MARION COUNTY FY BUDGET BY DEPARTMENT COUNTY CLERK COUNTY CLERK. Clerk. Elections MISSION STATEMENT GOALS AND OBJECTIVES

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1 Clerk Licensing & Recording Elections Administration/ Support Archives/Records Board of Property Tax Appeals (BOPTA) MISSION STATEMENT Record, license, provide access to, and preserve for posterity those records entrusted to our care. Promote democracy, public trust and confidence by conducting fair and open elections. Exceed customer expectations in our delivery of services. Most responsibilities are Statute driven. GOALS AND OBJECTIVES Goal 1. Administer all Elections and the Voter Registration System in accordance with all laws and rules. Objective 1. Encourage workable laws and rules with legislators and regulators. Objective 2. Promptly, thoroughly and professionally serve each voter, filer and other customers. Goal 2. Administer the Recording Office in accordance with all applicable laws and rules. Objective 1. Encourage workable laws and rules with legislators and regulators. Objective 2. Promptly, thoroughly and professionally serve each customer. Goal 3. Administer the county archives and provide records management services to all county departments in accordance with all laws and rules. Objective 1. Scan and digitalize plats and older deed books. Digitalize microfilm back to Objective 2. Provide direction to each department requesting record management services. Objective3. Deliver and retrieve records as requested by departments once each business day. 91

2 DEPARTMENT OVERVIEW The Marion County Clerk is an elected position. The county clerk's department has eight primary functions: 1. Conduct all elections in the county. This includes petition administration. 2. Maintain a record of all registered voters in the county. 3. Record and maintain all documents relating to real property within the county. 4. Issue all marriage licenses and domestic partnerships in the county. 5. Clerk for the Board of Property Tax Appeals. 6. Process passport applications. 7. Maintain the official record of the Board of Commissioners. 8. Operate a Records Center/Archives facility for all county departments. The county clerk department consists of three divisions: licensing and recording, elections, and administration/support, each with a specific set of responsibilities assigned by Oregon law or county policy. All functions are prescribed by law except the operation of the Records Center and Archives Facility and the accepting of passport applications. The county clerk department FY8-9 budget is $2,944,76, a $31,357 increase, or 1.1 % over FY7-8. County Clerk Resource and Requirement Summary FY 25-6 FY 26-7 FY 27-8 Budget FY 28-9 Adopted +/- % Resources: General Funds 2,262,494 2,435,367 2,497,316 2,781, % Fees & Charges 79,687 76,38 75, 63,445 (15.4%) Other Funding 5,95 6,712 6, 3, (5.%) Net Working Capital: Unrestricted 157,36 154, ,43 95,911 (71.3%) Total Resources 2,55,167 2,672,339 2,912,719 2,944,76 1.1% Requirements: Personal Services: Salaries and Wages 789, , ,19 972, % Fringe Benefits 343, ,714 37, , % Subtotal 1,132,744 1,149,861 1,24,844 1,364, % Materials and Services 894,513 1,152,926 1,35,417 1,33,674 (.1%) Administrative Charges 37, , , , % Capital Outlay 16,13 16, (1.%) Contingency 38, (1.%) Unappropriated: Ending Fund Balance 95,466 (1.%) Total Requirements 2,35,945 2,545,398 2,912,719 2,944,76 1.1% FTE (5.7%) 92

3 PROGRAMS The county clerk department budget is allocated to five programs that are shown on the following table. Summary of Department Programs FY 25-6 FY 26-7 FY 27-8 Budget FY 28-9 Adopted +/- % RESOURCES 2,55,367 2,672,339 2,912,719 2,944, % REQUIREMENTS BY PROGRAM Administration 166,12 163, ,1 18, % Board/Property Tax Appeals 52,569 51,77 56,77 59, % Licensing and Recording 1,2,32 94,943 1,3,71 1,66, % Elections 1,41,54 1,278,772 1,214,375 1,475, % Records 88,45 11,31 415,43 162, % Total 2,35,945 2,545,398 2,912,719 2,944,76 1.1% 93

