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C.32

To:	Board of Supervisors
From:	Stephen L. Weir, Clerk-Recorder
Date:	December 15, 2009

Contra

Costa

County

Subject:

Personnel Actions Related to SB 676 Recording and Indexing Fees Increase

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 12/15/2009

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Gayle B. Uilkema, District II Supervisor
Mary N. Piepho, District III Supervisor
Susan A. Bonilla, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Debi Cooper/Steve Weir 335-7899

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: December 15, 2009
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

DIRECT the Human Resources Department to conduct classification studies with the goal of establishing the following classes in the County Clerk-Recorder Division: Clerk-Recorder Services Technician, Clerk-Recorder Services Specialist,
Clerk-Recorder Services Supervisor, and Clerk-Recorder Services Manager.

FISCAL IMPACT:

None at this time. Funding for the new positions will come from additional revenues generated by the fee increase through SB 676.

BACKGROUND:

SB 676 was recently passed. allowing counties to increase the base fee charged for recording and indexing documents - from $4 per document to up to $10 per document effective January 1, 2010. The opportunity emerged with the passage of SB 676 to restructure the Clerk-Recorder organization that will bring tremendous improvement in customer service, streamline operations, as well as reduce the general fund dependence of this department. The objective is to create a new, higher trained and more technical classification structure so that all front line employees in the Clerk-Recorder division can competently assist any customer, instead of the bifurcated system that has been in place for many years. Recent budget issues and position cuts have further reduced customer service, and SB 676 provides the department a means to improve its operations.

Though it will take several years for the operations to be fully integrated to the new structure, immediate improvements are expected to be seen in the amount of time customers wait in line to be helped, the amount of available parking (because customers will be in and out of the office faster), and the quality of service. This is an opportunity for the county to take better care of its constituents.

This Board Order is a request for the Human Resources Department to initate necessary steps to facilitate the reorganization at the Clerk-Recorder, by conducting classification studies that will ultimately result in the establishment of several classications deemed more appropriate for the needs of the Clerk-Recorder Department. As part of the study, Human Resources will also conduct salary reviews to determine the appropriate salary range for various classifications in the Clerk-Recorder Division.

CONSEQUENCE OF NEGATIVE ACTION:

Failure to increase the recording and indexing fee and to make the requested position changes will cause the county to lose approximately $1,800,000 annually in revenues that can be utilized for recording- and indexing-related activities The Clerk-Recorder division will continue with a bifurcated system of staff either helping with Clerk functions or recording functions, which often leave customers for one or the other group in long lines, waiting for service. Parking will continue to be an issue for both staff and customers. The Clerk-Recorder will lose an opportunity to increase positive support to county constituents.