HomeMy WebLinkAboutFY 2017 Office of the County ClerkCOUNTY OF KAUAI
Office of the County Clerk
Council Services Division
Elections Division
2017 Budget Presentation
Submitted to Council: March 15, 2016
Departmental Budget Review: April 12, 2016
Jade K. Fountain - Tanigawa
County Clerk
Scott K. Sato
Deputy County Clerk
Lyndon M. Yoshioka
Elections Administrator
OFFICE OF THE COUNTY CLERK
COUNCIL SERVICES DIVISION
Mission
To efficiently, accurately, and respectfully provide the public (general public, County
Administration, and other agencies) and the Kauai County Council with the staff support and
assistance required to carry out the Legislative function of the County of Kauai.
Goals & Objectives
The Council Services Division provides support services to the County Council, and consists of
four (4) sections — Research, Records Management, Support Services (Clerical), and Support
Services (Secretarial Assistants).
Division Goals:
1. To recognize that all members of our staff are valued and that the contributions they each
make, strengthen our organization and help to carry out our mission of delivering
efficient public service.
2. To treat everyone that comes into contact with the Council Services Division with
respect, while at the same time recognizing the importance of providing exceptional
customer service.
3. To efficiently and effectively provide staff and support services to the Kauai County
Council in the preparation of Council and Committee Meetings, and to perform the
necessary follow -up work as required.
4. To provide information and related documents on legislative and/or County matters when
requested by the public. If information cannot be delivered within the time frame
requested, a response to the request shall be provided no later than the time frame
established pursuant to the provisions of the Uniform Information Practices Act (UIPA).
Section Summary:
1. Records Management. To maintain records of the Legislative Branch, including legal
documents and operational records of the County. To file documents of the County
Council and the Office of the County Clerk and retrieve records requested by the
Council, the Administration, the public, and other agencies. (The Records Management
Section is not the county -wide repository of all county records.)
Fiscal Year 2016 -2017 Budget Presentation Page 1
Goals:
a. Provide records - related assistance to the Kauai County Council, staff of the
Office of the County Clerk, the County Administration, the public, and other
agencies in a timely manner.
b. Continue indexing /scanning system to hasten records retrieval and for records
protection.
c. Process documents received in a timely manner.
Objectives:
a. Maintain the current database indexing system in Microsoft Access.
b. Maintain the current electronic filing system on Laserfiche.
c. Continue the computerization of the indexing system for selected records series.
d. Continue the scanning, verifying, and indexing of selected records series.
e. Continue the digitization project by verifying, separating, and indexing the
vendor - scanned documents.
f. Fulfill records requests on a priority basis within ten days after the request is
received, with "ASAP" requests being researched immediately.
g. Process rules and regulations and transmit them to the State of Hawaii, Office of
the Lieutenant Governor within three (3) working days after received by the
Office of the County Clerk for filing.
h. Maintain records pursuant to the Kauai County Charter.
i. Update the Office of the County Clerk "Sale -Item List."
2. Support Services (Clerical). To provide all the clerical support for the County Council
and the Office of the County Clerk. In addition to the day -to -day typing of letters and
documents, the Support Services Section is responsible for preparing and posting agendas
of meetings, public hearings, and workshops, including posting agendas on the County's
website with applicable attachments, staffing meetings and compiling documentation
prior to and after such meetings, preparing minutes and Committee Reports, processing
claims against the County of Kauai, processing and distributing mail delivered to the
County Councilmembers and the Office, preparing legal notices for publication,
recording all necessary legal documents as required with the Bureau of Conveyances,
handling the sale of ordinances, handling cash deposits, posting resolutions to the
County's website and servicing the public by providing documents pursuant to the UIPA.
Fiscal Year 2016 -2017 Budget Presentation Page 2
Goals:
a. Post and upload all agendas and attachments using Optical Character Recognition
(OCR) Software to the County's website, and distribute and mail as necessary,
notices of meetings and public hearings as required by law.
b. Complete all minutes accurately within the 30 -day requirement established by the
"Sunshine Law ", and complete Committee Reports drafted by the Research
Section by the third working day following the meeting.
c. Answer all telephone calls by the third ring and exercise proper phone etiquette.
d. Adhere to the established standardized format for all clerical work produced.
e. Provide the necessary training and exposure so that all clerical support staff will
be capable and confident when staffing meetings including reporting and
transcribing minutes within the established time frames.
f. Type, distribute, and mail (including securing signatures when necessary) all
letters and memos within three (3) working days of request.
Objectives:
a. Council Services Assistants have embarked on a rotational system where they are
provided with the "down time" necessary to complete their minutes accurately
utilizing proper grammar and punctuation within the required time frame.
b. Review all written material (minutes, Committee Reports, memorandums, etc.)
for accuracy to ensure the proper use of grammar and punctuation, while keeping
with the intent of the speaker.
c. To utilize the Standardization Guide that was developed by the Council Services
Assistant II, when drafting / formatting memos, bills, resolutions, certificates, etc.
in order to achieve a standardized product.
d. Continue the clerical rotation, with respect to clerical assignments, mail
distribution, and tasks accordingly.
