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HomeMy WebLinkAboutAuditors 22 23 Budget Presentation-ON �r Jefferson County Auditor's Office Department Budget Preparation For 2022-2023 Biennial Budget 9/30/2021 SON f' 4 Q IN JEFFERSON COUNTY ORGANIZATIONAL CHART AUDITOR ACCOUNTING AND PAYROLL Chief Accountant-JS Payroll Services Manager -AB Fiscal Specialist Coordinator-NR Acctg Audit Specialist - Vacant Grant Admin. - Vacant �! Clk Hire - Payroll - JF FTE Total 5.4 AUDITOR E1 LICENSING AND RECORDING Chief Deputy-BH Rcdg/ DOL Specialist-Lead-JG DOL Specialist-TR DOL Specialist -AM FTE Total 3.88 ELECTIONS/ VOTER REGISTRATION Elections Coordinator-QG Voter Reg Coord-SE Clk Hire - Ballot Processing FTE Total 1.88+ JEFFERSON COUNTY FINANCIAL SUMMARY Total Revenue Add Total Revenue - Form A 2022-23 BUDGET REQUEST .` 4 2022 DEPT 2023 DEPT REQUEST REQUEST 368,867.00 379.677.00 105,357.00 110.568.00 Revised Total Revenue 474,224 490,24S Total Expenditures 757,178.00 763,367.00 Add Total Expenditures - Form A 33,727.00 33,727.00 Revised Total Expenditures 790,90S 797,094 Net Total (316,681) (306.849) 1 certify the Department Request entered into Munis along with the other required documents have been reviewed and accurately reflect my fund's budget request for 2022-2023. (a�� �, ff% K t. A� �) ---. q - -11 - -LO 2- Signature of Elected Official / Department Head Date Fin Cert Wkbk - Auditor 2022-23 DEPT REQUEST Page 1 of 1 9/27/2021 FINANCIAL SUMMARY Budget Year: Department: Departmental Contact: Date: 2022 Auditor Rose Ann Carroll 9/27/2021 Who should use FORM A. Gertcrat FuMd [?e�sertMunts use this form if requesting an ongoing or one-time increase to your Base Budget 10ther Funds use this form if you are requesting an increase in the General Fund Transfer to your department. Base One-time Total Add Account # Account Description lBudgetAdd Add Request Brief Description of Request REVE#VIRS iit apoticabie} 001,020.33.34148.341054 WA DOL Dist to Counties 105- ,35 105,357 TOTAL REVENUES I 1105.3b7l 105,367 EXPENDITURES 001.020,33.51423.101000 Salaries & Wages 19,001 19,001 001.020.33.51423.200000 Benefits 14,726 14,726 TOTAL EXPENDITURES 33,727 - 33,727 NET REQUEST FROM GENERAL FUND (expenditures - revenues) NET GF REQUEST (71,6301- 1 71,630 Increase of .5 FTE for 20 hrs per week. This position would help cover the lines during the 10 am - 2 pm time Ix:riod Jefferson County DOL staff are certified to process quick titles. This Is a very popular transaction. Clallam does not do quick titles and Kitsap has one subagent that does them - This increases our customer base across county lines in both directions. The new WA DOL quarterly distribution to counties more than covers cost of this .5 FTE. The workstation, phone and computer already exist. Fin Cert Wkbk - Auditor 2022-23 DEPT REQUEST Page 1 of 1 9/28/2021 FINANCIAL SUMMARY Budget Year: Department: Departmental Contact: Date: 2023 Auditor Rose Ann Carroll 9/27/2021 Account # =DOL scriptlor REVENUES (if applicable) 001.020.33.34148.341054 !Counties [.Lzj'#; [fj *9 Who should use FORMA - General F d Da nta use this form if requesting an ongoing or one-time Increase to your Base Budget Dffiw Fu da use this form if you are requesting an increase in the General Fund Transfer to your department, Base One-time Total Add Budget Add Add Request 110,568 110,568 110.6681 - { 11 rat i KLques i 1-KUM vtNt:KAL FUND (expenditures - revenues) HET GF REQUEST (78,$41) Brief Description of Request Increase of .5 FTE for 20 hrs per week. This position would help cover the lines during the 10 am - 2 pm time period. Jefferson County DOL staff are certified to process quick titles. This is a very popular transaction. Clallam does not do quick titles and Kitsap has one subagent that does them. This increases our customer base across county lines in both directions. The new WA DOL quarterly distribution to counties more than covers cost of this .5 FTE. The workstation, phone and computer already exist. Fin Cart Wkbk - Auditor 2022-23 DEPT REQUEST Page 1 of 1 9/28/2021 2022-2023 BIENNIAL BUDGET BUDGET / PROGRAM Fund/Program Description RCWs MISSION STATEMENT GOALS & OBJECTIVES AUDITOR 020 The Auditor's Office provides a principle support function in the auditing, recording and controlling of financial transactions in the County as prescribed by state law. These include preparation and administration of the County budget and preparation of the annual financial report. The Auditing Division processes and audits all financial claims against the County and processes financial claims for eleven Special Purpose Taxing Districts. In the performance of these duties, the Auditor serves ex off icio as deputy supervisor under the direction of the State Auditor. The Payroll Division administers the County payroll and personnel benefit programs. The Auditor's Office serves as custodian