Registry of Deeds Annual Report FY 2012
Kelley Jean Monahan
Register of Deeds Grafton County NH
To the People of Grafton County, the Honorable Commissioners, and Delegation Members,
The Office of the Registry of Deeds represents a major cornerstone of our economy. Accurate and reliable recorded ownership and interest in property can open further financial opportunities. In America, one of the most, if not the most important sources of funds for the creation of new business is the mortgage on the owner’s house. We are the keepers of the official record. This has been the function of the Grafton County Registry of Deeds for 274 years
Progress/Efficiency
The 10 county registries are also agents of the New Hampshire Department of Revenue Administration. As I took office in January of 2010, a cooperative effort was being proposed to coordinate a data sharing relationship with NH DRA integrated with UNH GIS. I was uncomfortable with this project, as proposed, and worked diligently with NH Register of Deeds Association and DRA to negotiating this agreement bringing clarity, security and fairness to the project. I am pleased to report that as of April 1, 2012 Grafton County began sharing tax stamp data/selling price with that index line data, buyer/grantee and seller/grantor name, electronically with NH DRA. This cooperation will offset expenses of the NH DRA , as they had been purchasing data from a third party vendor. This cooperation will also accelerate the delivery of data and will most significantly, assist this agency in establishing an instate equalization project that will insure that all property owners are paying their fair share of taxes. This cooperative effort is critical to a department that has been hobbled by recent staff reductions. Many municipalities have costly contractual relationships with private vendors. It is my belief that this is a project best handled by our own state and county governments and efficiencies should be sought by cooperating as much as possible.
Progress/Financial Reporting Transparency
I am also pleased to report that I was successful in my efforts, working internally with Deputy Register Beth Wyman, Executive Director Julie Clough, the performance audit team and financial audit team to recognize the benefit of a complete accounting break down of revenue sources. Postage is balanced as an income and expense. This change to our accounting will report the actual revenue figure and source and will allow us to achieve a base line for future analysis.
Eight Sources of Deeds Revenue FY12 Requested Projection Actual Revenue Difference
Recording fees $525,000.00 $518,662.07 ($6,337.93)
Transfer tax – 4% $225,000.00 $228,674.75 $3,825,25
LCHIP fee -4% $12,500.00 $12,523.00 $23.00
Copy & fax fees $85,000.00 $93,745.41 $8,735.41
On line account access for printing $25,000.00 $21,600.00 ($3,400.00)
Surcharge account $37,500.00 $34,861.18 ($2,638.82)
Interest - $2,009.20 $2009.02
Postage - -
Total Revenue $910,000.00 $912,075.61 $2075.61
Protecting our Greatest Asset
One of the few measureable benefits from the lack of internet infrastructure in the North Country has been the luxury of letting the rest of the Country’s county registries be the pioneers in entering the internet age. This has afforded us the opportunity to benefit from their mistakes. Short term gain from bulk sales of data bases to large title companies, contract obligations with the unscrupulous software companies, fraudulent and extra legal operations competing for revenue dollars have been just some of the pitfalls for those leading the way. Extra legal is the term for private companies overcharging for public documents without the sanction of government. All this is proof of the value of the data base and operations that are securely contained here at Grafton County.
Progress Operational
For 25 years Grafton County Registry of Deeds office had maintained a trusted partnership with land records software company Conner & Conner of Exeter NH. In late 2009, Conner & Conner sold their company after much thought and research, to Fidlar Technologies of Rock Island IL. Having studied the history involved, the national climate regarding land records, the major competitors and the start-ups, I determined the preferred route at the expiration of our contract June 30, 2012 was to move ahead with Fidlar. I will take a moment to mention that after I had presented my proposal to the Grafton County Board of Commissioners, the vote to move forward with Fidlar was a unanimous 3-0. The result of many months of contract negotiation, development, training, installation and two months of activation has left us in a very secure and beneficial position. Our expenses will see a decrease, our security is increased, and our confidence is in place for the future. The FBI reports that Property and Mortgage Fraud is the fastest growing white collar crime. Our software partner, Fidlar Technologies has in place, at no cost to the consumer, a notification service called Property Fraud Alert.
Details at www.propertyfraudalert or 1-800-728-3858
In closing, this has been a very significant two years for the operations of the Grafton County Registry of Deeds. I have given this position the attention that it required and deserved. One of the most important values that I have lived by has been to always leave a place better than I have found it. I am honored to have been entrusted with these decisions, and I hope to continue to serve Grafton County in this very vital office.
