HomeMy WebLinkAboutFY 2022 Budget Presentation (Office of the County Clerk)COUNTY OF KAUA'I
Office of the County Clerk
Council Services Division
Elections Division
Fiscal Year 2022 Budget Presentation
Submitted to Council: March 12, 2021
Departmental Budget Review: April 8, 2021
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 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 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 2021-2022 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 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 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 2021-2022 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. Utilization of 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 2021-2022 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 of 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 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 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 2021-2022 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 real property tax rates for the County of Kauai.
i. Provide the necessary research and supporting documentation to assist in the
development of the Operating and CIP Budgets and Resolution establishing real
property tax rates of the County of Kauai.
4. Support Services (Secretarial Assistants). Council Services currently has three (3)
Secretarial Assistants responsible for providing clerical assistance to each County
Councilmember in addition to servicing as the liaison between the Councilmembers and
the respective Sections within the Office.
As the functions of these positions 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 2021-2022 Budget Presentation Page 5
Successes and Achievements
Overall Achievements:
1. Continued to receive an A+ rating by Ballotpedia (formerly known as the Sunshine
Review) for Government Transparency.
2. 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 2020 through February 2021, 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 52,177
July 1-November 30 166,096
December 1-February 28 31,143
249,416
Weekly Total Impressions: The number of impressions seen of any content associated
with the Council's Facebook page (Total Count).
February 1-June 30 91,610
July 1-November 30 244,847
December 1-February 28 53,138
389,595
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 37,649
July 1-November 30 155,895
December 1-February 28 29,667
223,211
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 1,645
July 1-November 30 10,367
December 1-February 28 2,237
14,249
Fiscal Year 2021-2022 Budget Presentation Page 6
The Council's Facebook page has accumulated 1,497 total "Likes" and 1,639
"Followers."
3. Completed the codification of the Kauai County Code 1987, as amended, and
Supplements #1-8 (2013-2020), 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).
4. Continued to provide assistance to the Office of the County Clerk, Elections Division
with the 2020 Primary and General Elections.
Other Achievements:
1. Records Management. (Statistics provided are from July 1, 2020 to February 28, 2021,
and they may include cross references.)
a. Non -agenda communications scanned, indexed, and filed: 1,615
b. Agenda -related items scanned:
1,372
c. Council and Committee minutes scanned, indexed, and filed: 64
d. Executive Session minutes and related documents scanned,
indexed, and filed: 74
e. Committee Reports scanned, indexed, and filed:
f. Resolutions scanned, indexed, and filed:
55
39
g. Bills scanned, indexed, and filed: 60
h. Public Hearing transcripts scanned, indexed, and filed: 19
i. Affidavits of Publication scanned, indexed, and filed
(includes related notices): 59
j. Studies scanned, indexed, and filed: 4
k. On average, seven (7) communications on the weekly meeting
agenda were indexed and filed.
1. Total requests to retrieve and research documents 148
in. Vendor -scanned documents that have been indexed, corrected,
and verified: 5,143
n. Accomplished indexing and verification of documents relating to
backlog of agenda folders.
Fiscal Year 2021-2022 Budget Presentation Page 7
2. Support Services (Clerical) and Research Section. (Statistics provided are
from
July
1, 2020 to February 28, 2021.)
a.
Agendas prepared, meetings staffed:
i. Council
17
ii. Special Council/Committee
2
iii. Executive Session
22
iv. Workshops
1
v. Committee
14
vi. Advisory Committees
0
vii. Length of Meetings (Hours)
83
b.
Committee Reports prepared:
43
c.
Minutes prepared:
i. Council / Special Council Minutes
17
ii. Committee Deferred Minutes
34
iii. Public Hearing Minutes
19
iv. Executive Sessions
19
v. Workshops
1
d.
Public Hearing Notices and Publications:
15
e.
Ordinances adopted:
25
f.
Resolutions adopted:
36
g.
Total typing assignments (including daily communications, bills, and
Resolutions, etc.):
408
h.
Request for Investigation and Service (Personal Request) forms drafted and
typed (includes follow-up, response to constituent, etc.):
13
i.
Certificates drafted and typed:
20
j.
New Project Assignments — Requests for information, request for research,
letters, memoranda, etc. (This would range from simple to complex issues):
3,856
Fiscal Year 2021-2022 Budget Presentation Page 8
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.
