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HomeMy WebLinkAboutAgenda - 02-19-2008-11aARY M 4 Of\ MEMORANDUM To: County Commissioners From: Joyce Pearson, Register of Deeds Jo Roberson, Revenue Director John Smith, Assessor /Land Records Subject: Plans for the Upcoming Relocation Date: February 14, 2008 We are excited'to report that within the next few weeks the Register of Deeds and the Revenue and Assessor/Land Records Departments will be relocating to the new Gateway Center at 228 S. Churton Street, Hillsborough. As the Board will recall, furniture for the new facility was approved on February 5, 2008. It will be delivered and installed around the first week of March in preparation for the departments to move their records and other departmental items during the weekend of March 15. We are proposing to close offices to the public on Monday, March 17 and Tuesday, March 18 so the staff may set up and organize offices and public areas to provide the appropriate level of customer service on the first day of operation in the new building. The first day of operation at the new location will be Wednesday, March 19, 2008. Through the collaborative efforts of the affected Departments, the Manager's office and County Commissioner's office a plan is being formulated to inform and educate our residents about the relocation so its effect on them will be minimized. A list of proposed outreach actions is attached to this memorandum. Further, on March 17 and 18 when the offices are closed, the phone lines to the main departmental telephone numbers will be directed to a voice mail system that will provide pertinent information about the offices being closed, reopening date, new location and service alternatives for paying taxes. Callers may choose to leave their name, number and a brief description of their need. Voice mail will be checked several times during working hours on Monday and Tuesday and calls will be forwarded to the appropriate employees for response on Wednesday, March 19th For your information, only tax payments at the Hillsborough office will be affected. Payments may still be made through the mail, by credit card using the online or telephone service, or in person at the Chapel Hill Town Hall Revenue office. The County's tax records will be available as usual online as well. In addition, by the end of business on Friday, February 22, 2008 the Register of Deeds will be individually notifying all attorneys, paralegals, and lending institutions of the relocation plans, including dates during which the office will be closed. This advance notification will allow them to appropriately schedule closings and other proceedings that might require recordation of documents with the Register's Office. The Department Directors and the Register of Deeds have provided what we consider to be a thoughtful plan for the transition to the new space. While any move is disruptive, we have attempted to minimize the impact of the move on the residents whom we serve. We appreciate the Board's consideration during this time of transition and look forward to scheduling an open house to showcase the new facility in Spring 2008. In the meantime, we would be glad to address any questions or concerns of Board members. Please feel free to call us directly. Ways to Notify Our Citizens of the move to Gateway • Send inserts in our billings sent out in the month of March and April to ensure that citizens "see" our move prior to their attempting to visiting. • Register of Deeds will be sending a letter notifying all attorneys, paralegals, and lending institutions of the close of her office for this move. • Place posters in all county locations indicating that our offices are moving, when and to where. • Place flyers for citizens in all county locations • Put move information on County's main Website and also on all individual sites, ie: Register of Deeds, Assessor, GIS, and Revenue • Utilize all public forums for advertisement such as Newspaper, Television • Send county employees notice with pay stubs prior to move taking place • Posters in All County Buildings where citizens visit. • Posters in all Town Administrative Offices • Posters at all Library locations • Notice of move including in Delinquent Real Property Advertisement to take place March 12, 2008. • Press releases • Banner hung on the GSC building announcing the move and the who and where.