ASSESSOR- COUNTY CLERK-RECORDER

Transcription

1 1-39 ASSESSOR- COUNTY CLERK-RECORDER ASSESSOR-COUNTY CLERK-RECORDER Administration and Support Appraisal Services Elections Clerk-Recorder

2 1-40 Assessor - County Clerk - Recorder FY Recommended Sources Charges for Services 44% Fund Balance 9% Intergov ernmental Rev enue 21% Net County Cost 26% FY Recommended Requirements Administration and Support 6% C ounty -C lerk-recorder 13% Elections 43% Appraisal Services 38%

3 1-41 Department Locator County Board of Supervisors County Manager/Clerk of the Board Assessor-County Clerk-Recorder Controller s Office Treasurer-Tax Collector County Counsel Employee and Public Services Information Services Department Grand Jury First 5 San Mateo County Retirement (SamCERA) Department Measures 100% 80% 60% 40% 20% $50 $40 $30 $20 $10 $0 0% Quality and Outcomes Measures Meeting Performance s 92% 85% 67% 75% 75% Estimate A County w ide performance standard of 75% w as established in FY $ $ Cost per Capita $ Estimate $ $ Department Mission Statement The mission of the Assessor-County Clerk-Recorder (ACR) is to register County citizens to vote and efficiently conduct honest elections; ensure equitable treatment of County property owners by accurate and fair valuation of land, improvements and businesses; and create an accurate public record of recorded transactions relating to people and property within San Mateo County. Contributions to Shared Vision 2010 (Fiscal Years ) PEOPLE Realize the Potential of Our Diverse Population Student Worker Program Continue to improve the Student Poll Worker Program by expanding the number of schools involved from 2 during the pilot program, to 10. A total of 100 students served as full pledge election officers resulting in the development of a community partnership with the schools to provide civic engagement opportunities for students and a more diverse poll worker population. Poll Worker Academy Continue to build upon the success of the Poll Worker Academy resulting in a more knowledgeable and effective services to the electorate on Election Day. PROSPERITY Create Opportunities for Every Household to Participate in Our Prosperity Property Tax Roll Increase Produced a property tax roll that recorded a 7.44% increase over the prior year resulting in increased property tax revenue for agency programs. PARTNERSHIPS Responsive Effective and Collaborative Government Partnership with San Mateo Financial Officers Group (SAMFOG) Continued to partner with the San Mateo Financial Officers Group (SMFOG) in the delivery of property tax projections resulting in improved collaboration and understanding among agency financial officials. Public Records at Tower Road Improve access to the Department s public records at Tower Road and at the County campus resulting in improved services to departmental customers. Community Organization Partnerships to Increase Voter Registration and Civic Engagement Worked extensively with the Commission on Disabilities and the Center for Independence of the Disabled to evaluate and

4 1-42 improve the accessibility of the polling places and new Help America Vote Act (HAVA) compliant voting technology introduced in Similarly, the Department continues to build on the relationships with the League of Women voters and schools to increase the participation of young voters through the San Mateo County High School Voter Registration Month project as well as legislative efforts to benefit all California voters. Number of Eligible and Registered Voters (November ) 500, , , , , Estimate Eligible Voters 463, , , , ,823 Eligible Voters Registered 340, , , , ,000 Major Accomplishments in FY Realize the Potential of Our Diverse Population Improve Voter Registration and Election Administration Conducted November presidential election and prepared all ballots in three languages resulting in improved communication with our diverse population. Implemented the Student Poll Worker program to engage young voters resulting in full staffing of Election Day poll workers Conducted a Poll Worker Academy for 200 poll workers in diversity training and sensitivity training resulting in improved service to our diverse population. Responsive, Effective and Collaborative Government Improve County Clerk and Recording Services Received a 92% customer satisfaction survey rating resulting in improved customer service Expanded egovernment initiatives by providing marriage license and fictitious business name statement applications online resulting in improved access to our services Responsive, Effective and Collaborative Government Improve Property Assessment Services Produced a 20% improvement in the time lag between Residential Sale and Notice resulting in more timely receipt of property tax revenues Improved communication with agency finance officials resulting in a 100% approval rating by San Mateo County Finance Officers Group (SAMFOG). Major Issues to be Addressed Maintain high customer satisfaction while implementing additional egovernment technologies - Each division within CARE is undergoing a system replacement and upgrade within the next two year cycle. All of these systems will result in streamlined, interactive processes for customers and staff but will require an ongoing maintenance of effort while the implementation occurs; system replacements are complicated, time-consuming and stressful on organizations before the benefits are realized. Our challenge is to manage the change process to minimize impacts on customers and staff. Produce more accurate financial projections in a rapidly changing local economy As major assessment appeals are settled and fluctuations in the local economy ripple through the assessment process, local government needs information to calculate the budgetary implications to be able to plan appropriately. The EZ Access upgrade will provide local government finance officers online, real time information and financial updates. Federal Help America Vote Act (HAVA) Elections will provide voters with disabilities the opportunity to cast their ballot independently and in secret beginning with the 2006 elections as mandated by federal law. Continue to deliver services and meet goals in light of reduced funding levels The loss of $2.2 million in Property Tax Assessment Program funds from the state as the result of last year s budget deal coupled with a reduction in transaction fees in the Recorders Office due to a cooling in the real estate market and increased costs in Elections has created a series of service challenges within the budget. Key Department Initiatives 1. Help America Vote Act (HAVA) Major Issues to be Addressed: Acquire a new voting system that complies with federal Help America Vote Act (HAVA). New federal and state mandates require a full voting system replacement in 2006 with implementation, enhanced facilities, training requirements and voter education and outreach efforts. Alignment to Shared Vision: Realize the Potential of Our Diverse Population Create Opportunities for Every Household to Participate in Our Prosperity Goals: Facilitate the participation of disabled voters in the democratic process Objectives: Improve disabled voter access to elections

