County Treasurer Policy and Procedure Insights

New Treasurer Policy and Procedure Creation Format and Image taken from Mark CZ Czelusta presentation

How I Feel Every Day Since Starting on Nov 6th 2023

Appointed by BOCC County hired resource to provide help with managing office and helping with transition Young team Deputy Treasurer - 4 years in the office self taught Fiscal Specialist - 1 year Fiscal Specialist 7 months PT expert left in July Why this topic? Why me? Engaged with our attorney s office (one for treasurer, one for PT) Noticed policy and procedures intertwined A lot of information (electronic and paper) saved as back up. Begs the question for what purpose - Looking at processes with fresh eyes encountered, resistance to change, looked to other counties to validate/learn Leveraged association resources to get examples of policies, procedures, forms and realized every county was different

Purpose was to gather information to better understand what other counties were doing Leverage best practices Don t reinvent the wheel Greatest compliment is when someone uses your work product Learn from the experts Holly and Patti for PT Sheila and her team; Lane and her team, Brandi and Marcy Survey

YES 26 or 79% Does your county have a separate Finance Department? Finance handles Accounts Payable, Payroll, Budget, Grants, Managing Audits Treasurer handles bank accounts, collection of taxes; disbursement to authorities, cash flow and investments, remits clerk impress to state The separation of duties is constitutional between the treasurer and the commissioners and finance is a commissioner dept. NO 7 or 21 %

The answers ranged from 1 to over 50 (operating and investment) Separate accounts based on Statute Number of Bank Accounts Laws/policies that require separate accounts Keep department activity separate Ease of reconcilement Separate accounts for Sherriff s office Separate account for Clerk and Recorder

YES 15 or 45% Do You Utilize Sweeps? NO 18 or 55 %

PT Special Reserve; PT Custodial; PT Income; PT Salary Fund (4 accounts) 1 County PT Special Reserve; PT Custodial; PT Income (3 accounts) 4 Counties Public Trustee Bank Accounts PT Special Reserve; PT Custodial (2 accounts) 9 Counties PT Special Reserve (1 account) 12 Counties Other 7 Counties

Made by Department 4 or 12 % Come to Treasurer Office 24 or 73% Deposits Mixture 5 or 15 %

So what do we do with this information? Is there an opportunity and or willingness to develop policies, procedures and processes that can be used across all counties, recognizing inherent differences (iesize of the office)?

a definite course of action adopted for the sake of expediency, facility, etc.: We have a new company policy. Synonyms: rule, principle, strategy Policy - Definition a course of action adopted and pursued by a government, ruler, political party, etc.: our nation's foreign policy.

Statutes define what we must do. Applies to all counties What is the purpose for having a Policy Are there policies that can be used by all counties? Under what circumstances would they be different? What are the consequences if there is a violation of the policy? What would happen if it went away?

noun , Plural proc ess es [pros, -es-iz, -, uh, -siz, -, uh, -seez, proh, -ses-iz, proh, -s, uh, -seez]. a systematic series of actions directed to some end: to devise a process for homogenizing milk. Process - Definition Synonyms: operation verb (used with object) to treat or prepare by some particular series of actions, as in manufacturing. to handle (papers, records, etc.) by systematically organizing them, recording or making notations on them, following up with appropriate action, or the like: to process mail.

Keep it simple/efficient Mitigate risks When is dual control needed Consequence if a step is missed Comply with statutes and or policy Process Improvements Internal to the office or across departments or with other entities Processing tax payments (lock box vs in house) Taking deposits Distributions to taxing authorities Getting information to tax payers Paper, electronic Value/use of your website

an act or a manner of proceeding in any action or process; conduct. Synonyms: management a particular course or mode of action. Synonyms: plan, method, operation Procedures - Definition any given mode of conducting legal, parliamentary, or other business, especially litigation and judicial proceedings. Computers. the sequence of actions or instructions to be followed in solving a problem or accomplishing a task. Also called subprogram. a group of statements that may be used at one or more points in a computer program.

When there is turnover or absence (vacation or illness) task / job can still be completed Written with enough detail that anyone without prior training could execute task by just reading the procedures Images can be helpful Videos are an option (camtasia) Ensure task / job can be completed as needed / expected Prioritize based on risk if task isn t completed timely Distribution/Disbursements must be completed by 10thof the month Enter tax payments timely Cash Flow Customer Service

WCAG Compliance Opportunity to standardize forms and or information posted on websites Build out what is done by the forms committee Expand to include other documents Quarterly PT report to Board (worked with attorney on format based on what was in statute) Letters to Investors HB 24-1056 Brochure Boulder County created on HB24-1056 Tax Investor Briefing (hold sessions that any investor can attend) Delinquency Notices Quarterly Road and Bridge calculations and letters Other Opportunities to collaborate Great Colorado Payback What do you do?

Do We Have the Desire to Continue and what does that look like?