Respectfully submitted,
Kelley J. Monahan Grafton County Register of Deeds
Register of Deeds Grafton County NH
To the People of Grafton County, the Honorable Commissioners, and Delegation Members,
The Office of the Registry of Deeds represents a major cornerstone of our economy. Accurate and reliable recorded ownership and interest in property can open further financial opportunities. In America, one of the most, if not the most important sources of funds for the creation of new business is the mortgage on the owner’s house. We are the keepers of the official record. This has been the function of the Grafton County Registry of Deeds for 274 years
Progress/Efficiency
The 10 county registries are also agents of the New Hampshire Department of Revenue Administration. As I took office in January of 2010, a cooperative effort was being proposed to coordinate a data sharing relationship with NH DRA integrated with UNH GIS. I was uncomfortable with this project, as proposed, and worked diligently with NH Register of Deeds Association and DRA to negotiating this agreement bringing clarity, security and fairness to the project. I am pleased to report that as of April 1, 2012 Grafton County began sharing tax stamp data/selling price with that index line data, buyer/grantee and seller/grantor name, electronically with NH DRA. This cooperation will offset expenses of the NH DRA , as they had been purchasing data from a third party vendor. This cooperation will also accelerate the delivery of data and will most significantly, assist this agency in establishing an instate equalization project that will insure that all property owners are paying their fair share of taxes. This cooperative effort is critical to a department that has been hobbled by recent staff reductions. Many municipalities have costly contractual relationships with private vendors. It is my belief that this is a project best handled by our own state and county governments and efficiencies should be sought by cooperating as much as possible.
Progress/Financial Reporting Transparency
I am also pleased to report that I was successful in my efforts, working internally with Deputy Register Beth Wyman, Executive Director Julie Clough, the performance audit team and financial audit team to recognize the benefit of a complete accounting break down of revenue sources. Postage is balanced as an income and expense. This change to our accounting will report the actual revenue figure and source and will allow us to achieve a base line for future analysis.
Eight Sources of Deeds Revenue FY12 Requested Projection Actual Revenue Difference
Recording fees $525,000.00 $518,662.07 ($6,337.93)
Transfer tax – 4% $225,000.00 $228,674.75 $3,825,25
LCHIP fee -4% $12,500.00 $12,523.00 $23.00
Copy & fax fees $85,000.00 $93,745.41 $8,735.41
On line account access for printing $25,000.00 $21,600.00 ($3,400.00)
Surcharge account $37,500.00 $34,861.18 ($2,638.82)
Interest - $2,009.20 $2009.02
Postage - -
Total Revenue $910,000.00 $912,075.61 $2075.61
Protecting our Greatest Asset
One of the few measureable benefits from the lack of internet infrastructure in the North Country has been the luxury of letting the rest of the Country’s county registries be the pioneers in entering the internet age. This has afforded us the opportunity to benefit from their mistakes. Short term gain from bulk sales of data bases to large title companies, contract obligations with the unscrupulous software companies, fraudulent and extra legal operations competing for revenue dollars have been just some of the pitfalls for those leading the way. Extra legal is the term for private companies overcharging for public documents without the sanction of government. All this is proof of the value of the data base and operations that are securely contained here at Grafton County.
Progress Operational
For 25 years Grafton County Registry of Deeds office had maintained a trusted partnership with land records software company Conner & Conner of Exeter NH. In late 2009, Conner & Conner sold their company after much thought and research, to Fidlar Technologies of Rock Island IL. Having studied the history involved, the national climate regarding land records, the major competitors and the start-ups, I determined the preferred route at the expiration of our contract June 30, 2012 was to move ahead with Fidlar. I will take a moment to mention that after I had presented my proposal to the Grafton County Board of Commissioners, the vote to move forward with Fidlar was a unanimous 3-0. The result of many months of contract negotiation, development, training, installation and two months of activation has left us in a very secure and beneficial position. Our expenses will see a decrease, our security is increased, and our confidence is in place for the future. The FBI reports that Property and Mortgage Fraud is the fastest growing white collar crime. Our software partner, Fidlar Technologies has in place, at no cost to the consumer, a notification service called Property Fraud Alert.
Details at www.propertyfraudalert or 1-800-728-3858
In closing, this has been a very significant two years for the operations of the Grafton County Registry of Deeds. I have given this position the attention that it required and deserved. One of the most important values that I have lived by has been to always leave a place better than I have found it. I am honored to have been entrusted with these decisions, and I hope to continue to serve Grafton County in this very vital office.
Respectfully submitted,
Kelley J. Monahan Grafton County Register of Deeds