RECORDER Mission Description The Recorder s Office records and permanently preserves valuable public records while providing prompt, convenient access to those records so that customers rights and interests are not adversely affected. The Recorder s Office is responsible for recording documents, providing access to those documents, and collecting the real property transfer tax. Recorded documents are of five types: official records pertaining to real property rights; documents whose recordation is required by Uniform Commercial Codes (UCC); marriages; property maps; and mining documents. All records are microfilmed for permanent retention. Public access is provided for viewing records and copies are made available upon request. The Recorder s Office collects recordation fees, the real property transfer tax, and a technology fee to fund improvements to the electronic storage and retrieval systems of the office. The Office is governed by Sections 104, 107, 108, 111, 115, 117, 240, 247, 278, 278A, 239, 239B, 375, 517, and 625 of the Nevada Revised Statutes. Statutory Authority: NRS 247 County Recorders. Salaries & Wages $1,117,660 52% Fiscal Year 2012-2013 Budget by Category $2,139,650 Department FTE Trend 27.00 27.00 27.00 23.63 21.63 20.00 Services & Supplies $494,847 23% Employee Benefits $527,143 25% Note: FY12/13 Tentative includes $84,400 department reduction target approved by the Board of County Commissioners on February 14, 2012. 1
Department Expenditures Trend $4,799,054 $2,197,835 $2,345,930 $2,103,788 $2,543,324 $2,139,650 FY07/08 FY08/09 FY09/10 FY10/11 FY11/12 FY12/13 Capital Outlay $65,120 $147,000 $- $- $150,000 $- Services & Supplies $268,647 $368,709 $239,869 $753,063 $2,942,584 $494,847 Employee Benefits $479,248 $478,017 $513,944 $516,627 $530,602 $527,143 Salaries & Wages $1,384,820 $1,352,204 $1,349,975 $1,273,634 $1,175,868 $1,117,660 Note: FY12/13 Tentative includes $84,400 department reduction target approved by the Board of County Commissioners on February 14, 2012. Note 2: The Other Restricted Revenue Fund includes grants, donations, and statutorily restricted sources of revenue to support department operations. These funds have been included in Actual and Estimate columns to provide complete information on the costs available to support department operations but have not been budgeted in FY12/13 Tentative. Department FY11/12 Strategic Plan 1.0 Strategic Objective: Safe, Secure and Healthy Communities Outcome Goal Measure & Target Status 1.1.1 Personal and professional M: Customer feedback; face-to-face, email, On target customer service We care letters, phone calls attitude T: minimal customer complaints 1.1 Community confidence in public/government institutions 1.1.2 Broad level of cross training of staff to provide a consistent level of service to the public on a daily basis 2.0 Strategic Objective: Sustainable Resources 2.1 Sustainable financial relationship between revenues and expenditures M: Cross train staff to assure that each position has at least one back-up T: Back-up available for assignment in all positions in department On target Outcome Goal Measure & Target Status 2.1.1 Consistency in M: Review operating needs of department and On target responsible use of budget budget expenditures accordingly. authority T: Actual expenditures to fall within budget 2.1.2 Provide General Fund revenue authority each fiscal year. M: Department is a revenue generating source for General Fund T: Apply all pertinent statutes to fairly and equitably collect recording fees On target 2
2.2 Clear statutory framework to support the purpose and core functions of county government 2.1.3 Collect revenue to be distributed by State 2.2.1 Consistency in application of Nevada Revised Statutes (NRS) M: Real Property Transfer Tax (RPTT) and other statutorily required fees collected and distributed by State; apportioned to counties and various State agencies T: Apply RPTT and other fees according to NRS and Department of Taxation M: Apply various NRS equitably and fairly in the recordation of documents, the collection and distribution of fees, and keeping public records secure and available T: Maintain nominal level of disputes and hearings 2.2.2 Access to public records M: NRS 239 defines the required access to public records. T: Provide timely access to public records via Internet and Recorder s Office library 2.2.3 Protect personal information in public records 2.2.4 Record documents and fill copy requests in a timely and efficient manner 3.0 Strategic Objective: Regional Prosperity M: NRS defines personal information and the requirements for protection. All public records in the Recorder s Office must