HomeMy WebLinkAboutFY 2020 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
2020 Budget Presentation
Submitted to Council: March 15, 2019
Departmental Budget Review: April 15, 2019
Fiscal Year 2019-2020 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 the contributions that each
employee makes, strengthens our organization and helps 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 2019-2020 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 2019-2020 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 2019-2020 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 legislative testimony which will 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 2019-2020 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 compl y 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 2019-2020 Budget Presentation Page 6
Successes and Achievements
Overall Achievements:
1. Enhanced the Office of the County Clerk’s outreach to various educational and leadership
institutions through “Mock Council Meetings” and interactive sessions with
Councilmembers and Council Services Staff to increase the understanding of the
legislative process.
2. 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.
3. Continued to receive an A+ rating by Ballotpedia (formerly known as the Sunshine
Review) for Government Transparency for the seventh consecutive year.
4. 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 2018 through February 2019, 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 30 121,428
July 1-November 30 96,251
December 1-February 28 69,732
287,411
Weekly Total Impressions: The number of impressions seen of any content associated
with the Council’s Facebook page (Total Count).
February 1-June 30 249,294
July 1-November 30 169,688
December 1-February 28 138,749
557,731
Weekly Reach of Page Posts: The number of people who saw any of the Council’s
Facebook page posts (Unique Users).
February 1-June 30 118,125
July 1-November 30 79,501
December 1-February 28 69,486
267,112
Fiscal Year 2019-2020 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 16,944
July 1-November 30 9,985
December 1-February 28 7,050
33,979
The Council’s Facebook page has accumulated 956 total “Likes.”
5. Completed the codification of the Kaua‘i County Code 1987, as amended, and
Supplements #1-6 (2013-2018), 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).
6. 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, 2018 to February 28, 2019,
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:
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:
1,032
1,254
89
120
58
38
35
19
53
12
Fiscal Year 2019-2020 Budget Presentation Page 8
k. On average, twenty (20) communications on the weekly meeting
agenda were indexed and filed.
l. Total requests to retrieve and research documents
m. Vendor-scanned documents that have been indexed, corrected,
and verified:
275
636
2. Support Services (Clerical) and Research Section. (Statistics provided are from
July 1, 2018 to February 28, 2019.)
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
iii. Public Hearing Minutes
iv. Executive Sessions
v. Workshops
d. Public Hearing Notices and Publications:
e. Ordinances adopted:
f. Resolutions adopted:
17
1
33
1
13
0
121
41
18
9
18
31
0
26
18
35
Fiscal Year 2019-2020 Budget Presentation Page 9
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 County
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).
643
168
54
5,687
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.
Fiscal Year 2019-2020 Budget Presentation Page 10
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. 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.
2. Continue with “cross-training” employees.
3. Evaluate, develop, and update our current records management system based on best
management practices and procedures.
4. Focus on “Team Building” and employee morale.
5. Continue “Succession Planning” for both the Council Services and the Elections
Division.
6. Develop a plan to encourage effective communication between the staff and also
between the staff and Councilmembers.
7. Update and expand the Office of the County Clerk’s Social Media Plan.
8. Continue to work with the elementary schools on-island to provide students with the
opportunity to experience the legislative process (attend meetings, etc.).
Fiscal Year 2019-2020 Budget Presentation Page 11
Comparative Budget Graphs
FY 2020 FY 2019
Wages $ 1,868,181 $ 1,826,108
Benefits $ 1,043,023 $ 962,815
Operations $ 557,844 $ 557,844
Equipment/Leases $ 59,000 $ 59,000
Utilities $ 20,700 $ 20,700
$ 3,548,748 $ 3,426,467
Fiscal Year 2019-2020 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, capable, and motivated 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 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 # E-76 – Legislative Assistant (Twelve-Month Funded)
Position #E-38 – Legal Analyst (Six-Month Funded)
Position #2713 – Record Management Analyst (Twelve-Month Funded)
Division’s Budget Discussion
The Office of the County Clerk, Council Services Division’s FY 2019-2020 budget request
reflects a $122,281 or 3.57% increase from FY 2018-2019. 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 current Table of Organization.
Fiscal Year 2019-2020 Budget Presentation Page 13
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
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 2018-2019
1. 2018 Elections
As expected, implementing Election Day voter registration (EDVR) services at the polls 1 and
completing the transition to the new statewide voter registration system 2 proved to be quite a
challenge. Additionally, the recruitment of polling place volunteers was more difficult than
the previous years so overall it was a very grueling election.
EDVR services were generally well received by voters. However, despite this Election Day
service enhancement, the popularity of voting by mail continues to grow and the number of
voters casting a ballot prior to Election Day either by mail or at early voting once again
surpassed the voter turnout at the polls.
With the transition to the new server based voter registration system complete it is now the
official system of record. The old mainframe system will remain operational for the
immediate future but it will eventually be deactivated to free-up resources. System security
measures will remain in place until the system is shut down.
1 Also known as same day voter registration or late voter registration. Services were also offered during the early
voting period.
2 During the 2016 Elections, the old mainframe system served as the official system of record.
Fiscal Year 2019-2020 Budget Presentation Page 14
Poll worker recruitment was once again an extremely frustrating endeavor despite
intensified efforts and we no longer believe that it is practical or sustainable to rely on
volunteers to provide voting services.
Notable election statistics are depicted in the following sections.
