BOARD OF COMMISSIONERS 1 S. Main St., 9 th Floor Mount Clemens, Michigan FAX macombcountymi.gov/boardofcommissioners
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1 BOARD OF COMMISSIONERS 1 S. Main St., 9 th Floor Mount Clemens, Michigan FAX macombcountymi.gov/boardofcommissioners JUSTICE AND PUBLIC SAFETY COMMITTEE TUESDAY, NOVEMBER 1, 2011 AGENDA 1. Call to Order 2. Pledge of Allegiance 3. Adoption of Agenda 4. Approval of Minutes dated (previously distributed) 5. Public Participation (five minutes maximum per speaker, or longer at the discretion of the Chairperson related only to issues contained on the agenda) 6. Presentation by Macomb County Clerk / Register of Deeds - Explanation of Office (mailed) Services Provided, Innovations Implemented that Improve Service, Save Money, and Earned Dozens of National Association of Counties "Good Government" Awards, and Future Plans 7. New Business 8. Public Participation (five minutes maximum per speaker or longer at the discretion of the Chairperson) 9. Adjournment MEMBERS: DiMaria-Chair, Sabatini-Vice-Chair, Brown, Carabelli, Fraschetti, Gralewski, Miller, Sauger, Smith and Vosburg (ex-officio) MACOMB COUNTY BOARD OF COMMISSIONERS Kathy D. Vosburg District 8 Chair Marvin E. Sauger District 2 Vice Chair Fred Miller District 9 Sergeant-At-Arms Toni Moceri District 1 Phillip A DiMaria- District 3 David Flynn - District 4 Ray Gralewski- District 5 James L. Carabelli - District 6 Don Brown- District 7 Roland Fraschetti- District 10 Kathy Tocco- District 11 Bob Smith- District 12 Joe Sabatini- District 13
2 RESOLUTION NO. FULL BOARD MEETING DATE: AGENDA ITEM: MACOMB COUNTY, MICHIGAN RESOLUTION TO Presentation by Macomb County Clerk / Register of Deeds - explanation of office services provided, innovations implemented that improve service, save money, and earned dozens of National Association of Counties "good government" awards, and future plans. INTRODUCED BY Commissioner Phillip DiMaria, Chair, Justice and Public Safety Committee COMMITTEE/MEETING DATE JPS Committee
3 Macomb County Clerk / Register of Deeds Services Today Plans for the Future 2
4 Clerk Existed before Statehood In 1823, the United States Congress passed an act that provided, "there shall be but one clerk of the Supreme Court of the territory of Michigan, who shall perform all the duties of the clerk of said court[.] In 1830, the clerk was charged with the duties of the clerk of the circuit court. The office of the circuit court clerk was incorporated into our Constitution in Const 1835, art 6, 5. 3
5 Clerk s s Office Mandated by Constitution and Statute Michigan Constitution 1963, Article VII, There shall be elected for four-year terms in each organized county a county clerk a a register of deeds whose duties and powers shall be provided by law. The clerk of each county organized for judicial purposes shall be clerk of the circuit court for such county. 4
6 Is the Clerk a member of the Executive Branch or Judicial Branch of government? The powers of government are divided into three branches: legislative, executive and judicial. No person exercising powers of one branch shall exercise powers properly belonging to another branch except as expressly provided in this constitution. [Const 1963, art 3, 2.] 5
7 Unique Executive and Judicial Under the Michigan Constitution, the county clerk serves in the unique posture of being both an executive officer and an officer of the judicial branch, LAPEER COUNTY CLERK v LAPEER CIRCUIT COURT, 469 Mich. 146; 665 N.W.2d 452 (2003). 6
8 Clerks of Macomb County Carmella Sabaugh 1992 present Edna Miller Arthur J. Miller Albert A. Wagner A. H. Jim Hofsetter Guy Lewis Brown Nelson T. Zott James B. Erskine Isaac A. Hartung Walter C. Steffans George A. Dankers William F. Kracht Charles C. Bradley Harvey P. Edwards Milo W. Davis Edward C. Wiemann Watson W. Lyons Frederick C. Kettler Watson W. Lyons William L. Dicken Charles S. Groesbeck William M. Connor James Whiting H. O. Smith John B. Ellsworth Perrin Crawford John S. Fletcher Theron Cudworth Ira Stout Robert Thompson Amos Dalby Richard Butler Robert P. Eldredge R. S. Rice Thomas Brandon John Stockton
9 Macomb County Clerk / Register of Deeds Carmella Sabaugh 8
10 Office Locations Court Building 40 North Main 9
