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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Philip Morley, County Administrator
FROM: Donna M. Eldridge, Jefferson County
DATE: September 3, 2013
RE: Discussion: Auditor's Office Staffing
Consent Agenda
a
STATEMENT OF ISSUE: County Auditor Donna Eldridge will brief the Board of County
Commissioners about staffing within the Auditor's Office.
ANALYSIS: See attached
FISCAL IMPACT:
RECOMMENDATION: Approve
DEPARTMENT CONTACT: Donna M. Eldridge, Jefferson County Auditor
REVIEWED BY:
PluTip Morley,'gylunty Adminisfrator
Date
STAFFING ISSUES WITHIN THE AUDITOR'S OFFICE — YEAR 2014 AND BEYOND
September, 2008 One licensing staff voluntarily reduced their hours from 32 to 20
hours /week = 12 hours /week reduction
August, 2009 We became a Passport Acceptance Facility
January 11, 2010 One licensing staff separated from county employment = 35
hours /week reduction
January 1, 2013 Three years later we were granted a 20 hour /week position for
2013 only; to be funded by the Auditor's budget. This position
was approved due in part to the upcoming retirement of staff that
has been here for over 35 years
February 26, 2013 The above 20 hour /week position was increased to 22.5
hours /week for 2013 only; to be funded by the Auditor's budget.
This licensing staff separated from county employment July 2,
2013
July 9, 2013 The above 22.5 hours /week position was increased to 30
hours /week for 2013 only; to be funded by the Auditor's budget.
This position has not been filled yet, because a condition was put
on this hire that the continuation of this position beyond 2013 is
contingent on BOCC approval of the position with adequate funds
within the 2014 Auditor's budget in the adopted 2014 County
Budget. I will not hire /train staff with no guarantee of continued
employment. I am requesting that the BOCC fill this position (at
35 hours /week) for 2014 and beyond, not placing any condition
that the Auditor's budget finds the money
December 31, 2013 Our Chief Deputy/Elections Coordinator is retiring after 36 years of
employment. Karen has worked the licensing counter those 36
years. This staffing change will reduce Election staff's salary cost
by $22,794
The Jefferson County Auditor's Office partners with the State of Washington to provide
vehicle /vessel registration and title services to Jefferson County residents and businesses. We
have an Agency Agreement (DOL Contract No. K2007- 01/16 -01) between the State of
Washington Department of Licensing and Jefferson County Auditor. VEH.3 — Standards of
Operation for Agents is a Policy /Procedure that states agents will adhere to prescribed
standards of operation for vehicle and vessel titling and licensing functions. Furthermore,
VEH.19 — Training and Certification of Vehicle Field System Operators is another
Policy /Procedure which lays out each phase of on -going education program for training,
qualification, and certification of Vehicle Field system operators.
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Through August 31, 2013 the licensing staff has completed 32,611 licensing transactions. Of
these, 6,947 were via the mail; 8,955 were via the internet; and 16,709 transactions occurred
in our office. There have been 169 working days thus far this year. Therefore, an average
of 98 licensing transactions occurs each and every working day in our office. In
addition to the licensing function, we have recorded 6,745 documents in this same time period,
or an average of 39 documents recorded each and every working day. We have issued
167 marriage licenses, or an average of 1.01 per day. As stated above, we also accept
passport applications. In 2013 we have processed 309 passport applications, or an average
1.8 applications per day. Our licensing staff is cross - trained in recording, marriage licenses
and accepting passport applications.
We need this position funded by the General Fund. Since 2008 we have not been fully staffed,
but by restructuring staff hours to accommodate budget, our employees got the job done for
the citizens of Jefferson County by working sometimes through lunch and breaks. With Karen's
retirement, if this position is not funded, there will be roughly 62 days, or 12 weeks, or 3
months, with only one person on the licensing desk. If staff gets sick, this will add to this
number, and we may not have any coverage on the licensing desk. If this were allowed to
occur, we would no longer be in compliance with our Agency Agreement between the State of
Washington Department of Licensing and Jefferson County Auditor.
Revenue for these functions through August 31, 2013 is:
Licensing function
$117,963
Recording function
60,097
Marriage licenses
1,384
Passport applications
7,725
$187,169
Thank you for your consideration. I would like to advertise this position in September, to be
filled in October. I need for you to approve this 35 hour /week position for 2014 and beyond.
Donna M. Eldridge
Jefferson County Auditor
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
TO: Board of County Commissioners
Donna M. Eldridge, Jefferson County Auditor
FROM: Philip Morley, County Administrator
DATE: September 9, 2013
RE: Supplemental Information for Auditor's Office Staffing Discussion
STATEMENT OF ISSUE: The County Auditor is requesting a budget commitment to
continue indefinitely an Administrative Clerk II position originally funded and approved for one
year only (2013), and to increase its hours to 35 hours per week. The incumbent in the position
left mid -2013, and the Auditor is seeking certainty for future budget years in order to be able to
attract a qualified replacement now.
This memo provides additional background information to aid discussion on this budget issue.
ANALYSIS: The Auditor is seeking to fund the position in 2014 and beyond from a
combination of savings from reorganizing Auditor Office staffing, and through increased
General Fund support as an addition to the Auditor Office 2014 Base Budget.
The reorganization savings would come from replacing the Chief Deputy Auditor position
(Exempt Grade 16) with an Elections Coordinator (UFCW Grade 32) at the beginning of 2014.
The Deputy Auditor position is being vacated through a planned retirement at the end of this
year.
Salary and benefits for an Administrative Clerk position would cost $42,488 in 2014. The
difference in Grade pay scale from replacing a Deputy Auditor with an Elections Coordinator
will save $7,645 including both salary and benefit savings. Thus, the Auditor's request would
require a General Fund increase to the Auditor Office's base budget of $34,843 to fund the rest
of salary and benefits for the proposed Administrative Clerk position. See chart below:
Auditor's position request for 2014
New Position costs @ 35 hrs /week
Amount
Salaries
27,507 grade 21 step 1
Benefits
14,981
Total
42,488
Savings by changing grade of Election position
Grade 16exemptstep 1 changed to UFCWgrade 32 step 1
Salaries savings
(5,705)
Benefits @ 34 °%
(1,940)
Total
(7,645)
Additional amount required above base
34,843
The Auditor's Agenda Request documentation outlines the important functions the Auditor's
Office and an Administrative Clerk position performs, including revenues raised from vehicle
licensing, recording, marriage licenses, and passport applications. It also documents some of the
staffing history of the Auditor's Office.
Attached to this memo, please find summary of staffing changes 2008 - present, under a variety of
budget scenarios.
FISCAL IMPACT: See discussion above.
RECOMMENDATION: Consider the Auditor's request, explore alternatives for funding the
position in 2014, and how the Auditor's base budget request may be processed in relation to
requests for increased General Fund support by all other County departments.
REVIEWED BY:
September 5, 2013
Phffi strator Date
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