HomeMy WebLinkAboutFY 2023 (Office of the County Clerk)COUNTY OF KAUA'I
Office of the County Clerk
Council Services Division
Elections Division
Fiscal Year 2023 Budget Presentation
Submitted to Council: March 11, 2022
Departmental Budget Review: April 5, 2022
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 2022-2023 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 2022-2023 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 40-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 2022-2023 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 2022-2023 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 2022-2023 Budget Presentation Page 5
Successes and Achievements
Overall Achievements:
1. Continued navigation through the COVID-19 pandemic and remote technology advent to
successfully provide transparent meetings of the Kauai County Council pursuant to all
applicable laws and emergency orders.
2. Continued to receive an A+ rating by Ballotpedia (formerly known as the Sunshine
Review) for Government Transparency.
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 2021 through February 2022, the
Council's Facebook page has:
Page Reach: The number of people who saw any content from your Page or about your
Page, including posts, stories, ads, social information from people who interact with your
Page and more.
February 1-June 30 12,764
July 1-November 30 7,572
December 1-February 28 2,598
22,934
The Council's Facebook page has accumulated 1,700+ "Followers."
4. Completed the codification of the Kauai County Code 1987, as amended, and
Supplements #1-9 (2013-2021), 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 to provide assistance to the Office of the County Clerk, Elections Division
with the 2021 Special Election for the Prosecuting Attorney and the 2022 Primary and
General Elections preparations.
Fiscal Year 2022-2023 Budget Presentation Page 6
Other Achievements:
1. Records Management. (Statistics provided are from July 1, 2021 to February 28, 2022,
and they may include cross references.)
a. Non -agenda communications scanned, indexed, and filed: 841
b. Agenda -related items scanned: 463
c. Council and Committee minutes scanned, indexed, and filed: 41
d. Executive Session minutes and related documents scanned,
indexed, and filed: 71
e.
Committee Reports scanned, indexed, and filed:
22
f.
Resolutions scanned, indexed, and filed:
31
g.
Bills scanned, indexed, and filed:
15
h.
Public Hearing transcripts scanned, indexed, and filed:
21
i.
Affidavits of Publication scanned, indexed, and filed
(includes related notices):
52
j.
Studies scanned, indexed, and filed:
10
k.
On average, seven (7) communications on the weekly meeting
agenda were indexed and filed.
1.
Total requests to retrieve and research documents
102
in. Vendor -scanned documents that have been indexed, corrected,
and verified: 9,408
n. Accomplished indexing and verification of documents relating to
backlog of agenda folders.
2. Support Services (Clerical) and Research Section
July 1, 2021 to February 28, 2022.)
a. Agendas prepared, meetings staffed:
i. Council
ii. Special Council/Committee
iii. Executive Session
iv. Workshops
Fiscal Year 2022-2023 Budget Presentation
(Statistics provided are from
16
1
16
0
Page 7
V. Committee 12
vi. Advisory Committees 0
vii. Length of Meetings (Hours) 66
b. Committee Reports prepared: 25
c. Minutes prepared:
i. Council / Special Council Minutes 16
ii. Committee Deferred Minutes 22
iii. Public Hearing Minutes 21
iv. Executive Sessions 15
v. Workshops 0
d. Public Hearing Notices and Publications: 28
e. Ordinances adopted: 16
f. Resolutions adopted: 31
g. Total typing assignments (including daily communications, bills, and
Resolutions, etc.): 333
h. Request for Investigation and Service (Personal Request) forms drafted and
typed (includes follow-up, response to constituent, etc.): 30
i. Certificates drafted and typed: 24
j. New Project Assignments — Requests for information, request for research,
letters, memoranda, etc. (This would range from simple to complex issues): 3,469
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).
Fiscal Year 2022-2023 Budget Presentation Page 8
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.
Upcoming Initiatives
1. Assist the Elections Division with the 2022 Primary and General Elections.
2. Successful implementation of Workday (Human Resources Management System) for
Office of the County Clerk employees.
3. 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.
4. Hosting of the 2023 HSAC Annual Conference on Kauai (pending decision on
Conference rotation schedule).
Fiscal Year 2022-2023 Budget Presentation Page 9
5. Continue with "cross -training" employees.
6. Evaluate, develop, and update our current records management system based on best
management practices and procedures.
7. Focus on "Team Building" and employee morale.
8. Continue "Succession Planning" for both the Council Services and the Elections
Division.
9. Develop a plan to encourage effective communication between the staff and also
between the staff and Councilmembers.