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 forty (40) 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 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.
Fiscal Year 2021-2022 Budget Presentation Page 9
Upcoming Initiatives
1. Based on feedback from employees, the Office of the County Clerk will be looking
into enrolling additional staff into the NACo High Performance Leadership Academy
and other training opportunities available remotely.
2. Additional immersion of staff in the legislative process at the State Legislature and
other offices (Office of Information Practices, Legislative Reference Bureau, etc.)
with an emphasis on remote participation and engagement while under COVID-19
restrictions.
3. Hosting of the 2022 HSAC Annual Conference on Kauai (pending decision on
Conference rotation schedule).
4. Continue with "cross -training" employees.
5. Evaluate, develop, and update our current records management system based on best
management practices and procedures.
6. Focus on "Team Building" and employee morale.
7. Continue "Succession Planning" for both the Council Services and the Elections
Division.
8. Develop a plan to encourage effective communication between the staff and also
between the staff and Councilmembers.
9. Update and expand the Office of the County Clerk's Social Media Plan.
10. Continue to work with outside organizations, including schools, nonprofit
organizations, government affairs committees, etc. to provide outreach regarding the
legislative process and the work of the Kauai County Council and the Office of the
County Clerk.
Fiscal Year 2021-2022 Budget Presentation Page 10
Comparative Budget Graphs
Wages
Benefits
Operations
Equipment/Leases
Utilities
$
1,891,529
$
1,932,676
$
1,120,625
$
1,175,996
$
479,714
$
564,714
$
59,000
$
59,000
$
20,700
$
20,700
$
3,571,568
$
3,753,086
FY 2022 Operating Budget -Council Services
2% 1%
13%
■ Wages
■ Benefits
53% ■ Operations
■ Equipment/Leases
■ Utilities
moo
FY 2021 Operating Budget -Council Services
2% 1%
15%
Wages
- Be nefits
51 ■ Operations
31% ■ Equipment/Leases
■ Utilities
Fiscal Year 2021-2022 Budget Presentation Page I I
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 position:
• Position #E-38 — Legal Analyst (Six -Month Funded)
• Position #E-2710 —Secretarial Assistant (Six -Month Funded)
The Council Services Division has retirement -eligible staff and are working with each to identify
projected retirement dates, continuity/succession planning, and possible incorporation/absorption
of duties by current staff.
Division's Budget Discussion
The Office of the County Clerk, Council Services Division's FY 2021-2022 budget request
reflects a $181,518 or 4.84% decrease from FY 2020-2021. 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 2021-2022 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
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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 2021-2022
1. 2020 Elections
Act 136 (2019) mandated the statewide transition to voting primarily by mail beginning with the
2020 Elections. By most accounts the inaugural vote by mail election went well. Voter turnout
improved overall and the majority of voters appear to have adapted to voting via a mail ballot.
In hindsight, the move away from an in -person, polling place based voting model could not have
been better timed. Social distancing and gathering guidelines, and disinfection protocols adopted
in response to the COVID-19 pandemic would have made in -person voting impractical and
virtually impossible to administer safely. It is also doubtful that our office would have been
successful in recruiting a sufficient number of volunteers since a significant portion of polling
place officials are over the age of 65.
Notable election statistics are depicted in the following sections.
Voter Registration
2020 2018
Primary Election 45,135 43,520
General Election 47,253 44,461
Fiscal Year 2021-2022 Budget Presentation Page 13
Voter Turnout
Primary
General
Election
Election
No. Voters (a)
45,135
47,253
Voter Service Center Turnout (b)
404
2,350
Mail Turnout (c)
22,010
31,731
Overall Turnout (d=b+c)
22,414
34,081
Voter Service Center Turnout % (b/d)
1.8%
6.9%
Mail Turnout % (c/d)
98.2%
93.1 %
Overall Turnout % (d/a)
49.7%
72.1 %
Voter File Maintenance
uanti 1
Voter Affidavits Processed 6,099
Online Voter Registration Transactions 4,249
Voter Declinations Filed 2,869
No. of Inactive (Fail Safe) Voters 999
Purge / Deceased (a) 264
Purge / Moved Away (b) 215
Purge / Self Cancellation (c) 43
Purge / Felony Incarceration (d) 2
Purge / Total (a + b + c + d )4 524
Election Day Official Recruitment and Training
Recruited Trainings
(approx.) Sessions
Voter Service Center 15 2
Counting Center 83 6
Ballot Drop Box 2 1
Totals 100 9
'As of January 20, 2021
2 Approximate number of individuals who applied for or renewed a driver license or State ID but declined to register
to vote.
