COUM  Dale County Commission Commission Meeting Minutes - April 23, 2024  The Dale County Commission convened in a regular session Tuesday, April 23, 2024. The following members were present: Chairman Steve McKinnon; District One Commissioner Chris Carroll; District Two Commissioner Donald O. Grantham; District Three Commissioner Adam Enfinger; and District Four Commissioner Frankie Wilson. Chairman McKinnon called the meeting to order at 10:00am. Commissioner Carroll opened with prayer. Commissioner Grantham followed with the Pledge of Allegiance.  APPROVED - AGENDA, MINUTES & MEMORANDUMI OF WARRANTS Commissioner Carroll made a motion to approve the memorandum of warrants and minutes:  Memorandum of Warrants:  Accounts Payable Check Numbers: 98948-99134. Payroll Check Numbers: 154965-154965. Direct Deposit Check Numbers: 428435-428580. Minutes: Commission Meeting of April 9, 2024.  Commissioner Wilson seconded the motion, all voted aye. Motion carried.  APPROVED - PERSONNEL TRAVEL  Commissioner Grantham made a motion to approve the following:  Willie Worsham- - EMA-E EMA Preparedness Conference - 06/23-26/2024. Sheila Waller & Kim Goode - Revenue - Tag Supv Workshop - 04/23-24/24. Commissioner Carroll seconded the motion, all voted aye. Motion carried.    Dale County Commission  Commission Meeting Minutes April 23, 2024  Page2of3  APPROVED - EMS TAG DISTRIBUTION = JAN-MAR, 2024  Commissioner Wilson made a motion to approve the expenditure of EMS tag distribution for  January-March, 2024. See Exhibit 1.  Commissioner Enfinger the motion, all voted aye. Motion carried.  APPROVED - IAC REVIEW - OZARK/DALE COUNTY E-911  Commissioner Carroll made a motion to approve an IAC review of ARPA funds expenditure  for Ozark-Dale County E-911.  Commissioner Grantham seconded the motion, all voted aye. Motion carried.  APPROVED - PRECINCT 6 VOTING LOCATION - PINCKARD  Commissioner Enfinger made a motion to approve a Resolution to change the voting location  for Pinkard's Precinct 6. See Exhibit 2.  Commissioner Wilson seconded the motion, all voted aye. Motion carried.  APPROVED - PRECINCT 14 VOTING LOCATION - EWELL  Commissioner Grantham made a motion to approve a Resolution and Agreement to change  the voting location for Ewell's Precinct 14 and See Exhibit 3.  Commissioner Carroll seconded the motion, all voted aye. Motion carried.  APPROVED - SOFTWARE AGREEMENT-F PROBATE  Commissioner Wilson made a motion to approve a software agreement with Ingenuity, Inc. for the Probate department. The professional services fees of $3,000/month will be paid from the Probate department's budget and all other paid expenses from the Probate Special Commissioner Enfinger seconded the motion, all voted aye. Motion carried.  Fund. See Exhibit 4.  APPROVED - ARPA EXPENDITURE - MUNICIPALITIES OF DALE COUNTY Commissioner Enfinger made a motion to approve ARPA funds expenditures of up to $60,000. for each municipality that doesn't already have ARPA projects previously approved. These municipalities are: City of Daleville; City of Level Plains, Town of Clayhatchee, City of Midland City, Town of Pinckard; Town of Napier Field, Town of Newton, and Town of Grimes.  See Exhibit 5.  Commissioner Wilson seconded the motion, all voted aye. Motion carried.    Dale County Commission  Commission Meeting Minutes April 23, 2024  Page3of3  APPROVED - ARPA EXPENDITURE - DALEVILLE BOYS & GIRLS' CLUB Commissioner Grantham made a motion to approve ARPA funds expenditures of up to  $80,000 for operations expenses. See Exhibit 6.  Commissioner Carroll seconded the motion, all voted aye. Motion carried.  APPROVED - IAC REVIEW- AG PLEX ARENA  Commissioner Carroll made a motion to approve an IAC review of ARPA expenditures for the  Ag Plex Arena.  Commissioner Grantham seconded the motion, all voted aye. Motion carried.  ANNOUNCEMENT - NEXT REGULAR MEETING  Chairman McKinnon announced that the next regular meeting of the Dale County Commission  will be Tuesday, May 14, 2024, at 10:00am.  ADJOURNMENT: CONFIRMATORY STATEMENT  Commissioner Wilson made a motion to adjourn the meeting. Commissioner Grantham Itis hereby ordered the foregoing documents, resolutions, etc., be duly confirmed and entered  seconded the motion. All voted aye. Motion carried.  into the minutes of the Dale County Commission as its official actions.  sh  Steve McKinnon, Chairman    Exhibit 1  EMS FUNDS  January - March, 2024 Tag Fee Distribution  ARITON DALEVILLE ECHO LEVELI PLAINS MARLEY MILLS OZARK EMS  $ $ $ $ $ $  3,264.25 13,515.55 20,956.49 1,500.00 3,264.25 20,825.92 $63,326.45    Exhibit 1  5  3 3 3 3  3  3  S  3  &    Exhibit 2  STATE OF ALABAMA DALE COUNTY  RESOLUTION: DESIGNATING VOTING PLACE  Wheres, the Dale County Commission is the governing body responsible for designating the Whereas, thej present voting place in Precinct 6-) Pinckard ist the Voting Center City Hall, 1309 E.F Highway 134, Pinckard, AL 36371, which has become unsuitable for use as a voting place; and Whereas, the new Town Hall is located nearby and is more suitable for elections, is ADA Whereas, the Commission desires to relocate the voting place in] Precinct 6-1 Pinckard from the Voting Center (Old) City Hall to the Voting Center City Hall for the convenience oft the voting public; Now therefore, the Dale County Commission does hereby designate the Voting Center- City Hall, 1301 E. Highway 134, Pinckard, AL 36371, as the place for holding elections in Precinct 6-  places ofl holding elections ini the precincts established by the Commission; and  compliant, has sufficient parking, and is aj public facility; and  Pinckard.  