Agenda - 10-20-2009 - 6d - Laserfiche WebLink

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2 • Having one Department Director responsible for the overseeing all tax related functions will provide a clear and consistent operational direction for the County and the public. • The reorganization plan will involve the reclassification of some positions. Study of responsibilities and duties is occurring for potential changes to be proposed at a later date. The reorganization has also identified the need for two additional positions. With the added responsibilities of assessment and reclassification of the Revenue Director to Tax Administrator, the need for an additional Deputy Tax Collector is evident. Additionally, the workflow of the PIN/Land Records Division indicates the need for an additional GIS Mapper I. • Staff has developed a timeline for reorganization outlining the events related to reorganization and the impending projects as a guide for a smooth transition. • As the reorganization process moves forward developing the ideal structure and workflow, there will be a thorough review of the knowledge, skills and abilities of the current workforce within the organization. This reorganization process has identified existing skill gaps the department will face, and efforts have already begun to address these gaps. Additionally the process has brought forward different approaches to accomplish functions without additional or present staff replacement. • One key element is contracting with EMS Management and Consultants in an endeavor to improve the claims process delivery to the public while allowing County staff to work with clients toward the collection of accounts that have reached a delinquency status. (This element is further discussed in another agenda item for this meeting.) • Another key element is the utilization of the firm Tax Management Associates to administer the Business Personal Property program. The current staff member responsible for this area will be retiring effect December 31, 2009. By utilizing this avenue it is believed the current Business Appraiser position can be realigned to reflect a stronger utilization of the position. The current position of Appraisal Technician will assume the role of liaison and in-house business personal property coordinator. This position will require review after a responsible period of time for possible reclassification. • The ultimate goal of the Tax Administration department will be to continue to enhance the cross-training of employees on a broader skill base. This will in-turn provide greater flexibility during peak periods and ultimately provide an even higher level of customer service capability for the public. FINANCIAL IMPACT: By encompassing the Tax Management Associates and the EMS Management & Consultants contracts in conjunction with the reorganization of the two departments, the initial cost savings is projected to be $45,000 annually. However, these savings do not encompass the personnel cost of two additional staff positions or the potential reclassification of existing positions entailed in the reorganization plan. These costs will take place over two (2) fiscal timeframes. RECOMMENDATION(S): The Manager recommends that the Board: • Approve the consolidation of the two current offices into one department to be known as Tax Administration effective with the retirement of the current Tax Assessor, effective December 31, 2009; • Authorize staff with Manager approval to continue forward with the study for reclassification of positions;