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Board delays vote on $28,000 deed-processing software after questions about cost and single-source status
Summary
The clerk/commissioner's office outlined a proposed 'Just Appraised' deed-extraction system with a roughly $28,000 year-one setup and implementation cost; supervisors raised procurement and oversight questions and tabled the decision pending further information and a check with Montgomery County.
The Scott County Board of Supervisors heard a detailed presentation about a deed-processing automation tool called "Just Appraised," then decided to delay a vote until staff could gather more information and after a closed session.
The software vendor proposes an initial-year package—implementation plus the first-year maintenance—of roughly $28,000, then an annual maintenance fee (quoted around $10,360–$10,878). Office staff said the tool extracts legal descriptions, grantor/grantee names and flags splits and unusual entries for human review. "Implementation would be 17,010 thousand for the maintenance... I'm only asking for 1 year for right now, 1 year to start with," the clerk's office representative (Miss Tiller) explained while walking through the pricing and the need to reduce backtracking and abatement work.
Supervisors questioned single-source procurement and asked for performance details and how other jurisdictions use the system. One board member suggested contacting Montgomery County, the only other Virginia county referenced as a user, to learn how it performs on accuracy and staff oversight. The board agreed to table final approval until those follow-ups could be completed; staff will report back with user feedback and implementation timelines.
Supporters emphasized potential time savings and improved accuracy; opponents asked for documented metrics and for staff to confirm the software will not post automated changes without local review. The board left the item open and asked the clerk’s office and county administration to coordinate additional vendor references and a cost–benefit summary before returning it for a vote.
