Memorandum

City of Lawrence

Administrative Services Department

To:	Dave Corliss, City Manager
From:	Frank S. Reeb, Administrative Services Director/City Clerk
cc:	Toni Wheeler, Director of Legal Services
Date:	May 17, 2007
Re:	Domestic Partner Registry Implementation

This memo provides information regarding the City Clerk’s Office implementation of a domestic partner registration.  The information in this memo is based on the proposed Draft Ordinance B which requires the filing of a Declaration of Domestic Partnership containing the criteria described in draft Code Section 10-202.  In addition, removal from the registry would occur through the filing of a Notice of Removal from the Domestic Partnership Registry.  There are at least two potential options for implementing such a registry.  While either option will create a workload increase, as described in more detail below, in order to minimize the workload impact, staff recommends the online registration option. 

The first method for processing the Declaration of Domestic Partnership and Request for Removal from the Domestic Partner Registry forms is to develop an internal database, for example on the AS/400, and process the Declaration and Removal forms in much the same way we process the various licenses in the City Clerk’s Office.  That is, two persons seeking to register as domestic partners would file a completed form in person, by mail, or fax.  Staff would then enter the information in the registry/database and then mail back proof of registration containing a registration number. This option would not require any additional software improvements or fee payment changes because the individuals would pay by either cash or check and mail in the fee with the form or deliver it in person.  In terms of fees we noted most cities we researched charge such a fee ranging from $20 to $60 with the most common fee being either $25 or $50;[3 cities each]).

A variation of the option suggested above would be to simply collect and file the paper forms.  There would be no database or electronic registry per se.  Any person interested in knowing the names of those registered would need to pay for copies of all of the registration forms in the file.  This is the process the Kansas City, Missouri City Clerk’s Office uses to maintain its registry.

The other registration option would be to create an online registration form and online removal form on the City’s website.  These forms would contain fillable fields with all the criteria required in the draft Ordinance B.  In addition, an electronic certification and signature field could be created.  While the individuals would enter the information online, city staff would still need to maintain the registry and ensure the web registration and removal processes were working correctly.  This second option would likely work best if the applicants could pay the fee by credit card.  The City Clerk’s Office currently does not have the software for credit card payments or other online fee payments although other City departments (i.e., Finance, Park & Recs., Municipal Court, and Neighborhood Resources) have such software. 

While it is difficult to predict the specific level of impact, there will be some workload impact on the City Clerk’s Office (1.5 FTE) regardless of which option is chosen if the registry is approved by the City Commission.  While difficult to predict, that workload impact will, in part, be based on the number of Lawrence residents who will actually file a declaration of domestic partnership if the registry is approved.  Census Data from 2000 shows that there were 31,435 households in the City in 2000, with 1,824 reported to be unmarried partner households, and 29,611 reported to be all other households.  It is expected that there will be a higher number of registrations initially after an ordinance is adopted and implemented, with fewer registrations occurring thereafter.  That appears to have been the pattern in other cities with domestic partnership registries.  Staff contacted other cities with domestic partnership registries to review what volume of registrations they experienced.  Please see the attached table summarizing the findings.  

Further, regardless of the number of registrations and removals actually filed, we would anticipate a significant number of phone calls and walk up requests for information.  In addition, maintaining the database, regardless of its form, will also require staff time.  By way of illustration, following a change in state law requiring the disclosure of special assessments in real estate transactions, City staff placed special assessment information on the City website.  Despite the self service availability on the website, staff receives a large number of phone calls requesting special assessment information, particularly during the peak spring and fall home sale seasons.  Each phone call by itself is not complex or time consuming but taken as a whole, and when considering we are staffed at just 1.5 FTE, impacts the time we can devote to the other duties and responsibilities we have in the office.  We would expect a similar number of phone calls and requests for information about the domestic partner registry. 

If the Domestic Partner Registry is approved, the City Clerk’s Office will certainly make every effort to implement the registry and continue to provide the same high level of customer service we currently provide.  We look forward to discussing these options, and others, and answering any questions you may have. 

Recommended Action:  If the City Commission approves the Domestic Partner Registry, given that it would be an unfunded increase in City Clerk duties and responsibilities, and given the workload increases described above, in order to minimize the workload impact, staff recommends the online registration option discussed above.