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JEFFERSON COUNTY 2019 BUDGET REQUEST
BUDGET/PROGRAM: AUDITOR’S O & M
RCW 36.22.160 Findings – 1989 c 204: states, "The legislature, finding in this centennial year that many old documents recorded or filed with county officials are
deteriorating due to age and environmental degradation and that such documents require preservation in the public interest before they are irreparably damaged, enacts the
centennial document preservation act of 1989."
Pursuant to RCW 36.22.170, this fund was established for the purpose of installing and maintaining an improved system for copying, preserving, and indexing historical
documents recorded in the County. Such a system may utilize the latest technology including photo micrographic and computerized electronic digital storage methodology.
RCW 36.22.170 - Surcharge for preservation of historical documents – Distribution of revenue to county and state treasurer – Creation of account: states,
(1)(a) Except as provided in (b) of this subsection, a surcharge of five dollars per instrument shall be charged by the county auditor for each document recorded which will be
in addition to any other charge authorized by law. One dollar of the surcharge shall be used at the discretion of the county commissioners to promote historical preservation or
historical programs, which may include preservation of historic documents.
(b) A surcharge of two dollars per instrument shall be charged by the county auditor for each document presented for recording by the employment security department, which
will be in addition to any other charge authorized by law.
(2) Of the remaining revenue generated through the surcharges under subsection (1) of this section:
(a) Fifty percent shall be transmitted monthly to the state treasurer who shall distribute such funds to each county treasurer within the state in July of each year in accordance
with the formula described in RCW 36.22.190. The county treasurer shall place the funds received in a special account titled the auditor's centennial document preservation
and modernization account to be used solely for ongoing preservation of historical documents of all county offices and departments and shall not be added to the county
current expense fund; and
(b) Fifty percent shall be retained by the county and deposited in the auditor's operation and maintenance fund for ongoing preservation of historical documents of all county
offices and departments.
MISSION: The Jefferson County Auditor’s Office is an inspired team recognized for its exceptional customer service. We strive to be innovative and exceed
expectations. We treat everyone with trust and respect. Our staff is key to our success, and we create opportunities for them to achieve their best.
Account Number Name
2016
Actual
2017
Actual
2018
Budget
2018
Amended
2019
Department
Request ADD/(Delete) MEMO
Revenues
Estimated 2019 Beginning Fund Balance 22,000
105000010.33604.11.0000 AUDITORS CENTENNIAL DOCUMENT PRESERV 48,061 51,150 49,058 49,500
105000010.34121.10.0000 RECORDING LEGAL INSTRUMENTS 3,410 3,481 3,391 4,406
105000010.34121.30.2018 ENDING HOMELESSNESS - AUDITOR 1,385 1,407 1,375 8,406
105000010.34121.31.0000 AUDITOR ENDING HOMELESSNESS 2% 07/09 2,651 2,727 2,647
105000010.34121.32.0000 ENDING HOMELESSNESS AUDITOR 2% 9/2012 1,326 1,364 1,324
105000010.34136.00.0000 AUDITOR'S DOCUMENT PRESV SURCHARGE 17,185 17,468 17,294 17,920
105000010.36111.00.0000 INVESTMENT INTEREST 324 386 248 248
Total Revenues 74,342 77,983 75,337 102,480
AUDITOR’S O & M
JEFFERSON COUNTY 2019 BUDGET REQUEST
Account Number Name
2016
Actual
2017
Actual
2018
Budget
2018
Amended
2019
Department
Request ADD/(Delete) MEMO
Expenditures
Estimated 2019 Ending Fund Balance
17,568
105000010.51410.10.0000 SALARIES & WAGES 26,146 16,361 16,897 17,657 17,657
105000010.51410.20.0000 PERSONNEL BENEFITS 10,407 6,881 7,836 7,836 7,875
105000010.51410.31.0010 OFFICE SUPPLIES 636 657 2,500 2,500 2,000
105000010.51410.43.0000 TRAVEL 0 0 500 500 600
105000010.51410.48.0020 MAINTENANCE AGREEMENT - TYLER 72,847 46,467 46,606 46,606 35,548
105000010.51410.49.0010 MICROFILM, PROCESSING & DUPLICATION 1,632 1,671 4,500 4,500 4,500
105000010.51410.49.0020 MICROFILMING-SPECIAL PROJECTS 0 0 10,000 10,000 5,000
105000010.51410.95.0000 INFORMATION SERVICES 9,101 12,290 13,184 13,184 11,132
105000010.51423.49.0040 SCHOOLS AND SEMINARS 160 375 500 500 600
105000010.59414.64.0010 CAPITAL EQUIPMENT 10,223 2,136 3,000 3,000
Total Expenditures 131,152 86,838 105,355 106,283 102,480
STAFFING:
2016
Actual
2017
Actual
2018
Budget
2018
Amended
2019
Request
.54 .38 .38 .38 .38
2019 GOALS & OBJECTIVES:
Continue project of indexing scanned documents for the years 1984 back to 1872, and uploading them to the Internet. Continue bringing on e-recording vendors.
AUDITOR’S O & M
JEFFERSON COUNTY 2019 BUDGET REQUEST
PERFORMANCE INDICATORS:
Capital Purchases:
2016 - Additional Server; move from oracle to sequel; eRecording on line 28,717
2016 – Replace Colortrac Wide Format Scanner – Surveys Downstairs 10,223
2015 – Replace Scanner & Microfiche Reader 24,630
1999 – 2013 Various departments 461,458
Special Projects:
1996 Treasurer’s Excise Tax Affidavits 4,090
1997 Superior Court Records through 1996 14,764
2001 Clerk’s & DCD Imaging , 7,707
2002 Treasurer’s Excise Tax Affidavits , 9,757
2003 Superior Court Records $25,043; Auditor 5,061
2007 Auditor’s Records 1985-1997 - $15,178 15,178
2008 Assessor’s Imaging 5,821
2008 Public Works Imaging 6,648
2010 Auditor Scanning Project from beginning of
Recording Department through 1984 - 1985 to
current already scanned and indexed 31,358
2010 Clerk’s Film Scan to Digital Reel 2,722
2011 Auditor Database Support 2,728
2011 Auditor Microfilming 207
2012 DCD 244
2015 Assessor 3,544
SUMMARY OF KEY FUNDING/SERVICE ISSUES:
The Recording Division has expanded their project of indexing scanned documents for the years 1984 back to 1872, and uploading them to the Internet. We have moved 15
hrs/wk of our recording staff’s time to Auditor’s O & M to enable us to continue with this project.
In 2016, an additional server was required – ran out of room; oracle no longer being supported had to move to sequel; eRecording came on line. The large format scanner used
to scan in large surveys was also replaced.
In 2015, replacement of the microfiche machines was required due to broken machines & poor quality along with not being able to get service or parts.
We will continue to look for ways in which to streamline our processes, incorporate technology (i.e. e-recording) and utilize sound management practices to maintain top notch
services.