HomeMy WebLinkAbout20162359.tiffThis meeting is recorded for accuracy
Minutes
WELD COUNTY COUNCIL
SPECIAL MEETING
July 11, 2016
RECEIVED
JUL 19 2016
WELD COUNTY
COMMISSIONERS
The Weld County Council met in full conformity with the Weld County Home Rule Charter,
Monday, July 11, 2016 at the Weld County Administration Building, Greeley, CO.
ROLL CALL: The meeting was called to order by Councilman Jemiola at 6:30pm and on
roll call the following members were present, constituting a quorum of members thereof:
Councilwoman Marge Klein
Councilman Brett Abernathy
Councilman Don Mueller
Councilman Jordan Jemiola
Councilman Charles Tucker
Councilwoman Klein recused herself from the meeting and hearing discussion due to a
conflict of interest.
Also present: Bruce Barker, Weld County Attorney, Don Warden, Director of Finance and
Administration, Carly Koppes, Weld County Clerk and Recorder, and Sarah Mundt, Council
Secretary.
APPROVAL OF AGENDA: Councilman Abernathy made a motion to approve the July
11, 2016 agenda. The motion was seconded by Councilman Mueller and the motion
carried.
AUDIT DISCUSSION ON THE WELD COUNTY CLERK AND RECORDER'S OFFICE:
Bruce Barker, County Attorney and Don Warden, Chief Financial Officer:
Councilman Mueller introduced the background to the meeting, stating that after
consultation, the Council does have the authority to hear and decide on a performance
audit of the Clerk and Recorder's Office.
Councilman Jemiola disclosed that he sits on the Young Republicans Board with Ms.
Koppes. Mr. Barker stated he sees no conflict and believes Councilman Jemiola can be
fair in his findings.
Councilman Jemiola asked about Mr. Barker's various roles representing the County and
how he would recognize and advise on conflicts. Mr. Barker states that he will advise to
hire outside representation if he sees a potential conflict in his representations.
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2016-2359
Weld County Council
July 11.2016
Minutes
Councilman Abernathy asked how a personnel issue came before the Council.
Councilman Mueller disclosed the constituent/employee report, newspaper articles, and
phone calls and stated that the Council made the decision to hear the issue given the
above reports.
Councilman Abernathy is concerned that a precedent could be made allowing any
disgruntled employee to bring a performance audit request before the Council.
Councilman Mueller believes that a precedent would not be set based solely on this
hearing.
Councilman Jemiola asked about the budget available to seek an audit. Mr. Warden
stated that the Council has $23,000 available within the Budget to seek an audit. If more
were needed, the Council could seek funding through the BOCC. Mr. Jemiola asked
about a performance audit and who does such an audit for the County. Mr. Warden stated
that the audit would be conducted by an outside entity. Mr. Warden introduced the
Process Assessment performed by the County IT Department and discussed findings and
next steps.
Mr. Jemiola asked Mr. Barker if the Council decided to request an outside audit firm and
more funds are needed, do the Commissioners have to approve the funding. Mr.
Barker stated that the Commissioners are not required to allow additional funding, but in
the past, additional funding has been granted to the Council for audit functions.
Mr. Jemiola asked Mr. Barker what the Council is able to do after the findings of a
performance audit. Mr. Barker stated that the Council can review the findings and it will
be filed with the County Commissioners, and made available to the public. Mr. Warden
stated that, in the past, the Departments have been open to the findings, and in one
case, a department housed under the Commissioners jurisdiction, the BOCC fired the
department head. But, the Council does not have, and neither do the Commissioners,
authority to remove a department head who is an elected official. An elected official has
autonomy in the executive functions of their role; the Commissioners have only budget
authority. The Council has budgetary authority with salary for elected officials.
Councilman Mueller stated that he believes there are only complaints, global
complaints, out of this Office. Councilman Jemiola stated he has heard complaints
about other elected officials as well and it is not solely one official.
Clerk and Recorder, Carly Koppes and Rudy Santos, Chief Deputy:
Ms. Koppes stated that she has worked in the Clerk and Recorder's office since 2004
and has worked all ends of the Department as a whole. Statistics show that the County
has shown great growth over the last 15 years, and Oil and Gas has played a big part of
the growth. Weld County has recently been compared to Larimer County in the paper.
