HomeMy WebLinkAboutCOM 0103.010 2020-2022 JON HENRICKS tY,gF AARON BROWN
County Clerk
r ' Deputy County Clerk
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County of Hawai`i
Office of the County Clerk
25 Aupuni Street,Suite 1402 • Hilo,Hawaii 96720C=1 >:..
(808)961-8255 • Fax(808)961-8912
April 13, 2021 ,
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County Council of the County of Hawaii
Committee on Finance
25 Aupuni Street
Hilo,Hawai`i 96720
Chair Kaneali'i-Kleinfelder and Members of the Finance Committee:
Thank you for the opportunity to share a summary analysis of our FY21-22 budget for the Office of the County
Clerk and the Hawai'i County Council and an outline of our department's operations. We will be available for
discussion should the Council have any questions.
In total,the FY21-22 budget is$4,995,747.
Legislative Budget Summary FY21-22
Clerk-Council Services Salaries&Wages $3,101,746 62.1%
Clerk-Council Services Other Current Expenses (OCE) 376,730 7.5%
Clerk-Council Services Equipment 37,500 0.7%
HSAC/NACO 21,500 0.4%
Reprographics 75,320 1.5%
Postage-Council Services 176,262 3.5%
Contingency Relief 0 0%
Elections Salaries&Wages 508,852 10.2%
Elections Other Current Expenses(OCE) 685,237 13.7%
Elections Equipment 12,600 0.3%
Total $4,995,747
Significant Budget Variances to Current Year
5101.01 011 7,530 Increases mandated by union agreements and step
Clerk-Council Services movements
Salaries&Wages
5101.02 102 3,920 Increases funds for cell phone reimbursements(was
Clerk-Council Services reduced last FY) and for a Spectrum modem upgrade
Other Current Expenses 106 (1,000) Reduces printing costs
(OCE)
114 (1,500) Reduces funds for electricity at the Pahoa office
Comm. No. 10 7)-I 0
Hawai`i County is an Equal Opportunity Provider and Employer PFG �Q G 2 j
Ref. To:
Ref. Date APR l
227 1,350 Increases DAE for district office supplies.
337 30 Increase in newspaper subscriptions
338 1,000 Increase in base rent for Waimea Office
341 (5,800) Removes funding for inauguration and moved DAE
funds(misc.)to other DAE accounts
OCE Total (2,000)
5101.06 454 2,000 Increases funds to replace district laptops
Clerk-Council Services
Equipment
5101.91 341 (315,000) Removes contingency relief funds
Contingency Relief
5107.01 011 (76,432) Reduces S&W due to non-election year
Elections Division
Salaries&Wages
5107.02 101 (92,500) Reduces mailers and combines election mailing into
Elections Division one USPS account
Other Current Expenses 104 2,000 Travel expenses for printing site visits
(OCE)
106 (111,000) Reduces and consolidates printing needs
107 (20,500) Reduces advertising due to non-election year
109 10,500 Anticipated repair costs for Agilis ballot sorter
machine
111 (5,000) Reduces rental/lease due to non-election year
115 (43,900) Reduces contracts due to non-election year
220 (11,000) Reduces meal provisions due to non-election year
227 (4,200) Reduces computer/office supplies due to non-election
year
235 (300) Removes funding for safety shoes due to non-election
year
337 (150) Reduces funding for publications due to non-election
year
OCE Total (276,050)
5107.10 454 1,000 Increases funding to replace numbering machine with
Elections Division numbering pens
Equipment
5107.31 341 (126,688) State grant funds expended in FY20-21
2020 Mail-In Elections
Cost
Sincerely,
enricks
County Clerk
JDH/ab
Office of the County Clerk and the Hawaii County Council
The Office of the County Clerk strives each day to make Hawai`i County a better place by:
1. providing the highest quality resources, staff, and support to the Hawai`i County Council so that
it can create effective and thoughtful policy;
2. keeping accurate records of the Council's actions, including maintenance of the Hawai`i County
Code and Hawai`i County Charter;
3. ensuring secure and accurate elections for all Federal, State, and County races and questions,
where the electorate may participate in a convenient and lawful manner; and
4. supporting all agencies and departments of the County by providing reprographic services and
distribution of mail and interdepartmental parcels.
Department Goals and Kuleana
1. To ensure the Council complies with all legal notice requirements for its meetings.
2.
