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Home My WebLink About20191619.tiffMINUTES WELD COUNTY COUNCIL March 18, 2019 The Weld County Council met in regular session in full conformity with the Weld County Home Rule Charter at 6:30 p.m., Monday, March 18, 2019, at the Weld County Administration Building, 1150 0 Street, Greeley, CO. ROLL CALL: The meeting was called to order by President Brett Abernathy. Councilmembers Tonya L. Van Beber, Nancy Teksten, Gene Stille and James Welch were present, constituting a quorum of members. Also present was Council Secretary Linda Kane. APPROVAL OF AGENDA : Councilmember Abernathy requested an addition to discuss Second Amendment hearings with the Board of County Commissioners and conversations made by Sheriff Reams. Councilmember Stifle made a motion to approve the amended agenda, it was seconded by Councilmember Teksten and carried. APPROVAL OF DOCUMENTATION: Approval of February 11, 2019, Minutes Councilmember Welch made a motion to approve the February minutes, seconded by Councilmember Van Beber, and the motion carried. REVIEW PROGRAM: County Clerk & Recorder Carly Koppes County Clerk & Recorder Carly Koppes, with Chief Deputy Rudy Santos, gave an overview of their department. Marriage licenses and civil unions can now be completed online, saving counter time for employees and customers. A significant responsibility of the office is to ensure elections are open, trusted, secure, convenient and accessible for all voters. The motor vehicle department's goal is to ensure the process of titling and licensing motor vehicles. A major change occurring in the department was the installation of a Drives system in August. It replaced a 30 -year -old system and is aimed at mainstreaming processing. However, kinks in the program have caused increased wait times. They also implemented a kiosk program where residents can more quickly register vehicles. Councilmember Teksten asked Ms. Koppes to speak to the issue of overtime. Ms. Koppes said her department is always in a state of overtime, partially due to hours of operation. Offices open from 8 a.m. to 5 p.m. require employees to come in early and leave late in order to open and close the office. In August, when the department went live with the Drives program, there was a major hailstorm in Weld County. It caused several vehicles to be totaled out and new vehicles to be purchased. See addendum 1 PUBLIC COMMENT: Dave Kisker of Johnstown asked Ms. Koppes if all the issues raised in a previous audit had been resolved, to which she responded yes. He also asked how her office would be impacted if vehicles are required to have low or zero emissions. Ms. Koppes said it puts a burden on staff to determine whether a vehicle is compliant. She said her office is not currently able to identify how many electric vehicles are in the county. CoOr1(V \L)(\ .'tiOns 5/1 2019-1619 Gerald Kilpatrick of LaSalle inquired about registration fees mainly going to the state while Weld County retains a much smaller amount. Sherrie Peif of Greeley asked how recalls would impact the clerk's budget. Ms. Koppes said it determines on the level of the recall. Should the governor be recalled, that would be a non -budgeted expense. NEW BUSINESS: Coordinator Reports/Councilman Reports Councilmember Welch met with Ryan Rose, Chief Information Officer, to discuss IT function for the county. Councilmember Welch said he was impressed with the organization. Until 2014, the county outsourced all its IT functions. They discussed how more than 100 projects are currently underway. They included upgrading programs and getting the assessor's department live perhaps next month. He said the department is looking into a visual arraignment system where an inmate could remain in jail while court proceedings occur online. Another big project includes suiting sheriff's deputies with body -worn cameras. See addendum 2. Councilmember Van Beber said she met with Judy Griego, Director of Human Services, and Jamie Ulrich, deputy director, and had a good review of their department. The department has 400 employees, with eight divisions and four different offices. The department is in great need of foster families. It also takes into account the rapid population growth in the county and its impacts on crime, drug use, education and parenting. Councilmember Abernathy said he attended a work session with the BOCC regarding their voting on Weld becoming a Second Amendment sanctuary county. He supported it. He said the sheriff spoke to how he could be held in contempt of court if he refuses to take someone's firearm under the proposed law. The Council could then be faced with the decision to suspend the sheriff with or without pay. Bills Councilmember Teksten made a motion to approve bills, it was seconded by Councilmember Stille and carried. The bills will be paid as follows: o Weld County Phone Bill for February $25.09 o Legal notices in Tribune for 4th quarter RTTP: $19.84 Review Program Adjustments The speakers for the June and October review programs originally set in February were swapped due to scheduling matters. See