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HomeMy WebLinkAboutMINUTES - 12032013 - SD.2RECOMMENDATION(S): ACCEPT report on the progress of the Clerk-Recorder-Elections Department. FISCAL IMPACT: Not Applicable BACKGROUND: Report on Progress: I was selected as County Clerk-Recorder and Registrar of Voters by the Board of Supervisors and took office on April 1, 2013. Since my appointment, I have spent time becoming familiar with the staff and learning the functions of the divisions. I have also looked for ways to improve service to the public and to conduct our responsibilities more effectively and efficiently. Please see the attached report. CONSEQUENCE OF NEGATIVE ACTION: Not Applicable. CHILDREN'S IMPACT STATEMENT: Not applicable. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 12/03/2013 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Joe Canciamilla, 925-335-7899 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: December 3, 2013 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: SD.2 To:Board of Supervisors From:Joseph E. Canciamilla, Clerk-Recorder Date:December 3, 2013 Contra Costa County Subject:ACCEPT Report on Progress of the Clerk-Recorder-Elections Department CLERK'S ADDENDUM ATTACHMENTS Clerk-Recorder Progress Report 12-3-13 PROGRESS REPORT Prepared for the Board of Supervisors December 3, 2013 By: Joseph E. Canciamilla, Contra Costa County Clerk-Recorder and Registrar of Voters Summary Statement: Both the Clerk-Recorder and Election Divisions are in very good condition. The Elections Division is fully staffed, for the first time in several years. The Clerk-Recorder Division has nine vacancies (five of those are positions we agreed to hold vacant this year for budgetary reasons). We are providing high quality service to the public on an on-going basis. Our budget was challenged this year, as it is the “off” year for election revenues, but with the savings I expect to achieve with our process improvements and by closely monitoring expenditures, we should meet or exceed our target figures. Overview: Following my appointment on April 1, it was my goal to spend time learning both divisions from an operational and cultural level. I have found the department to be very professional, well organized and with staff that embrace the concept of public service. Shortly after my start date, we brought on board a new Assistant County Registrar, Scott Konopasek, who replaced long-time Assistant Registrar, Candy Lopez. On November 18, Barbara Dunmore replaced long-serving Assistant Recorder Barbara Chambers, who retired in 2011. With such dramatic turnover at the senior staff level, we have had the opportunity for a fresh perspective on long-standing practices. We are learning and listening, while challenging many practices that have been in place for some time and often existing without staff having an understanding of their effectiveness or efficiency. Since I started, my key question word has been “Why?” This has opened an extended dialogue focused on how and where we are successful and identifying where we can improve services and find more efficient and effective ways to perform our functions. Clerk-Recorder Division: The Clerk-Recorder Division is a leader in the field of electronic recording, by embracing new technologies and methods to better serve the public. Our acting Assistant Recorders have worked to maintain a stable and proactive work environment and have begun the work of updating our website and addressing ongoing improvements to staff training, as well as suggesting and assisting with facility updates that will provide more efficient service to the public. A part of the division’s challenge over the past few months resulted from the changes governing same-gender marriage. Thanks to past efforts to plan for this possibility, as well as remaining flexible in our operations, we have been able to transition without any difficulties. We are examining the options that are available to us under existing law to expand opportunities for the public to submit and file documents online, utilizing electronic signatures as well as through a self- service kiosk within the office. This would improve public access and reduce our in-house processing times. We are also improving the physical appearance of the public spaces especially our wedding rooms to provide a more comfortable and accessible space for our customers. Once the new Assistant Recorder has an opportunity to become familiar with the division, my expectation is that we will identify additional opportunities for improvement. Elections Division: With the efforts of our new Assistant Registrar, we have undertaken a thorough review of our operations, which has resulted in a number of changes, including: Introduction of weekly division planning meetings for Supervisors and Leads, staff meetings with all staff to review existing policies and revise them as necessary, as well as to report on and share planning in preparation for the November 5, 2013 and subsequent elections; Upgrading staff skills in the area of GIS and mapping, in order to plan and complete a review and redesign of precinct and polling place locations; Creating stable voting locations until the next census. This process has been completed for the communities of Antioch, Moraga and San Ramon and the new voting locations were used in the most recent election; Website redesign and update, with a focus on improving the ease of use, as well as expanding our mobile resources; Complete review of election costs and pricing; utilizing comparisons which resulted in the selection of new printing services for ballots and voter information materials. This will save substantial resources for other planned project enhancements and will achieve more savings in the future; Redesign of voter information materials and sample ballots to simplify and improve the voting experience; Expansion of our poll worker recruitment and training processes; Streamlining of several election processes, which should reduce our reliance on overtime and temporary staffing; this includes how we handle our incoming vote-by-mail ballots and how those ballots flow through the preparation process prior to tally. I have personally visited each City and met with nearly every City Clerk to gather their input, ideas and suggestions. We are working to integrate, wherever possible, their suggestions into our procedures. We should work as partners to provide the best information to our voters and to respond to their concerns or needs at election time. I have had several opportunities to speak at various meetings and association groups about our services and my outreach plans. I plan to expand these efforts to increase outreach to the citizens of Contra Costa and towards that end the Board has referred my outreach plan to the Finance Committee. If approved, it will be presented to the full Board later this month. SUMMARY: I once again want to extend my thanks to the Board for entrusting me with this position and to work with such a talented and committed group of public servants. I want to publicly acknowledge their efforts and specifically recognize my management team of Debi Cooper, Scott Konopasek, Barbara Dunmore, and especially Mary Whatford and Fred Garcia who have shared the responsibilities as Assistant County Recorder during the past year. The Department offers a wide range of services and assistance to the public and does so with a customer service orientation. We will continue to engage our staff as partners in the conversations of how best to improve our service and operations. I believe that as we continue our work together, we will be able to provide a higher level of service at a lower cost and with better efficiencies while maintaining the positive team morale that the office is known for.