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Kootenai County commissioners approve IT contracts, document destruction and courtroom reconfiguration
Summary
At its Jan. 30 meeting the Kootenai County Board of Commissioners approved an OnBase migration statement of work, a software maintenance renewal, a quarterly federal relief report, two resolutions to classify and destroy probation files, and a courtroom modification reimbursed by the Idaho Supreme Court.
COEUR D'ALENE, Idaho — The Kootenai County Board of Commissioners on Jan. 30 approved multiple administrative contracts and resolutions, including a $44,000 statement of work to finish migrating scanned paper files into OnBase, a maintenance renewal for billing software retroactive to Jan. 1, 2025, the county's Q4 2024 Coronavirus State and Local Fiscal Recovery Funds report, two resolutions to classify and then destroy certain adult misdemeanor probation records, and a courtroom modification that the Idaho Supreme Court will reimburse.
The approvals came during a business meeting convened at 3:30 p.m. with Commissioners Duncan, Eberlein and Chair Metoyer present. Most items received little debate and passed on unanimous voice votes.
The OnBase migration: the board approved a statement of work with DataBank to complete remaining image conversions from the county's paperclip system into OnBase, covering community development, juvenile detention and probation, prosecutors, legal services and county assistance. Carrie Cole of the county IT department described the vendor as “DataBank, our new OnBase support vendor. They'll be taking over the remainder of the paperclip image conversions into OnBase.” The project line item is $44,000 and is budgeted within the OnBase project.
Software maintenance renewal: the board approved a renewal agreement with EZpost for EZForm product support and software used to print and email billing statements for solid waste and the county airport. Cole said the renewed agreement keeps increases within the contract's allowable annual adjustment of up to 5 percent and that the expense is budgeted in the regular IT budget. The board approved the maintenance agreement retroactive to Jan. 1, 2025.
Federal relief reporting: Caitlin Smith (identified in the meeting as representing the prosecuting attorney's office) asked the board to approve submission of the county's Q4 2024 Coronavirus State and Local Fiscal Recovery Funds project and expenditure report to the U.S. Treasury. She said the report “has been reviewed and reconciled in full by the auditor's office.” The board approved the submission.
Records classification and destruction: Lynelle Smith, representing Adult Misdemeanor Probation, presented two companion resolutions. Resolution 2025-13 would classify legacy paperclip documents after legal review; Resolution 2025-14 would authorize destruction of those classified records. Lynelle Smith said staff reviewed the documents and legal counsel cleared them for classification and destruction. The board approved both resolutions.
Courtroom modification: the board approved change event 094CUA-139 PR-12, a design contingency with Boughton Construction Company to modify courtroom 207 on the second floor to accommodate a five-judge Idaho Supreme Court panel rather than the courtroom's single-seat configuration. David Mendez of Turner & Townsend said revised pricing for the change was $12,015.42 and that the state court had agreed to reimburse $12,500 for the work. Administrative District Judge Barry McHugh said the courts supported the change and noted additional possible community benefits, including use for moot court competitions and expanded public access: “I think beyond the Supreme Court, I think there are other potential uses that possibility of this change will open up.” The board approved the change event, with the county to be reimbursed by the Idaho Supreme Court.
Votes at a glance
- Minutes and consent items: approval of meeting minutes and consent calendar items 2–7 and 9–10 — approved (unanimous voice vote). - Payables: approved payables for Jan. 20–24, 2025 totaling $912,161.95 and jury panel payments of $1,422.38 — approved (unanimous voice vote). - Item 12: Statement of work with DataBank for paperclip-to-OnBase migration, $44,000 (budgeted) — approved (unanimous voice vote). - Item 13: Maintenance agreement with EZpost for EZForm product support and software, retroactive to Jan. 1, 2025 — approved (unanimous voice vote). - Item 15: Q4 2024 Coronavirus State and Local Fiscal Recovery Funds project and expenditure report — approved (unanimous voice vote). - Resolution 2025-13: classify legacy documents with Adult Misdemeanor Probation — approved (unanimous voice vote). - Resolution 2025-14: authorize destruction of those classified Adult Misdemeanor Probation documents — approved (unanimous voice vote). - Item 18: Change event 094CUA-139 PR-12, courtroom 207 reconfiguration (revised price $12,015.42) to be reimbursed by the Idaho Supreme Court ($12,500 reimbursement) — approved (unanimous voice vote).
Meeting context and next steps
Most approvals were routine renewals or budgeted project items; the OnBase conversion is intended to eliminate the county's legacy paperclip imaging system and consolidate records in OnBase. County staff indicated the EZpost maintenance and DataBank migration are funded within existing budgets. The courthouse modification will proceed with reimbursement from the Idaho Supreme Court; staff and judges indicated interest in broader community and educational uses for the modified courtroom. The meeting was adjourned at approximately 3:42 p.m.