This designation shall be filed with the. Judge of] Probate ofDale County and with the) Dale County Board of] Registrars. The. Judge of Probate shall carry out the notice provisions as are required under the laws of Alabama, particularly Section 17-6-4, Code of Alabama. This place ofv voting, sO designated, shall be the same: for all elections, either primary, general, special, and whether said election  isl Federal, State, District, or County.  Dated this the 23rd day of April, 2024.  Dale County Commission: 25  Steve  Chris Carroll, District One DODKI Donald O. Grantham, District Two E  Frankie Wilson, Bistrict] Four  ATTEST: A    Exhibit 3  STATE OF ALABAMA DALE COUNTY  RESOLUTION DESIGNATING VOTING PLACE  Wheres, the Dale County Commission is the governing body responsible for designating the Whereas, the present voting place in Precinct 14-) Ewell is the Voting Center Ewell Fire Station, 2215E. Highway 27, Ozark, AL: 36360, which has become unsuitable for use as a voting place; and Whereas, the Ewell Bible Baptist Church - Lewis Hall is located nearby and is more suitable for elections, is ADA compliant, has sufficient parking, andi isag quasi-public facility; and Whereas, the Commission desires to relocate the voting place in Precinct 14 - Ewell from the Ewell Fire Station to1 the Voting Center Ewell Bible Baptist Church Lewis Hall for the convenience of Now therefore, the Dale County Commission does hereby designate the Voting Center Ewell Bible Baptist Church - Lewis Hall, 2443. AL-27, Ozark, AL: 36360, as thej place for holding elections in This designation shalll be filed with the. Judge of Probate of] Dale County and with thel Dale County Board of Registrars. The. Judge of Probate shall carry out the notice provisions as are required under the laws of Alabama, particularly Section 17-6-4, Code of Alabama. This place of voting, sO designated, shall be the same for all elections, either primary, general, special, and whether said election  places ofholding elections ini the precincts established by the Commission; and  the voting public;  Precinct 14 Ewell.  is Federal, State, District, or County.  Dated this the 23rd day of April, 2024.  Dale County Commission: Stevel McKinnon, EE E  One  DAORE Donaldp.Granpham, DistrictTwo AE  Frankie Mison, District Four  E  ATTEST:     Exhibit 3  MEMORANDUM OF AGREEMENT REGARDING THE USE OF EWELL BIBLE BAPTIST CHURCH-L LEWIS HALL AS A DALE COUNTY POLLING LOCATION This memorandum of agreement regarding the use of the Ewell Bible Baptist Church - Lewis Hall as a polling location ("MOA") is entered into between the Ewell Bible Baptist Church  ("Church") and the Dale County Commission ("Commission").  RECITALS  A. The Commission conducts elections within the boundaries of Dale County, and it has become necessary to change the polling location in the Ewell community. B. The Church owns and operates Ewell Bible Baptist Church within the Ewell community and has agreed to let the Commission use the Church, specifically Lewis Hall, as a polling C.1 The Commission and Church desire to enter into this MOA to memorialize their mutual understanding regarding operating a polling location at the Church. Now, therefore, the Church and Commission hereby agree as follows: 1. The Church shall grant the Commission exclusive use of the Church's Lewis Hall ("Hal")as ap polling place for election purposes for every election within the County. 2. The Commission will not be charged fees for access to the Hall pursuant to this MOA. 3. The Commission shall provide written notice to the Church with all known election dates as 4. The Church shall provide access to the Commission pursuant to this MOA beginning before an election day, as necessary: to move polling equipment into the location, and until the 5. The Church shall ensure that the doors to the Hall are open on every election day within the 6. The Commission is responsible for ensuring that all election rules are followed, including, but not limited to, that polls are opened to the public for voting at appropriate times and in an appropriate manner and that any layout and accessibility: comply with the law. 7. The Commission will work with Church officials to take all reasonable steps to ensure that Commission staff, poll workers, observers, and members of the public do not access any 8. The Commission will be responsible for obtaining and setting up all necessary equipment 9. The Church shall provide Commission staff and election workers keys and/or access to the Hall during any time period when access is permitted under this MOA. Any such keys provided may not be copied or duplicated in any way and must be promptly returned upon  location for all elections within Dale County.  soon as they are determined.  election process is completed after polls close on election day.  County.  other part of the Church grounds other than the Hall. for any election and ensuring its accessibility and security.  the end of any access.    Exhibit 3  10. The Commission shall be responsible fori removing all election equipment from the Hall after an election and returning the Hall toi its condition that existed prior to an election. 