ICCES Oversight Committee Minutes of Meeting Facilitator: Jared Pedersen Date: 05/13/2011 Location: Grandview Arvada, CO Attendees: Jared Pedersen, ICCES Manager; Bob Roper CIO; Rita Trujillo Denver County Court; Debra Sather-Stringari, 11 th Judicial District Clerk of Court; Lisa Hamilton- Fieldman, 20 th Judicial District Magistrate; Tom Romola, Private Collections; Julie Hernandez, Public Pro-Se Litigants Rep (Colorado Springs).; Sabino Romano, 17 th Judicial District Judge; John Kuenhold, 12 th Judicial District Chief Judge; Brandie Rome, Colorado Bar Association; Mary Celeste, Denver County Court Judge; Jackie Senese, 1 st Judicial District Adminstrator; Jody Grantham, Division of Water Resources; Ed Hudak, IT Director, Sherman & Howard; Via Phone: Terri Cook, Office of the Public Defender, Weld County; Andy Toft, Colorado Bar Association; Jacques Machol, Jr., Private Collections Note Taker: Jon Libid 9:10 am Welcome Jared Pedersen New members 9:11 AM Status of Small Claims Jared Pedersen and Bob Roper Recap of April 11 launch date in Jefferson County (e-mail recap sent previously). Six e- filings on the first day from a variety of users, with a majority of positive feedback. There have since been 50 filings in the past month, several from out-of-state. Jackie Senese: concerns about jpod developing alongside ICCES at the same pace. Jared Pedersen: There were glitches early on in the jpod-side that have been since addressed. Work is currently being done on architecture and hardware to allow jpod to operate alongside ICCES 24/7. Judge Celeste: concerns about ICCES interaction with Denver County Court. Jared Pedersen: Users will use ICCES and data will be shipped to Denver County Court. Conversations began in August but halted because there was no programmer; one has since been hired by DCC. The hardware and network infrastructure is already in place.
Jackie Senese: Eloise Cohen, Clerk of Court, Adams County, visited Jefferson County recently to watch the process, and was looking forward to having the system available. Jared Pedersen: Goal for other counties as we move forward is to have kiosks and onsite help, similar to Jefferson County, although a physically convenient set-up as Jefferson County has will not necessarily be available at every jurisdiction. 9:25 AM Plan ahead for small claims and other case Jared Pedersen types ICCES will be deployed in Adams County on Monday, June 13. Training on the jpod module will begin the week of May 16. After two to three weeks, Arapahoe and Pueblo counties will have a simultaneous deployment. Bob Roper and Jared Pedersen will be revisiting locations from last year regarding the progress of ICCES. The end of July, beginning of August, is the target for a statewide release that will include Denver County Court. Jackie Senese: Jefferson County is now mandatory for small claims e-filing. Staff and magistrates have been on-board and confident from the get-go. Jared Pedersen: JeffCo was very flexible and accommodating. Staff was given jpod ahead of time to explore, but training happened on the day of the launch. Other clerks were trained during the launch week, with about a day devoted to training. Minimal ICCES training was necessary. Bob Roper: jpod will be rolled out to courts over the next six to 12 months. Jared Pedersen: 15 months remain to finish additional case types that LexisNexis currently handles in county and district, domestic, probate and water. We will then circle around and finish the other case types that LexisNexis does not handle. 9:37 AM Set up attorney groups for Civil case types; Jared Pedersen Working with IT personnel Jared has been working with IT personnel from large firms in town for things such as
infrastructure, to accommodate batch filings. Initially, ICCES will not have wizards for district civil for attorneys. We will circle back to allow this. Bob and Jared recently met with Colorado Bar Association re: rejection list, and also received feedback on current e-file system. The bar association is excited and wants to have input on the system. Bob Roper: Court management, including judge management, will now take place in jpod, other than scenarios requiring a remote log-in to issue orders, at which point ICCES will have a web-side judge action-only module. Magistrate Hamilton-Fieldman: concern about appropriate avenue for getting input on judge management screen. Group: should there be a separate committee or do we use the IOC for this? Group would like list of county and district civil case types LexisNexis handles now to be e-mailed. 10:00 AM Break 10:07 AM Public Access Bill Status Bob Roper This past legislative session, BIS went after a bill that would set up a new Public Access committee, and would require data mirroring to those who requested it. The bill died in legislation. During the summer, we will analyze the impact of data mirroring the state s data: protection, technical and cost implications (a task force will make recommendations to the Chief Justice. Group questions: Judge Celeste, impact of bill on Denver County potentially joining jpod; Tom Romola, impact on collection agencies; Magistrate Hamilton-Fieldman, informing public beforehand that the data will be made available. Bob Roper: protected information would be inaccessible, but there are concerns about being able to profile a person by name search, and data becoming stale.
10:24 AM Review draft of CJD E-Filing Exceptions and Bob Roper mandatory E-Filing The e-file exception list was started two years ago and was pared down significantly from approximately 100 items by a group of 30 to 50 people. The bar association recently reviewed the list, and with minor tweaking, only 15 major reasons remain. This accomplishes two things: 1) uniformity (reduces discretionary rejections among jursidctions), and 2) reduced access to justice by rejection is lowered by 60%. The wizard process in ICCES will even further reduce the number of rejections. IOC suggestion: reviewing clerks should cite and/or directly use reasons from the CJD when returning rejection reasons. CJD to be posted on IOC Web site; CJD e-mailed to group during meeting. 10:40 AM Document Purchase Pricing Bob Roper Redacted invoices are currently being gathered from the bar association to see how LexisNexis is charging. We currently know usage for our part of the transaction fee, but not the remainder. Group: we need to examine reasons majority of users are utilizing the search function; we need to see what state courts are charging; pricing should make it feasible for users not to come to the courts for this purpose. Brandie Rome: how about a monthly subscription fee pricing scheme? Dropping the upfront search/view fees and making it up in the back end would be hugely beneficial from the viewpoint of larger firms. Group: is access being denied through costs, currently? Balance this with reasonable pricing. 11:01 AM Management Reports Jared Pedersen Send ideas of what you want/need in terms of management reports, i.e. billing history on the firm side. This will be discussed in the next meeting.
11:03 AM Possibility of Collections Pro Se E-Filings Bob Roper Over the next six months, talk to firms who have served as middle men for collections agencies needing access to LexisNexis. 11:13 AM When will we get a Spanish version? Jared Pedersen/Bob Roper Currently talking to legal department about requirements on incoming answers on Spanish forms. Per an incoming CJD, the court now has to accept Spanish answers on Spanish forms. Group suggestion: feature to forward document to an interpreter. What will be done about other languages? We will wait for these questions to be answered before we make a decision. 11:19 AM Status of Legislation on Electronic Seals and Bob Roper Impact on Need for Notary Removal of requirement of seals passed; signature requirement remains. Civil Rules Committee to look at forms requiring notaries to see about making changes. Bill to be e-mailed to IOC and posted on site. Things to Remember: Concerns/Fears: Meeting Adjourned: Next Meeting Date: Can a calendar of meetings be placed on the IOC Web site? N/A 11:28 AM Jackie Senese to see if Jefferson County Courthouse is available for a June 10 th meeting, so the group can see the small claims e-filing process. Otherwise, the next meeting will be held on Friday, June 17 th at 9 a.m. at Grandview.