El Paso County Clerk and Recorder Office Organizational Overview
Explore the organizational structure and operations of the El Paso County Clerk and Recorder Office, including departments like Motor Vehicle, Elections, Recording, Communications, and Finance. Learn about services provided, such as vehicle registration, elections administration, document recording, and more.
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Presentation Transcript
2020 Budget Presentation Clerk and Recorder s Office Chuck Broerman, El Paso County Clerk and Recorder October 15, 2019
Organizational Chart Our Office seeks to provide the best customer service possible, and to maximize our efficiencies. Our ability to do so is primarily attributable to our amazing staff. The chart on the next page outlines our organizational structure. We truly could not do what we do without them. 2 Clerk and Recorder
Organizational Chart 3 Clerk and Recorder
Operations Motor Vehicle The Motor Vehicle Department helps citizens register their vehicles, process registration renewals, renew driver s licenses, and issues plates and placards. El Paso County has five offices including one on Fort Carson and is the only county in the state to offer Saturday services, as well as a 24/7 registration renewal kiosk. Elections Elections oversees and administers elections for El Paso County. The award-winning department maintains the voter registration system for the County, prepares and mails ballots, hosts Voter Service and Polling Centers, and provides accurate results for elections. Elections may also administer elections for special districts as requested. 4 Clerk and Recorder
Operations Recording Recording is responsible for recording, indexing, copying, and preserving permanent public documents primarily real estate records. The Recording Department is also responsible for issuing marriage and civil union licenses in El Paso County. Clerk to the Board The Clerk to the Board records the proceedings and decisions of the Board of County Commissions, as well as prepares the agenda and maintains minutes for the meetings. The Clerk to the Board is also the contact for liquor and medical marijuana licensing matters for unincorporated El Paso County, and for property tax appeals to the Board of Equalization. 5 Clerk and Recorder
Operations Communications Reviews and answers inquiries from the press, public, and other groups; fulfills Colorado Open Records Act requests made to the Clerk s Office; informs the public through outreach and other programs; tracks Clerk related legislation and potential impact to operations, and more Operations - Supports all other departments within the Clerk s office by maintaining facilities, offering office specific technical support, and ordering supplies; provides logistical support to open Voter Service and Polling Centers, office locations, and more Finance Tracks, accounts for, and disperses revenue; administers payroll and benefits 6 Clerk and Recorder
Mandates/State Statutes Required Clerk s Office & fees Title 30-1-103, C.R.S. Motor Vehicle (including Driver s License) is governed by Title 42, C.R.S. Elections is governed by Title 1, C.R.S. Recording is governed by Title 30, C.R.S., but also includes Title 38 and Title 14, C.R.S. Clerk to the Board of County Commissioners is governed by Title 30, C.R.S.; Board of Equalization is covered by Title 39, C.R.S. 7 Clerk and Recorder
