HomeMy WebLinkAboutMINUTES - 10311989 - 2.1 BOARD OF SUPERVISORS
r� A Alfred P. Lomeli, Treasurer-Tax Collector Contra
Costa
DATE: October 31, 1989
SUBJECT; AUTOMATED VOICE RESPONSE SYSTEM
SPE'CIFIC_ REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND ,AND JUSTIFICATION
RECOMMENDATION
Approve appropriation adjustment in the amount of $46,200.
FINANCIAL IMPACT
No .financial impact. The funds are available from the following
sources:
In fiscal year 1988-89, $15, 000 was encumbered from the
.Treasurer-Tax Collectorls budget for this purpose.
0 From the 1989-90 . Treasurer-Tax budget, we are _committing
$35, 600. This can be accomplished due to expected salary
savings and reduced office supply expenses.
® From monies earmarked for a new tax system development,
$15,600 will be used to cover the balance of the cost for
the automated voice response system.
REASONS FOR RECOMMENDATION/BACKGROUND
A telephone survey was- conducted during a three-week period. A total
of 13 ,362 -telephone calls were . received in our office. Obviously the
volume of calls received ,and the amount of time dedicated to respond
to each citizen' s inquiry is enormous. It was also determined that
70% of the telephone calls could be answered by an automated voice
response system whereby the taxpayers could get information faster by
using a touchtone telephone.
The benefits of obtaining such a telephone system are as follows:
1. Increased productivity. Since all incoming. telephone calls would
first be directed to the automated voice response system, the
staff would be able to devote. more time to processing tax
payments. Since 'it is understood that. the automated voice
response system would not. be able to answer 1000 of. the calls,
those calls f orwarded, . back to the office would receive faster
personalized service.
�r
CONTINUED ON ATTACHMENT: X YES
SIGNATURE.•
- RECOMMENDATION OF COVNTY' ADMIN ISTRATOR RECOMMENDATION OF BOAR ` COMMITTEE
APPROVE OTHER
SIGNATURE S
ACTION OF BOARD ON _ 0.r=PROVED AS RECOMMENDED _>It OTHER
VOTE OF SUPERVISORS
Z HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON,THE MINUTES OF THE BOARD
ABSENT;' ABSTAIN: OF SUPERVISORS ON THE.DATE gS(H�pOWN.
CC: County Administrator ATTESTED OCT 3 1 1989
Data. Processing PHIL BATCHELOR, CLERK OF THE BOARD OF
Tax Collector's Office SUPERVISORS AND COUNTY ADMINISTRATOR
M382/7-83 — ,DEPUTY
2. Since staff would be able to process tax payments faster, it is
expected that our interest earnings would increase by getting
money to the bank before their 1: 00- p.m. cutoff. This is
critical since the bank has been reducing the time of deposits
from 3 : 00 p.m. to 1:00 p.m.
3 . Staff 's moral would increase- since they would not be answering
every single telephone call. Their energies would be
concentrated in processing tax payments and other tax collection
assignments.
4. The last, but equally as important, is the fact that the
automated telephone system would be connected to the County` s
Data Center. It is expected that tax information could be
obtained 7 days a week, 24 hours a day. The taxpayer would be
able to call at any time to get tax information. This is
particularly attractive to the. Treasurer-Tax Collector' s Office
because 70 to 80% of the telephone calls are related to tax
agencies and title companies who will be able to call during the
off hours.
s 2-001 A UDITOR-CONTROLLER USE ONLY
CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY:
APPROPRIATION ADJUSTMENT BOARD OF SUPERVISORS
T/C 2 7
COUNTY ADMINISTRATOR
ACCOUNT CODING BUDGET UNIT:
Tax Collector - 0015
ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <ECREASE INCREASE
SUE-AC000 N T
100 100
0015 2251 Computer Software 5,368.00
0015 2270 Maintenance of Equipment I 2,691.00
0015 4951 Equipment ( 22,541.100
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0015 2100 Office Expense 15,000 00
1 1
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0990 6301 Reserve for Contingencies 15,600100 I
0990 6301 Available New Financing I 15,600.00
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TOTALS I {
30 60 00 46 ,200 00
APPROVED EXPLANATION OF REQUEST
1UDITO NT
/ l/ To appropriate funds for the Voice Information Processing
Iy:v ROLLE Dotelp�� System (VIPS).
:OUNT ADMIN STRATOR
ly: Date to
BOARD OF SUPERVISORS
ES: SupervisorS Powers,Fanden,
S'4 A 1-MCPeak, Torlakson
0: -1r
Phil Batchelor, CterA of the Board 61 10/18/89
Supervisors and'Coorfy Admin:,'tsatct %z— Treasurer–Tax Collector
e4,ZakW OCT 31 1989 NAT RE TITLEp/ DATE
P
y: Date APPROPRIATION A00 505
O
ADJ. JOURNAL NO.
(M 129 Rev.2/88) SEE INSTRUCTIONS ON REVERSE SIDE
CONTRA COSTA COUNTY
ESTIMATED REVENUE ADJUSTMENT
T/C 24
ACCOUNT CODING BUDGET UNIT:
General Fund Revenue - 0005
ORGANIZATION REVENUE
ACCOUNT REVENUE DESCRIPTION INCREASE
DECREASE>
10 o __:__. 100
0005 8981 Fund Balance Available 15,6001.00 I
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TOTALS /�J &00 00
APPROVED EXPLANATION OF REQUEST /
AUDIT ONTROLLER
Fund balance made avai
By: Dote% of Data Processing Pro
s
,".OUNTY ADMINISTRATOR Approval of this appro
C the Board of Supervise
3y: T.r Date�O�� B Auditor—Controller to'
Encumbrance in part fc
30ARD OF SUPERVISORS
Supervisors Powers,Fanden, ti
YES: Schroder,Weak, Torlakso^
i
NO:
Phi! Batche,or, Cier!( cf the Baan G1
3y. Date OCT 31 1989 REVENUE ADJ. RA00 .5dS
(M 8134 Rev. 2/86)
JOURNAL NO.