012521IB.DOCX

Informal Meeting Minutes
Monday, January 25, 2021
9:30 AM
BOARD OF SUPERVISORS
Maricopa County, Arizona 
(and the Boards of Directors of the Flood Control District, 
Library District, Stadium District, Improvement Districts, 
Housing Authority of Maricopa County and/or Board of 
Deposit)
"The mission of Maricopa County is to 
provide regional leadership and fiscally 
responsible, necessary public services to 
its residents so they can enjoy living in 
healthy and safe communities”
Board Members
Jack Sellers, Chairman, District 1
Bill Gates, Vice Chairman, District 3
Steve Chucri, District 2
Clint Hickman, District 4
Steve Gallardo, District 5
County Manager
Joy Rich
Clerk of the Board
Juanita Garza
Meeting Location
Supervisors’ Conference Room
301 W Jefferson, 10th Floor
Phoenix, AZ 85003
BOARD OF SUPERVISORS
The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in an Informal Session at 
9:30 AM on Monday, January 25, 2021, in the Supervisors’ Conference Room 301 W Jefferson, 10th 
Floor Phoenix, AZ 85003, with the following members present: Jack Sellers, Chairman, District 1;  Bill 
Gates, Vice Chairman, District 3; Steve Chucri, Supervisor, District 2 (remote);  Clint Hickman, 
Supervisor, District 4 (remote);  Steve Gallardo, Supervisor, District 5 (remote). Also present: Juanita 
Garza, Clerk; Kelly Gardiner, Minutes Coordinator; Joy Rich, County Manager; Andrea Cummings, 
Legal Counsel (remote).
PRESENTATION
1.
PRESENTATION REGARDING THE FY 2022 BUDGET - MARICOPA COUNTY 
TREASURER
John Allen, Treasurer
Ingrid Garvey, Chief Deputy
Jordan Dale, Chief of Staff (C-06-21-436-X-00)
Chairman Sellers opened the meeting and introduced recently elected Maricopa County 
Treasurer, John Allen.  Mr. Allen began the presentation by introducing his Chief of Staff, Jordan 
Dale. Mr. Allen stated he will be leading the Treasurer’s Office as a County entity focusing on 
teamwork and integrity. Chairman Sellers said he was glad to hear the intention of Mr. Allen to 
work together as a team.

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Mr. Dale started the presentation by stating his preference to start with the bottom line and then 
to give the background for the request.
Mr. Dale reviewed the FY 2022 Budget Request slide stating the Operating Budget had no 
above base requests. He clarified Contingency accounts require a Board approval and the 
request is to carry forward the money from FY 2021 allocated to the mailing of tax bills. The 
details of the other items on this slide would be covered later in the presentation.
Mr. Dale reviewed the above slide, General Fund Operating Budget regarding property tax bill 
mailings. He spoke about the legislation that passed in 2019, SB 1033 which increased the FY 
2021 budget by $230,000. The more recent legislative action, SB 1113 added more stipulation 
or requirements at a cost of $216,000. Mr. Dale said the additional costs would be paid for as 
indicated on the slide.

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Mr. Allen said with regards to SB 1033 and SB 1113 legislation, he noted many of the tax bill 
mailings to constituents were returned for a variety of reasons. He is looking into options to 
improve the system and give taxpayers options (email) and stressed the importance of doing 
right by the citizens while being fiscally responsible. He said he reached out to the Legislature 
to reexamine the bills to discuss the issue and the response from the Legislature was in favor 
of efficiencies. 
In the above slide, Mr. Dale reviewed the performance audit topic and commented on the 
importance of fully understanding office operations and spending. 
Mr. Allen noted that the annual audit conducted by the Auditor General will likely answer most 
questions, but he would like to have contingency funds available to review the data if there is 
further investigation needed. He stated he wants to make sure the department is running 
efficiently. Chairman Sellers said he appreciates this approach.
 
Vice Chairman Gates asked if Mike McGee, Director of Internal Audit will be involved. Mr. Allen 
replied he will keep Internal Audit in mind but wants to have additional money available for 
outside audit consultation if needed to make sure best decisions are made.
Mr. Dale reiterated the approach being taken at this time is to fully understand the department 
operations and what has taken place before making a lot of important decisions.

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Mr. Dale reviewed the Taxpayer Information Fund slide and sited the A.R.S. §11-495 that 
clarifies the use of these funds.
Mr. Allen said it appeared the previous Treasurer consulted the County Attorney’s Office to get 
an opinion on the uses. He said going forward, it was important to use this fund as it was 
intended. Mr. Dale stressed the importance of transparency which demonstrates the 
department is an effective steward of the public dollars.
Supervisor Hickman asked to clarify if the use of the Elderly Assistance funds was for lobbying.  
Mr. Allen stated the exact use of those funds is still being researched and the Treasurer’s Office 
will return to the proper application of the funds.
 
