Base Budget Report. General Registrar

Transcription

1 Base Budget Report General Registrar 2013

2 Table of Contents Agency Review... 3 Mission... 3 Resources... 3 Governance... 3 Outcome Targets / Trends... 4 Significant Department Performance Measure Outcomes... 4 Base Budget Review & Recommendation... 6 Background... 6 Registrar and Elections Program... 6 Election Officers... 9 Conclusions... 9 Recommendations and Next Steps... 10

3 Agency Review Mission The Office of Voter Registration and Elections performs the duties imposed by the election laws of Virginia pertaining to voter registration and administration of elections in the County and incorporated towns. Under these laws, everything possible must be done to make the opportunity for registration available to all citizens of the County and, once registered, each citizen s right to cast his or her ballot in elections free from potential fraud must be protected. Additionally, support must be provided to the Electoral Board to prepare for, conduct and administer elections and obtain and certify election results. Resources The total FY 14 base budget for the General Registrar totals $1,326,526. The County s general fund supports the vast majority of this budget at 94% or $1,246,672. State revenue supports 6% or $79,854. Governance Electoral Board Board of County Supervisors County Executive (CXO) General Registrar Assistant to CXO Election Officers Volunteer Poll Workers General Registrar Base Budget Report Prince William County

4 Agency Review Outcome Targets / Trends Outcome Targets / Trends FY 11 FY 12 FY 12 FY 13 FY 14 Adopted Adopted Base Citizens satisfied with registration accessibility 93% 95% 97% 90% 97% Significant Department Performance Measure Outcomes 1. Register Voters FY 11 FY 12 FY 12 FY 13 FY 14 Adopted Adopted Base Transactions involving citizen voter records 340, , , , ,000 Measure met; highest number of actual transactions over the past 15 years 2. Conduct and Certify Elections FY 11 FY 12 FY 12 FY 13 FY 14 Adopted Adopted Base Voters served at voting places 91,466 88,000 81, ,000 87,000 Measure unmet; this slight decrease is not significant given the increasing number of voters served over the past 15 years Voters satisfied with time spent at voting places 95% 90% 96% 95% 96% Measure met; survey completed prior to 2012 Presidential Election 4 Prince William County General Registrar Base Budget Report

5 Agency Review Expenditure and Staff History Full-Time Equivalent (FTE) Positions $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $ #DIV/0! FY 09 FY 10 FY 11 FY 12 FY 13 STATE FUNDING NET LOCAL TAX SUPPORT Note: All Years Adopted FY 09 FY 10 FY 11 FY 12 FY 13 Note: All Years Adopted FY 11 Adopted FY 12 Adopted FY 13 Adopted 1 Registrar & Elections Full-Time Equivalent (FTE) Total Expenditure History Staff History STAFF BY PROGRAM General Registrar Base Budget Report Prince William County

6 Base Budget Review & Recommendation Background The County Executive has committed the organization to conducting agency base budget reviews (BBR) each fiscal year. The purpose of a BBR is to ensure county departments are correctly funded, that these funds are in the proper programs and to ensure accountability for taxpayer money and transparency on the use of these funds. BBRs may result in savings that can be restored to the general fund or may result in new resource recommendations for programs that are underfunded to achieve their adopted mission. The findings of the BBRs are factored into the annual proposed budget. In preparation for the FY 14 budget process, the General Registrar was selected for a base budget review. Registrar and Elections Program The General Registrar, as directed by policy set by the State Board of Elections and the Prince William County Electoral Board, provides the opportunity for Prince William County citizens to have a voice in their government by participation in the democratic process. The success of the democratic process requires the General Registrar to conduct fair, transparent elections that accurately reflect the intent of the electorate. To achieve this objective, the General Registrar has two primary functions: register voters and conduct and certify elections. The register voters activity offers a comprehensive year round program of voter registration and voter outreach. Using the statewide Virginia Elections and Registration Information System (VERIS) database, the General Registrar and staff determine the eligibility of voters, maintain the voter registration records and street file database, process absentee ballot applications, certify candidate nominating petitions, and provide public information and access to electronic lists of registered voters and absentee applicants. The conduct and certify elections activity manages the logistics for conducting and certifying elections by recruiting and training election officers, preparing election equipment, overseeing polling places and absentee voting satellites, preparing ballots, providing information to the public, compiling election returns, and posting unofficial election results on the agency s website on election night. In addition, the activity receives audits, and provides public access to candidates campaign contribution and expenditure reports. The General Registrar also develops voter information, policies and procedures to comply with federal and state laws, and responds to inquiries, suggestions and complaints from voters, campaigns, candidates, elected officials and the press. 6 Prince William County General Registrar Base Budget Report

