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Clips from the Clerk - Company Overview

Clip’s from the Clerk
By Trish Gilbert
Saguache County Clerk & Recorder
Company Overview

New Recording System by LEDS, LLC -   icounty.org


  • FREE in-office record search
  • $25 for 24-hour access and twenty-five cents per page
  • $150 per month (through May 31st) and twenty-five cents per page
  • $250 per month (begins June 1st) and twenty-five cents per page
  • FTP site – Bulk Images monthly
  • May 2019, $150
  • June 2019, $250

Fees help offset our 2019 web hosting of our public access site and annual recording maintenance.  Searching the web saves the customer time and cost of travel to our office; however, we also have 2 public workstations that people can use at no cost, except for the copies they print.  Copies cost twenty-five cents ($ .25) per page; one dollar and twenty-five cents ($1.25) per page, if certified. 

The Clerk’s Office has adopted a modern approach to economic vitality.  A cloud-based approach can help us modernize cumbersome, paper-driven processes and aging, disconnected systems.

            With this approach we hope to:

  • Reduce paperwork, phone inquiries and in-person office visits while improving customer service and increasing staff productivity
  • Track development and decisions
  • Make compliance more predictable and processes more replicable

We spent over one year researching recording vendors.  We have had in-office demonstrations to view vendor processes.  We have communicated with other counties about their recording systems and customer service from their vendors.  We carefully and deliberately chose to go with LEDS, LLC.

LEDS provides outstanding customer service as well as additional services such as a Cash Tendering System.  This program works well with the new DRIVES system for generating reports that compliment motor vehicle reports, enabling us to disburse funds correctly.

LEDS, LLC is a thirty-seven (37) year old Colorado-based organization that specializes in providing governmental software solutions for Colorado agencies.  LEDS has provided products to over 37 different Colorado county clients who have utilized a variety of their solutions.  This large client base speaks for itself, indicating their success in this marketplace. 

They provide Recording and eRecording software, Public WEB Search of Recorded Documents for counties as well as digital imaging and backfilling solutions for their specific Recording and other generic needs.  LEDS approach is one of implementing the correct system for the correct application.

They strive to provide a comprehensive system that meets the County’s needs.  They provide a seamless integration to the third-party electronic recording submitters, document digitizing, imaging solution for scanning and searching of recorded documents.  With their scanning module, LEDS can provide additional redacting and OCR capabilities to the county.  LEDS can easily provide Public Search for both the local and WEB users.

Although LEDS is a small Colorado Business, their personnel and subcontractors bring to any project more than 30 years of experience and knowledge of Colorado County Government.

Their track record as a successful Colorado business is very impressive.  Their company and staff are dedicated to their customers.

LEDS has worked with federal, state, county and local government customers.  We are very proud to partner with them and look forward to the solutions they will provide to Saguache County.

If you have any questions, please contact our team:  Jane, Desiree, Ben, Dominique or Trish.  We are here to help.

Clips from the Clerk - Mock Cookie Election

Clip’s from the Clerk
By Trish Gilbert
Saguache County Clerk & Recorder
Mock Cookie Election
Saguache County Clerk’s Office participated in the Community Career Fair on May 6, 2019, sponsored by HEART of Saguache/KV and Mountain Valley School.
Three schools attended the annual event.  This Career Fair was intended to help students acquire more information about local job opportunities related to their career interests.
Our presentation was a mock “Cookie Election”.  Students and adults alike had the opportunity to vote for their favorite cookie, using our Dominion ICX Voting Equipment.
Our demonstration lasted for about 15 minutes each of 6 sessions, followed by 5 minutes for student questions.  Later in the day, adults had the opportunity to vote.
Election Summary Results for:  All Contests, All Districts, All Tabulators, All Counting Groups
Registered Voters: 21
Ballots Cast:  21
Best Cookie Type (Vote for 2)
Times Cast                       21/0
Candidate                        Total
Butter Cookies                  12      34.29%
Cake Mix Cookies             7       20.00%
Fruit Cookies                     4       11.43%
Gingerbread Cookies        3       8.57%
Sandwich Cookies             9      25.71%
Write-In:                             0      0.00%
Total Votes                       35
Best Keebler Cookies (Vote for 1)
Times Cast                              0   
Candidate                            Total
Vanilla Wafers                        0     0.00%
Chips Deluxe                         0     0.00%
Fudge Stripes                        0     0.00%
Deluxe Grahams                    0    0.00%
Total Votes                             0
Best Nabisco Cookies (Vote for 1)
Times Cast                           21/0
Candidate                            Total
Oreos                                    16   76.19%
Honey Maid Grahams           0     0.00%
Chips Ahoy Choc Chips        2     9.52%
Nutter Butters                        3    14.29%
Total Votes                           21
Best Girl Scout Cookies (Vote for 1)
Times Cast                             0/0
Candidate                             Total
Samoas                                 0     0.00%
Thin Mints                              0     0.00%
Trefoils (Shortbread)             0     0.00%
Tagalongs (Peanut Butter)    0     0.00%
Total Votes                           0
Oreo Cookie Referendum (Vote for 1)
Times Cast                                21/0
Candidate                                 Total
Yes/For                                      18    90%
No/Against                                  2    10%
Total Votes                                20
We enjoyed participating in this important, well organized event and look forward to future Community Career Fairs.

