justice and public safety committee tuesday, …

BOARD OF COMMISSIONERS

1 S. Main St., 9th Floor Mount Clemens, Michigan 48043 586.469.5125 FAX 586.469.5993

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 10-11-11 (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)

Toni Moceri – District 1

Phillip A DiMaria- District 3 David Flynn - District 4

Ray Gralewski- District 5

Kathy D. Vosburg District 8 Chair

Roland Fraschetti- District 10

Kathy Tocco- District 11

MACOMB COUNTY BOARD OF COMMISSIONERS Fred Miller District 9 Sergeant-At-Arms

Marvin E. Sauger District 2 Vice Chair

James L. Carabelli - District 6

Don Brown- District 7Bob Smith- District 12

Joe Sabatini- District 13

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 11-01-11

Macomb County Macomb County Clerk / Register of Deeds Clerk / Register of Deeds

Services TodayServices TodayPlans for the FuturePlans for the Future

Clerk Existed before StatehoodClerk Existed before StatehoodIn 1823, the United States Congress In 1823, the United States Congress passed an act that provided, "there shall be passed an act that provided, "there shall be but one clerk of the Supreme Court of the but one clerk of the Supreme Court of the territory of Michigan, who shall perform all territory of Michigan, who shall perform all the duties of the clerk of said court[.]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 1835. Const 1835, art 6, § 5.

ClerkClerk’’s Office Mandated by s Office Mandated by Constitution and StatuteConstitution and Statute

Michigan Constitution 1963, Michigan Constitution 1963, Article VII, Article VII, There shall be elected for fourThere shall be elected for four--year year terms in each organized county terms in each organized county …… a a county clerkcounty clerk……a register of a register of deedsdeeds……whose duties and powers shall whose duties and powers shall be provided by law.be provided by law.

The clerk of each county organized for The clerk of each county organized for judicial purposes judicial purposes …… shall be clerk of the shall be clerk of the circuit court for such county.circuit court for such county.

Is the Clerk a member of the Is the Clerk a member of the Executive Branch or Judicial Executive Branch or Judicial

Branch of governmentBranch 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.]

Unique Unique –– Executive and JudicialExecutive and Judicial““Under the Michigan Constitution, the county clerk serves Under the Michigan Constitution, the county clerk serves in the unique posture of being both an executive officer and in the unique posture of being both an executive officer and an officer of the judicial branch,an officer of the judicial branch,”” LAPEER COUNTY CLERK v LAPEER CIRCUIT COURT, 469 Mich. 146; 665 N.W.2d 452 (2003).

Clerks of Macomb CountyClerks of Macomb CountyCarmella Sabaugh 1992 Carmella Sabaugh 1992 –– presentpresentEdna Miller 1964 Edna Miller 1964 –– 19921992Arthur J. Miller 1960 Arthur J. Miller 1960 –– 19641964Albert A. Wagner 1950 Albert A. Wagner 1950 --19601960A. H. A. H. ““JimJim”” HofsetterHofsetter 1948 1948 -- 1950 1950 Guy Lewis Brown 1938 Guy Lewis Brown 1938 –– 19481948Nelson T. Nelson T. ZottZott 1936 1936 –– 19381938James B. Erskine 1932 James B. Erskine 1932 –– 19361936Isaac A. Isaac A. HartungHartung 1928 1928 –– 19321932Walter C. Walter C. SteffansSteffans 1918 1918 –– 19281928George A. George A. DankersDankers 1912 1912 –– 19181918William F. William F. KrachtKracht 1906 1906 –– 19121912Charles C. Bradley 1902 Charles C. Bradley 1902 –– 19061906Harvey P. Edwards 1898 Harvey P. Edwards 1898 –– 19021902Milo W. Davis 1894 Milo W. Davis 1894 –– 18981898Edward C. Edward C. WiemannWiemann 1892 1892 –– 18941894Watson W. Lyons 1890 Watson W. Lyons 1890 –– 18921892Frederick C. Frederick C. KettlerKettler 1886 1886 –– 18901890