To assist the public with providing effective,meaningful input to the legislative process.
3. To ensure the timely processing of all proposals received for consideration by the Council.
4. To prepare minutes of all Council and Committee meetings.
5. To conduct research on historical documents in a timely manner,provide copies of public
records, and assist the public in filing claims and registering as lobbyists.
6. To continue to seek new and innovative ways to provide access to public documents,meeting
proceedings and results, and other official records to the public.
7. To continue adding historical records and data to the Council Records System available on the
Council-Clerk web page.
8. To conduct secure, open, and honest elections in the County of Hawai`i.
9. To make voter registration convenient and accessible for the public.
10. To make voting convenient and accessible for all voters.
11. To abide by all election related laws.
12. Enhance the ability of the County Council to actively participate in the actions of the State
Legislature by providing timely updates to the Council of legislative actions,hearings, and
opportunities to testify on matters that affect the County of Hawaii.
13. Provide nonpartisan review, drafting, and research assistance to the County Council to ensure
that legislation is clearly articulated, comprehensive, and appropriately formatted.
14. Work in collaboration with the Office of the Corporation Counsel and all agencies of the County
by providing review and research assistance,upon request,to facilitate the introduction of sound
legislation by the Administration.
15. Work in collaboration with the Department of Finance to prepare the annual Operating and
Capital Budgets, Council-Clerk program budget, and other related documents.
16. Maintain the Hawai`i County Code and Hawai`i County Charter by applying systematic practices
to ensure accurate upkeep and maintenance in a timely manner.
17. Provide convenient and user-friendly public access to the laws of our County by maintaining
accurate and up-to-date versions of the Hawai`i County Code and Hawai`i County Charter on the
County website.
18. Foster the professional development of Legislative Assistants and facilitate the quality of work
product from district staff by providing relevant training on legislative drafting, fiscal procedures
and practices, and other related matters.
19. To provide prompt and efficient reprographic services for all County departments and agencies.
20. Distribute incoming mail within two hours from receipt. This includes distribution and pick up of
mail and interdepartmental envelopes to various County offices located in Hilo proper.
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21. To provide prompt posting of all outgoing mail and to expedite delivery of interdepartmental and
postal mailing services to all County departments and agencies.
22. Assist departments in complying with U.S. Postal Service regulations.
Funding Source and Position Count
General Fund $4,995,747 General Fund 85
Other Revenue - Grant Revenue/Other -
Total Budget: $4,995,747 Total Number of Positions 85
Personnel Position Summary
FY 2019-20 FY 2020-21 FY 2021-22
Position Title Authorized Authorized Request
Council Chair 1 1 1
County Clerk 1 1 1
Deputy County Clerk 1 1 1
Accountant I 1 1 1
Administrative Assistant to the County Clerk 1 1 0
Clerk III 1 - -
Council Aide 10 10 10
Council Legislative Assistant 9 9 9
Council Member 8 8 8
Council Services Assistant I 2 2 2
Council Services Assistant II 3 3 3
Council Services Assistant III 1 1 1
Council Services Supervisor - - -
Council Services Coordinator 1 1 1
Council Administrative Services Supervisor 1 1 1
Deputy Executive Assistant to the Council 1 1 1
Chair
Executive Assistant to the Council Chair 1 1 1
Human Resources Technician II 1 1 1
Legal Specialist 1 1 1
Legislative Analyst III 1 1 1
Legislative Information&Reference 1 1 1
Technician
Legislative Specialist 4 4 4
Private Secretary 0 0 1
Special Assistant 1 1 1
Support Services Clerk I 3 3 3
Support Services Clerk II 1 1 1
Support Services Supervisor 1 1 1
Total 57 56 56
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Program Expenditures
FY 2019-20 FY 2020-21 FY 2021-22
Actual Budget Request
Number of Positions 57 56 56
Salaries and Wages 2,841,582.95 3,094,216 3,101,746
Operations 507,503.27 651,812 649,812
Equipment 20,544.20 35,500 37,500
Contingency Relief Fund - 315,000 -
Program Total 3,369,630.42 4,096,528 3,789,058
Program Measures
FY 2019-20 FY 2020-21 FY 2021-22
Actual Budget Estimate
Council Meetings 26 29 29
Council Special Meetings 3 2 3
Committee Meetings 69 100 100
Committee Site Visits 0 2 1
Committee Special Meetings 0 2 1
Council Public Hearings 2 3 3
Committee Public Hearings 0 2 1
Number of Committee Reports 129 170 140
Number of Ordinances Enacted 86 135 100
Number of Resolutions Adopted 456 400 650
Number of Copies Duplicated 3,293,265 4,500,000 3,000,000
Number of Pieces Mailed 345,124 360,000 350,000
Hawaii County Council
In addition to its general public policy making powers and duties as prescribed by Section 3-1 of the
Hawai`i County Charter, the duties,responsibilities, and functions of the Hawai`i County Council
include:
1. Approve the Operating Budget and Capital Improvements Budget of the County prior to the
beginning of each fiscal year.