11. This MOA shall be in effect until either party terminates it under this MOA. 12. The Church may terminate this MOA by providing the Commission written notice of the intent to terminate twelve months prior to the termination date. The parties understand that lengthy notice is required due to the legal intricacies in the changing of polling places. The Commission: may terminate by voting to change or close the Ewell community polling 13. The Commission agrees to defend, indemnify, and hold harmless the Church, its board, administrators, employees, and volunteers, individually and collectively, from any and all costs, losses, claims, actions, attorney fees, and judgments arising from personal injuries, property damage, or otherwise, that may arise from or alleged to be caused by the negligence of the Commission as a result of the services, equipment, property-owned, leased, or rented, or other activities as shown in the MOA. The County agrees to add the Church as an additional Covered Person under its General Liability Coverage int the amount of one million dollars. The Church shall be covered only with respect to the liability arising out of the use of the premises by the County during the agreed-upon election periods 14. The Church agrees to defend, indemnify, and hold harmless the Commission, their boards, agents, employees, and volunteers, individually: and collectively, as well as their insurers or anyone else charged or chargeable with their liability, from any and all costs, losses, claims, actions, attorney fees, and judgments arising from personal injuries, property damage, or otherwise, that may arise from or alleged to be caused by the negligence of the Church as aresult of the services, equipment, property-owned, leased, or rented, or other activities as 15. The parties acknowledge and agree that the mutual indemnification agreement contained herein is adequate consideration for the execution of this memorandum of agreement. 16. Nothing herein is intended or shall be construed as a waiver of defenses or immunities available under the law which the Commission or Church are entitled to raise. IN WITNESS WHEREOF, the parties hereto have executed this MOA and, by so signing, certify that they have been duly authorized by their respective entities to  place.  mentioned herein.  shown in the MOA.  execute this MOA. Dale County Commission  5h Steve  Ewell Bible Baptist Church  Attesting Witness  E    Exhibit 4  Ingenuity Statement of Work- - 03 Probate Court and Land Records  This Statement of Work ("SOW 03") dated April 23, 2024 references and is incorporated within the Master Agreement (the "Agreement") dated August 1, 2019 between the Dale County Commission ("Dale County") and Ingenuity, Inc.  ("Ingenuity"). Services:  Ingenuity will customize, provide, implement, maintain, and support a Probate Court and Land Records Application (the "Application") for the Dale County Probate Judge ("Dale Probate"). The Application will include functionality for registering business licenses, recording, indexing, and imaging legal instruments (including marriage affidavits) and managing probate court cases. The Application will contain integrated functionality for customers to search, view and print recorded instruments from computers in thel Dale County Records Room, as well as from a publically accessible To strengthen integration of credit and debit card payments with the Application, Dale Probate will utilize the services ofGovtPortal, LLC ("GovtPortal") related to the processing of credit and debit card payments associated with transactions completed using the Application. The GovtPortal fees are listed in Attachment 2 - GovtPortal Application. If Dale Probate elects to change payment processors, which is Dale Probate's option throughout the term of this SOW 03, it will provide Ingenuity with at The Services listed above are further described in Attachment 1- Scope Document. Dale Probate will pay Ingenuity $2,500 per month (the "Monthly Fees") related to the Services addressed in this SOW-031 beginning the month the Application isi implemented. Ingenuity and) Dale County agree that Ingenuity can raise these Monthly Fees during an extended term for this SOW-03, but also agree that these Monthly Fees will not be increased by more than 10% in any year of the extended term. Dale Probate will also pay Ingenuity an additional implementation fee of $25,000 (the "Probate Implementation Fee") to cover Ingenuity'si initial Services and expenses related to this SOW- 03 including thei initial database conversion, system implementation, training, testing and related travel. Thel Probate Implementation Fee payment will be due within 30 days of the execution of this Statement of Work. If Dale Probate elects to change to a payment processor not currently integrated with the Application and approved by Ingenuity, Dale Probate will pay an additional one-time integration and testing fee, and additional monthly fees may apply. Dale Probate customers who choose to take advantage of the online services provided by Ingenuity (including the Internet-based access to Dale Probate recorded instrument images) will pay an additional convenience fee directly to Ingenuity. During each applicable quarter, Ingenuity will pay Dale Probate one-half of the net fees (after subtracting the related merchant processing fees) that Ingenuity collected from customers during the preceding quarter related to their Internet-based access tol Dale Probate recorded instrument images. 6/01/2024 the Application will be implemented as soon as possible following all the necessary initial Services including user testing. The target date for implementation is the first business day of 8/31/2027: the! End Date will be automatically extended int two (2) year increments unless either party provides the other party written notice of termination at least six (6) months prior to the original End  website.  least ninety (90) days written notice ofs such change.  Price:  Start Date: End Date:  September 2024.  Date or an extended End Date as may be applicable.  Payment Schedule: Ingenuity will invoice Dale County on a monthly basis for all applicable services and fees. Dale  County will pay all Ingenuity invoices in accordance with the terms oft the Agreement.  