Mr. Dale said a review of records for FY 2019 and FY 2020 showed $557,900 was spent on an 
advertising agency for billboards and commercials and using Elderly Assistance Fund for 
legislative lobbying. 
Supervisor Hickman said he wants to have Mr. Allen follow up with Board on this. He also asked 
if the opinion rendered by the County Attorney was the former County Attorney, Mr. 
Montgomery or current County Attorney, Ms. Adel. Mr. Allen said he did not have specifics at 
this time and would go over the fund’s usage with the Board when he had all the details. He 
believes funds were mismanaged and will be reviewing the last four years.

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Mr. Dale reviewed the Dynamics Upgrade, Summary of Needs slide. He spoke about the much-
needed Dynamics upgrade because the current accounting system will no longer be supported 
after October 2021. He stated the need for software that is compatible with Office of Enterprise 
Technology (OET) related to security. Mr. Dale stressed the importance of this custom software 
designed specifically for their department needs and this new software will have the necessary 
support going forward.
Mr. Allen talked about the summary of needs and the request that this project be paid for with 
contingency funds. He said the staff is competent and will do the job well with better 
management.

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Mr. Dale reviewed the Dynamics Upgrade, Project Summary slide. He said the $4 million 
Capital Project is not coming from the operating budget saying the Capital request will come 
from non-departmental section under fund 460. The proposed timetable is outlined in the slide.
Mr. Dale reviewed the Treasurers Technology System Upgrade Project (ULTIS) slide and said 
this is the most significant project the Treasurer deals with and they want to make sure they 
understand it and do it right.
Mr. Allen stated the previous Treasurer queries to the vendor were inadequate and did not 
follow through when answers were provided. The cost of this Capital Project has already been 
accounted for but the timeline has been extended due to inaction in decision making. This is a 
custom product suited for Maricopa County and the investment is huge. Mr. Allen said it is 
important to make good decisions so this product serves the County well into the future.
Supervisor Hickman asked when Mr. Allen will be making decisions on how to proceed with this 
project. Mr. Allen said he wants to be clear on the status of the overall department and he wants 
to have a discussion with the vendor to be sure the expectation is clear. He stated a month 
should give him enough time and then he would like to have the conversation with the Board.
 
Supervisor Hickman said he had asked the previous Treasurer about the condition of the 
current system and the possibility of the system crashing. He was told everything was ok. 
Supervisor Hickman wanted to know if Mr. Allen had the same assessment of the current 
system. Mr. Allen said he is in touch with his IT department and the team is doing all they can 
to prevent a failure. He stated there are no guarantees and he would take responsibility for 
problems if they occur.
  
Supervisor Gallardo thanked Mr. Allen for the work so far and appreciates his candor and 
honesty. Supervisor Gallardo said he looks forward to working with Mr. Allen and his team. Mr. 
Allen thanked Supervisor Gallardo for his support.

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Supervisor Chucri echoes sentiments of Supervisor Gallardo and said Mr. Allen was a quick 
study in the Treasurer’s office and reassured him the Board will be standing by his side. 
2.
PRESENTATION REGARDING THE FY 2022 BUDGET - MARICOPA COUNTY 
RECORDER/ELECTIONS
Stephen Richer, Recorder
Scott Jarrett, Director of Election Day and Emergency Voting (C-06-21-435-X-00)
Chairman Sellers introduced the next presentation by Stephen Richer, Recorder and Scott 
Jarrett, Director of Election Day and Emergency Voting. 
Mr. Richer began the presentation by thanking the Board for the opportunity to present the 2022 
budget. He said there are several bills in the Legislature right now that could change the 
landscape of the Recorders Office and Elections Department and that legislation will affect 
budgets. Mr. Richer mentioned his staff in the Recorder’s office and the benefit of the Recorders 
and Elections department operating as one. He said Scott Jarrett, Director of Election Day and 
Emergency Voting was a great team player and appreciates all the hard work that has been 
done. He said he is dedicated to this job and will work hard to make the Recorder’s office great 
and the budget requests will assist in that goal. He reviewed his professional background and 
said he understands the importance of government and government done well requires a 
budget that supports the people and the functions of government. Mr. Richer reviewed the 
recent history of elections in Maricopa County and how in 2019, the Board became involved 
which was necessary due to the challenges the County faced with previous elections. He said 
the elections in 2020 showed great improvement over the 2016 and 2018 elections and he 
attributed that improvement to the Board involvement.