3. Research Section. To perform all legislative staff functions, including comprehensive
research and writing necessary for the efficient operation of the Office of the County
Clerk and the Kauai County Council.
Fiscal Year 2016 -2017 Budget Presentation Page 3
Goals:
a. To invest in the development of each member of the Research Section so that
every staff member is confident and capable with staffing any Council
Committee, project, or request.
b. To provide a three (3) day turnaround for project assignments. For projects that
are more complex in nature, staff will need to work with the "Requestor" to
determine an agreed upon date. Encouraging staff to work with the "Requestor"
will help to build a strong working relationship.
c. To meet on a weekly basis to provide the status of projects, an update on
upcoming events, solicit different ideas of how to approach complex assignments,
and to discuss any difficulty experienced with certain projects /assignments.
d. Provide assistance to the State Legislature, Hawaii State Association of Counties
(HSAC), National Association of Counties (NACo), and the Western Interstate
Region (WIR) when requested, and develop / maintain relationships with
respective counterparts in the various organizations.
Objectives:
a. Staff all meetings and hearings and provide information requested by the County
Council and its Committees so all meetings can be conducted efficiently.
b. Work closely with the County Administration, the public, and other governmental
and private agencies to ensure the smooth flow of accurate information.
c. Draft legislation, Committee Reports, certificates of achievement, letters, news
releases, speeches, and requests for "Investigation and Report" ( "Personal
Requests ") with accuracy and on a timely basis.
d. Initiate the necessary follow -up to requests for information.
e. Assist in the preparation of the County and Hawaii State Association of Counties
(HSAC) Legislative Packages which is annually submitted to the State
Legislature. Provide assistance /information to the County Administration relating
to their respective Legislative Packages, when requested.
f. When requested, draft testimony to be submitted to the State Legislature and
Congress.
g. Provide the public and other interested organizations with requested information
on Council and County matters within seven (7) business days. Should more time
be needed, the request for additional time should be communicated to the
requestor.
Fiscal Year 2016 -2017 Budget Presentation Page 4
h. Assist the County Council in the preparation, scheduling, and enactment of the
annual County Operating and Capital Improvement Programs (CIP) Budgets and
Resolution establishing the County of Kaua`i's real property tax rates.
i. Provide the necessary research and supporting documentation to assist in the
development of the Operating and CIP Budgets and Resolution establishing the
County of Kaua`i's real property tax rates.
4. Support Services (Secretarial Assistants). Council Services currently has three (3)
Secretarial Assistants responsible for providing clerical assistance to each County
Councilmember as well as serve as the liaison between the Councilmembers and the
respective Sections within the Office.
As these positions and the functions that they provide continue to evolve, we strive to
find the best staffing model that will enable our Office to successfully address the needs
of all seven (7) Councilmembers.
Goals:
a. Determine the individual needs and expectations of each Councilmember.
b. Provide assistance to each Councilmember on a timely basis (scheduling meetings
and appointments, making travel arrangements, etc.).
c. Utilize the pCard System correctly to ensure that all transactions comply with the
established policies and procedures for pCard use.
Objectives:
a. Meet individually with each Councilmember to determine their expectations and
type of assistance that they need/require.
b. Assess how to best serve each Councilmember and establish standard procedures
for dealing with the following:
• Scheduling appointments and meetings.
• Maintaining their individual calendars.
• Notifying / providing reminders as necessary.
• Scheduling travel arrangements for all Councilmembers utilizing the
pCard System.
• Process all requests for reimbursement timely, and in compliance with the
established policies and procedures.
• Prepare on a timely basis, all forms required for mileage and cell phone
reimbursement.
Fiscal Year 2016 -2017 Budget Presentation Page 5
Successes and Achievements
Overall Achievements:
1. Received an A+ rating by Ballotpedia (formerly known as the Sunshine Review) for
Government Transparency for the fourth consecutive year.
2. Reorganized the Council's website in collaboration with the Department of Finance,
Information Technology Division's overall County website overhaul to provide a
refreshed and more user - friendly site. Included in this initiative is a feature which allows
the public to sign -up to receive agendas electronically on the website, without having to
call the Office of the County Clerk, Council Services Division.
3. Incorporated into Council and Committee Meeting agendas clickable links to agenda
attachments to provide the public with one comprehensive source for agenda related
material.
4. Posted all Council and Committee agendas and attachments and confirmed that they are
available via the County Council's website.
