Erie County Recorder - Erie County, Ohio - State of Ohio

Erie County Recorder•. J', Ary COHHISSION£RS09 III Barbara A. Sesslernf.lR 18 PH 3: 43tRI~ r.nu~247 Columbus Avenue Suite 225 recorder@erie-county-ohio.net Phone 419-627-7684Sandusky, Ohio 44870 www.co-erie-oh-us-recorder.com Fax 419-627-6639DATE: March 19, 2009TO:FROM:SUBJECT:Board of Erie County Commissioners, Tom Ferrell Jr., William Monaghan,Patrick Shenigo, County Administrator, Michael Bixler, Finance Director,Pete Daniel.Barbara Sessler, Erie County Recorder2008 Yearly Financial Report for the Erie County Recorders' Office.Enclosed you will find a copy of the 2008 Yearly Financial Report for the Erie CountyRecorders' Office. As you will find revenue for the year of 2008 is down again from theprevious year. We all are well aware the housing market is at an all time low, and thishas affected the Recorders' Office along with many other agencies. Despite the decliningmarket the Recorders' Office has deposited $303,702.09 into the county's General Fund.This also includes the 1% pay back from the Ohio Housing Trust Fund.I am anxiously awaiting the installation of our new software on May 17th. This willallow us to redact sensitive information from public viewing; yet will also retain thedocument in its original state. This software will also allow the Recorder's Office tobecome closer to the goal of filing documents electronically. The other advantage to thisadvanced software is the decrease in ongoing costs. As part of the bidding process wewill receive our first year of software support at absolutely no fee. The remaining yearsthe cost of the maintenance support will drop from our previous vendor by 66%. Thesoftware will allow greater efficiency and less wait time for our customers. The newsoftware will allow the office to automate many of our current daily tasks, which willsave on hard copy reports.I would like to thank Pete Daniel, Anne Summers, Bob Lange and Dan Baum for all theinput and hard work they put in throughout the entire RFP and purchasing process. BobLange and his department are continuing to assist me in purchasing the best and mostcost efficient hardware for this project. One of my ongoing cost savings will come forthe IT Department hosting my website internally. This will come to roughly $5,000.00 ofyearly savings for my office.

Despite the declining numbers offilings, the Recorders' Office has remained committedto inputting historical data in order to enhance the number of documents that aredigitized. We are currently digitized back to 1997 and have indexed historical deedvolumes back to 1988. We continue to work daily to achieve our goal of matchingcurrently indexed data with its scanned image. This year roughly 83 volumes have beenscanned into the system, and 13 deed volumes have been indexed and scanned into thesystem. These projects are preparing the way for the time when the State of Ohio allowsthe Recorder's Office to charge a fee for Internet use and copies of our images. We arealso working to repair those books that were damaged by water in December.I would like to thank the Facilities Department for all their hard work and concern for ourhistorical documents during our time of crisis. The staff went above and beyond in orderto return the office to its normal state.-ACTION­,::RevIeWed .~j.~.....~~".~~ -::;~ ­...,,*,, .... FV~: ..... -' ..~7i!=