of public records. Documents recorded by the Recording Division include, but are not limited to, deeds, real estate contracts, liens and other written instruments which are required by law to be filed in the County. The Recording Division also issues marriage licenses and accepts passport applications. The Licensing Division operates as agent of the Director of the Washington State Department of Licensing. These functions include the sale of motor vehicle licenses, collection of license fees and excise tax, transfer of vehicles from one owner to another, title changes, and collection of load fees. As an agent for the Department of Revenue, the Auditor collects use taxes on transfers of vehicles and vessels. *See Chapter 36.22 and 36.40 RCW The Auditor's Office is an inspired team recognized for its exceptional customer service. We strive to be innovative and exceed expectations. We treat everyone with trust and respect. Our staff is key to our success, and we create opportunities for them to achieve their best. 1. Accounting Accurate presentation of all financial reports and continued support for internal & external users 2. Licensing Continuing challenge of providing services our customers have grown to expect with fewer and fewer resources 3. Recording Offer open and accessible services while maintaining security as it relates to recording of legal documents 4. Passports Continued proper execution of passport applications for the citizens of Jefferson County NARRATIVE GF - 020 Auditor Page 1 of 3 2022 - 2023 Biennial Budget GOALS / OBJECTIVES Continued Accounting and Payroll: June 1, 2021 was the "Go Live" date from AS400/GEMS to MUNIS Financials. This puts both the revenue and expenses on the same software in real time. Staff continues to train and test along the way. HR/Payroll software conversion is scheduled for 7/1/2022 with much work to be done. Continued training for Accounting team, improving upon the processes and controls necessary for the preparation of accurate annual reports, and implementing necessary internal controls. In 2021, this team is being relocated to a more conducive environment for the work that is performed. They (4) are currently occupying a 225 sq ft space. Licensmnea The Licensing Division partners with the State of Washington to provide vehicle/vessel registration and title services to Jefferson County residents and businesses. The Division strives to maintain excellent customer service in a high volume transaction environment. Citizens are utilizing our online services more each year. The Licensing Division offers online renewals as well as links to renew vehicle registrations online and file Seller's Report of Sale. In 2020, a record 19,840 people renewed their registrations online being a new record for this office. In 2015, a revenue was identified from DOL that was not being requested. Since then through June, 2019 (59 months), $346,313 was reimbursed to the Auditor'sl Office for DOL services. Effective July of 2019, legislation changed this to a quarterly distribution with all 39 counties receiving the same amount each quarter. Since July, 2019 through June, 2021(24 months), $269,904 revenue has been received. In August of 2018, DRIVES Phase II was implemented. Recording: The number of documents received annually is affected by the local economy and interest rates. We strive to adjust revenue projections accordingly. The Recording Division continues to maintain cooperative liaison with its stakeholders, including other county departments, land surveyors, lending institutions, title companies and attorneys to further our goal of providing exceptional customer service. The Recording Division has expanded their project of indexing scanned documents for the years 1984 back to 1872, and uploading them to the Internet. In 2009, we began accepting passport applications. Since 2009 and through July 2020, 5,169 applications have been accepted bringing in additional revenue to the County in the amount of $131,545 to the General Fund. In 2016, eRecording was brought online. This has reduced amount of paperwork being handled for recording transactions, recordings are available to lenders immediately and brings with it reduction to carbon footprint. In August -of 2021, eRecordings accounted for 75% of the recordings YTD.