11 Office Locations County Building 10 North Main 10
12 Office Locations Central Receiving 11
13 Office Locations Administration Building 12
14 Vital Records Services Birth Certificates Business Registrations Death Certificates Genealogy Marriage Records Military Discharge Notary Public Concealed Weapons Licensing 13
15 Court Services 22,793 cases in 2010! Accept court filings Accept many court fees Custodian of records 14
16 Busy Judicial Court Clerks 15
17 Huge Volume of Court Files 16
18 Juvenile Records 17
19 Central Receiving Records 18
20 File Boxes at Administration Building 19
21 Register of Deeds Records all Macomb County: Deeds Mortgages Subdivision plats Finance statements on personal property (automobiles, attachments, lis pendens, mechanics liens, federal and state tax liens, Sheriff s s deeds) 20
22 Register of Deeds Documents Dating Back to
23 Election Department Print ballots Maintain Campaign Finance Files Candidate filings Recall Elections 22
24 Over 19,000 Jurors Per Year 23
25 85,750, questionnaires, 35,850 summonses 24
26 Boards and Commissions Board of Commissioners (not committees) Jury Commission Election Commission Gun Board Civil Service Commission 25
27 Concealed Pistol Licensing Board 26
28 Civil Service Commission 27
29 19 years of innovation 28
30 Clerk / Register of Deeds Office The County Clerk / Register of Deeds Office has strict hiring requirements Potential employees must be able to type at least 44 words per minute and must be proficient at filing, math, proof-reading, reading, Windows 2000 and Microsoft Word (Job Family 4 Status) 29
31 Clerk / Register of Deeds Office Union Partnership Supervisors U.A.W. Staff AFSCME 30
32 Clerk and Court Go Google 31
33 Clerk and Court Go Google 32
34 Services Provided in New Ways 33
35 Services Provided in New Ways Evening Hours 34
36 CCW Photo Service 35
37 Services Provided in New Ways Overnight delivery 36
38 Services Provided in New Ways Online Payments 37
39 Services Provided in New Ways Online ROD Orders + almost $50,000 in 2010 from
40 Services Provided in New Ways Online Edition of County Directory Saving +$10,000 annually 39
41 Services Provided in New Ways $70,000 Savings to Court Budget 40
42 Services Provided in New Ways Electronic Entry Book The single most important step undertaken in the last several decades by any register in this state to stem the tide of real estate fraud, General Counsel of a major title company. 41
43 Services Provided in New Ways New voting system combines two different electronic tabulators! 42
44 Services Provided in New Ways Implemented a toll-free fax-on on-demand system to provide forms and information. 43
45 Services Provided in New Ways 44
46 Services Provided in New Ways 45
47 Services Provided in New Ways First county clerk in Michigan to offer jurors free bus rides to and from the courthouse. 46
48 Services Provided in New Ways Now scans and digitally images all vital records making retrieval quick and efficient. 47
49 Services Provided in New Ways Students Learn and Earn! 48
50 Services Provided in New Ways First in Michigan to create online CCW system! 49
51 Services Provided in New Ways 50
52 Services Provided in New Ways 51
53 Services Provided in New Ways 52
54 Services Provided in New Ways Online Resolutions 53
55 Services Provided in New Ways 54
56 Services Provided in New Ways Improved the process of recording real estate records by accepting electronic filing of deeds, mortgages and other real estate records. 55
57 Services Provided in New Ways 56
58 Services Provided in New Ways 57
59 Services Provided in New Ways 58
60 Services Provided in New Ways 59
61 Services Provided in New Ways 60
62 Services Provided in New Ways 61
63 Services Provided in New Ways 62
64 Services Provided in New Ways 63
65 Plat Scanning 64
66 Services Provided in New Ways Web videos 65
67 Services Provided in New Ways 66
68 32 National Association of Counties Achievement Awards Program Helps Veterans Survivors Receive Benefits Linking Septic Data to Land Data Improves Inspections Jurors are Given Pagers, Boosting the Local Economy Google Implementation Improves Operations for Clerk s Office Web Videos Improve Customer Service Register of Deeds Electronic Entry Book Fights Fraud Questions Answered in Clerk's Online chat room Online Absentee Ballot Tracking Promotes Voting, Accountability Nine Day Work Schedule Improves Customer Service Concealed Pistol License System - Applicants Track Status Online Services Provided at Local Libraries - Mobile Office Convenient 67