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Mr. Richer commented on Chairman Sellers’ Chairman’s Address and the commitment to be 
“Best in Class”. He said the Board has made a lot of progress in that regard and he said the 
budget request today will assist in that continued improvement.
Mr. Richer reviewed the above slide and said the integrity of elections operations will continue 
to be a priority with the continued education efforts on this fundamental aspect of government. 
He said  the Elections/Recorders Offices will partner with the Board in this education process.
Chairman Sellers said the Board appreciates having Mr. Richer on the team.

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Recorder Richer introduced Scott Jarrett who would continue the presentation.
Mr. Jarrett reviewed the slide Elections Department Challenges. He spoke about the details of 
the four different election models, giving voters options which in turn increases voter turnout. 
Mr. Jarrett said in the November election, over 990,000 ballots were returned by mail; early in-
person voting was over 200,000; early ballot drop-off over 700,000; election day over 180,000 
ballots were cast.  Mr. Jarrett said there are challenges associated with giving the options to 
the voters and keeping the elections secure, reliable, and done with integrity. The number of 
registered voters increases each year and resources needed increases as well which include 
staffing and facility space. He mentioned the need to educate voters, so they feel confident in 
the process. The chart shows a trend toward early voting that started in the early 1990’s and 
has grown steadily. Mr. Jarrett said the importance of restoring trust in the process and 
managing safe, reliable, and efficient elections remains paramount. With the high voter turnout

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and competitive contests, the central count tabulation process allows the early ballots to be 
tabulated quickly and results were reported sooner. The Election Day tabulators were used in 
the voting locations for in-person voting on election day. He said the budget request reflects 
meeting these challenges that Maricopa County faces.
Mr. Jarrett reviewed the above slide, Staffing Compared to Other Counties. He said one of the 
things this slide shows is the high voter turnout in Maricopa County relative to the census 
population. This high percentage turnout brings more media attention which drives the need to 
be “Best in Class”. Mr. Jarrett spoke about the number of full-time trained staff in the Elections 
Department for Maricopa County. The ratio of Election staff to voters is very high and he said it 
would be better to have additional fulltime staff in elections of this size that would result in better 
security and reliability. He said to be in closer alignment with other Counties, Maricopa County 
would need to hire 103 full time staff to match the next highest ratio. Temporary staff has 
allowed Maricopa County to run the elections up to this point. 
Supervisor Gates stated it would be interesting to know the cost per voter.

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Mr. Jarrett reviewed the Additional Staffing Resources slide. He talked about the areas listed 
on the slide that would benefit from additional staffing. Mr. Jarrett said that with the experience 
of the last 18 months and the perspective provided by the new Recorder, it is important to fine 
tune the process and increase staffing to support future elections. Mr. Jarrett recommended 
five additional staff in Communications and Outreach to educate and inform the citizens. The 
impact on the budget is flexible if we utilize current staff in new tasks. He touched on an HR 
Analyst position to help manage and budget payroll of the increased staff. Mr. Jarrett briefly 
reviewed the other Analyst positions that would help guide the elections process going forward. 
With the four Vote Models in place, we need to determine how to best utilize staff. He said 
during these last elections, we learned what worked and we want to continue to improve as we 
serve the public. The final item, Premium Poll Worker Training, would implement an 18-hour 
training program for the approximately 1700 higher level poll workers. This training would 
educate staff in legal responsibilities.

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The Additional Equipment and Facilities slide was reviewed. This is a request for funds in 
Contingency and is dependent on future election agreements. This budget ask has to do with 
the needed equipment (Capital improvement fund) to handle the growing number of voters and 
facilities needed to run a successful election with the Vote Center model. Those items listed as 
Operations would be ongoing and would be dependent on the actual need at the time of an 
upcoming election.
 
Supervisor Gates asked if the site books were in addition to what the County has or the total 
number of site books needed. Mr. Jarrett said the 400 site books would be in addition to existing 
inventory to be able to expand the number of locations using the Vote Center model.

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Mr. Jarrett reviewed the FY 2023 Election Cycle slide. He spoke about the elements of the 
budget ask and said they were not additional above baseline requests.
Recorder Richer talked about the following slides that cover the over baseline requests from 
the Recorders Office. He said we have just completed the largest election Maricopa County 
has ever seen and now we start in the redistricting.
He said that every 10 years following the Census, redistricting takes place.

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Mr. Richer said the County will need new maps, new cards (2.6 million), and new software. He 
said there will be a need for data analysis to ensure districts are established in a fair and 
judicious manner. 
Mr. Richer spoke about the size and rate of growth of Maricopa County and the elements that 
grow with it. The Recorders Office is responsible for voter registration, co-administering 
elections, and the recording of public documents. Calendar year 2020 has seen a record 
breaking in documents recorded and there is a need to increase staff.

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He said with this large increase in recordings the addition of $30,000 dollars would allow for the 
addition of a part-time employee or make a part-time employee into full time. 
Mr. Richer said a similar staff shortage is occurring in Voter Registration as the County has 
reached 2.6 million voters.