- NARRATIVE - GF - 020 Auditor Page 2 of 3 2022 - 2023 Biennial Budget SUMMARY Although we operate four distinctly different departments, the Auditor's Office is unified in its approach Key Funding to providing its customers with the highest quality service from trained, professional staff. Service We continue to look for ways in which to streamline our processes, incorporate technology and utilize Issues sound management practices so that our services remain top notch. The volumes of vehicle/vessel transactions keep our staff busy. Whether they are assisting customers that come into our office, processing on-line renewals, completing transactions received by mail, our staff professionally and competently provide vital services to the citizens of Jefferson County. We continue to make the best use of technology in all areas of the Auditor's Office. Some examples of technology and web enhanced services we provide include: viewing and printing the Budget; renewing vehicle and vessel tabs online, Marriage License Applications; and other miscellaneous information for the Accounting, Licensing and Recording Divisions. STAFFING FTEs 8.16 8.59 10.28 10.78 10.78 Staffing In our budget request, an additional .5 FTE is being requested. This would help alleviate the long lines during the 10 am - 2 pm period and provide more efficient coverage for recording during that period. NARRATIVE GF - 020 Auditor Page 3 of 3 ORG OBJ DESCRIPTION TYPE 2021 Orig Budget 2021 Revised Budget 2022 Request 2023 Request AU32220 322201 MARRIAGE LICENSES Revenue (1,505) (1,505) (1,551) (1,598) AU33600 341054 WA DOL DISTRIBUTION TO COUNTY Revenue (91,682) (91,682) (94,433) (97,266) AU34121 341012 RECORDING LEGAL INST Revenue (69,495) (69,495) (71,580) (73,728) AU34121 341121 RECORDING SURVEYS Revenue (3,200) (3,200) (3,297) (3,396) AU34135 341068 OTHER STAT CERT, COPY FEES Revenue (2,300) (2,300) (2,370) (2,442) AU34148 341047 DOL LICENSE FEES Revenue (171,128) (171,128) (176,262) (181,550) AU34148 341054 WA DOL DISTRIBUTION TO COUNTY Revenue - - AU34181 341048 DUPLICATING COPIES Revenue (1,110) (1,110) (1,144) (1,179) AU34181 341094 ZIP IMAGES Revenue (2,165) (2,165) (2,230) (2,297) AU34181 341120 ZIP IMAGES Revenue - AU34199 341069 PASSPORT, NATURALIZATION FEES Revenue (25,000) (25,000) (25,751) (26,524) AU36991 369900 OVER / SHORT Revenue (50) (50) (52) (54) AU51423 100700 LONGEVITY Expense 3,375 3,375 1,575 1,575 AU51423 101000 SALARIES & WAGES Expense 515,855 515,855 527,174 531,522 AU51423 200000 PERSONNEL BENEFITS Expense 205,079 205,079 194,055 194,861 AU51423 310000 OFFICE AND OPERATING SUPPLIES Expense 7,130 7,130 7,344 7,565 AU51423 360000 SMALL TOOLS & MINOR EQUIPMENT Expense 385 385 397 409 AU51423 410000 PROFESSIONAL SERVICES Expense - - - - AU51423 420100 POSTAGE Expense 20,083 20,083 20,686 21,307 AU51423 420500 INTERFUND COMMUNICATIONS Expense 236 236 244 252 AU51423 430000 TRAVEL Expense 2,828 2,828 2,913 3,001 AU51423 490000 DUES,SUBSCRIPTIONS,MEMBERSHIPS Expense 550 550 567 585 AU51423 490600 TRAINING, SEMINARS, SCHOOLS Expense 2,158 2,158 2,223 2,290 AU58900 1582100 CUSTOMER REFUNDS Expense - -I - 2021 Revised Budget 2021 Orig Budget Total total 2022 Request Total 2023 Request Total Revenue (367,635) (367,635) (378,670) (390,034) Expense 757,679 757,679 _ 757,178 763,367 Grand Total 390,044 390,044 378,508 373,333 020 AUDITOR JEFFERSON COUNTY 2022-23 BUDGET REQUEST GENERAL , 021 Elections FINANCIAL SUMMARY 2022 DEPT 2023 DEPT REQUEST REQUEST Total Revenue 196,029.00 208,596.00 Add Total Revenue - Form A Revised Total Revenue Total Expenditures 381,026.00 387,846.00 Add Total Expenditures - Form A 80,246.00 25,000.00 Revised Total Expenditures 461,272 412,846 Net Total (461,272)1 (412,846) certify the Department Request entered into Munis along with the other required documents have been reviewed and accurately reflect my fund's budget request for 2022-2023. Signature of Elected Official / Department Head Fin Cert Wkbk - Elections 2022-23 DEPT REQUEST Page 1 of 1 Date 9/28/2021 FINANCIAL SUMMARY Budget Year: Department: Departmental Contact: Date: 2022 Elections Rose Ann Carroll _ 9/28/2021 Who should use FORM A Ganwat Fund Pgear tments use this form if requesting an ongoing or one-time increase to your Base Budget Other Funds use this form if you are requesting an increase in the General Fund Transfer to your department. Base One-time Total Add Account # I Account Description Budget Add Add Request Brief Description of Request REVENUES of applicable. TOTAL REVENUES EXPENDIJURS Upgrade to New Tabulation Machines 55,246 55,246 Elections hardwareisoftware upgrade is 55,246 short of the amount IS has collected for replacement. The tabulators we have now are from 2005. Election Ballot Return Postagc 25,000 25,000 Legislation put postage on ballot returns for elections. The State covered it initially, but will no longer cover as of 2021 Primary on. TOTAL EXPENDITURES - 66,246 80,246 NET REQUEST FROM GENERAL FUND (expenditures - revenues) NET ©F REQUEST I - 1 (65,246) {84,246} Fin Cart Wkbk - Elections 2022-23 DEPT REQUEST Page 1 of 1 9/28/2021 FINANCIAL SUMMARY should use FORM A: Budget Year: 2023 Genera► Fund Denartmgqu use this form if requesting an ongoing or one-time Department: Eleetions Increase to your Base Budget Departmental Contact: Rose Ann Carroll fir! qr{r Fonda use this form tf you are requesting an increase in the General Date: 9/28/2021 