have personal information secured. T: Public records are reviewed and personal information is redacted before made available to the public. M: NRS requires timely recording of documents as well as providing access to public records in a timely manner. T: An efficient business process and timely staff performance assures that document recording and copy requests are provided as required. On target On target On target On target On target Outcome Goal Measure & Target Status 3.1 Washoe County is identified as an easy and desirable place to do business 3.1.1 Provide courteous and efficient customer service to a wide variety of customers; from Washoe County, to across the country and beyond M: Customer service is provided efficiently and by courteous staff members to a variety of customers. T: Provide effective customer service to walk-in customers, phone-in customers, and Internetbased customers with nominal negative On target 3.1.2 Utilize the Internet to provide information about recording requirements and applicable fees, as well as access to public records 3.1.3 Provide unofficial copies of public records on the Internet at no cost to the public 3.1.4 Opportunity to submit documents electronically, reducing costs for customers and improving efficiency feedback. M: Internet is effectively used as an information tool to provide recording and fee information, as well as access to public records. T: Maintain accuracy of on-line information and maintain availability of public records in a timely manner. M: Use of Internet reduces demand on staff and empowers public to research public records and make copies on-line. T: Provide timely access to recorded public records on the Internet. T: Electronic recording of documents reduces the cost of recording for customers and improves office efficiencies. M: Maintain, and increase as possible, the percentage of documents electronically recorded. On target On target On target 3
Department FY12/13 Strategic Plan 1.0 Strategic Objective: Safe, Secure and Healthy Communities Outcome Goal Measure & Target 1.1.1 Personal and professional customer service We care attitude 1.1 Community confidence in public/government institutions 1.1.2 Broad level of cross training of staff to provide a consistent level of service to the public on a daily basis 2.0 Strategic Objective: Sustainable Resources M: Customer feedback; face-to-face, email, letters, phone calls T: minimal customer complaints M: Cross train staff to assure that each position has at least one back-up T: Back-up available for assignment in all positions in department Outcome Goal Measure & Target 2.1 Sustainable financial relationship between revenues and expenditures 2.2 Clear statutory framework to support the purpose and core functions of county government 2.1.1 Consistency in responsible use of budget authority 2.1.2 Provide General Fund revenue 2.1.3 Collect revenue to be distributed by State 2.2.1 Consistency in application of Nevada Revised Statutes (NRS) M: Review operating needs of department and budget expenditures accordingly. T: Actual expenditures to fall within budget authority each fiscal year. M: Department is a revenue generating source for General Fund T: Apply all pertinent statutes to fairly and equitably collect recording fees M: Real Property Transfer Tax (RPTT) and other statutorily required fees collected and distributed by State; apportioned to counties and various State agencies T: Apply RPTT and other fees according to NRS and Department of Taxation M: Apply various NRS equitably and fairly in the recordation of documents, the collection and distribution of fees, and keeping public records secure and available T: Maintain nominal level of disputes and hearings 2.2.2 Access to public records M: NRS 239 defines the required access to public records. T: Provide timely access to public records via Internet and Recorder s Office library 2.2.3 Protect personal information in public records 2.2.4 Record documents and fill copy requests in a timely and efficient manner M: NRS defines personal information and the requirements for protection. All public records in the Recorder s Office must have personal information secured. T: Public records are reviewed and personal information is redacted before made available to the public. M: NRS requires timely recording of documents as well as providing access to public records in a timely manner. T: An efficient business process and timely staff performance assures that document recording and copy requests are provided as required. 4
