Candace J. Grubbs, County Clerk-Recorder

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1 Mission Statement The mission of the Clerk-Recorder s Department is to provide efficient public service that exemplifies the highest standards of courtesy, cost effectiveness, and ethical performance while maintaining and preserving the public s records in a secure and easily accessible environment and to promote confidence in the administration of fair and impartial elections. Department Description and Key Issues The is an elected official and also serves as the Registrar of Voters for the County. The department delivers services to people at every important juncture of life and has organized its programs to meet the demands and mandated responsibilities in a cost effective and efficient manner through continuous improvements in technology and customer service. The Clerk-Recorder s Department consists of three divisions that are combined into two budget units: County Clerk/Recorder and Elections. The duties of each division are summarized below: County Clerk Division The County Clerk services range from issuing marriage licenses to filing and/or registering fictitious business names, notary publics, process servers, unlawful detainer assistants, legal document assistants, professional photocopiers, oaths of office for county employees, environmental review documents, humane officer appointments, power of attorney for admitted sureties and other public notices. Recorder Division The Recorder is charged with the protection of the public s real property interest and is responsible for examining, imaging, indexing and archiving all official records recorded and filed within Butte County. This includes maintaining custody of permanent records and providing public access to information regarding land and land ownership including financing documents, mining claims and maps since the 1850 s. Official records are open for public viewing and copies are available for purchase. The Recorder collects and administers various fees for Butte County, its cities and State agencies such as Documentary Transfer Tax, Family Conciliation, Child Abuse and Domestic Violence Trust fees, DA Fraud Prosecution fee, State DNA Database and Umbilical Cord Blood Trust among others. The Recorder is also the local registrar of marriages and maintains copies of certificates for all births, deaths and marriages that occur in Butte County. Copies of these vital records are available for purchase. The combined Division is solely supported by fees charged for services provided. Elections Division The Registrar of Voters, as the chief elections official, is responsible for administering and conducting all elections in Butte County (federal, State, County, municipal, board of education, college, school, and special district). The Registrar is also responsible for registering voters, maintaining voter registration records, providing voter registration and election information to candidates, campaigns, media, and public; ensuring timely and complete filing of campaign financial reports and acting as filing officer for statements of economic-conflict of interest code reports; verifying signatures on State and local initiative, referendum, recall and nomination petitions; maintaining precinct and district boundary lines. 123

2 Source of Funds (Revenues) General purpose revenue (GPR) from the General Fund is the largest revenue source for the department and funds the Elections function. There is no GPR support for the Recorder function. Charges for services include revenue from candidate and ballot measure filings and from local jurisdictions for the County conducting their elections. Licenses and permits include fees collected for items such as marriage licenses and birth certificates. Miscellaneous revenue is primarily revenue received for providing copies of documents to the public. Department Budget CLERK-RECORDER Actuals Adopted Requested Recommended Licenses and Permits 134, , , ,500 State Revenues 762,288-7,000 7,000 Federal Revenues 5,000 74, Charges For Services 1,729,516 1,102,742 1,474,525 1,474,525 Miscellaneous Revenues 121, , , ,700 Total Revenues $ 2,752,626 $ 1,498,217 $ 1,735,725 $ 1,735,725 Salaries and Employee Benefits 1,662,650 1,551,889 1,645,092 1,645,092 Services and Supplies 765,319 1,165,863 1,284,505 1,277,350 Other Charges 15, ,015 15,015 Capital Assets 40,301 22,115 35,000 35,000 Total Direct Expenditures $ 2,484,012 $ 2,740,267 $ 2,979,612 $ 2,972,457 Other Financing Uses 324, , , ,825 Total Expenditures $ 2,808,912 $ 2,870,211 $ 3,483,850 $ 3,489,282 Net Costs/Use of Fund Balance $ 56,286 $ 1,371,994 $ 1,748,125 $ 1,753, /13 Recommended Use of GPR 2012/13 Recommended Use of Restricted Fund Balance Charges For Services 42% State Revenues <1% Recommended Source of Funds (Revenues) $3,489,282 Miscellaneous Revenues 3% Licenses and Permits 4% 1,506,647 The restricted fund balance consists of a portion of Recorder s revenue that is set aside, per State law, to support functions such as modernization of the operation of the County s system of recorded documents, social security truncation, and electronic recording. $ $ Rest. Fund Balance 7% 246,910 GPR 43% 124

3 Use of Funds (Expenditures) Salaries and benefits is the largest expenditure category for the department. Services and supplies include contracts for services such as temporary election workers and maintenance of voting equipment. They also include office supplies, elections materials, printing, and facility leases. Other financing uses are the costs for support services, which include Administration, Auditor, County Counsel, General Services, Human Salaries and Employee Benefits 47% Recommended Use of Funds (Expenditures) $3,489,282 Services and Supplies 37% Other Charges <1% Capital Assets 1% Other Financing Uses 15% Resources, Information Systems, and Treasurer as well as transfers to the Capital Projects Fund for the department s share of planning and construction costs of the Butte County Hall of Records. Summary of Budget Request and Recommendation Salaries & Employee Benefits Requested The department budget request includes funding to maintain current staffing levels. Recommended The recommendation includes funding for requested staffing levels. Full Time Equivalent (FTE) Positions Adopted Position Allocation Adopted Position Allocation Adopted Position Allocation Adopted Position Allocation Current Position Allocation* Recommended Position Allocation *As of 4/10/12 Services & Supplies Requested The department budget request includes funding for one countywide Consolidated Presidential General Election. The department budget request includes funding for voting booths that meet Americans with Disabilities Act requirements. The department budget request includes funding to purchase the NetFile e-filing system for Statement of Economic Interest (Form 700) and Campaign Disclosure. Recommended The recommendation includes funding for requested services and supplies. 125

4 Capital Assets Requested The department budget request includes funding to replace an aging van used extensively for election services, with the cost split 75% Elections/25% Recorder. Recommended The recommendation includes the requested capital asset. 126

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