District Court Clerk Jim told the board he needs $495,000 to digitize an estimated 4.4 million records, a project that the clerk said required CalPro to convert files into a readable format. Jim said the work involves two steps — conversion by a specialist and indexing — and quoted an overall cost he said was not practicable to do piecemeal.

County finance staff initially reported a smaller ARPA balance but corrected an accounting error during the meeting, stating $400,308 was available in non-construction ARPA/general-replacement funds. After the correction, the board rescinded an earlier motion and reallocated the $400,308 to the court clerk for digitization; the clerk said he would supply the remainder (previously stated at $120,000 from preservation funds in his packet) and staff discussed possible use-tax or other sources if needed.

Commissioners recorded roll-call votes for the rescission and reallocation motions. County staff also said that, because of the accounting correction, staff would reclassify purchase orders and ensure the amount encumbered matched cash available before payment.

What happens next: The court clerk will work with county finance to finalize the funding package and the vendor agreement; staff will prepare purchase orders and encumbrances and return any documentation the board requires.