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Home My WebLink AboutResolutions - 2000.08.10 - 25922August 10, 2000 REPORT MR #00185 BY: Personnel Committee, Thomas A. Law, Chairperson RE: CLERK/REGISTER AND CENTRAL SERVICES DEPARTMENTS — CREATION OF POSITIONS FOR CIRCUIT COURT RECORD RETENTION PROJECT To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The Personnel Committee having reviewed the above-mentioned resolution on July 26, 2000, recommends to the Oakland County Board of Commissioners the resolution be adopted. Chairperson, on behalf of the Personnel Committee, I move the acceptance of the foregoing report. PERSONNEL COMMITTEE it..A L, Personnel Committee Vote: Motion carried on unanimous roll call vote with Colasanti absent July 20, 2000 MISCELLANEOUS RESOLUTION #00185 BY: GENERAL GOVERNMENT COMMITTEE, SHELLEY G. TAUB, CHAIRPERSON IN RE: CLERK/REGISTER AND CENTRAL SERVICES DEPARTMENTS - CREATION OF POSITIONS FOR CIRCUIT COURT RECORD RETENTION PROJECT To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Record Retention Study Committee is recommending the microfilming of 2,144 boxes of general civil court and criminal court files; and WHEREAS storage space in Record Retention is near capacity in the Courthouse and Annex II; and WHEREAS the current practice is to retain these records for 30 years, however, state guidelines allow filming of paper copies at six years after last activity; and WHEREAS based on activity reports, the County can pull and microfilm 15 years of civil records and 10 years of criminal records for compact storage; and WHEREAS Support Services is requesting the creation of six (6) PTNE 1,000 hour GF/GP General Helper positions to pull civil and criminal court files and box them for delivery to the Clerk/Register for microfilming; and WHEREAS the positions in Support Services would expire on 8/10/2001; and WHEREAS the Clerk/Register is requesting the creation of two (2) Proprietary funded Photo Micro Equipment Operator II positions to prepare, microfilm and store the film; and WHEREAS the microfilming process is expected to take up to two years and the positions would expire on 8/10/2002. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes the creation of six (6) PTNE 1,000 hour GF/GP General Helper positions funded through 8/10/2001 in Central Services/ Support Services/Record Retention. BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the creation of two (2) PR Photo Micro Equipment Operator II positions funded through 8/10/2002 in the Clerk/Register/Register of Deeds/ Micrographics and Reproductions Unit. Chairperson, on behalf of the General Government Committee, I move the adoption of the foregoing resolution. GENERAL GOVERNMENT COMMITTEE Motion carried on unanimous roll call vote with Patterson, Sever and Friedman Appel absent. Resolution #00185 July 20, 2000 The Chairperson referred the resolution to the Personnel and Finance Committees. There were no objections. FISCAL NOTE (MR #00185) 'August 10, 2000 BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON IN RE: CLERK/REGISTER AND CENTRAL SERVICES DEPARTMENTS - CREATION OF POSITIONS FOR CIRCUIT COURT RECORD RETENTION PROJECT 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. The resolution authorizes the creation of six (6) part time non- eligible (PTNE) 1,000 hour General Fund/General Purpose (GF/GP) General Helper positions funded through 8/10/2001 in Central Services/Support Services/Record Retention. 2. Also the resolution authorizes the creation of two (2) Proprietary (PR) Photo Micro Equipment Operator II positions funded through 8/10/2002 in the Clerk/Register of Deeds/Micrographics and Reproductions Unit. 3. Because storage space in Record Retention is nearing capacity for storage of actual records, and it is required that records be maintained for 30 years, this project will pull and microfilm 15 years of civil records and 10 years of criminal records for compact storage. 4. The FY 2000, FY 2001 and FY 2002 Oakland County Central Services department budget should be amended to authorize six (6) PTNE General Helper positions in the Record Retention unit, and the Clerk/Register of Deeds/Micrographics and Reproductions Unit budget be amended to authorize two (2) Photo Micro Equipment Operator II positions as specified below. 