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 2022-2023 Budget Presentation Page 10
Comparative Budget Graphs
Wages
Benefits
Operations
Equipment/Leases
Utilities
FY 2023
FY 2022
$ 1,798,803
$
1,891,529
$ 1,077,335
$
1,120,625
$ 485,714
$
479,714
$ 97,000
$
59,000
$ 20,700
$
20,700
$ 3,479,552
$
3,571,568
FY 2023 Operating Budget -Council Services
or
3%
14%
■ Wages
■ Benefits
■ Operations
031% ■ Equipment/Leases
■ Utilities
FY 2022 Operating Budget -Council Services
2% 1%
13%
■ Wages
■ Benefits
■ Operations
■ Equipment/Leases
■ Utilities
Fiscal Year 2022-2023 Budget Presentation Page 11
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-38 — Legal Analyst (Three -Month Funded)
Position #E-2710 — Secretarial Assistant (Three -Month Funded)
Position #2711 — Departmental Staff Assistant II (Dollar 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 2022-2023 budget request
reflects a $92,016 or 2.58% decrease from FY 2021-2022. 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 2022-2023 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
iiiYTiiit 0
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 2022-2023
1. Prosecuting Attorney Special Election
The Prosecuting Attorney resigned on September 30, 2021, after serving ten months of a
four-year term. Due to the timing of the resignation Section 9A.05(B) of the County Charter
required the vacancy to be filled by a Special Primary Election and a Special General Election.
To minimize the overall impact of the special elections on preparations for the 2022 Elections
the recommendation was to conduct one special election in calendar year 2021 and the other
special election in early 2022.
At a Special Council meeting on August 25, 2021, the Council adopted a resolution calling for a
Special Primary Election to be held on December 18, 2021, and a Special General Election on
February 26, 2022, and held the first reading of Bill 2835 to appropriate $475,000 to conduct the
special elections. (Though section 9A.05 (B) also specified when the special elections were to
be held, the dates conflicted with Federal and State law so could not be incorporated into the
special election timeline.)
A Proclamation was issued on October 1, 2021, to call for the special elections and specify:
• The candidate nomination and filing period;
• The date for the initial mailing of ballots for each special election;
• The Voter Service Center location, and dates and hours of operation;
Fiscal Year 2022-2023 Budget Presentation Page 13
• The locations of Places of Deposit;
• The dates and times that the Board of Registration would be meeting for each election;
and
• How election results would be reported.
An emergency procurement was conducted to acquire a voting and vote tabulation system and
related ancillary services, supplies, and support. Hart Intercivic, our current voting system
vendor was awarded a $294,000 full -service contract for their Verity voting system, which
included:
• Verity voting and ballot tabulation software, hardware, and on -site technical support;
• Verity Print units for generating paper ballots;
• Verity TouchWriter accessible ballot marking devices for voters with disabilities;
• Verity Scan units for voters casting ballots in the Voter Service Center;
• Paper ballots;
• Mail ballot envelopes;
• Ballot packet assembly;
• Ballot locator (tracking) services; and
• Programming for the Alternate Format Ballots (HTML ballots) for voters with
disabilities.
To keep costs to a minimum and to minimize the impact of anticipated supply chain delays, we
opted to have ballot printing and ballot packet assembly completed by Runbeck Election
Services, Inc. in Phoenix, Arizona. Completing this work on the continent eliminated the need to
ship ballot paper and envelopes to Hawaii and provided the time savings required to conduct
one special election in 2021.
A separate procurement was awarded to Edwards Enterprises, Inc. for $13,304 to design,
manufacture, personalize and distribute voter notification postcards.
The turnout for the Special Primary Election was 25.78% or 12,265 ballots cast out of 47,568
registered voters. Of the ballots cast, 99.5% (12,198) were cast by mail and 0.5% (67) voted
in -person at the Voter Service Center. As of February 17, 2022, approximately $67,000 was
expended for outgoing and incoming postage for roughly 153,000 mail pieces.
2. 2021 Reapportionment Plan Court Challenge.
The final legislative and congressional reapportionment plan was adopted by the 2021
Reapportionment Commission and filed with the Chief Election Officer on January 28, 2022.
However, a petition filed in the Hawaii Supreme Court on February 23, 2022, is challenging the
adopted plan.
On February 24, 2022, the Court issued an order temporarily enjoining the State Office of
Elections and the Chief Election Officer from making nomination papers available pending
resolution of the petition. The Court later clarified that the order does not preclude making
available nomination papers for statewide office that are unaffected by the final reapportionment
plan, such as the offices of the U.S. Senator, Governor and Lieutenant Governor, and the Office
of Hawaiian Affairs Board of Trustees.
Fiscal Year 2022-2023 Budget Presentation Page 14
Nomination papers for County offices are unaffected by the Court's order as the Counties were
not named in the petition.
