Clerks Office

The following is a listing of divisions within the County Clerk’s Office. Each division has a list of functions and how those functions will be performed following all standard safety protocols for reopening after the COVID-19 shutdown. Guidelines for all common areas and common equipment usage are also listed.

All employees will wear masks and practice proper social distancing; glove usage is optional. Masks, hand sanitizer, and gloves will be provided if needed. Sanitizing will be done with either wipes or spray. All employees will use their designated office chairs.


Timeline

The County Clerk’s Office Recording Department and Hall of Records will reopen with the implementation of Phase 2.

The DMV will reopen upon the Executive Order of the Governor.


DMV

DMV Customer Routing

The DMV will be by appointment only. We will be scheduling 6 appointments every 15 minutes for DMV transactions. Permits will be 4 appointments every 30 minutes. This will allow us to monitor the
number of individuals in the lobby of the County Office Building. There should not be more than 10 individuals at one time waiting for a DMV transaction.

We are requesting that the front side entrance closest to the DMV be for DMV customers only. We will have an employee at the entrance that will monitor all DMV customers with appointments. They will direct the customer to the information booth. Clipboard with proper forms will be given to customer and they will be directed to a seat. Seats will be marked and tape will be placed on the floor ensuring social distancing requirements are in effect. All public will be required to wear a mask and have their temperature taken. If they do not have a mask one will be given to them. Once a customer enters the cashiering area our employee will admit the next person waiting into the lobby. No individual will be admitted to the DMV for processing without an appointment. No individuals will be allowed in the DMV waiting room except for the applicant or a minor child under the age of 10.

If an individual comes to the office for forms or information but does not have an appointment they will be directed to the other side door closest to the security room. An employee will be available for information and to distribute forms. No more than three individuals at a time will be allowed into this area. The revamped tourist area will be used for permit testing only. Ideally, we would request that the main front doors be locked to control the DMV customers. If this is not possible, we will be putting up stanchions with roping that will not allow anyone to access our DMV
unless they enter through the DMV entrance. Of course, we will need security to ensure that there is no abuse of this policy.

Once in the cashiering area, the customer will place the clipboard onto the counter and step 6 feet back from the DMV employee. This will be marked on the floor. Our employee will process the application and the customer will complete the transaction. The clipboards will be placed in a bucket and sanitized for reuse. All customers will enter through the lobby and exit through the back door. During the transactions, customers will be 6 feet apart from one another and from the cashier at the window.

Drop boxes will be maintained for routine renewals and plate surrenders and remain at the back of the County Office Building.

Protocols and Improvements for Social Distancing

  1. Plexiglass will remain in all public areas where it is currently installed.
  2. Plexiglass will be installed in the Consultation Area, Permit Area, and Information Booth.
  3. Signage for social distancing will be placed in the main public area as well as the cashiering area.
  4. Benches will be utilized for customer seating with 6 feet distances being adhered to.
  5. Masks, hand sanitizer, and Clorox Wipes will be given to each employee to maintain their work areas.
  6. Maintenance will wipe down all public counters, plexiglass, and benches on a daily basis.
  7. Shared Adding Machines will be wiped down after every use with Clorox wipes.
  8. Upon opening a protocol sheet will be distributed to each employee.
  9. Common telephones, keys, file cabinets, copiers will be sanitized after each use.
  10. Break Room will be limited to 4 employees with a social distancing of 6 feet.

Recording

Customer Routing

We are considering implementing by appointment only at the Recording Counter. Our other option is to limit the processing area to 3 customers at a time. Three cashier stations will be constructed with protective plexiglass. Each customer will present papers for recording and step back 6 feet for social distancing while the cashier processes the documents. Again, all customers will be required to wear masks. There will be seating six feet apart for customers. The seating will be in the hall way of the 2nd
floor of the County Building. Customers will have a number assigned to them and will be called in according to their appointment time or time of arrival if no appointment system is utilized.

Drop box for County Clerk transactions will be maintained on the first floor of the County Office Building. It will be locked and only accessible to County Clerk employees. The Recording Department Record Room will have protective barriers between each of the searchers terminal. Individuals must use masks and gloves when using the computers. Keyboards must be wiped down by each user with Clorox wipes. This will ensure protection of all users. All individuals utilizing public computers will report in to our receptionist and this employee will monitor the time each searcher is on the computer. Plexiglass will be installed between public computers and at the
information area.

