2 - Presentation - SOS - FY16 Wednesday, March 04, 2015 4:03 PM - - PDF document

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2 - Presentation - SOS - FY16 Wednesday, March 04, 2015 4:03 PM Election Services In te rfa ce f ro m n.it ':'d J ud "c:i al Se Nices, Dr iv er ic -=- n:!(n g a.nd Chief Elections Officer for South Dakota ep3rtment o He.a Ith Campaign

SLIDE 1

2 - Presentation - SOS - FY16

Wednesday, March 04, 2015 4:03 PM

SLIDE 2

SLIDE 3 Chief Elections Officer for South Dakota Campaign Finance Reports St:!tements of Organiz:ation Pre-Primary Reports Pre--G eneral Rep,om \'e;i rend Reports Te. ination R=.>ports: Remiru:ler notifications oi upcoming deadl"nes ~rnqu:-nt no ·,es Notices of O.rder (pen.atty letters:) Administrative eari gs Training and Workshops Mun·d pa1 Officers and School Bu: ( ness Mana.~ers (3 per •rear) Coun.ty Audi:m.rs SD Co ntv Commissioners/ Officials ft.ssoci:st·on Co ve ntions New a dh,:-r tr, :! ininig Odd year 2-1/ 2 days tra"ning on en.tire. election ;Process Assist with elections process Coun.ty Audi.:o.rs Fed eral/State Primary a nd Ge.neral Elections COiJnty cen ciidates County ballot el;:<ctions SP=dal d·striC:: ·ormation. e lectio ns r,.,; 1unici paJ Fina nce Officers School 81.J!Siness Ma age rs Specii=1I D.istricts !ro3d distrio:s, rural fire districts, irrig:stio dist "cts, ~,·a.:ershed d"st.ricrs, to'lms:hips - form3tion . ;; nd boa.rd e lections) C3ndidates at :ii le\'els Administration of Programs Tota I Vote Election System St.atewide voter le Candidate filin: Bat ct creation E !ectio night r.eporti ng E ection c3nvas:sing

Election Services

Interface from n.it':'d Jud"c:ial Se Nices, Driver ic-=-n:!(ng a.nd ep3rtment o He.a Ith Ca pa·sn Fi =:nee R.;.porti ng Syst':'m iOASI S and UOVACA Programs ; 1obile 6{J5 Voter Informat ion Portal Preparation of election manuals, forms and pamphlets Reco nt Book. Ca pa·.sn Finance Book reci net M an al C Jection Code 8 ection eturn 3ooks residential B=:llo:r ;a,ccess

w to Circ late a Petition

General Information on Elections Election Cal=ndar Sallot Quertio.ns P o/ Co amp let '"orms for regfstra:tion, conducrion of e lections, ballot forms, pelf ions, :ibsentee Yot i ng, certific:st e:s of e e ction, pol I boo ", t ::lly sheets and other m·sce ll-2 neous forms Abse ntee Ballot A.pplicatiom elp Affi=-rica Vote Act O'o'e.rsee the HAVA.fe-cie ra Gra m - Title I aind Title II Impleme nt req u·reme n:.:s of the Act :i:o imp.rove administration of federal elections - new Yoting equip ent, provisiona~ b-2 llot:s, State H~.VA Pia , statewide 'JOter file a nd Yote1 in.structiortS ~ember of the ection Assistance Commiss·oin Standarcis 80.;;rd Election Process eceive, verify a nd process-nominating petitions for fe.de.ral, sl!=te and le-.;isff:s · e cand·date petitio ns and statewide b := llot measure petitions Certify the rimaf)' a nd General Ele ction ca ndidat':.s and ballot me~:su-r-c :ro the county auditors, c:invass :the elections, pre pa1e certi cates of ele-::tion or e<le1al, state and l.egislative -:::a did :=tes -2 nd pre pa re the e:ection rernm book Assist co nties a nd loc.::1 jurisdictions with imp em:"ntini; feder:11 and state legislative chango?S a.nd : m te admin· aiti'Je ru _ cll:sng,: s State Board of Elections 2 meetings per yea.r f all mee-ting - proposed legislation for u-pco i g legislatiYe s.ession

Spring. meeting - prnposed -2d inistr:s · e rule.s cha.nges/ additions, e lection eq uipment

c:-rtific.ation

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e Turnout of

2014 General Election

2014 General Election by Age Group

...

