HomeMy WebLinkAboutCOM 0117.011 2018-2020 JONHENRICKSY o� AARON BROWN
County Clerk �• ''� '•� .. Deputy County Clerk
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County of Hawai`i
Office of the County Clerk
25 Aupuni Street,Suite 1402 • Hilo,Hawai`i 96720 _
(808)961-8255 • Fax(808)961-8912 ' C)
April 17, 2019 :X:3 -i
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County Council of the County of Hawai`i =,°6 '
Finance Committee p . ,
25 Aupuni Street « --
Hilo,Hawai`i 96720
Chair David,Vice-Chair Richards and Members of the Committee on Finance:
Thank you for the opportunity to share with the Finance Committee and public a summary of the FY19-20 budget
of the Legislative Branch.
Our office strives to establish high standards for success,with the understanding that it is our privilege to serve
the community,which is comprised of our families, friends, and neighbors.We set a simple and achievable goal:
to become just a little bit better at what we do each and every day,realizing that over time,we will become
substantially better at serving the community.These simple principles create an environment where we can
successfully perform our duties, create quality work products,and exhibit the best qualities of a public servant.
Our goal was to critically analyze every expenditure in our Department.We seek innovation where possible to
add efficiencies and synergies into our operations.Using a five-year historical analysis on all expenses while also
projecting future operational needs in the short,medium, and long term,we propose a decrease or cut in multiple
OCE accounts while also looking to invest in equipment in other areas to continue to provide excellent service to
the community. 1
In total, the FY19-20 budget of approximately$5.1M is nearly$13k, or 0.25%,higher than the current budget.
Legislative Budget Summary FY19-20
Clerk-Council Services Salaries&Wages $3,073,740 60.1%
Clerk-Council Services Operating Expenditures 385,020 7.5%
Clerk-Council Services Equipment 35,500 0.7%
HSAC/NACO 51,500 1.0%
Reprographics 75,320 1.5%
Postage-Council Services 174,762 3.4%
Contingency Relief 270,000 5.3%
Elections Salaries&Wages 471,572 9.2%
Elections Operating Expenditures 516,000 10.1%
Elections Equipment - 60,600 1.2%
Total $5,114,014i I ` • II
Comm. No,
Hawai'i County is an Equal Opportunity Provider and Employer Ref. To: P GP• i
Ref. Date APR 1 8 Z019
Significant Budget Variances to Current Year
5101.01 011 51,063 increases mandated by union agreements and step movements
Clerk-Council Services 099 (2,000) reduces temporary assignments
Salaries&Wages
5101.02 102 (7,094) reduces cell phone reimbursement and reduces videoconference fee based on
Clerk-Council Services actual costs
Operating Expenditures 104 (3,000) reduces district allowance expense(DAE)and travel/conference for Chair
meetings
115 16,480 replaces the live streaming and captioning system
338 1,950 increase in base rent for the Waimea Office
341 (1,000) reduces sister city and removes funding for inauguration day
5101.06 450 (3,500) reduces office equipment as there are no pending replacements
Clerk-Council Services 454 6,000 increase to replace outdated PC's
Equipment
5101.10 104 26,500 increase for hosting HSAC conference
HSAC/NACO 341 1,300 increases miscellaneous charges based on Q1 actual costs
5107.01 011 (37,232) reduces salaries due to a non-election year
Election Division
Salaries&Wages
5107.02 101 (2,300) reduces postage and freight due to a non-election year and actual costs
Election Division 104 (4,000) reduces travel/conference based on actual costs
Operating Expenditures 106 32,000 increase for printing based on actual costs and the expected increase in absentee
mail voting
107 (5,000) reduces advertising due to a non-election year
111 (7,300) removes various rental/lease items due to a non-election year
115 (93,500) reduces miscellaneous contract services due to a non-election year and a new
voter registration system
220 (9,000) removes funding for election day meals due to a non-election year
227 3,000 increases computer and office supplies for new ABM insert
5107.10 450 50,800 investing in a new ballot sorting machine in preparation for 2020 election and
Election Division beyond;equipment will be leased over 5yr period
Equipment
Department Initiatives
The addition of a new ballot sorting machine is essential for keeping up with the move toward a greatly increased
and possible exclusive mail-in ballot election system. We anticipate increased voter turnout in the 2020 primary
and general elections,which will likely be largely by mail. The new ballot sorting machine will give us the
support we need to perform at an increased capacity now and into the future.
Our office is also focused on implementing a new Live Streaming and Captioning System for our Council
meetings. Currently, older equipment is being used and a new contract needs to be implemented to reduce the risk
of failure in providing this service to the community.
Additional funding was added to the budget for the requirement that Hawai'i County host the 2020 HSAC
Conference.However,these expenses are expected to be reimbursed to the County after the event.
Attached is an addendum presenting details on the operations of our department.It is a compilation of information
presented for your convenience,and for public inspection.We look forward to discussion with the Committee of
Finance.
Sincerely,
Jon Henricks
County Clerk
JDH/hk
Enclosure: Addendum
Office of the County Clerk and the Hawai`i 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 Hawai`i.
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.
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.
