The URL can be used to link to this page

Home My WebLink AboutCOM 0717.019 2004-2006 CONSTANCE R. KIRIU c+or WILLIAM E. SMITH N County Clerk ~.~'~'i~ Deputy County Clerk 'Nb Ark uF•wi+ County of Hawai `i Office of the County Clerk 25 Aupuni Street Hilo. Hawaii 96720 _ Telephone: (808J 96/-8255 Facsimile. (808J 961-8912 March 30, 2006 Stacy K. Higa, Chairman And Council Members 25 Aupuni Street Hilo, HI 96720 Dear Chairman Higa and Council Members: RE: Departmental Program and Budget Review Questions This is in response to questions raised in a memorandum dated March 17, 2006, from the Legislative Research Branch and Legislative Auditor's Office regarding the proposed budget of the Office of the County Clerk-Council: 1. What is the status of the reorganization of July 2005? Include in your discussion the District Staff, Legislative Research Branch, and the Legislative Auditor's Office. The Council's reorganization is complete. All 9 council members have hired a legislative assistant to support their activities as a committee chair and to help their constituencies. To date, two council aide positions remain vacant. We continue to work on training needs as appropriate, but believe the Council is content with the current organizational setup. The Legislative Research Branch (LRB) is working to fulfill its mission of comprehensive research, legislative drafting, legal and County Code support. The LRB has assured that bills amending the Code or Charter are correctly formatted to avoid technical and legal problems upon passage. LRB, with great assistance from Legislative Assistant Susan Caseria, has successfully (I) completed a republication of the Hawaii County Code in binder and CD format; and (2) uploaded the Hawaii County Code and its unofficial interim and official supplements on the County's Internet website and Intranet. LRB frequently receives code and drafting inquiries from departments and agencies. Comm. No. ~ t Ref. To: P Ref. Uate Hawaii County is An Egual Opportunity Provider And Employer March 31, 2006 Page 2 The Legislative Auditor's Ohrce is working to fulfill its mission ofassisting the Council (I) fulfill its mandatory program review; (2) the conduct of the independent financial audit and (3) the conduct of other audits as requested. While the recruitment of a legislative auditor continues through the state employment office, the personnel in the audit office are hard at work with the Council-requested Environmental Management recycling contract limited-scope performance review. Deputy County Clerk Bill Smith and I currently oversee the LA staff. It is difficult to recruit an auditor who has experience in performance reviews and who is willing to work under an organizational structure that does not a/low greater political independence. 2. What is the status of the new Waimea Council Office? The Waimea Council Office currently houses a council member, a legislative assistant and a council aide. There is one more year remaining on the office lease. 3. What is the status of the new Kailua-Kona Council Office? The Kailua-Kona Council Office currently houses two council members, a legislative assistant, two council aides and a deputy executive assistant. There is one more year remaining on the ohrce lease. When the West Hawaii Civic Center is constructed, both the Kona and Waimea Office leases will not be renewed. 4. What vacant positions will not be filled in FY07? We hope to fill all vacant positions some time during FY07. 5. When do we purge registered voter records? Voter registration records are purged statewide at the beginning of the calendar year fol%wing the last general e%ction. federal law allows voter registration rolls to be purged ofpeople who have failed to vote in two federal e%ction cyc%s. In addition to this statewide purge, the Election Division continually purges its rolls upon receipt of official documentation that a person (1) has passed away; (2) has moved out-of-state and registered to vote in another state; (3) is a fe%n who has been sentenced to incarceration; or (4) requests cancellation of his or her registration. March 31, 2006 Page 3 6. What can the Division do to improve the voter turnout ratio? The Clerk's Office-Elections Division uses a multi pronged approach to increase voter turnout. The efforts include (1) increasing the number of e%ction day polling places to place the facilities in convenient locations; (2) establishing convenient walk-in absentee polling places; (3) publishing walk-in absentee polling places, dates and hours of operations; and (4) making absentee mail applications available to voters at numerous sites throughout the island. Specific tasks planned this year include the fol%wing: ? The Elections Division will run its WikiWiki Drive-Thru registration campaign. A site in Kona will be set up at K-Mart, which has tentatively given permission to allow use of the parking lot. A site in Hilo at the Prince Kuhio Plaza parking lot has been approved. Other sites are also being explored given time and resources of the Division. Non proFt organizations, such as the League of Women Voters, will be asked to run the site for two days prior to the primary and the general election voter registration deadlines. A stipend will be given to the participating organizations. ? The Elections Division move to the Prince Kuhio Plaza has and will increase voter registration and turnout. We have experienced more drop-in