HomeMy WebLinkAboutFY 2019 Budget Presentation (Office of the County Clerk)
Jade K. Fountain-Tanigawa
County Clerk
Scott K. Sato
Deputy County Clerk
Lyndon M. Yoshioka
Elections Administrator
COUNTY OF KAUA‘I
Office of the County Clerk
Council Services Division
Elections Division
2019 Budget Presentation
Submitted to Council: March 15, 2018
Departmental Budget Review: April 12, 2018
Fiscal Year 2018-2019 Budget Presentation Page 1
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 Kaua‘i County Council with the staff support and
assistance required to carry out the Legislative function of the County of Kaua‘i.
Goals & Objectives
The Council Services Division provides support services to the Count y 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 recognizing the importance of providing exceptional customer service.
3. To efficiently and effectively provide staff and support services to the Kaua‘i 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 2018-2019 Budget Presentation Page 2
Goals:
a. Provide records-related assistance to the Kaua‘i 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 allow for easier retrieval and to ensure that
the records kept are protected.
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 Hawai‘i, 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 Kaua‘i 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 Kaua‘i, 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 2018-2019 Budget Presentation Page 3
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 Kaua‘i County Council.
Fiscal Year 2018-2019 Budget Presentation Page 4
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, Hawai‘i 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 Hawai‘i 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 2018-2019 Budget Presentation Page 5
h. Assist the County Council in the preparation, sc heduling, 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
established policies and procedures.
Prepare on a timely basis, all forms required for mileage and cell phone
reimbursement.
Fiscal Year 2018-2019 Budget Presentation Page 6
Successes and Achievements
Overall Achievements:
1. Recognized by Granicus, the largest provider of cloud-based software solutions to
government, as a 2017 Granicus Digital Strategy Award winner in the Enhanced Public
Awareness category. This award recognized the Office of the County Clerk’s success in
informing and engaging citizens with their digital strategy to drive changes in behavior or
inspire action.
2. Received an A+ rating by Ballotpedia (formerly known as the Sunshine Review) for
Government Transparency for the sixth consecutive year.
3. 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 2017 through February 2018, the
Council’s Facebook page has:
Weekly Total Reach: The number of people who have seen any content associated with
the Council’s Facebook page (Unique Users).
February 1-June 30 56,813
July 1-November 30 96,251
December 1-February 28 44,573
197,637 (Average 65,879)
Weekly Total Impressions: The number of impressions seen of any content associated
with the Council’s Facebook page (Total Count).
February 1-June 30 126,906
July 1-November 30 199,605
December 1-February 28 96,072
422,583 (Average 140,861)
Weekly Reach of Page Posts: The number of people who saw any of the Council’s
Facebook page posts (Unique Users).
February 1-June 30 52,083
July 1-November 30 86,469
December 1-February 28 39,880
178,432 (Average 59,477)
Fiscal Year 2018-2019 Budget Presentation Page 7
Weekly Total Consumers: The number of people who clicked on any of your content.
Stories that are created without clicking on the Council’s Facebook page content (Liking
the Council’s Facebook page from timeline are not included) (Unique Users).
February 1-June 30 2,675
July 1-November 30 3,647
December 1-February 28 5,244
11,566 (Average 3,855)
Weekly People Talking About This: The number of people sharing stories about your
page. These stories include liking the Council’s Facebook page, posting to the Council’s
Facebook timeline, liking, commenting on or sharing on of the Council’s Facebook page
posts, answering a posted question, responding to one of the Council’s events,
mentioning the Council’s Facebook page, tagging the Council’s Facebook page in a
photo or checking in at the Council’s location (Unique Users).
February 1-June 30 3,726
July 1-November 30 4,619
December 1-February 28 6,785
15,130 (Average 5,043)
The Council’s Facebook page has accumulated 804 total “Likes.”
4. Completed the codification of the Kaua‘i County Code 1987, as amended, and
Supplement #1 (2013), #2 (2014), #3 (2015), #4 (2016), and #5 (2017) 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).
5. Continued assistance to the Office of the County Clerk, Elections Division for the 2018
Primary and General Elections.