Dale Probate Representative: Dale County Probate. Judge Dale County Commission Signature: 5h74  Ingenuity, Inc. Signature: By: Title:  By: Title:  Stevel McKinnon Chairman  Rick A. Hayes President    Exhibit 4  Ingenuity  Statement of Work - 03  Attachment 1 - Scope Document  Probate Court and Land Records  For  Dale County  April 2024    Exhibit 4  Dale County SOW-( 03 Scope Probate Court and Land Records  Ingenuity  Table of Contents OVERVIEW APPROACH  1 1  Requirements and Planning Phase. Customization Phase. Implementation Phase Testing/Training Phase. Production Phase. Additional Services FUNCTIONAL REQUIREMENTS Business Licenses. Online Document Search/Viewing Online Renewals. Reporting and Other Features.. Data Maintenance.. ROLES AND RESPONSIBILITIES Dale Probate. Ingenuity CHANGE CONTROL  3  4  9 10 11  Dale County and Ingenuity, Inc. Proprietary  Pagei    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  Overview  This document describes the scope related to the customization, implementation and provision of a Probate Court and Land Records Software Application (the "Application") by! Ingenuity, Inc. ("Ingenuity") for the Dale County Probate Judge ("Dale Probate"), as well as Ingenuity's ongoing maintenance and support related to the Application. It also presents Ingenuity's approach, requirements and  assumptions.  Ingenuity will provide the Application to Dale Probate with thei following:  Features to enable the creation, renewal, transfer or update of business licenses Features to allow the recording, indexing, and digital imaging of all legal instruments submitted Features to allow the management of the Probate Court docket, including any applicable  toi thel Probate Court  instrument recording, event scheduling, etc. Integrated document scanning and e-signature capabilities Functionality fort the online renewal of business licenses  E-Recording capabilities  Functionality fort the online searching, viewing, and purchasing of recorded legal instruments Administrative functionality such as reporting, transaction management and data maintenance  The Application will take advantage of web-based technologies.  Approach  Ingenuity will work with Dale Probate in a collaborative manner to achieve the objectives of this initiative based on the requirements presented int the! Functional Requirements Section below. The Ingenuity approach for customizing and implementing the Application will include the following  phases:  Requirements and Planning Customization Implementation Testing/Training Production  Dale County and Ingenuity, Inc. Proprietary  Page 1    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  Requirements and Planning Phase  During the Requirements and Planning Phase, Ingenuity will conduct the following activities:  Conduct project kickoff Develop project schedule Reports Data migration Security Test data Project Schedule  Validate all of the requirements for the project including:  Techniçal infrastructure server/network. layout, etc.)  Key deliverables of the Requirements and Planning Phase are:  Infrastructure Plan that defines the infrastructure (e.g., hardware, network, host and third- partyi integration points) that is recommended fort the production environment Specifications that describe the process and design for using existing Dale Probate data in  the new. Application environment  Customization Phase  Because of the differences in policies and procedures among Alabama counties, the Application must be customized for Dale Probate prior to implementation. During the Customization Phase,  Ingenuity will:  Develop, test, and implement a custom import routine tailored to data made available from Research all applicable local legislation pertaining to Recording and Probate Court in Dale Probate. Develop, test, and implement any required new functionality or modifications to  Dale Probate's legacy systems.  the Application to comply' with applicable local legislation. Load Dale Probate specific tax rates andi fees tot the Application.  Meet with accounting staff to discuss all monthly reports and how each fee/tax is distributed. Create and test all required distribution reports and supplemental reports using  Dale Probate specific recipient information.  Develop and test any local reports used by Dale Probate accounting staff.  Dale County and Ingenuity, Inc. Proprietary  Page 2    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  Customize all generated forms with Dale Probate data. information and disclosure of rates/fees.  Customize the verbiage for the Dale Probate Website to include Dale Probate contact Meet with a Dale Probate representative to discuss employee-specific roles/permissions in the Application. Develop, test, and implement any custom role/permission based on Dale Meet with Dale Probate representative to discuss workflow. Develop, test, and implement Meet with the appropriate IT staff supporting Dale Probate to discuss IT Infrastructure. Develop, test, and implement any newi interfaces required to be compatible with existing or Meet with a Dale Probate accounting representative to discuss Bank Reconciliation and perform a review of all applicable bank statements. Develop, test, and implement any required changes to the Application's Bank Reconciliation tools to conform to Dale Probate Because many of thei items completed during the Customization Phase described above require new development or modification of existing processes to conform to Dale Probate specifications, special attention should be paid to these customizations during User Acceptance Testing (UAT) conducted  Probatesspectfications,  any custom workflow based on Dale Probate'ss specifications.  newly procured hardware.  accounts.  