2. Approve amendments to the Operating Budget and Capital Improvements Budget during the
fiscal year.
3. Administer the County's annual nonprofit grant-in-aid program.
4. Approve and submit to the electorate for its approval amendments to the Hawai`i County Charter.
5. Approve applications for change of zoning district.
6. Approve amendments to the Hawai`i County General Plan.
7. Authorize the County to issue general obligation bonds to fund public capital improvement
projects.
8. Authorize the County to enter into any multi-year contract for equipment or services.
9. Authorize the County to enter into any intergovernmental agreement.
10. Confirm Mayoral nominations to serve as directors of County departments and agencies.
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11. Confirm Mayoral nominations to County boards and commissions.
12. Authorize the Corporation Counsel to take certain legal actions, including the retaining of Special
Counsel to represent the County and the settlement of claims against the County that exceed
$10,000.
13. Authorize the acceptance of donations of money, goods and equipment, and private property to
the County.
14. Appoint the County Auditor.
15. Convene as members of the Housing Agency to formulate public housing policy.
The Council Chair is the Presiding Officer of the Council,whose primary duties include:
1. Presiding over meetings of the Hawai`i County Council, ensuring that business is handled in an
orderly, efficient, and lawful manner.
2. Review and approve documents, including contracts, travel authorization, and official acts of the
Council.
3. Receive and process all referrals to the Council, including communications,bills and resolutions.
4. Coordinate all meetings, functions, and legislative activities of the Council.
5. Serve as the chief spokesperson and representative of the Council.
6. Ensure adequate staff support is available for Committee and Council meetings, and for ad hoc
committees of the Council.
7. Establish the Council Calendar, which includes Council and Committee meeting dates, agenda
deadlines, special meetings, and notation of conferences and events relevant to the Council's
business.
Council Chair Support Staff
The Council Chair is allotted four staff positions in addition to District Staff to provide support and
assist with the execution of duties and responsibilities as listed above,which are distinct to the
Council Chair. The Chair may appoint an Executive Assistant, a Deputy Executive Assistant, a
Special Assistant, and an additional Council Aide as support staff
District Staff
Each Council District is allotted two staff positions: A Council Aide and a Legislative Assistant.
These positions provide direct support to each Council Member, including but not limited to:
• Council Aide: administrative, secretarial, and management duties and responsibilities; and
• Legislative Assistant: research, legislative drafting, and report writing.
Both positions provide general constituent support by being a liaison between the Council Member
and the community by responding to constituent requests, attending community meetings, events,
and activities, and assisting the public with its interactions with the County. Additionally, District
Staff may support the Council Member by attending State Legislative hearings,meetings of State and
County boards and commissions, and other similar governmental functions.
Administrative Services
Administrative Services is responsible for personnel and accounting functions of the Office of the
County Clerk as well as fiscal support during the annual budget cycle.
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County Clerk
The County Clerk is the director of the operations for the Legislative Branch for the County of
Hawai`i, whose primary duties and responsibilities include:
1. Providing management and administrative services for the various divisional departments of the
Office of the County Clerk.
2. Prepare Department budget—monitor and approve expenditures.
3. Procurement of goods and services.
4. Providing technical and secretarial services to the Charter Commission and the Redistricting
Commission.
5. Assist the Council Chair in the carrying out of his or her duties.
Deputy County Clerk
The Deputy County Clerk assists with the execution of duties and responsibilities of the County
Clerk and acts as County Clerk in the Clerk's absence.
Private Secretary to the County Clerk and Deputy County Clerk
Performs administrative, secretarial, and technical duties on behalf of the County Clerk and Deputy
County Clerk. Additionally,the Private Secretary provides support to the Human Resources
Technician and Accountant.