Other Achievements:
1. Records Management. (Statistics provided are from July 1, 2017 to February 28, 2018,
and they may include cross references.)
a. Non-agenda communications scanned, indexed, and filed:
b. Agenda-related items scanned:
c. Council and Committee minutes scanned, indexed, and filed:
d. Executive Session minutes and related documents scanned,
indexed, and filed:
e. Committee Reports scanned, indexed, and filed:
1,393
1,000
99
137
51
Fiscal Year 2018-2019 Budget Presentation Page 8
f. Resolutions scanned, indexed, and filed:
g. Bills scanned, indexed, and filed:
h. Public Hearing transcripts scanned, indexed, and filed:
i. Affidavits of Publication scanned, indexed, and filed
(includes related notices):
j. Studies scanned, indexed, and filed:
k. On average, twenty (20) communications on the weekly meeting
agenda were indexed and filed.
l. On average, there were ten (10) requests a week to retrieve and
research documents.
m. Vendor-scanned documents that have been indexed, corrected,
and verified:
50
41
27
42
6
2,430
2. Support Services (Clerical) and Research Section. (Statistics provided are from
July 1, 2017 to February 28, 2018.)
a. Agendas prepared, meetings staffed:
i. Council
ii. Special Council/Committee
iii. Executive Session
iv. Workshops
v. Committee
vi. Advisory Committees
vii. Length of Meetings (Hours)
b. Committee Reports prepared:
c. Minutes prepared:
i. Council / Special Council Minutes
ii. Committee Deferred Minutes
16
11
34
1
16
0
224
58
17
36
Fiscal Year 2018-2019 Budget Presentation Page 9
iii. Public Hearing Minutes
iv. Executive Sessions
v. Workshops
d. Public Hearing Notices and Publications:
e. Ordinances adopted:
f. Resolutions adopted:
g. Total typing assignments (including daily communications, bills, and
Resolutions, etc.):
h. Request for Investigation and Service (Personal Request) forms drafted and
typed (includes follow-up, response to constituent, etc.):
i. Certificates drafted and typed:
j. New Project Assignments – Requests for information, request for research,
letters, memoranda, etc. (This would range from simple to complex issues):
k. Legislative Packages: Staff assisted in the preparation of the annual Count y
Legislative Package and the Hawai‘i State Association of Counties (HSAC)
Legislative Package, and assisted in lobbying efforts at the State
Legislature.
l. Council Recap Memos and approved Council Meeting Minutes were placed
on the County website, as soon as possible (depending upon when
signatures were obtained).
24
31
0
59
27
43
748
161
74
4,679
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.
Fiscal Year 2018-2019 Budget Presentation Page 10
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 the necessary assistance to each Councilmember
utilizing a primary Secretarial Assistant – Councilmember system while providing
assistance when necessary.
b. Following established protocol and standards while meeting the expectations and
needs of seven (7), individual Councilmembers.
Upcoming Initiatives
1. Prepare for the 2018 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,
training, exposure, etc. Results of the survey will be used to develop appropriate
opportunities for our employees.
3. Develop an employee “cross-training” plan.
4. Evaluate, develop, and update our current records management system based on best
management practices and procedures.
5. Focus on “Team Building” and employee morale.
6. Continue “Succession Planning” for both the Council Services and the Elections
Division.
7. Develop a plan to encourage effective communication between the staff and also
between the staff and Councilmembers.
8. Update the Office of the County Clerk’s Social Media Plan in order to increase the
number of people who use the Council’s Facebook page.
9. Work with the elementary schools on-island to provide students with the opportunity
to experience the legislative process (attend meetings, etc.).
Fiscal Year 2018-2019 Budget Presentation Page 11
Comparative Budget Graphs
FY 2019 FY 2018
Wages $ 1,826,108 $ 1,806,821
Benefits $ 962,815 $ 978,267
Operations $ 557,844 $ 555,844
Equipment/Leases $ 59,000 $ 58,000
Utilities $ 20,700 $ 20,700
$ 3,426,467 $ 3,419,632
Fiscal Year 2018-2019 Budget Presentation Page 12
Succession Planning
The Council Services Division has continued the process of succession planning by identifying
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 have the ability to move into key
roles
Support the development of high-potential leaders
The Council Services Division is actively increasing continuity and succession training to ass ist
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 # E-76 – Legislative Assistant (Six-Month Funded)
Position #E-38 – Legal Analyst (Six-Month Funded)
Division’s Budget Discussion
The Office of the County Clerk, Council Services Division’s FY 2018-2019 budget request
reflects a $6,835 or 0.20% increase from FY 2017-2018. Please note that the Council Services
Division has taken on the budgetary and operational responsibilities of the Office of the County
Auditor while the Office has remained vacant. 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.
OFFICE OF THE COUNTY CLERK
Fiscal Year 2018-2019 Budget Presentation Page 13
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
Kaua‘i; 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 2017-2018
The overall focus of this current fiscal year is to prepare for the upcoming elections, with
particular emphasis on certifying a pool of qualified candidates, contracting with vendors to
provide the goods and services needed to conduct the elections, and beginning the recruitment
and training of Election Day officials.
Efforts are also directed at developing familiarity with the new voter registration system
and establishing same day voter registration services, which will be offered at the polls during
the 2018 Primary Election.