Watson W. Lyons 1882 Watson W. Lyons 1882 –– 18861886William L. William L. DickenDicken 1878 1878 –– 18821882Charles S. Groesbeck 1870 Charles S. Groesbeck 1870 –– 18781878William M. Connor 1866 William M. Connor 1866 –– 18701870James Whiting 1864 James Whiting 1864 –– 18661866H. O. Smith 1858 H. O. Smith 1858 –– 18641864John B. Ellsworth 1856 John B. Ellsworth 1856 –– 18581858Perrin Crawford 1854 Perrin Crawford 1854 –– 18561856John S. Fletcher 1852 John S. Fletcher 1852 –– 18541854TheronTheron CudworthCudworth 1850 1850 –– 18521852Ira Stout 1848 Ira Stout 1848 –– 18501850Robert Thompson 1846 Robert Thompson 1846 –– 18481848Amos Amos DalbyDalby 1836 1836 –– 18461846Richard Butler 1830 Richard Butler 1830 –– 18361836Robert P. Robert P. EldredgeEldredge 1828 1828 –– 18301830R. S. Rice 1826 R. S. Rice 1826 –– 18281828Thomas Brandon 1825 Thomas Brandon 1825 –– 18261826John Stockton 1818 John Stockton 1818 -- 18251825

Carmella SabaughCarmella Sabaugh

Macomb County Macomb County Clerk / Register of DeedsClerk / Register of Deeds

Office LocationsOffice Locations

Court Building40 North Main

County Building10 North Main

Central Receiving

Administration Building

Vital Records ServicesVital Records ServicesBirth CertificatesBirth CertificatesBusiness Business RegistrationsRegistrationsDeath CertificatesDeath CertificatesGenealogyGenealogyMarriage RecordsMarriage RecordsMilitary DischargeMilitary DischargeNotary PublicNotary PublicConcealed Concealed Weapons Weapons LicensingLicensing

Court Services Court Services 22,793 cases in 2010!22,793 cases in 2010!

Accept Accept court court filingsfilingsAccept Accept many court many court feesfeesCustodian Custodian of recordsof records

Busy Judicial Court ClerksBusy Judicial Court Clerks15

Huge Volume of Court FilesHuge Volume of Court Files16

Juvenile RecordsJuvenile Records

Central Receiving RecordsCentral Receiving Records

File Boxes at Administration BuildingFile Boxes at Administration Building19

Register of DeedsRegister of Deeds

Records all Macomb County:Records all Macomb County:Deeds Deeds Mortgages Mortgages Subdivision platsSubdivision platsFinance statements on personal property Finance statements on personal property (automobiles, attachments, (automobiles, attachments, lislis pendenspendens, , mechanics liens, federal and state tax mechanics liens, federal and state tax liens, Sheriffliens, Sheriff’’s deeds) s deeds)

Register of Deeds Documents Register of Deeds Documents Dating Back to 1818Dating Back to 1818

Election DepartmentElection Department

Print ballots Print ballots Maintain Maintain Campaign Campaign Finance Files Finance Files Candidate filingsCandidate filingsRecall Elections Recall Elections

Over 19,000 Jurors Per YearOver 19,000 Jurors Per Year23

85,750, 85,750, questionnaires, questionnaires, 35,850 35,850 summonsessummonses

Boards and CommissionsBoards and Commissions

Board of Commissioners (not committees)Board of Commissioners (not committees)Jury CommissionJury CommissionElection CommissionElection CommissionGun BoardGun BoardCivil Service CommissionCivil Service Commission

Concealed Pistol Licensing BoardConcealed Pistol Licensing Board26

Civil Service CommissionCivil Service Commission27

19 years of innovation19 years of innovation

Clerk / Register of Deeds OfficeClerk / Register of Deeds Office

The County Clerk / Register of Deeds The County Clerk / Register of Deeds Office has strict hiring requirementsOffice has strict hiring requirements

Potential employees must be able to type Potential employees must be able to type at least 44 words per minuteat least 44 words per minute……

……and must be proficient at filing, math, and must be proficient at filing, math, proofproof--reading, Windows 2000 and reading, Windows 2000 and Microsoft Word (Job Family 4 Status)Microsoft Word (Job Family 4 Status)

Clerk / Register of Deeds OfficeClerk / Register of Deeds Office

Union PartnershipUnion Partnership

Supervisors Supervisors –– U.A.W.U.A.W.