3.0 Strategic Objective: Regional Prosperity Outcome Goal Measure & Target 3.1 Washoe County is identified as an easy and desirable place to do business 3.1.1 Provide courteous and efficient customer service to a wide variety of customers; from Washoe County, to across the country and beyond 3.1.2 Utilize the Internet to provide information about recording requirements and applicable fees, as well as access to public records 3.1.3 Provide unofficial copies of public records on the Internet at no cost to the public 3.1.4 Opportunity to submit documents electronically, reducing costs for customers and improving efficiency M: Customer service is provided efficiently and by courteous staff members to a variety of customers. T: Provide effective customer service to walk-in customers, phonein customers, and Internet-based customers with nominal negative feedback. M: Internet is effectively used as an information tool to provide recording and fee information, as well as access to public records. T: Maintain accuracy of on-line information and maintain availability of public records in a timely manner. M: Use of Internet reduces demand on staff and empowers public to research public records and make copies on-line. T: Provide timely access to recorded public records on the Internet. T: Electronic recording of documents reduces the cost of recording for customers and improves office efficiencies. M: Maintain, and increase as possible, the percentage of documents electronically recorded. Output Measures Department Objective Measure FY 09-10 Actual FY 10-11 Actual FY 11-12 Estimate FY 12-13 Projected Provide public access to recorded documents # of people served in Recorder's Office library and copy center 34,506 28,201 30,000 30,000 # of people service in Recorder s Office recording center Internet e-mail support requests processed 44,187 705 43,521 867 43,000 900 43,000 900 Recorded real estate documents # of documents recorded # of pages processed 153,327 529,317 156,853 530,419 140,000 490,000 140,000 490,000 Recorded marriage certificates # of marriages recorded 10,039 9,325 9,425 9,425 Recorded maps # of recorded maps 129 169 95 100 Provided copies of real estate, marriage, and map records to customers # of real estate record copies # of marriage certificates or abstract copies provided 38,772 35,220 33,395 22,919 37,514 22,694 35,000 22,500 5
Collect taxes and fees Transfer tax revenue collected* 11,186,554 11,054,571 9,935,638 9,500,000 Recordation fees collected 2,711,730 3,361,175 2,275,560 2,200,000 Technology fees collected 335,628 334,026 288,351 275,000 Notice of Default fees collected** 11,666 20,028 6,000 1,000 *Transfer tax revenues are transmitted to the NV Dept of Taxation **Notice of Default fee increase effective 04/01/2010 6
Report to the Board of County Commissioners Fiscal Year 2012/13 Department Budget Reduction Plan SECTION 1: REDUCTION PLAN Please complete a reduction plan form for each cost center with proposed reductions Department: Recorder Division: Real Estate, Marriages, Mining, Maps Program: Real Estate, Marriages, Mining, Maps Provide a Description of the Reduction and Implementation Plan: (Reduction plans must be sustainable and yield ongoing costs savings or revenue.) Eliminate 1 full time and one part time Deputy Recorder 1 and increase services and supplies with the difference. SECTION 2: REDUCTION PLAN FINANCIAL DETAILS (double click to enter data) Description of Reduction Item (also include any offsetting Cost Dollar Impact Item costs for implementation) Center Account(s) FY 2012/13 1 Salaries & Wages 2 Salaries & Wages Deputy Recorder 1 1112 68679.89 3 Salaries & Wages Deputy Recorder 1 - part-time 1112 45183.75 4 Overtime 1111-1114 701300-5000.00 5 6 Services & Supplies 7 Professional Services 1111 710100-5500.00 8 Service Contract 1112 710200-3000.00 9 Repairs Maintenance 1112 710205-1463.64 10 Operating Supplies 1112 710300-5000.00 11 Office Supplies 1112 710350-5000.00 12 Other Expenses 1112 710500-2000.00 13 Printing 1113 710502-1000.00 14 Seminars & Meetings 1111 710509-1000.00 15 Equip Serv Motor 1111 711115-500.00 Totals 84400.00 SECTION 3: REDUCTION PLAN IMPACT STATEMENTS (Describe the impacts of the reduction plan) Impact to County Mission: (safe/secure/healthy community) Impact to Public: May not be able to fulfill requirements of NRS 247 duties which would cause liability issues for the County and Recorder s Office. Reduction of customer service. Ongoing phone and email quires and complaints will impact customer service, along with increased waiting time for customers. Impact to Employees: Ongoing customer service challenges result in higher stress levels, reduced employee attendance, and a reduction in work quality. With staff reduction in FY 12/13 (1 full time and 1 part time position), workload will continue to increase for remaining staff. Washoe County Budget Fiscal Year 2012/13 Page 1 of 2 February 08, 2012 Version
