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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Assessor-County Clerk-Recorder
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DATE:
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March 25, 2005
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BOARD MEETING DATE:
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April 12, 2005
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Four-fifths vote
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TO:
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Honorable Board of Supervisors
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FROM:
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Warren Slocum, Assessor-County Clerk-Recorder
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SUBJECT:
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Appropriation Transfer Request ($531,958)
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RECOMMENDATION:
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Approve an Appropriation Transfer Request transferring $328,500 within the Election Services budget unit, from the Unanticipated Revenue to the Services & Supplies accounts, and transferring $203,458 within the Clerk-Recorder budget unit, from the Unanticipated Revenue-Micrographic Conversion to the Services & Supplies and Other Charges accounts.
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government
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Goals 20 and 21: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain; and County employees understand, support and integrate the County vision and goals into their delivery of services.
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This ATR will fund statutory election-registration services and targeted investments to improve operational efficiencies and enhance and expand service delivery involving maintenance of and access to records archives of this and other departments and to our departmental databases.
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BACKGROUND:
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Each Department must balance each of its Budget Units at the Object (account) level. Projected expenditures that will exceed an account’s original appropriation must be offset by transferring existing, unencumbered funds from another account.
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Planned expenditures on Services & Supplies by the Elections and Clerk-Recorder Divisions will exceed current appropriations.
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DISCUSSION:
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Projected Elections Division costs include: (1) accrued cost increases to conduct the November 2, 2004 Presidential General Election, due to record-breaking voter participation and unusual ballot printing costs (full text of Measure A); and (2) special elections called for March, May and June, 2005. Offsetting funds will come from billings to participating districts (unanticipated revenue).
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Our July 1, 2004 assumption of responsibility for the Countywide Records Center, the concurrent relocation of our departmental records warehouse, subsequent records center service enhancements, and our on-going migration to electronic documents have escalated costs for the Clerk-Recorder Division: (1) miscellaneous records warehouse relocation and customer service enhancements; (2) license and maintenance of additional FileNet software for record-scanning operations; (3) consultation services by Bartig, Basler & Ray to select and plan the implementation of a record inventory management system;.(4) analytical services by RS Computer Associates to evaluate existing SouthTech electronic document management system; (5) imaging services by ImageMax for Vital Records; and (6) purchase and maintenance of a Dell server to support expanded database reporting. Offsetting funds will come from the statutory fee allocated to the Recorder’s Modernization Trust Fund (unanticipated revenue).
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FISCAL IMPACT:
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There will be no Net County Cost. Appropriation increases will be offset by existing unanticipated revenues within the Assessor-County Clerk-Recorder budget unit.
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