5. Continued to enhance and maintain the County Council's Facebook page. This initiative
is an effort to be more accessible to the public and encourage public participation in
County government. During the period of February 2015 through February 2016, the
Council's Facebook page has:
a. 584 "Likes"
b. 246,513 weekly total reach (The total number of people who see content
associated with the Council's Facebook page).
c. 812,920 weekly total impressions (The number of impressions seen of any content
associated with your page (total count)).
d. 33,622 weekly unique users (The number of people sharing stories about your
page. These stories include liking your page, posting to your page's timeline,
liking, commenting on or sharing on of your page posts, answering a question you
posted, responding to one of your events, mentioning your page, tagging your
page in a photo, or checking in at your location).
6. Completed the codification of the Kauai County Code 1987, as amended, and
Supplement #1 (2013), #2 (2014), and #3 (2015) which are available online. The online
version of the Code will be updated twice a year (December & June). A printed
supplement will be available once a year (June).
7. Successfully hosted the 2015 WIR Conference, May 20 -22, 2015 at the Grand Hyatt
Kauai, which welcomed 450 government officials and stakeholders from the fifteen (15)
western states.
Fiscal Year 2016 -2017 Budget Presentation Page 6
Other Achievements:
1. Records Management. (Statistics provided are from July 1, 2015 to February 29, 2016,
and they may include cross references.)
a. Non - agenda communications scanned, indexed, and filed: 1,676
b. Agenda - related items scanned: 1,137
c. Council and Committee minutes scanned, indexed, and filed: 91
d. Executive Session minutes and related documents scanned,
indexed, and filed: 132
e. Committee Reports scanned, indexed, and filed: 93
f. Resolutions scanned, indexed, and filed: 51
g. Bills scanned, indexed, and filed: 39
h. Public Hearing transcripts scanned, indexed, and filed: 22
i. Affidavits of Publication scanned, indexed, and filed
(includes related notices): 97
j. Studies scanned, indexed, and filed: 3
k. On average, twenty five (25) communications on the weekly
meeting agenda were indexed and filed.
1. On average, there were twenty (20) requests a week to retrieve
and research documents.
m. Vendor - scanned documents that have been indexed, corrected,
and verified: 4,062
2. Support Services (Clerical) and Research Section. (Statistics provided are from
July 1, 2015 to February 20, 2016.)
a. Agendas prepared, meetings staffed:
i. Council 16
ii. Special Council 7
iii. Executive Session 39
Fiscal Year 2016 -2017 Budget Presentation Page 7
Fiscal Year 2016 -2017 Budget Presentation Page 8
iv. Workshops
2
v. Committee
15
vi. Advisory Committees
6
vii. Length of Meetings (Hours)
217
b.
Committee Reports prepared:
62
c.
Minutes prepared:
i. Council / Special Council Minutes
18
ii. Committee Deferred Minutes
31
iii. Public Hearing Minutes
25
iv. Executive Sessions
36
v. Workshops
2
d.
Public Hearing Notices and Publications:
33
e.
Ordinances adopted:
20
f.
Resolutions adopted:
44
g.
Total typing assignments (including daily communications, bills, and
Resolutions, etc.):
764
h.
Request for Investigation and Service (Personal Request) forms drafted and
typed (includes follow -up, response to constituent, etc.):
202
i.
Certificates drafted and typed:
42
j.
New Project Assignments — Requests for information, request for research,
letters, memos, etc. (This would range from simple to complex issues):
4,259
k.
Legislative Packages: Staff assisted in the preparation of the annual County
Legislative Package and the Hawaii State Association of Counties (HSAC)
Legislative Package, and assisted in lobbying efforts at the State
Legislature.
Fiscal Year 2016 -2017 Budget Presentation Page 8
1. Council Recap Memos and approved Council Meeting Minutes were placed
on the County website, as soon as possible (depending upon when
signatures were obtained).
Challenges
1. Records Management Section.
a. Completing the indexing of scanned images and verification of documents.
b. Keeping current with indexing and scanning of records.
2. Support Services (Clerical) Section.
a. Completion of minutes within thirty (30) days remains a constant challenge due to
the frequency of meetings held, and in some cases, the current daily
responsibilities (reception duties, typing assignments, etc.) limits the available
time and concentration needed.
3. Research Section.
a. To perform all duties and numerous tasks within established deadlines and
provide the necessary follow -up.
b. Provide the necessary service to all Councilmembers in a timely fashion while
recognizing that each Councilmember has varying degrees of expectations.
c. Standardize workflow, process deliverables, and adhere to established protocols,
and when appropriate, provide these items within a specified timeframe.
4. Support (Secretarial Assistants) Section.
a. Work collaboratively to provide adequate assistance to each Councilmember
utilizing a primary Secretarial Assistant — Councilmember system while providing
the necessary back -up assistance when necessary.
b. Following established protocol and standards while meeting the expectations and
needs of seven (7), individual Councilmembers.
Fiscal Year 2016 -2017 Budget Presentation Page 9
Upcoming Initiatives
1. Prepare for the 2016 Primary and General Elections — assisting in securing the
necessary space for election operations.