addendum 3. OLD BUSINESS: Proposed Letter of Support to BOCC and Sheriff Councilmember Stille proposed a letter of support and thanks to the BOCC for its support of the oil and gas industry and for not supporting SB 19-181 knowing that this bill would be devastating to the county. The letter also expressed support and thanks to Sheriff Reams for upholding the 2nd Amendment of the Bill of Rights of the US Constitution in declaring the county a Sanctuary County for the 2nd Amendment with support from the BOCC. Councilmember Teksten said she had concerns about signing the letter. She said it's important for the Council to remain impartial in order to sustain credibility. She pointed out they don't make legislative decisions. She said Council must remain neutral in case they have to evaluate someone like Sheriff Reams. She said it's important to express individual opinions outside of the Council, but as a group, she was not in support of voicing a unanimous decision. Councilmember Stille said he appreciated Councilmember Teksten's view. He said people will be asking where the Council stands on the issues and he wanted it to be clear. Councilmember Welch echoed Councilmember Teksten's opinions. He said he doesn't want to give the impression Council can act as judges. He said as a private citizen he might sign the letter, but he didn't think it fitting to sign as a Councilmember. Councilmember Abernathy said he preferred a unanimous voice from the Council. He said he'd rather have no letter than a letter signed by only some members of the Council. Councilmember Stille said he wanted the record to reflect that he, as a Councilmember, supports the BOCC and Sheriff Reams. Council decided not to propose a motion to accept or sign the letter. ADJOURNMENT: By acclamation, the meeting was adjourned at 8:17 p.m. Council Secretary, Linda Kane April 15, 2019 WELD COUNTY CLERK IND RECORDER • Carly Koppes - 29th Weld County Clerk and Recorder • Recording • Motor Vehicle • Elections • Rudy Santos - Chief Deputy RECORDING OVERVIEW • Mission: Ensure the process of recording and maintaining permanent records efficiently and accurately for the citizens ofWeld County. • Overview of job duties: The Recording Department is responsible forprocessing and preserving documents presented for public record. Recorded documents in the office range from 1865 to the present. Included in the records are: real estate records, military discharges, school records (limited information), subdivision maps, marriage licenses and civil unions. In addition to housing recorded documents, the recording department issues marriage licenses and civil unions. • Goal: Ensure statutory requirements and regulations governing the recording, indexing, imaging and electronic archiving are met. To be accountable and responsible to the public's needs. Maintain a staff of highly -trained professionals who have the responsibility for the administration of the recording office and all duties charged to the office. Ensure that the citizens receive professional, timely and quality service at alltimes. RECORDING DATA • Documents Recorded/Recording Fee • Marriage/Civil Unions • 2015- 97,326 / $2,612,767.91 • Total Revenue - $3,576,346.69 • 2016- • 96,669 / $2,684,998.00 • Total Revenue - $3,595,528.39 • 2017- • 98,088/$2,786,650.50 • Total Revenue -$3,758,891.15 • 2018- • 94,303/$2,703,416.00 • Total Revenue -$3,701,638.37 • 2015- • 1,836/5 • 2016- • 1860/8 • 2017- • 1933/4 • 2018- • 1922/3 RECORDING • Changes since January2015: • Daily standard of work productivity • Meet statute standards for ACP and Peace officers - blocking legals • Streamlined billing process • Certified copies on thecomputer • Implemented more uses of the current Tylersystem • Mailing on fees • Changed scanning requires for better quality of images • Marriage and Civil Union application online • Upfront scanning • Crafted one letter to meet multiple needs • Website update • Future plans of continues improvement: • Update Recording Software • Credit Card as payment method • Continue to work on back indexing • Work on legislation ELECTION OVERVIEW • Mission: Ensuring the process of elections is open, trusted, secure, convenient and accessible for all eligible Weld County voters. • Overview of lob duties:The election department is responsible for voter registration: compilation of ballots, absentee ballots, and early voting ballots for the regular primary, general and special county elections; training of election judges; conduct of election day procedures; tabulation of election day results, and certification of the election with the County Canvass Board. • Goal: Ensure that every eligible voter is given the opportunity to vote either through Mail Ballots, Voter Service and Polling Centers or Provisional voting. Register all voters that have a desire to vote and allow them to cast a ballot at the time of the election. Provide a Voter Service and Polling Center that is organized, safe and free of influence. Maintain a staff of highly -trained professionals who have the responsibility for the administration of the election office and all duties