-2023 Automated Merchant Services signed extension agreement.pdf
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Sonoma County Board of Supervisors

Department or Agency Name(s): Clerk-Recorder-Assessor

Staff Name and Phone Number: Kim Barrett 565-3471

Vote Requirement: Majority

Supervisorial District(s): Countywide

 

Title:

Title

Debit and Credit Card Payment Services Agreement for Clerk-Recorder-Assessor Records and Documents

End

 

Recommended Action:

Recommended action

Authorize the Clerk-Recorder-Assessor to execute an agreement with Automated Merchant Systems, Inc. to continue to provide transaction gateway, processing and settlement services of credit card transactions for copies of official public records, other filed documents, marriage license applications, and other financial transactions made over the internet, from September 12, 2020 through September 11, 2023.

end

 

Executive Summary:

To continue to provide the public with the option to purchase records and services over the Internet, the Clerk-Recorder-Assessor wants to continue providing the ability for the public to purchase copies of Official Public Records, file Fictitious Business Name Statements, apply for Marriage Licenses, and purchase other documents and services virtually.  Automated Merchant Systems, Inc. (AMS), offers an online payment option that is integrated with Tyler Eagle Recorder, the Clerk-Recorder-Assessor’s Recording, Vital Records, and Cashiering System. Depending on the document type, documents are either available for immediate download once the online payment is processed, or sent directly to a queue for staff to process and mail out, thus providing customers with a fast, convenient option to obtain needed documents.  This has been an integral option to provide remote services, including video conference marriage license and ceremony appointments,  during the COVID-19 health emergency.

 

Discussion:

In April of 2014, the Clerk-Recorder-Assessor’s office purchased Tyler Eagle Recorder software as their Recording, Vital Records, and Cashiering system. Since the purchase of the system, Tyler has released software updates and developed new system enhancements. One of the available options is an eCommerce Module that allows for the online purchase of document copies. Tyler, together with Automated Merchant Systems, Inc., provides an integrated payment processing system for members of the public to go online, search the document indexes, then choose to purchase a copy.  Once the payment information has been received and processed, the customer will receive a link allowing them to download the image(s). The fee for this service is currently $2.00 per transaction, and is charged directly to the customer.

 

 

Prior Board Actions:

09-12-2017 - Authorized the Clerk-Recorder-Assessor to execute a contract with Automated Merchant Services

 

Fiscal Summary

 Expenditures

FY 19-20 Adopted

FY20-21 Projected

FY 21-22 Projected

Budgeted Expenses

 

 

 

Additional Appropriation Requested

 

 

 

Total Expenditures

 

 

 

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

 

 

 

Fees/Other

 

 

 

Use of Fund Balance

 

 

 

Contingencies

 

 

 

Total Sources

 

 

 

 

Narrative Explanation of Fiscal Impacts:

There is no impact to the Clerk-Recorder-Assessor budget.  Fees are charged by Automated Merchant Systems directly to the customers.

 

Staffing Impacts:

 

 

 

Position Title (Payroll Classification)

Monthly Salary Range (A-I Step)

Additions (Number)

Deletions (Number)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Narrative Explanation of Staffing Impacts (If Required):

N/A

 

Attachments:

Attachment 1 - Contract Extension Amendment 2020-2023

 

Related Items “On File” with the Clerk of the Board:

Copy of Agreement with Automated Merchant Systems, Inc.