during the Test/Training Phase. Implementation Phase  During the Implementation Phase, Ingenuitywill Test data import routines  Review test plan, describing the overall testing approach and thet test datai to be used Implement the Application ini test mode int the production environment  Testing/rraining Phase  Following completion of the implementation activities, Ingenuity will conduct formal system testing  of the software. Thei testing will consist of thet following:  Functional Testing: Functional validation testing, which includes validation of the user interface (UI) forms, willl be conducted for all components oft the Application. Performance Testing: Performance testing will be conducted to demonstrate that the Appliçation meets or exceeds reasonable performance metrics for these types of  applications.  Dale County and Ingenuity, Inc. Proprietary  Page 3    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  Data Load Testing: Testing will be conducted to ensure that any of Dale Probate's data that is User Acceptance Testing (UAT) The primary objective of UAT is for Dale Probate representatives to validate that the application is working as described in the Functional Requirements. Dale Probate's approval of UAT will include the formal acceptance of the Concurrent with these testing activities, Ingenuity will conduct onsite classroom training for all During the Testing Phase, Dale Probate will continue to use its current production systems.  brought into the Application is successfully loaded.  Application. supervisors and clerks. Production Phase  Upon completion oft the Testing Phase, the project will move tot the Production Phase. Ingenuity and Dale Probate will develop a production checklist that will determine the exact steps  that willl bet taken to put the Application into production.  Additional Services provide thet followingservices: Project management mailing ofrenewal notices Ongoing maintenance and support  In addition to the tasks and deliverables outlined in the five project phases above, Ingenuity will  Coordination and establishment of processes to facilitate outsourcing of the creation and  These services shall include support calls and Application maintenance, as well as periodic data updates based on new requirements from the State of Alabama  Functional Requirements The Application will have four primary components:  Ani intuitive and web-based interface, providing thet following features andi functionality: Allow creation, renewal and updating of business licenses Allow recording, indexing, and digital imaging ofl legali instruments, with: The ability to cross-index recorded instruments to one another. The ability toi index as the document is recorded or at al later time.  Dale County and Ingenuity, Inc. Proprietary  Page 4    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  The ability to have 2-step index verification should Dale Probate elect to use sucha a process. To use this process, one user would enteri indices for a given document and another user would verify thei indices as a part of the index workflow. Allo documents should be stamped in accordance to Ala. Code $35-4-58 (1975). This stamp will be initially accomplished using printed labels.  Allow recorded instruments to be searched by:  Book and Page Indices Grantees/Grantors)  Allow the scanned image of the instrument to be stored and viewable by Dale Probate personnel, as well as the public in the Dale Probate Records Room, including features to allow for the collection of copy fees ifa customer prints a recorded image. This printing will be tracked to the user who printed the document and billed to his/her account. There should also be a way to allow for one-time printing/collection in the event a user does not wish to setup an account. Allow the collection of fees and taxes based on user input during the recording process. Where possible, these fees and taxes will be calculated automatically using rules defined  fore each Instrument type in the Requirements Phase. Allow fort the recording of Marriage Affidavits. information (e.g., Petitioner, Attorney, Matter Type).  Allow Dale Probate personnel to create Probate case matters, including entering basic The system should automatically assign a case number and allow for the recording, indexing, and imaging of all relevant documents associated with the case. Any applicable fees and taxes will be calculated and stored as receivable. Upon final settlement, all fees and taxes should be collected and appropriately disbursed on All hearings and other events should be viewable and modifiable on a separate Alls scanned instruments and documents should be retrievable and viewable by case, asas separate Documents tab on1 the main Case Management interface. Certain types of matters are always sealed (juvenile name changes, etc.). This  ther month-end reconcilement reports.  'Events' tab on the main Case Management interface.  function should be automatic when a case is opened.  Dale County and Ingenuity, Inc. Proprietary  Page 5    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  For Probate Court, each document or event pertaining to a case should be noted in a chronological 'Case Summary list with each item being a link to any relevant recorded  documents.  