SLIDE 5

Business Services

Corporation Filings For each of the following corporate fi lings t here are up to 18 diffe rent types of filin gs, to include: Articles of Incorporation Articles of Domesticat ion Articles of Ent ity Conversio n Ame dments Annual Reports Articles of Charter Surrender Articl es of Corre ction Dissolutions Farm Qua lificatio ns Farm Reports M ergers Resignations of Agent Re-instatements Reservations of ame Restated Articles St atement s of Change Perpetual Care Cemetery Annu al Financial Reports Miscellanea s Filings Corporati on (Foreign/Domestic) Non-Profit Corporation (Fo reign/Domest ic) Do mestic Churches LLC (Foreign/ Domesticl LLP (Foreign/Domestic) LP (Foreign/ Domesticl RLLP (Foreign/Domestic) Statutory Trust (Foreign/ Domesticl Business Trust (Foreign/Domestic) Ge eral Partnership Reserved ame {RS/ RL) f arm Qua lificat ions (Foreign/Domestic) f arm Qua lifications LLC {Foreign/Domestic) Dom estic Fir.e Prote ction Districts Domest ic Bank Domestic Bank LLC foreign Bank Dom estic M iscellaneous Dom estic r,;1unicipa l Power Domest ic Public Ut ility Domestic Water User District Dom estic Regiona l Ra ilroad Authority Dom est ic Sanita ry Distr· J ct foreign Registered Name Road Districts Uniform Commercial Code Filings UCC-1/ EfS UCC-2 Searches UCC-3/ EfS Terminations M o bile Home/ Ma nufa ctured Homes Railw ay Deeds, Mortgages and Leases Public Finance Transactions County Recording Fees Summons and Complaints Memorandums of Understanding Cheyenne River Sioux Tribe Compact Oglala Sioux Tribe Compact

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Administrative Services

Financial Management

Processes over S.6,003,000 in receipts each vear Processe,s expenses, payr I and vouchers Preperatioll of annua l budget Prep:: ·ng st-::t· ·cal doc mem.atiion and a nafyses as req ired Procures office supplies and p1inting of materia's

Permits, Certifications and Registrations

Pistol Permits ..:..rlministr-c.tor of th':' stat-=-wlde pistol permit dat3bas, e Precess and issue Pistol Permits Tr.;(ning and coordination with county sheriff's departments M ainta·n reoip.1ocit y a. sree e ts vi oth e states and egotiat:- ne,;-., agr':"em':'nts Not=ries Pubic Process ;m d certify Notaries Public Commis.;;ions Provide train~ ng o.n Not= ·es P u ic Coordi ;; ·on v,ith State Attorne-yG:enera s. Office and Unified Judicial System Apostilres and Aut eotications P'roc~ssi.ng s: nd certifying .: II requests for Aposti le.s and Authen.:icat·ons M:1i ta·ning officia l d:atabase of firings cenifred Trademarks Coo.rdin:=tor for Tradem arks databas'=" Process and issue cert' ::ations for trademark equests Tra·run..g regarcfing t rade a.rks lob ·st .Regis ations M:=.i ta·n state d:tabase of private a nd public obbyists Process.es f-obbyists registrations and alfthoriz. ;;tions and iss ing badges Rece· e anc:I p.roce.ss lobbyists and e mployers experise 1epon:-s:, pro•,ic:lins reminders of th e s:1me Provides assisit.ance to lobbyists du irig legislative sess·on

