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HomeMy WebLinkAboutResolutions - 2002.10.24 - 26973MISCELLANEOUS RESOLUTION k 02248 October 10, 2002 By: General Government Committee, William R. Patterson, Chairman IN RE: Clerk/Register of Deeds - Vital Records Imaging Project To the Oakland County Board of Commissioners Mr. Chairman, Ladies and Gentlemen: WHEREAS, the Vital Statistics Section of the Oakland County Clerk/Register's Legal Division is vested with the legal responsibility to safeguard and manage all state required records pertaining to birth, death, marriage, concealed weapons permits, assumed names, co-partnerships notary public, and military DD 214 forms; and WHEREAS, currently, the Vital Statistics Section has in its possession of over 2,000,000 vital records which are not held in any duplicated format in the form of a backup system, which if destroyed due to fire or other natural or human initiated disaster would have to be recreated, if possible, with available copies being purchased from other sources, i.e the State of Michigan, at enormous cost to the citizens of this county; and WHEREAS, in keeping with Oakland County's desire to be a technological leader among the counties of this state, and of the nation, it is desirable to place the vital records in possession of the Oakland County Cleric/Register's Office into an electronic medium which would dramatically reduce the storage areas and man-hours necessary to record, store, and retrieve vital records within its control making these records readily available to the public either at the service counter and the INTERNET via @ccess Oakland; and WHEREAS, this imaging project has been studied and recommended by staff in both the Clerk/Register's Office, Information Technology, and by the IT Leadership Committee, which created a Request for Proposal(RFP) and conducted numerous interviews from which Xerox Connect was selected as that bidder which most conformed with the RFP in ability and cost having come in with a bid of $525,113.29, which would back scan the approximately 2,000,000 vital records currently in possession of the Clerk/Register's Vital Statistics Section and provide for a "forward scan" solution for the handling of future filings with that office; further, that in addition, it is estimated that there will be associated costs to Oakland County Information Technology at a cost of $170,000.00 for development and implementation of the scanning project and @ccess Oakland product, plus an added amount for contingency of $26,886.71 for a total request for funding of $722,000.00 for this project; and WHEREAS, the benefits of this program are numerous, including but not limited to: reduced manpower requirements, greatly enhanced service to our public resulting in faster counter service, more efficient access to vital records, greater efficieny in office operations, provide the public the ability to order vital records on-line as is offered in surrounding counties, and providing for secure duplication and storage of vital records constitutionally required to be in the possession of the Clerk/Register and safeguarded by that office; and GENERAL GOVERNMENT COMMITTEE Motion carried unanimously on a roll call vote. WHEREAS, complete funding of this project over a period' of four years may be accomplished by authorizing an increase in the cost of certified copies issued from the Cleric/Register's Vital Statistics Section, as authorized by MCL 333.2891(4), which statute has authorized this county to raise its fees for a number of services presently performed in the vital records office, as follows: Present OC Authorized (a) A search including 1 certified copy, 1 administrative copy, or 1 statistical copy of a vital record $10.00 $15.00 (b) Additional copies ordered at same time 5.00 5.00 (c) Additional years searched Currently not charged 5.00 (d) An authenticated copy Inapplicable (e) Additional Authenticated copy Inapplicable (f) Verification of facts Currently not charged 5.00 (g) A request for an expedited search for a vital record Currently not charged 5.00 ; and WHEREAS, if authorized by the Board of Commissioners, it is estimated approximately $210,000.00 per year in additional revenue will be generated by the Clerk/Register Vital Records Section, which will fully fund and maintain future improvements to the Vital Records Imaging Project. NOW THEREFORE BE IT RESOLVED that upon careful consideration, the Board of Commissioners agrees that it is in the best interest of the citizens of the County of Oakland that the vital records currently held, and those records yet to be received in the future, should be maintained and stored in a secure manner by use of an electronic medium which will be used to provide more efficient and greater access to county vital records via @ccess Oakland, and other programs which may be developed in the future, which will keep Oakland County government at the forefront of public service. BE IT FURTHER RESOLVED that the Clerk/Register shall proceed on implementation of the Vital Statistics Scan and Index project through Xerox Connect at a cost of $525,113.29, additional in-house support and development cost of $170,000.00 to Information Technology, and contingency added of $26,886.71 for a total cost of this project of $722,000.00. BE IT FURTHER RESOLVED, that funding for this project has been identified providing the funding for this project by increasing the cost of certified copies and other services as outlined in the foregoing resolution, which the office of the Clerk/Register is hereby authorized to implement upon adoption of this resolution. Mr. Chairman, I move the adoption of the foregoing resolution. GENERAL GOVERNMENT COMMITTEE Resolution #02248 October 10, 2002 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (MISC. #02248) October 24, 2002 BY: Finance Committee, Sue Ann Douglas, Chairperson IN RE: CLERK/REGISTER OF DEEDS - VITAL RECORDS IMAGING 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 Clerk Register of Deeds - Vital Statistics Division is vested with the legal responsibility to safeguard and manage all state required records pertaining to birth, death, marriage, concealed weapons permits, assumed names, co-partnerships, notary public, and military DD 214 forms. 2. The Vital Records Imaging Project will electronically image and store, and provide 3. offsite backup storage of the over 2,000,000 vital records currently held in non-secured storage, vulnerable to destruction by fire, water and other natural and human initiated disaster. 4. This project has been jointly studied by the Clerk Register's office and Information Technology, and has selected vendor Xerox Connect to back scan the approximately 2,000,000 vital records on hand, and provided for a " forward scan" solution to handling future records. 5. The cost of this project is estimated at $722,000, including: Vendor cost of $525,113, Information Technology Development and implementation cost of $170,000, plus an added contingency of $26,887. 6. The proposed funding for this project and the ongoing operating cost can be acquired through increased revenues in the Clerk Register's office by authorization of an increase in the charge for certified copies, from $10.00/copy to $15/copy generating $210,000 per year, enabling a project payback of four years. 7. Statute number MCL 333.2891(4) authorizes the County to raise its fees for a number of services presently performed in the Vital Records office as outlined by the attached resolution. 8. Initial funding for this project is available in the Designated Fund Balance for Operational Improvements, GL Account 9407-001000 ($722,000), to be reimbursed over four years by yearly revenue from the proposed increase in Certified Copies fee. 9. The Fiscal Year 2003 general fund budget should be amended as follows, to authorize the Vital Records Project and to authorize an increase in the certified copy fee: General Fund 101 Revenue 1-90-190000-19000-1582 Prior Year Balance 3-21-320100-01000-8001 Operating Transfer Out Information Technology Fund 636 Revenue 3-18-636113-10000-1701 Operating Transfer In Expenditure 2-18-636122-27000-3348 Professional Services FY 2003 $722,000 ($722,000) 0 $722,000 $722,000 0 Q11//fr F NANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Douglas absent. G. William Caddell, County Clerk Resolution #02248 October 24, 2002 Moved by Patterson supported by McPherson the resolution be adopted. AYES: Coleman, Crawford, Dingeldey, Douglas, Garfield, Gregory, Law, McPherson, Melton, Middleton, Moffitt, Moss, Obrecht, Palmer, Patterson, Sever, Suarez, Taub, Webster, Amos, Appel, Brian, Buckley, Causey-Mitchell. (24) NAYS: None. (0) A sufficient majority having voted therefore, 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 October 24, 2002, 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 24th day of October, 2002.