Linn County treasurer outlines appointment software proposal; board seeks more time and guarantees on walk-ins

Linn County Treasurer Brent Olsen and staff detailed a proposal Jan. 31 to adopt appointment-scheduling software for title transfers and related transactions, describing expected operational changes, cost savings and how walk-ins would be handled. The Board of Supervisors did not take a final vote and asked for more time to consider the offer.

John Hebert, deputy treasurer, described how the office would use appointment windows and kiosks to balance pre-scheduled appointments and walk-ins. “We have 15 available windows up in our office, so the remainder would be allocated then towards the walk in customers to eliminate any wait times for them when they come in,” Hebert said, describing staffing and window allocations.

Olsen and his staff repeatedly assured the board that walk-in service would continue. “Yes yes that's what we do now and that's what we will do going forward,” Olsen said when asked if every person who walks in the door would be taken care of.

Treasurer’s staff said the new software would allow same-day appointments via an on-site kiosk (iPad) and require verification of necessary documents at appointment time to reduce repeated customer trips. Hebert provided an operational estimate for title transfers in 2024 of roughly 44,900 true title transfers and said the department would manage a minimum of eight appointment windows, with remaining windows supporting walk-ins and other services.

Board members sought clarity about how walk-ins would be treated on heavy-volume days, with several officials stressing that rural residents and others who depend on walk-in service must be able to complete transactions the same day if they arrive with proper documentation. “If someone comes into our office without Internet access to be able to make that appointment…they're still welcome to come into our office,” Hebert said.

Board members also discussed budget impacts and timing. Staff said the vendor offer creates a one-time first-year cost and projected a modest annual savings going forward; the transcript references an $18,000 savings figure that could be reallocated, and staff said the recurring operational savings going forward was the smaller figure referenced in the department submission. The board asked that if members wanted to change how any savings are used, those number decisions be finalized prior to Monday's budget finalization; otherwise the contract decision could be finalized on Monday so long as county budget totals do not change.

No formal procurement contract was approved at the meeting. Several board members asked for language in public communications to use “appointment option” and to clearly state that walk-ins remain available. Some members requested the weekend to review the materials before the board's final budget vote on Monday.

Ending: The treasurer’s office will provide any follow-up information requested by board members; a final board action on the software purchase and any reallocation of the cited savings was left for the next scheduled meeting or Monday's finalization, depending on whether the board changes dollar amounts in the submitted budget.