PRESENTATION.PDF

11\
I•I
Elections Work Group Presentation
Board of Supervisors
Special Meeting
May 20, 2019 , ,

Elections Work Group
Presentation
Or January J6 219, wt support from the COL
Recorcer te Board directed the Co,„ri: arage
-con"a wo goip to renjew and prepare a set of
recor r" e oat ors to the Board regarchrg
structure,
staffing, and
technology resources
of the Elections Department.

WHY a Work Group?
0 Concerns vvlltr or elections '
rc ude: VOTE
o __ong nes HERE/Aout
o S ow vote counts M]cp 1NT ELECIMS DEM
O 3a ot colfuslIon
O Po llrg pace lissues
o \acdona spotlight after 2016 Presidential Preference Election
o nterna Audit review after 2018 Primary revealed
oppor unities to limprove

iTQD T we E
I. A document review
(statutes, charters, reports, etc.)
II. Understanding the current
processes and procedures with a focus on the
statutory hand-offs between the Recorder's Office
and the Elections Department
III. Consulting with other elections offices
IV. Assessment of current resources
(staffing, technology, equipment, and facilities)

Owerarc tatutor
Board of Supervisors
Cou firM9 Recorder
• Noticing Elections
O Voter Regllstratllon, „,nfformed
and Overseas Cathens Absentee • Election Day Activities &
Votllng Act, Updathlg Voter Ro s, Providing Equipment, Supplies,
nacjve _llst, P recinct ReOsters Ballots, Signage
0 Ear y Voting Acthilltlles • Safeguard and ensure accuracy
Sgnature Veft of tabulation equipment
o Provllsllona0 Ba Dots & Voter • Appointing & Training of Poll
ChallDenges Workers
o Challn of custody of equipment • Set Location of Tally & Certifies
and b Hots -crom eat/ voting Results
thru p oviskAa tabu atkon • Special Districts
uties are generally limited to ministerial tasks.

';]©-1,1 Acdo -0 i-J- crfo7
1975— Director reports to Resolugcm & CiFafter2 Vac
the Board, the Clerk &
Recorder when the past 64 oaf
performing the assigned
statutory responsibilities
i955 — of each entity.
Elections
Dept. 2019
1977 — The Recorder was 1982& 1985 —
verbally appointed to act on the The charter was
Board's behalf in all matters amended to have
concerning elections. those current
1978 — The Director of Elections officers sign in
is to serve at the pleasure of support.
the Recorder.

rc 0
(CA CeS
As Outlined By Statut2
L.
Process mapping exercise was
performed with staff from both offices
in February
EARLY •••fo, VOTIWINOTACION lCei I171..1 e I .11 I111,t1A
PIO RED INWWI TRIG u.), Ballot Creation Election staff uses a
0373.00.02
OFFICIAL BALLOT / BOLETA OFICIAL
PRIMARY ELECTICY
ELECCION PRIMAF central voter registration database
SO AUGUST DEAGOSTO JO, 2070. OS MA! so:
To VOTE: compuo
PARA VOTAR: Cow
Fora list of EARLY valid VOTING INS111 system (VRAS) managed by the
WRITE-IN candidates andlor
please visit Wwv1fJermaricoDan
iDERAL
URAL
TES SENATOR Recorder's Office.
FEDERAL
11.10RE MAN 1)
10 PAS DE 1)
RKPATRICK,
NGRESS

Kcv r C continued
Real-time access to voter
registration information (VRAS)
is credited with a lower # of
provisional ballots
2018 GENERAL MARICOPA PIMA
ELECTION COUNTY COUNTY
In-Person Voters 269,735 64,731
Provisional Ballots 16,409 18,156
6% 28%

-1 I
d continued
Provisional ballots take more time to process
Provisional ballots must undergo a voter validation
process conducted by the Recorder's Office. Approved
ballots are then passed to Elections for tabulation.
PROVISIONAL-BALLOT I BOLETA PROVISIONAL . AFF# 8-10641921 1111111111111111111i111111111111111111111111111111111
BOARDWORKER: Has the elector provided either one form of identification from List #1 OR two forms from List #2? YES SI NO (circle one)
OFICIAL DE ELECC1ON: 2,Ha suministrado ol elector uno do los tipos da identificacion de la Lista #1 0 dos tipos de la Lista #2? (cfrculo uno
11111) rurr inr) nom UST 2 - Sufficient ID without photograph bearing the name and address (two require-di;
• Valid Arizona driver licerse or ron-opera:ing identifinton • Willy bill of the elector that is dated within ninety OW days of :he date of tne election. A uti:ity bill may be for
• T•iboi enrollment card or other form of tribal identif calm .:Pho:o or Non photo: electric, gas, water, solid waste, sewer, telephone, cellular °hone, or cable televisicl
• Valid L iiied States federal, stale, or local government issAd idenfificaticn • Bank or vedit union statement that is dated within ninety (90) days of he dale of the 4,lection
• Valid Afizona Vehicle Registration
If NO is circled above you nave five (5) days after a Federal Genera: eleclion • Property tax statement of the electors resloenas
and three (3) days after any olhe- election to provide sufficient ID to he • Vehicle insurance card
County Recorder. You may visit one of our offices listed below or, if aPpliCa010, • Valid United Slates federal, state, or local government ,ssued idontificaton
see the supplemental list rig provided by the boarowryker for more locations. If • Recorder's Certif cation Voter Regist'ation Card
you have any questions or concerns, please contact us at 602-505-151. • My 'Official Election Motile mailing bearing your ramo and ado ress
OFFICE LOCATIONS: 111 S. 3rd Ave., Phoenix • 510 8. 3rd Ave., Phoenix • 222 E. Javelina, Mesa
To find the status of your Provisional Ballot you may cell 602-506-1511 or visit tho Marioopa County Recorder's web site at hitpIreggicleLrnaricapa,govielections.htm.
You will need the AFF# printed at the top of this receipt to access the information tor your ballot. The intimation will be available 10 calendar days after a Federal General
election and 5 business days after any other election. If you fool that a violation of the Help America Veto Act 2002 has occurred, you may opritact the Secretary of State
at 1-877-ThE-VOTE or visit the Secretary of States web page at www.sosamcom