charged to the office. ELECTION INFORMATION - 2018 GENERAL • Weld County history -TWO-sheet ballot • 11 Voter Service and Polling Centers • 14 24 -hour Drop boxes • $0.71 for postage on Return Envelope • Total Cost - $820,176.23 • Cost per ballot casted-$6.34 • 65.86% of 196,414 voter ballot cast (74.73% of 173,087 active voters ballots cast) • 129,351 Ballots cast 2019 AND 2020 ELECTIONS • 2019 Coordinated • Will have state questions along with Town and School Districts • 2020 -THREE elections in one year • Presidential Primary- 14 people have announced (13 D's and 1 R) • Weld County last held a Presidential Primary in 2000- total turn out of 26.74% (R's -17.73% D's - 9.01%) • Primary - June 2020 • Presidential General Election -November 3, 2020 ELECTION • Changes since January2015: • Commissioner redistricting • Precinct Split • Website for Election department • Ballot Track ability • Opening Board • Judges Manual improvements • Redesigned the ballot envelopes and added color • Wait time tracker at voting sites • 24 -hour Drop -box at the Southwest Weld Complex • More 24 -Hour Drop -boxes in Weld County • New Voting Equipment • Completed more written documentation of Election process, i.e. security, ballot steps, etc. • Future plans of continues improvement: • Update and improve processes • Work on legislation MOTOR VEHICLE OVERVIEW Mission: Ensuring the process of titling and licensing all motor vehicles for the residents of Weld County and the State of Colorado Department of Revenue. Overview of job duties:The Weld County MotorVehicle Department is responsible for vehicle titling, registration, issuing license plates, issuing duplicate titles, temporary permits and handicap placards for the Colorado Department of Revenue. • Goal: To ensure every motor vehicle is property titled and registered according to current Colorado laws. To be accountable and responsible to the public's needs within the guidelines of the law. Maintain a staff of highly -trained professionals who have the responsibility for the administration of the motor vehicle office and all duties charged to the office. Ensure that the citizens receive professional, timely and quality service at all times. MOTOR VEHICLE DATA • Prior year total transactions: • 2015-636,302 • 2016-671,545 • 2017 - 695,094 • 2018-706,105 ** projection** • Revenue • 2015 • Total Revenue collected -$104,175,466.92 • County Revenue -$4,882,795.53 • 2016 • Total Revenue collected -$94,866,970.13 • County Revenue -$5,525,459.29 • 2017 • Total Revenue collected -$106,980,606.76 • County Revenue -$6,856,69.83 • 2018 • Total Revenue collected- $112,275,940.63 • County Revenue -$5,612,042.35 **Average 60,367 transactions per month in 2018 DRIVES • August 6th 2018 replaced 30+ year old system 64 Counties impacted with increase wait times and overtime System Outages statewide Financial issues - daily balancing, end of the month balancing, payments, etc. • December Specific Ownership Tax issue - $371,095.64 refund for Weld County business and individual vehicle records (3,004 records). Department of Revenue shortage of resources Outstanding tickets • as of 03/01/2019 to be developed 1,922; Service Tickets waiting 2,274 Our Staff is AMAZING! DRIVES Before DRIVES • Prior to new state system average wait time was 24 minutes • January 2018 -working to prepare for system switch, Greeley customers served 10,784 with average wait time 25 minutes. • February 2018- Customers served 16,418 with average wait time 18 minutes DRIVES • Since August 6th, average wait time is 55 minutes • January 2019 - system outages - last day of the month down for 3.5 hours, Greeley customers served 10,444 with average wait time 36minutes. • February 2019 - Customer served 16,489 with average wait time 21 minutes MOTOR VEHICLE • Changes since January2015: • Microsoft Office training • Website for MotorVehicle • Restructured Emissions area to meet regulations • Online address changes for vehicle registration • Reduced cost of state mailings • Online fee estimator • Opened renewal line area • Updated sales tax for City/Towns • Dealer/Business Deskopen • Diesel renewal online ability • Developed faster training for new hires • Kiosk pilot program • GoToGov phone app • PhoneTree • Expand appointment software • DRIVES • Future plans of continues improvement: • Work on legislation • Goal - 2 weeks out on processing mortgage mail PEOPLE ARE NOTICING THE IMPROVEMENTS! Unsolicited email from Weld County Employee: Sent Thursday, November 17, 20168:13 AM To: Ryan Rose z,E4 ;eOco.we Id.co.us> subject: Clerk Took me 25 minutes from ticket pickup to out the door this morning. I think that is the fastest I've ever have happen. The gal I was working with really Hkes their new system. She thought it had improved their service and was less stressful for the staff. Unsolicited text to W Whoever set up this system at the clerk &: recorderis awesorne. © In &: at.it in 35 min with 7 re.r;tewal.s. Melissa A Madsen @ feeling confused at Department of Motor Vehides. Nov 9 at 9:05am • Greeley, Colorado • .1\. What alternate universe am I in? I got my plates renewed in under 