7 Base Budget Review & Recommendation Registrar and Elections Program The workload for the General Registrar is a function of the number of transactions involving citizen voter records (primarily voter registration applications), anticipated election turnout and absentee ballot requests. Although population growth is a factor, voter interest in particular elections can cause significant fluctuations in the agency workload. Chart 1 shows the total voting records transactions as well as transactions per full-time equivalent (FTE). It should be noted that the two lines on the chart (transactions involving citizen voting records and transactions per FTE) are virtually identical. This is because the General Registrar s full-time equivalent personnel have remained constant at 11 FTE during this time frame. The total number of voters by fiscal year as well as the number of absentee voters is shown in Chart 2. Voter turnout peaks during presidential election years (e.g. FY 01, FY 05, FY 09 and FY 13). The trend line shows increasing numbers of county voters participating in elections. The number of absentee voters shows similar peaks during presidential election years. With the addition in FY 08 of those commuting to and from home 11 or more hours between 6 a.m. and 7 p.m. as a valid reason for requesting an absentee ballot, the number of absentee ballots has risen to become a significant percentage of presidential elections. The absentee ballot process is set forth below: Initial contact requesting an application for ballot (by phone, in person or ) application is sent. Chart 1: Voting Records Transactions 450,000 40, ,000 35, ,000 30,000 Voter Records Transactions 300, , , , ,000 50,000 25,000 20,000 15,000 10,000 5, Adopted Base Transactions Tranactions Per pe FTE FY 98 FY 99 FY 00 FY 01 FY 02 FY 03 FY 04 FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 Transactions involving citizens voting records General Registrar Transactions per FTE Linear (General Registrar Transactions per FTE) General Registrar Base Budget Report Prince William County

8 Base Budget Review & Recommendation Registrar and Elections Program Receive completed application (if complete), verify eligibility and enter into the data base. The application is then prepared for filing and filed by precinct and alphabetically. If the application is not complete the Registrar will try to contact the voter by phone, or mail to get the application completed and returned in a timely manner. Mail ballot each day mailing labels are printed and adhered to the ballot mail envelope, a certificate of mailing is produced by the data system and the ballots delivered to the post office. In-person Absentee Voting in Office after the application is completed, verified and a source of ID has been seen, the registered voter is recorded as voting in the data system and votes on the voting equipment in the office. If a person needs assistance outside the office, a ballot is carried outside to the voter. Ballot returned date stamped, organized by precinct and alphabetized; outside envelope is opened to verify the oath has been signed and correctly filled out (if not complete a note is attached for the Election Officers for the Central Absentee Precinct); entered as returned into data system; Ballot matched with application and filed with appropriate precinct file. Ballot is packaged and sent to Central Absentee Precinct and applications are packaged and go to the Clerk of the Court for retention. (Reference Chart 2: Total and Absentee Voters.) Chart 2: Total and Absentee Voters 200, ,000 Presidential Election Presidential Election 160, ,000 Presidential Election 120,000 Presidential Election 100,000 80,000 60,000 40,000 20,000 0 Projected Projected FY 98 FY 99 FY 00 FY 01 FY 02 FY 03 FY 04 FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 Absentee Voters Total Number of Voters Linear (Total Number of Voters) 8 Prince William County General Registrar Base Budget Report