5 1-43 Major Milestones: Obtain Board of Supervisors approval Insure vendor delivery of systems Conduct rigorous system testing and acceptance Provide effective staff training Manage efficient system implementation Partners: Board of Supervisors County Controller FY Budget Impact: $7,186, budget impact to replace the voting system with HAVA compliant voting equipment, facilities, training and voter information. Costs will be reimbursed by the Help America Vote Act funds and state Proposition 41 funds (in a 3:1 match) 2. Upgrade Property Assessment System Major Issues to be Addressed: Develop and install an upgrade to the property assessment system that realizes the efficiencies of an integrated relational database and incorporates a new Geographic Information System (GIS) and document imaging system Alignment to Shared Vision: Realize the Potential of Our Diverse Population Create Opportunities for Every Household to Participate in Our Prosperity Goals: Roll corrections are delivered electronically to the County Controller and County Counsel. Objectives: Replace paper processes with electronic process Major Milestones: Obtain Board of Supervisors approval Insure vendor delivery of systems Conduct rigorous system testing and acceptance Provide effective staff training Manage efficient system implementation Partners: Board of Supervisors County Controller FY Budget Impact: $186,200 has been included to upgrade the EZ Access Property Assessment System and provide electronic roll corrections and more accurate and timely revenue impacts to local government agencies. Appraisal Services Administration and Support Elections County Clerk-Recorder The following program objectives will contribute significantly to Departmental success (additional program-level objectives are included in individual Program Plans): Elections Student Poll Worker program Poll worker Academy Appraisal Services Property tax projection program Clerk-Recorder Facilitate electronic recording statewide Other Significant Objectives by Program Assessor-County Clerk-Recorder includes the following programs:

6 1-44 Assessor-County Clerk-Recorder (1300B) General Fund FY and Budget Unit Summary Revised Recommended Change Recommended SOURCES Intergovernmental Revenues 2,246,514 2,234,755 6,789,943 4,922,610 (1,867,333) Charges for Services 10,586,738 11,653,481 10,541,969 10,599,474 57,505 11,008,395 Miscellaneous Revenue 54,485 43,024 15,500 15,500 11,500 Total Revenue 12,887,738 13,931,260 17,347,412 15,537,584 (1,809,828) 11,019,895 Fund Balance 3,837,329 2,442,279 1,594,449 2,095, ,317 TOTAL SOURCES 16,725,067 16,373,539 18,941,861 17,633,350 (1,308,511) 11,019,895 REQUIREMENTS Salaries and Benefits 12,528,074 12,391,376 13,544,944 12,919,432 (625,512) 13,361,857 Services and Supplies 5,739,902 4,591,496 4,119,788 2,994,106 (1,125,682) 3,717,528 Other Charges 1,976,208 1,972,259 2,072,664 1,764,974 (307,690) 1,765,088 Fixed Assets 40, ,168 6,356,838 6,263,634 (93,204) Gross Appropriations 20,284,550 19,078,299 26,094,234 23,942,146 (2,152,088) 18,844,473 Intrafund Transfers (570,978) Net Appropriations 19,713,572 19,078,299 26,094,234 23,942,146 (2,152,088) 18,844,473 Contingencies/Dept Reserves 1,112, , ,234 (110,234) TOTAL REQUIREMENTS 20,826,404 19,997,472 26,204,468 23,942,146 (2,262,322) 18,844,473 NET COUNTY COST 4,101,337 3,623,933 7,262,607 6,308,796 (953,811) 7,824,578 AUTHORIZED POSITIONS Salary Resolution Funded FTE