Statistics show that Larimer is larger by population, but Weld has documented more
transactions than Larimer. Ms. Koppes came into her new position with the County
being in noncompliance with the Emissions Area, and that became one of her first
targets to rectify. Ms. Koppes states that lines at Motor Vehicles have been an issue,
Vield County Council
July 11, 2016
Minutes
not a new issue, an ongoing issue. Ms. Koppes is owning the issue and is seeking a
process to rectify the long line issue and wait times. Some issues causing the lines are
an old system, the State adding vehicles that are now to be licensed, and the growth in
the County. Ms. Koppes states that employees are a priority, she believes high
standards are needed to better serve the public, such as job descriptions, an evaluation
system, testing, office policies and core competencies, productive standards, and
improvements to workflow. Ms. Koppes wants to address employee concerns about a
cultural change, hold employees accountable to decisions over sick leave and making
sure the decisions meet the requirements of County Code, and addressing unilateral
decisions. Ms. Koppes states that a lot has been done. Ms. Koppes has remodeled
allowing up to six employees in an area, a Business/Dealer area has been opened, is
addressing faster training, is being responsive to complaints, and Ms. Koppes sits on a
focus group to shape the future of Motor Vehicles through advising on a new state
system and a statewide kiosk program, which will be coming soon. Information
Technology has provided a Motor Vehicle Analysis that noted that the State System is
slower due to an antiquated wiring system. She also noted that a queue management
and appointment software will address many issues, along with digital signage, a phone
tree, customizing title complete/renewal cards, website updates and renewals
promotions. Ms. Koppes believes the Office can only improve.
Councilman Jemiola asked about attrition numbers in the Clerk and Recorder's Office.
Ms. Koppes stated that the data is skewed due to temporary, seasonal and election
judges, but she believes her office's attrition number is below County average.
Mr. Warden shared the number for the last 7 years. Sheriff's office and Dispatch have
the highest turnovers in the County.
Councilman Abernathy asked if audits have been performed on the Sheriff's office and
Dispatch because of the high turnover rates to see if it is due to stress of the job or
management style.
Councilman Tucker asked about employees who left Motor Vehicles, serving 5 plus
years. Ms. Koppes stated that 3 employees left. All the rest have been 1 year of less of
service.
PUBLIC COMMENT:
Alyssa Martinez: She left due to lack of flexibility in County Code with sick leave. It did
not match her family needs. She stated that Ms. Koppes was a great employer. Ms.
Martinez stated that personality differences were an issues among employees, but she
thinks that a Managerial Training to teach coaching and training of new employees
would address some of the personality differences affecting new hires.
Harry Thompson: Mr. Thompson is a car collector. He believes that something should
be done. Things are not working. Wait times and lines are slow.
Weld County Council
July 11, 2016
Minutes
Audrey Donovan: She applauds government. She is a performance auditor and she
feels gratitude that the Council is hearing this issue and is open to the idea of an audit.
Commissioner Sean Conway: Mr. Conway presented a document titled, Weld County
Employee Turnover 2010-2016. He highlighted that the Countywide turnover rate has
been 6% to date. Weld County has averaged 13%. The Clerk and Recorder's office is
half the average adjusted turnover rate at 3%. More data can be seen on the attached
document.
Elisa Kunkel: Mrs. Kunkel noted that Commissioner Conway is Mrs. Koppes' uncle and
a Commissioner currently up for election. Mrs. Kunkel identified herself as the source of
the audit request. Mrs. Kunkel stated that she was told she was being transferred to the
Del Camino Office and ultimately, after feeling retaliated against, has been transferred
to a different department. Councilman Abernathy asked about the grounds of demotion.
Mrs. Kunkel states that that was based on hearsay and rumors.
Cindi Kennedy: Ms. Kennedy stated that the online option does not include diesel, but
that is all that her company has and they are required to go into the office to remedy
issues. She feels that it is a burden.
Judy Boker: Ms. Boker states that she had never seen lines and wait times. Ms. Boker
commends Mrs. Kunkel and her professionalism. She has not been in since Ms.
Koppes took office.
Brad Irion: Mr. Irion stated that he had wonderful interactions with Mrs. Kunkel.
Gene Stille: Mr. Stille is saddened that an audit has brought this attention. He
acknowledged that Ms. Koppes has stated that she is open to an audit. He asks that an
audit be done to better the entity and County as a whole. Councilman Abernathy asked
if Mr. Stille would support a Countywide audit. Mr. Stifle states that would be too
expensive, but an annual department audit, rotating department is an ideas to consider.
Mr. Stille believes audits are beneficial to organizations.
Carlene Irion: Mrs. Irion praises Mrs. Kunkel and she believes an audit is necessary
and she supports "rounding" through departmental audits annually.
MaKaelynn DuVail: Ms. DuValli provided a quote and then stated that the audit should
only be on the Clerk and Recorder's office.
Weld County Council
July 11, 2016
Minutes
Dan Kunkel: Mr. Kunkel stated that every decision made on the demotion of Ms. Kunkel
was based on hearsay. He supports his wife and he wished that this was handled
differently.
' A general consensus was made by the Council to add a discussion/decision on an
audit of the Clerk and Recorder's office to the July 18, 2016 Regular Meeting Agenda.
Councilman Abernathy stated he would like to add a discussion of additional audits.
ADJOURNMENT: By acclamation, the meeting was adjourned at 8:40p.m.
The next Regular Meeting of the Weld County Council will be on July 18, 2016 at the
Weld County Administration Building, Greeley, CO.
July 11, 2016
ordan Jemiola
Council Se retary Sarah Mundt
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