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HomeMy WebLinkAboutCOM 0272.001 2012-2014 40J,tY Of N�!!!.. BRENDA J. FORD , 'iti' Phone: (808) 323-4277 Council Member � " ���� ( ) District 6 - Portion of N. Kona, -_ •� Fax (808) 329- 4786 South Kona, Ka`u, & the Greater �+•8 —, „o;:•;: •Volcano Area 'r'T`,af;"'4' - E-Mail: bford @co.hawaii.hi.us HAWAII COUNTY COUNCIL County of Hawaii West Hawai`i Civic Center 74-5044 Ane Keohokalole Hwy. on Kailua-Kona, Hawaii 96740 as XC --C—I Ti_ DATE: May 8, 2013 �.� TO: J Yoshimoto, Chairperson, 'p And Members of the Hawai`i County Council FROM: �; renda J. Ford, Council Member SUBJECT: Proposed Amendments to Resolution No. 111-13; Requesting the Legislative Auditor to Conduct a Financial Audit of the County Clerk and the Office of Elections Regarding the 2012 Primary and General Elections and to Transmit the Audit by July 15, 2013 Please find attached proposed amendments to Resolution No. 111-13. The proposed amendments are illustrated below by Ramseyer format (material to be deleted is bracketed and stricken, material to be added is underscored) and are bolded for emphasis. 1. The second WHEREAS clause is amended to read as follows: "WHEREAS, a financial audit will determine how much money and to what purpose the County Clerk and the Office of Elections spent to conduct the 2012 primary and general elections[;] and compare the 2012 election cycle expenses to the 2008 and 2010 election cycle expenses; now, therefore," 2. The enacting clause is amended to read as follows: "BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that the Council hereby requests the Legislative Auditor to conduct a financial audit of the County Clerk and the Office of Elections for the 2012 primary and general elections[:],which shall include comparative analysis with respect to the election cycle expenses of 2008 and 2010." Comm. No. 2-72-`I Ref.To: Ref. Dote MAY 13 Serving the Interests of the People of Our Island Hawai`i County Is An Equal Opportunity Provider And Employer May 8, 2013 Page 2 3. The first BE IT FURTHER RESOLVED clause is amended to read as follows: "BE IT FURTHER RESOLVED that the financial audit shall be initiated as soon as possible following approval of this resolution by the County Council." 4. The following BE IT FURTHER RESOLVED clauses are inserted in between the existing BE IT FURTHER RESOLVED clauses to read as follows: "BE IT FURTHER RESOLVED that the Legislative Auditor shall determine if trips to Oahu, Kauai, and Maui by the Hawaii County Office of Elections' personnel (including warehouse staff) for meetings and training sessions with State officials were appropriate in regard to personnel involved, training, cost, and timeliness of leaving from and returning to the Island of Hawaii. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine if telephone, fax, and printing expenses associated with the Office of Elections warehouse were different in the election cycles of 2008, 2010, and 2012 and by how much and for what purpose. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how petty cash was handled (including the purpose, action, or activity of expenditures), and if petty cash was appropriately protected, managed, expended, documented, and accounted for. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much money was expended during the election cycles of 2008, 2010, and 2012 to encourage non-registered voters to register to vote, and the effectiveness of this expenditure. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine the need for multiple members of the staff of the Office of Elections to travel together to train or provide outreach to the public and what overtime expenses were involved. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much money was expended during the election cycles of 2008, 2010, and 2012 to encourage registered voters to apply for absentee ballots to vote by mail, and the effectiveness of this expenditure. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much electricity was used by the warehouse during the election cycles of 2008, 2010, and 2012. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much overtime was paid to the warehouse staff during the election cycles of 2008, 2010, and 2012. May 8, 2013 Page 3 BE IT FURTHER RESOLVED that the Legislative Auditor shall determine why the off-election years overtime is high for the election cycles of 2008, 2010, and 2012 especially since the date of the Primary Election was not moved to August until the election cycle of 2012. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine for the Office of Elections the most cost-effective method of controlling travel expenses - taking per diem versus claiming actual expenditures. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much overtime was expended for travel and training for the Office of Elections personnel for both off-island and on-island training. BE IT FURTHER RESOLVED that the Legislative Auditor shall provide a recommendation for appropriate future expenditures of money by the Office of Elections in both on- and off-election years. BE IT FURTHER RESOLVED that the Legislative Auditor shall analyze the cost to provide training for the public on voting and elections procedures, register people to vote, or to provide public outreach for any other purpose, and provide recommendations for more efficient use of County funds in the future." Attached please find a clean copy of Resolution No. 111-13, Draft 2, with the proposed amendments inserted. BJF/la att. A RESOLUTION REQUESTING THE LEGISLATIVE AUDITOR TO CONDUCT A FINANCIAL AUDIT OF THE COUNTY CLERK AND THE OFFICE OF ELECTIONS REGARDING THE 2012 PRIMARY AND GENERAL ELECTIONS AND TO TRANSMIT THE AUDIT BY JULY 15, 2013. WHEREAS, Hawai`i County Charter Section 3-18(d) states in part that "The legislative auditor shall conduct or cause to be conducted ... (2) Performance and/or financial audits of the funds, programs, services, and operations of any county agency, executive agency, or program, as set forth by the legislative auditor in an annual audit plan that shall be transmitted to the county council and the mayor and filed with the county clerk as a public record...."; and WHEREAS, a financial audit will determine how much money and to what purpose the County Clerk and the Office of Elections spent to conduct the 2012 primary and general elections and compare the 2012 election cycle expenses to the 2008 and 2010 election cycle expenses; now, therefore, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that the Council hereby requests the Legislative Auditor to conduct a financial audit of the County Clerk and the Office of Elections for the 2012 primary and general elections, which shall include comparative analysis with respect to the election cycle expenses of 2008 and 2010. BE IT FURTHER RESOLVED that the financial audit shall be initiated as soon as possible following approval of this resolution by the County Council. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine if trips to O`ahu, Kaua`i, and Maui by the Hawai`i County Office of Elections' personnel (including warehouse staff) for meetings and training sessions with State officials were appropriate in regard to personnel involved, training, cost, and timeliness of leaving from and returning to the Island of Hawai`i. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine if telephone, fax, and printing expenses associated with the Office of Elections warehouse were different in the election cycles of 2008, 2010, and 2012 and by how much and for what purpose. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how petty cash was handled (including the purpose, action, or activity of expenditures), and if petty cash was appropriately protected, managed, expended, documented, and accounted for. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much money was expended during the election cycles of 2008, 2010, and 2012 to encourage non- registered voters to register to vote, and the effectiveness of this expenditure. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine the need for multiple members of the staff of the Office of Elections to travel together to train or provide outreach to the public and what overtime expenses were involved. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much money was expended during the election cycles of 2008, 2010, and 2012 to encourage registered voters to apply for absentee ballots to vote by mail, and the effectiveness of this expenditure. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much electricity was used by the warehouse during the election cycles of 2008, 2010, and 2012. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much overtime was paid to the warehouse staff during the election cycles of 2008, 2010, and 2012. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine why the off-election years overtime is high for the election cycles of 2008, 2010, and 2012, especially since the date of the Primary Election was not moved to August until the election cycle of 2012. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine for the Office of Elections the most cost-effective method of controlling travel expenses - taking per diem versus claiming actual expenditures. BE IT FURTHER RESOLVED that the Legislative Auditor shall determine how much overtime was expended for travel and training for the Office of Elections personnel for both off- island and on-island training. BE IT FURTHER RESOLVED that the Legislative Auditor shall provide a recommendation for appropriate future expenditures of money by the Office of Elections in both on- and off-election years. BE IT FURTHER RESOLVED that the Legislative Auditor shall analyze the cost to provide training for the public on voting and elections procedures, register people to vote, or to provide public outreach for any other purpose, and provide recommendations for more efficient use of County funds in the future. BE IT FURTHER RESOLVED that the Legislative Auditor transmit the completed financial audit by July 15, 2013. BE IT FINALLY RESOLVED that the County Clerk shall transmit a copy of this resolution to the Legislative Auditor. 2