7 1-45 FY Budget Overview TOTAL SOURCES Total Sources decreased by $1,308,511 or 7% from the FY Revised to the FY due to the following changes: Intergovernmental Revenues There is a net decrease of $1,867,333 in this funding source. Net decreases are due to elimination of AB589 funding in the amount of $2,220,001 and inclusion of state claim for prior year Help America Vote Act (HAVA) expenditures in the amount of $352,668. Charges for Services There is a net increase of $57,505 in this funding source. Increases include: $50,000 in supplemental tax administration fee; an increase of $99,487 in election revenue due to the November 2006 Gubernatorial General Election; and increase in use of Trust Fund money (Micrographic Conversion); an increase of $107,529 to cover the cost of permanent positions, contracts, security, ISD charges, facility rent charges and Records Center for the Clerk-Recorder Division. Increases help offset a decrease of $199,511 in tax assessment/document fee revenue due to the slow-down in real estate market activity. Fund Balance There is an increase of $501,317 in this funding source. Fund balance has been adjusted to reflect FY estimated appropriation savings from salaries and benefits due to vacancies and reappropriation of unused AB589 money. TOTAL REQUIREMENTS Total Requirements decreased by $2,262,322 or 9% from the FY Revised to the FY due to the following changes: Salaries and Benefits There is a net decrease of $625,512 in this expenditure category. Adjustments include: increases due to negotiated salary and benefits in the amount of $152,368; a net decrease in the amount of $111,948 in Election s extra help and overtime due to one major election this year versus two major elections in the prior year; reductions in the amount of $109,191 in the County Clerk-Recorder s extra help due to a decline in the recordings workload; elimination of AB589 funding in the amount of $786,785 used to offset the cost of one Principal Auditor-Appraiser position and extra help; the addition of one Information Technology Manager position in the amount of $135,052 added to Appraisal Service; and the addition of one Management Analyst III position in the amount of $101,992 added to Administration and Support. Services and Supplies There is a net decrease of $1,125,682 in this expenditure category. Decreases were mainly caused by the following: a net decrease of $383,000 in Elections appropriations due to one major election this year versus two major elections in the prior year; and elimination of AB589 funding in the amount of $742,682 for system contracts and inter-agency agreements. Other Charges There is a net decrease of $307,690 in this expenditure due to the elimination of AB589 funding used to offset the cost of GIS support and database administration charges from the Information Services Department. Departmental Reserve There is a net decrease of $110,234 in this expenditure category. The balance in Reserves is zero, which is under the County s 2% reserves policy by $478,843. The department fell below the reserves requirement as reserves were used to offset the cost of remodeling the Election s warehouse in FY in preparation for the new voting equipment. The department remains under the Hiring Freeze while it increases Reserves to meet the 2% requirement. NET COUNTY COST There is a decrease of $953,811 or 13.1% in this Department s General Fund allocation. FY Budget Overview TOTAL SOURCES Total Sources decreased by $6,613,455 or 38% from the FY to the FY due to the following changes:

8 1-46 Intergovernmental Revenues There is a net decrease of $4,922,610 in this funding source, due to elimination of one-time State funding for the purchase of the new voting system and cost reimbursements from the State for the November 2005 Special Statewide Consolidated Election. Charges for Services There is a net increase of $408,921 in this funding source. Increases are mainly due to added election services revenue in connection with the November 2007 Uniform District Election Law (Udel) Election. Miscellaneous Revenue There is a net decrease of $4,000 in this funding source due to reduction in sales of election materials based on prior year collections. Fund Balance There is a decrease of $2,095,766 in this funding source. No Fund Balance is anticipated for FY TOTAL REQUIREMENTS Total Requirements decreased by $5,097,673 or 21% from the FY to the FY due to the following changes: Salaries and Benefits There is a net increase of $442,425 in this expenditure category. Adjustments include: negotiated salary and benefit increases totaling $142,425; a net increase in the amount of $300,000 in Election s extra help and overtime due to conduct of two major elections versus one major election in the prior year. Services and Supplies There is a net increase of $723,422 in this expenditure category. Increases were mainly caused by the following: net increase of $1,110,750 in Elections appropriations due to conduct of two major elections versus one major election during the prior year and elimination of the voting system lease for $387,328. Other Charges There is an increase of $114 due to minor changes in operating costs. NET COUNTY COST There is an increase of $1,515,782 or 24% in this Department s General Fund allocation.