2. Formulate a staff survey to identify areas that the staff feels they need assistance with.
Results of the survey will be used to develop appropriate training opportunities.
3. Develop an aggressive employee "cross- training" plan.
4. Continue staff training based on the results of the staff survey.
5. Focus on "Team Building" and effective communication.
6. Continuity /Succession Planning for both Council Services and the Elections
Divisions.
7. Work to develop a County Council community outreach component in order to be
more accessible to the public.
8. Develop a plan to increase the number of people who use the County's Facebook
page.
Fiscal Year 2016 -2017 Budget Presentation Page 10
Comparative Budget Graphs
FY 2017 Operating Budget - Council Services
2% 1%
■ Wages
■ Benefits
■ Operations
■ Equipment /Leases
■ Utilities
FY 2016 Operating Budget - Council Services
2%1%
• Wages
• Benefits
■ Operations
• Equipment /Leases
• Utilities
Fiscal Year 2016 -2017 Budget Presentation Page 11
FY 2016
FY 2017
Wages
$
1,934,384
$
1,843,194
Benefits
$
985,620
$
948,799
Operations
$
274,844
$
295,844
Equipment /Leases
$
58,000
$
58,000
Utilities
$
20,700
$
20,700
$
3,273,548
$
3,166,537
FY 2017 Operating Budget - Council Services
2% 1%
■ Wages
■ Benefits
■ Operations
■ Equipment /Leases
■ Utilities
FY 2016 Operating Budget - Council Services
2%1%
• Wages
• Benefits
■ Operations
• Equipment /Leases
• Utilities
Fiscal Year 2016 -2017 Budget Presentation Page 11
Succession Planning
The Council Services Division has continued the process of succession planning by identifying
and developing current staff members that have shown the potential to fill key leadership
positions within the Division in the near future. Through active succession planning, we have
the ability to increase the availability of experienced and capable employees that are prepared to
assume these roles as they become available. As a Division, we aim to:
• Identify those with the potential to assume greater responsibility in the organization
• Provide critical development experiences to those that can move into key roles
• Engage the leadership in supporting the development of high - potential leaders
The Council Services Division is actively increasing the continuity and succession training to
assist in institutionalizing as much knowledge as possible for the continued success of the
Division.
Vacant Positions
The Council Services Division currently has the following vacant positions:
• Position #2708 — Council Services Administrator (Dollar Funded)
• Position #E -66 — Council Services Review Officer (Dollar Funded)
• Position # E -76 — Legislative Assistant (Funded)
• Position #E -2714 — Secretarial Assistant (Dollar Funded)
• Position #E -2701 — Council Services Assistant I (Dollar Funded)
Division's Budget Discussion
The Office of the County Clerk, Council Services Division's FY 2016 -2017 budget request
reflects a $107,011 or 3.27% decrease from FY 2015 -2016. This decrease is primarily due to the
dollar funding of the vacant Council Services Review Officer position and associated benefits.
The Council Services Division does not have many variable costs budgeted for the operations of
the Legislative Branch.
Additional Information
Attached please note the Office of the County Clerk Table of Organization effective
March 5, 2016.
Fiscal Year 2016 -2017 Budget Presentation Page 12
OFFICE OF THE COUNTY CLERK
ELECTIONS DIVISION
Mission
The Elections Division's mission is to:
1. Provide open, accessible, fair, and secure election services for the residents of the County of
Kauai; and
2. Provide County Agencies with quality document reproduction services in an expeditious
manner.
Goals and Objectives
• Conduct elections in accordance with Federal, State, and County laws.
• Establish and implement sound policies and procedures which ensure the integrity of the
electoral process.
• Offer services which are convenient and accessible for all election stakeholders.
• Provide quality document reproduction services to county agencies in a timely and
cost - effective manner.
Evaluation of Goals & Objectives for Fiscal Year 2015 -2016
1. 2016 Elections Preparation.
Candidate nomination and filing
The 2016 candidate nomination and filing period runs from February 1, 2016 to June 7, 2016.
Services are offered between 7:45 a.m. and 4:30 p.m., Monday thru Friday, excluding
Federal and State holidays. Offices up for the election during the 2016 Elections include:
• President and Vice President (General Election ballot only);
• United States Senate;
• United States Representative;
• State of Hawaii Senate (District 8);
• State of Hawaii Representative (Districts 14, 15, and 16);
• Office of Hawaiian Affairs (Kaua`i seat and at- large);
• County Council; and
• Prosecuting Attorney.
As of March 4, 2016, eight (8) individuals have taken out nomination papers and three (3)
have filed nomination papers to officially become candidates for the 2016 Primary Election.
Fiscal Year 2016 -2017 Budget Presentation Page 13
Procurement
Major procurements for the 2016 Elections and the corresponding status of each item are
noted below.
Item Status
Absentee Mail Envelopes (3 -types required: size 11, ballot Bid awarded to
mail -out; size 10, ballot return; and size 9, secret ballot) Cenveo Inc.
