HomeMy WebLinkAbout20011968.tiff RESOLUTION
RE: APPROVE CHANGE IN HOURS OF OPERATION FOR WELD COUNTY CLERK AND
RECORDER, MOTOR VEHICLE DEPARTMENT
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, Section 30-10-109, C.R.S., 1973, provides that all County offices shall be
opened at least eight hours per working day as established by the Board of County
Commissioners, and
WHEREAS, a recent management study of the Weld County Clerk and Recorder's
Office recommended the Motor Vehicle Department have office hours of 7:30 a.m. to 5:30 p.m.,
Monday through Friday, and
WHEREAS, the Clerk and Recorder recommends the hours of operation be changed
from 7:30 a.m. to 5:00 p.m. to better serve the public.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Motor Vehicle Department will have hours of 7:30 a.m.
to 5:00 p.m., Monday through Friday, excluding holidays.
BE IT FURTHER RESOLVED the change in hours of operation will become effective
August 6, 2001.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 23rd day of July, A.D., 2001.
BOARD OF COUNTY COMMISSIONERS
WELD CO TY, COLORADO
ATTEST: L- .i;Y W/ .t\
M. J. eile, C air
Weld County Clerk t. � �'• ���°�.,
4 Glenn Vaad, ro-
BY: / - . .
Deputy Clerk to the Bo!iri EXCUSED DATE OF SIGNING (AYE)
Willi.pa H Jerke
APP�,OVE AS TO.F : cA 6-1.7
David E. Long
un ttorn y EXCUSED
Robert D. Masden
Date of signature:Date of full execution: gt2-
2001-1968
C' BC0031
4tot J.A. "SUKI" TSUKAMOTO
to WELD COUNTY CLERK & RECORDER
1402 NORTH 17TH AVENUE
lk P.O. BOX 459
GREELEY, COLORADO 80632 WEBSITE:FAX:N(9 O)735 .co.us
196440
COLORADO
July 18, 2001
Mike Geile, Chairman of the Board
Board of County Commissioners
915 10th Street
Greeley, CO 80631
Dear Mike,
According to the Management and Organizational Study of the Weld
County Clerk & Recorder's Office done in December 1999, item #7-
Hours of Work starting at the bottom of page 22 and commencing on
page 23, "it is recommended that the Motor Vehicle office open the
doors to the public at 7:30 am and close the doors at 5:30 pm".
(Attached is a copy.) This was implemented on February 14, 2000, and
is still currently effective.
I think that the staff of the Clerk & Recorder's Office has made every
effort to serve the public. We have been keeping track of customers
coming in between 5:00 pm to 5:30 pm for four to five months. We
have found that many days we have one to five customers.
2001-1968
Here are the reasons why the Motor Vehicle Department hours should
be changed to 7:30 am to 5:00 pm:
#01-Our office serves the public the best we can and we have
found the reasons listed below beyond our control.
✓Insurance companies (customer forgot to bring in proof of
insurance and we do a courtesy call requesting they fax us a
copy only to find out that they are already closed),
✓Car dealers (calling to check if they have the title
application papers or if we can extend the temporary permit
only to find out that the title clerk has gone home for the
day),
✓Banks and financial institutions (calling the loan section to
locate title application papers only to find out they are
closed),
✓Motor vehicle department in other counties (closes at
4:30 pm or 5:00 pm),
✓Department of Revenue (Title and Registration Section
closes at 5:00 pm),
✓Weld County Treasurer's Office (original of
Authentication of paid ad valorem taxes for a mobile home
when a new purchaser wants to make title application and
they close at 4:30 pm),
✓Weld County Assessor's Office (need a copy of form
#301 tax payment to the assessor for a special mobile
machinery that is listed on their personal property tax and
they are closed),
✓Weld County Recording Department (if a customer wanted
to get honorable discharge plates and would need a copy of
his DD214 they close at 5:00 pm),
In the Recording Department, there are instances when a customer needs
a copy of a document but does not have enough information. We
suggest going to the Assessor's Office to obtain the numbers that they
need for us to find the document, but the Assessor's Office closes at
4:30 pm. In this instance, how are we to give the best customer service?