Each case will have a tab for 'Case Info' which will present all case demographic information including but not limited to petitioner, assigned attorney, matter type, Each case will have a tab for Documents' which will present any documents recorded for the case. The Documents' tab should have a static 'Preview' pane Ifclaims are relevant to a case (Estates, as an example), a 'Claims' tab should be visible. This tab will allow easy data entry of new claims and satisfaction of claims Iffees are relevant to a case, a 'Fees' tab: should be visible. This tab will allow easy data entry of new fees and offer an overall view of all historical fees (including All hearings, meetings, and other case events should be tracked on an integrated Ifapplicable, these events should be associated withi the matter they reference. The scheduling system should be designed such that it may also include any other scheduled commitments to ensure that the Probate Judge's assistant can easily track open dates/times to schedule future hearings, meeting, calls, etc. Integrated credit card processing using encrypted card readers will bei included. A document template repository will be included where document templates can be loaded and managed by users. These document templates can then be used to produce  and case number.  where documents can be viewed with as single click.  (including recording relevant documents).  status as paid, unpaid, etc.) calendar and scheduling system.  documents with relevant case information ini the Documents' tab.  Erecordingfunctionally will bei included. the Requirements and Planning phase.  Initial Books and Instrument types willl be defined and loaded into the Application during The Application should also allow new instrument types and books to be added.  Dale County and Ingenuity, Inc. Proprietary  Page 6    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  The Application should allow existing books and instruments to ber modified by users Access to all features and components should be controlled with a permission hierarchy. Detailed reports showing all fees and taxes collected, including what day/user collected thei fees to facilitate deposit and bank reconciliation, will bei included.  with appropriate permissions.  An Administrative console, including features to: View and update transaction details Create and manage users, roles, and privileges  Run reports the Application  Perform other miscellaneous administrative tasks necessary for the normal operation of  Business Licenses  Business License transactions willi include but are not limited tot thet following types:  New Registration Renewal Replacement Transfer  Online Document Search/Viewing  Dale Probate will offer online document search/viewing with thei following features:  Online Account Creation Login/Basic Account Maintenance Search byl Indices or Book/Page View/Print any Recorded Document Ability to search for open estates by index  The following assumptions apply toi the online renewalfeatures:  Dale County and Ingenuity, Inc. Proprietary  Page 7    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  Users must create ai free account and provide credit card payment information to purchase Users willl be able to view watermarked and obfuscated documents at no charge Users will be able to select which pages to purchase and download with downloaded images  documents  noti including any watermark or obfuscation Initially, users willl be charged $2 per page downloaded Accounts will bes settled daily  Online Renewals licenses online.  The Ingenuity Online Renewal system allows for Dale Probate customers to renew their business  Using the Online Renewal website, Dale Probate customers will: Enter Business License Renewal Information Select which licenses to renew View and Print Payment Receipt  Enter Payment Information via at third-party provider utilizing SSL (Secure Sockets Layer)  The following assumptions apply to the online renewal features:  Renewals willl be authorized using either a special code provided to customers through al link included with the renewal reminder emails and on renewal postcards mailed to customers or by using the customer's driver's license numberi in lieu of the special code Any necessary certifications will be determined during the Requirements Phase and may Once a customer has completed payment for an online renewal, no further transaction processing is required by Dale Probate. Because the online renewal system is integrated into the Application, the registration must simply be printed and mailed to the customer with the applicable receipt included. The integrated Online Renewal system also contains an administrative console for Dale Probate personnel to manage online renewals. This console allows for the review, updating, and printing of all online renewal registration receipts. In addition to the administrative console, Ingenuity has created several reports that Dale Probate personnel may use to further manage and streamline the  include certifications fori insurance or other conditions  online renewal fulfillment process.  Dale County and Ingenuity, Inc. Proprietary  Page 8    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  Reporting and Other Features Thet following willl be provided for Dale Probate:  Adetailed month-end reconcilement process including creation of allr mandated reports and corresponding remittance checks. These reports include, but are not limited to, any remittance checks tot the County Commission,: Judgment/Trust remittances to attorneys, and Adetailed month-end reconcilement process including creation of all mandated reports and corresponding remittance checks. These reports include, but are not limited to, any remittance checks toi the County Commission, Judgment/Trust remittances to attorneys, and Various administrative reports to assist Dale Probate in daily activities, including but not  User Print Account invoicing and account management.  User Print Account invoicing and account management.  limited to:  End-of-Day Deposit Reports Transaction Summary Reports Online Renewal Reports User Performance Reports  End-of-Month Distribution and Remittance Reports  In addition to these reports, the Application allows for Dale Probate and Ingenuity to create additional local reports toi facilitate internal reconciliation processes and other administrative tasks.  