Voter Registration Notification Mailing Vendor' (Pre - election Bid awarded to
notification providing election specific information) Clarity Printing
Voter Final Confirmation Mailing Vendor (Federally Bid specifications
mandated final voter notification required prior to purging being finalized
voters from the voter file)
Absentee Ballot Mass Mailing Vendor (Initial ballot mailing Bid specifications
for the Primary and General Elections) being finalized
Voting Equipment Transport Vendor Bid specifications
being finalized
Election Day official recruitment and training
In mid - February 2016, recruitment notices were mailed to officials who served in 2014 and a
webpage was established to streamline the response process for prospective volunteers.
For the 2016 Elections, Kauai county will need to recruit and train approximately 460
volunteers in the following operational areas.
Approx.
Area no. required
Polling Place Officials 300
Counting Center Officials 80
Ballot Delivery & Collection Officials 30
Control Center Officials 50
Total 460
Political parties have until April 8, 2016 to submit the names of party members to fulfill their
respective statutory allotments and the open recruitment of officials will begin immediately
after.
To prepare volunteers for service, at least thirteen (13) total training sessions will be
conducted between May and July 2016.
' Cooperative purchase by the County of Kauai, County of Maui, and City & County of Honolulu (served as
procurement and project coordinator).
Fiscal Year 2016 -2017 Budget Presentation Page 14
Implementation of Legislative Initiatives
The online voter registration system ( OLVRS; Act 225, SLH 2012) went "live" on August 3,
2015. The OLVRS allows individuals with either a Hawaii driver's license or Hawaii State
identification card to register to vote or reregister to vote, and apply for a permanent absentee
ballot online.
Procedures have also been established to implement late voter registration services during the
early voting period (Act 166, SLH 2014). For the 2016 Elections, late voter registration will
be limited to the early voting period only. Late registration services will be expanded to the
polls on Election Day beginning with the 2018 Primary Election.
2. Temporary Relocation of Counting Center and Early Voting Operation.
Counting center operations will be temporarily relocated from the Office of Continuing
Education and Training's (OCET) classroom located on the campus of Kauai Community
College (KCC) to the Elections Division warehouse. This temporary move is being made to
allow KCC to use the OCET facility to house students, staff, and classrooms displaced by a
major renovation to its Campus Center.
Early voting operations will temporarily move to the main hall of the old portion of the
Lihu`e Neighborhood Center. Special thanks to the Department of Parks and Recreation for
allowing us to utilize the space.
3. Legislation.
A summary of bills still making their way through the 2016 Legislature as of March 4, 2016
are listed on the attached 2016 Election Legislation matrix.
Goals and Objectives for Fiscal Year 2016 -2017
Though every election is a challenge, rolling out two new services, late voter registration and
online voter registration, in conjunction with a presidential election will certainly stretch the
resources of our office further than in any previous election. However, we believe the policies
and procedures developed to govern the aforementioned service enhancements have addressed
issues within our direct control and oversight, and we are really looking forward to moving
ahead with the 2016 Elections.
Succession Planning
We do not anticipate any staff departures in the immediate future, but are working with the
County Clerk and Deputy County Clerk to establish a succession plan for the Elections Division.
Vacant Positions
The Elections Division currently has no vacant positions.
Division's Budget Discussion
The Office of the County Clerk, Elections Division's FY 2016 -2017 budget request reflects a
$222,890 or 41.59% increase from FY 2015 -2016. This increase is primarily due to the
operational costs with Fiscal Year 2016 -2017 being an election year.
Fiscal Year 2016 -2017 Budget Presentation Page 15
Comparative Budget & Graphs
FY 2017 Operating Budget - Elections
■ Wages
■ Benefits
■ Operations
■ Equipment /Leases
FY 2016 Operating Budget - Elections
24%
■Wages
■ Benefits
Operations
■ Equipment /Leases
Fiscal Year 2016 -2017 Budget Presentation Page 16
FY 2016
FY 2017
Wages
$
232,118
$
322,660
Benefits
$
147,455
$
193,249
Operations
$
129,200
$
203,254
Equipment /Leases
$
27,200
$
39,700
Utilities
$
-
$
-
$
535,973
$
758,863
FY 2017 Operating Budget - Elections
■ Wages
■ Benefits
■ Operations
■ Equipment /Leases
FY 2016 Operating Budget - Elections
24%
■Wages
■ Benefits
Operations
■ Equipment /Leases
Fiscal Year 2016 -2017 Budget Presentation Page 16
2016 Election Legislation
The following bills are still alive as of March 4, 2016.
Bill No.
Description
Position
HB27
RELATING TO ELECTIONS
None
Repeals the prohibition against willfully exhibiting one's own ballots.
HB124
RELATING TO ELECTIONS.
