Office of the Secretary of State Secretary of State Shantel Krebs - - PowerPoint PPT Presentation

Office of the Secretary of State

Secretary of State Shantel Krebs January 11, 2017

Budget Appropriation Review

Secretary of State Staff Here to serve you!

Fiscal Year Review

(Refer to Document 1)

Budget Comparison

(Refer to Document 1)

Budget Reduction - $99,246

• Personal Services
• REDUCTION to general fund of $32,255; REDUCTION to federal fund of $10,164; and expansion to
• ther fund of $2,811.
• Travel
• REDUCTION to federal fund of $4,764; REDUCTION to other fund of $3,253; and expansion to general

fund of $314.

• Contractual Services
• REDUCTION to general fund of $165; REDUCTION to federal fund of $39,516; and expansion to other

fund of $13,985.

• Supplies & Materials
• REDUCTION to federal fund of $342; REDUCTION to other fund of $23,376; and expansion to general

fund of $3,753.

• Capital Outlay
• REDUCTION to federal fund of $200; REDUCTION to other fund of $11,625; and expansion to general

fund of $5,550.

• Total Personal Services and Operating Expenses
• REDUCTION to general fund of $22,802; REDUCTION to federal fund of

$54,986; and REDUCTION to other fund of $21,458.

(Refer to Document 1)

Election Services Statistics

• Primary Election Turnout

126,128 voters / 21.94% (Republican Primary – 27.20% / Democratic Primary 17.51%)

• General Election Turnout

378,995 voters / 69.62%

• Absentee Ballot Numbers for General Election

108,000 voters (30% of total voters)

• Voter Registration Breakdown by Party

Republican – 253,132 Democrat – 170,671 NPA/Independent – 119,829 Libertarian – 1,644 Other – 840 Constitution – 499 Total Active – 546,615

• Number of UOCAVA Voters

2,698 voters

Election Training

• County Auditors
• Spring, fall and new officials workshops
• Two-day training in November 2015 regarding entire

election process

• Multiple webinars throughout the year
• Municipal Finance Officers & School Business Managers
• Multiple webinars & in-person training

Ballot Question Pamphlets

• Cost to Counties to Publish Full Text of Ballot Questions in Official Newspapers
• $190,051.68
• Cost to state and counties to print Ballot Question Pamphlets
• State
• Printed 25,000 copies at a cost of $8,285
• Counties
• 60 of 66 counties provided costs for additional copies,

totaling $6,113.71

• Number of actual Ballot Questions petition sheets submitted
• 25,142 petition sheets
• Number of actual Ballot Question signatures submitted
• 334,669 signatures

Petition Review Document

Petition sheet is a single, self contained sheet (not glued, stapled, taped) Header matches Instructions to Voters present Verification of Circulator section present Signature lines numbered in order Circulator printed name Circulator In state, residential address Circulator CAN sign the petition Circulator CANNOT be notary Only one circulator signed Missing info from circulator's verification can be found elsewhere on the petition = Acceptable If circulator's verfication is not complete the entire petition is thrown out Notary In-State on seal Notary Signature/Date Notary expiration date Notary CANNOT sign petition nor be the circulator Notary verified AFTER circulator signed/dated Date of signature on or after petition was filed Date of signature on or before circulator verification Date includes Month, Date (Can be spelled out or numerical, Year not required) Date of signature is on or after registration date All six boxes completed No ditto marks Signers name printed, legible, how they usually sign County matches voter registration (street address doesn't have to match) Signer lives in a 1st class municipality, must list residential address (no PO Box) Aberdeen, Belle Fourche, Box Elder, Brandon, Brookings, Huron, Madison, Mitchell, Pierre, Rapid City, Sioux Falls, Spearfish, Sturgis, Vermillion, Watertown, Yankton If voter signed in the printed box & printed in the signed box (same with the other boxes – if they are mixed up but all the information is there we accept it) Common abbreviation marks Description of residence location if the person does not have an address

5% Random Sample

All selected signature lines in the random sample are also verified by checking the voter registration status of that signer to ensure they are a registered voter and a registered voter in the county the signer listed on the petition form.

Form Notary Signatures Acceptable

STATEWIDE BALLOT QUESTION PETITION VERIFICATION PROCESS

Circulator

HAVA Federal Audit

• HAVA Federal Audit was conducted in 2016 and included:
• Employee salary structures
• Property equipment inventory
• Procurement procedures
• Requests for supporting documentation for purchases made with Federal funds
• Travel expenditures
• Internal control policies
• In our first month (January 2015) changes were instituted
• Detailed policies on procurement internal controls for payments/vouchers
• Creating time-based salaries versus percentage based salaries
• Audit Resolution Report issued by the Office of the Inspector General is pending

2015 Legislative Audit Report

• County reimbursement process set up, including full detail back up

and approval by two staff members.

• Personnel now complete time studies, which report actual hours

rather than a percentage of time.

• Cloud storage services referenced in the finding, Rackspace, are no

longer utilized.

• The previous administration contracted with Christopher J. Hupke

Consulting LLC to provide project management duties for the iOASIS

• project. A total of $43,392.05 was paid to the contractor between

July 31, 2013 and March 3, 2014. No documentation was identified.

