011818SB.DOC

Special Meeting Minutes
Thursday, January 18, 2018 Board Members
9:00 AM Steve Chucri, Chairman, District 2
Bill Gates, Vice Chairman, District 3
BOARD OF SUPERVISORS Denny Barney, District 1
Maricopa County, Arizona Clint Hickman, District 4
(and the Boards of Directors of the Flood Control Steve Gallardo, District 5
District, Library District, Stadium District, Improvement
Districts, Housing Authority of Maricopa County,
Housing Authority of Maricopa County and/or Board of County Manager
Deposit) Joy Rich
Clerk of the Board
"The mission of Maricopa County is Fran McCarroll
to provide regional leadership and
fiscally responsible, necessary Meeting Location
public services to its residents so
they can enjoy living in healthy Supervisors’ Conference Room
and safe communities” 301 W. Jefferson, 10th Floor
Phoenix, AZ 85003
BOARD OF SUPERVISORS
The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Special Session at
9:00 AM on Thursday, January 18, 2018, in the Sullivan Conference Room, 301 W. Jefferson, 10th
Floor, Phoenix, AZ 85003, with the following members present: Steve Chucri, Chairman, District 2;
Bill Gates, Vice Chairman, District 3; Denny Barney, District 1; Clint Hickman, District 4; and Steve
Gallardo, District 5 (entered late). Also present: Fran McCarroll, Clerk of the Board; Maria
Ceaglske, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel.
OTHER OFFICE - DEPARTMENT
1. PRESENTATION REGARDING THE FY 2019 BUDGET
Presentation regarding the FY 2019 Budget from Elected Officials and Judicial Officer. (C-
06-18-233-P-00)
Maricopa County Justice Courts
Judge Keith Russell, Presiding Judge, Justice Courts
Jeff Fine, Justice Courts Administrator
Judicial Branch
Judge Janet Barton, Presiding Judge, Superior Court
Raymond Billotte, Judicial Branch Administrator
Maricopa County Clerk of Superior Court
Michael Jeanes, Clerk of the Superior Court
Chris Kelly, Chief Deputy
Maricopa County Attorney’s Office
William Montgomery, County Attorney
Mark Faull, Chief Deputy County Attorney
Maricopa County Recorder’s Office
Adrian Fontes, Recorder
Keely Varvel, Chief Deputy Recorder
Maricopa County Assessor’s Office
Paul Petersen, Assessor
Tim Boncoskey, Chief Deputy

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Thursday, January 18, 2018
Page 2 of 20
Justice Courts
Judge Keith Russell, Presiding Judge of Justice Courts, introduced:
Judge David Osterfeld, Associate Presiding Judge of Justice of the Peace; and
Jeff Fine, Justice Courts Administrator.
Judge Russell thanked the Board for the leadership and budgetary opportunities given in FY 2018. He
gave a brief presentation Overview:
He noted additional funding would not be requested.
Judge Russell reviewed the following CY 2017 vs. CY 2016 Service Demand:
He said civil case filings were up 25.9% and the additional funding goes into an enhancement or
special revenue fund. He does not anticipate any new changes in caseloads.
Judge Russell noted the success of the video appearance center and anticipates additional success
with the video services that will take place at the new Sheriff’s Intake, Transfer and Release (ITR)
building. Where it is appropriate, individuals will be released from jail nearly 24-36 hours earlier than
the average timeframe which helps in reducing costs and is responsive to the needs of constituents.

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Supervisor Hickman asked if there was a cost savings in the use of the video appearance center.
Judge Russell responded that the time of incarceration of defendants has been reduced on a large
number of cases so they are able to get back to their jobs and families in a shorter timeframe. The vast
majority of the offenses are minor and the time defendants were spending in jail was up to 10 days.
~ Supervisor Gallardo entered the meeting ~
Mr. Fine said the timeframe has been reduced to 3 days as opposed to 7-10 days. Statistics show this
is over 50% faster and it is expected to have the same timesaving in the new Sheriff’s ITR building.
Judge Russell stated it is not a cost savings to the County but we are reducing defendant jail time.
Supervisor Hickman questioned the effect it had on transporting inmates. Joy Rich, County Manager,
stated there has not been a specific report released on the cost savings for that component.
Judge Russell explained the following remaining items for FY 2018 Overview:
 Southwest Regional Center–opened and noted the co-location of facilities throughout the Valley.
 Electronic Filing & Bulk Filing–Administrative Law Court (ALC) has taken the lead on the electronic
and bulk filing which is expected to be completed at the end of 2018 or early 2019. It is a user-
based fee so County funding is not necessary.
 Electronic Customer Notifications–reminders will now be sent electronically to defendants noting
payment obligations and court hearing dates.
 Interface with New Treasurer System–anticipate roll out date of March 2018.
 Interface with Arizona Motor Vehicle Department Modernization – the current system is being
replaced and is expected to roll out at the end of 2018.
 Disposition Reporting Improvements–enable staff to accurately account for activity within the courts
 Online Traffic Case Resolution–project will be let in Spring 2018 to receive payments on traffic case
obligations and it is a program run by American Logistics Company (ALC).
 Online Dispute Resolution–ALC is limited jurisdiction courts that will participate and it is a form
available online where the parties can engage.
Supervisor Gates asked for more information and Judge Russell said currently litigants for civil cases
are brought in to court. This system will allow discussion to take place between the parties before a
trial date is actually set and in most cases the issue is resolved before it gets to that point.
Supervisor Gates asked how the system works. Mr. Fine said the system forum is similar to how text
messaging works so information is shared between parties. Judge Russell said the forum is not
facilitated but the courts may assign a facilitator if necessary.
Supervisor Gates said it is encouraging to see the system is working and was encouraged to see that
dispute resolution to lowers costs and leads to better results.

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Judge Russell reviewed the following Continuing Themes:
Judge Russell noted the following on Judicial Branch Reform: there is a discussion nationwide about
Smart Justice with different outcomes which include time standards the ALC put into place a few years
ago. Once the time standards were in place it was found that some areas needed additional attention.
The County will be running a pilot program for ALC regarding small claims, which are thought to be a
short process but in reality are lengthy within the system. The pilot program will help to shorten the
timeframe of small claims. He noted second chance initiatives is an outgrowth of what the Judicial
Branch is currently doing. He noted his appreciation of Smart Justice and said mental health issues
will be the focal point moving forward.
Judge Russell noted the following on Our People: the court staff are the ones who make it operate.
He was appreciative of the flexibility given in the FY 2018 budget to assist in managing the personnel
turnover. He spoke about increasing costs with benefits for employees and recognized the challenges
they have faced. The employee compensation component for pay-for-performance is encouraging.
Judge Russell noted the following on Partnering & Collaboration: investment has been made in
partnerships with the Board, Superior Court and ALC. It was not long ago when they came out of
receivership. He said the collaborative relationships are in a much better place than past years and
noted his appreciation of working with the Board.
Judge Russell noted the following on Responsiveness to Legislative Changes & Rule Changes: there
is another package at the Legislature that was not successful last year on fair justice and if it does pass
they will need to manage those changes.

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Thursday, January 18, 2018
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Judge Russell noted the need for flexibility on the following projects: facility safety & security;
operational sustainability; and operational improvements. He said he has been querying the Justice of
the Peace to determine priorities.
Judge Russell noted there are differences in safety and security issues between stand-alone facilities
and co-located facilities. The new facilities have delineation between restricted and public areas. He
noted security issues within each facility and updates within the facilities will cost $200,000 to
$300,000. He requested flexibility to use what funds are available to start the refresh project.

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Thursday, January 18, 2018
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Judge Russell noted court hearings are recorded in the existing facilities utilizing an aging technology
known as the For The Record (FTR) system. Some of the equipment used within the courtroom has
been replaced when necessary and case management equipment devices are between 12-13 years
old. A complete refresh of all the systems would be a 10 year project. If given the flexibility, existing
reserve funds could be used to start the refresh project. It would give them the opportunity to be
proactive in managing the refresh of devices moving forward. Civil case filings are now paperless and
criminal cases must now be moved to paperless. He said iCIS is the historical database and Superior
Court is currently in the process of rewriting their portion with the Justice Courts to follow.
Judge Russell stated with special revenue and grant funding they can manage their needs today. He
asked for flexibility in utilizing the current budget moving forward. He noted his appreciation and the
value of partnership with Superior Court for providing a number of critical functions such as security
and interpreter service. He said Superior Courts budget impacts Justice Courts budget as well.

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Thursday, January 18, 2018
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Supervisor Gallardo noted before Judge Russell was appointed as Justice Courts Presiding Judge the
Justice of the Peace lines were being redrawn without the Board of Supervisors knowledge. He
requested that going forward the Board of Supervisors be the initial point of contact before any
restructuring occurs. Judge Russell noted his appreciation to the Board, apologized with the way the
restructuring plan was handled and said he expects next year to be better.
Chairman Chucri noted that for all of Maricopa County we rise and fall together. He noted Judge
Russell is well aware of the changes that have been made to get us where we are today. We stand
united as a group to further advance as the fastest growing County in America. Surprises such as that
are not always the best but as we are plotting a plan forward we are doing it collectively. We can agree
to disagree civilly but it is important to make sure we are all marching in the same direction as one
Maricopa County.
Judicial Branch
Judge Janet Barton, Presiding Judge of Superior Court; and
Raymond Billotte, Judicial Branch Administrator
Judge Barton stated the Judicial Branch has emerging needs in four areas that she will review:
 Personnel,
 Infrastructure,
 Information Technology, and
 Compensation
Judge Barton reviewed the following FY 2019 Budget Priority Personnel:
Judge Barton stated she would like to hire three courtroom bailiffs for the floating special assignment
commissioners. Since June of 2017 the commissioners have been filling-in for Judges that retire or
must take an extended medical leave. The Court is unable to utilize Judge Pro Tems during the
extended times.
Chairman Chucri asked how many bailiffs they currently have. Judge Barton stated every Judge has a
bailiff and there are 98 Judges but there are a few in the bailiff pool that are utilized for extended
medical leave or retirements.
Regarding Personnel needs, Judge Barton said, due to population growth the need for additional
probation officers also grows in order to handle the caseloads.

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Supervisor Barney asked if the positions were filled from last year. Judge Barton said most of the
positions were filled. Mr. Billotte said they have done much better at filling the positions but it is a
continual need.
Supervisor Barney said the plan was to do a two-step approach because even though the Board
allocated for the positions it was on top of existing vacancies. Mr. Billotte stated the probationary and
human resources teams have been aggressive in designing programs for recruitment. Barb Broderick,
Chief Adult Probation Officer, noted as of today there are 12 probation officer and 8 surveillance officer
vacancies out of 1,100 positions.
Supervisor Barney said that is down from 27 new posts on top of the existing 20 vacancies. Ms.
Broderick noted with retirements and promotions it is a constant recruitment cycle with five academies
running each year.
Supervisor Barney noted, the goal is to create compression in that vacancy number and that should be
monitored in the new positions. Judge Barton concurred with Supervisor Barney and noted last year’s
approach worked well.
Supervisor Hickman asked what the State has done regarding parole. Judge Barton stated one of the
issues is the increased use of placing people in to the probation system rather than parole. It is now
called community supervision. She is not sure about the State community supervision officers and
noted they may have decreased in numbers but the burden has now been put onto probation
departments.
Supervisor Barney noted it is because of the sentencing practice on what probation entails.
Supervisor Hickman asked if this is another example of a State cost shift to the County. Judge Barton
responded it is not a State cost shift. She said it is the practice and policy that the County Attorney’s
Office is following that has increased the number of individuals being released from prison and placed
on probation. The Superior Court is a reactive organization not proactive organization.

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Judge Barton said the Board has been funding renovations to the East Court building for the last 6-7
years with the last floor nearly finished. They would like to continue the renovations by starting in the
Central Court building. She noted the Chairman visited and saw the need for renovations as well. She
gave examples of building infrastructure issues and offered tours for the Board.
Supervisor Gates asked if the renovations would occur one floor at a time. Judge Barton responded
they have to find space to relocate Judges during the renovation process.
Judge Barton noted there has been discussion of relocating the grand jury from the 1 (one) W Madison
building and the relocation of the Mesa probation service center from Centennial Way.
Judge Barton noted the need for a software upgrade in the For The Record (FTR) digital court
recording system. She explained the importance and retrieval of recorded hearings as well as the
decline in court reporter positions.
Mr. Billotte explained the Board previously funded a similar piece to address the hardware and this
request is for replacement of the software that is over 8 years old. The system is also utilized for
interpreting, remote appearances, etc. which are relied on to conduct normal business.
Judge Barton noted staff met with the Board about the emerging needs in Integrated Court Information
System (iCISng). She noted the need to continue the development of the case management system.
Mr. Billotte said a timeline was provided in the last presentation and the project is on schedule. They
will be finishing the family case management section and are now working on juvenile cases. The most
complex area for the case management system is the delinquency and independency process.
Judge Barton reviewed the following FY 2019 Budget Priority: Compensation

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Judge Barton noted their greatest asset is their personnel. She noted the importance of investing in
their personnel because they are what makes the courts run right. She is requesting another
compensation increase to the extent that the County’s budget can accommodate.
Mr. Billotte said he was following up on Supervisor Gates interest on Online Dispute Resolution. He
explained the Justice Courts and Superior Courts are both utilizing it. The two areas the Superior
Courts are focusing on are in civil & collection cases and the family post-decree cases. They are
looking at other ways of resolving disputes that have to come to court and the one area that continues
to grow is family post-decree filing.
Judge Barton stated the reason they are bringing it to the Board’s attention is because the process is
currently being implemented and they will invite the Board to a demonstration in the future. It is
particularly suitable for the County because of its size. Mr. Billotte stated they would be one of the first
trial courts in the nation to use it in the two areas mentioned.
Chairman Chucri requested they contact the Clerk of the Board to help facilitate the demonstration
when they are ready.
Supervisor Barney commented that the Superior Court system has the largest financial impact on the
County Budget considering the courts, adult probation and juvenile probation. The Board is trying to
bridge the gap but they are not sure of the bottom line because the Legislature has not acted on this
issue yet.
Chairman Chucri added that Maricopa County pays 100% of salaries in addition to all other costs.
Supervisor Barney and Chairman Chucri commented on the elected official retirement plan, additional
benefit costs, personnel compensation and the effect it has on the budget.
Judge Barton noted the importance of addressing the infrastructure issues at Central Court and critical
need for software due to record keeping purposes.
Chairman Chucri asked for the estimated cost of the software upgrade. Mr. Billotte estimated it is
between $500,000 and $1 million. He noted the upgrade would happen over a period of time
depending on the vendor.
The Board thanked Judge Barton and Mr. Billotte for their presentation.
Clerk of the Superior Court
Michael Jeanes, Clerk of the Superior Court; and
Chris Kelly, Chief Deputy Clerk of the Court
Mr. Jeanes noted the partnership with the Board and Judge Barton. He thanked Judge Barton for her
leadership and the success they have had. He pointed to the electronic sentencing process as an
example, and noted it has been a tremendous success. He spoke about the grand jury facility, where
he also has staff located, and as was noted by Judge Barton, this area is in significant need of repair.

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Thursday, January 18, 2018
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Mr. Jeanes presented the following six points for FY2019:
On point number 2, Supervisor Hickman requested the amount of the original RFR budget and the
projected amount remaining. Mr. Jeanes responded that the project was nearly $8 million with about
$300 thousand remaining in allocated funds for FY2018 to carryover to FY2019.

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Thursday, January 18, 2018
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Mr. Jeanes commented on the
letter received by the Chairman
and recognized the challenges
of cost increases of benefits
and retirement. The Clerk of
the Court’s Office continues to
work with personnel turnover
and, the onboarding process
has been successful. He noted
in FY2016 there was a 32%
turnover rate and in FY2017
down to 26%. It is not just a
money issue. Additional steps
have been taken in the
onboarding and training
process to retain employees
which has resulted in some
reduction in the turnover rate.
There has been a significant
challenge in demand for labor
throughout the County which is
a downside to a booming
economy. He noted the
success of pay-for-performance
and the difference it made to
team members for being
rewarded. While he has been
Clerk of the Court for the past
20 years they have utilized the
pay-for-performance funds
carefully within the
organization.

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Thursday, January 18, 2018
Page 13 of 20
Mr. Jeanes noted the funds are
utilized primarily for the increase
and maintenance of the
automation projects.
Mr. Jeanes said with the continued
progress in the area of automation
the customer demands increase.
He noted a collaboration with Judge
Barton and her staff in the juvenile
Mr. Jeanes explained that Fill the e-filing implementations. He noted
Gap (FTG) funds will show a the process of full digitalization of
decrease as there has been a documents at case initiation,
decrease in traffic fines and cases expansion of online payments and
within the Justice Courts which is customer ability to obtain certified
where part of the FTG funds come electronic certifications.
from.

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Thursday, January 18, 2018
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Mr. Jeanes noted that he is retiring
and his last day will be February 5,
2018. He explained the changes that
must be made in order to carry on
regular business such as signs, seals
and stamps. The cost to update the
items are noted within the budget.
The existing stamps and seals will be
valid until the new ones are obtained
within 6-8 weeks. He thanked the
Board for their partnership throughout
the years he has served. Mr. Jeanes
noted it was an honor and privilege to
serve as an elected official.
Supervisor Gallardo recalled he was
a County employee within the
Elections Office when Mr. Jeanes ran
for election for his first term. He
thanked Mr. Jeanes for his service to
Maricopa County.
Supervisor Hickman noted it has
been an honor working and serve
with Mr. Jeanes. He said Mr. Jeanes
always spoke highly with honestly
and integrity of his job and the great
things the County was doing. Mr.
Jeanes treats his staff very well, is
honorable in the way he approaches
his job and it has made it easy to
serve with Mr. Jeanes during his time
as Clerk of the Court.
Supervisor Gates stated he has known Mr. Jeanes for many years on a personal level and noted his
gratitude for his service and in particular the way he has positioned the Justice Court as a leader on e-
initiatives that improve the lives of Maricopa County residents. He thanked Mr. Jeanes for his service
and wished him well for the future.
Supervisor Barney noted there are numerous things he has come to appreciate about Mr. Jeanes. He
spoke of the smooth-running organization which is evident in the team Mr. Jeanes has assembled over
the years. He has always enjoyed his passion for the work he does and considers Mr. Jeanes a County
ambassador that will be missed.
Chairman Chucri said there are certain individuals that you want in your fox hole and noted Mr. Jeanes
is one of those people. He noted Mr. Jeanes attention to detail and the fact he is thinking ahead on the
timeline of when a new seal, stamp and signs may come in is the capstone of what he has always done
in a job where attention to detail by not only Mr. Jeanes but also the talented team he is surrounded by
is paramount.

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Thursday, January 18, 2018
Page 15 of 20
Chairman Chucri also noted the importance of having colleagues such as Mr. Jeanes who understand
the complexities and details of serving in an elected capacity. He stated his concern of not finding
someone as talented as Mr. Jeanes and thanked Michael for his service.
Mr. Jeanes thanked the Board and explained his philosophy that he shares with all his employees:
everybody gets treated with dignity and respect at all times no matter what the situation. The
operations are based on that and he believes his team will continue to carry that out. He stated that is
the reason for the Clerk of the Court’s success.
Chairman Chucri thanked Mr. Jeanes and Ms. Kelly for their presentation.
Assessor’s Office
Paul Petersen, Assessor; and
Tim Boncoskey, Chief Deputy
Mr. Petersen thanked the Board for their generosity to the Assessor’s Office FY2018 budgetary needs.
He noted there would be no new funding requested for FY2019.
Mr. Boncoskey stated 41 employees processed the following: 300,000 deeds; 41,000 surveyor legal
descriptions; 2,400 subdivisions splits; served over 1,100 help desk requests from the public, cities, title
companies, engineering firms, and developers. As a courtesy through the Recorder’s Office for the last
30 years, the Title Point Company provided scanned documents on-line. The company was recently
acquired so the courtesy is no longer available. The Recorder and Assessor’s Offices are working
collaboratively on a request for proposal to fill this need. He explained how both offices utilize different
components of the property owner information. Mr. Boncoskey noted the cost to be about $10,000 per
month to meet the needed subscription services for the Assessor’s Office. The funding will come from
eliminating two full time employee positions which is the fourth year in which the Assessor’s Office has
reduced staff to reallocate the funding from staff to service.
Chairman Chucri requested clarification on the monthly costs. Mr. Boncoskey responded the Recorder
and Assessor’s Offices worked together in the past as more of a handshake agreement for many
years. Now this will be a more formal agreement with the new provider with an annual estimated cost of
approximately $120,000.
Supervisor Hickman asked about the difference in cost. Mr. Boncoskey stated there are currently no
costs associated with the service to the Assessor’s Office but there will be a formal agreement with the
new provider. He noted the Recorder’s Office will also be utilizing the same type of services but it is
possible they will choose a different provider.
Supervisor Barney questioned how the provider will be chosen by the Assessor’s Office. Mr.
Boncoskey responded that a request for proposals (RFP) process will be utilized.
Mr. Boncoskey continued with the presentation and noted the following budgetary maintenance costs
of funding for the legal class verification (LCV) program:
FY2017 $2,075,068 (actual) Cost absorbed
FY2018 $548,252 (actual) Budget cost $191,000
FY2019 $1,000,000 (estimated) Budget cost $191,000
He explained the legal class verification process and noted the State of Arizona has saved over $41
million in funds since the LCV program started.