69 32 NaCo Awards Student Election Inspectors Learn and Earn Online Campaign Finance Reports - More Disclosure, Compliance Online Birth Record Verification - Less SSA Paperwork, Less risk Library Materials Delivered to Jurors Via Internet Request Jury Room Uses Bar Codes County Sponsors Vital Records Informational Seminar Circuit Court Cast Index and Docket Entries on Internet County Offers Free SMART Bus Rides to Jurors Campaign Finance Workshops PPO Assistance Center Aids Public in Filing Court Papers Election Results on the Internet Register of Deeds Debuts Office of the Future Improved Counter Service for Circuit Court Customers Computer Selection of Judges Protects Court Integrity" Election Night Hot-Line" Customer Service Area Renovation" Cross-Training of Vital Records Employees" County Clerk's Annual Report" Clerk's Office Services Brochure" Macomb County Directory" Military Records and Docs for the Genealogical Researcher 68
70 Charter Commission
71 Sheriff Appointment Committee 70
72 Increasing Access to the Ballot 71
73 FastPass 72
74 Elance.com 73
75 Online Concealed Pistol License 74
76 Emergency Contact Binder 75
77 Online Chat Service 76
78 Online Marriage License 77
79 Oaths of Office 78
80 Press in 2009 Unemployment services video streaming Bill makes voting easier for overseas soldiers Charter Commission good clerk press, prestige boost Paging all jurors Student Election Inspectors continue success Macomb County Clerk registers high school students Mobile office Early voting letter to the editor Most local clerks opt to do their jobs 79
81 Budget Cuts Balanced Approach REVENUE = $5.7 Million EXPENSES = $5.6 Million 80
82 Budget Cuts Balanced Approach Start at the top administrative cuts Staff cuts Public fees, office hours 81
83 Budget Cuts Cut administrative staff Cut non-union positions Cut supervisors Cut union positions 82
84 Clerk / Register of Deeds 78 staff in Clerk Register
85 20% of positions cut since
86 Budget - Salaries Average (including the boss): Clerk / Reg. Deeds $39, Most clerks have a salary of $33,465 85
87 Budget - Salaries Average: Executive: $83, Prosecutor: $68, Public Works: $56, Sheriff: $53, Treasurer: $47, Clerk / Reg. Deeds $39,
88 Building for the Future 87
89 Vision: Service: : Provide prompt, friendly and convenient customer service. Security: : Secure public records, and Innovation: : use innovation to offer efficient, cost-effective government. 88
90 Clerks Office of the Future Register of Deeds Register of Deeds Antifraud Consumer Protection Notices Tract index tax ID/description verification Online parcel legal description verification 89
91 Clerk s s office of the future Court Section Electronic filing Self-service kiosks Text message or voice mail service for attorneys when case is called Message board in lobby so attorneys/clients can find each other Imaging 90
92 Clerk s s office of the future Vital Records Online notary bond searches for fraud prevention Online Oath of Office database Birth record welcome kit Marriage license kit Vanity Frames to raise funds Automatic data entry from online apps 91
93 Clerk s s office of the future Jury Room Pay jurors in cash Pick your own jury date Print your own questionnaires 92
94 Clerks Office of the Future Elections Online voter registration Poll worker training and testing Election results Web services Voter registration drives Online searching of individual donors like at the state and federal level 93
95 Clerks Office of the Future Open Meetings audio/video streaming Intranet training and certification for staff Online procedure manuals Cross-training 94
96 Clerk s s office of the future Self-service kiosks Drive-thru Window Advisory Boards Register of Deeds Death Records Court Section Vital Records 95
97 Online Voter Registration 96
98 Super Index 97
99 Online In-Court Check-In 98
100 Historical Election Results Online 99
101 Questions? 100
BOARD OF COMMISSIONERS 1 S. Main St., 9 th Floor Mount Clemens, Michigan FAX macombcountymi.gov/boardofcommissioners
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