• All invoices paid from federal funds require two internal approvals.

(Refer to Document 5)

Implementation of Internal Controls

Campaign Finance Review Task Force

• Task Force Summer 2016 to rewrite campaign finance laws
• Task force members
• Secretary Krebs
• Deputy Tom Deadrick
• Deputy Kea Warne
• Ellie Bailey (Attorney General’s Office)
• Linda Lea Viken (State Board of Elections)
• Representative Julie Bartling
• Representative Mary Duvall
• Senator Brock Greenfield
• Senator Scott Parsley
• Tony Venhuizen (Chief of Staff, Governor’s Office)
• Draft language submitted for Legislature’s hearing

New Business Online Filing System

Start a Business Search for a Business

Business Services Workload Statistics

Filings from 11/14/2016 to 12/31/2016

Document Type Paper Filed Web Prepared Web Filed Auto Filed Total Business Services Annual Report 295 71 6,966 7,332 Formation - Business Corporation 193 193 Formation - Business Trust 3 3 Formation - General Partnership 2 2 Formation - Limited Liability Company 289 8 636 933 Formation - Limited Liability Partnership 10 10 Formation - Limited Partnership 23 23 Formation - Nonprofit Corporation 55 55 Formation - Registered Name 2 2 Formation - Reserved Name 15 15 Total Business Services 887 79 7,602 8,568 10.40% 0.90% 88.70% 0.00% 100.00% UCC Services Info Request - Copies Only 31 209 240 Info Request - List and ALL Copies 80 398 478 Info Request - List ONLY 18 62 80 UCC Financing Statement (UCC1) 184 140 2,312 727 3,363 UCC Financing Statement Amendment (UCC3) 112 91 3,076 561 3,840 Total UCC Services 425 231 6,057 1,288 8,001 5.30% 2.90% 75.70% 16.10% 100.00% Certificates Certificate of Good Standing/Authorization 59 460 519 Total Certificates 59 460 519 11.40% 0.00% 88.60% 0.00% 100.00%

Business Services Statistics

Total Filings for Each Year

• FY 2017 to date Late Filing Fee Revenue to GF - $174,850
• FY 2017 to date Paper Filing Fee Revenue to GF - $9,080
• Total Number of Redacted Images Available to the Public – 4,721,227

(Includes 2,322,199 Corporate Images taken down during previous administration)

• Total Number of Images Converted to Digital – 2,529,082

Business Services UCC Statistics

FY2012 FY2013 FY2014 FY2015 FY2016 FY2017 thru

12/31/2016

Six Year Average Dakota Fast File 682 623 653 725 756 303 674 UCC 1 22,891 21,599 23,464 21,044 22,109 10,504 22,019 UCC 3 Amend/Continue/Assign 20,359 18,604 24,284 16,335 16,668 8,116 18,747 UCC 3 Termination 14,734 14,772 15,687 12,873 12,721 6,857 14,084 UCC 2 2,844 2,415 2,462 2,779 4,746 2,922 3,515 60,828 57,390 65,897 53,031 49,607 28,399 57,259 UCC Database Download 101 105 156 UCC Crops/Livestock 28 30 44 Corporate Database 69 45 80 Total Requests 198 180 279 UCC Copies and Miscellaneous 1,872 1,892 2,097 2,133 3,774 2,469 2,354

Digitization Project

Digitization Project

Total Copies Revenue to General Fund FY 2016 = $58,676

Pistol Permit Statistics

State all-time high for pistol permits issued in a calendar year!

30,029 New and Renewal Regular Permits

Revenue Generated to the General Fund

• FY 2016

$209,497

• FY 2017 to date

$90,289

Calendar Year Total New and Renewal Regular Permits Issued 2016 30,029 2015 22,554 2014 18,656 2013 26,863 2012 17,160 2011 15,332 2010 14,839 2009 16,095 2008 13,838 2007 11,533 2006 11,763 Total New Enhanced Permits Issued 2016 1,460 2015 37

Three Types of Permits

New Concealed Carry Permit System

Payroll and Time Studies

• The 10 salaried employees worked in excess of 2,277.3 hours of overtime

during CY 2016, equating to 1.1 FTE.

Accomplishments

• Broke records in every area of our office
• Record number of absentee voters and registered voters
• Record number of petition signatures submitted
• Numerous webinars and in person training sessions with county auditors
• First federally required audit of South Dakota ‘s HAVA grant funds spanning

13 years and three different administrations

• Development and implementation of new CFR System
• Final disbursement of HHS grant funds to counties for improving polling

place access

• Record number of regular concealed carry permits issued – 30,029
• Leader in the nation with the new online filing information system, with a

record number of filings within the first month after go live

• Redaction of over 2.3 million business documents now making them

available to the public after being taken down under the previous administration

• Digital conversion of over 2.5 million images from microfilm/microfiche

Summary

SOS set record after record FY 2016 Total Revenue (General and Other Fund) $7,087,775 FY2016 Total Expenditures (General and Other Fund) $1,657,172 No change in Full-time Employees FY2018 requesting REDUCTION of $99,246

Office of the Secretary of State

Secretary of State Shantel Krebs

Serving South Dakota Every Day!