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Home My WebLink AboutCOMM. 017 YASUKI ARAKAKI R.B.LEGASPI Ic°' \� ) County Clerk Deputy County Clerk p i • swop=,� � —. i HARRY A. TAKAHASHI ':- '`P' Legislative Auditor OFFICE OF THE COUNTY CIFRK COUNTY OF HAWAII HILO, HAWAII 96 720 January 29, 1979 Mr. Kimiaki Sakata, Chairman Hawaii County Charter Commission 25 Aupuni Street Hilo, Hawaii 96720 We thank the members of the Charter Commission for allowing us this opportunity to present an overview of the operations of the Office of the County Clerk. The attached Table of Organization shows that we have three major divisions which functions as follows: COUNCIL SERVICES DIVISION i StandingCommitteeswith the Provides the County Council and its necessary clerical, stenographic, and secretarial assistance as needed. It also is responsible for the proper management, sale, and maintenance of all public records and offers a variety of duplicating machine services, such as xerox, mimeograph and offset printing on a County-wide basis. This division also handles all incoming and outgoing mail for the County Building. LEGISLATIVE AUDITOR DIVISION Is the research arm of the County Council and its basic function is to strengthen the Council' s capabilities by assisting in such disciplines such as statistical research, fiscal analysis , auditing of financial transactions, evaluating of any administrative programs and assisting in the Council' s lobbying program at the State Legislature. In essence, this division provides a broad range of research and investigative activities to support and document the Council ' s responsibility as the policy making body of this county. NO. 1 t i OFFICE OF THE COUNTY CLERK HAWAII COUNTY BUILDING 25 AUPUNI STREET HILO, HAWAII 96720 Mr. Kimiaki Sakata January 29, 1979 Page 2 ELECTION DIVISION This division is: assigned the task of overseeing allelection activities within the County under the auspices of the Office of the Lieutenant Governor, State of Hawaii. Its primary functions are the registration of voters, voter education recruitment/training of precinct and ,computer center workers and the all important management and overall conduct of the elections. The Office of the County Clerk is authorized 31 positions which includes 9 Council members, 3 appointed staff people, and 19 civil, servants. During an election year, the election division. is augmented by 8 temporary hires. . The department presently employs 2 CETA workers and at times accepts Hawaii Community College - Vocational Education (CVE) trainees. We are also authorized to hire non-civil service contractual workers if the need arises. For the fiscal year. 1979-80, our projected departmental budget is $964,523. With regard to revisions to the Charter as it applies to our department we recommend the following changes: _ 1. As explained and documented in our letter dated January 2,, 1979, the residency requirement of two years in Section 333 for Councilmembers, three years in Section 5-1. 2, for the Mayor and two years in Section 9-2 for the Prosecuting Attorney have been found to be unconstitutional and therefore invalid. In the absence of a valid Charter provision cs the State law Hawaii Revised Statutes Section 62-3 General qualifications of Officers prevails and this section of the law reads : " . . . Has been a duly qualified elector of the State and of the County in which he is elected for at least one year next prior to his election . . . " As such the Commission has the option of finding a valid residency provision or it may choose to conform to the state statutes and amend Section 3-3. 5-1. 2 and 9-2 to reflect ' a one year residency requirement. We would recommend the latter. r ' , OFFICE OF THE COUNTY CLERK HAWAII COUNTY BUILDING 25 'AUPUNI STREET . HILO, HAWAII 96720 Mr. Kimiaki Sakata January 29, 1979 Page 3 2. Section 3-7. Organization of the Council, Officers, Employees. Add new sub-section as follows: . (c) Any other provi1"sion to the contrary notwithstanding, the council may appoint and employ personnel as it deems necessary and prescribe their powers, duties and com- pensation. All suchersonnel shall be exempt from the civil service and the position classification plan. RATIONALE: This addition is in conformance with Act 62, , SLH1977. 