Clips from the Clerk - Correction to "In the Works" Article

Clip’s from the Clerk
By Trish Gilbert
Saguache County Clerk & Recorder
Correction to “In the Works” Article
I just realized my fat fingers hit the wrong number key for the combined grant totals.  It should read “$245,000” instead of “$145,000”.  Thant makes a significant difference. 
As an added note, if you add the $5,000 Sales Tax Grant with the others, our team has generated nearly $250,000 in funds that do not have to be paid back.

Clips from the Clerk - In the Works

Clip’s from the Clerk
By Trish Gilbert
Saguache County Clerk & Recorder
In the Works

Since taking office as the Saguache County Clerk and Recorder, our team has taken an aggressive approach to updating the Clerk’s Office.  Last year, with state grant funds, this office started digitizing all land and real estate records, and other related documents from the beginning of Saguache County to current.  Our plan is to provide these records online for searching within the next year or two.

We applied for a second grant and were awarded our full grant request of $61,918.81 on April 26, 2019.  These funds will be used for indexing the digitized records from the first grant.  Both grants, totaling nearly $145,000, enables us to get up-to-speed with technology while preserving our important history in timeless quality.

Our office continues to improve the searching capabilities of land and real estate records.  A new recording system went online April 15, 2019 with receiving electronic submission of documents that need to be recorded.

These documents can be received, recorded and returned in a matter of minutes to hours of submitting them.  For your convenience, we can now accept credit card payments for recording transactions and copies.

We will still accept paper documents for recording.  However, as we move into the future, we will be asking title companies and submitters around the country and in the Valley to begin submitting these documents electronically.  This will improve turnaround and also improve our office productivity.

A new and improved Web hosting and searching system is now available at www://icounty.org.  Please start changing over from the previous Web site for more current documents.  As the digitizing project moves forward over the next year, more and more of the county documents will be available.

We have been working to provide ALL the public documents from this office online for public access.

Our Recording System vendor (LEDS) has been providing online document searching capabilities to the San Luis Valley since 1997 - from Costilla to Mineral and Chaffee to Conejos County.

LEDS, LLC previously provided Saguache County with our Voter Registration System from 1996 thru 2008, when the Secretary of State started providing the state-wide Voter Registration System that we use today.

As the designated election official for Saguache County, we continue to provide better security and service when it comes to electing your officials.  This office is gearing up for the upcoming Coordinated Election in November 2019, and the Presidential Primary in March 2020, as well as the General Election in November 2020.  If you need assistance with voter registration or changes to your voting status please come see us or go online to govotecolorado.com. 

As you know by now, this office also installed a new Motor Vehicle System that will help us in providing better service to those living in Saguache County.  Our team is here to help you with your vehicle registrations or questions you may have relating to titling and registration of your vehicle(s).

Last, but the most important, is our new County Clerk and Recorder Web site (coming soon).  There you can find information and services provided by this office.  You will be able to access up-to-the minute information on upcoming elections, BOCC minutes and much more . . .

 and . . .

Guess what we have?  Something that no one else in the Valley has . . . a “Map Assistant” program to use in our office and on our new Web site!  You will soon be able to look up things like:

  • Commissioner District
  • Tax District
  • Precinct
  • School District
  • Special Districts (such as Fire Districts, Ambulance Districts, Water Districts, etc.)
  • Zip Codes

We hope to go live with our Web site by July 2019.

Clip's from the Clerk - Colorado Assigned VINS

Clip’s from the Clerk
By Trish Gilbert
Saguache County Clerk & Recorder
Colorado Assigned VINS

The State issues Colorado Assigned VINs to MOTOR VEHICLES only.  Trailer and manufactured home identification numbers are issued by the County Motor Vehicle Offices.

A Colorado Assigned VIN is a number assigned by the Department and affixed on the vehicle by the Colorado State Patrol (CSP).