registrations because of the convenient nature of the mall. When walk-in absentee polling is established at the Plaza, we expect greater absentee voter turnout. ? Because the mall attracts so many people during the weekend, the Elections Division plans to open the office on Saturdays prior to election days during the major push for voter registrations. ? The Elections Division plans more media coverage on radio, in print, and on to%vision through the public access channe% The publicity would cover voter registration, absentee walk and mail periods, get-out-the vote, and precinct recruitment. Pat Nakamoto and Cori Saiki are working with Konawaena High School to produce a video for broadcast on public access TV. ? Additionally, the County Elections Division maintains a website on conjunction with the State Olfice of Elections website. The websites contain numerous voter fact sheets, information on voter registration, campaign filing, key dates, and other links. March 31, 2006 Page 4 While our focus is on openness and accessibility in e%ctions, it has been shown that successful voter turnout numbers are tied to the voters' interest in candidates and issues. 7. How has the Division's move to the Prince Kuhio Shopping Center impacted its operations? Elections'move to the Prince Kuhio Plaza (PKP) opens a range of exciting possibilities not available at the County Building. The mall location creates greater visibility and generates more walk-in traffic. During the short period there, we have experienced more drop-in people who have questions or want to register to vote. Elections staffhave also observed that people are registering to vote for the purpose of voting rather than for proof of residency. When asking a new voter if he or she wants a 'Certificate of Registration'to prove voter registration, more voters are refusing the Certificate. There will be greater efficiencies on Election Day because Control Center, Counting Center, and the Board of Registration will all be located at PKP. Before the PKP lease, we were going to locate the Counting Center at Waiakea Recreation Center, which has a leaky roof. The room for absentee walk-in voting is larger, thus accommodating more voters and more voting machines, and is ADA compliant. Finally, we are attaching some comments received from a Suggestion Box' located on the Elections' counter. The public response has been excel%nt! 8. What vacant positions will not be filled in FY2006-2007? Pending an assessment of the upcoming elections, a determination will be made to till the Election Clerk II position. Should you have any further questions, please feel free to contact me. Sincerely, ~ln~ ~~~~lt~/~ Constance R. Kiriu County Clerk Att. ELECTIONS COMMENT CARD SUMMARY March 2, to March 30, 2006 -Total of 54 Comment Cards How did you hear about our office? Media - 15 Walk-In ~ 3 Walk b while sho in 16 Famil /Friend /Counselor 8 Called Office 2 Other 10 TOTAL 54 How convenient is the Prince Kuhio Plaza location? Excellent 47 Good 7 Poor 0 TOTAL 54 How did you find the service to be? Excellent 54 Good 0 Poor 0 TOTAL 54 Overall Experience or Comments: "Like the Convenience of your new office" "Knowledgeable" "Friendly" "Very Friendly and Helpful. Answered Questions and Very Informative" "Cori was Very Helpful in Answering all of my Questions" "Very Good Service, the Decorations and Set-up is Very Comfortable. Cori was such a great help." "Friendly and Helpful. I Like the Location of the Office. Very Convenient." "Great Location, Friendly Staff' "Knowledgeable Staff, Polite and Friendly"" "Pleasing Atmosphere, Good Service" "Excellent! Easy Accessible, Pleasant Personality" "Very Good!" "Convienient Location" "Good Location" "This is a Fabulous Location!" "Really Nice Environment and Very Friendly Service" "Shyla was able to Answer all of our Questions, They were very busy but made time for us. Mahalo!" "Friendly Staff' "Helpful and Pleasant and Efficient" "Convenient Location, Easy to Find" "Pleasant Staff' "Very Helpful" "Cori and Shyla were so Helpful and Could Answer all our Questions" "Very Polite, Very Nice" "Very Good, Helpful, Courteous Service" "Big and Quiet Office Space, Workers Clean and Helpful" "Friendly! Ranee Took her Time and Explained all Details Extremely Well, Excellent Service, Mahalo!" I..L ~ ~ ~ O "O ~ fn tp N ~ c ?r ~ O ~ On ~ _ c t1') O ~ O .S ~ CO ~ N U O O O O O ~ O ~ C ~U ~ O N ~ ~ ~ N N~ O I O O .r ~ U O N ~ ~ ~ ~ N ~ O Z3 c~~T3 c+~ N O O ~ U ~ ..d (6 ~/1 ~ (p C O ~ ~ ~ ~ ~ O N O O 'O p ~ ~ O VDT ~ O ~ Q cON ~ O C .O ~ ~ u) ~ O O (U ttS ~ to ~ ~ y e~ ~ ~ ~ ~ N 0 ~ ~ ~ O ~ ~ ~ ~ U ~ ~ &9 a~ O (6 .se. ~ fn ~ ~ O= O j..• O ~ O O O N " ® d ~ ~y ~ O ~ -p O ~ ~ c ~ ~ O O U `O (0 ~ (6 ~ ~ ~ ~c~zos~~ ~~o.o cn~~ cm. ~ •v~ ~ ° o o c 3 °o ~ cn ~ U N ~ o > .o ~ ~ ~ .r o, ~s ~ ~ o O O ~ ~ e~ O ~ N N O O ~ T5 evi o~i ~ ~ ~ ~ ~ a v ~ ~ U M N ~ ~ ' U ~ _ U ~ O v ~ O N O ~ ~ ~ ' ~ O ~ ~ C ~ O ~ ~ Rf ~ ~ ~ N to U O O ~ ~ ~ ~ ~ f6 N U_D O (6 ~ a~ C~ O N cn ~ ~ ~ > ~ O ~ c O ~ U O ~ O_ ~i O ~ ~ t6 Cfl M O ~ j N~ O d (p O V ~ N ~ tq ~ O O O ~ N O ~ U ~ ~ -C > O t~ N ~ ~ ~ v c ~ O "O O c~ ~ U O N ~ ~ N O ~ ~ O ~ ~ ' ~ ® p O C5 chi _ N ~ N U ~ ~ N ~ N ~ c O U o c v n. a~ O ~ ,r ~ ~ N c c O ~ Q- ~ N O N O v ~ U (6 c d~ ~ N A? t6 O U O ~ ~G ~ O 9- ~ C! ~c ~o fn c6 co ov~3 ~ aa~ O(n ~`ti ~ •Q6D 00 ~ ~ ~ ~ .O ~ ~ ~ ~ c ~ ~ V ~ N ~ o, e°de I~ '.ga L 0... O ~ ~ ~ N ~ ~ 'C ~ N OS C N ~ c. o U U ca a~ t~ ~ ~8 O a-+ ~ ,y.e ~ ~