For routine public searches the County Clerk employee will complete the search and supply the documents and collect the fees. If a title searcher wishes to put more money onto their account there will be a request form available from our employee in the record room. Searcher will submit request with required check they will no longer go to the recording counter. At the completion of the transaction a receipt will be given to the title searcher. No public will be allowed down into the file room. Request will be made to our employee in the Record Room. She will requisition the case and notify the customer when it is available.

Protocols and Improvements for Social Distancing

  1. Plexiglass will be installed in all public areas. Currently, there is no barriers between the public and the employees in the Recording Department.
  2. Plexiglass will be installed and cashier stations will be created at our Recording Counter.
  3. Signage for social distancing will be placed in the main public area as well as cashiering areas.
  4. Chairs will be utilized for customer seating with 6 feet distances being adhered to.
  5. Masks, hand sanitizer and Clorox Wipes will be given to each employee to maintain their work areas.
  6. Maintenance will wipe down all public counters, plexiglass, and benches on a daily basis.
  7. Searchers and public will be required to wipe down public computer keyboards after use.
  8. Upon opening a protocol sheet will be distributed to each employee.
  9. Courier Van (handles, seat, steering wheel, parking card, etc.) – sanitized after each use.
  10. Common telephones, keys, file cabinets, copiers, and reader/printers will be sanitized after each use.
  11. Break Room will be restricted to two employees with 6 feet social distancing in effect.

Records Management Program

The following is a listing of divisions within the Records Management Program and the common areas in the Ulster County Records Center located at 300 Foxhall Avenue. Based on the Ulster County Protocol a no touch thermometer will be installed at the front door of the Records Center. All employees and public will enter through the front door. The Gage Street entrance will not be used for entering the building. Employees may exit from Gage Street.

  1. Administration Area
    a. Telephones and Door Camera/Opener on individual employee desks – sanitized at the end of each day.
    b. Multifunction Copier/Printer – sanitized after each use.
    c. Filing cabinets – sanitized after each use.
    d. Keys – sanitized after each use.
    e. Visitor Log will be filled in by UCRMP staff. Binder for log – sanitized after each use.
    f. Visitor Badges – sanitized after each use.
    g. Each employee will only use the basic office equipment (stapler, tape dispenser, etc.) located at their individual desk.
    h. Electric Stapler & Pencil Sharpener – sanitized after each use.
    i. Small Utility Cart – sanitized after each use.
  1. Archives Division
    a. Researchers will be encouraged to work on projects with the Archivist via phone or email.
    b. For in-person research, one person will be received at a time and by appointment only. All research done at the Records Center will be conducted in the Conference Room (12’ x 17’) with one member of the Archives staff present, using proper social distancing procedures. The conference room will be sanitized prior to and immediately following
    researcher use.
    c. Microfilm Reader/Printer – sanitized after each use.
    d. Archivist Filing Cabinet – sanitized at the end of each day.
  1. Hall of Records Division
    a. Desktop and Label Printers – sanitized after each use.
    b. Courier Bags & Customer Labels – sanitized after each use.
    c. Cargo Van (handles, seat, steering wheel, parking cards, etc.) – sanitized after each use.
    d. Ladders, Hand Trucks & Carts – sanitized after each use.
    e. Administrative staff will contact each Department Records Coordinator to determine availability for delivering and picking up requested files/boxes, as well as any special
    requirements for placement of delivered items.
    f. Courier deliveries will follow social distancing procedures. Forms requiring signatures will be set down, the courier will step away for a designated employee to sign, then pick up the form.
  1. Micrographics & Imaging Division
    a. Telephones – sanitized after each use.
    b. Multifunction Copier/Printer – sanitized after each use.
    c. Filing cabinets – sanitized after each use.
    d. Hand Trucks & Carts – sanitized after each use.
    e. Each employee will only use the basic office equipment (stapler, tape dispenser, etc.)
    located at their individual work station.
    f. Industrial Stapler, Oversize Staple Remover & Electric Pencil Sharpener – sanitized after each use.
    g. Scanning Stations, Camera Stations & Archive Writer – sanitized at the end of each day or period of usage
  1. Common Areas
    a. Fire Doors throughout the building remain closed (never propped open) as per instructions from Safety Department.
    b. All touch surfaces in common areas (key pad, door handles, counter tops, etc.) – sanitized each day.
    c. Breakroom – recommended use by one person at a time.
    d. Bathrooms – sanitized each evening by cleaning staff.