4 Administration Program Coordinate strategic planning policy. Coordinate long term planning. Overall supervision of the department. Preparation of the budget, all accounting, bill paying, ordering and financial transactions for the entire department. Serve as support staff to the Board of Property Tax Appeals, including processing appeals and scheduling hearings. Serves as the independent custodian of the Board of Commissioners records from their weekly public meetings. Department: County Clerk FY 25-6 FY 26-7 Program: Administration Fund: General FY 27-8 Budget FY 28-9 Adopted +/- % Resources: General Fund 166,12 163, ,1 18, % Total Resources 166,12 163, ,1 18, % Requirements: Personal Services: Salaries and Wages 94,551 96, ,52 12, % Fringe Benefits 42,161 4,63 52,31 46, % Subtotal 136, ,93 163, , % Materials and Services 4,962 1,1 11,975 11,261-6.% Administrative Charges 24,433 16,969 2,34 2, % Total Requirements 166,17 163, ,1 18, % FTE % Program: Administration Personnel Positions Title of Position FTE Department Specialist 4.5 County Clerk 1. Total FTE 1.5 Administration Program Budget Analysis The budget decrease is due to elimination of a.5 FTE department specialist position. 94

5 Board/Property Tax Appeals Program Assists the Board of Property Tax Appeals in processing real and personal property petitions to appeal the assessed value of taxpayer real and personal property and in processing waivers of the late filing penalty. The Board of Property Tax Appeals program provides a venue for property tax payers to appeal the assessed value of their property. The citizen board provides both a level of accountability to government and an independent review and explanation of property value methods used to the taxpayer. Department: County Clerk FY 25-6 FY 26-7 Program: BOPTA Fund: General FY 27-8 Budget FY 28-9 Adopted +/- % Resources: General Fund 52,569 51,77 56,77 59, % Total Resources 52,569 51,77 56,77 59, % Requirements: Personal Services: Salaries and Wages 3,173 33,32 34,129 35, % Fringe Benefits 15,576 15,692 16,641 17, % Subtotal 45,749 48,994 5,77 53,29 4.8% Materials and Services 6,82 2,776 6, 5,95 -.8% Administrative Charges Total Requirements 52,569 51,77 56,77 59, % FTE % BOPTA Program Budget Analysis The budget is a status quo. Program: Board/Property Tax Appeals Personnel Positions Title of Position FTE Department Specialist 4.5 Deputy County Clerk 2.34 Total FTE.84 95

6 Licensing and Recording Program Deed and mortgage recording entails recording and maintaining a permanent record of all property transactions occurring in Marion County this amounts to approximately 8, new property documents each year and maintenance of records on approximately 3 ½ million transactions. Records management responsibilities include operating the county archives facility which houses approximately 8 million documents representing over 22 million pieces of paper. Records management also includes microfilming, indexing and management of marriage licenses, domestic partnership and the maintenance of all records of the Board of Commissioners proceedings. Licensing includes the issuance of more than 2, marriage licenses, the processing of over 1, passport applications for the U.S. Government and the processing of liquor license applications and annual renewals. Department: Clerk FY 25-6 Program: Licensing and Recording FY 26-7 FY 27-8 Budget FY 28-9 Proposed +/- % Resources: General Fund 1,2,32 94,943 1,3,71 1,66, % Total Resources 1,2,32 94,943 1,3,71 1,66, % Requirements: Personnel: Salaries and Wages 281, , , , % Fringe Benefits 139,96 13, , ,85 1.6% Subtotal 421, , , ,81 9.4% Materials and Services 427, ,573 46, , % Administrative Charges 153, ,27 132,65 151, % Total Requirements 1,2,32 94,943 1,3,71 1,66, % FTE % Program: Licensing and Recording Personnel Positions Title of Position FTE Deputy County Clerk Records and Licensing Supervisor 1. Total FTE 7.66 Licensing and Recording Program Budget Analysis This is a request for a slight increase in the Licensing and Recording Program. recording supervisor position has been filled. The licensing and 96

