Nuisance Assessment Releases1
A3 Problem Solving
Concern/Problem
Time and costs associated with filing nuisance abatement
assessments releases (after annual certification).
Processes that may be
impacted
Nuisance abatement filing
Date problem was
identified
September 20, 2012
Contacts Lieu Ann Elsey and Shandi Wicks
Originator Lieu Ann Elsey
Problem Solving Team
Lieu Ann Elsey and Shandi Wicks
Current Situation Current Situation (describe in detail using process mapping, charts, and data as
applicable)
After certifying nuisance special assessments to the County Clerk,
releases must be filed with the Register of Deeds indicated that
those cost have been added and are being paid through property
taxes. Currently, a release is filed for all nuisance abatements that
are invoiced. These releases require the City Clerk’s signature and
it to be notarized. The cost of filing the releases is $8 for every
page. Last year approximately 150 releases were done after the
certification, resulting in staff time to produce, sign, notarize, verify
legal descriptions, and filing (approximately 5 hours in staff time)
and cost $1,220 (paper and filing fee).
Analysis
Analysis (ask why repeatedly until you have identified the root causes, then explain
your conclusions in a very brief, yet thorough format – use charts and graphs to
depict your findings)
Why is there a filing fee? Mandated through Saline County.
Why do we file releases? To remove the assessment from the
property after they have been certified to be paid with the property
taxes.
Why do we file each separately? In the past, they were filed
separately because we only filed them when the abatements were
paid when invoiced. Releases are now filed for each of the
properties that are invoiced in order to remove the assessment from
the property because they will be collected through the County
Clerk’s Office. The way we filed the releases have not changed
since the procedure had been updated.
Recommendation
Recommendation (identify those key elements required in order to prevent the
problem from ever happening again)
Modify report in database to create one single report to be filed
after the certification.
Labor and Cost Savings
Annual dollar savings:
Approximately $1,150 in filing fees and reduced amount of paper.
Annual hours of increased capacity:
5 hours
2
Customer service or employee benefit:
Less time signing, notarizing, and filing each release for employees.
Cost savings in reduction in the amount of pages that need to be
filed.
Implementation Plan
Implementation Plan: (Tasks, start date, duration, responsibilities, and completion
date)
This is to be started in late September with the releases that will be
coming up after the August 2012 certification.
Attachments Original release form, new report, documentation form
Approval Process
Supervisor’s Review
and others in the Chain of
Command
Instructions: This form is submitted through the chain of command to the Director
Date:
Name:
Comments:
Director’s Approval
Instructions: Approval authority is delegated to each Director for all
recommendations that results in $5,000 or less in annual savings, or 250 hours or
less of annual increased capacity. This form is sent to the Process Improvement
Director for his approval.
Date: Sep 21, 2012
Name: Rod Franz
Approved/Denied:
Process Improvement
Director’s Approval
Instructions: Upon approval this form is sent to the CMO Executive Assistant, who
forwards a copy to members to the Executive Support Team. They determine how to
convert hours into budgetary savings.
Date: Sep 24, 2012
Approved/Denied:
City Manager’s
Approval
Instructions: Final sign off for all recommendations that exceed $5,000 in annual
savings, or 250 hours of annual increased functional capacity is by the City
Manager, who also signs off on any plans to convert hours to budgetary savings. The
CMO Executive Assistant converts the approved form into a pdf file that is saved on
the P drive and in Laserfiche.
Date:
Approved/Denied: