RECORDERS OFFICE AND ELECTIONS BUDGET PRESENTATION.PPTX

Recorder’s Office & Elections Department
Proposed Budget – Fiscal Year 2019-2020
Presentation to the Board of Supervisors – January 16, 2019

Three key priorities drive budget requests 2
Adequate staffing to State of the art IT Enhanced Customer
meet workload infrastructure Service
Voter registration has grown by Election systems and processes have More staffing is needed to respond
over 520,000 since 2008. Related been deemed a “Critical to customer needs and inquiries
elections processes, signature Infrastructure” by the U.S.
Department of Homeland Security • Over 220 public records
verification and litigation work has requests were submitted in
grown proportionately as well, but • Maricopa County’s ballot 2018, many requiring
staffing levels have not kept up tabulation and election complicated, time-consuming
management system is over 20 research and reporting
2008 2018 years old – slow, outdated,
designed for smaller jurisdiction, • Thousands of individuals
human resource intensive, high contacted our staff via multiple
Number of 1,730,886 2,254,596 risk of failure/liability platforms with voter questions
Reg Voters • Industry standard for “Critical and concerns
Infrastructure” requires updated • Costumer GIS mapping requests
Voter Reg 19 15 IT systems and controls are at an all time high
Staff FTEs FTEs
Elections 27 29
Staff FTEs FTEs

Currently, much of this work is being done by staff in the
Office Assistant Specialized MRT; starting salary is
$13.40/hour
Training for this staff on the complex statutes and policies
needed to do their work can take up to 9 months, depending
on the position
With minimum wage increasing to $12/hour in 2020, we
propose a 20% increase in pay for all staff in this MRT to
enhance recruitment and retention
Additionally, the agency requests a pay increase for all Office
Assistant Specialized MRT staff 3

Recorder’s Office FY’20 Budget
4
Above baseline requests
Total request: $1,169,817 ($126,294 one-time and $331,270
reallocation), including:
• $226,000 for 4 new FTEs for Voter Registration
• $71,596 for 1 new FTE to serve as Custodian of Public Records
• $71,596 for 1 new FTE to serve as Constituent Services Correspondent
• $94,159 for 1 new FTE to meet GIS/mapping customer demands
• $175,077 for pay increase for Office Assistant Specialized MRT staff

Recorder Surcharge FY’20 Budget
5
Above baseline request
Total request: $631,000 (one-time funding) for server refresh (IT
security issue)
• Move $941,454 in elections-specific IT expenses to the elections
budget

Ballot Tabulation/Election Management System
6
replacement (Supplemental FY’19)
Total request: approximately $25 million in current fiscal year (one-time
expenditures), includes:
• Replacement of ballot tabulation/elections management system used for
counting ballots and reporting election results
• includes equipment needed for polling places, central ballot count processing,
duplication of ballots (as needed), processing of write-in ballots, and election results
reporting
• replacement of ballot and tabulation work stations, servers and printers
• refresh of Elections Department work stations
• Server refresh for 1 web server, 1 SQL server, 2 batch servers
• Procurement process has been initiated to research purchase and leasing
options for system replacement; this process will help refine exact funding
amount needed

Elections Department FY’20 Budget
7
Above baseline requests
Total request: $4,262,024 ($292,000 one-time) including:
• $2,054,454 for enhanced IT infrastructure ($292,000 one-time);
$941,454 of this cost has been covered by the Recorder Surcharge
budget in past years
• $230,596 in administrative costs for 3 new IT FTEs dedicated to IT
elections systems and support
• $2,071,384 in administrative costs for 28 new FTEs for elections
administration work within the Elections Department
• Duties for 5-7 of these positions are currently being performed by “permanent”
temps
• $86,860 for pay increase for Office Assistant Specialized MRT staff

Enhanced IT Infrastructure 8
Major elections-related expenditures include:
• CISCO equipment needed to create a Disaster Recovery Site at MCTEC
• Splunk software to increase network security
• ParaScript signature verification software to create efficiencies
• Proxy server refresh to increase security
• Ongoing costs of SiteBook and Ballot-on-Demand printer imaging and
software

Elections Department – EXECUTIVE MANAGEMENT TEAM
Elections Director 9
Executive Assistant to Elections Deputy Elections Director
Director & Deputy Elections Director
Assistant Director for Assistant Director for Assistant Director for Assistant Director for Assistant Director for
Ballots & Tabulation Services Recruitment & Training Logistics Early Voting
Existing Position New Position

Elections Department – BALLOTS & TABULATION
Management of Ballot
Tabulation/EMS Contractor
Assistant Director for Ballots & Tabulation 10
Management of Ballot Printing
Contractor
Tabulation Manager Ballot Designer
Ballot Tabulation Tech Ballot Processing Ballot Processing
(Lead) Tech Tech
Ballot Ballot
Tabulation Tech Tabulation Tech
Existing Position New Position Contractor

Elections Department – SERVICES
Assistant Director for Services 11
Political Party Campaign Candidate Jurisdictional
Services Lead Finance Lead Services Lead Services Lead Front Counter Manager
Front Front Front
Counter Tech Counter Tech Counter Tech
Existing Position New Position

Elections Department – RECRUITMENT & TRAINING
Assistant Director for Recruitment & Training 12
Election Day Worker Election Support Staff Training Manager
Recruitment Manager Manager
Election Day Worker Central Board Temporary Board Worker Support Services
Recruitment Lead Worker Lead Staffing Lead Training Lead Training Lead
Bilingual Troubleshooter
Recruitment Recruitment
Lead Lead
Existing Position New Position

Elections Department – LOGISTICS
Assistant Director for Logistics 13
Early Voting Center Voting Center Services
Warehouse Manager Facilities Manager
Technical Manager Manager
Early Voting Election Day Early Voting Voting Facilities Facilities
Lead Lead Postal Lead Lead Center Lead Tech Tech
Election Day
Postal Tech
Tech
Existing Position New Position

Elections Department – EARLY VOTING
Assistant Director for Early Voting 14
Early Voting Manager
UOCAVA Lead Special Elections Flagging Lead Signature Processing Lead
Boards Lead Verification Lead
UOCAVA Tech Special Elections Flagging Tech Signature Processing Tech
Boards Tech Verification Tech
Existing Position New Position

Research of other jurisdiction staffing 15
Registered Voter Registration Elections
Voters Staff Staff Comparison
Maricopa County 2,254,596 15 FTEs 29 FTEs
Comparable in size to Maricopa County
VR: Their system is more paper intensive but their staff does not regularly check
petition signatures
Harris County Elections: They provide similar vote by mail/early voting services, 739 Election
(Houston-area), TX 2,307,654 24 FTEs 49 FTEs Day polling places in 2018
Almost 1 million less registered voters than Maricopa County
VR: A much smaller county, though they also check petition signatures
King County Elections: Administer an "all mail" voting process (with 3-6 replacement ballot
(Seattle-area), WA 1,294,185 23 FTEs 16 FTEs centers and 66 drop-off centers); do not organize Election Day polling places
68 FTEs (pending clarification
San Diego County, CA 1,767,300 from San Diego County) About 500,000 registered voters less than Maricopa County

Explanation of reallocations 16
• Elections to Recorder
• Accounting change with no fiscal impact
• Transfers $331,270 from Elections budget to Recorder budget
• Currently administrative costs are split between Recorder and Elections Department
budget; this proposal moves full cost under Recorder budget
• Surcharge to Elections
• Currently, $941,454 in IT costs directly attributable to the administration of elections
is paid out of the Surcharge budget; this proposal shifts those costs to the Elections
Department budget
• Arizona Revised Statutes 11-475.01 stipulates that these funds are to be used to
support Recorder automation; previous audit finding identified this as a potential
compliance issue
• With growth in Recording and Voter Registration IT system and support costs, continued
support of direct elections-related IT costs is not sustainable

The 2020 Election Season starts now 17
• 2020 Presidential Primary Election is March 17, 2020
• 90 day notice – and subsequent statutorily-mandated activities start December
18, 2019
• Funding of requested items as soon as possible is critical
• It will take a full-year to procure and test a new ballot
tabulation/election management system
• Procurement, implementation and testing of other IT infrastructure
items requested will also take time
• Hiring process for staffing increases (if approved) will likely take
through the end of 2019, allowing only a few months to prepare for
the large 2020 elections

Maricopa County
Recorder’s Office & Elections Department 18
QUESTIONS
Adrian Fontes, Recorder
Rey Valenzuela, Elections Director
Terry Thompson, IT Director
Sarah Schnupp, Budget & Finance Director