1 Fund Transfer to your department. RAL FUND (expenditures - revenues) ET OF REQUEST 26,000 mn Lert Wkbk - Elections ZUZZ-23 DEPT REQUEST Page 1 of 1 9/28/2021 2022-2023 BIENNIAL BUDGET ELECTIONS 021 The Auditor serves as ex officio supervisor of all primary, general and special elections for all state, county, city, school, hospital, fire, cemetery, water, port, park and recreation and public utility districts. In correlation with election duties, the election's staff program the ballot tabulation system; prepares ballot layout and voting devices, publishes notices of elections; apportions to state, city, county and district their share of election expenses. BUDGET The county canvassing board for all election returns is comprised of the county Auditor, the county Prosecuting Attorney, and the Chairman of the PROGRAM Secretary Commissioners. The Auditor's Office works closely with the Secretary of State and sends complete abstracts of all election results to the Secretary of State's office in Olympia. The Auditor, as the supervisor of elections, is the chief registrar of voters within the county. In accordance with Fund/Program Description RCW 29A.08.150 the expense of registration in all precincts lying wholly within a city is apportioned to the city. The election's staff maintains voter RCWs registration records that are sent out to the statewide voter registration database at the Secretary of State's Office. It is our responsibility to close voter registration in accordance with state law, prior to each election, and to publish requisite legal notice of such impending closures. The Jefferson County Auditor's Office is an inspired team recognized for its exceptional customer service. We strive to be innovative and exceed expectations. We treat everyone with trust and respect. Our staff is key to our success and we create opportunities for them to achieve their full potential. MISSION STATEMENT GOALS & OBJECTIVES To conduct fair, accurate elections and encourage people to understand and participate in the voting process. Provide continuing education for staff due to changes in election law and improvements in statewide coordination of information. Cross train staff in voter registration data entry. Continue work with the Voting Assistance Advisory Committee in developing plans to improve the accessibility of elections for voters with disabilities. OBJECTIVES FOR 0 -2 The Jefferson County Elections Department is a division of the Jefferson County Auditor's Office. The Elections Department has three areas of responsibility: Administration of County Elections, Voter Registration and Voter Outreach. NARRATIVE GF - 021 - Elections Page 1 of 4 2022-2023 Biennial Budget GOALS & OBJECTIVES Continued Fiden,ijristratiaDsaf fkctio.0 In 2022, we are budgeting to conduct the following: 2 Special Elections (Feb & Apr), Primary & General. In 2023, the budget is to conduct the following: 2 Special Elections (Feb & Apr), Primary & General. In 2019, the statewide VoteWA system was brought on-line during the August Primary. This new software allows all 39 counties to have access to data almost in real time. VoteWA continues to have improvements made to it leading to staff still learning/training. "Same Day Registration" is now part of the elections conducted. If Jefferson County is not holding an election, we still staff the election office up until 8:00 pm to allow anyone wanting to register the opportunity to do so and get the ballot for the county they are registering for if that county is holding an election. Voter Registratfs�rt; In 2019, the statewide VoteWA system was brought on-line during the August Primary. This addresses and completes Section 303 of HAVA requiring states to implement a "single, uniform, official, centralized, interactive, computerized statewide voter registration defined, maintained and administered at the state level and allows all counties access to data almost in real time". i Legislation passed bills allowing "Same Day Registration", online voter registration right up until 8 days before election and future voter registration. Our citizens may register, change addresses, etc., on-line at their convenience. Voter Outreach: As an educational agency on voter registration and the election process, the Elections division is available to speak to community organizations and at schools encouraging voter registration and participation. Our (VRC) Voter Registration Coordinator continuously looks for new ways to reach out to voters. VAAC (Voting Assistance Advisory Committee) continues to meet to develop plans to improve the i accessibility of elections for voters with disabilities. NARRATIVE GF - 021 - Elections Page 2 of 4 2022-2023 Biennial Budget SUMMARY Key Funding Service issues Outsourcing the mailing of Election Ballots started in 2014 and continues. Since the August 2012 Presidential