continued
Recruiting & Training activities for over
4,000 elections workers
-71,7111L— 1111111111111E
Maricopa CountN,
Elections
Bolrciworker Traini:

irfc
1 1
=Ui continued
Transitioning 40 early vote centers to
polling locations on election day
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UNITED STATES SENATOR
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602-606'15"

ompared SluLture of Other AZ Coun'r°12
eporting Structure of Election Departments in AZ Counties
Six (6) report to the Five (5) report Four (4) report to the
County Manager or directly to the County Recorder
Administrator Board of Supervisors
Pima Yavapai Maricopa
Pinal Gila Yuma
(changed in Feb. 2019)
Cochise Graham Coconino
Apache Greenlee Navajo
Santa Cruz La Paz
Mohave

Eew oreol:e ador PP beroo
). The voters deserve a "Best in Class" elections system.
Both the County Recorder and the Board share statutory
responsibility for elections.
Be mindful of how changes may
impact the critical 2020
ELECTION elections calendar.
2021pi r
Maintain efficiencies and
1 II I remain fiscally responsible.
ARIZONA
. lovoz )J47 ,";.1

SE a Ped
The Recorder's Office and Elections
have been operating as a single
department for over 40 years —
Staff from Recorder's Office
work in Elections, SiteBooks
& Ballot on Demand printers
are used for both early voting
and election day activities,
both share real-time access to the VRAS database, voting
booths & supplies, technology infrastructure, GIS,
warehouse ops, vehicles, etc.

1 '9\12 ororrendAtions- TECHNOLOGY:
a Upgrade tab catk) - equipment.
Using 1998 tec mogy
• Ensure all databases are fully
documented and upgraded.
• After each update, a full
security review should be
performed.

De) CE F F F C ° CcY%'S
STAFFING:
• Conduct an independent
staffing analysis to evaluate
the workload and skill-sets
needed.
• Set aside commensurate funding for the staff positions
following the analysis and benchmarking research.

acr s - STRUCTURE00
Given the scope of the upcoming 2020 elections
calendar in which preparation activities are already in
progress,
the planned introduction of new tabulation
technology which is to be tested in the November
2019 local jurisdiction elections,
and the significant level of interdependencies with the
current operations, the members support a
shared reporting structure.
Serving over 2.2 million registered voters

J,_©r a shared reporting structure iccok ke?
• Through an amended charter, continue to grant administrative
authority to the County Recorder to perform the assigned
statutory election duties of the Board.
• Establish two director-level positions.
• The scope of each position would be, to a great extent, aligned
with the assigned statutory responsibilities.
• The director overseeing most of the Board's responsibilities
would have a dual or shared reporting structure.
Board of Supervisors County Recorder
Director or Officer of Election Day & Director or Officer of Elections
Emergency Voting Services & Early Voting

shared reporting structure?
• The Elections Department should not be political.
• Forges a shoulder-to-shoulder partnership between the Board
and the Recorder's Office.
• Requires close communication and collaboration to
successfully execute all phases of an election.
• Improves overall accountability and transparency.
• Maintains operational efficiencies and avoids significant
duplicative costs.
• With mutual support from the Recorder and the Board, there
can be a higher level of support for the upcoming 2020
election calendar.

r order "or a shared reporting structure
to be eleGn:'ve and accomprsh the goals,
r(' 7 po rt the Co nRy eco CIL C
3oord so s
' corcurrence 11 rot achieved, an alternate
recorr enda -nios n offered.

Opticr 'or Lafe°0
Embed an administrator to serve as an
independent observer or
an Elections Quality Assurance Officer
to assist in providing the Board regular updates
and advising on matters impacting those
election responsibilities assigned in statute
to the Board of Supervisors.
/111111k 0%A T4,

rem:pp cite wen“‹ x7rOLI
Upg adhg the 20+ year o c cam allon techroVogy,
2. Pero -----)llrg ar iiroepe Ident s'Afll -g ono yslis wilt
co ------nelsJrate Lvolin gy
cs:ao llshll -g a s -a red execitive reporting strcture that:
Creates two cHrecor eve poslltiu- s
Gllves each director responsilbil .itlles that a llgn wilt
the speciific duties assigned in statute
rnp ove acco Jntability, transparency and service
e very

On behalf of the work group, this
concludes the presentation.
A written report has been provided to
the Clerk of the Board.
An online portal is open to receive
further public comment at:
'ttps://www.marcopoogov/4987
/2019= HIectors=Revw=Proect ,