3. Ballot Drop Box Sites.
To address concerns regarding parking and the inconvenience to adjacent facilities, the Ballot
Drop Boxes for Hanapepe, Kalaheo, and Hanalei were relocated. All other Ballot Drop Box sites
remain the same and are listed below:
• Hanalei Neighborhood Center;
• Princeville Public Library (formerly Hanalei Fire Station);
• Kilauea Neighborhood Center;
• Waipouli Town Center;
• Elections Division;
• Koloa Neighborhood Center;
• Kalaheo Neighborhood Center (formerly Kalaheo Fire Station);
• Hanapepe Neighborhood Center (formerly Hanapepe Fire Station); and
• Waimea Neighborhood Center.
Voters also still have the option to hand -deliver mail ballots directly to the Elections Division
main office or to the Voter Service Center which is open at least ten business days prior to each
election.
4. Voter Education.
Efforts to secure a vendor to assist in developing and implementing a comprehensive social
media strategy were sidelined by the Prosecuting Attorney Special Elections but will resume in
earnest once the special elections is completed.
5. Ballot Tracking.
Ballot tracking was initially planned for the 2022 Elections, but we volunteered to push up
implementation to the Special Elections so the project could be rolled out on a limited scale prior
to being used statewide. The service is provided by BallotTrax, a division of i3Logix based in
Denver, Colorado and was included in the voting system contract with Hart Intercivic.
BallotTrax tracks the status of mail ballots and sends a series of notifications to voters to inform
them when their ballot packet is being assembled, when it is mailed, and when it has been
accepted for counting by the Elections Division. Voters must sign-up to receive alerts and can
choose to receive voice, email, and/or text message alerts, and can opt -out at any time.
Goals and Objectives for Fiscal Year 2022- 2023
1. 2022 Elections.
Nomination papers for U.S. Representative, State Senator, and State Representative will not be
available until the petition challenging the 2021 Reapportionment Plan is resolved. The Counties
were not named in the petition so nomination papers for County offices and statewide offices
which are unaffected by the final reapportionment plan will be available beginning on March 1,
2022. The deadline to file nomination papers is June 7, 2022.
Fiscal Year 2022-2023 Budget Presentation Page 15
The 2022 Elections will include the following contests:
• U.S. Senate (1 seat);
• U.S. House of Representatives, (Congressional District I and II);
• Governor and Lieutenant Governor (1 per office);
• State Senate (Senate District 8);
• State House of Representatives (House District 15, 16, and 17);
• Mayor (1 seat); and
• Councilmember (7 seats).
Important election related dates:
• Voters begin receiving Primary Election ballot packets: July 26, 2022
• Primary Election Voter Service Center period: August 1-13, 2022
• PRIMARY ELECTION DAY: August 13, 2022
• Voters begin receiving General Election ballot packets: October 21, 2022
• General Election Voter Service Center period: October 25-November 8, 2022
• GENERAL ELECTION DAY: November 8, 2022
2. New Voting System.
The voting system procured for the Prosecuting Attorney Special Elections will also be used for
the next four election cycles as part of a separate statewide contract. The new voting system
worked as expected and the experience we gained will help tremendously as we prepare for the
next elections. We expect that the higher voter turnout during the 2022 Election will offer a
better opportunity to evaluate the new system and allow our office to better adapt operations for
future elections.
Beginning with the 2022 Primary Election, Verity AutoBallot will be added to the Verity Print
component of the new voting system. Verity AutoBallot will utilize a handheld bar code scanner
and barcoded voter information from each voter's record to automatically print the correct ballot
type for each corresponding voter. Currently, staff must manually select the ballot type to be
printed so this new feature will eliminate the possibility of printing the incorrect ballot type for a
voter.
3. New ePoll Book.
In 2021, BPro Election Services, our voter registration system vendor, and the developer of the
ePoll Books that we used during the 2020 Elections was acquired by Knowlnk Innovative
Election Solutions of Saint Louis, Missouri. BPro still maintains and supports the voter
registration system but its ePoll Books were replaced with KnowInk's Poll Pad system.
The new Poll Pads were deployed during the Special Primary Election, and they worked well
overall but there was no mechanism in place to synchronize data between the Poll Pads and voter
registration system in real-time, so we manually transferred files between the two systems to
keep the data synced.
Programming is currently underway to establish a gateway between the voter registration and
Poll Pad systems, which will ensure data is synced in both systems. Work is expected to be
completed by May 2022 and system testing will begin soon after. The gateway will be online for
the 2022 Elections.