9 Base Budget Review & Recommendation Conclusions Election Officers Election officers are needed in each one of the County s 77 precincts in order to manage the elections process. The number of election officers needed varies depending upon the type of election and expected voter turnout. Election officers are currently compensated as follows: Chief Election Officer $200; Assistant Chief Election Officer $150; and Election Officer $125. Table 1 shows the number of county precincts, number of election officers, the average cost per election officer and the number of election officers per precinct for general elections from 2007 through 2011 as well as the November 2012 presidential election. It should be noted that the average election officer cost for general elections has increased almost 30% since November Costs for the November 2011 General Election from the City of Alexandria and the Counties of Arlington, Fairfax and Loudoun are shown in Table 2: November 2011 General Election Cost - Local Jurisdiction Benchmarking. From FY 2009 through FY 2012 the General Registrar s adopted budget included $128,000 for election officer pay. $130,000 was appropriated to pay election officers in FY 13. Conclusions The General Registrar has not had an increase in full-time equivalent positions since During the preceding 15 years the actual number of voter transactions processed by the General Registrar has increased over 200% on a full-time equivalent basis. The number of voters participating in the election process has climbed on a linear basis from 75,000 to over 120,000. The General Registrar expects more than 30,000 absentee voter requests during FY 13. Table 1: Number and Cost of PWC Election Officers # of Precincts # of Election Officers Average Election Officer Cost Election Officers per Precinct November 2007 General Election $ November 2009 General Election $ November 2010 General Election $ November 2011 General Election $ November 2012 Presidential Election $ Table 2: November 2011 General Election Cost - Local Jurisdiction Benchmarking County # of Precincts # of Election Officers Average Election Officer Cost Election Officers per Precinct Alexandria $ Arlington $ Fairfax 240 3,539 $ Loudoun $ General Registrar Base Budget Report Prince William County

10 Base Budget Review & Recommendation Recommendations and Next Steps Recommendations and Next Steps Based on the workload data, it is recommended that two additional assistant registrars be provided to address the increase in voter transactions and absentee ballots. Chart 3: Voting Record Transaction and Transactions Per FTE shows historical and projected agency workload with the addition of two additional senior assistant registrars beginning in FY 14. Factors influencing the number of voter transactions include County population growth (from 412K in March 2012 to 444K in 2015) and the correction of split precincts which will be taken up in future sessions of the General Assembly. In addition, in December 2012 the County formed a bi-partisan commission to study and recommend needed changes to the election process. The cost for two additional senior assistant registrars is approximately $102,000. In addition, $30,000 in additional funding is recommended to be added to the General Registrar s base budget to address the increase in the number and cost of election officers as a result of increased voter participation and growth in the number of county precincts. This amount together with existing base funding ($130,000) will provide the General Registrar with $160,000 for election officers and should be sufficient to fund one general and one primary election in any given year. Election officer staffing for presidential election years will continue to be provided with carryover funds and excess agency revenues received for town elections and presidential primaries can be budgeted and appropriated for election officer salaries should shortfalls in budgeted funding occur. Chart 3: Voting Records Transactions and Transactions Per FTE 450,000 40, ,000 35, ,000 30,000 Voter Voter Records Transactions 300, , , ,000 25,000 20,000 15,000 Transactions Per FTE Transactions Per FTE 100,000 10,000 50,000 5,000 0 w/ 2 Addl FTE w/ 2 Addl FTE w/ 2 Addl FTE w/ 2 Addl FTE w/ 2 Addl FTE Adopted Projected Projected Projected Projected Projected FY 08 FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 FY 15 FY 16 FY 17 FY 18 0 Transactions involving citizens voting records General Registrar Transactions per FTE Linear (General Registrar Transactions per FTE) 10 Prince William County General Registrar Base Budget Report

11 Prince William County Board of County Supervisors Back Row (Left to Right): John D. Jenkins, Neabsco; Corey A. Stewart, Chairman-At-Large; Michael C. May, Occoquan; Frank J. Principi, Woodbridge. Front Row (Left to Right): Pete Candland, Gainesville; W.S. Wally Covington, III, Vice Chairman, Brentsville; Maureen S. Caddigan, Potomac; Martin E. Nohe, Coles. Electoral Board Keith A. Scarborough - Chairman Richard E. Hendrix - Vice Chairman Guy Anthony Guiffré - Secretary Acknowledgements DEPUTY COUNTY EXECUTIVE Susan L. Roltsch COUNTY EXECUTIVE Melissa S. Peacor DEPUTY COUNTY EXECUTIVE Christopher E. Martino DIRECTORS Michelle A. Casciato - Office of Management and Budget Betty E. Weimer - General Registrar BASE BUDGET REPORT ANALYST/TEAM Office of Management and Budget Robert C. Leibbrandt Valerie J. Grayson

12 Office of Management and Budget 1 County Complex Court, Suite 225 Prince William, Virginia