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The above slide shows total number of registered voters to the current voter registration staffing. 
With that need in mind, Mr. Richer was asking for two additional staff members that would 
amount to $130,000. This addition will also assist the Recorders office in keeping the voter 
registration database up to date.

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Mr. Richer reviewed the Back Office services slide. In the EOA, the Board and the Recorders 
office decided to provide needed resources to Elections to avoid duplication. He stated 
Elections grew substantially since 2019 and would need additional back office support in the 
future.
 The slide, Public Records Requests further illuminates the demands put on the Recorders 
Office due to the increased population and interest in elections.

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Election-Related Legislation has seen a tremendous increase (the above graph is not actual 
numbers but used for illustrative purposes). Mr.  Richer said the Government Relations 
department has been very helpful in supplying information. He hopes the Legislature will call 
on the Recorders Office to help educate on how bills will impact the Elections process. 
The slide above states the budget requests that Mr. Richer is proposing to support the Back-
Office staffing needs going forward.

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Mr. Richer used Special-Voter Data Base slide as a metaphor as to how the current database 
has come to be. As Maricopa County has grown, the database has been put together piecemeal 
in a “Frankenstein like creation”. Mr. Richer aspires to upgrade the system over the next year 
and a half at a cost of approximately $1 million. He was told this could be paid for by pulling 
from the Recorders Surcharge Fund and supplement with technology grants the office has 
received over the last year. He stated this will go a long way to getting voter registration 
postcards delivered to the correct address and inspire confidence in the Election system.
Mr. Richer concluded their presentation by reviewing the Revenue slide and said as the County 
grows, there is more revenue being generated. The two types of funds and their values are 
shown on the graph. Mr. Richer said Maricopa County has just come through a most 
contentious election and there are more elections on the horizon. There has been a lot of

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attention paid to Maricopa County as a leader in County government. He stated now is the time 
to invest in the system and make the Recorders Office “Best in Class”. 
 
Chairman Sellers agreed with Mr. Richer to make “Best in Class” a priority when it comes to 
elections. He commented that the agreement between the Recorder and the Elections 
Department needs to be updated before any of this can move forward.
Supervisor Chucri thanked Mr. Jarrett for all the work he and his team have done. He said there 
is a lot of work to be done with personnel and equipment and Mr. Richer will be a great addition 
to the Recorder’s Office and County team.
Supervisor Hickman welcomed Recorder Richer. He said this past weekend an election for the 
Arizona Republican and Democratic Leadership was held and he confirmed Maricopa County 
had no part in those elections. Mr. Richer and Mr. Jarrett concurred. Supervisor Hickman spoke 
about the Preferred Presidential Elections and stated the party who sponsors it should pay for 
it instead of the taxpayer (Maricopa County) who may not have a candidate in the race. 
Supervisor Hickman used as an example the 2020 Democratic PPE; the Democratic Party 
would pay for it not the County taxpayers, that include all parties. He asked Mr. Richer if he 
intends to address this subject.
Mr. Richer said he has not given this aspect a lot of thought. He said he is reviewing the 
agreements that Maricopa County has with the municipalities to run their elections and confirm 
they are being charged the correct amount based on a per-voter rate. Mr. Richer said he aspires 
to do the job as required by statute, the Secretary of State and the Board of Supervisors and 
do that job well. He said if the previously mentioned subject on the PPE falls into that category, 
he will investigate it.
 
Supervisor Gallardo thanked Mr. Richer and Mr. Jarrett for the presentation. He commented on 
Preferred Presidential Election and said that sort of reform needs to go to the Legislature. He 
said having open primaries was something he championed in the past and it requires a lot of 
discussion from all affected segments of government. Supervisor Gallardo spoke briefly about 
the success of the 2020 elections and said the Community Outreach was very important to 
inform citizens how to cast their ballots in addition to other important public information.
Mr. Richer agreed with Supervisor Gallardo’s comments. He said that it is very important to him 
to work in tandem with the Board and to be a unified front for the citizens of Maricopa County.
3.
EXECUTIVE SESSION
Vote to convene in Executive Session to consider the items on the Executive Agenda dated 
Monday, January 25, 2021, for Board of Supervisors and relevant Special Districts pursuant to 
the statutory authority listed for each item.
Motion to approve by Supervisor Bill Gates, seconded by Supervisor Steve Chucri
Ayes: Clint Hickman, Jack Sellers, Bill Gates, Steve Chucri, Steve Gallardo

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MEETING ADJOURNED
There being no further business to come before the Board, the meeting was adjourned.
_____________________________
Jack Sellers, Chairman of the Board
ATTEST:
____________________________
Juanita Garza, Clerk of the Board