Candace J. Grubbs, County Clerk-Recorder

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1 Mission Statement The mission of the 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 improvement in technology and customer service. The County Clerk-Recorder 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. 109

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 general purpose revenue 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. 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 133, , , ,355 State Revenues 171,734 13, Federal Revenues 41,906-74,000 74,000 Charges For Services 899,222 1,444,826 1,102,742 1,102,742 Miscellaneous Revenues 135, , , ,120 Total Revenues $ 1,381,709 $ 1,721,415 $ 1,498,217 $ 1,498,217 Salaries and Employee Benefits 1,525,690 1,936,148 1,574,132 1,551,889 Services and Supplies 629, ,923 1,165,863 1,165,863 Other Charges 1, Fixed Assets 58,911 80,715 42,115 14,615 Total Direct Expenditures $ 2,215,498 $ 2,779,786 $ 2,782,510 $ 2,732,767 Other Financing Uses 358, , , ,944 Total Expenditures $ 2,573,974 $ 3,104,661 $ 2,902,242 $ 2,862,711 Use of GPR/Restricted Fund Balance $ 1,192,265 $ 1,383,246 $ 1,404,025 $ 1,364, /12 Recommended Use of GPR $ 1,482, /12 Recommended Use of Restricted Fund Balance $ (118,481) Recommended Source of Funds (Revenues) $2,862,711 Licenses and Permits 4% Charges for Services 36% Licenses and permits include fees collected for items such as marriage licenses and birth certificates. Misc. 6% The restricted fund balance, which appears as a negative percentage in the graph, consists of a portion of Recorder s revenue that is set aside, per State law, to support, maintain, improve, and provide for the full modernized operation of the County s system of recorded documents. Federal 2% Rest. Fund Balance -4% GPR 48% 110

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 Resources, Information Systems and Treasurer. Salaries and Benefits 54% Recommended Use of Funds (Expenditures) $2,862,711 Other Financing Uses 5% Services and Supplies 41% Fixed Assets <1% Other Charges <1% Summary of Budget Request and Recommendation Salaries & Employee Benefits Requested The department budget request includes funding to maintain the fiscal year staffing levels. The department budget request includes the elimination of three (3) vacant positions that offset the addition of three (3) positions in fiscal year 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 4/12/11 The department budget request includes the elimination of a vacant Assistant Clerk-Recorder, the transfer of one Information Analyst position from the Elections Division to the Recorder Division, and the transfer of 20% Project Manager, Clerk-Recorder position from the Recorder Division to the Elections Division. Recommended The recommendation includes funding to maintain the fiscal year staffing levels. The recommendation includes the requested position eliminations and position transfers between Divisions. Services & Supplies Requested The department budget request includes funding to maintain fiscal year operation levels. 111

4 The department budget request includes funding for one countywide combined Presidential and Direct Primary Election. The department budget request includes one-time funding for official ballots and voting system software license and voting equipment maintenance. Recommended The recommendation includes the requested services and supplies. Fixed Assets Requested The department budget request includes funding to replace an aging van used extensively for election services. Recommended The recommendation does not include replacement of a van. 112

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