Support
HD2
Requires the office of elections to implement elections by mail in a county with a population of less than 100,000,
SD2
beginning with the 2016 primary election; and in each county with a population of less than 500,000, beginning with the
2018 primary election. Beginning in 2020, requires all federal, state, and county primary, special primary, general, special
general, and special elections to be conducted by mail. Provides places of deposit for personal delivery of mail -in ballots
and ensures a limited number of voter service centers in each county to remain open on the day of election to allow voters
with special needs to vote and receive personal delivery of absentee, permanent absentee, and mail- in ballots. Makes
conforming amendments. Requires annual reports on implementation. Appropriates funds for the implementation and
administration of the election -by -mail system
HB376
RELATING TO THE CHIEF ELECTION OFFICER.
None
HD2
Specifies that the Chief Election Officer is an at -will employee. Requires Elections Commission to provide notice and
reason for removal of a Chief Election Officer. Requires a performance evaluation of the Chief Election Officer after a
general election. Requires a public hearing on the Chief Election Officer's performance for purposes of considering
reappointment. (HB376 HD2)
HB401
RELATING TO VOTING.
Comments only
HD2
Requires that any person who is eligible to vote and applies for a new or renewed motor vehicle driver's license, provisional
SDI
license, or instruction permit, or a new, renewed, or duplicate identification card be automatically registered to vote if that
person is not already registered to vote unless the applicant affirmatively declines to be registered to vote. Authorizes access
to and electronic transmission of databases maintained or operated by the counties or the department of transportation
containing driver's license or identification card information to election officials and the statewide voter registration system.
HB612
RELATING TO ELECTIONS.
None
HD2
Prohibits disclosure of votes cast in a postponed election. Authorizes discretionary withholding of election results unrelated
to postponement. Clarifies Governor's emergency postponement authority. Limits postponement period to seven days after
an election.
Fiscal Year 2016 -2017 Budget Presentation Page 17
Bill No.
Description
Position
HB1055
RELATED TO ELECTIONS.
None
HD1
Requires on an application to register to vote, a Hawaii driver's license number or a Hawaii state identification card number
or, if no license or identification card has been issued, the last four digits of the applicant's social security number. If the
applicant does not have a social security number, requires the State to assign the applicant a unique number for voter
registration purposes.
HB1474
RELATING TO ELECTIONS.
None
HD2
Establishes the designation of kiwila pono for employers who permit employees to be absent with pay on Election Day to
work at a polling place and for employees who do so.
HB1590
RELATING TO ELECTIONS.
None
HD1
Requires the Chief Election Officer to select a letter of the alphabet by lot and arrange candidate names on ballots in
alphabetical order by last name, beginning with the randomly selected letter.
Requires notice to voters and candidates of the order that candidates will be listed on the ballot by a method suited for the
voting systems. Directs the Chief Election Officer to establish procedures to implement this new procedure for elections
beginning January 1, 2018.
HB1651
RELATING TO CLASS C FELONIES.
None
HD1
Requires a person applying for late registration or registration at an absentee polling place to acknowledge that providing
false information on the signed affidavit is a class C felony.
HB1652
RELATING TO VOTER REGISTRATION.
Support
Requires an affidavit on application for voter registration to be included as part of the application for driver's licenses and
civil identification cards. Prevents processing of application for driver's licenses or civil identification cards unless voter
affidavit is complete or declined.
HB1653
RELATING TO ELECTIONS.
Support
HD1
Incrementally phases in statewide elections by mail by the 2022 primary election. Assigns responsibilities between the
State and counties for expenses related to mail elections for federal, state, and county offices. Requires clerks to send
qualified voters their ballots forty -five days before an election. Establishes standards regarding hours of operation for
absentee polling places. Specifies procedures for the counting of ballots. Repeals Election Day state holiday. Makes an
appropriation.
HB1654
RELATING TO ABSENTEE BALLOTS.
Support
Allows a permanent absentee voter to receive a ballots at an alternate address for elections within an election cycle.
Clarifies that certain conditions that normally lead to a termination of permanent absentee voter status do not apply if the
voter resides in an absentee voter only area. Replaces references to facsimile ballots with references to electronic ballots.
Allows a voter to receive an absentee ballot by electronic transmission if the voter requires such a ballot within five days of
an election, or the voter would otherwise not be able to return their properly issued ballot by the close of polls.
Fiscal Year 2016 -2017 Budget Presentation Page 18
Bill No.
Description
Position
HB2019
RELATING TO ELECTIONS.
None
HD1
Establishes instant runoff voting procedures for any federal, state, or county election not held on the date of a regularly
scheduled primary or general election.
HB2736
RELATING TO BALLOTS.
None
HD1
Requires that Hawaiian language ballots be made available in each election upon voter request.
HB2773
RELATING TO VOTING.
None
HD1
Allows certain incarcerated individuals who were Hawaii residents immediately prior to incarceration to vote in Hawaii
elections only by absentee mail in ballot.