7 Elections Program Conduct all elections held in Marion County for federal, state and local governments. Conduct elections for 14 units and sub-units of government including 12 school districts, 2 Education Service Districts, 1 community college, 2 cities, 2 fire districts, 7 water districts, a parks and recreation district, a transit district, a library district, and 2 justice court districts. Maintain a voter registration file for approximately 15, registered voters and process 5, to 7, additions, deletions and updates annually. We anticipate heavy registration for the 28 Presidential Election. Processes petitions. Accept candidate and measure filings, print ballots, produce a voter pamphlet, provide security and transport for the ballots, count the ballots and report election results for all candidates and measures. Department: County Clerk FY 25-6 FY 26-7 Program: Elections Fund: General FY 27-8 Budget FY 28-9 Adopted +/- % Resources: General Fund 1,41,54 1,278,772 1,214,375 1,475, % Total Resources 1,41,54 1,278,772 1,214,375 1,475, % Requirements: Personal Services: Salaries and Wages 354,44 387, ,11 481, % Fringe Benefits 134,59 133,8 136, , % Subtotal 488,498 52,779 53, , % Materials and Services 429,25 668,549 66,27 758, % Administrative Charges 123,981 89,444 88,679 91,88 3.6% Capital Outlay 16, n.a. Total Requirements 1,41,54 1,278,772 1,214,375 1,475, % FTE % Elections Program Budget Analysis Title of Position FTE Elections Clerk 3. Elections Supervisor 1. Elections Technician.5 Support Specialist (Non-IT) 1. Elections Technician.5 Elections Technician.5 Total FTE 5.5 This is a substantial budget increase for this program. Although permanent FTE decreased, the hours worked by temporary employees and election workers will dramatically increase during FY8-9 fiscal year when have two major elections in FY8-9, the November general (Presidential) and the May district. A.5 FTE department specialist position that was approved but not filled in FY7-8 was eliminated in accordance with budget policy. 97

8 Materials and supplies have increased in postage, printing, and security. Four additional ballot drop sites have been added and drop site security will be improved. Cost estimates were based on the similar elections of November 24 and May 27 as well as FY4-5, the year of the last presidential election. 98

9 Records Program Archives county records: scan and microfilm aging documents to make them more assessable with less wear and tear. Provide records management, including retention and destruction advise and services to all county departments requesting such. Microfilming, indexing and management of marriage licenses and maintenance of all Board records. Keep historical records safe and readable for future generations. Serve as the independent custodian for transcripts of meetings held by the Board of Commissioners. Department: County Clerk FY 25-6 Program: Records Fund: County Clerk Records FY 26-7 Budget FY 27-8 Adopted FY 28-9 Adopted +/- % Resources: Fees & Charges 79,687 76,38 75, 63, % Other Funding 5,95 6,712 6, 3, -5.% Net Working Capital: Unrestricted 157,36 154, ,43 95, % Total Resources 242, , ,43 162, % Requirements: Personal Services: Salaries and Wages 28,85 29,412 32,92 38, % Fringe Benefits 11,35 16,43 18,98 2, % Subtotal 4,2 45,842 5,19 59, % Materials and Services 26,512 54,18 22,343 91, % Administrative Charges 5,69 1,171 11,44 12,22 7.2% Capital Outlay 16,13 Contingency 38, Unappropriated: Ending Fund Balance 95,466 Total Requirements 88,45 11,31 415,43 162, % FTE % Records Program Budget Analysis Program: Records Personnel Positions Title of Position FTE Records Coordinator 1. Total FTE 1. This is a proposed status quo budget. The FY7-8 budget was overstated due to inadvertently overstating net working capital. The records program budget shown above covers only a portion of the cost of records management. Most of costs are covered in the Licensing & Recording program. 99

10 FUNDS The county clerk department budget is comprised of two funds. This is shown in the table below. Department Budget by Fund FY25-6 FY26-7 FY27-8 Budget FY28-9 Adopted Fund Name % of Total RESOURCES General Fund 2,262,494 2,435,367 2,497,316 2,781,72 86% County Clerk Records Fund 242, , ,43 162,356 14% Total 2,55,166 2,672,339 2,912,719 2,944,76 1% REQUIREMENTS General Fund 2,262,494 2,435,367 2,497,316 2,781,72 86% County Clerk Records Fund 88,45 236, ,43 162,356 14% Total 2,35,944 2,672,34 2,912,719 2,944,76 1% KEY DEPARTMENT ACCOMPLISHMENTS FY27-8 Conducted four elections, September Special, a state wide Special November Election, which had a 61% turnout, a recall election, and a Primary with a projected participation greater than 5%. Participated in development of systems for voting accessibility of voters with disabilities. Added 4 new ballot drop sites for each election. Moved the curbside ballot drop site to the Marion County Courthouse. Developed and implemented the new domestic partnership program as required by HB 27. Board of Property Tax Appeals handled over 137 petitions and conducted hearings as required. Set new policy for privacy act. Maintained a high quality of customer service. 1

