Hon. Dale Sandstrom, Supreme Court Justice, Chair
Hon. Dan Crothers, Supreme Court Justice
Hon. Richard Geiger, Judge Northeast Judicial District
Penny Miller, Clerk of Supreme Court
Hon. Frank Racek, Judge – East Central Judicial District
Kathy Ouren, Clerk of District Court – Cass County
Ginger Dangerud, Clerk of District Court – Adams County
Donna Wunderlich, District Court Administrator - Unit 3
Sally Holewa, State Court Administrator
Hon. William Herauf, Judge – Southwest Judicial District
Hon. Daniel Narum, Judge – Southeast Judicial District
Lee Ann Barnhardt, Director of Education & Communication
Becky Absey, Clerk of District Court - Grand Forks County
Hon. Joel Medd, Judge – Northeast Judicial District
Hon. Doug Mattson, Judge – Northwest Judicial District
Petra Hulm, Deputy Clerk of Supreme Court
Mike Hagburg, Staff Attorney
Samantha Martin, Tyler Technologies
Larry Zubke, Director of Technology
Cammie Schock, Business Analyst
The meeting was called to order by Chair Sandstrom.
Approval of Minutes from June 28th, 2013 Meeting
Donna Wunderlich moved to approve the June 28th, 2013 meeting minutes. Penny Miller seconded the motion and the motion carried.
Justice Sandstrom noted that there are several members whose terms have expired and will be replaced. The exiting members which were term-limited off the committee include Justice Sandstrom, Penny Miller, Judge Medd, and Becky Absey. These members will be replaced by Justice Crothers, Petra Hulm, Judge Geiger and Kathy Ouren respectively.
Odyssey User Group update
Justice Sandstrom read an update on Chris Iverson’s behalf. The user Group recently welcomed Ronda Colby as a member to represent the Court Reporters/Recorders group. Cammie Schock, Bev Demers, Lois Scharnhorst, Kathy Ouren, and Becky Absey have been formed into a sub group and have been working very hard on making recommendations to update our Business Practice Document to reflect current procedures, identify gaps in our documentation, and work on implementing changes imposed by the recent legislative session.
In addition, Bev Demers (as President of the Clerks’ Association) has taken on the task of direct communication with clerks statewide to share information as changes are made. We still maintain our SharePoint site as a means of sharing all information related to the User Group.
Many projects have been completed and some of the major projects still in progress include: sentencing component update/testing, making more codes available for e-filing for internal users and testing different methods of attorney notification.
Burleigh County/Statewide IVR status.
Larry informed the group that IVR has been rolled out in Williams County and only one attempt has been made to use the system thus far.
Justice Sandstrom questioned how much the web payment feature is being used. Cammie stated for the month of July there were nearly 100 payments per day resulting in over $120,000 collected for the month.
2012 Release Testing
Larry explained that we have not been able to put the 2012 release of Odyssey into Production mostly due to issues with our request to implement the “First Serve” option on the confinement component. As of yesterday, the changes were complete and Tyler was in their final stages of testing. After the patch is received, we will need an additional 2-3 weeks to complete our own testing.
Larry said we are also looking into the 2013 version of Odyssey. This will allow us to create our own signatures and stamps to apply to externally submitted documents. Additionally, there is an open note field which allows users to input into a free text field.
Justice Sandstrom recapped an issue with File & Serve where service was not always being emailed to the recipients. Larry explained that the same problem occurred back in April. Tyler implemented a manual fix which failed and caused a number of service emails not to be sent once again. Someone within Tyler had written over the code in error and it has since been restored. Tyler Technologies has assured us that they are monitoring the manual fix several times daily. They are continuing to work towards a permanent solution.
File and Serve Update
File and Serve processing numbers and future standards
Larry has been sending the unit administrators a report of File & Serve processing numbers for the past month. He requested feedback for recommendations on acceptable standards in which e-filed documents should be worked. The general response was that it is too early to put such standards into place.
RFP status for Juvenile CMS and Disaster Recovery Study
There are two requests for proposals outstanding. One is to analyze the Juvenile Case Management system. The current status is that we are waiting for questions to be submitted. The other request for proposal is for the Disaster Recovery analysis. As with the Juvenile Case Management system, we are waiting for the time to expire for written questions.
Mike Hagburg stated that under Rule 3.1 there are certain filings that cannot be filed without it being served first. These need to be accompanied by a certificate of service when filed. There are a fair number of situations where these items do need to be filed prior to service. The Joint Procedures Committee is currently working on a solution to the issue.
For the Good of the Order
Justice Sandstrom expressed his appreciation to the members of the committee and especially the retiring committee members. He noted that North Dakota is leading the nation in most technologies today. He also acknowledged the clerks, judges, and technical staff for working together to make the systems perform really well together. Sally Holewa commended Justice Sandstrom on his years of service as chairman of the committee and noted his outstanding leadership of the committee.
The meeting was adjourned by Justice Sandstrom. The next meeting is scheduled for October 11th, 2013.