SB150
RELATING TO VOTING.
Support
SD2
Specifies that an affidavit on application for voter registration shall be a part of the application associated with the issuance
of a civil identification card and driver's license. Requires each county examiner of drivers to electronically store the
contents of the affidavit on application for voter registration provided by applicants in conjunction with their driver's license
and civil identification card applications and provide electronic accessibility of this information.
SB243
RELATING TO ELECTIONS.
None
SDI
Clarifies that in the event of a natural disaster, the chief election officer or county clerk in the case of county elections prior
HD1
to the commencement of the election has the authority to determine whether to postpone or vote by absentee ballot in an
election affected by the natural disaster. Authorizes the governor upon commencement of the election and thereafter to
determine whether to postpone or vote by absentee ballot in an election affected by the natural disaster unless the governor
is a candidate for office in that election. Prohibits the public disclosure of voting results for any ballot contest or question
from precincts affected by an election postponement. Chief election officer may withhold election results for precincts that
were not affected by the natural disaster.
SB287
RELATING TO ELECTIONS
Support
SD2
Beginning with the primary election in 2016, requires the office of elections to implement election by mail in a county with
HD2
a population of fewer than 100,000. Beginning with the 2018 primary election, implement election by mail in each
county with a population of fewer than 500,000. Thereafter, election by mail is required for all elections. Provides
places of deposit for personal delivery of mail -in ballots and ensures a limited number of voter service centers in each
county to remain open on the day of election to allow voters with special needs to vote and receive personal delivery of
absentee, permanent absentee, and mail -in ballots. Beginning on January 1, 2018, the voter service center shall enable the
eligible voter to register to vote on the day of the election. Makes conforming amendments for procedures to postpone
elections and the disclosure of the election result in the event of a natural disaster; and the allocation of election expenses
between the State and counties. Appropriates funds for the implementation and administration of the election by mail
program.
Fiscal Year 2016 -2017 Budget Presentation Page 19
Bill No.
Description
Position
SB364
RELATING TO ELECTIONS.
None
SD2
Establishes a process for the recounting of ballots cast in a contest. Authorizes that contests for cause challenging a
HD1
contest result may also be based upon unlawful activity or force majeure.
SB442
RELATING TO PERMANENT ABSENTEE BALLOTS.
Support
SD1
Specifies the in -state mailing address in a voter's registration record as the forwarding address for receiving absentee ballots
HD1
permanently. Requires voters seeking to have permanent absentee ballots forwarded to another address to reapply for an
absentee ballot.
SB509
RELATING TO PROPOSED CONSTITUTIONAL AMENDMENTS.
None
SDI
Requires the attorney general to prepare a statement for each proposed constitutional amendment in plain English that
indicates the purpose, limitations, and effects of the proposed amendment. Requires the attorney general to distribute
each statement to the state office of elections and all county clerks for further distribution. Requires the office of
elections and county clerks to make each statement available to the public in all physical or online sites where they make
proposed constitutional amendment questions available to the public.
SB622
RELATING TO THE ELECTIONS COMMISSION.
None
SD1
Specifies that the Chief Election Officer is an at -will employee. Requires Elections Commission to provide notice and
HD 1
reason for removal of a Chief Election Officer. Requires a performance evaluation of the Chief Election Officer after a State
general election. Requires a public hearing on the Chief Election Officer's performance for purposes of considering
reappointment
SB2113
RELATING TO ELECTIONS.
Support
SD1
Provides that the preparation of absentee ballots for counting may include opening the return envelope in which the ballot is
enclosed and the validation of signatures, but shall not include opening the ballot envelope. Allows official election
observers to be present during this process. Requires that, unless otherwise stated, the opening of return absentee ballot
envelopes and signature validation commence the day immediately after ballots are transmitted to voters through election
day. Provides that the counting of absentee ballots may begin no earlier than the fifteenth day prior to an election and
establishes stages of absentee ballot counting. Prohibits persons present during the counting of absentee ballots from
disclosing the results. Allows, rather than requires, observation of ballot handling by an official. Allows defective ballots
to be replaced with new ballots by counting center employees without the presence of at least two official observers.
Establishes a misdemeanor for any person who wilfully causes the results of any absentee ballot count to become publicly
known before the polls have officially closed.
SB2114
RELATING TO CLASS C FELONIES.
None
SD1
Increases the fine from $1,000 to $10,000 for a person who provides false information when registering to vote late or at an
absentee polling place.
Fiscal Year 2016 -2017 Budget Presentation Page 20
Bill No.
Description
Position
SB2117
RELATING TO ABSENTEE BALLOTS.
Support
SDI
Allows a permanent absentee voter to temporarily receive a ballot at an alternate address for elections within an election
cycle. Clarifies that certain conditions that normally lead to a termination of permanent absentee voter status do not apply
if the voter resides in an absentee ballot only area. Replaces references to facsimile ballots with references to electronically
transmitted ballots. Allows a voter to receive an absentee ballot by electronic transmission if the voter requires such a ballot
within five days of an election, or the voter would otherwise not be able to return a properly issued ballot by the close of
polls.
