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Commissioners authorize treasurer to pursue new real-estate software; board approves motion to proceed
Summary
Williams County commissioners voted to authorize the treasurer and auditor to pursue a replacement real-estate records system after staff recommended an Ohio-focused vendor; staff requested roughly $159,000 annually to cover the service and described higher one-time implementation costs for some vendors.
At a March meeting, the Williams County Board of Commissioners authorized the treasurer and auditor to move forward with procuring a new real-estate software system recommended by staff. The board approved the motion after a second, with verbal roll-call affirmations recorded in the transcript.
Treasurer's staff told commissioners the county's current system has suffered worsening service delays — settlement processing that once took one or two days is now taking more than 16 — and that staff narrowed three vendors to one that is specifically dedicated to Ohio. Staff quoted a sample vendor, XSoft, at $496,000 for implementation and $95,000 annually for support; the recommended option would cost more than the current $81,000-per-year system but, staff said, would better meet county needs.
"So right now of the 2025 settlement that we give back to the general fund is $401,000. And so what we're asking is $159,000. So we want to pay for ourselves," a county presenter said during the discussion, summarizing the county's revenue and the funding request.
Commissioners questioned contract language, remedies for slow vendor responses, conversion and training fees, and automatic annual increases. Staff said most conversion and hosting costs were included in the proposed package, that the vendor offered to consider a credit mechanism for response times exceeding a negotiated threshold, and that the vendor expects to onboard counties in mid-2027. The presenter said the chosen vendor would cap annual price increases at 4 percent.
A commissioner moved to "authorize the treasurer or the treasurer and auditor to move forward with this software," and the motion was seconded and affirmed in roll-call confirmations recorded on the transcript. The transcript records verbal "yes" responses but does not include a full numeric vote tally.
The board did not finalize a contract at the meeting; staff said they would return with contract language and implementation timelines for legal review. Commissioners and staff said they would follow up on service-level language to ensure remedies and accountability were part of any final agreement.
Next steps: staff will refine contract terms, confirm implementation timing and support commitments, and return to the board with the formal contract for review and a possible vote.