Strategic Plan Goals Elections Install 19 additional 24/7 ballot Boxes in 2020 Increase number of Voter Service and Polling Centers (VSPC) by 4 for the 2020 election cycle Reduce wait times at VSPC to less than 15 minutes at all locations Statewide Ballot Judge Recruitment and Retention VSPCs on college campuses Motor Vehicle Increasing staff levels and improving retention Updating and improving our training model Decreasing wait-times and backlog volumes to a sustainable level year round Recording Manually enter Marriage Index into Aumentum (years 1858-1920) Still working on this goal Have microfilm processed images available to staff and customers Still working on this goal Manually Importing Marriage Images into Aumentum (1996 going backwards) 8 Clerk and Recorder
Operating Indicators 2018 Actual 2019 Estimated 2020 Projected Documents recorded Documents processed 150,316 159,000 163,800 192,550 198,000 203,900 Vehicles Registered 595,513 603,000 611,000 Drivers Licenses Issued 98,780 89,000 80,000 (year to date data shows down trending 9,000 deficit) Number of precincts 282 291 291 VSPC 32 7 (coordinated) 11 (Presidential Primary) 8 (State Primary) 35 Registered Voters 411,392 404,761 465,503 435,924 (Pres. Primary) 437,258 (State Primary) Earned TV Media $296,598 $100,000 $300,000
Operating Indicators DL Avg Wait Times 40.00 35.00 30.00 25.00 DL Avg Wait Time 20.00 15.00 10.00 5.00 0.00 11/1/18 11/8/18 11/15/18 11/22/18 11/29/18 12/6/18 12/13/18 12/20/18 12/27/18 1/3/19 1/10/19 1/17/19 1/24/19 1/31/19 2/7/19 2/14/19 2/21/19 2/28/19 3/7/19 3/14/19 3/21/19 3/28/19 4/4/19 4/11/19 4/18/19 4/25/19 5/2/19 5/9/19 5/16/19 5/23/19 5/30/19 6/6/19 6/13/19 6/20/19 6/27/19 7/4/19 7/11/19 7/18/19 7/25/19 8/1/19 8/8/19 8/15/19 8/22/19 8/29/19 9/5/19 9/12/19 9/19/19 9/26/19 10/3/19
Operating Indicators Titles Avg Wait Time 90.00 80.00 70.00 60.00 50.00 40.00 Titles Avg Wait Time 30.00 Linear (Titles Avg Wait Time) 20.00 10.00 0.00 11/1/18 11/8/18 11/15/18 11/22/18 11/29/18 12/6/18 12/13/18 12/20/18 12/27/18 1/3/19 1/10/19 1/17/19 1/24/19 1/31/19 2/7/19 2/14/19 2/21/19 2/28/19 3/7/19 3/14/19 3/21/19 3/28/19 4/4/19 4/11/19 4/18/19 4/25/19 5/2/19 5/9/19 5/16/19 5/23/19 5/30/19 6/6/19 6/13/19 6/20/19 6/27/19 7/4/19 7/11/19 7/18/19 7/25/19 8/1/19 8/8/19 8/15/19 8/22/19 8/29/19 9/5/19 9/12/19 9/19/19 9/26/19 10/3/19
Operating Indicators Military Avg Wait Time 45.00 40.00 35.00 30.00 Military Avg Wait Time 25.00 20.00 15.00 10.00 5.00 0.00 11/1/18 11/8/18 11/15/18 11/22/18 11/29/18 12/6/18 12/13/18 12/20/18 12/27/18 1/3/19 1/10/19 1/17/19 1/24/19 1/31/19 2/7/19 2/14/19 2/21/19 2/28/19 3/7/19 3/14/19 3/21/19 3/28/19 4/4/19 4/11/19 4/18/19 4/25/19 5/2/19 5/9/19 5/16/19 5/23/19 5/30/19 6/6/19 6/13/19 6/20/19 6/27/19 7/4/19 7/11/19 7/18/19 7/25/19 8/1/19 8/8/19 8/15/19 8/22/19 8/29/19 9/5/19 9/12/19 9/19/19 9/26/19 10/3/19
2020 Critical Needs Motor Vehicle Phone System Upgrade $85,000 2 FTE s for Motor Vehicle Phone Bank $66,743 State Computers for Motor Vehicle Department $10,400 Kronos Payroll Upgrade for Elections Department $120,000
Budgetary Highlights Budgetary Constraints Competitive Compensation for employees 14 Clerk and Recorder
Base Budget and Critical Needs Other Internal changes1 2019 One- time Funding 2020 Requested Budget 2019 Budget - OAB On-going Base Budget 2020 Critical Needs Description C&R Operations Motor Vehicles Elections Drivers Licenses CAR Administration CAR Recording CAR Clerk to the Board Clerk & Recorder 702,870 4,074,832 2,074,087 380,372 602,035 506,677 249,043 8,589,916 (15,000) 687,870 4,074,832 2,074,087 380,372 602,035 506,677 249,043 8,574,916 687,870 4,074,832 2,074,087 380,372 602,035 506,677 249,043 8,574,916 0 (15,000) 0 1. Neo Gov to HR No 2020 critical needs funded from General Fund All will be funded from restricted fees 15 Clerk and Recorder
Operation Request County Personnel Election Judge Assistance Up to 125 employees for Election Monday and Election Day 16 Clerk and Recorder
Questions? 17 Clerk and Recorder
