Bar: Register of deeds' performance must be measured

By Lisa Majors-Duff

Without some way to measure performance, the 30 recommendations offered to improve procedures in the register of deeds office are useless, Jackson County Bar member Jay Coward told commissioners Tuesday.

"It would be like a student grading his own paper," Coward said. "He'd make a perfect score every time."

Coward made his comments during a discussion of recommendations presented to commissioners by a team of experts assembled to evaluate operations and procedures in the office. The group was brought together after commissioners learned mistakes in the office had placed the county in jeopardy of lawsuits.

"Records being filed now will be reviewed by people who aren't even born yet," Coward told the board. "They'll rely on those records just as we do today."

As outlined by Register of Deeds Joe Hamilton, the thrust of the recommendations centered around better computer software for tracking deed entries, staffing of the office and training for employees. Some of the suggestions, such as proofreading entries, have been adopted, while other recommendations, such as closing the office for lunch and training sessions, were not needed.

"We went through the process of asking for these recommendations," Commissioner Eddie Madden said. "I think we should follow them as closely as possible."

"I agree," said Chairman Stacy Buchanan, who asked that a committee be formed to review the recommendations in detail and devise a plan for correcting mistakes in deed books over the last several years.

"The vacant position (in the register of deeds office) is something that troubles the bar," Coward continued.

While the elected register of deeds has the ultimate authority to hire and fire as he sees fit, bringing another "inexperienced employee in to the office would fly in the face of the spirit of the recommendations," he said.

Commissioner Roberta Crawford agreed with Coward, expressing her concern about who Hamilton might choose to fill the position in July. Crawford further moved that Hamilton's request to close the office May 22 for staff training in Asheville not be approved since proper notice could not be made.

Hamilton, who expressed his thanks to all who have stepped in to assist him and his staff, agreed that training could be scheduled at a later date.

In other action Tuesday, board members approved a $5 million plan for additional renovations at Smoky Mountain High. The proposal, which will be forwarded to the Local Government Commission for permission to borrow funds, includes a $3 million science building, $1.4 to renovate the building's front entry and $350,000 for land acquisition.

Additional action was taken to fund air conditioning projects at three county elementary schools - Blue Ridge, Fairview and Cullowhee Valley. Total project cost was put at $491,890, with $122,972 required as a local match of state funds.

The final agenda item to be acted upon Tuesday dealt with changes to the county's Work First Plan, which is administered by the Department of Social Services. State officials had requested additional information about the plan's emergency assistance section be provided, including the eligibility criteria.

Agenda items slated to be acted on at the board's next meeting include:

- Amendments to the noise ordinance. Board members seemed comfortable with the proposed changes presented by the five-member task force, including the plan to exclude pet owners from being held criminally responsible for their animals' sounds.

Instead, board members agreed the issue should be addressed in the county's animal control ordinance, which will be reviewed by the same task force called together to improve the noise ordinance. Humane Society member Veronica Nicholas will be added to the task force, with Chairman Buchanan available should tie votes need to be broken.

- Plan to dispose of county property. With three options available, commissioners appeared in favor of requesting sealed bids for property placed on the market. County Manager Ken Westmoreland was asked to compile a list of county holdings that could be offered for sale.

- Scattered housing grant administration. Westmoreland recommended Mountain Projects, which has experience with similar projects, be awarded the contract for a $15,500 fee.

- Budget amendments. Included in this agenda item are two withdrawals from contingency - $55,175 for four detention officers and $62,440 needed to wire the jail's second floor, where several administrative offices will relocate.

- Procurement card policy. The new policy would provide guidelines for county employees to use credit cards for such things as travel, lodging and training cost, as well as unforeseen emergencies.

- Council on Aging appointments. David Snell of Dillsboro and Robert Root and Ed Norton, both of Sylva, are up for these slots.

- Greenway by-law changes. New language calls for a reduction in the number of members necessary to constitute a quorum.

- Resolution to add Old Cove Road to Department of Transportation system for maintenance. Resident Raymond McMillan requested commissioners forward to DOT the resolution, which calls for 0.7 miles of the road off Greens Creek to be added to the state system.

- Abandonment of SR 1368. Joseph Roberts, as the sole property owner, requested commissioner approve a resolution calling on DOT to abandon 300 feet of the road, which intersects with U.S. 441.

Back to Archive: 05/15/03.