3 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).
a Purge / Total counts will increase once Inactive (Fail Safe) Voters are purged sometime in April or May 2020.
Fiscal Year 2021-2022 Budget Presentation Page 14
2. Ballot Drop Boxes.
Six (6) ballot drop boxes (BDBs) were set-up for the Primary Election and ten (10) were
available for the General Election. The locations and corresponding number of ballots received
at each site is depicted below:
Source
Primary
General
Total
1
Waimea Neighborhood Center
n/a
235
235
2
Hanapepe Fire Station
224
288
512
3
Kalaheo Fire Station
527
492
1,019
4
K61oa Neighborhood Center
n/a
363
363
5
Voter Service Center
404
1,573
1,977
6
Elections Division
1,363
2,798
4,161
7
Kapa`a Fire Station
768
797
1,565
8
Kilauea Neighborhood Center
n/a
272
272
9
Hanalei Fire Station
354
539
893
10
Hanalei Neighborhood Center
n/a
116
116
TOTALS
3,640
7,473
11,113
BDBs, except the box at the Voter Service Center, were accessible 24/7 beginning at least ten
(10) days prior to each election. The BDB at the Voter Service Center was only available
Monday through Saturday from 8:00 a.m. to 4:00 p.m., and from 7:00 a.m. to 7:00 p.m. on
Election Days.
Initially ballots were collected every other day, excluding Sundays. In the week immediately
preceding each election ballots were collected Monday through Saturday. We did not encounter
any issues with any of the BDBs during either of the elections.
3. Primary Election Recount
During the 2020 Primary Election a mandatory recount of all votes cast for the Council contest
was triggered pursuant to HRS § 11-158 (a) (1), which states:
"(a) The chief election officer, or the clerk in the case of a county election, shall conduct
a recount of all votes cast for any office or ballot question in any election if the official
tabulation of all of the returns for that office or question reveals that the difference in:
(1) The number of votes cast for a candidate apparently qualified for the
general election ballot or elected to office and the number of votes cast for the closest
apparently defeated opponent; or
Fiscal Year 2021-2022 Budget Presentation Page 15
(2) The number of votes cast in the affirmative for the ballot question and the
number of votes cast in the negative for the ballot question, including when applicable,
the tabulation of blank votes,
is equal to or less than one hundred votes or one -quarter of one per cent of the total
number of votes cast for the contest, whichever is greater. " (Emphasis added.)
The determination that a recount of the Council contest was required was based on the following
calculations.
No. of Primary Election Council candidates advancing to the
14
General Election ballot
Total votes cast the for the Council contest
110,519
Recount trigger: one -quarter of one percent (0.0025) of 110,519
276
No. of votes received by the Mparently qualified candidate (i.e.,
2,557
Council candidate receiving the 14th highest number of votes in the
Primary Election)
No. of votes received by the closest apparently defeated candidate
2,322
(i.e., candidate receiving the 15th highest number of votes in the
Primary Election)
No. of votes separating the apparently qualified candidate and the
235
closest apparently defeated candidate
235 vote difference < 276 recount trigger, therefore provisions calling for a recount
pursuant to HRS § 11-15 8 were met
Additional recount provisions include:
• Completing the recount and announcing the results no later than seventy-two hours
after the closing of the polls on Election Day. HRS § 11-158 (c).
• Notifying affected candidates no later than one day prior to the date of the recount.
HRS § sec. 11-158 (d) (2).
Overall, the recount went well but having to complete the recount no later than seventy-two (72)
hours after the closing of the polls on Election Day barely provided sufficient time to identify
and allocate the resources needed to complete the process.
To provide more time for recounts to be completed FIB 197 and companion Bill SB 420 were
introduced during the current legislative session. The Bills would amend HRS § 11-158 by
moving the deadline for completing the recount from seventy-two hours to five (5) business days
after the closing of the polls on Election Day.
