HomeMy WebLinkAboutResolutions - 1990.10.25 - 1832590255 MISCELLANEOUS RESOLUTION # October 25, 1990
October 25, 1990
BY: FINANCE COMMITTEE, DR. G. WILLIAM CADDELL, CHAIRPERSON
IN RE: CLERK/REGISTER OF DEEDS- REFORMAT TRACT INDEX MICROFILM RECORDS
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS the tract index microfilm records currently are in jacket
form; and
WHEREAS the jackets are made with acetate which deteriorates microfilm
after approximately 30 years; and
WHEREAS there are approximately 100,000 jackets, of which 16,500 are
30 years old or older; and
WHEREAS it would cost an estimated $18,800 to replace the 16,500
jackets in their current format; and
WHEREAS, as an alternative, the Clerk/Register is requesting to
reformat the 100,000 tract index records to a roll format at an estimated
cost of $85,500 that would be contracted with an outside microfilming
firm; and
WHEREAS roll microfilm has an estimated useful life of 70 years; and
WHEREAS the reformatted microfilm can be coded to allow for future
computer-assisted retrieval and also reduce the amount of labor required
to refile the records; and
WHEREAS the General Government Committee has recommended that this
request be approved; and
WHEREAS an additional $18,200 is required for acquisition of equipment
to be used in the Register of Deeds Division; and
WHEREAS the outside firm will also be contracted to make additional
copies of the reformatted film at an estimated cost of $49,000.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners hereby approves the new format of the tract index microfilm
records and contracting of services with an outside microfilming firm.
page 2
BE IT FURTHER RESOLVED the following amendment to the 1990 Budget to
be funded from the Designated Fund Balance (1-10100-492-040):
Revenue
3-10100-909-01-00-9901
Expenditures
4-10100-214-01-00-3525
4-10100-214-01-00-5998
4-10100-214-01-00-8670
Prior Year Balance $152,700
Microfilming- Outside $134,500
Capital Outlay (Carousel Filing System) 3,200
Operating Transfer to Equipment Fund 15,000
Subtotal $152,700
Total -0-
BE IT FURTHER RESOLVED that the Clerk/Register of Deeds report
quarterly to the General Government and Finance Committees on the
implementation of this program with full implementation targeted for one
year and that six months after full implementation, the impact on labor
savings be reviewed.
Mr. Chairperson, on behalf of the Finance Committee, I move the
adoption of tha foregoing resolution.
FINANCE COMMITTEE
LV/OC9017MR
I HEREBY APPROVE THE FOREGOING RESOLUTION
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el T. Muiphy, Cotinty With' Data
Change in Budget Items for Clerk/Register Budget
Four-year plan to start 1991 budget year:
(1) 35mm rolls to be reformatted into cartridge form and blipped for
index. (4500 rolls)
$79,000.00
(2) 3,964 16mm rolls to be duplicated three times and cartridged for
use in Register of Deeds.
$ 8,900.00
(3) 12,000 cartridges at $1.00 each
(4) Labor cost for four-year program
(5) New cartridge reader each year for the next three
$12,000.00
$43,200.00
$ 3,000.00
First year needs:
Four Cartridge carousels (each $885)
Cartridge loader and winder
Four readers for cartridge (3,000 each)
First year of 1991 budget
$ 3,540.00
$ 1,600.00
$12,000.00
$55,740.00
Each year following for the next three years $41,255.00
* 1986 contract for outside microfilming of old property records canceled
because of poor results. Project now being done in-house. Balance
of contract not expended was $60,516.05.
Resolution # 90255 October 25, 1990
Moved by Caddell supported by Pappageorge the resolution be adopted.
AYES: Aaron, Bishop, Caddell, Calandro, Chester, Crake, Ferrens, Huntoon, Jensen,
Johnson, R. Kuhn, S. Kuhn, Law, McConnell, McPherson, Moffitt, Olsen, Pappageorge, Pernick,
Price, Skarritt. (21)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the foregoing
resolution is a true and accurate copy of a resolution adopted by the Oakland County
Board of Commissioners on Qato„ber 2. 1990 with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set .MY hand and affili5d the seal of the County
of Oakland at Pontiac, Michigan this 75th day 0c,i.ober 1991L
Lynib. Allen, Cour7tTrer-r--""-
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OAKLAND COUNTY BOARD OF COMMISSIONERS
1200 NORTH TELEGRAPH ROAD — PONTIAC, MICHIGAN 48053 (313) 858-0100
MEMORANDUM
TO: G. William Caddel1,1 Chairperson
Finance Committee
FROM: Richard G. Skarritt Chairperson
General Gdvernment Committee
RE: Clerk/Register - Proposed Budget Amendment
for Micrographics Division
DATE: September 19,1 1990
At the General Government Committee meeting on September 17 1
19901 the committee acted to recommend to the Finance Committee
that the attached request be approved..
ad
RICHARD A. ELLIOTT
DEPUTY CLERK - REGISTER
858-0561
LYNN D. ALLEN
OAKLAND COUNTY CLERK - REGISTER OF DEEDS
PONTIAC, MICHIGAN 48053
858-D560 STEPHANIE SCHROEDER
Chief Deputy County Clerk
858-0581
JANET F. STICKLEY SUE PAYNE
Director of Elections Chief Deputy Register
858-0563 858-0610
August 30th, 1990
TO: General Government Committee Members
Finance Committee Members
Ladies and Gentlemen:
As you are aware, this office took over the operation of the Micrographics
Division the first of the year. The previous supervisor also retired
during this time of "conversion" from Central Services to Clerk/Register
and a new one has been appointed. Since that time, with the assistance
of Management and Budget, Equipment Fund and money from the Micrographics
Division for new production equipment, we have dramatically increased
production and cut some production costs.
We are now able to start reducing the amount of outside production
and begin filming projects that could not be done in-house previously.
To accomplish more of these items and to meet the needs of the Register
of Deeds Office, we request needed changes in our budget. To do this,
we are suggesting a four-year plan as enclosed.
Thank you for your time and assistance in this matter.
n D. Allen
Oakland County Clerk
and Register of Deeds
kmd
enclosures
cc: R. Martin
L. VanPelt