Fiscal Year 2022-2023 Budget Presentation Page 16
Succession Planning
We may have staff departures in the next year and 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 2022-2023 budget request reflects a
$64,976 or 7.72% increase from FY 2021-2022. This increase is due to the overall increase of
personnel and operational expenses associated with election years.
Fiscal Year 2022-2023 Budget Presentation Page 17
Comparative Budget & Graphs
Wages
Benefits
Operations
Equipment/Leases
Utilities
FY 2023
$ 331,251
$ 250,193
$ 275,454
$ 49,701
FY 2022
$ 296,406
$ 213,061
$ 290,454
$ 41,702
$ 906,599 $ 841,623
FY 2023 Operating Budget -Elections
5%
■ Wages
30%
Be nefits
Operations
28% Equipment/Leases
FY 2022 Operating Budget -Elections
59'0
■ Wages
3
Benefits
Operations
259.. Equipment/Leases
Fiscal Year 2022-2023 Budget Presentation Page 18
COUNTY OF KAUAI ,' Key: --- --- --,
OFFICE OF THE COUNTY CLERK • — Seasonal
• — Section 3
• —Temporary Reallocation
Position in another de artment
*See County of Kauai Org
Chart 2020
(Legislative Branch)
County Council
Ccumy Auditor Office of the Cou my Cie rk
County Clerk
Pos. E-8
Administrative Assistant to DepartmentalStaff
the County Clerk Assistant II*
Unclassified, Pos. E-51 SR-22, Pos. 2711
Council Departmental Staff
Assistant
Unclassified, Pos. E-75
Elect'ons Records Management Deputy County Clerk
`See Elections OrgCha rt "See Records Pos E 9
Management Org Chart
Council Services Division
"See Council Svc Org Chart
DEPARTMENT USE HUMAN RESOURCES Will
clvll service bate .ploaded to Sha re Point A.g.y 10, 7021 Re di . DateOS/1012021
Fiscal Year 2022-2023 Budget Presentation Page 19
COUNTY OF KAUAI
OFFICE OF THE COUNTY CLERK
COUNCIL SERVICES DIVISION
*See County Clerk Office
(Basic Structure) Org,
Chart
Secretarial Section I I Clerical Support Section
Research Section
uncil Secretarial Assistant Council Services Assistant II Council Legal Analyst
Unclassified, Pos. E-96, Unclassified, Pos. E-38,
E-2710, E-2715 Unclassified, Pos. E-72 E-2707
Council Services Assistant I Council Senior Clerk Typist
Unclassified, Pos. E-97, Unclassified, Pos. E-69, E-83
E-2901
------------ --
Ker
i •—Seasonal I
i • — Section 3
•—Temporary Reallocation
I --- Position in another department
uncil Legislative Assista
Unclassified, Pos. E-53,
E-76, E-2900
HUMAN RESOURCES USE ONLY
Oat..plwd.d t. Sh. Poi,t: December 7, M1 Revision O.W 12/0712021
Fiscal Year 2022-2023 Budget Presentation Page 20
COUNTY OF KAUAI
OFFICE OF THE COUNTY CLERK
RECORDS MANAGEMENT
See County Clerk Office
(Basic Structure)
OrgChart
Records Management Analyst V *
Si Pos. 2703
Council Records Management Analyst Records Management Analyst IV*
unclassified, Pos. E-99 SR-22, Pos. 2713
—:--------------- --- —
I Key,
i •—Seasonal
Section 3
• — Temporary Reallocation
--- Position in another department
RTMENT USE HUMAN RESOU RCES USE ONLY
civil service Oat. apl-d.d t. Sh..Point: December 20, 2021 Re M.. Cate, 12/2012021
Fiscal Year 2022-2023 Budget Presentation Page 21
COUNTY OF KAUAI
OFFICE OF THE COUNTY CLERK
ELECTIONS DIVISION
*See County Clerk Office
(Basic Structure)
Org. Chart
Elections Administrator*
5R-26, Pos. 2702
Printing Services &
Electlons Assistant* Elections Warehouse Senior Election Clerk*
SR-15, Pos. 2718 Specialist• SR-12, Pos. 2719
5R-15,Pos.2705
Key:
* —Seasonal
•—Section 3
• —Temporary Reallocation
Position in a nother. department
_l
Election Clerk II Election Clerk I
SR-10, Pos. 9133, 9135, SR-07, Pos. 10202, 10203,
9i36,4137 10204,1020S,10206,10207,
10208,10209
HUMAN RESDU ONLY
c'wilxrrim Gate aplwded to Share Point: O6/22i2021 Revision Gate, 06p2/2a21
Fiscal Year 2022-2023 Budget Presentation Page 22