#02-Office meetings. One of the purposes of the office meetings
is to get feedback from the clerks and share rare experiences.
Having the meeting at two different times would NOT be
beneficial because each group would not be able to listen and
share what the other had to say. Through experience, we have
found that it is more beneficial to have one meeting with every
clerk in attendance. In order for this to be accomplished, the
clerks are working from 7:15 am to 6:00 pm. The meetings are
scheduled in a segment of 30 minutes in the morning and
afternoon.
#03-Day care is a concern for the parents with young children.
They are having to pay extra money for time over the regular
hours of 5:00 pm or 5:30 pm.
#04-Cost effective. During the hours of 5:00 pm through
5:30 pm, we average two to three customers. Although there is
work to be done, we have to turn customers away because of
reason #01 .
#05-I would like to purpose the office hours to be changed from
7:30 am to 5:00 pm for more effective and efficient customer
service. If the office hours would be changed from 7:30 am to
5:00 pm, with an early shift from 7:15 am to 4:15 pm and the late
shift from 8:15 am to 5:15 pm, we would have more clerks on both
shifts to service the public. Currently, we have three shifts with
less clerks to open and close.
Due to these reasons, it is more detrimental for our office to send the
customer away because we cannot serve them. Thank you for listening
and for being available to schedule this work session.5S• cerely
A. " u i" Tsukanrota—'
Weld County Clerk & Recorder
focused on the matter. Telephone companies are willing to take time to train staff
in handling the telephone. In this office I can understand why you would not want
to place a new employee in the position of handling questions about that which
they have not been trained, but it is always appropriate to know the correct
telephone etiquette.
4. Promotional Exams: When giving an examination for advancement, the exam
should be meaningful. This is an area requiring some expertise from beyond the
department. Personnel should be able to assist in this matter.
5. Equipment: There should be a FAX machine located in the Motor Vehicle
Department. Having to have the office Secretary deliver Faxes from her office is a
poor use of personnel talent. The year 2000 budget provides for a high quality
scanner, both hardware and software to scan and preserve on a CD such Motor
Vehicle records as chattel mortgages, checks, physician's signatures for
handicapped parking permits, and county title hard copy cards. This should
reduce hard copy filing space, and prove to be very beneficial to the operation of
the department. Additional equipment will be needed to make the reception desk
in the foyer ready to process license renewals, and to provide for the worker in Ft.
Lupton. Additional equipment will be required to provide a take-a-number system
(see recommendation 10.) and to provide better security (see recommendation 13)
It might be well to provide a public telephone in the hall. It might be beneficial to
have two chairs of the proper height at each of the counter locations.
6. Organizational Structure: One Office Manager in Greeley should be given the
rank of Office Supervisor similar in rank to that of Supervisor of Elections/Recording.
(This latter position was created some years ago when it was believed that the
Elections Supervisor and the Recording Supervisor could be cross trained and fill in
for each other. The present day work loads do not seem to lend themselves to this
kind of cross training.) There should be an Office Manager located at the Fort
Lupton office.
The Office Technician IV's should each have assigned to them specific employees
whom they will lead. These employees can be rotated from time to time if
management so desires. But by weakening these IV level Lead Workers, too many
employees would be reporting to the Office Supervisor. Today the Office
Technician IV is asked for input on an employee's evaluation. The employee has
never been told that the particular Tech IV is their leadworker. Furthermore, these
lead workers should learn how to train, supervise, and hold their employees
accountable for their actions and thus reduce the Office Supervisor's span of
control to four and perhaps, at a later date, to five.