Voter Counts
2018 2016
Primary Election 43,520 43,036
General Election 44,461 44,332
Voter Turnout
2018
Primary
Election
2018
General
Election
Precinct Turnout 7,144 11,405
Early Voting Turnout 2,623 3,124
Absentee Mail Turnout 9,070 11,296
Total Turnout 18,837 25,825
No. Voters 43,520 44,461
Turnout % 43.3 58.1
Voter File Maintenance
Number
Voter Affidavits Processed 9,123
Online Voter Registration Transactions 2,465
Voter Declinations Filed3 5,600
No. of Inactive (Fail Safe) Voters4 4,226
Purge / Deceased (a) 1,586
Purge / Moved Away (b) 140
Purge / Self Cancellation (c) 256
Purge / Felony Incarceration (d) 21
Purge / Total (a + b + c + d )5 2,003
3 Approximate number of individuals who applied for or renewed a driver license or State ID but declined to register
to vote.
4 Approximate number of voters who have outdated information in their voter records and have not responded to
phone calls, voice messages, mailings and related follow-up attempts. Voters in this category will be purged from
the voter file if they fail to re-register within two (2) federal election cycles (i.e., 4 years).
5 Purge / Total counts will increase once Inactive (Fail Safe) Voters are purged sometime in May 201 9.
Fiscal Year 2019-2020 Budget Presentation Page 15
Election Day Official Recruitment and Training
Recruited
(approx.)
Trainings
Sessions
Polling Place Officials 422 18
Counting Center Officials 96 9
Ballot Delivery & Collection Officials 33 1
Control Center Officials 50 4
Totals 601 32
2. Election Day Voter Registration.
Pursuant to Act 166, SLH 2014, Election Day voter registration was implemented at the polls
beginning with the 2018 Primary Election. The services were well received overall and no
major issues were encountered.
No. Registered
2018 Primary Election 115
2018 General Election 366
3. Drive-thru Voter Registration.
Drive-thru voter registration services were offered on the day before and day of the Primary
Election and General Election voter registration deadlines. Over the course of four (4) days,
a total of one hundred forty six (146) voter registration forms were received.
4. Legislation.
As of February 19, 2019, there are forty-six (46) election related bills and resolution (22
House bills and 24 Senate bills) still alive at the 2019 Legislature.
A number of bills are of particular interest to our office since they represent major election
reforms.
Automatic Voter Registration:
House Bill (HB) 166, HB 1203, HB 1217, HB 1485, HB 1544, Senate Bill (SB) 412
Electronic Transmission of Ballots to Individuals with Disabilities:
HB 168, SB 136
Election Recounts:
HB 428, SB 216, SB 1059
Voting by Mail:
HB 1248, SB 560
A summary of election related legislation is provided at the end of this narrative.
Fiscal Year 2019-2020 Budget Presentation Page 16
Goals and Objectives for Fiscal Year 2019-2020
1. 2020 Elections Contests.
The 2020 Elections will include the following contests:
President and Vice President;
United States Representative;
State of Hawai‘i Senate, District 8 (2-year term)6;
State of Hawai‘i Representative, Districts 14, 15, and 16;
Office of Hawaiian Affairs Trustee, Resident of Kaua‘i;
County Council; and
Prosecuting Attorney.
2. 2020 Vote By Mail Pilot Project
Pursuant to Act 182, SLH 2018, the County of Kaua‘i was selected by the State
Legislature to conduct the State of Hawai‘i’s first pilot program for vote-by-mail (VBM)
elections for the 2020 Primary and General Elections.
This pilot project authorizes the mailing of a ballot packet to every properly registered
voter, but also allows voters who wish to cast a ballot in-person, to do so at a Vote Center
which will be established in the Historic County Annex basement. The Vote Center is
tentatively scheduled to begin operation on the following dates and times.
Primary Election: July 27 – August 8, 2020
8:00 a.m. to 4:00 p.m. (July 27 – August 7, 2020)
7:00 a.m. to 6:00 p.m. (August 8, 2020 only)7
General Election: October 20 – November 3, 2020
8:00 a.m. to 4:00 p.m. (October 20 – November 2, 2020)
7:00 a.m. to 6:00 p.m. (November 3, 2020)8
Voter notification and voter education plans and materials are being developed with
assistance from the State Office of Elections. The initial notification to voters to
announce the upcoming VBM pilot is scheduled for August 2019. Supplemental voter
notifications and voter education/outreach efforts, including public informational
meetings will occur in 2020.
6 Due to reapportionment in 2021, all State Senators will be up for election in 2022 pursuant to the Hawaii State
Constitution, Article IV, Section 7
7 2020 Primary Election Day
8 2020 General Election Day
Fiscal Year 2019-2020 Budget Presentation Page 17
3. Election Preparation
During the upcoming fiscal year, preparations will focus primarily on two areas: 1)
procurement of goods and services required to conduct the elections, and 2) planning and
preparation for the upcoming vote-by-mail pilot project.
Major procurements include:
Absentee Mail Envelopes (3-types required: size 11, ballot mail-out; size 10, ballot
return; and size 9, secret ballot);
Voter Final Confirmation Mailing Vendor (Federally mandated final voter notification
required prior to purging voters from the voter file);
Vote-by-mail and Voter Registration Notification Mailing Vendor (Pre-election
notification providing election specific information); and
Absentee Ballot Mass Mailing Vendor (Initial ballot mailing for the Primary and General
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 2019-2020 budget request reflects a
$83,055 or 9.82% decrease from FY 2018-2019. This decrease is due to an overall reduction in
personnel and operational expenses associated with non-election years.
Fiscal Year 2019-2020 Budget Presentation Page 18
Comparative Budget & Graphs
FY 2020 FY 2019
Wages $ 276,639 $ 342,010
Benefits $ 200,895 $ 225,929
Operations $ 247,554 $ 239,204
Equipment/Leases $ 37,201 $ 38,201
Utilities $ - $ -
$ 762,289 $ 845,344
Fiscal Year 2019-2020 Budget Presentation Page 19