ERIE COUNTY RECORDER'S OFFICE YEARLY FEES COMPARISON CHART MONTH 2004 2005 2006 2007 2008 2009JANUARY 34,514.95 34,779.45 33,615.05 31,669.90 25,568.80 20,721.15OHTF 34,855.25 OHTF 34,292.50 OHTF 33,135.00 OHTF31.051.65 OHTF25,043.40 OHTF20, 188.70FEBRUARY 37,953.90 34,770.65 31,209.35 27,426.75 23,176.15 23,358.65OHTF 37,572.00 OHTF 34,196.80 OHTF 30,559.20 OHTF26,878.50 OHTF22,650.00 OHTF22,897.95MARCH 49,197.35 38,074.45 43,545.30 32,694.75 27,635.12OHTF 48,719.50 OHTF 41,728.00 OHTF43,081.60 OHTF32,137.50 OHTF27, 102.90APRIL 49,965.45 35,166.70 37,076.35 33,110.60 31,503.23OHTF 49,629.70 OHTF 38,695.75 OHTF36,543.60 OHTF32,459.10 OHTF28,582.50MAY 46,950.30 40,334.30 45,708.40 36,762.40 25,662.40OHTF 46,610.50 OHTF 39,534.15 OHTF45, 157.95 OHTF36, 127 .25 OHTF25,131.90JUNE 48,051.90 42,904.20 41,526.12 34,519.10 26,106.55OHTF 47,651.80 OHTF 42,318.25 OHTF40,756.58 OHTF33,851.50 OHTF25,516.40JULY 42,885.65 44,739.60 36,227.20 37,529.75 27,008.55OHTF 42,567.15 OHTF 44,087.30 OHTF35,727.60 OHTF36,885.00 OHTF26,404. 10AUGUST 47,516.15 48,656.25 37,001.60 41,833.00 25,516.10OHTF 47,096.30 OHTF47,818.85 OHTF36,415.20 OHTF41 ,273.50 OHTF24,824.00SEPTEMBER 41,324.05 48,342.40 34,795.70 27,497.85 24,542.30OHTF 41,094.50 OHTF47,594.70 OHTF34,333.00 OHTF26,914.40 OHTF23,926.00OCTOBER 41,543.25 44,438.85 39,637.30 34,292.85 23,175.40OHTF 41,227.50 OHTF43, 749.45 OHTF39,056.20 OHTF33,602.00 OHTF22,727.50NOVEMBER 41,543.25 39,336.80 34,938.35 31,693.85 19,525.30OHTF 41,277.50 OHTF38,863.65 OHTF34,517.00 OHTF31 ,207. 70 OHTF19,161.50DECEMBER 35,528.33 38,561.35 34,610.25 32,260.05 21,358.45OHTF34,981.40 OHTF37,803.50 OHTF34,119.25 OHTF31 ,675.50 OHTF20,821.10......­-~~....-­ ...._.­ITOTAL 1 $ --1,03T,550.19 [~- -989;233.601 893,293.151 795,354.451 592,669.651 INumberRecorded 18,552 17,775 16,518 14,929 11,902ICopies MadtfT -- ~ 58,667.B8[ - ~. - 52,681.851 49,149.601 45,549.301 38,514.601IDeeds 4,4441 4,3851 4,1551 3,7491 3,43011 Mortgages 6,1601 5,3791 4,7291 4,0331 2,7551

Barbara A. SesslerOffice of Recorder Erie County Recorder Erie County Ottice Building (419) 627-7684 Denise Trimble247 Columbus Ave Chief Deputy Sandusky OH 44870 (419) 627-7686 2000Number of Number ofDocuments Deeds18310 4422YearlvC- -~-- for 2008- - ­--- - - .-Money for Number of Money forDeeds Mortgages Mortgages74,714.00 4770 153,314.00Number of Money forReleases Releases4292 61,234.00SheriffDeeds47200121015 416169,114.00 6387 276,684.005786 82,536.0080200222795 431470,358.00 7188 334,342.007363 104,597.0055200325550 4368103,597.00 8295 560,974.008927 190,108.00102200418559 4445147,809.00 5669 542,989.005414 174,876.00120200517775 4385152,515.00 5379 513,716.004939 158,926.00209200616518 4155147,277.00 4729 455,404.004363 139,892.00205200714929 3749133,588.00 4033 386,252.003729 120,480.00160200811902 3430119,558.00 2755 256,220.QQ29g!!97,254·QQ272TOTALS] -, [I -( I

~Barbara A. SesslerOffice of RecorderErie County Recorder Erie County Office Building (419) 627-7684Denise Trimble247 Columbus AveChief Deputy Sandusky OH 44870 (419) 627-7686IMONTHLY REPORT ERIE COUNTY RECORDER 2009Total Amt.of Money20,721.1520,188.7023,358.6520,897.95JANUARYOHTFFEBRUARYOHTFMARCHOHTFAPRILOHTFMAYOHTFJUNEOHTFJULYOHTFAUGUSTOHTFSEPTEMBEROHTFOCTOBEROHTFNOVEMBEROHTFDECEMBEROHTFTOTALSIINumber of Number of Money for Number c Money for Number of Money for SheriffDocuments Deeds Deeds Mortgage Mortgages Releases Releases Deeds Copies ,882 210 6,804 197 17,760.00 196 6,356.00 48 4,536.20926 219 7,358 232.00 24,892.00 278 8,952.00 28 2,257.00