Data Maintenance  Ingenuity will provide thei following maintenance functionality and support services for Dale Probate:  Importing of external source files needed to maintain the Application Loading of any new tax rates or otheri information on an as-needed basis  Roles and Responsibilities Dale Probate  The deliverables presented in this Scope Document are based on thei following assumptions:  Dale Probate will be responsible for providing the work station computers, scanners, printers, and any other hardware/peripheral devices used for the Application. Dale Probate  Dale County and Ingenuity, Inc. Proprietary  Page 9    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  will also be responsible for the maintenance and support of this hardware and software Dale Probate will identify and provide Subject Matter Expert (SME), application users, and Dale Probate will provide a representative responsible for coordinating resources and Dale Probate willl be responsible for providing test data fori the application on at timely basis. Dale Probate will be responsible for PCI Compliance related to credit card payments. Ingenuity will assist Dale Probate in the preparation of responses to Compliance Self- Related to the Application implementation, Dale Probate will provide all information (including record layouts and data dictionary information regarding database records and indicator values) needed by Ingenuity from Dale Probate's current application(s) in at format Dale Probate and Ingenuity will promote the use of online services using notifications on the online payment website as well printed receipts if applicable. Other mutually agreed upon methods of advertisement and/or promotion of online services may also be used. Dale Probate will provide resolution to Ingenuity-initiated project issues within three (3) Dale Probate and Ingenuity intend to publish aj joint press release about the new system. Dale Probate will provide any Ingenuity personnel working onsite in Dale Probate with the necessary work facilities, tools, workspace, work materials, print facilities and any special software, hardware and system access to perform tasks associated with the project. These requirements will include the equipment and facilities needed to perform the onsite Any changes to the requirements detailed in this proposal willl be addressed through a formal change  including any related expenses.  ther required documentation as necessary during the project.  support for this project.  Assessment Questionnaires.  to be defined by Ingenuity.  business days ofr receipt.  classroom training sessions.  control process. Ingenuity  Ingenuity will be responsible for the overall project management and implementation oft the Ingenuity will host the Application, as well as the online renewal/records search site, and will maintain the server used for these applications at no additional cost to Dale Probate. Ingenuity cannot guarantee continuous and uninterrupted availability of the Application or  Application.  Dale County and Ingenuity, Inc. Proprietary  Page 10    Exhibit 4  Dale County SOW- 03 Scope Probate Court and Land Records  Ingenuity  the reliability of the related internet services and therefore cannot be liable for any unavailability of these applications. However, the availability of Ingenuity's hosted applications has been consistently high in the past and will continue to be a very important Ingenuity will conduct testing of the application using a combination of Microsoft Edge,  priority for Ingenuity.  Google Chrome, and Microsoft' Windows.  Change Control  Due to thei importance of completing this project in an effective and efficient manner, Ingenuity and Dale County agree that it is critical that the entire effort be closely managed. Therefore, the following change procedures will be followed in regards to any change control issue that arises  during this project:  The Dale Probate Representative will submit to Ingenuity a written description of any Dale Probate desired change tot the project'sscope, effort or schedule. Ingenuity will respond to any Dale Probate change request within three (3) business days with a written response that explains the effect of the requested change.  Dale County and Ingenuity, Inc. Proprietary  Page 11    Exhibit 5  RESOLUTION TO ALLOCATE AMERICAN RESCUE PLAN REVENUE  REPLACEMENT FUNDS TO SUPPORT THE MUNICIPALITIES OF DALE COUNTY  WHEREAS, Dale County, Alabama (the County") has received American Rescue Plan Act state and local fiscal recovery funds ("ARPA funds") and is charged with ensuring that such funds are expended  ina accordance with state and federai law; and  WHEREAS, the County has received a Coronavirus State andl Local Fiscal Recovery Fund ("SLFRF") award under the American Rescue Plan Act ("ARPA funds") from the U.S. Department of the Treasury ("Treasury"), which, in accordance with thel Final Rule issued by Treasury on. January 6,2022, has been duly designated as revenue replacement funds (revenue replacement funds"); and  WHEREAS, these ARPA revenue replacement funds may be used fort the purpose of providing WHEREAS, pursuant to 603(c)(3) oft the ARPA, PL 117-2, March 11, 2021, 135 Stat 4, the County WHEREAS, consistent with Code of Alabama (1975) S 11-1-10 the County may provide funds to municipalities if deemed for the public interest ini the promotion ofi industrial, agricultural, recreational, or  government services; and  may transfer ARPAI funds to eligible entities to carry out government services; and  any other beneficial development; services to the County's citizens;  WHEREAS, the municipalities located throughout the County provide necessary governmental WHEREAS, by way of resolution dated March 11, 2024, the County previously allocated up to WHEREAS, the Dale County Commission has determined that providing funding to the other to municipalities supportgovernmental. services is a necessary, reasonable, and proportionate expenditure of  $60,000.00 to provide for the renovation of a cultural museum; and  ARPA funds.  NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION ast follows:  1) The County Commission hereby allocates upi to $480,000.00 of ARPA funds, hereby designated as revenue replacement funds, to facilitate the governmental services as described herein. Specifically, the County Commission allocates up to $60,000.00 to each oft thei following  municipalities: a. City of Daleville; b. City ofl Level Plains; Town of Clayhatchee; d. City of Midland City; e. Town of Pinckard; Town of Napier Field; g. Town of Newton; and    Exhibit 5  h. Town of Grimes.  2) The Commission Chairman is hereby authorized to negotiate and execute funding agreements with each oft the above-listed municipalities to support governmental services, provided that the agreements are consistent with this Resolution, state and federal law, and the terms and conditions 3) Upon execution, the County Administrator is delegated the authority to expend ARPA revenue replacement funds to provide for these governmental services ins support of this public purpose. 4) The ARPA Program Director is charged with ensuring that Revenue Replacement funds allocated and expended to provide these government services willr not be used in such a way as to frustrate COVID-19 mitigation guidance issued by the Centers for Disease Control, orf for any other use 5) Expenditure of these funds, as authorized by this Resolution, shall be contingent on the continued appropriation and availability of ARPA Revenue Replacement funds for this purpose andi in no event shall be used for any expenses not obligated by December 31, 2024, and expended by IN WITNESS WHEREOF, the Dale County Commission has caused this Resolution to be executed  oft the County's ARPA award.  prohibited by the Final Rule or any applicable state or federal law.  December 31, 2026.  ini its name and on its behalf by its Chairman on the 23rd day of April 2024.  shs Steve McKinnon Chairman, Dale County Commission    Exhibit 6  RESOLUTION TO ALLOCATE AMERICAN RESCUE PLAN REVENUE  REPLACEMENT FUNDS TO SUPPORT THE DALEVILLE BOYS AND GIRLS CLUB  WHEREAS, Dale County, Alabama (the County") has received American Rescue Plan Act state and local fiscal recovery funds ("ARPA funds") and is charged with ensuring that such funds are expended WHEREAS, the County has received a Coronavirus State and Local Fiscal Recovery Fund ("SLFRF") award under the American Rescue Plan Act ("ARPA funds") from the U.S. Department oft the Treasury ("Treasury"), which, in accordance with the Final Rule issued by Treasury on January 6, 2022, has been duly designated as revenue replacement funds ('revenue replacement funds"); and  ina accordance with state and federal law; and  WHEREAS, these ARPA revenue replacement funds may be used for the purpose of providing WHEREAS, pursuant to 603(c)(3) of the ARPA, PL 117-2, March 11, 2021, 135 Stat 4, the County WHEREAS, the County may contract with third parties to provide recreational services for the WHEREAS, the Boys and Girls Club of Daleville ('Boys and Girls Club") provides recreational WHEREAS, providing funds to the Boys and Girls Club to provide these services will serve a public purpose by conferring a direct benefit to a significant portion of the community and it is within the county's  government services, including recreational services for the community; and may transfer ARPA funds to eligible entities to carry out government services; and  community if doing SO is deemed tol be inj public interest; services to youth int the community; and  statutory authority to provide these services; and  WHEREAS, the Dale County Commission has determined thate enteringi into an agreement with the Boys and Girls Club to support this public purpose is a necessary, reasonable, and proportionate  expenditure of ARPA funds.  NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION as follows:  1) The County Commission hereby allocates up to $80,000.00 of ARPA funds, hereby designated as revenue replacement funds, to facilitate the governmental services as described herein. 2) The Commission Chairman is hereby authorized to negotiate and execute a funding agreement with the Boys and Girls Club to support this public purpose, provided thatt the agreement is consistent with this Resolution, state and federal law, and the terms and conditions of the County's 3) Upon execution, the County Administrator is delegated the authority to expend. ARPA revenue replacement funds to provide for these governmental services in support oft this public purpose.  ARPA award.    Exhibit 6  4) The ARPA Program Directori is charged with ensuring that Revenue Replacement funds allocated and expended to provide these goverment services willr not be used ins such a way as to frustrate COVID-19 mitigation guidance issued by the Centers for Disease Control, orf for any other use 5) Expenditure of these funds, as authorized by this Resolution, shall be contingent on the continued appropriation and availability of ARPAI Revenue Replacement funds for this purpose and in no event shall be used for any expenses not obligated by December 31,2024, and expended by INI WITNESS WHEREOF, the Dale County Commission has caused this Resolution tol be executed  prohibited byt the Final Rule or any applicable state or federal law.  December 31, 2026.  in its name and oni its behalf byi its Chairman oni the 23rd day of April 2024.  sh 7A5 Steve McKinnon Chairman, Dale County Commission