Fiscal Year 2021-2022 Budget Presentation Page 16
4. Legislation.
Thus far only a handful of election related bills have received a hearing and our office has
submitted testimony on the following bills:
• HB 201, Relating to elections. (SUPPORT)
Amends or clarifies certain statutory deadlines relating to elections by mail, including
the date to which the clerk must continue mailing ballot packages to voters who
update their voter registration address and the date on which ballots may begin to be
tabulated. Authorizes a county clerk to operate additional voter service centers with
varying days or hours of operation. Provides that voters standing in line at a voter
service center at the time the voter service center closes may vote or register to vote,
if eligible. Authorizes a county clerk to open places for ballot deposit not earlier than
the initial day that ballots are mailed. (Companion: SB 423.)
• SB 159, Relating to voting. (SUPPORT)
Requires any person who is eligible to vote and applies for a motor vehicle driver's
license or identification card to be automatically registered to vote unless the
applicant affirmatively declines. Allows an applicant to affirmatively decline to have
any of the applicant's information electronically transmitted. Authorizes access to and
electronic transmission of databases maintained or operated by the counties or the
department of transportation that contains driver's license or identification card
information to election officials and the online voter registration system.
• SB 548, Relating to elections by mail. (SUPPORT)
Makes amendments to elections laws to clarify the administration of elections by
mail. Renames districts as precincts. Extends voter registration deadlines. Requires
additional voter service centers on election day. Requires a minimum number of
precincts in each representative district and on each inhabited island. Establishes
voters with special needs advisory committees at the state and county levels to ensure
equal and independent access to vote registration, casting of ballots, and all other
office of elections services. Requires the Department of Public Safety to inform
individuals on parole or probation of their right to vote and provide them with
information on how to register and vote. Requires the Office of Elections and the
county clerks to make a determination, as soon as practicable, of the optimal number
and placement of voter service centers.
• SB 1289, Relating to elections. (COMMENTS ONLY)
Expands access of election watchers during elections to include all instances in which
ballots are handled, prepared, tabulated, or reviewed. Allows for more than one
election watcher to be appointed by a political party. Allows for election watchers to
be appointed by media organizations.
As of February 19, 2021, there are thirty-nine (39) election related bills and resolution (6 House
bills and 33 Senate bills) were still alive during the 2021 Legislative Session. A summary of
election related legislation is provided at the end of this narrative.
Fiscal Year 2021-2022 Budget Presentation Page 17
Goals and Objectives for Fiscal Year 2021-2022
1. Ballot Drop Boxes Sites
Ballot drop box locations were initially chosen based on their familiarity to voters residing in the
area, the accessibility to the location, and the overall visibility of the location (so voters feel safe
when visiting the site).
The selected sites appeared to work relatively well but we do have concerns over parking for
some of the locations, particularly at the Hanapepe, Kalaheo, and Hanalei Fire Stations. BDBs at
these locations were placed near the driveways to the stations so the concern is that voters
visiting these sites may park and possibly impeded the movement of fire trucks and personnel as
they respond to emergencies. (The BDB near the Kapa`a FS was secured along a fence owned
by the Waipouli Shopping Center and was accessible via a portion of its parking lot.)
If alternate locations can be identified the aforementioned BDBs may be relocated. The
remaining BDB sites will be unchanged.
2. Voter Education
To offer an alternate means for disseminating election information we created a Facebook (FB)
account to target voters who may not utilize main stream media outlets.
However, results were somewhat muted due to limited resources and a general unfamiliarity with
the more technical aspects of the platform. To address these shortcoming, we have budgeted
funds for FY 2022 to procure the services of a contractor to assist in developing and
implementing a comprehensive social media strategy and to train a staff person to coordinate
efforts. The ultimate goal is to establish a comprehensive, cohesive voter education program
capable of reaching voters of all ages and socio-economic backgrounds.
3. Ballot Tracking
Rudimentary ballot tracking services were in place for the 2020 Elections. The application was
developed in-house off of existing system platforms but the functionality for both voters and
election officials was minimal.
For the 2022 Elections, we want to establish a new, more robust ballot tracking system. We have
begun researching how other jurisdictions track ballot packets and anticipate either procuring the
services of an outside vendor to develop the new system or possibly using a customized version
of an existing off -the -shelf application.
Succession Planning
We anticipate one (1) or two (2) retirements in the next three (3) to five (5) years, so are
identifying options for ensuring the retention of institutional knowledge and uninterrupted
continuity of services.