1. 2018 Election Preparations
Candidate nomination and filing
The 2018 candidate nomination and filing period runs from February 1, 2018 to
June 5, 2018. 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 2018 Election
period include:
United States Senate;
United States Representative;
State of Hawai‘i Representative (Districts 14, 15, and 16);
Office of Hawaiian Affairs (at-large);
County Council; and
Fiscal Year 2018-2019 Budget Presentation Page 14
Mayor of the County of Kaua‘i.
As of February 28, 2018, fourteen (14) individuals have taken out nomination papers and
seven (7) have filed nomination papers to officially become candidates for the 2018
Primary Election.
Procurement
Major procurements for the 2018 Elections and the corresponding status of each item are
noted below.
Item Status
Absentee Mail Envelopes (3-types required: size 11,
ballot mail-out; size 10, ballot return; and size 9, secret
ballot)
Bid awarded to
Cenveo
Voter Registration Notification Mailing Vendor(Pre-
election notification providing election specific
information)
Bid issued (3/1/18
deadline to respond)
Voter Final Confirmation Mailing Vendor (Federally
mandated final voter notification required prior to
purging voters from the voter file)
Bid specifications
being finalized
Absentee Ballot Mass Mailing Vendor (Initial ballot
mailing for the Primary and General Elections)
Bid specifications
being finalized
Voting Equipment Transport Vendor Bid specifications
being finalized
Election Day official recruitment and training
Recruitment is underway for the following Election Day Officials:
Approx.
no. required
Polling Place Officials 250
Counting Center Officials 80
Ballot Delivery & Collection Officials 30
Control Center Officials 50
Totals 410
Political parties have until April 6, 2018 to submit the names of party members to fulfill
their respective statutory allotments and the open recruitment to fill any remaining
vacancies will begin soon thereafter.
Fiscal Year 2018-2019 Budget Presentation Page 15
The State Office of Elections will be on-island to train Kaua‘i county trainers on May 19,
2018 and a minimum of fifteen (15) training sessions will be conducted island-wide
beginning in June 2018.
2. New Statewide Voter Registration Database
Effective June 30, 2017, the new, server based voter registration system became the
official system of record for the State of Hawai‘i. The new system is much more user
friendly, and provides the added functionality and security to properly manage data in an
increasingly complex environment. Efforts are now directed towards fine-tuning various
system features to best suit users.
3. Same Day Voter Registration at the Polls on Election Day.
Same day voter registration services will be offered at the polls beginning with the 2018
Primary Election. Individuals who are not yet registered to vote will be able to register to
vote and cast a ballot at the polls but must be in the correct polling place based on the
individual's residence (physical) address in order for the ballot to be counted.
Unregistered individuals wishing to utilize the service will be advised to expect delays
due to the lengthy vetting process necessary to ensure that each individual is qualified to
register to vote and is in the correct polling place.
Same day voter registration services will continue to be offered during the early voting
period prior to each Election Day.
Goals and Objectives for Fiscal Year 2018-2019
The primary focus of the upcoming fiscal year will be on successfully delivering election
services to all stakeholders. Adapting to the new voter registration system and implementing
same day voter registration services at the polls on Election Day will surely challenge election
officials statewide, but we feel confident that we have established solid policies and procedures
which will ensure the integrity of both operational areas.
We will also continue to monitor election related bills making their way through the current
legislative session and are particularly interested in two (2) bills: 1) House Bill 2541, House
Draft 1, which would establish elections by mail statewide beginning with the 2020 Elections;
and 2) Senate Bill 2210, Senate Draft 1, which would establish automatic voter registration. Our
office wholeheartedly supports the adoption of both bills since they would increase the level of
convenience a growing number of voters desire. Additionally, HB 2541, HD 1, would allow our
office to more accurately allocate resources to service the growing number of voters opting to
cast a ballot during the early voting period or by mail.
Every election year poses its own unique set of challenges but the establishment of same day
voter registration is likely the most difficult to date. The uncertainty of providing such a
radically different service presents a variety of concerns, but we nonetheless look forward to the
challenge of conducting the 2018 Elections.
Fiscal Year 2018-2019 Budget Presentation Page 16
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 2018-2019 budget request reflects a
$250,059 or 42.01% increase from FY 2017-2018. This increase is primarily due to the
operational costs with Fiscal Year 2018-2019 being an election year.
Fiscal Year 2018-2019 Budget Presentation Page 17
Comparative Budget & Graphs
FY 2019 FY 2018
Wages $ 342,010 $ 256,329
Benefits $ 225,929 $ 166,476
Operations $ 239,204 $ 142,779
Equipment/Leases $ 38,201 $ 29,701
Utilities $ - $ -
$ 845,344 $ 595,285
Fiscal Year 2018-2019 Budget Presentation Page 18
Records Management
Analyst V*
SR-24, Pos. 2703
Records Management
Analyst II*
SR-18, Pos. 2713
Records Management
Analyst II
Pos. E-99