Primary, we have been required to meet the requirements of the Federal M.O.V.E. Act (mail military and overseas ballots at a minimum of 45 days prior to the election). The deadlines set by Federal and State elections regulations have been met every election. The Election Division of the Auditor's Office strives to use the best technology and security available to elections. Our partnership with OSOS, SOC, and VoteWA posting election results and information is an example of the technological and web enhanced services we provide. In 2020, a MBV machine was purchased with grant dollars. This machine has enhanced the processing of ballots as well as making the process more efficient. All elections, results and oaths of office from 1985 to current have been scanned and may be viewed on the internet. NARRATIVE GF - 021 - Elections Page 3 of 4 2022-2023 Biennial Budget STAFFING FTEs Staffing Explanation PERFORMANCE INDICATORS # of Election; Registered Voters (Active Only lurisdictioni Costs Election Year 202 202 2021 Actuals 202 2019 2018 2017 2016 2015 2014 2013 2.64 2.10 2.26 2.26 2.26 2022 Elections . . 5 ecia . I.fi 2 (Feb/ 1 1 2 (Feb/Agar) 1 1 1 1Fpt1/+4P►� 1 1 11.5K 26K 26K 13.5K i.3K 27.5K 27 SK 13.5K 27.5K 27SK 5 +/- 25 25 5+1. 1 5 t/ 5 +i ° 5+/- 24 24 -$38K '"$58K —$73K `5't3K --525K S£t1i� "S108K 1UK -$58K ^'$83K Feb -Spec 3 2 0 Feb-PLDD Pres Primary Apr -Spec Aug Primary Nov Gen -11.5 N/A N/A TBD -26K -26K -14.5 1.6K 26K TBD -26K -26K -12.5 N/A N/A TBD 15,493 -25.1 2,613 1,225 26,305 N/A 26,495 27,700 17,984 N/A N/A N/A 22,313 25,883 1,118 N/A N/A N/A 25,100 25,100 9,760 N/A N/A N/A 24,400 24,400 23,100 N/A 23,880 10,270 23,649 24,557 20,135 N/A N/A 968 7,544 23,021 9,486 1,600 N/A 273 22,876 22,867 405 N/A N/A 3551 15,070 22,772 NARRATIVE GF - 021 - Elections Page 4 of 4 ORG OBJ DESCRIPTION TYPE 2021 Orig Budget 2021 Revised Budget 2022 Request 2023 Request EL33400 334001 SOS GRANT G-6412 Revenue - - - EL34145 341095 VOTER REG EXP-CITY OF P.T. Revenue (15,000) (15,000) (15,451) (15,915) EL34145 341096 ELECTION SERVICES Revenue (194,000) (219,000) (175,000) (189,000) EL34175 1341075 SALE OF MAPS, PUBLICATIONS Revenue (75) (75) (78) (81) EL34191 341030 CANDIDATE FILING FEES Revenue (120) (120) (5,500) (3,600) EL51440 101000 SALARIES & WAGES Expense 55,416 55,416 56,736 56,736 EL51440 200000 PERSONNEL BENEFITS Expense 23,145 23,145 22,098 22,098 EL51440 200550 EMP BENEFIT RESERVE Expense 265 265 273 282 EL51440 310000 OFFICE AND OPERATING SUPPLIES Expense 1,614 1,614 1,663 1,713 EL51440 410000 PROFESSIONAL SERVICES Expense 34,020 34,020 35,041 36,093 EL51440 420100 POSTAGE Expense 24,720 49,720 25,462 26,226 EL51440 420104 ST GRANT PPD POSTAGE Expense - - - EL51440 430000 TRAVEL Expense 2,450 2,450 2,524 2,600 EL51440 440000 ADVERTISING Expense 1,444 1,444 1,488 1,533 EL51440 450550 INTERFUND TELEPHONE Expense 42 42 44 46 EL51440 480900 MAINTENANCE SERVICE AGREEMENTS Expense - - - EL51440 490000 DUES, SUBSCRIPTIONS Expense 265 265 273 282 EL51440 490104 ES&S LICENS AGREEMENT Expense 41,661 41,661 42,911 44,199 EL51440 1490200 PRINTING Expense 100,669 100,669 103,690 106,801 EL51440 490600 TRAINING, SEMINARS, SCHOOLS Expense 1,432 1,432 1,475 1,520 EL51490 100700 LONGEVITY Expense - - 1,000 1,000 EL51490 101000 SALARIES & WAGES Expense 54,645 54,645 54,645 54,645 EL51490 200000 PERSONNEL BENEFITS Expense 20,623 20,623 19,564 19,564 EL51490 310000 OFFICE AND OPERATING SUPPLIES Expense 265 265 273 282 EL51490 420100 POSTAGE Expense 2,319 2,319 2,389 2,461 EL51490 420500 INTERFUND COMMUNICATIONS Expense 32 32 33 34 EL51490 430000 TRAVEL Expense 1,723 1,723 1,775 1,829 EL51490 490000 DUES, SUBSCRIPTIONS Expense 1,039 1,039 1,071 1,104 EL51490 490105 VOTEWA INFO MGMT SYSTEM Expense 3,605 3,605 3,714 3,826 EL51490 490200 PRINTING Expense 1,134 1,134 1,169 1,205 EL51490 490600 TRAINING, SEMINARS, SCHOOLS Expense 1,665 1,665 1,715 1,767 2021 Orig Budget 2021 Revised Budget Row Labels _ Total Total Revenue (209,195) (234,195) Expense _ 374,193 399,193 Grand Total 164,998 164,998 2022 Request 2023 Request Total Total (196,029) (208,596) 381,026 387,846 184,997 179,250 021 ELECTIONS Jefferson County 1 Official- Local Voters' Pamphlet November,2, 2021 -General Election �4son roe Published by the Jefferson County Auditor's Office } 1820 Jefferson St, Part Townsend WA 98368 ,t 4. (360) 385-9119 "si�° co.Jefferson.wa.us/126.6/Electi6ns JEFFERSON COUNTY 2022-23 BUDGET REQUEST 2022 DEPT 2023 DEPT FINANCIAL SUMMARY This must present a balanced budget.