11 Department: Resources by Fund Detail Clerks Office 1 - General Fund General Fund 3931 General Fund Support General Fund Total Budget Adopted FY 26 FY 27 FY 28 FY 29 2,262,494 2,435,367 2,497,316 2,781,72 2,262,494 2,435,367 2,67,69 2,781,72 Clerk General Fund 1 Total 2,262,494 2,435,367 2,67,69 2,781,72 11

12 Requirements by Fund Detail Department: Clerks Office Budget Adopted 1 - General Fund FY 26 FY 27 FY 28 FY 29 Personal Services Salaries and Wages 5112 COLA - Budget 4, Regular Wages 545, , , , Temporary Wages 67,238 73,493 46, , Vacation Pay 28,212 37, Sick Pay 16,493 2, Holiday Pay 25,334 26, Compensation Credits 4,478 42,69 43,478 45, Election Workers 26,26 52,717 47,5 85, Cell Phone Pay Straight Pay 2,777 2, Premium Pay 6,469 6, Temporary-Premium 1,964 1,944 Salaries and Wages Total 76, ,735 89, ,388 Fringe Benefits PERS (k) PERS Debt Service 5122 FICA Medical Insurance Dental Insurance Life Insurance Disability Insurance 5124 Unemployment WC-Hourly Rate 5126 Wellness EAP 5127 County HSA Contributions Fringe Benefits Total Personal Services Total Materials and Services 5211 Office Supplies 5217 Departmental Supplies Magazines & Publications 5212 Newspapers Gasoline Small Office Equipment Computer Equipment (<$5,) Software 5231 Telephones 5234 Data Connections 5235 Postage 5236 Cellular Phones 5238 Telecomm Charges Printing Services Advertising 72,86 59,66 56,885 59,431 9,198 8,38 8,866 9,591 29,84 22,573 28,441 33,429 56,951 57,69 57,489 64, ,65 144,63 171, ,448 15,52 16,482 18,124 21,12 2,35 1,984 1,791 2,46 1,865 1,813 2,646 2,853 3,89 3,15 2,844 2, ,4 331,768 32, , ,792 1,92,544 1,14,19 1,158,796 1,313,18 11,67 15,338 9,95 11,55 48,886 65,358 65,25 56, , , 2, 7,531 2,5 17,474 17,348 12,282 12, , ,489 8, , , ,89 25,59 172,488 26,4 27 6,689 3,7 4,3 12