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Funding Source and Position Count
1 General Fund $5,114,014 General Fund 85
Other Revenue - Grant Revenue/Other -
Total Budget: $5,114,014 Total Number of Positions 85
Personnel Position Summary
FY 2017-18 FY 2018-19 FY 2019-20
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 1
Clerk III 3 1 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
Council Services Supervisor 2 -
_
-
Council Services Coordinator - 1 1
Council Administrative Services Supervisor - 1 1
Deputy Executive Assistant to the Council Chair 1 1 1
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 Technician 1 1 1
Legislative Specialist 4 4 4
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 58 57 57
Program Expenditures
FY 2017-18 FY 2018-19 FY 2019-20
Actual Budget Request
Number of Positions 58 57 57
Salaries and Wages 2,744,213.01 3,024,677 3,073,740
Operations 516,309.21 652,216 651,602
Equipment 12,572.68 33,000 35,500
Program Total 3,273,094.90 3,709,893 3,760,842
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Program Measures
FY 2017-18 FY 2018-19 FY 2019-20
Actual Budget Estimate
Council Meetings 25 25 25
Council Special Meetings 3 2 2
Committee Meetings 100 100 100
Committee Site Visits 0 3 3
Committee Special Meetings 1 3 3
Council Public Hearings 3 3 3
Committee Public Hearings 0 3 3
Number of Committee Reports 213 175 175
Number of Ordinances Enacted 107 150 150
Number of Resolutions Adopted 395 400 400
Number of Copies Duplicated 3,691,073 4,500,000 4,500,000
Number of Pieces Mailed 302,944 350,000 350,000
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;
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 Hawai`i County Legislative Auditor; and
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:
• Presiding over meetings of the Hawai`i County Council, ensuring that business is handled in an
orderly, efficient,and lawful manner;
• Review and approve documents,including contracts,travel authorization, and official acts of the
Council;
• Receive and process all referrals to the Council, including Communications,Bills and Resolutions;
• Coordinate all meetings, functions, and legislative activities of the Council;
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• Serve as the chief spokesperson and representative of the Council;
• Ensure adequate staff support is available for Committee and Council meetings, and for ad hoc
committees of the Council; and
• 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.
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:
• Providing management and administrative services for the various divisional departments of the
Office of the County Clerk;
• Be the Chief Elections Officer for the County of Hawai`i;
• Prepare Department budget—monitor and approve expenditures;
• Procurement of goods and services;
• Act as the parliamentarian for meetings of the Council and its Committees;
• Providing technical and secretarial services to the Charter Commission and the Redistricting
Commission; and
• 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.
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Administrative Assistant 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 Administrative Assistant 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 Hawaii 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 Department 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.
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.
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2. Maintains controls and procedures for monitoring the Department budget; compiles,verifies, and
analyzes financial data to prepare financial statements and monthly Departmental 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.
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.
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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.
Elections Division
The Elections Division is responsible for all election activities in the County, including administering
Federal, State and County elections,voter registration,and voter education; conducting absentee voting;
establishing new polling places;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.
The County Clerk is the Chief Election Officer for the County of Hawai'i.
Program Objectives
1. Recruit and train staff for implementation of same-day voter registration at all precincts in the
County.
2. Provide voter education and voter registration presentations at all public and private high schools in
the County.
3. Begin preparations for 2021 Redistricting.
4. Provide testimony on election related bills during the legislative session.
Program Highlights
Below are program highlights for the Elections Division for fiscal year 2017-2018.
1. Processed 19,849 new and updated voter registration affidavits.
2. Conducted Young Voter Registration Programs at seven high schools around the island.
3. Did voter outreach at 23 locations island wide.
4. Mailed and processed 102,599 notification cards to registered voters.
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Program Measures
FY 2017-18 FY 2018-19 FY 2019-20
Actual Budget Estimate
Registered Voters 19,849 104,400 21,800
Voter Registration Satellite Stations 23 23 23
Certificates of Registration Issued 97 200 125
Cancellations of Registration 827 300 950
Deceased Voters Deleted 1120 1,250 1300
Number of High School Students Registered 351 400 450
Program Expenditures
FY 2017-18 FY 2018-19 FY 2019-20
Actual Budget Request
Number of Positions 28 28 28
Salaries and Wages 351,594.65 508,804 471,572
Operations 299,921.38 602,100 516,000
Equipment 2,401.60 _ 10,300 10,600
Program Total 653,917.63 1,121,204 998,172
Personnel Position Summary
FY 2017-18 FY 2018-19 FY 2019-20
Position Title Authorized Authorized Request
Elections Assistant 0 1 1
Election Clerk I 1 0 0
Election Clerk II 3 1 1
Election Clerk III 0 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
Senior Election Clerk 1 0 0
Temporary Election Clerk 10 10 10
Temporary Precinct Official III 1 1 1
Total 28 28 28
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1. Evaluates the advisability of realigning or splitting precincts and recommends the establishment of
new polling places.
2. Plans, develops and coordinates precinct official training and recruitment programs for officials of the
Control Center including District Coordinators, and equipment coordinators.
3. Plans,directs and coordinates the operations of the ballot delivery/collection teams and the training of
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 publications in connection with the conduct of elections and official election
results for each county election, all absentee voting activities,
4. tabulation of votes cast and the certification,preparation, and publication of official election results
for each county election.
5. Directs the Administration of the Candidate Filing process and compliance with statutory
requirements.
6. 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;
Hawaii Drive Through Voter Registration program; audits and makes final determination of
questionable cases regarding qualifications for voter registration.
7. 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;
8. Directs and administers Elections Personnel and Payroll System.Responsible for the compensation of
every precinct, delivery and collection, counting center,control center,Board of Registration,
custodians, and supply collection workers within the county.
9. 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.
10. 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.
11. Directs preparation and certification of the Official List of Registered Voters for each election.
12. 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.
13. Implements proclamations issued by the Chief Election Officer involving regular and special
elections;
14. Coordinates procedures with the Chief Election Officer regarding usage of the Statewide Voter
Registration System;
15. Administers apportionment of salary/wages and other costs incidental to elections between the State
and County;
16. Acts as liaison with state and county agencies on all matters relating to elections; acts as liaison and
resource to state reapportionment commissions.
17. Directs activities relating to the redistricting and reapportionment of County Council districts as
required by Charter.
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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.
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. Hawaii 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.
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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.
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
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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