- REQUEST REQUEST Estimated Beginning Balance Budgeted Revenue Add Total Revenue - Form A Total Revenue Budgeted Expenditures Add Total Expenditures - Form A 112,022.00 + 56,011.00 56,011.00 Total Expenditures S6,011 Estimated Endng Balance S6,011 56,011.00 S6,011 I certify the Department RegUest entered into Munis along with the other required documents have been reviewed and accurately reflect my fund's budget request for 2022-2023. Signature of Elected Official / Department Head Date Fin Cert Wkbk - 104 HAVA Sec Grant 2022-23 DEPT REQUEST Page 1 of 1 9/27/2021 IR i 2022-2023 BIENNIAL BUDGET BUDGET / PROGRAM Fund/Program Description RCWs Fund 104-000-010 HAVA Elections Security Grant The HAVA Elections grant was awarded to Jefferson County on January 17, 2020. Funds must be used for "improving the administration of elections for Federal office, including enhancing election technology and make election security improvements" to the systems, equipment and processes used in federal elections. The expenses for improvements to election security must be done by 9/30/2024. MISSION Responsibly manage the Federal Monies that pass through this fund. STATEMENT GOALS/ OBJECTIVES 1) Identify any and all security issues. 2) Utilize monies received to address as many issues as possible. NARRATIVE 104 - HAVA Security Grant Page 1 of 2 2022 - 2023 Biennial Budget SUMMARY Key Funding Service Issues None. NARRATIVE - 104 HAVA Security Grant Page 2 of 2 9/28/2021 JEFFERSON COUNTY Fund 705! FINANCIAL SUMMARY Estimated Beginning Balance Add Total Revenue - Form A Total Revenue Budgeted Expenditures Add Total Expenditures - Form A Total Expenditures Estimated Endng Balance 2022-23 BUDGET REQUEST 2022 DEPT 2023 DEPT REQUEST REQUEST 54,724.00 59,679.00 77,905.00 77,900.00 130,219.0011101,836.00 208,124 72,950.00 203,169 59,679 179,736 74,720.00 101,836.00 176,556 62,859 I certify the Department Request entered into Munis along with the other required documents have been reviewed and accurately reflect my fund's budget request for 2022-2023. Signature of Elected Official / Department Head Date Fin Cert Wkbk - 105 Aud O&M 2022-23 DEPT REQUEST Page 1 of 1 9/30/2021 FORMA: GENERAL FUND ADD REQUEST FORM Budget Year: Department: Departmental Contact: Date: 2022 Auditor's O&M Rose Ann Carroll 9/28/2021 shauld use use this form if requesting an ongoing or one-time increase to your Base Budget 3therF n use this form if you are requesting an increase in the General Fund Transfer to your department Base One-time Total Add Account # I Account Description Budget Add Add Request Brief Description of Request ENUES fif applicabjel 001-261-000 Transfer from General Fund 130,219 130,219 See below TOTAL REVENUES - 130,219 130,219 enditures - revenues) GF REQUEST I - 1 130,219 Fin Cert Wkbk - 105 Aud O&M 2022-23 DEPT REQUEST Page 1 of 1 9/30/2021 FORM A: GENERAL FUND ADD REQUEST FORM Budget Year: Department: Departmental Contact: Date: 2023 Auditor's O&M Rose Ann Carroll 9/28/2021 itures - reven 101 Ma should use Rt—RM A: fi2W1Ml Fund' bvM-9 en fs use this form If requesting an ongoing or one-time Increase to your Base Budget use this form Hyou are requesting an increase in the General Fund Transfer to yourdeparfinent. Fin cert Wkbk - 105 Aud O&M 2022-23 DEPT REQUEST Page 1 of 1 9/30/2021 2022 - 2023 Biennial Budget FORM F FINANCIAL ASSISTANCE FORM Check here if no grants identified for next year's budget... Include all grants that are included in your budget request. If you have applied and have not received award yet, please note. G/L ACCOUNT PROGRAM TITLE FEDERAL OR ESTIMATED COUNTY STATE? REVENUES MATCH(*) OTAL ALL GRANTS NOTE (*) County Match includes the total annual expenditures for the program including administration, less grant revenue received. Fin Cert Wkbk - 105 Aud O&M 2022-23 DEPT REQUEST Page 3 of 3 9/30/2021 ORG OBJ DESCRIPTION TYPE 2021 Orig Budget 2021 Revised Budget 2022 Request 2023 Request 10533604 336020 AUD CENTENNIAL DOC PRES Revenue (49,000) (49,000) (49,001) (49,000) 10534121 341029 AUD DOC PRESV SURCHARGE Revenue (17,165) (17,165) (17,166) (17,165) 10534121 341057 AFFORDABLE HOUSING-AUD PORTION Revenue (4,400) (4,400) (4,401) (4,400) 10534121 341101 ENDING HOMELESSNESS -AUDITOR Revenue (7,125) (7,125) (7,126) (7,125) 10536111 361100 INVESTMENT INTEREST Revenue (210) (210) (211) (210) 10551430 101000 SALARIES & WAGES Expense 6,082 6,082 - - 10551430 200000 PERSONNEL BENEFITS Expense 5,238 5,238 - - 10551430 310000 OFFICE SUPPLIES Expense 1,000 1,000 900 900 10551430 420052 INFORMATION SERVICES Expense 8,171 8,171 9,300 9,400 10551430 430000 TRAVEL Expense 1,600 1,600 1,500 1,500 10551430 480000 REPAIR & MAINTENANCE Expense 37,712 55,885 55,650 57,320 10551430 490144 MICROFILM, PROCESSING&DUP Expense 5,000 5,000 5,000 5,000 10551430 1490600 SCHOOLS, SEMINARS lExpense 600 600 1 600 1 600 Revenue Expense Grand Total 2021 Orig Budget Total (77,900) 65,403 (12,497) 2021 Revised Budget Total (77,900) 83,576 5,676 2022 Request 2023 Request Total Total (77,905) (77,900) 72,950 74,720 (4,955) (3,180) 105 AUDITOR'S O&M FUND 105 AUDITOR'S O&M Revenue (Actual) Expenses (Actual) Approved Exp Budget Under Spent By Ending Fund Balance Beginning Fund Balance as of 1-1-2011 