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October 7, 2013 (Work Session) Page 1765 <br />Pam Dubois, Deputy County Manager, presented the following information <br />relating to a resolution regarding electronic permanent records: <br />The majority of counties in North Carolina have converted to <br />storage of land record type transactions in an electronic format <br />as the official permanent record as opposed to maintaining <br />shelved books in a vault. Currently, the Register of Deeds <br />office maintains electronic copies of all records as well as <br />paper copies stored in the vault. The paper copies are currently <br />the official record. Both shelf and vault space are almost full. <br />After discussion with other Registers, an official from the N.C. <br />Institute of Government and local customers who utilize these <br />documents, it was determined that January 1, 2014 would be a <br />suitable date to convert to maintaining electronic copies as the <br />official permanent record. A resolution is attached for your <br />approval. The applicable statute authorizing maintenance of the <br />official record in electronic form is also attached. <br />Richard Koch, County Attorney, stated according to Charles A. Szypszak, <br />UNCSOG (University of North Carolina School of Government), electronic <br />records for this purpose is allowed under NCBS 47 -16.4 (5)(6). He advised <br />this will not apply to indexes, birth certificates and marriage licenses. <br />Ms. Dubois responded to questions from the Board. <br />Approval o: Regular Meeting Agenda <br />The Board discussed the placement of items on the Agenda. <br />UPON I -OTION of Commissioner Burrage, seconded by Vice Chairman Measmer <br />and unanimously carried, the Board approved the October 21, 2013 Agenda as <br />follows: <br />Approval or Correction of Minutes <br />m Approval or Correction of Meeting Minutes <br />Recognitions and Presentations <br />• BOC - DECA Month Proclamation <br />• BOC - Veterans Day Proclamation <br />• Military Order of the Purple Heart - Proclamation <br />• Planning & Development - Weatherization Day 2013 Proclamation <br />• DHS - Child Support Performance Awards <br />• KCS - Recognition of Kannapolis City Schools Teacher of the Year <br />• Planning & Development - Soil & Water Conservation District - <br />Recognition of Ned Hudson as the 2013 North Carolina Outstanding <br />Conservation District Board Member <br />• BOC - Historic Cabarrus Association Presentation <br />Consent <br />• General Services - Old Jail Demolition /Courthouse Annex Renovations <br />Construction /Demolition Bid Award <br />• Planning & Development - Selection of HOME Program Administrators for <br />2013 -2014 <br />• Planning & Development - Soil & Water Conservation District - <br />Acceptance of State Funds and Application for State and Federal <br />Matching Funds to Purchase Agricultural Conservation Easements <br />• Register of Deeds - Resolution Regarding Electronic Permanent Records <br />• Tax Administration - Refund and Release Report - September 2013 <br />New Business <br />o DHS - Transportation Division - Rural Operating Assistance Program <br />(ROAP) FY -2014 Funding Request - Public Hearing 6:30 P.M. <br />o County Manager - Restoration of the Memorial Fountain at the Historic <br />Courthouse <br />o Planning & Development - Revision of Re- inspection Fees <br />Appointments to Boards and Committees <br />• Appointments (Removal) - Cardinal Innovations Healthcare Solutions <br />• Appointments (Removals) - Cabarrus County Tourism Authority <br />• Appointments - Adult Care Home Community Advisory Committee <br />• Appointments - Nursing Home Community Advisory Committee <br />