Reduced Fee Birth Certificates Initiative in Oakland County

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In Oakland County, a program has been implemented to waive or reduce fees for birth certificates, reducing barriers for individuals to obtain essential identity documents needed for services such as state ID and social security. Non-profit agencies often struggle to budget for these documents, making it challenging for low-income individuals. The initiative aims to make birth certificates more accessible for housing assistance and other services in Michigan.

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VITAL DOCUMENTS Fee Waived/Reduced Birth Certificates to Reduce Barriers to Obtaining Identity Documents

OAKLAND COUNTY FEE WAIVED/REDUCED BIRTH CERTIFICATES Lisa Brown Oakland County Clerk and Register of Deeds Debra Hendren Director of Community Programs and Outreach Community Housing Network Elizabeth Kelly CEO HOPE Shelter

SECURING IDENTITY DOCUMENTS WHERE DO YOU BEGIN?

THE NEED Non profit agencies rarely include line item in budget for birth certificates and other identity documents A birth certificate is a basic document necessary to acquire state ID, social security card, etc. Needed to prove the individual s citizenship and qualify the person for services Cost prohibitive for individuals with no/low income to purchase birth certificates for all family members

BIRTH CERTIFICATES ARE NECESSARY FOR EACH FAMILY MEMBER FOR HOUSING ASSISTANCE Depending on the MI county, birth certificate fees range from $10 to $25 Purchasing a birth certificate through Michigan Department of Health and Human Services costs $34 plus a rush fee of $12 if you need it sooner Purchasing a MI birth certificate online is through VitalCheck and costs $46+ plus $11.50 credit card fee and $12 State of MI rush fee Senior citizens can only get a reduced fee from the state on their own birth certificates, not for other family members

THE ROLE OF THE COUNTY CLERK IN ISSUING VITAL DOCUMENTS

HOW IS THE VITAL DOCUMENT FEE SET? MCLA 333.2891 County Board of Commissioners

WHY DID OAKLAND COUNTY DECIDE TO OFFER A FEE REDUCED/WAIVED BIRTH CERTIFICATE?

ROLE OF THE OAKLAND COUNTY CLERK IN SECURING THE FEE WAIVER/REDUCTION FOR COUNTY ISSUED BIRTH CERTIFICATES *GENERAL GOVERNMENT COMMITTEE MISCELLANEOUS RESOLUTION #14049 BY: Commissioner Marcia Gershenson, District #13 IN RE: BOARD OF COMMISSIONERS OAKLAND COUNTY CLERK/REGISTER OF DEEDS DISCOUNTED FEE POLICY AND APPLICATION PROCESS To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS Oakland County is rebounding from the economic downturn. The 2010 Census shows that 11% percent of children under the age of 17 are living with families whose income was below the poverty level; and WHEREAS many indigent residents are unable to afford the fees for, and need copies of, vital records in order to enroll children in school, gain employment, qualify for housing and state assistance, and obtain a state identification card; and WHEREAS the cost of obtaining vital records, such as birth certificates, marriage licenses, and death certificates may impose a financial hardship on individuals who are homeless and families with limited financial resources; and WHEREAS the Michigan Public Health Code, Public Act 358 of 1978 [MCL 333.2891(16a)] provides that the governing body of a local governmental unit that has jurisdiction over a local registrar may adopt a system of fees for the local registrar that provides for fees less than or equal to the fees set forth [by the State] ; and WHEREAS the Oakland County Clerk/Register of Deeds Vital Records Department is responsible for, amongst other duties, recording and safeguarding birth, death, marriage documents; and WHEREAS the Oakland County Board of Commissioners has previously established policies to provide services to Oakland County residents regardless of the individual s ability to pay, in which discounts are offered based upon household income and size and WHEREAS the principle of a discounted or waived fee would be appropriate to assure that individuals in need of access to their vital records are not denied this documentation due to an inability to pay. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners, hereby approves adjustments to the Oakland County Clerk/Register of Deeds fee schedule, to establish the following: 184 Commissioners Minutes Continued. April 30, 2013 Discounted Fee Policy It is the policy of the Oakland County Clerk/Register of Deeds office to provide s Discounted Fee Policy It is the policy of the Oakland County Clerk/Register of Deeds office to provide services and copies of documents regardless of the Oakland County resident s ability to pay. Upon presentation of a letter by an accredited agency or other documentation evidencing financial hardship, the Oakland County Clerk/Register of Deeds may reduce or waive the fee for needed vital records. BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners, through the General Government Committee, shall review the Oakland County Clerk/Register of Deeds discounted fee policy every three (3) years. BE IT FURTHER RESOLVED that the Oakland County Clerk/Register of Deeds is requested to forward copies of this adopted resolution to the Oakland County Clerk/Register of Deeds. Chairperson, we move the adoption of the foregoing resolution. MARCIA GERSHENSON, TOM MIDDLETON, SHELLEY TAUB, JEFF MATIS, KATHY CRAWFORD, MATTIE HATCHETT, BILL DWYER

OTHER BIRTH CERTIFICATE ISSUES Social Security Administration on MI birth records prior to 1979

OAKLAND COUNTY FEE WAIVER/REDUCED PROCESS Date Oakland County Clerk/Register of Deeds 1200 N. Telegraph Pontiac, MI 48341 Dear Oakland County Clerk/Register of Deeds: Please be advised that Oakland County resident (Name of Guest/Consumer/Client, DOB) qualifies to have fees waived for this individual s requested vital record, pursuant to Oakland County Miscellaneous Resolution #14049. Resolution #14049 states: It is the policy of the Oakland County Clerk/Register of Deeds office to provide services and copies of documents regardless of the Oakland County resident s ability to pay. Upon presentation of a letter by an accredited social services agency or other documentation evidencing financial hardship, the Oakland County Clerk/Register of Deeds may reduce or waive the fee for needed vital records. If you have any questions related to this request, please feel free to contact me at (PHONE NUMBER) or (EMAIL ADDRESS). Thank You for your assistance in this matter. Sincerely,

TIPS FOR WORKING WITH YOUR COUNTY CLERK TO ADVOCATE FOR FEE WAIVED/REDUCED BIRTH CERTIFICATES Continuum of Care creates a committee Identify someone from the CoC to meet with your County Clerk Small group from the CoC ID committee meets with key members of the Board of Commission

ADVOCACY 101-KNOW YOUR NUMBERS! Know your county s poverty rate Survey human service agencies on how many birth certificates they typically need/buy from your county for clients. Reassure your county officials that most of the county s citizens will not need this assistance. Know how many clients your county s non-profit agencies move from homeless to housed in a year

ADVOCACY 101-IDENTIFY YOUR SUPPORTERS Have CoC agencies prepare email lists including board members, faith communities, supporters, etc. (Constant Contact or other e-newsletter vehicle works well for this) Write a couple of sample emails to send to the Board of Commission to educate and advocate. Share these sample emails with each organization in the continuum and beyond. Volume is important to advocacy!

ADVOCACY 101ATTEND COMMITTEE AND BOARD OF COMMISSION MEETINGS Identify spokespersons who are both data driven and can personalize the situation with a real life story Make sure that your testimony is also written that can be left behind as part of the record THANK THE COUNTY CLERK AND BOARD OF COMMISSION WHEN THIS RESOLUTION IS PASSED!