CLERK AND

RECORDER
Carly Koppes and Rudy Santos
Weld County Council Presentation 11/21/2016

CLERK AND RECORDER

Responsible for the operations of the Recording, Motor Vehicle and Election

department.

Implement/change workflow processes for increased output

Provide and secure the necessary items for each department to successfully operate and

better serve the public of Weld County.

Employees are our #1 asset
High standards for employees to better serve the public
Job descriptions
Office Policies/Core Competencies
Evaluation system
Testing
Productive standards
Improvements to workflow

Office Culture
Fair, equal and accountable
Decision making always for the betterment of the office

RECORDING OVERVIEW
Mission:

Ensure the process of recording and maintaining permanent records

efficiently and accurately for the citizens of Weld County.

Overview of job duties: The Recording Department is responsible for processing

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.

Statutes: C.R. 43
Goal: Ensure statutory requirements and regulations governing the recording,

indexing, imaging and electronic archiving are met. To be accountable and

responsible to the publics 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 all times.

RECORDING
Changes since January 2015:
Daily standard of work productivity
Meet statute standards for ACP and Peace officers - blocking legals
Streamlined billing process
Certified copies on the computer
Implemented more uses of the current Tyler system
Mailing on fees
Changed scanning requires for better quality of images
Crafted one letter to meet multiple needs

Future plans of continues improvement:

Marriage and Civil Union application online
Upfront scanning
Continue to work on back indexing
Work on legislation

RECORDING DATA
Documents Recorded/Recording

Fee
2013 January September
67,889 / $1,787,814.90

2014 January September

62,563 / $1,565,003.00

2015 January September

73,975 / $1,971,343.91

2016 January September

71,632 / $1,934,230.00

Marriage/Civil Unions
2013 January September
1272/41

2014 January September

1,410 / 3

2015 January September

1,410/ 3

2016 January September

1,407 / 4

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 Motor Vehicle Department is

responsible for vehicle titling, registration, issuing license plates, issuing

duplicate titles, temporary permits and handicap placards for the Colorado
Department of Revenue.

Statutes: C.R. 2, 4, 5, 6, 12, 16, 24, 29, 38, 39, 40, 42, 43 (total 13)
Goal: To ensure every motor vehicle is properly titled and registered according

to current Colorado laws. To be accountable and responsible to the publics

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
Changes since January 2015:
Microsoft Office training
Website for Motor Vehicle
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 Desk open
Diesel renewal online ability
Developed faster training for new hires

Future plans of continues improvement:

Kiosk pilot program Jan/Feb 2017
GoToGov phone app first 6 months of 2017
DRIVES
Phone Tree
Expand appointment software
Reconfigure office layout
Work on legislation
Goal 2 weeks out on processing mortgage mail

MotorV Transactions Serviced 22,900 (9/15-11/15)

DealerBiz Appt; 165; 1%

DealerBiz No Appt; 436; 2%

Title; 7,884; 34%

Renewal; 12,949; 57%

Permit; 725; 3%

Handicap; 459; 2%

Renewal
SMM
Manufactured Homes
Question
Handicap
Permit
Title
DealerBiz Appt
DealerBiz No Appt

Question; 242; 1% Manufactured Homes; 35; 0% SMM; 5; 0%

MOTORV STATS - AVERAGE

WAIT TIME (9/15-11/15)
Queue

in Minutes

Title

22

Renewals

30

Questions

AVERAGE WAIT TIME BY DAY

OF WEEK (9/15-11/15)
Greeley MotorV Wait Times (in minutes)
40
35

35
31

30

24

25

Minutes

21
17

20
15
10
5
0

Monday

Tuesday

Wednesday

Thursday

Friday

10

PEOPLE ARE NOTICING THE

IMPROVEMENTS!
Unsolicited email from Weld County Employee:

Unsolicited text
to Weld County
Employee:
Whoever set up this
system at the clerk &
recorder is awesome.
In & out in 35 min
with 7 renewals.

11

ELECTION OVERVIEW
Mission: Ensuring the process of elections is open, trusted, secure, convenient and

accessible for all eligible Weld County voters.

Overview of job 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.

Statutes: C.R. 1
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

Changes since January 2015:

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
Completed more written documentation of Election process, e.i. security, ballot steps, etc.

Future plans of continues improvement:

More 24-Hour Drop-boxes in Weld County
New Voting Equipment
Update and improve processes
Work on legislation

ELECTION
DATA/INFORMATION
Tours
Boy Scout meetings
Overall turn out in Weld -

A few statistics from the State

200,000 in person ballots issued, twice than

2014.

Overall turn out Statewide -

50K voter transactions on election day,

Overall turn out National -

137K in person ballots voted, up from 75K in

State system outage - 2 outage incidents,

10:32, 2/3 of election judges (1400 logged

in at the time) were kicked off.
Voting Sites
Election Team
IT, Public Works, Building and Grounds

support

2014.
Leveraging Online Voter Regestration (OLVR) with

call center, 354K visitors to OLVR on election day.

2.7 million page views for OLVR
Most of the morning 160-190K searches per hour.
3-4 pm peak of 290K searches within that hour.

2016 ELECTION REVIEW

Tours
Boy Scout meetings
Overall turn out in Weld
Overall turn out Statewide
Overall turn out National
State system outage
Voting Sites
Election Team
IT, Public Works, Building and Grounds support

QUESTIONS?
Thank you for your time this evening!