7. Hours of Work: The office hours should be arranged to better serve the public.
The office opens at 8:30 and closes at 4:30. A lot of people try to come in during
their lunch hour. Many of the employees have expressed an interest in working 4 -
22
10 hour days, rotating the off day each week. Presently County policy does permit
flexible hours. It is recommended that the Motor Vehicle office open the doors to
the public at 7:30 and close the doors at 5:30. This will require operating with a
staggered shift with half of the staff starting at 7:00 a.m. and working until 4:00 p.m.
with the other half of the staff starting at 9:00 a.m. and working until 6:00 p.m. This
should be tried for a reasonable length of time for the public to be aware of the
new hours, and demonstrating how they will respond to them. This will make more
of the staff available during the noon hour, as the early shift may start their lunch
break an hour earlier, and the later shift can go later.
If this works well, the office might attempt the 4 - 10 hour days, if that is desirable.
We think that the fatigue that could set in toward the end of the day may make
such a work day undesirable.
8. Accounting: While the local staff did not suggest it, it was observed in other
offices that the employees working on accounting were physically separated from
the rest of the staff. They were not expected to answer telephones, nor fill in at the
counter. If it is an either/or situation, it is preferred that they not have to answer the
telephones.
9. Telephones: It is recommended that two employees be assigned to answering
telephones for half day increments, then rotating up to the line or to their other
assignments. In the Fort Lupton office, there would be one person so assigned,
again for a half day increment at a time.
10. Take A Number: All of the four County Clerk and Recorder Offices that we
visited utilized a "Take a Number" system. This enables each person to be served as
they await their turn. It also enabled each person to be able to sit down before
having to go to the counter. In most cases each worker on the line was able to
process any kind of case - renewal or more involved title work. I think that the
simple renewal should be processed separately from the others, as they can be
handled quickly and effectively. That line is always moving quickly. In a small
office such as Fort Lupton, it would probably be better for each clerk to handle all
cases. In the Greeley office you could have 2 types of numbers, whereas in Fort
Lupton you might just have one. That part of it can be determined internally. It
does make sense to use the foyer at Greeley for a quick processing station. It can
also be used for mail distribution, routing customers to appropriate services, and
answering inquiries.
11. Office Layout: The office layout at both Greeley and Fort Lupton is good for the
present staffing level. With one additional person in each office, the Foyer at
Greeley can be utilized as an additional renewal station. It may be possible to put
two renewal stations out there. There can be another one in the main office.
At Fort Lupton, the desk away from the counter can be used by one person who
answers phone calls, issues marriage licenses, handles mail, and issues permits. This
23
May 14, 2001
Depart entMotor Vehicle:
Name: Zia
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
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May 14, 2001
Department of Motor Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7: 30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name: ;722
ry-->--z_c
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7: 30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
May 14, 2001
Department of Motor Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name: "Ma 1/9
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7: 30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7: 30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor( Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name: pi9pii
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name: -SE v r
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name: g
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7: 30am to 8:00am and 5:00pm to 5: 30pm, times
of which the resources that we deal with are
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May 14, 2001
Department of Motor Vehicle:
Name: C,74EcL6 ,o
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7: 30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7: 30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name: 4c,_.
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7: 30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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May 14, 2001
Department of Motor Vehicle:
Name:
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed. y _
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May 14, 2001
Department of Motor Vehicle:
Name: oAae- L . morrrr1-vc
I am doing a proposal to the Board of County Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7:30am to 8:00am and 5:00pm to 5: 0p h, mes
times
of which the resources that we deal
e
closed.
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May 14, 2001
Depart nt of Motor Vehicle:
Name: a j` ,,,
I am doing a proposal to the Board of County
Commissioners to have the DMV hours changed to
7:30am to 5:00pm. I would like to have your
input on what pros and cons you have servicing
the customer between the office hours of
7: 30am to 8:00am and 5:00pm to 5:30pm, times
of which the resources that we deal with are
closed.
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