HomeMy WebLinkAboutAgenda - 11-05-2009 - 6cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 5, 2009
Action Agenda
Item No. (o -- G
SUBJECT: Re ister of Deeds Reorganization Plans
DEPARTMENT: Register of Deeds PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Attachment 1: Register of Deeds Current
Organizational Chart
Attachment 2: Register of Deeds New
Organizational Chart
INFORMATION CONTACT:
Joyce Pearson, Register of Deeds
245-2676
Michael McGinnis, Human Resources
Director, 245-2552
Allison Newcomer, Classification and
Pay Manager, 245-2555
PURPOSE: To inform the Board of the reorganization plans in the Register of Deeds Office.
BACKGROUND: The Register of Deeds Office is currently reorganizing the department in
response to employees taking advantage of the County's retirement incentive program. The
Register of Deeds Office is currently structured with one Assistant Register of Deeds and three
section supervisors as .shown on Attachment 1. Two of the section supervisors have only one
direct report. Over time, this structure has created inefficiencies in the department including
inflexibility and weakened communication channels within the department. The number of
supervisors has also created variations in the way procedures are practiced throughout the
department.
Two of the three supervisors are retiring this fall. The department will address the above
shortcomings by reorganizing the workload of staff, particularly of these two vacated positions.
The revised reorganization, shown in Attachment 2 will:
• Reduce the number of supervisory positions from four to two, which will flatten the
department's organizational structure
• Reclassify the two vacant supervisor positions to Register of Deeds - Leadworker
• Change the reporting structure for one Deputy Register of Deeds II in the Imaging
section
• Change the reporting structure for the Imaging Supervisor to the General Operations
section
• Change the title of the Imaging Supervisor to Imaging Coordinator
2
• Create a second Assistant Register of Deeds which will supervise the Vitals, Indexing,
Imaging Deputy Register of Deeds staff
Moving the Imaging Supervisor to the General Operations section will increase the amount of
time this employee can concentrate on systems analyst work, which is required to keep the
Register of Deeds operations fully functional. Changing the title of the position will provide a
more accurate description of the work responsibilities. The consolidation of the four sections
into two sections will enable more consistent communication throughout the department and
allow the Vitals, Indexing, and Imaging employees to work together more closely. The structure
will provide a better environment for cross training, increasing the department's flexibility to
move human resources as needed to address organizational needs.
The two Assistant Register of Deed positions will provide a strong management team for the
department. The two positions will provide an increased level of management support to the
Register of Deeds by handling employee performance reviews, employee relations issues, and
day to day management tasks.
FINANCIAL IMPACT: The County will realize an estimated $70,954 savings through the
retirement incentive program. The reorganization will utilize the same number of positions (16).
One position will be reclassified to a higher grade, for an estimated cost of $5,222; two vacant
positions to be reclassified to a lower grade, for an estimated savings of $5,625. The long term
financial impact to the County is neutral.
RECOMMENDATION(S): The Manager recommends that the Board:
Acknowledge the reorganization efforts by the Register of Deeds Office; and
Approve the title change of the Imaging Supervisor to Imaging Coordinator
Register of Deeds
Register of Deeds
Grade 29
(1)
Administrative
Assistant II
Grade 12
(1)
Assistant
Register of Deeds
Grade 16
(1)
General II I~ Indexing
Operations
ROD Deputy Indexing
Leadworker Supervisor
Grade 12 Grade 14
(1) (1)
Deputy ROD II Deputy ROD II
Grade 11 Grade 11
(4) (3)
Current FY 2009 -10
Imaging II II Vitals/Finance
Imaging Vitals
Supervisor Supervisor
Grade 16 Grade 13
(1) (1)
Deputy ROD II Deputy ROD I
Grade 11 Grade 10
(1) (1)
Attachment 1
Register of Deeds
Register of Deeds
Grade 29
(1)
Assistant Assistant
Register of Deeds Register of Deeds
Grade 16 Grade 16
(1) (1)
General II II Indexing II II VitalslFinance
Operations u
ROD Depuiy ROD Deputy ROD Deputy
Leadworker Leadworker Leadworker
Grade 12 Grade 12 Grade 12
Deputy ROD II
Grade 11
(4) Deputy ROD II
Grade 11
(4) Deputy ROD I
Grade 10
(1)
Imaging
Coordinator
Grade 16
(1)
Reorganization
Attachment 2