2020-100-Resolution No. 2020-011 Recorded 3/17/2020EW
LEGAL COUNSEL
Recorded in Deschutes County CJ2020-100
Nancy Blankenship, County Clerk Q
Commissioners' Journal 3/17/2020 9:43:17 AM
i£S �oG��
" 2020-100
I ror Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Increasing Appropriation
And Increasing FTE Within the 2019-2020 * RESOLUTION NO. 2020-011
Deschutes County Budget
WHEREAS, a request for appropriation in the Program Budget for the Deschutes County Clerk's
Fund an additional 1.00 FTE limited -duration Administrative Support Technician for a period of
two years, and related appropriation for the remainder of the 2019-2020 budget. The total cost
over a two year period (April 1, 2020 — April 1, 2022) is estimated at $171,684. The estimated
cost for the remainder of the 2019-2020 is $17,911; and
WHEREAS, Deschutes County Classification of Positions Policy (HR-1) requires that the
creation/increase of a Department's FTE outside of the adopted budget must be approved by the
Board of Commissioners; and
WHEREAS it is necessary to transfer appropriation within the Program Budget to accommodate
the request; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, as follows:
Section 1. That the following increase in appropriation be made:
Appropriation
Clerk Fund 001-0550
Program Budget
$ 17,911
Section 2. That the Chief Financial Officer make the appropriate entries in the Deschutes County
Financial System to show the above appropriations.
Section 3. That the following FTE be added:
Job Class
Limited Duration or
If Limited Duration, Expiration Dates
FTE
Regular
Administrative
Limited Duration
4/1/2020 — 4/1/2022
1.00
Support Technician
TOTAL FTE
1.00
PAGE I OF 2-RESOLUTION No. 2020-011
Section 3a. That the Human Resources Director make the appropriate entries in the Deschutes
County FTE Authorized Positions Roster to show the above FTE changes.
DATED this day of �_ ( , 2020.
ATTEST:
Recording Secretary
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON
PA. TI ADA R, Chair
ANTHONY DEBONE, Vice -Chair
PHIL G. HFTDERSON, Commissioner
PAGE 2 OF 2-RESOLUTION NO.2020-011
-� E S C0G
o' Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners BOCC Wednesday Meeting of March 4, 2020
DATE: February 27, 2020
FROM: Andrea Perkins, Finance,
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Resolution No. 2020-011 Adding Limited Duration FTE
in Clerk's Office
RECOMMENDATION & ACTION REQUESTED:
Staff recommends approval of Resolution 2020-011 requesting a two-year limited
duration Administrative Support Technician.
BACKGROUND AND POLICY IMPLICATIONS:
The additional, limited position, if recruited immediately, will receive approximately
two months training before the busy summer months when staff are on vacation
and the issuance of marriage licenses escalates. Four of the six recording personnel
exceed 20 years of employment having a generous annual vacation package that is
used. Coverage is becoming more difficult while work volume increases.
Over the course of the next 2 to 3 years, a number of retirements are anticipated.
The elevated level of work presents an opportunity to hire a limited -duration
employee to learn recording, marriage licenses, passports, records center, etc.,
from current, experienced employees with the possibility of an opening during that
time frame. As identified in previous budgets, succession planning is a high priority
as senior staff prepares for their retirement. Adding this position captures the
experience and knowledge of senior staff while preserving the continuity of
business services and work load.
Passport:
a. Between FY 16 and FY 19 passports have increased 156%. [FY 16 = 992;
FY19=Z5431
b. FY 20 continues to increase. During the first seven months 1,642
passports were accepted. It is anticipated that between 2,800 and 3,000
passports will be accepted by year end. That translates to an additional
11-19 days of activity/year.
c. Over the next few years, passport activity will continue to stay strong as
our population increases and the Real ID Act goes into effect. DMV, as
published, will not be able to keep up with demand. This includes the
eight -year cycle for license/ID renewals along with those that are lost.
This leaves the traveling community one option - seeking a passport.
Recording: The Clerk's office is experiencing a 20% increase of recorded
documents over last year and 10% over FY 18. That translates to recording
anywhere from 300 to 1,000 additional documents per month or 12 to 48
Pxtra days of activitv/vear.
Ave # of
FY 17
FY 18
FY 19
FY 20
Documents
Recorded/Month
4489
4429
3898
4851
FISCAL IMPLICATIONS:
FY 2020 Funding Sources:
a. Passports: Projected revenue = $98,000 - $105,000 [Proposed was
$80, 000]
Net Increase = $18,000 to $25,000
b. Recording: Finance has projected revenue of $1.71VI [Proposed was
$1.275M]
Net Increase = $425,000
c. Position Salary and Benefits: $71,950 [based on Payroll projection
calculator]
Returns to FY 2011 FTE levels
At the end of the two-year limited duration period, depending on the work
load and funding for the position, the office will have the following
opportunities to consider:
d. Request extension of limited duration position.
e. Request position converted to a regular part-time position.
f. Request position converted to a regular full-time position.
g. End the two-year limited duration position.
ATTENDANCE: Nancy Blankenship, Deschutes County Clerk