5. Also, the budget amendment will cover the costs for 4,000 storage boxes, new shelving, depreciation of capital assets (microfilming machines), and 4,000 rolls of microfilm, the combined project cost is to be funded by the Non-Departmental Contingency Account the duration of the project. 6. A budget amendment is also recommended for the FY 2001 and FY 2002 Executive Recommended Budget, to be presented during the Budget Hearings. The total budget impact for FY 2001 is $219,874, and for FY 2002 is $145,101 against GF/GP Non-departmental Contingency. Central Services/Support Services Record Retention FY 2000 Expenditures: 13-101-138203-00010-2001 Salaries Regular $ 4,295 13-101-138203-00010-2074 Fringe Benefits 421 13-101-138203-00010-4172 Material and Supplies 2,290 13-101-138203-00010-4100 Expendable Equip. 0 13-101-138203-00010-6654 Micrographics Repro. $ 6,314 90-101-290000-25000-2564 Contingency (13,320) Sub-total Expenditures $ 0 Clerk Register of Deeds Micrographics Unit Revenue: 21-654-160100-01000-0695 Microfilming Rev. $ 6,314 Expenditures: 21-654-260100-01000-2001 Salaries Regular $ 4,510 21-654-260100-01000-2074 Fringe Benefits 1,804 21-654-260100-01000-3900 Depreciation 0 21-654-260100-01000-4104 Film and Processing 0 Sub-total Expenditures $ 6,314 FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Millard absent. (See attached amendments to FY 2001 and FY 2002 County Exec. Recom. Budget). % FINANCE COMMITTEE 1:=0 . . Account Number FY 2001 $47.249 4,830 6,870 16,024 145,10/ (219,874) $0 (219,874) To hod Sec. Reirwriico record re-duction AUG-11-2000 FRI 09:35 AM OAKLAND CNTY FISCAL SERV FT 2002 OAKLAND COUNTY, MICHIGAN CIRCUIT COURT RECORD RETEICRON MICROFIIJA PROJECT AMENDMENTS TO THE COUNTY EitECUTIVES RECOMMENDATION County Executive Revised Original Budget Exec. Budget Effect On Effect On Account Name Rocommendation, Recommendation AniNtdrInnla evuw. ConfinfstOGY Expliutation Central Senricee/SUrmort Services Record Retention 2-13401438203-00010-2001 Saladee 2-13-101-130203-00010-2074 Fringe Benefits 2-13-101-138203-0001 0-4 172 Material end Supplies Bova 2-13-101-138203-00010-4100 Expendable Equip. Shelves 2-13-101-138203-00010-8854 Micrographics Reproduction 2-13-101-138203-00010-2564 Canbitgaricy Total C5 Clerk Register of Deeds Micrographics Unit Revenue.. 21-654-180100-01000-0695 Micruiliming Rev. 248 858 9724 8148,101 Expenditures: 2-21,854-260100-01000-2001 Salaries $54,120 2-21-654-260100-01000-2074 Rine Benefits 21,648 2-21-654-260100-01000-3900 Depredation 55.333 2-21-654-260100-01000-4104 Elm and Processing 14,000 Total 8146,101 Central Senricee/Support Services Record Mardian 2-13-101-138203-00010-2001 Salaries $0 2-13-101-130203-00010-2074 Fringe Benefits 0 2-13-101-138203-00010-4172 Meted:11 and Supcfies Boxes 0 2-13-101-130203-00010-4100 Expendable Equip_ Shelves 0 2-13-101-138203-00010-8854 Micrographics Reproduction 145,101 2-13-101-138203-00010.-2584 Contingency (145,101) Total 60 Clerk Reales, of Dead. MICrOgreolfice Unft Revenue: 21-854-180100-010004495 Microfilming Rev_ LangOltomg; 2-21-854-250100-01000-2001 Salaries 04.120 2-21-854-260100-01000-2074 Fringe Benefits 21,648 2-21-854-280100-01000-3900 Oepredslion 65,333 2-21-664-2110/00-01000-4104 Film end Processing 14,000 Total 8146,101 $1415,101 (145,101) To twill Rec. Redarton record roducCon HE FOREGOING RESOLL, HERFE3 L ooKS COV*EXOCAAW8 Date Resolution #00185 August 10, 2000 Moved by Taub supported by Moffitt the Personnel Committee Report be accepted. A sufficient majority having voted therefor, the report was accepted. Moved by Taub supported by Moffitt the resolution be adopted. AYES: Dingeldey, Douglas, Galloway, Gregory, Jensen, Law, McCulloch, McPherson, Melton, Millard, Moffitt, Obrecht, Palmer, Patterson, Sever, Suarez, Taub, Amos, Appel, Buckley, Causey-Mitchell, Colasanti, Coleman. (23) NAYS: None. (0) A sufficient majority having voted therefor, the resolution was adopted. STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, 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 10, 2000 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 10tb,day 9t August, 2000. G. -William Caddell, County Clerk