Report to the Board of County Commissioners Fiscal Year 2012/13 Department Budget Reduction Plan Impact to Stakeholders (such as other county departments, governments, or other organizations): Provisions in NRS 247 call for fine for violations of various provisions, and a liability for treble damages to an aggrieved party. Washoe County Budget Fiscal Year 2012/13 Page 2 of 2 February 08, 2012 Version
Office of the County Recorder Budget Presentation Fiscal Year 2012/13 Kathryn L. Kathy Burke County Recorder 1
Overview of the Recorder s Office The Recorder s Office has three divisions under one roof, providing the statutorily required services for Real Estate and Mining records, Marriage records, and Map records. The hours of operation are 8:00-5:00, Monday through Friday Funded for 21.63 full time employees 2
Organization Structure Washoe County Recorder Chief Deputy Recorder Administrative Assistant I (1 FTE) Recording Supervisor (3 FTE s) Property Transfer Compliance Recorder (1 FTE) Senior Deputy Recorder (5 FTE s) Deputy Recorder I (9.63 FTE s) 3
The Purpose of the Recorder s Office Per Nevada Revised Statute, county recorders shall keep an office at the county seat of their county. Each county recorder shall take custody of and is responsible for all documents deposited in his/her office. All documents on file in the office of the county recorder, must, during office hours, be open for inspection by any person without charge. Each county recorder shall maintain a record of all transactions conducted within the office and a record of all fees collected. Each county recorder shall, upon the payment of the prescribed statutory fees, record separately, in a manner which will allow a legible copy to be made, the following specified documents: (a) Deeds, grants, patents issued by the State of Nevada or by the United States, transfers and mortgages of real estate, releases of mortgages of real estate, powers of attorney to convey real estate, and leases of real estate which have been acknowledged or proved. 4
The Purpose of the Recorder s Office (continued) (b) Certificates of marriage and marriage contracts. (c) Wills admitted to probate. (d) Official bonds. (e) Notice of mechanics liens. (f) Transcripts of judgments which by law are made liens upon real estate in this state and affidavits of renewal of those judgments. (g) Notices of attachment upon real estate. (h) Notices of the pendency of an action affecting real estate, the title thereto or the possession thereof. (i) Instruments describing or relating to the separate property of married persons. 5
The Purpose of the Recorder s Office (continued) (j) Notice of preemption claims. (k) Notices and certificates of location of mining claims. (l) Affidavits of proof of annual labor on mining claims. (m) Affidavits of intent to hold mining claims recorded pursuant to subsection 3 of NRS 517.230. (n) Certificates of sale. (o) Judgments or decrees. (p) Declarations of homesteads. (q) Such other writings as are required or permitted by law to be recorded. 6
The Statutory Requirements NRS 247 - County Recorders NRS 239 - Public Records NRS 239B Disclosure of Personal Information NRS 111 - Estates and Property, Conveyancing and Recording NRS 375 - Tax on Transfers of Real Property NRS 240 Notary Public NRS 719 Uniform Electronic Transaction Act (UETA) NRS 720 Digital Signatures NRS 104 (Article 9) - Uniform Commercial Code NRS 122 Marriages NRS 517 - Mining Claims, Mill Sites and Tunnel Rights NRS 108 Liens NRS 115 Homesteads 7
The Statutory Requirements (cont d) NRS 106 & 107 Mortgages and Deeds of Trust NRS 278 & 278A Planning & Zoning NRS 353C.180 Certificates of Liability NRS 14 Notice of Pendency of Actions Affecting Real Property: Recording NRS 17 & 68 Judgments NRS 21 Enforcement of Judgments, Executions and Exemptions NRS 31 Writs of Attachment NRS 40 Terminating Joint Tenancies NRS 408 Highways & Roads (Recording of Resolutions) NRS 625 Professional Engineers and Surveyors (Maps) NRS 123.150 Inventory of Property 8
Are Non-Mandated Services Provided? All services currently provided in the Recorder s Office are mandated by Nevada Revised Statute 9
Mission Statement Our mission, as public servants of the Washoe County Recorder's Office, is to excel in our commitment to provide courteous and efficient customer service, while maintaining superior quality in all our procedures to provide convenient public access to all Recorder's records. It is our goal to promote public trust and confidence at the highest level. We are an inspired team; we strive to be innovative and to exceed expectations. We treat everyone with trust and respect. Our staff is accessible and accountable, and is the key to our success. 10
