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, ~'TY OF ,.SAN BER~RDIN~ REQUEST OoR COUNCIL ACTION
From: Shauna Clark
REC'V - ADfCL OrSubject: Authorization to hire
.. a Lien Coordinator
~3~3 NG'J -9 l'f; 7: is
Oept: City Clerk
Date: November 7, 1989
Synopsis of Previous Council action:
08/21/89: The Legislative Review Committee asked staff to consider
centralizing all administration of tax liens.
10/19/89: The Legislative Review Committee heard a presentation
from the departments involved in the lien process and
agreed that the position of lien coordinator be brought
before the Council.
Recommended motion:
That the position of lien coordinator in the City Clerk's
Office be authorized at range 1105, $~206per month, and
that the Personnel Department be instructed to prepare
the necessary amendments to Resolutions 6433 and 6413.
~~d/~4/"/
, Signature
Contlct penon:
Supporting uti attlchad:
Phonal
Ward:
FUNDING REQUIREMENTS:
Amount:
<\ t8 I uc."
(ACCT. NO.) OtII-o'll- ,,3,73{
(ACCT. DESCRIPTION) 4~"~-1??:11) ~'8
Finance: (~ Dr>
Sourca:
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Council Not..:
..........11.,
Agenda Item No,
~1~
, CITY OF ,SAN BERQRDINO - REQUEST ~R COUNCIL ACTION
STAFF REPORT
Please see the attached report to the Legislative Review
Committee dated October 18, 1989, which gives some back-
ground regarding the lien process and sets forth the fund-
ing for the lien coordinator.
Due to the constraints of the Brown Act we were unable to
take the position of lien coordinator before the Personnel
Committee.
A job description for this position has been prepared and
attached. Based upon the job description and the minimum
qualifications required for this position, the Personnel
Department has recommended range 1105, ($2,206-$2,687 per
month) .
75.0264
"c I9y
o
o F SAN B ERN A R DIN 0
INTEROFFICE MEMORANDUM
DATE:
OCTOBER 18, 1989
LEGISLATIVE REVIEW COMMITTEE
SHAUNA CLARK, CITY CLERK
LIEN PROCESS FOR VEHICLE AND NUISANCE ABATEMENT
TO:
FROM:
SUBJECT:
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At the last Legislative Review Committee the lien process was
discussed and continued to this meeting. In the interim, a staff
meeting of all departments involved was held, at which time,
there was a great deal of discussion as to how liens should be
administered.
Abatements can be broken down into three major categories:
weeds, building and other nuisances, and vehicles. Each of the
categories has a different procedure for liens. For example"
building demolition liens are ongoing with costs continually
accruing throughout the abatement process. Weed abatements are
done on a schedule and usually involve the same parcels from
period to period. The different processes make it difficult for
each department to know the status of the other department's
abatements.
The City Clerk's Office plays a role at one time or another in
the abatement process for all departments, and has been
recommended as the location for centralizing information on the
liens in order to provide improved public service. However, this
department does not have the staff to coordinate the lien process
and presently is backlogged on imposing liens for other
departments.
There are approximately 8,000 abatements that occur in a one year
period. If an administrative cost of $10 were added to each
billing, the revenue would more than cover the cost of providing
a staff person who would do the following:
1. Use existing computer equipment to build a parcel by
parcel database to provide a complete picture of liens in
process.
2. Coordinate with the County of San Bernardino Tax
Collector, Auditor/Controller and Recorder's Office to
provide up to date information on property ownership.
3. Provide a complete count on liens paid and outstanding.
4. Eventually, aid other departments in sending out
billings and other notices.
5. Prepare all documentation including resolutions that go
before the Mayor and Council for the imposition of liens.
6. prepare and record and liens and releases of liens.,
L-
o
o
Memo tp Legislative Review
Committee re:L~en Process
October 18, 1989
.
The Personnel Department has been asked to "cost out" this
position and will be reporting back by OCtober 19, 1989.
I am meeting with Ron Leuschen who is the Property Tax
Manager with the Office of the Auditor/Controller-Recorder to
discuss the possibility of using a modem to hook directly into
their computer for the purpose of viewing their records. This
would enable us to obtain up to date information on the status of
tax bills and our liens.
City Clerk
.J. ~~
o
o
"
LID COORDINATOR
JOB DESCRYPT:ION
Coordinates the imposition, release, and collection of property
liens for various city departments: establishes a computerized
accountinq system for liens and monitors the payment of liens
throuqh the tax collection process.
REPRESENTATrvE DUTIES
Receives information form the Departments of Public Services,
Public Buildinqs and Buildinq and Safety on the status of
abatement proceedinqs throuqhout the City and uses this
information to complete a parcel by parcel computerized
database on the statu. of co.t. incurr.d by those department.
and imp.ndinq liens: prepare. documentation to forward to the
Mayor and Council for adoption of resolutions settinq costs
incurred and authorizinq placement of liens: records all liens
with the Office of the County recorder: maintains a master list
of all liens, which is forwarded annually to the County
AUditor/Controller for placement on individual tax biils:
r..earch.s the records of the County Recorder, Auditor-
Controller, and Tax Collector to check the status of property
ownership and liens paid and unpaid: answera inquir.s from the
public, other,departm.nts, title companies and e.crow officers
on the status of costs incurred and the payoffs for the release
of liens: computes interest accrued on liens: prepare. demand
letters for title companie.: receive. an accountinq of liens
paid throuqh the tax collection process and post. to computer
to keep accounts up to date: relea.e. lien. that have been
paid: pr.pares a monthly report of lien. paid and outstandinq
for cost accountinq purposes: and performs related duties as
required.
MYNYMUM OUALYPICATYONS
sixty semester (90 quarter) units of colleqe l.vel CQurs.s with
empha.is in comput.r science, accountinq and busin.ss
mathematic.: and on. year of exp.ri.nce workinq with the lien
proc.... Additional experience may substitute for education
requirement. on a one year for 30 units basis up to two y.ars.
Typinq sp.ed of 45 words p.r minute is required. Possession of
a valid Class "C" California driv.r's Lic.ns..
GENERAL OUALIFICATIONS
Knowledq. of:
Municipal Code provisions pertaininq to nuisance and vehicle
abatement, and buildinq demolition:
Principles of accountinq:
paqe 1 of 2
Wordperfect 4.~nd spreadsheet computer ~lications:
R<<al property taxation:
Basic elements of public relations:
General office procedures and equipment:
Ability to:
Read a parcel map:
Prepare clear and concise reports and correspondence:
Make accurate arithmetical computations:
Establish and maintain effective workinq relationships with
employees from other departments, and the public, as well as
repre.entative. form County aqencies:
Research real property record sources:
Prepare re.olutions for adoption by the Mayor and Council:
Follow oral and written in.tructions:
Maintain records:
Work effectively with others:
Meet the qeneral public with courtesy and tact.
ORGANIZATIONAL RELATIONSHIPS
Lien Coordinator works under the direction of the Deputy City
Clerk :IJ: in the city Clerk's Department.
APPROVED:
DIREeroR OF PERSONNEL
DATE
JD:LC
10-30-78 lda
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