Court Technology Committee
June 19th, 2015
Hon. Frank Racek, Judge – East Central Judicial District
Hon. Dan Crothers, Supreme Court Justice
Hon. William Herauf, Judge – Southwest Judicial District
Petra Hulm, Chief Deputy Clerk of Supreme Court
Kathy Ouren, Clerk of District Court – Cass County
Donna Wunderlich, District Court Administrator - Unit 3
Sally Holewa, State Court Administrator
Susan Hoffer, Clerk of District Court – Ward County
Hon. Doug Mattson, Judge – Northwest Judicial District
Hon. Daniel Narum, Judge – Southeast Judicial District
Hon. Richard Geiger, Judge Northeast Judicial District
Lee Ann Barnhardt, Director of Education & Communication
Scott Johnson, Assistant State Court Administrator
Steve Burton, Tyler Technologies
Tamara Becker, Technology Coordinator
Larry Zubke, Director of Technology
Cammie Schock, Business Analyst
The meeting was called to order by Chair Racek.
Approval of Minutes from April 24th, 2015 Meeting
Petra Hulm moved to approve the April 24th, 2015 meeting minutes. Judge Herauf seconded the motion and the motion carried.
Odyssey User Group update
Chris Iverson submitted a letter to update the group in her absence. The first item discussed was a Custom Business Rule (CBR) in Odyssey which assists in the automatic processing of traffic citations. Our current CBR automatically enters a plea, disposition and closes the case when a fine is paid timely in an open case. However the CBR does not apply to situations where a suspension has been requested and a payment comes in at a later date. A sizing request was made to Tyler to include this functionality and they estimated it at 20 hours or approximately $3,300. The User Group is requesting the Court Technology Committee approve funding for this project.
Judge Herauf moved to approve the expenditure of funds to update the current Custom Business Rule to include traffic cases paid after the due date. Donna Wunderlich seconded the motion and the motion carried.
The second item discussed was whether an $80 filing fee applies to cases initiated as a Juvenile Guardianship case type. Sally thought there was not a fee but would check and pass her findings onto the clerks.
The final User Group item discussed was a lack of a systematic way to deal with two different scenarios regarding criminal cases. First, when a charging document is amended to include a lesser number of charges, there is not a standard process for clerks to resolve or dispose of the charges that are not being moved forward. The proposal made to the User Group was to add an option of ‘No Further Action Taken’ to the disposition drop-down list. There is a concern this would be an inappropriate option because it gives the appearance the courts chose to do nothing further. Several User Group members suggested it would be more appropriate to require the prosecuting attorney to file a Motion to Dismiss which would allow the clerks to choose ‘Dismissed’ from the disposition drop-down if the motion was granted by the court.
The second scenario is when a case is filed but probable cause is not found for one or more charges. Here to, there is not a standard process. The proposal was to add ‘Probable Cause Not Found’ to the disposition drop-down. Again several User Group members felt it would be more appropriate for an Order for Dismissal in these situations. Sally Holewa also agreed that these charges should be dismissed.
Petra Hulm moved to have the State Court Administrator refer the issue to Joint Procedures and send an email in the interim notifying the clerks that the charges should be dismissed. Kathy Ouren seconded the motion and the motion carried.
Another question that arose outside the User Group meeting was whether there should be security restrictions applied to a case either pending a finding of probable cause of if probable cause is not found. The group agreed they are public records.
Electronic signatures and file stamps
Electronic signatures for externally submitted documents has been piloted in Cass County. Part of the process included removal of the file stamp on the documents for both paper filings and electronically submitted filings. The Supreme Court approved the discontinuation of file stamps on all documents.
The group agreed to roll out electronic signatures statewide. IT will set up GoToMeetings for training users across the state. In addition, IT will submit a request to Tyler to remove the file stamps from documents submitted via File & Serve effective July 1st, 2015.
Sally will advise the clerks that all documents must be filed the same day they are received. She will also draft an article to post on the internet, and include within an email sent out to the Bar, to notify them of the upcoming changes with regard to the removal of the file stamp.
Odyssey 2014.0.28 install status
2014.0.28 was installed into the development test site and there is a problem with forms that will prevent us from taking this release.
Session Works 3.0.25 status
Session Works 3.0.25 was installed on June 12th. There were a few new issues introduced with forms but the release fixed several outstanding issues with regard to uploading data.
Common Statute Table status
Julie Lawyer, States Attorney, has been tasked with updating the offense codes for the common statute table. It is anticipated to be complete by August 15th.
File & Serve feedback/suggestion email box
A File & Serve feedback/suggestion email box has been set up to receive suggestions for improving the system from filers. The link is located on the home page of the File & Serve system in the bottom right corner under ‘Support’. Cammie Schock is monitoring the inbox and has not yet received anything.
Disaster Recovery site status
Larry reported that we can move forward with the activities to establish the disaster recovery site beginning July 1st.
File & Serve – Public Portal Sub-committee
Sally drafted a group charter for the File & Serve User Group. Judge Racek made a few changes and recommended it be sent to the Supreme Court for approval. The group agreed term limits should be included in the charter. Sally stated she would add them consistent with other user groups.
Petra Hulm questioned if the minutes for the new committee would be posted to the internet and if members outside of the court system would be able to view them. The group agreed the minutes should be available to all File & Serve User Group members.
Judge Herauf moved to approve and send the charter, as amended, to the Supreme Court for final approval. Justice Crothers seconded the motion and the motion carried.
For the Good of the Order
The meeting was adjourned by Judge Racek. The next meeting is scheduled for September 11th at 8:30 am and will be concluded by 10 due to the Administrative Council meeting.