Filing of Official Documents

l egi.slative ? rod a ;; ·ons Ceni cation of G'Ub:ernatoria l C::bfnet Appointm ents- Certifie:tion of Gubernato ·a1 ~pointmem:s to Boa rds a nd Co mjssions Attomey Ge era I App oi.ntme..nts Supreme Court a nd Circu:it Court Appo·mments 0::1 s of Offi::e for a I positions Fini:=ncia~ lnt,;;.rest State ents Session \IVor:king Bills, Erirotled Bills, Resol ·ans an d distrib ·on Senate and House Journa ls Send In ormation. Statemen:ts AdmlnisUatiYe R \Jl '='s G,o,.•ernme t Au ::llt: Reports Post-Seconda rySchools Regist r:1tiioo Pardo sand Comml!itations Extraditions N~v1Spaper Owners ip Raffle Registration E ·ro mental Cov,a,.nants Tribal Gaming a,greem enits Athlete Agent Regtstration Attomer Ge.neral Opinions

Publications

Aut ho.rs th.e L egtSlative l\•1anu-a l (Blue Book) every od::I numbered ye:r State Constitution Booklet Handouts for school and p1Jb ic equests

State Board of Finance

Secretary for State Board of -ina.nce Prep ares ,=,ger;da, min es and proc,;;.ss . :! II cfocume.nt:tion Process-es a::I inistr.::tive rules procedu res Info rmation Technology Procurement a d mai tenance of computer ar::lware Prornremenir a d m : intenance of computer so · wa re Man: ,ges technology deve opment

Administrative Functions

Human Resources Re::ords Ma111a.semerrt Risk Ma nag~ment Con ·nuity of O perations

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SLIDE 8

e

Average Workload

250 pieces of incoming mail
900 pieces of outgoing mail
400 incoming phone calls
3 to 5 minutes per phone call
TWO hours per day per employee

just handling phone calls

SLIDE 9

Judging Performance

The FTEs of th is administration stayed the same (15.4)

Part-time FTEs for FY 2016 is a ONE TIME request

Election Team listening session with all County Aud itors

Pistol Permit and Notary Application entry within 24 hours

COMPMAlM ANALYSIS

FY15 to Date (2/28/15) FY14 (7/l/1Hi/30/14) 66.67 '

f the

ar Number Revenue 11mber Rev..nue Number Revenue Domenic Fi o n;s 41,133 S 2,010,115.00 57,139 S 2,832,222.00 71.99% 70.97'6 Foreipi Filinp 13,00S 5 ,22 ,745.00 19,098 S 1,977,55().00 68.11% 61.78'6 Toni C~r11onte F mngs 54,141 S 3,231,860.00 76231 S 4,84)9, 772.00 71.02% 67.19'6 Onfine Annual el)Om 40,1 2 5 ,55 '3.64% Paper Annual Reports 4,654 7,827 59.%% Toni Annual Reports 44,826 62,381 71.86% Trademarks 235 S 29,375.00 425 s 53,lli,OO 55.2. 93' 56.00% FYlS to Date (12/31/ 14) FY14 (7/1/13-6/30/14) 50.00% of the year Number Re enue limber Revenue Number Revenue

ucc Filings

22,953 S 411.008.00 63,435 S 1,163,580.00 36.11% 35.32'6 fY15 to Date ll/4/15) FY14 (7/1/ 1J.6/ 30/l4) 66.67 '

f the year

Number R eve,,ue tJmber Revenue Number Revenue Nouries l'\Jbfic 1,783 s 57, SS.00 2,7S s 86,970.00 64.74 66.06'6 Pistol Permru 14,037 s 97,735.00 17,886 S 125,119.00 78.441% 78.11'6

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Four Year Goals

),Increase number of corporate filings ),Increase voter turnout in all categories

),Improve efficiencies and productivity

SLIDE 11

To Meet the Goals we need

...

~Target age group interactions to increase voter registration

~Ability to meet statutory requirements in

Business Services

>Improved work environment ~Computer system upgrade in Business

Services (still on mainframe) - $750,000

SLIDE 12

Solution

),Complete the requirements of HB 1059 from 2012

~Meet business expectations and statutory

requirements with 24 hour turnaround ~Utilize workflow process diagrams ),Self-fund office software upgrades with Letter of Intent out of Financing Statement and Annual Report Filing Fee Fund, with proposed fee increases in 2016 Session