County Clerk

Online Services

County Clerk/Register of Deeds

Mary Hollinrake, County Clerk / Register
Sonya Dean, Chief Deputy Clerk

County Administration Building
300 Monroe Avenue NW
Grand Rapids, MI 49503-2288
Phone: (616) 632-7640
Fax: (616) 632-7645

Kent County Courthouse
180 Ottawa Avenue NW
Grand Rapids, MI 49503-2288
Phone: (616) 632-5480
Fax: (616) 632-5458

Office Hours
Monday-Friday
8:00 AM - 5:00 PM

Mission Statement

Maintain public records for the citizens of Kent County. Disseminate information requested in a proficient, timely manner.

Overview

The Kent County Clerk's Office has three major functions: to manage County elections; to manage vital County records; and to process and maintain all Circuit Court files. The Clerk is Clerk to the Board of Commissioners, and statutorily serves on numerous County boards and commissions. In Kent County, the Clerk is also the Register of Deeds.

The Clerk's Election Division oversees all elections conducted in Kent County including school elections and monitors campaign finance law.

The Register of Deeds Office records all documents pertaining to real property in Kent County, including deeds, mortgages, land contracts, liens and other real estate documents.

The Clerk files, stores, and retains original vital records (i.e., birth, death, and marriage records), and makes certified copies of said records available to the public. The Clerk also processes applications for concealed weapons licenses, notary publics, business registrations and records military discharges. In 2005, the division moved to an imaged system, converting old microfilm documents to digital images, to better serve the public.

As Clerk of the Circuit Court, she keeps the Circuit Court's records. The Clerk opens, maintains, tracks, and stores the records for all cases filed in the Circuit Court including all juvenile court cases. Court files are public records, and may be inspected at the Clerk's court office. Litigants file at the Clerk of the Court's office for divorce, other family matters (e.g., paternity, custody, and juvenile support), civil actions for which the amount of damages exceeds $25,000, and other civil matters over which the Circuit Court has jurisdiction. All felony criminal cases are filed with the Clerk. The Clerk of the Court's financial division processes payments for court-ordered fines, costs, restitution, forensic fees, and other assessments.

Strategic Goals

Politically advocate for stream-lined election laws that improve voting process and enhance the integrity of elections; and
Protect current revenue streams and explore methods to ensure changes in statutory

Operational Goals

To comply with federal and state statutes and rules that govern elections
To process and maintain filings/records in accordance with federal and state statutes and policies to ensure the integrity of the legally deemed vital records of the community
To distribute information requested in a timely manner
To process and maintain filings/records in accordance with federal and state statutes, State Court Administrator's office policies and Michigan Rules of Court to ensure the integrity of records
To provide service and information as to the public record regarding real property located in Kent County
To promptly process and accept for public record all documents received pursuant to the Michigan Recording Act
To research and develop new ways of using technology to improve the input, storage, and retrieval of information

2011 Adopted Uses: $3,857,185

2011 Adopted Revenues: $5,202,300

Department History of Uses

Uses	2008 Actual	2009 Actual	2010 Adopted	2011 Adopted
Personnel	$2,966,478	$2,954,687	$3,011,058	$2,999,328
Commodities	396,615	201,571	328,650	197,500
Contractual Services	106,908	56,225	63,917	62,273
Capital Outlay	1,673	933	1,600	2,800
Special Projects	506,240	452,397	728,851	595,284
Total Uses	$3,977,914	$3,665,813	$4,134,076	$3,857,185

Personnel FTE	52	50	48	46.5

Significant Budget Issues

The budget spikes up during even numbered years due to costs associated with the type of elections held in even numbered years (i.e., state-wide gubernatorial, or presidential elections).

One vacant full-time Clerk II position was eliminated from Vital Records for 2011 and one Clerk Typist II in the Register of Deeds may be eliminated in June 2011 due to retirement for a net decrease in FTEs of 1.5.

Significant Accomplishments

Implemented new Online Marriage Application, gives ability to apply for a marriage license online.

Implemented E-Record, gives ability to electronically record documents pertaining to real estate.