201,856 Actual Rev / Exp 10 year as of Revenue 9/29/2021 2011 201_2 20131 2014 2015 2016 2017 2018 2019 2020 Average 2021 72,6361 70,532 84,6311 68,6031 71,0811 74,342 77,983 76,912 72,512 88,051 75,728 98,865 74,117 84,4551103,033 85,192 111,083 131,153 86,837 91,125 87,062 65,645 48,842 110,165 I 112,677 145,706 ..24,189 ].47,122 154,616 105,9021106,200 94,813 66,795 83,576 36,048� 28,2221 42,6731 39,497 36,039 23,463 19,0651 15,075 7,751 1,150 200,375 In 2020, two expense lines below: Maintenance Agreement 53,224 Information Services 9,325 62,549 As of 9-27-21, two expense lines: 42,346 186,452E 168,050 or 94% of budget (66,795) 54,6481 45,7931 31,5801 17,030 89,458 If all of approved budget is used, the ending fund balance on 12/31/2021 would be 54,724 CERTIFICATION OF ENROLLMENT ENGROSSED HOUSE BILL 1271 Chapter 122, Laws of 2021 67th Legislature 2021 Regular Session COUNTY ELECTED OFFICIALS —VARIOUS PROVISIONS EFFECTIVE DATE: July 25, 2021—Except for section 10, which becomes effective July 1, 2022. Passed by the House February 24, 2021 Yeas 90 Nays 6 LAURIE JINKINS Speaker of the House of Representatives Passed by the Senate April 8, 2021 Yeas 47 Nays 2 DENNY HECK President of the Senate Approved April 26, 2021 2:09 PM CERTIFICATE I, Bernard Dean, Chief Clerk of the House of Representatives of the State of Washington, do hereby certify that the attached is ENGROSSED HOUSE BILL 1271 as passed by the House of Representatives and the Senate on the dates hereon set forth. BERNARD DEAN FILED April 26, 2021 Chief Clerk Secretary of State JAY INSLEE State of Washington Governor of the State of Washington ENGROSSED HOUSE BILL 1271 Passed Legislature - 2021 Regular Session State of Washington 67th Legislature 2021 Regular Session By Representatives Orwall, Goehner, Goodman, Thai, Fey, Pollet, and Harris -Talley Read first time 01/19/21. Referred to Committee on Local Government. 1 AN ACT Relating to ensuring continuity of operations in the 2 offices of county elected officials during the current COVID-19 3 pandemic and future public health crises; amending RCW 2.32.050, 4 84.41.041, 38.52.040, 70.54.430, 43.09.230, 65.04.140, 46.20.118, 5 6.21.030, 6.21.040, 6.21.050, 6.21.090, 6.21.100, and 84.56.020; 6 reenacting and amending RCW 6.01.060; creating a new section; and 7 providing an effective date. 8 BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF WASHINGTON: 9 Sec. 1. The legislature finds that the ability of 10 county elected officials to fulfill their statutory responsibilities 11 through continued conduct of essential functions and services during 12 the current COVID-19 pandemic and potential future public health 13 crises requires updating, and at times temporary waiver, of these 14 requirements in statute. The legislature intends to update the manner 15 in which services may be provided; maintaining access and 16 opportunity. In addition, the legislature intends to clarify the 17 conditions under which waiver or suspension of specific statutes may 18 be assumed by county elected officials in order to eliminate 19 temporary barriers to continuity of operations. P. 1 EHB 1271.SL I Sec. 7. RCW 65.04.140 and 2012 c 117 s 207 are each amended to 2 read as follows: 3 The county auditor in his or her capacity of recorder of deeds is 4 sole custodian of all books in which are recorded deeds, mortgages, 5 judgments, liens, incumbrances, and other instruments of writing, 6 indexes thereto, maps, charts, town plats, survey and other books and 7 papers constituting the records and files in said office of recorder 8 of deeds, and all such records and files are, and shall be, matters 9 of public information, free of charge to any and all persons 10 demanding to inspect or to examine the same, or to search the same 11 for titles of property. It is said recorder's duty to arrange in 12 suitable places the indexes of said books of record, and when 13 practicable, the record books themselves, to the end that the same 14 may be accessible to the public and convenient for said public 15 inspection, examination, and search, and not interfere with the said 16 auditor's personal control and responsibility for the same, or 17 prevent him or her from promptly furnishing the said records and 18 files of his or her said office to persons demanding any information 19 from the same. The said auditor or recorder must and shall, upon 20 demand, and without charge, freely permit any and all persons, during 21 reasonable office hours, to inspect, examine, and search any or all 22 of the records and files of his or her said office, and to gather any 23 information therefrom, and to make any desired notes or memoranda 24 about or concerning the same, and to prepare an abstract or abstracts 25 of title to any and all property therein contained. The county 26 auditor has fulfilled this obligation regarding those records that 27 can be accessed by the public on the county auditor's website. 