Staff Staff –– AFSCMEAFSCME

Clerk and Court Go GoogleClerk and Court Go Google

Services Provided in New WaysServices Provided in New Ways

Evening HoursEvening Hours

CCW Photo ServiceCCW Photo Service

Overnight deliveryOvernight delivery

Online PaymentsOnline Payments

Online ROD OrdersOnline ROD Orders+ almost $50,000 in + almost $50,000 in

2010 from 20092010 from 2009

Online Edition of County DirectoryOnline Edition of County DirectorySaving +$10,000 annuallySaving +$10,000 annually

$70,000 Savings to Court Budget$70,000 Savings to Court Budget

Electronic Entry BookElectronic Entry Book““The single most important step The single most important step

undertaken in the last several undertaken in the last several decades by any register in this decades by any register in this state to stem the tide of real estate state to stem the tide of real estate fraud,fraud,”” General Counsel of a major title General Counsel of a major title companycompany..

New voting system New voting system combines two combines two different electronic different electronic tabulators!tabulators!

Implemented a tollImplemented a toll--free faxfree fax--onon--demand demand system to provide forms and information.system to provide forms and information.

First county First county clerk inclerk inMichigan to Michigan to offer jurorsoffer jurorsfree bus free bus rides to and rides to and fromfromthe the courthouse.courthouse.

Now scans Now scans and digitally and digitally images all images all vital records vital records making making retrieval retrieval quick and quick and efficient.efficient.

Students Learn and Earn!

First in Michigan to create online CCW system!First in Michigan to create online CCW system!

OnlineOnlineResolutionsResolutions

Improved the Improved the process of process of recording recording real estate real estate records by records by accepting accepting electronic electronic filing of filing of deeds, deeds, mortgages mortgages and other and other real estate real estate records.records.

Plat ScanningPlat Scanning

Web Web videosvideos

32 National Association of Counties 32 National Association of Counties Achievement AwardsAchievement Awards

2010 -- Program Helps Veterans’ Survivors Receive Benefits2010 -- Linking Septic Data to Land Data Improves Inspections2010 -- Jurors are Given Pagers, Boosting the Local Economy2010 -- Google Implementation Improves Operations for Clerk’s Office2009 -- Web Videos Improve Customer Service2009 -- Register of Deeds Electronic Entry Book Fights Fraud2008 -- Questions Answered in Clerk's Online chat room2008 -- Online Absentee Ballot Tracking Promotes Voting, Accountability2008 -- Nine Day Work Schedule Improves Customer Service2008 -- Concealed Pistol License System - Applicants Track Status Online2008 -- Services Provided at Local Libraries - Mobile Office Convenient

32 32 NaCoNaCo AwardsAwards2007 -- Student Election Inspectors Learn and Earn 2007 -- Online Campaign Finance Reports - More Disclosure, Compliance2007 -- Online Birth Record Verification - Less SSA Paperwork, Less risk2006 -- Library Materials Delivered to Jurors Via Internet Request2005 -- Jury Room Uses Bar Codes2005 -- County Sponsors Vital Records Informational Seminar2005 -- Circuit Court Cast Index and Docket Entries on Internet2005 -- County Offers Free SMART Bus Rides to Jurors2000 -- Campaign Finance Workshops1999 -- PPO Assistance Center Aids Public in Filing Court Papers 1997 -- Election Results on the Internet1996 -- Register of Deeds Debuts Office of the Future1996 -- Improved Counter Service for Circuit Court Customers1996 -- Computer Selection of Judges Protects Court Integrity"1995 -- Election Night Hot-Line"1994 -- Customer Service Area Renovation"1994 -- Cross-Training of Vital Records Employees"1994 -- County Clerk's Annual Report"1994 -- Clerk's Office Services Brochure"1994 -- 1993 Macomb County Directory"1993 -- Military Records and Docs for the Genealogical Researcher

Charter Commission 2009Charter Commission 2009

Sheriff Appointment CommitteeSheriff Appointment Committee

Increasing Access to the BallotIncreasing Access to the Ballot

FastPassFastPass

Elance.comElance.com

Online Concealed Pistol LicenseOnline Concealed Pistol License

Emergency Contact BinderEmergency Contact Binder

Online Chat ServiceOnline Chat Service

Online Marriage LicenseOnline Marriage License

Oaths of OfficeOaths of Office

Press in 2009Press in 2009

Unemployment services video streamingUnemployment services video streamingBill makes voting easier for overseas soldiersBill makes voting easier for overseas soldiersCharter Commission Charter Commission –– good clerk press, prestige boostgood clerk press, prestige boostPaging all jurorsPaging all jurorsStudent Election Inspectors continue successStudent Election Inspectors continue successMacomb County Clerk registers high school studentsMacomb County Clerk registers high school studentsMobile officeMobile officeEarly voting letter to the editorEarly voting letter to the editorMost local clerks opt to do their jobsMost local clerks opt to do their jobs

