HomeMy WebLinkAboutResolutions - 1998.08.06 - 25278a
REPORT (Misc. #98157)
BY: STRATEGIC PLANNING COMMITTEE
RUTH A. JOHNSON, CHAIRPERSON
IN RE: MR#98157, COUNTY CLERK/REGISTER OF DEEDS - AUTHORIZATION
TO IMPLEMENT REGISTER OF DEEDS CASH RECEIPTING, INDEXING
AND IMAGING SYSTEM
To the Oakland County Board of Commissioners
Ladies and Gentlemen:
The Strategic Planning Committee, having reviewed the above-referenced resolution on
August 6, 1998, reports with the recommendation that the resolution be adopted.
Chairperson, on behalf of the Strategic Planning Committee, I move the adoption of the
foregoing resolution.
STRATEGIC PLANNING COMMITTEE
July 16, 1998
MISCELLANEOUS RESOLUTION #98 157
BY: General Government Committee, Nancy Dingeldey, Chairperson
IN RE: COUNTY CLERK/REGISTER OF DEEDS - AUTHORIZATION TO
IMPLEMENT REGISTER OF DEEDS CASH RECEIPTING, INDEXING AND
IMAGING SYSTEM
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the function of the Register of Deeds Office is to place in public record, for easy
accessibility and retrieval, documents related to land transactions, such as deeds and mortgages, as
well as certain personal; property filings known as UCC (Uniform Commercial Code) transactions;
and
WHEREAS the present combination mainframe and manual system, which currently archives
over three million records, was initially installed in 1983 and is not Year 2000 compliant; and
WHEREAS the Clerk/Register is desirous of implementing a modem turnkey client-
server computer system for cash receipting, indexing and imaging of property records that will more
effectively meet legal and public information requirements for which there is an increasing demand;
and
WHEREAS the Oakland County Board of Commissioners, by Misc. Resolution #97250,
authorized the County Clerk/Register of Deeds to engage Business Records Corporation (BRC) to
implement a pilot project to install a modem turnkey client-server computer system for cash
receipting, indexing and imaging for Uniform Commercial Code transactions only; and
WHEREAS the Clerk/Register is pleased to report successful implementation of the pilot
project and recommends extension of the system to all property records; and
WHEREAS the proposal transfers business risk to the vendor by requiring installation of the
necessary hardware and software at their expense and then charging a $2.55 fee per document
successfully processed; and
WHEREAS the County Executive recommends approval of this project with the
understanding that the vendor is responsible for connectivity with other County land-related
computer systems, such as, Geographic Information System (GIS), Land and Property Management
System (Equalization and Treasurer), and the Mortgage Approval Acceleration Program (MAAP)
through the Digital Information Service Center.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
authorizes the County Clerk/Register of Deeds to engage Business Records Corporation to
implement a modem turnkey client-server computer system for cash receipting, indexing and
imaging for all Oakland County property records.
BE IT FURTHER RESOLVED that the contract fee of $2.55 be instituted for a period not
less than three years upon successful implementation of the proposed system, for an estimated annual
cost of $765,000 to process the approximately 300,000 transactions.
Chairperson, on behalf of the General Government Committee, I move adoption of the
forgoing resolution.
GENERAL GOVERNIENT COMMITTEE
General Government Committee Vote:
Motion carried unanimously on a roll call vote with Schmid absent.
Resolution #98157 July 16, 1998
The Chairperson referred the resolution to the Strategic Planning and
Finance Committees. There were no objections,
•
FISCAL NOTE (MR #99157) August 6, 1998
BY: Finance Committee, Sue Ann Douglas, Chairperson
IN RE: COUNTY CLERK/REGISTER OF DEEDS - AUTHORIZATION TO IMPLEMENT REGISTER OF
DEEDS CASH RECEIPTING, INDEXING AND IMAGING SYSTEM
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule X:I-F of this Board, the Finance Committee has reviewed
the above referenced resolution and finds:
1. This resolution authorizes the County Clerk/Register of Deeds to
engage Business Records Corporation (BRC)to implement a modern
turnkey client-server computer system for cash receipting, indexing
and imaging for all Oakland County property records that is
compatible with Oakland County's computer system per contractual
assurances provided by the vendor.
2. BRC was selected as vendor of choice due to successful
implementation of the pilot project for Uniform Commercial Code
transactions.
3. BRC will install the necessary hardware and software at their
expense. A $2.55 fee per document successfully processed will then
be charged. This fee will be instituted for a period of not less
than three years upon successful implementation of the system, for
an estimated annual cost of $765,000 to process the approximately
300,000 transactions.
4. The Committee finds sufficient funds to finance this project in the
Designated Fund Balance for Operational Improvements, such funds to
be repaid within the six-year policy time frame derived from future
fee increases and revenues generated from implementation of Enhanced
Access.
5. The following budget amendment is recommended:
County Clerk/Register of Deeds - Register of Deeds Division
Dept/OCA/PCA/Object Description FY 1999 FY 2000
Revenue: 90-190000-14030-1582 Prior Year Balance $765,000 S765,000
Subtotal _$765,000 $765,000
Expense: 21-240100-01000-3348 Prof. Services $765,000 $765,000
Subtotal $765,000 $765,000
TOTAL
FINANCE COMMITTEE
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Coleman absent.
"qOLUTION Shr
mon. County Exi/cutive Date
(-24_
D. Allen, County Clerk
art.
Resolution #98157 August 6, 1998
Moved by Dingeldey supported by Millard the Strategic Planning Committee
Report be accepted.
A sufficient majority having voted therefor, the report was accepted.
Moved by Dingeldey supported by Millard the resolution be adopted.
AYES: Hoffman, Holbert, Huntoon, Jacobs, Jensen, Johnson, Kaczmar,
Kingzett, Law, McCulloch, McPherson, Millard, Moffitt, Obrecht, Palmer, Schmid,
Taub, Wolf, Amos, Coleman, Dingeldey, Douglas, Garfield, Gregory. (24)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
EHERFJ:3\1
L. Brooks P
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 August 6, 1998 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 August.1a98.