Fiscal Year 2021-2022 Budget Presentation Page 18
Vacant Positions
The Elections Division currently has no vacant positions.
Division's Budget Discussion
The Office of the County Clerk, Elections Division's FY 2021-2022 budget request reflects a
$33,495 or 3.83% decrease from FY 2020-2021. This decrease is due to the overall reduction of
personnel and operational expenses associated with non -election years.
Fiscal Year 2021-2022 Budget Presentation Page 19
Comparative Budget & Graphs
FY 2022
FY 2021
Wages
$
296,406
$
342,539
Benefits
$
213,061
$
253,169
Operations
$
290,454
$
224,354
Equipment/Leases
$
41,702
$
55,056
Utilities
$
-
$
-
$
841,623
$
875,118
FY 2022 Operating Budget -Elections
5%
■ Wages
■ Benefits
■ Operations
259'o Equipment/Leases
FY 2021 Operating Budget -Elections
6%
26% 1 Wages
■ Benefits
■ Operations
Z99% 3 Equipment/Leases
Fiscal Year 2021-2022 Budget Presentation Page 20
Approved by: oyu'+yYp�eeq
COUNTY OF KAUAI Key,
n" M-1.""a°ri9" OFFICE OF THE COUNTY CLERK • - Seasonal
(�a o.,, 20,2 o2,,
0741i2l-10va • - Section 3
Department ofHuman Resources ogre •-Temporary Reallocation
--- Position in another department
*See County of Kauai Org
Chart 2020
(Legislative Branch)
County Council
County Auditor Office of the County
Clerk
County Clerk
Pas. E-8
Administrative Assistant Departmental
to the County Clerk Staff Assista nt iI**
Pos. E-! SR-22, Pas. 2711
Records Management
Elections * Deputy County Clerk
*See Elections Org ChartSee Records pos. E-9
Management Org Chart
Council Services Division
*See Council Svc Org
Chart
I)EMRiMEMr USE NUMALN RESUURd:S USE ONLY
'—ciYll servlp t)Hl uploaded to Sharepoine: gevisian bale, 02/17/2021
Fiscal Year 2021-2022 Budget Presentation Page 21
COUNTY OF KAUAI i Key:
Approved by: /7 Digit2Ey signed by Annette f •—Seasonal
.aaderi.. OFFICE OF THE COUNTY CLERK j
F Date: 2020.aa.a3oraa:sa-iana-Section3
COUNCIL SERVICES DIVISION • —Tem ora Reallocation
➢epartment ofHuman Resources ➢ate i --- Position in another department
Secreta ria I Assistant Section
'See County Clerk Office
(Basic Structure) Org. Chart
Clerical Support Section
Secretarial Assistant
Pos. E-96, Council Services Assistant II
Pos. E-72 Legal Analyst
E-2710, E-2715 Pos. E-38, E-2707
Council Services Assistant I Council Senior Clerk Typist
Pos. E-97, E-2901 FPDS. E-69, E-83
Research
Legislative Assistant
Pos. E-53, E-75, E-76, E-2900
HUMAN RESOURCES USE ONLY
Gate aplwded to Share Point: Revision Date, 04/02/2020
Fiscal Year 2021-2022 Budget Presentation Page 22
-------------- -_- -------------- ---
approved by: COUNTY OF KAUAI Key.
OFFICE OF THE COUNTY CLERK —Seasonal
ELECTIONS DIVISION •—Tern —Temporary Reallocation
Department of Human Resources D e p ry
Position in another department
*See County Clerk Office
(Basic Structure)
Org. Chart
Elections Administrator*
SR-26, Pos, 2702
Printing Services &
Elections Assistant* Elections Warehouse Senior Elections Clerk*
SR-15, Pos, 2718 Specialist* SR-12, Pos, 2719
SR-15, Pos. 2705
Elections Clerk II Elections Clerk i
SR-10, Pos. 9133, 9135, SR-07, Pos. 9137,10202,
9136 10203,10204,10205, 10206,
10207,10208, 10209
DEPARTMENT USE H M OURCES USE ONLY
* — civEl service Dale upiaaded to SharePoint R,nion Date: 03/03/2020
Fiscal Year 2021-2022 Budget Presentation Page 23