Human Resources Technician
Oversees the human resource program of the Office of the County Clerk and County Council.
Establishes,updates and maintains personnel files and records, including individual employee files
and position controls;reviews,prepares and processes required personnel forms and documents.
Provides advice and assistance to administrative, supervisory staff, employees, and/or the public
regarding employment policies, Civil Service laws and rules and collective bargaining agreements.
The specific duties of the Human Resources Technician include:
1. Reviews and processes personnel transaction documents(i.e.,reallocations,pay changes, step
movements,new hires, transfer, LWOP, etc), FMLA requests,TDI claims and other personnel
forms and applications to ensure compliance to laws,provisions of contracts, rules and
procedures and to ensure the timely processing of documents; and enters data into the FRESH
human resource system.
2. Prepares and distributes job performance report evaluation forms to supervisors; maintains files
and records; ensures the timely submittal of job performance evaluations.
3. Prepares and reviews all employee contracts for accuracy and completion.
4. Assists with the development and approval of workplace policies for the Legislative Branch,
including Administrative Manual; coordinates updates with the County Clerk and Deputy County
Clerk; ensures that workplace policies are current and complete.
5. Recruitment and Classification-Provides information and guidance to department head, deputy
and supervisory staff on matters relating to recruitment and classification and the interview and
selection process; works with the Depal tment of Human Resources in preparing required forms
to process requests;provides recruitment and position information to interested employees and
applicants; assists applicants in completing forms; and processes all documents for new hires and
separating employees.
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6. Advises applicants for employment on completing forms properly; answers queries regarding
duties,minimum requirements, licenses and certificates and tracks all recruitments through
fulfillment.
7. Completes letters/forms for lateral transfers,promotions and demotions.
8. Assists in the creation of new positions. Ensures all required forms are complete and accurate.
9. Reviews and verifies workers' compensation claims and vehicle and property damage claims;
participates in the investigation and preparation of reports of findings and recommendations.
10. Provides information and advice on workers' compensation laws and safety regulations to
managers and employees.
Accountant
The accountant oversees the fiscal program of the Office of the County Clerk and County Council
and serves as the Department's liaison with other County departments, government agencies,
vendors, granting sources, etc. on fiscal matters.
The specific duties of the Accountant include:
1. Sets up,revises, and maintains expenditure, object cost and control ledgers,registers,journals,
and other records required for services, materials, supplies and contracts; recommends and
implements new or amended administrative policies to ensure that accounting system complies
with laws,rules, and County policy and procedure;participates in internal and external audits.
2. Maintains controls and procedures for monitoring the Department budget; compiles,verifies, and
analyzes financial data to prepare financial statements and monthly Depaitmental budget reports;
oversees and coordinates preparation of Department's operating budget.
a. Provides budget assistance and historical data for the County Clerk and other officials to
project administrative and program needs for the Department; recommends budget amounts.
b. Participates in conducting studies and estimates of program revenues and operating costs and
assists in recommending the allocation of funds to various activities.
3. Review and processes timesheets and enters activity entry into FRESH;makes payroll
adjustments; maintains and monitors employees' sick leave and vacation leave benefits,
reconciles accounts and makes adjustments; computes and processes cash-in-lieu for separations
and retirees; reviews and processes workers' compensation and TDI application and payment
requests; keeps abreast of collective bargaining contracts and civil service rules and regulations
relating to fiscal matters.
4. Processes per diem,travel certificates,mileage, car allowances, district allowance expenses,p-
card transactions,petty cash vouchers, and other payments.
5. Trains Council Aides, Council Legislative Assistants and other staff of fiscal matters.
6. Advises officials on procurement; reviews contracts for compliance with procurement laws and
procedures; tracks account expenditures and balances; ensures execution of terms and conditions
of contract; and prepares and completes all required reports.
7. Maintains Department's physical inventory of equipment.
Council Services
Council Services provides administrative and logistical support to the County Council's Chair and
Committee Chairpersons.
Council Services is comprised of two supervisorial positions and eight staff positions.
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Council Services duties include:
1. Fulfill legal notice requirements for all Council and Committee meetings, including preparation
of meeting agendas and posting and publication of meeting notices.
2. Prepare DVD copies of videotaped Council and Committee meetings as requested by the public,
departments, and elected officials.
3. Make available online each bill and resolution received for consideration by the Council or its
Committees, and ordinances once adopted.