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Thursday, January 18, 2018
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Mr. Petersen noted when the Assessor’s Office captures new tax revenue most of it does not go to the
County as it is distributed to school districts, cities, etc. This LCV process is 100% penalty that comes
back to the County and is one of the few circumstances of State funds coming back to the County.
Mr. Boncoskey and Mr. Petersen thanked the Clerk of the Board of Supervisors Office in handling the
appeals. Ms. McCarroll noted it is quite a bit of work, but they have a good working relationship with
the Assessor’s Office.
Supervisor Gates questioned the increase of actuals from FY2018 to FY2019. Mr. Petersen responded
that the previous year brought in nearly $2 million due to a gap in penalty letters of nearly two years
with FY2018 having one less mailing the penalty generated will be less.
Mr. Boncoskey noted there is currently 13,000 properties that just received the final letter in January
and explained the process going forward before the civil penalty occurs.
Mr. Boncoskey continued the presentation noting that the Minimum Assessed Risk Supervision Activity
(MARS) project is running on time and on budget. The fourth delivery came on time and they are in the
testing process. The vendor is needing to increase the development and functionality to the Assessor’s
Office so it can be properly tested. The vendor has new personnel on the project to meet project
functionality. They are requesting $4.4 million of the project allocation to be assigned in FY2019. $12
million has been spent on the project thus far.
Mr. Petersen noted FY2019 is a critical year, there has been more response from the new vendor and
this is the year when the system will be in and tested throughout the year. He continued with the
presentation by thanking the Board for their support on pay-for-performance and noted that last year
there were 18 employees that were outstanding designation which is 7.3% of the Assessor’s Office.
He noted the pay-for-performance model is working as employee turnover rates have fallen.
Chairman Chucri reflected on a past budget meeting when Mr. Petersen noted about 12 vacancies
within the Assessor’s Office. He recalled Mr. Petersen stating there was no need to fill the positions as
the office was functioning fine. That statement made by Mr. Petersen set a ripple effect to personnel
reform, etc. Chairman Chucri thanked Mr. Petersen for looking at his office through a different lens by
finding ways to offset other costs by not filling those vacancies. It showed great leadership by both Mr.
Petersen and Mr. Boncoskey.
~ Supervisor Gallardo left the meeting and returned before the next presentation ~
Recorder’s Office
Adrian Fontes, Recorder; and
Keely Varvel, Chief Deputy Recorder
Reynaldo Valenzuela, Elections Director
Mr. Fontes reviewed the following priorities:

