HomeMy WebLinkAboutResolutions - 2011.07.06 - 18634MISCELLANEOUS RESOLUTION #11138 July 6, 2011
BY: PLANNING & BUILDING COMMI I Itt., u/AVID POTTS, CHAIRPERSON
IN RE: FACILITIES MANAGEMENT/CLERK'S OFFICE - RELOCATION OF ELECTIONS DIVISION TO
WEST WING EXTENSION OF THE COURTHOUSE
To The Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Elections Division office is in need of additional secure space; and
WHEREAS the Elections Division programming and election night reporting room as well as the
Board of Canvassers operation is presently located in the West Wing and Executive Office Building
Conference Center, which is quite separated from the Elections Division office on the ground floor of the
courthouse; and
WHEREAS on election night the Elections Division adds personnel on overtime to staff four (4)
separate locations in the courthouse because of space limitations; and
WHEREAS the Board of Canvassers requires its operations be conducted in a secure, locked room
for a period of two weeks for the four elections held each year; and
WHEREAS the Elections Division would like to secure additional space, consolidate operations,
and enhance the ease of information access for customers; and
WHEREAS the Circuit Court records vault is running out of space and the relocation of the
Elections Division will allow expansion of that storage area; and
WHEREAS the entire Circuit Court civil docket and four (4) Family Court Judges are presently on
E-Filing; and
WHEREAS the Probate Court is presently exploring an E-Filing pilot project; and
WHEREAS the number of pro se litigants (individuals representing themselves) has increased; and
WHEREAS the Clerk's Office's counter-top self-service computers are currently in the hallway,
which creates traffic flow issues at times, are limited to only two (2) due to space and the counters are quite
high causing customer access issues especially for customers in wheelchairs; and
WHEREAS there is suitable space available in the West Wing Extension of the Courthouse that
was formally occupied by the Library for the Visually and Physically Impaired (LVPI); and
WHEREAS the estimated cost for the relocation of the Elections Division of the Clerk's Office to the
former LVPI space is $93,967 and the estimated cost to renovate the area to be vacated by the Elections
Division is $17,285, for an estimated project total of $111,252; and
WHEREAS funds are available from within the Clerk's Office budget to fund this request.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
approves the relocation of the Elections Division of the Clerk's Office to the old LVPI space in the West
Wing Extension of the Courthouse.
BE IT FURTHER RESOLVED that the existing Elections Division space be renovated to provide a
customer service center, including additional desktop computers in a more private setting for customers to
research and access records and to establish an E-Filing service center to assist pro se litigants. Floor
plans of the proposed relocation/renovations are attached.
Chairperson, on behalf of the Planning & Building Committee, I move the adoption of the foregoing
resolution.
P_Le\NN.146 & BUILDING CO TTEE
PLANNING & BUILDING COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Potts absent.
MOTION FOR DIRECT REFERRAL TO FINANCE COMMITTEE:
Motion carried unanimously on a roll call vote with Potts absent.
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FISCAL NOTE (MISC . #11.138) July 6,2011
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: FACILITIES MANAGEMENT/CLERK'S OFFICE — CLERK'S OFFICE-RELOCATION OF
ELECTIONS DIVISION TO WEST WING EXTENSION OF THE COURTHOUSE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. Estimated costs are $111,252, which include costs to renovate vacated office space in the
Courthouse West Wing, Courthouse Tower and moving expenses.
2, Funds are available in the Clerk's Office Professional Services account to cover the expenses
and to transfer the monies to the Project Work Order Fund.
3, The FY 2011 Budget is amended as follows:
GENERAL FUND (#10100) FY 2011
Expenditures
2010401-172190-731458 Clerk — Professional Services $(111,252)
2010101-180000-788001-40400 Transfer Out to Proj Work Order Fund $ 111,252
Total Expenditures 0
PROJECT WORK ORDER (#40400 — Project ID 100000001505)
1040101-148020-695500-10100 Transfer In from GE - Clerk $ 111,252
1040101-148020-796500 Budgeted Equity Adjustment $(111,252)
Total 0
FINANCE COMMITTEE
FINANCE COMMITTEE
Ayes: Long, Potts, Runestad, Crawford, Dwyer, Taub, Middleton
Nays: Woodward, Zack, Greimel, Quarles
Resolution #11138 July 6, 2011
Moved by Potts supported by Middleton the resolution (with fiscal note attached) be adopted.
AYES: Hatchett, Hoffman, Jackson, Long, Matis, Middleton, Nash, Nuccio, Potts, Scott, Taub,
Weipert, Woodward, Bosnic, Covey, Crawford, Dwyer, Gershenson, Gingell, Gosselin. (20)
NAYS: McGillivray, Quarles, Zack, Greimel. (4)
A sufficient majority having voted in favor, the resolution (with fiscal note attached) was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Bill Bullard Jr., 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 July 6,
2011, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 6th day of July, 2011.
u121 •
Bill Bullard Jr., Oakland County