4. Make Council and Committee meeting video archives available online within a reasonable time
after the meetings.
5. Provide final votes on Council and Committee agenda items within a reasonable length of time
after the meetings.
6. Transitional orientation and training regarding internal processes to newly elected officials and
appointed staff;
7. Timely processing,publication and distribution of resolutions and ordinances that have become
effective.
8. Scans,posts and inputs pertinent data for current communications,bills, resolutions and other
documents into the Council Office Records System(COReS).
9. Responsible for maintaining the records management system to scan, index, and retrieve public
documents.
10. Departmental and public orientation regarding the Council Records System on the internet.
11. Research and specifications for new technology and equipment to enhance public access to
legislative activities and proceedings.
12. Archiving and retrieval of over 100 years of important and historical County records and
documents.
13. Creates verbatim transcription of Council and Committee proceedings, including regular
sessions, special sessions, subcommittee meetings,public hearings,workshops, site visits and
executive sessions.
14. Performs various committee tasks, such as assembling and disassembling the committee
member's meeting clipboards;preparing items for the Council meeting boards; and attending
committee meetings to greet members of the public and receiving County Clerk registration
forms for public testimony and copies of written testimony for distribution to Chair and
members.
15. Maintains Council and Committee meeting dates on the County Website calendar.
16. Answers inquiries from the public or other agencies;provides information involving the
explanation of rules, regulations,policies and procedures or any other pertinent activity related to
the functions of the department; refers inquiries to proper individuals, agencies or departments.
17. Secretary to the County Pension Board and Committee on the Destruction of Records.
18. Sale of public records;public reception; and provides administrative and logistical support to the
Council Chair for council proceedings, including creating agendas and minutes,recording
digitally and providing for videoconferencing to alternate sites.
19. Collection and storage of financial disclosure, lobbyist registration and research, and agency
documents required to be filed with the Clerk.
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Elections Division
The Elections Division is responsible for all election activities in the County,including administering
Federal, State and County elections by mail, voter registration, and voter education; establishing and
operating voter service centers (VSC) and places of deposit; recruiting and training election day
officials; tabulating ballots; redefining district boundaries during redistricting;proposing election
legislation; verifying signatories on petitions and nomination papers; and maintaining the voter
register.
Program Objectives
1. Provide support to the 2021 Redistricting Commission.
2. Provide voter education and voter registration presentations at all public and private high schools
in the County.
3. Do file maintenance on the voter registration file in preparation for re-precincting.
4. Provide testimony on election related bills during the legislative session.
Program Highlights
Below are program highlights for the Elections Division for fiscal year 2019-2020.
1. Issued 71 nomination papers and filed 78 nomination papers.
2. Purchased a ballot sorting machine for the All Mail Election.
3. Established two voter service centers, one in East Hawai`i and one in West Hawai`i.
4. Established eight places of deposit in the County of Hawai`i.
5. Mailed out 111,000 signature capture cards to obtain voters' current signatures for the All Mail
Election.
6. Processed 129 ballots to comply with the deadline for the Uniformed and Overseas Citizens
Absentee Voting Act.
7. Conducted voter education presentations for various community organizations to bring awareness
to the All Mail Election.
Program Measures
FY 2019-20 FY 2020-21 FY 2021-22
Actual Budget Estimate
Registered Voters 17,016 30,000 20,000
Voter Registration Satellite Stations 14 23 14
Certificates of Registration Issued 71 150 150
Cancellations of Registration 1,245 1,000 1,500
Deceased Voters Deleted 1,235 1,500 1,500
Number of High School Students Registered 339 500 5
Program Expenditures
FY 2019-20 FY 2020-21 FY 2021-22
Actual Budget Request
Number of Positions 28 29 29
Salaries and Wages 384,730.13 585,284 508,852
Operations 447,553.80 1,087,975 685,237
Equipment 8,879.82 11,600 12,600
Program Total 841,163.75 1,684,859 1,206,689
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Personnel Position Summary
FY 2019-20 FY 2020-21 FY 2021-22
Position Title Authorized Authorized Request
Elections Assistant 1 1 1
Election Clerk I - - -
Election Clerk II 1 2 2
Election Clerk III 3 3 3
Election Warehouse Worker I (Temporary) 4 4 4
Election Warehouse Worker II 1 1 1
Elections Program Administrator 1 1 1
Elections Program Specialist I 1 1 1
Precinct Official I 1 1 1
Precinct Official II 3 3 3
Precinct Official III 1 1 1
Temporary Election Clerk 10 10 10
Temporary Precinct Official III 1 1 1
Total 28 29 29
The duties,responsibilities, and functions of the Elections Division include:
1. Responsible for preparing and mailing ballot packages to all registered voters in the County of
Hawai`i.