13 Requirements by Fund Detail Department: Clerks Office Budget Adopted 1 - General Fund FY 26 FY 27 FY 28 FY 29 Materials and Services Mail Services 37,423 31,665 59,5 65, Bank Card Services Bank Services Miscellaneous Contractual 328, ,21 327,1 296, Maint - Office Equipment 4,4 4,7 2, Maint - Vehicle Maint - Building & Grounds Maint - Software ,841 62,211 62, Vehicle Rental 512 (28) 1,2 4, Building Rental - Private 215,58 229,139 25,45 252, Equipment Rental 11,141 1,315 8, 8, Parking Spaces Fleet Leases 4, Mileage-Employee 1,192 1,967 2,3 3, Commercial Carrier 553 1,56 4, 3, Meals ,35 1, Lodging 2,827 2,522 2,5 4, Meetings 1, ,3 1, Conferences 2,276 3,585 1,3 6, Training 4,361 5,11 3,5 8, 5293 Dues and Memberships 1, , Pre-Employment Investigations Awards And Recognition Materials and Services Total 868,2 1,98,98 1,85,74 1,212,572 Administrative Charges 61 Board of Commissioners 2,827 18,998 2,268 15, Governing Body Allocation 6, Business Services Allocation 9,75 7,183 8, Risk Management Allocation 7,15 5,329 7,85 2, Liability Insurance Allocation 5,6 4,9 5,6 5,5 627 Workers Comp Insurance 3,8 3,2 4,4 4,3 63 Human Resources Allocation 17,613 15,994 18,69 24, Facilities Management 2,675 21,44 23,332 28, Department Parking Allocation Custodial Charges 11,877 12,26 14,56 17, Courier , Utilities Allocation 15,385 16,422 16,615 17, Financial Services Allocation 17,788 18,292 2,953 25, Legal Services 11,75 17,918 18,66 2, Information Technology 124,26 78,12 7,413 67, Information Technology Direct 23, Telecommunications 12, FIMS Allocation 1,999 11,613 11,278 13,741 Administrative Charges Total 31, ,44 241, ,36 Capital Outlay 5311 Office Equipment 16, Capital Outlay Total 16, Clerk's Office Fund 1 Total 2,262,494 2,435,367 2,497,316 2,789,788 13

14 Resources by Fund Detail Department: Clerk's Office Budget Adopted 12 - County Clerk Records FY 26 FY 27 FY 28 FY 29 Fees and Charges County Clerk Records Fees 79,687 76,38 75, 63,445 Fees and Charges Total 79,687 76,38 75, 63,445 Other - Interest 361 Investment Interest Other - Interest Total Net Working Capital 392 Unrestricted Net Working Net Working Capital Total Clerk Records Fund 125 Total 5,95 6,712 6, 3, 5,95 6,712 6, 3, 157,36 154, ,43 95, ,36 154, ,43 95, , , ,43 162,356 14

15 Department: Clerk's Office 12 - County Clerk Records Personal Services Salaries and Wages Regular Wages Temporary Wages Vacation Pay Sick Pay Holiday Pay Compensation Credits Premium Pay Salaries and Wages Total Fringe Benefits PERS PERS Debt Service 5122 FICA Medical Insurance Dental Insurance Life Insurance Disability Insurance 5124 Unemployment WC-Hourly Rate 5126 Wellness EAP Fringe Benefits Total Materials and Services 5211 Office Supplies 5217 Departmental Supplies Gasoline Computer Equipment (<$5,) 5238 Telecomm Charges Miscellaneous Contractual Services 5262 Maint. - Vehicle Materials and Services Total Requirements by Fund Detail Personal Services Total Budget Adopted FY 26 FY 27 FY 28 FY 29 17,862 24,717 32,859 36,397 8, ,81 1, ,899 1,733 2, ,85 29,412 34,592 38,474 2,13 2,534 2,567 3, ,284 1,731 2,225 2,232 2,455 2,943 5,564 8,975 1,248 11, ,353 1,182 1, ,35 16,43 18,98 2,56 4,2 45,842 52,69 59, ,512 52, , 45, , , 45, ,512 54,18 217,843 91,12 15

16 Department: 12 - County Clerk Records Administrative Charges 61 Board of Commissioners Allocation 611 Governing Body Allocation 62 Business Services Allocation 625 Risk Management Allocation 626 Liability Insurance Allocation 627 Workers Comp Insurance Allocation 63 Human Resources Allocation 6353 Courier 64 Financial Services Allocation 645 Information Technology Allocation 6452 FIMS Allocation 6453 Telecommunications Allocation Administrative Charges Total Capital Outlay 5311 Office Equipment 5321 Automobiles Capital Outlay Total Contingency 551 Contingency Requirements by Fund Detail Clerks Office Contingency Total Budget Adopted FY 26 FY 27 FY 28 FY 29 1,362 1,372 1,71 1, ,41 1, ,419 2,471 2, ,385 3,948 3, ,212 1, ,69 1,171 11,44 12,22 16,13 16,13 38, 38, Unappropriated Ending Fund Bal 571 Undesignated Ending Fund Balance Unappropriated Ending Fund Bal Total Clerk Fund 12 Total 95,466 95,466 88,45 11,32 415,43 162,356 16