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Chairman Chucri noted the efforts made to new election technology and questioned if efforts were
being made to new Recorder technology. Mr. Fontes responded by reviewing the following Innovation
in Improved Customer Service and Data Security:
Mr. Fontes noted that storing documents on microfiche is not mandated and m-disk storage has been
looked at as an alternative. $11,000 per month is currently spent to microfiche documents. The office
is actively moving towards m-disk storage and the cost will be reduced significantly.
Chairman Chucri questioned the storage technology. Mr. Fontes explained the technology of m-disk
storage. Document storage is for a lifetime and this change will result in an estimated reduction of cost
of 70% per month. He noted international versus United States concerns related to data security which
has led to in-house indexing of recording information. This will require additional staff.
Mr. Fontes continued the presentation noting the following:
He explained that ERIC is a multi-state cooperative effort to improve the accuracy of voter rolls. The
program is able to cross-check various databases. This is a shared cost with the State and the County
expects to see a significant return on investment.
Mr. Fontes presented the following:

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Thursday, January 18, 2018
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He noted the reduction in time from 3.5 minutes to 1 minute using the ballot-on-demand printers. This
allows a significant savings compared to pre-printed ballots. It also provides the ability for voters to
change their precinct at polling location if they have moved.
Mr. Fontes presented the following Innovation in Recording:
He noted issues that were discussed at the Recorder’s Summits held twice within the past year. He
then gave an example of some innovations in processing permits. He spoke of the impact of the
expansion of the Kiosks pilot program throughout the County to serve as a “Front Counter” for the
Treasurer and Assessor’s Offices as well.
Supervisor Hickman questioned the Kiosk rate of use. Mr. Fontes responded there has been a slow
increase. He noted it has been useful for Air Quality as well for permit issuance.
Chairman Chucri asked for more information regarding the permitting process through the use of the
Kiosks. Mr. Fontes explained deficiencies that were found in the process which have resulted in
modeling a solution that works.
Chairman Chucri noted a previous recording security issue during the last administration and asked if
the Recorder’s Office has undergone additional security threats. Mr. Fontes responded he is not aware
of any additional similar issues and spoke of the robust security features the Recorder’s Office currently
has in place.
Mr. Fontes continued the presentation noting the following:

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Thursday, January 18, 2018
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He noted the internal awareness of hackers, realignment of staffing to better accommodate staffing
fluctuations and investment on employee training.
Mr. Fontes presented the following Budget Priorities for Fiscal Year 2018-2019:
Mr. Fontes spoke of Mr. Valenzuela and his work on election issues. He noted the importance of face-
to-face interaction with the voter and well trained poll workers. He explained specifics on the request
for $1.9 million (over baseline) which includes full time employee positions that will address elections
and recording office administrative staff needs.
Mr. Fontes presented the following Upcoming Supplemental Requests:

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Thursday, January 18, 2018
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Supervisor Hickman asked about the budget projected by the State for the Special Election. Ms.
Varvel responded that the state budgeted the Special Election at $1.9 million which stems from the
assumption that the cost for the Presidential Preference Election costs were approximately $2.50 per
voter. She said there is a lot of money not built in for reimbursement and several counties are working
together to request election budgetary changes.
Supervisor Hickman asked for the complete cost to run an election. Mr. Varvel stated $3.5 million was
the estimate and is based on a 62% voter turnout assumption.
Supervisor Hickman requested that all receipts pertaining to election costs be submitted so State
Legislators know exactly what the cost was per voter. Mr. Fontes stated the actual cost receipts are
submitted to the Secretary of State and their auditing process is very through. Ms. Varvel added that
by State Statute receipts are required in order to request reimbursements on elections and gave
examples of items that are not reimbursable which includes staff time. The budget is created within the
confines of what can and cannot be reimbursed.
Chairman Chucri thanked Mr. Fontes, Ms. Varvel and Mr. Valenzuela for their presentation. He
referred to a letter that was sent to departments regarding budgets and said the Board understands the
need for technology updates. He noted the Board is grateful for their work.
Supervisor Hickman requested more information on additional polling locations for the Special Election.
Mr. Fontes noted there are now 51 polling locations and staff will continue to obtain additional polling
locations.
MEETING ADJOURNED
There being no further business to come before the Board, the meeting was adjourned.
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Steve Chucri, Chairman of the Board
ATTEST:
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Fran McCarroll, Clerk of the Board