2. Responsible for receiving, signature verification and reconcilingof all voted mail ballots.
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3. Establishes and operates voter service centers to provide specified services for voters.
4. Designate and provide for places of deposit in various areas throughout the county for receiving
of voted ballots.
5. Plans, directs and coordinates the operations of ballot collection from places of deposits and the
ballot team officials, activities regarding the format and printing of all official ballots, activities
in the issuance, control and security of all official ballots for the County of Hawai`i,preparation
of notices, advertisements, and publication s in connection with the conduct of elections and
official election results for each county election.
6. Tabulation of votes cast and the certification,preparation, and publication of official election
results for each county election.
7. Directs the Administration of the Candidate Filing process and compliance with statutory
requirements.
8. Develops and directs the administration of the following activities for voter registration and
elections: procedures and regulations, all voter registration stations and programs; voter
residency confirmation program to determine that all voters register and vote in the precinct in
which they reside;mail voter registration program;motor voter registration program;
preregistration program which allows individuals at least sixteen years of age to complete an
affidavit and be automatically registered upon attaining age eighteen; mandates of the National
Voter Registration Act of 1993; residence address confidentiality program for law enforcement
officers; voter registration information accessibility;Hawai`i Drive Through Voter Registration
program; audits and makes final determination of questionable cases regarding qualifications for
voter registration.
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9. Formulates and establishes operating procedures for the on-line voter; directs operation of the
central data processing system; establishes standards/procedures for input-output of data and the
work flow of the voter registration program; directs research to improve automation of the
election and registration processes.
10. Directs and administers Elections Personnel and Payroll System. Responsible for the
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compensation of every precinct, delivery and collection, counting center, control center,Board of
Registration, custodians, and supply collection workers within the County.
11. Responsible for the management, security, and troubleshooting of network. Is liaison to other
State and County networks such as Driver License files,Real Property files, State Office of
Elections candidate files and all other neighbor island voter registration files.
12. Plans and directs activities to assist the Board of Registration in considering complaints by
electors; directs clerical support for activities of the Board of Registration.
13. Directs preparation and certification of the Official List of Registered Voters for each election.
14. Develop and directs activities involving educational and voter registration programs for schools,
colleges,businesses, labor and other organizations, informational and educational materials for
publication in news media, compilation of statistical data on election trends,voter registration,
and other vital information and the High School Prep voting program.
15. Implements proclamations issued by the Chief Election Officer involving regular and special
elections.
16. Coordinates procedures with the Chief Election Officer regarding usage of the Statewide Voter
Registration System.
17. Administers apportionment of salary/wages and other costs incidental to elections between the
State and County.
18. Acts as liaison with state and county agencies on all matters relating to elections; acts as liaison
and resource to state reapportionment commissions.
19. Directs activities relating to the redistricting and reapportionment of County Council districts as
required by Charter.
Legislative Research Branch
The Legislative Research Branch promotes the effective operation of the legislative process by
performing complex ongoing tasks that are the responsibility of the Council and the County Clerk's
Office. It is comprised of three Legislative Specialists and a Legislative Analyst.
The Legislative Research Branch assists the Council in its annual budget and real property tax
reviews and prepares amendments to the salary and budget ordinances. The Legislative Research
Branch also updates and publishes the County Code and its supplements; drafts legislation to repair
manifest defects in the County Code; drafts and/or reviews legislation,ballot questions and
summaries for County Charter amendments;prepares,publishes, and disseminates revised editions of
the County Charter; reviews bills and resolutions proposed by Council Members; assists in the
management of legislative files and archives; maintains a library of research material for staff and
Council Member use;prepares and submits the annual report for the County Council and Office of
the County Clerk; conducts training in the budget process and legislative drafting; assists the public
and administration with legislative information; and performs other duties as assigned by the Clerk or
the Deputy Clerk.