3. Section 3-8. Meetings; Rules and Journal; Voting and Quorum. Amended to read as follows: (NOTE: the underscored is new language added while the bracketed language means deletions) . . . . The Council shall determine its rules and order of business and shall provide for keeping a journal of its proceedings, which shall be a public record in which the ayes and noes shall be entered as required by this charter or at any other time upon the demand of any member. . 0 /Voting, except on procedural motions, shall be. by roll call and the ayes and;noes shall be recorded in the journal . . .7 RATIONALE: Present procedure on roll call voting on every resolution .and bill is time consuming and unnecessary. The revision would be flexible and more efficient by permitting the handling of routine resolutions and bills with a voice 'vote (viva voce) and also roll call voting or any other voting method as prescribed in the Council' s Rules of Procedure only upon request of any one council member. (NOTE: :If approved the Council' s Rules of Procedure, Rule 10. Sections 2., 4 and 5 would also have to be revised) 4. Section 11-5. Initiative and Referendum; Petitions; Forms and Sufficiency. Add new sub-section to read as follows : OFFICE OF THE COUNTY CLERK HAWAII COUNTYBUILDING 25 AUPUNI STREET HI LO. HAWAII 96720 Mr. Kimiaki Sakata January_ 29, 1979 Page 4 . . . (a) (4) Each electorsigning such petition shall print his name, add his signature, his residence address, his social security number and the date of signing on said petition. RATIONALE: The County Clerk must within twenty (20) days after the filing of the initiative or referendum petition complete a certificate as to the sufficiency of the petition. The printing of the petitioners names and the inclusion of the social security number will. enhance and expedite the certification processes. 5. Section XV. Charter Amendment or Revision amend to read. as follows : . . . Section 15-1. Initiation of Amendments or Revisions. . .. (b) Each elector signing such petition shall print his name, add 5o7 his signature, his residence address, his social security number and the date of signing on said petition.. . . . RATIONALE: To expedite the processing by the. County Clerk in the examination and determination as whether or not the petition contains a sufficient number of genuine signatures of registered voters. This completes our presentation and should you have any questions, we will be glad to respond to them as best as we can. Thank you. 15- R. B. Leg spi COUNTY CLERK ' OFFICE OF THE COUNTY CLERK - TABLE OF ORGANIZATION w h HAWAII COUNTY COUNCIL Chairman Members (8) COUNTY CLERK (A-11) I DEPUTY COUNTY CLERK • LEGISLATIVE AUDITOR (A-8) (A-8) L Legislative Analyst II HC-2503 (SR-18) • COUNCIL SERVICES DIV. ELECTION DIVISION Sr. Clk-Steno HC-2504 (SR-11) Council Serv. Suprv. Suprv. of Elections HC-31 (SR-19) HC-29 (SR-19) COUNCIL COMMITTEE DUPLICATING MACHINES Sr. Elect Clk-Steno Election Clerk II I HC-32 (SR-12) HC-2753 I (SR-10) Council Services Sec'y Sec'y to Council Coms. Supvg Dupl Machine Op I HC-1912 SR-14) HC-2445 SR-14) • HC-5 (SR-11) Clerk-Typist Election Clerks I (8 CETA-6133 (SR-8) HC-1748 SR-7 Sr. Clk-Steno _ Sr. Clk-Steno Sr. Dupl, Machine Op HC-1751 SR-7 HC-1957 (SR-11) HC-2448 (SR-11) HC-2569 (SR-9) HC-1758 SR-7 • 'HC-1759 SR-7 HC-1783 SR-7 HC-1904 SR-7 Account Clerk _ Sr. Clk-Steno Dupl Machine Operator HC-2020 R-SR-7 HC-1958 (SR-10) HC-2570 (SR-11) HC-2531 (SR-7) HC-2021 (S7 Sr. Clk-Typists _ Clerk-Typist Dupl Machine Operator HC-2633 (SR-10) CETA-6132 (SR-8) HC-2530 (SR-7) • Clerk-TypistDupl Machine Operator ( HC-2280 (SR-8) HC-2532 (SR-7) , e December 1978 ,