Budget Cuts Budget Cuts –– Balanced ApproachBalanced Approach

REVENUE = $5.7 MillionREVENUE = $5.7 Million

EXPENSES = $5.6 MillionEXPENSES = $5.6 Million

Budget Cuts Budget Cuts –– Balanced ApproachBalanced Approach

Start at the top Start at the top –– administrative cutsadministrative cutsStaff cutsStaff cutsPublic Public –– fees, office hoursfees, office hours

Budget CutsBudget Cuts

Cut administrative staffCut administrative staffCut nonCut non--union positionsunion positionsCut supervisorsCut supervisorsCut union positionsCut union positions

Clerk / Register of Deeds 78 staff in 2011.

01020304050607080

2008 2011

ClerkRegister

20% of positions cut since 2008

Budget Budget -- SalariesSalaries

Average (including the boss):Average (including the boss):

Clerk / Reg. Deeds Clerk / Reg. Deeds $39,109.97$39,109.97

Most clerks have a salary of $33,465Most clerks have a salary of $33,465

Budget Budget -- SalariesSalaries

Average:Average:Executive:Executive: $83,444.17$83,444.17Prosecutor: Prosecutor: $68,741.30$68,741.30Public Works: Public Works: $56,703.26$56,703.26Sheriff: Sheriff: $53,730.51$53,730.51Treasurer: Treasurer: $47,109.38$47,109.38Clerk / Reg. Deeds Clerk / Reg. Deeds $39,109.97$39,109.97

Building for the FutureBuilding for the Future

Vision:Vision:ServiceService: Provide prompt, friendly and : Provide prompt, friendly and convenient customer service. convenient customer service.

SecuritySecurity: Secure public records, and: Secure public records, and

InnovationInnovation: use innovation to offer efficient, : use innovation to offer efficient, costcost--effective government.effective government.

Clerks Office of the FutureClerks Office of the FutureRegister of DeedsRegister of Deeds

Register of Deeds Antifraud Consumer Register of Deeds Antifraud Consumer Protection NoticesProtection NoticesTract index Tract index –– tax ID/description verificationtax ID/description verificationOnline parcel legal description verificationOnline parcel legal description verification

ClerkClerk’’s office of the futures office of the futureCourt SectionCourt Section

Electronic filingElectronic filingSelfSelf--service kiosksservice kiosksText message or voice mail service for Text message or voice mail service for attorneys when case is calledattorneys when case is calledMessage board in lobby so Message board in lobby so attorneys/clients can find each otherattorneys/clients can find each otherImagingImaging

ClerkClerk’’s office of the futures office of the futureVital RecordsVital Records

Online notary bond searches for fraud Online notary bond searches for fraud preventionpreventionOnline Oath of Office databaseOnline Oath of Office databaseBirth record welcome kitBirth record welcome kitMarriage license kitMarriage license kitVanity Frames to raise fundsVanity Frames to raise fundsAutomatic data entry from online appsAutomatic data entry from online apps

ClerkClerk’’s office of the futures office of the futureJury RoomJury Room

Pay jurors in cashPay jurors in cashPick your own jury datePick your own jury datePrint your own questionnairesPrint your own questionnaires

Clerks Office of the FutureClerks Office of the FutureElectionsElections

Online voter registrationOnline voter registrationPoll worker training and testingPoll worker training and testingElection results Web servicesElection results Web servicesVoter registration drivesVoter registration drivesOnline searching of individual donors like Online searching of individual donors like at the state and federal levelat the state and federal level

Clerks Office of the FutureClerks Office of the Future

Open Meetings Open Meetings –– audio/video streamingaudio/video streamingIntranet training and certification for staffIntranet training and certification for staffOnline procedure manualsOnline procedure manualsCrossCross--trainingtraining

ClerkClerk’’s office of the futures office of the futureVital RecordsVital Records

SelfSelf--service kiosksservice kiosksDriveDrive--thru Windowthru WindowAdvisory BoardsAdvisory Boards–– Register of DeedsRegister of Deeds–– Death RecordsDeath Records–– Court SectionCourt Section

Online Voter RegistrationOnline Voter Registration

Super IndexSuper Index

Online InOnline In--Court CheckCourt Check--InIn

Historical Election Results OnlineHistorical Election Results Online

Questions?Questions?

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