•
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Duties and Responsibilities
1. The Legislative Research Branch(LRB) shall facilitate the effective operation of the legislative
process by performing complex ongoing tasks that are the responsibility of the County Council
and the Office of the County Clerk. LRB staff shall serve as the legislative drafting specialists
of the Office of the County Clerk. Under the supervision of the County Clerk or the County
Clerk's designee, LRB is responsible for the following ongoing matters:
a. Annual fiscal legislation. Assist the County Council in its annual budget and real property
tax reviews,prepare amendments to the salary and budget ordinances, and prepare the real
property tax resolution.
b. Hawai`i County Code. Update and publish the Code and its supplements, oversee
dissemination of the Code,maintain an online version of the Code, and assist in the
maintenance of past versions of the Code.
c. Hawaii County Charter. Review bills that propose amendments to the Charter, draft
resolution directing the County Clerk to place the proposed Charter amendment before the
electorate(Charter Section 15-2), assist with the drafting of ballot questions and
summaries,prepare certificate of results for County Clerk's signature,update the Charter to
incorporate changes,print and distribute the new edition of the Charter, assist in the
maintenance of Charter records, and perform other tasks as needed.
d. County legislation. Train and otherwise support district staff in drafting routine
legislation. Review bills,resolutions, and amendments to legislation for obvious drafting
errors and suggest revisions to clarify the submitted draft and conform its contents to the
Council's accepted format.
e. State legislative tracking. Monitor the annual State legislative session by reviewing all
senate and house bills,tracking bills of significant County interest,providing timely
updates on changes in status of bills,providing a comprehensive spreadsheet of progression
of bills, assist in training and/or sharing of information on the tracking process, and
providing a final report of the legislative session.
f. Hawaii County Council and Office of the County Clerk annual report. Prepare and
submit the annual report to the Office of the Mayor.
g. Legislative resources. Maintain a library of research materials for staff use.
h. Training. Conduct training and provide technical assistance regarding legislative drafting,
the budget process, or other areas within LRB's area of expertise. Compile,update, and
provide copies of the most recent legislative drafting manual to Council district staff.
i. Other duties. Perform other duties as may be assigned by the County Clerk.
2. In addition,LRB may provide the following nonpartisan assistance:
a. Assist in the drafting of complex legislation.
b. Conduct impartial research and analysis as may be necessary for the enactment or
consideration of substantive legislation upon request by the County Council, its
Committees, or on its own initiative.
c. Serve in an advisory or a consultative capacity to the County Council,its Committees, and
Council Members on all matters within its competencies and responsibilities.
d. Perform other duties as may be assigned by the County Clerk on behalf of a Council
Member.
State Legislative Session
1. Review of all bills to compile master list of legislation likely to impact the County.
2. Tracking of selected legislation, as well as specific requests submitted by Council Members.
3. Creation and maintenance of detailed spreadsheet showing current status of bills.
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4. Organizing and archiving all relevant communications and documents regarding the legislative
session.
5. Receive,review, and sort information regarding legislation for pertinence.
6. Timely dissemination of information to all subscribers via email after organizing into spreadsheet
format.
7. Receipt and forwarding of testimonies submitted by Administration via email to all subscribers.
8. Provide resources such as referral to State Capitol website, Public Access Room, and State
Legislators' staff.
9. One-on-one training of navigating of State Legislature pages on State Capitol website to
demonstrate how to receive notifications and obtain specific documents and information. (Upon
request.)
Support Services
The Support Services Division is responsible for reproducing, scanning, and binding documents for
all County departments and agencies; metering of outgoing postal mail; and sorting and distributing
incoming postal mail/interdepartmental envelopes. It is comprised of a supervisor and four staff
positions.
Support Services duties include:
1. Receives, reviews, adjusts and formats all documents submitted by departments for reproduction
within two business days,unless the job requested is extremely large. Documents include reports,
circulars, agendas,books,communications,bills,resolutions, documents,maps, charts, office
forms,bound spiral books and other related material.
2. Works with departments and agencies on various reprographic projects;provides advice and
assistance on the formatting, on quality and grade of paper, and on arranging text,photos, and
other graphics to achieve desired results; formats and participates in the reproduction of the more
complex projects.
3. Collects and sorts all pieces of outgoing postal and interdepartmental mail collected from
departments or received by departments no later than 2:30 p.m. on the same business day.
4. Postal services include package mailing activities, such as sorting,weighing,packaging,
delivering,metering,tabulating, and operating mail processing equipment.
5. Ensures County's compliance with postal regulations and standards in determining the most
appropriate shipping and mailing methods.
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