SB2242
RELATING TO ELECTIONS.
None
SDI
Allows a voter to distribute or share an electronic or digital image of the voter's own marked ballot via social media or other
means. Establishes that distributing or sharing the image of a voter's own marked ballot is not a defense for any election
offenses or related offenses under the Penal Code.
SB2418
PROPOSING AN AMENDMENT TO ARTICLE V, SECTION 6, OF THE CONSTITUTION OF THE STATE OF
None
HAWAII.
Proposes an amendment to article V, section 6, of the Hawaii State Constitution to provide that the attorney general be
elected as a nonpartisan elected official rather than appointed by the governor.
SB2419
PROPOSING AN AMENDMENT TO ARTICLE V, SECTION 2, OF THE CONSTITUTION OF THE STATE OF
None
HAWAII.
Proposes a constitutional amendment to allow each gubernatorial nominee to appoint a person from the same political
party as a running mate for lieutenant governor in the general election.
SB2444
RELATING TO ELECTIONS.
Comments only
SD2
Authorizes the electronic transmission of databases containing driver's license and civil identification card information to
election officials and the statewide voter registration system. Requires the Office of Elections to join the Electronic
Registration Information Center and share information with counties to encourage voter participation and ensure integrity of
voter registration rolls. Appropriates moneys
SB2496
RELATING ELECTIONS.
Support
Beginning with the primary election in 2018, requires the office of elections to implement election by mail in a county with
a population of fewer than 100,000. Beginning with the 2022 primary election, implement election by mail in each county
with a population of fewer than 500,000 and also require election by mail for all elections beginning in 2022 election.
Provides places of deposit for personal delivery of mail -in ballots and ensures a limited number of voter service centers in
each county to remain open on the day of election to allow voters with special needs to vote and receive personal delivery
of absentee, permanent absentee, and mail -in ballots. Beginning on January 1, 2018, the voter service center shall
enable the eligible voter to register to vote on the day of the election. Makes conforming amendments for procedures to
postpone elections and the disclosure of the election result in the event of a natural disaster; and the allocation of
election expenses between the State and counties. Appropriates funds for the implementation and administration of the
election by mail program.
Fiscal Year 2016 -2017 Budget Presentation Page 21
COUNTY OF KAUAI COUNTY CLERK
OFFICE OF THE COUNTY CLERK #E -8
POSITION ORGANIZATION CHART
DEPUTY COUNTY CLERK
Departmental Staff Assistant II #E -9
#2711 (SR-22)
Records Management Analyst V
#2713 (SR -24)
Records Mgmt. Analyst IV
#2703 (SR -22)
'Records Management Analyst If
#E- 99(EX)
.0 �
Jade K. Foun ain- Tanigawa,
County Clerk
Effective: March 5, 2016
*Appointed Positions
**TEMP Positions to be carried over to FY 2016
V:ACCRUALS/03 -05.2016 TABLE OF ORG
)
COUNCIL SERVICES DIVISION
(Records Management, Research, Support Services (clerical &Secretarial Assistanwi
Council Services Administrator
VACANT
#2708 (EM-05)
'Administrative Assistant to the County Clerk
#E- 51(EX)
RESEARCH SECTION ................
...............................
'Council Services Review Officer
VACANT
#E- 66(EX)
'Legal Analyst
#E- 38(EX)
SECRETARIAL ASSISTANTS SECTION
CLERICAL SUPPORT SECTION
'Secretarial Assistant
`Council Services Assf*Legal
Analyst
#E -96 (EX)
#E -72 (EX)
#E- 2707(EX)
'Council Services Assistant I
'Legislative Assistant
Secretarial Assistant
#E -2715 (EX)
#E -75 (EX)
VACANT
#E- 2714(EX)
'Council Services Assistant I
*Legislative Assistant
`Secretarial Assistant
VACANT
VACANT
#E- 2710(EX)
#E- 2701(EX)
#E -76 (EX)
"Council Services Assistant I
#E -97 (EX)
'Legislative Assistant
'SccretarialAssistant
#E -53 (EX)
#E-29W (EX)
'Sr. Clerk Typist
#E- 83(EX)
'Legislative Assistant
#E- 2900(EX)
'Sr. Clerk Typist
#E- 69(EX)
ELECTIONS DIVISION
Elections Administrator
#2702 (SR-26)
Printing Services & Elections
Warehouse Specialist
#2705 (SR-15)
Elections Assistant
#2718 (SR-15)
J Senior Elections Clerk
#2719 (SR -12)
Temporary Elections Clerk••
—
#9135 (SR-10)
1 2 1 porary Elections Clerk"
#9136 (SR-10)
Fiscal Year 2016 -2017 Budget Presentation Page 22