VINs are issued to roadworthy and rebuilder vehicles.  Some reasons for issuing Assigned VINs are:

  • There is no identifying VIN on the vehicle
  • The VIN plate has been destroyed, obliterated, or mutilated
  • The public and confidential VIN plates do not match
  • More than one vehicle has been used to build a reproduction, homemade vehicle, kit car, roadster, or street rod
  • When the frame and engine VINs on a motorcycle do not match


  1. DR 2704 Colorado Certified VIN Inspection – the vehicle must be inspected by a Colorado P.O.S.T. (Peace Officer Standards and Training) certified VIN inspector.  The certified VIN inspector will complete the DR 2704 form and charge the appropriate fee.  All sections on the physical inspection form must be completed.  If there is no information for a particular section, it must show N/A.  The inspection must be less than one year old when the application is submitted.  A report by an engineer qualified to evaluate the structural integrity and handling characteristics may be required at the discretion of the inspecting officer.
  2. DR 2489A Motor Vehicle Requestor Release Affidavit of Intended Use – the inspection by the P.O.S.T. certified VIN inspector will show all VINs found on the vehicle. The applicant must either have proper ownership documents for each VIN, or a DR 2489A (Motor Vehicle Requestor Release Affidavit of Intended Use) form, with fees for each VIN, need to be submitted to the Department.  All out-of-state registered vehicles need out-of-state proof of a title record search in addition to the Colorado record search.  When the applicant receives the completed search, the applicant must contact any owner of record found, to ensure that they have no interest in that part of the vehicle.  The Assigned VIN search must be less than one year old at the time the application is submitted.
  3. Lien Release – if the record search(es) comes back showing an active lien, the applicant must obtain a lien release from the lienholder. If a lien release cannot be obtained, follow procedures for Bonds.
  4. Ownership Documents – applicant must submit proper ownership documents for all component parts used in rebuilding the vehicle. Ownership documents may be a title, MSO (Manufacturer Statement of Origin), salvage receipt/title or bills of sale.  Any title, MSO or salvage receipt/title must be assigned to or in the name of the applicant unless the part was purchased from a salvage yard.
    1. Any bill of sale or receipt submitted must be legible, identify the part sold by year, make and VIN and be notarized or signed under penalty of perjury.

Following are some examples of what is required in different circumstances:

  • When the cab or body is purchased from a salvage yard, a photocopy of the title that is assigned to the salvage yard and a notarized or signed under penalty of perjury bill of sale is required from the salvage yard to the applicant, or applicant must bond.
  • When the cab or body is purchased from a private party, the original title assigned to the applicant is required or applicant must bond.
  • If the frame is purchased from a salvage yard or an individual, a notarized or signed under penalty of perjury bill of sale and photocopy of the title are required. If a copy of the title cannot be produced, a notarized or signed under penalty of perjury bill of sale is sufficient, accompanied by a statement from the seller that they cannot produce a copy of the title.  If the seller will not produce a notarized or signed under penalty of perjury bill of sale, a bond is required.
  • If the proper ownership documents are not submitted with the application, a bond will be required. The applicant should not purchase the surety bond until the assigned VIN procedure has been completed and a VIN number has been assigned.  Bond must show the new Colorado Assigned VIN Number
  1. DR 2426 – Colorado Assigned Vehicle Identification Number Declaration of Facts, must be completed with the following information:
  • Year and make of all VINs involved in the rebuilding of the vehicle.
  • From whom and when the vehicle and/or parts were obtained.
  • The work that was completed to build or rebuild the vehicle and why a Colorado assigned VIN is required.
  • What attempts were made to contact the owner(s) of record to insure they have no interest in the part(s) used.
  • That the vehicle is roadworthy, operational and meets all safety requirements in C.R.S. 42-4-201 through 233
  1. Submit application, when all steps have been completed, to the Saguache County Motor Vehicle Office.
    1. Applications submitted to the county motor vehicle office will be reviewed by the county. The DR 2408, Application for Colorado Assigned Vehicle Identification Number, must be included and the “Applicant” area must be completed.  When the application is submitted to the county, the Assigned VIN fee must be collected by the county.

eRecording is Available!

The main focus of recording is the maintenance and integrity of the Saguache County Public Land Records which date back to the 1800’s.  Our duties include recording and imaging documents for permanent public record; providing a grantor/grantee index for search and retrieval of recorded documents and providing copies of those documents to the public upon request.
Documents typically recorded in our office include but are not limited to:
  • Deeds (warranty, quit claim, beneficiary, personal representative, etc.)
  • Deeds of Trust and Mortgages
  • Plats and Land Surveys
  • Easements and Covenants
  • Liens and Transcripts of Judgment
  • Marriage and Civil Union Licenses
  • Military Discharge Records
The Saguache County Clerk & Recorder’s Office offers eRecording services.  Electronically submitting documents for recording increases speed and security and decreases costs, when compared to traditional mail submissions. 
Online document recording is encouraged for anyone who records multiple documents frequently.  If you are interested in this service please contact one of the vendors below.
  • CSC eRecording Solutions   866-652-0111
  • SIMPLIFILE                         800-460-5657
  • Indecomm Global Services 651-415-9361