1 min. No wait. No people. Fancy ticket machine. Wow. IJ MEMO To: Weld County Council From: James Welch, Weld County Council District 3 Date: 3/14/2019 Subject: Department oflnformation Technology Cc: Mr. Ryan Rose, Ms. Linda Kane On Monday, March 4'h I had the opportunity to meet with Mr. Ryan Rose, ChiefInformation Officer for Weld County to review the structure and upcoming projects for the Information Technology (IT) department. would like to extend my gratitude to Mr. Rose for taking time to meet with me. Dacke:roun ( Up until 2014 the IT function of the County was outsourced. There was no strategic plan or vision for IT for the County and the customer service was low. In 2014 the County decided to bring the IT function in house and Mr. Rose was hired to build the department from the ground up. Currently the department employees approximately 60 individuals and supports over 2500 nodes throughout the county (printers, computers, etc.). The IT department works closely with all other departments throughout the County. Mr. Rose meets with each department monthly to quarterly, depending on the department, to discuss pain points, projects and business processes. While the IT department does include the typical functional areas such as Help Desk, Database and Application Services, Network Administration and IT Security, the IT department also includes Project Management (PM)/ Business Process Analysis (BPA), Public Safety IT, GIS and Web Development. The PM/BPA functions are not only responsible for managing the IT projects in the County but they are trained in 6 - Sigma and Lean processes to help assist other departments throughout the County in improving the efficiency, effectiveness and quality of their business processes. The Public Safety IT is responsible for dispatch, the jail management system and records management. The Public Safety functions are inspected routinely by both the FBI and CBI. Additionally, the County IT department must adhere to compliance guidelines for PCI (credit card payments), Criminal Justice, HIPAA and FERPA (Family Educational Rights and Privacy Act) for the Bright Futures program. From my discussions with Mr. Rose, the Weld IT department appears to have a strong strategic plan and focus that is beneficial to the operations of the County. projects There are currently approximately 100 active IT projects in the County so I will only cover some of the highlights. Banner, which is the Counties financial software, will be upgraded this year. • Within a month the Assessors Department will be brining online a program called Comper which will allow the public to see comparable sales. • They are working on the Disaster Recovery and Continuity plan. • Upgrading the County to 2 factor authentication for PCI compliance. • Upgrading the video arraignment system. Currently Weld has the highest use of the system which allows judges to make decisions remotely so the prisoner does not have to be transported, This saves on cost, time and improvessafety. 1 Upgrading Acella to be more user friendly. This Is a database used by Planning, Public Works and the Department of Health and Environment. Installing a patch to the Spillman software which is the Public Safety system. This system Is used by other agencies as well for a fee which helps offset the cost of the system. • Implementing the Verizon Public Safety network. • Sheriffs Office body worn camera project. • Helping improve the Human Services business processes. • Installing additional fiber optic cabling to help complete the network loop. • Creating Business Intelligence dashboards. Again, I would like to thank Mr. Rose for taking time to meet with me to learn more about the IT functions in the County. 2 2019 Weld County Council Meeting Dates and Locations All Council Meetings at 6:30 p.m. *This Is a tentative list and is subject to change* Revised: 3/18/19 January 21, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Review Program: February 11, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Abernathy Review Program: Sheriff Reams March 18, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Van Beber Review Program: Clerk & Recorder April 15, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Teksten Review Program: Assessor May 20, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Van Beber Review Program: Human Services June 17, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Van Beber Review Program: Public Relations July 15, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Stilie Review Program: Public Works August 19, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Welch Review Program: Planning September 16, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Teksten Review Program: Public Health 3 October 21, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Stifle Review Program: Finance November 18, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Stille Review Program: District Attorney December 16, 2019 Weld County Administration Building, Greeley, CO Meeting Planner: Councilmember Abernathy Review Program: Board of County Commissioners 4 Hello