Our Customers Are: The Washoe County Recorder serves the entire populace of Washoe County. We provide services to visitors from across the U.S. and all around the world who get married, or own real estate, in Washoe County. We provide the opportunity to electronically record to document submitters across the U.S., and currently over 50% of our recordings are done electronically. 11
Department Performance Key Outcomes for FY 2011/12 Continuing go-backward review and redaction of personal information in the public records maintained by this office, per NRS 239B working on 1978-1997 section Adding data to marriage record program to improve internal operating efficiencies and provide quicker customer service - working on records from 1965-1979 12
Strategic Plan for FY 2012/13 Maintain a sustainable financial relationship between revenues and expenditures Consistency in responsible use of budget authority Provide General Fund revenue Collect revenue for redistribution by the State 13
Strategic Plan for FY 2012/13, cont d Clear statutory framework to support the purpose and core functions of Recorder s Office Consistency in application of Nevada Revised Statutes Access to public records Record documents and fill copy requests in a timely and efficient manner 14
Strategic Plan for FY 2012/13, cont d Confidence in the County Recorder s Office Timely and professional customer service Ongoing cross training of staff to provide a consistent level of service to the public on a daily basis Protection of personal information in public records 15
Strategic Plan for FY 2012/13, cont d An easy and desirable place to do business Provide courteous and efficient customer service to a wide variety of customers; from Washoe County, to across the country and beyond Utilize the Internet to provide information about the functions of the Recorder s Office, the recording requirements and applicable fees, as well as access to public records Provide the opportunity to print unofficial copies of public records on the Internet at no cost to the public Provide the opportunity to submit documents electronically, reducing costs and improving efficiency 16
How do we meet our goals and objectives? Performance measurement tools: Daily work of all staff is measured and compared to office and industry standards Workflow reports run and evaluated by management staff Reports measure staff productivity and work accuracy Customer feedback provides input to measure customer service levels and appropriate adjustments are made Feedback received via mail, phone, email, in-person 17
Fiscal Year 2012/13 Budget Plan Impact to Services and Public Reduction of customer service and increased waiting time. Impact to Employees Higher stress level, decreased attendance, lower staff morale and work quality. Staff reductions in FY 11/12 have increased workload for remaining staff. Impact to Other Departments Continued budget reductions will affect the following departments: Assessor, Clerk, Collections, Comptroller, Public Works, Treasurer 18
Fiscal Year 2012/13 Budget Plan, cont d Sustainability Expenditure cuts can be maintained into the future. Recorder s Office is a revenue generating source, however revenues are dependent both upon demand for services as well as changes made by the State Legislature. 19
Fiscal Year 2012/13 Budget Plan (cont d) Impact on Services by Prior Budget Reductions Reduction of staff to dedicate to the protection of personal identifying information in the public records of the County Recorder, as required by NRS 239B. Difficult to maintain high level of customer service and to meet statutorily mandated requirements. Delays in processing certified marriage copy requests. Delays in returning original documents. 20
Fiscal Year 2012/13 Budget Plan (cont d) How the Recorder s Office Will Be Able to Sustain Services at the Reduced Funding Levels Business process improvements, driven by creative suggestions from staff and the public Utilize technology to improve operating efficiencies Associated Risks of Operating at the Reduced Funding Levels Inadequate staffing to complete daily workload Staffing for redaction of personal information in go backward records will not be available. 21
Emerging Issues and Concerns Fee increases with Passage and Approval implementation dates The cost and timeline of redacting personal information in historical records by 2017; unfunded mandate established during 2005 and 2007 Legislative sessions Loss of institutional knowledge by staff reductions 22