28 Sec. 8. RCW 46.20.118 and 2009 c 366 s 1 are each amended to 29 read as follows: 30 (1) The department shall maintain a negative file. It shall 31 contain negatives of all pictures taken by the department of 32 licensing as authorized by this chapter. Negatives in the file shall 33 not be available for public inspection and copying under chapter 34 42.56 RCW. 35 (2) The department may make the file available to official 36 governmental enforcement agencies to assist in the investigation by 37 the agencies of suspected criminal activity or for the purposes of 38 verifying identity when a law enforcement officer is authorized by 39 law to request identification from an individual. P. 9 EHB 1271.SL JEFFERSON COUNTY 2022-23 BUDGET REQUEST 2022 DEPT 2023 DEPT FINANCIAL SUMMARY REQUEST REQUEST Estimated Beginning Balance Budgeted Revenue Add Total Revenue - Form A Total Revenue Budgeted Expenditures Add Total Expenditures - Form A 2,OS8,681.00 N 17,000.00 350,000.00 I 350,000.00 350,000 3SO,000 2,391,681.00 350,000.00 Total Expenditures 2,391,681 350,000 Estimated Endng Balance 17,000 17,000 I certify the Department Request entered into Munis along with the other required documents have been reviewed and accurately reflect my fund's budget request for 2022-2023. -. �- 2"1- Signature of Elected Official / Department Head Date Fin Cart Wkbk - 123 Grant Mgmt 2022.23 DEPT REQUEST Page 1 of 1 9/30/2021 BUDGET/ PROGRAM Fund/Program Description RCWs MISSION STATEMENT GOALS/ OBJECTIVES Fund 123-000-010 Fund was established in 1994. Grant Management WN a In some cases, the Grant Management Fund acts as a passthrough fund for grants that Jefferson County administers but the actual public service is contracted out to local agencies to perform. Responsibly manage the State and Federal Monies that pass through this fund. Continue the County's participation in the Community Development Block Grant (CDBG) offered by the State of Washington -Department of Commerce. Provide oversight of sub -recipient activities to ensure compliance with all State and Federal grant requirements. NARRATIVE 123 - Grant Mgmt Page 1 of 2 2022 - 2023 Biennial Budget SUMMARY Key Funding The County had previously discontinued its involvement in several grants that became too costly to administer. Service At the beginning of 2021, the only grant being managed in this fund was the CDBG grant offered by the State Issues of Washington -Department of Commerce. The first ARPA (America Rescue Plan Act) tranche received in 2021 was posted to this fund. All related expenses will be disbursed from this fund. I NARRATIVE 123 - Grant Mgmt Page 2 of 2 9/30/2021 ORG OBJ DESCRIPTION TYPE 2021 Orig Budget 2021 Revised Budget 2022 Request 2023 Request 12333292 332922 AMERICAN RESCUE PLAN -TREASURY Revenue - (3,129,276) - 12333314 333123 CDBG PUBLIC SERVICES GRANT Revenue (282,517) (282,517) (350,000) (350,000) 12355720 410000 PROFESSIONAL SERVICES Expense 282,517 282,517 350,000 350,020 12359999 599999 AM RESCUE PLAN -BUDGET ONLY Expense 3,129,276 2,041,681 1 - 2021 Orig Budget 2021 Revised Budget 2022 Request 2023 Request Total Total Total Total Revenue (282,517) (3,411,793) (350,000) (350,000) Expense 282,517 3,411,793 2,391,681 350,000 Grand Total - - 2,041,681 123 GRANTS MANAGEMENT JEFFERSON COUNTY 2022-23 BUDGET REQUEST "` 2022 DEPT 2023 DEPT FINANCIAL SUMMARY REQUEST REQUEST Estimated Beginning Balance Budgeted Revenue Add Total Revenue - Form A Total Revenue 103,327.00 96,327.00 Budgeted Expenditures 7,000.00 7,000.00 Add Total Expenditures - Form A Total Expenditures 7,000 7,000 Estimated Endng Balance 96,327 89,327 I certify the Department Request entered into Munis along with the other required documents have been reviewed and accurately reflect my fund's budget request for 2022-2023. Signature of Elected Official / Department Head -z:-)-ZdZ Date Fin Cert Wkbk - 160 Water Pollution 2022-23 DEPT REQUEST Page 1 of 1 9/27/2021 2022-2023 BIENNIAL BUDGET BUDGET / PROGRAM Fund/Program Description RCWs MISSION STATEMENT GOALS/ OBJECTIVES Fund 160-000-010 Water Pollution Control Fund was established to provide for a septic repair loan program funded through the Washington State -Department of Ecology. Environmental Health administered the loans, while the Treasurer's Office processes the loan payments and maintains the debt schedule. NARRATIVE 160 - Water Pollution Control Page 1 of 2 Fund 160-000-010 SUMMARY Key Funding Service Issues Water Pollution Control r?�- There are no significant changes in the 2022-23 Biennial Budget. NARRATIVE 160 - Water Pollution Control Page 2 Of 2 �•saY ORG OBJ DESCRIPTION TYPE 2021 Orig Budget 2021 Revised Budget 2022 Request 2023 Request 16053100 1491146 IRECONVEYANCE FEES lExpense 1 7,000 1 7,000 1 7,000 1 7,000 160 WATER POLLUTION CONTROL