Auditor and Elections Departments - F. Milene Henley, County Auditor February 22, 2021 - San Juan County
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2/22/2021
Auditor and Elections Departments
F. Milene Henley, County Auditor
February 22, 2021
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2/22/2021
What we’re like
• We’re highly social
• We celebrate birthdays
• We’re highly opinionated
• We’re goofy (at times)
• We love animals and kids
• We support, congratulate, and
cheer one another on
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Auditor
• Four Primary Duties Organized into Three Divisions:
• Customer Service
– Recording
– Licensing
• Finance
• Elections
“Twinsies”
Robin Garcia, Payroll Deputy,
and Kira Sable, Customer
Service Specialist
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Oren Combs,
Customer Service Specialist,
at the Customer Service window
CUSTOMER SERVICE
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Recording
• Recording real property & other sorts of
documents
• Recorded documents are available
online
– Online search works well, most of the time
– When it goes down, we know it,
because…
– We have a lot of online users!
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Oren Combs,
Recording - Fees Customer Service
Specialist
• Basic fee for recording a document is now
$103.50
• There has not been an increase in the County’s
fee for recording since 1984 (RCW 36.18.010)
• Most of the fees go to affordable housing
Local State Total % of Total
General Fund 6.89 6.89 6.66%
Archives/Library/Public Records 5.00 8.00 13.00 12.56%
Affordable Housing 54.99 28.62 83.61 80.78%
Total 66.88 36.62 103.50 100.00%
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Customer Service
E-Recording Specialist Kira Sable
• E-recording service
added at the end of 5
Thousands
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2017 3
2
• Use increased 1
0
dramatically in 2020 2018
2019
2020
Paper Electronic
2018 2019 2020
Paper Documents 4,674 85.49% 3,898 74.12% 2,335 33.63%
E-Recorded Documents 793 14.51% 1,361 25.88% 4,609 66.37%
Total Recorded Documents 5,467 5,259 6,944
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Recording - Marriages
• Marriage Licenses sound 6
Thousands
like Licensing, but they 5
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go through the 3
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Recording system 1
• Marriage License 0
2017
2018
2019
revenue is a tiny 2020
barometer of the Marriage License Income 2017 2018 2019 2020
5,053 5,022 5,115 3,565
economy
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2/22/2021
Recording – Dog Licenses
• Dog Licenses are another “license”
that goes through the Recording
system
• Dog License Fund
– Self-supporting fund
– Excess revenue (~85%) is paid to local
Animal Protection Societies
Robin Garcia’s officemate “Little
Bit” received the first 2020 dog tag
dressed as a snow monster.
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Customer Service Specialist
Licensing Christie Boman
• Vehicle & vessel titles and registrations
• Added “quick titles” in 2018
– Demand has proven strong
• Big change in fees in 2019
– Basic service fees increased
• For renewals: from $3.00 to $4.50
• For titles: from $4.00 to $5.50
– Of the $1.50 increase, $1 is kept by the county, $.50 is remitted
to the state and equally distributed between all counties
– Result: For the first time, San Juan County is making money on
licensing
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Licensing
Licensing Function Revenue and Expenditures
2017 2018 2019 2020
Revenue
336.00.93.0000 DOL Cost Reimbursement * 84,474 68,839 52,119
341.48.00.0000 Motor Vehicle License Fees 81,315 98,478 100,078 118,790
341.48.00.0001 State Distrib of .50 DOL fee 0 0 32,270 127,565
Total 165,789 167,317 184,467 246,355
Expenditure
Staff Wages 96,010 86,479 83,989 101,826
Staff Benefits 38,704 34,970 33,467 37,414
Supplies 1,157 2,177 700 1,785
Services 7,457 8,891 8,086 12,031
Total 143,328 132,517 126,242 153,055
Profit/Loss 22,460 34,799 58,225 93,300
* In addition to other costs, reimbursement includes 25% of Auditor wages & benefits.
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Recording & Licensing in 2020
• Customer interface changed significantly in 2020
– Volume of phone calls increased exponentially
– Many more mailed and electronic transactions
– Postage costs increased, supplies cost increased
• Customer Service closed completely only briefly, while we
got equipment and supplies in place
• Open by appointment mid-April through October
• Opened November 2 to walk-in traffic
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Camellia Indriati,
Office Intern,
at her whiteboard
FINANCE
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Finance
• Finance Duties include:
– Financial reporting
– Budget preparation and monitoring
– Accounts payable
– Payroll
– Grants administration
– Fixed assets tracking
– Junior District accounting
– Centralized office supply purchasing
– Management of the financial system
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Finance - Payroll
• Payroll “Pod”
– County & Jr District payroll
• Includes annual W-2s and 1095s Robin Garcia,
– Payroll portions of annual report, including Payroll Deputy,
with Little Bit
• Calculation of leave liability
• Calculation of post-employment benefits
Michelle Novak,
• Other help as needed
Payroll Manager
– Payroll Deputy also prepares
Jr District A/P (with a little help
from the Payroll Manager)
• All “pods” help out elsewhere,
as needed
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Finance - Budget Tara Anderson,
Sr Budget Analyst
• Sr Budget Analyst prepares
budget, budget reports
– Works from the Orcas Landing
– An example of how we have
accommodated employees from
other islands
• Also, for the last year, EOC
Lucy, Orcas Landing
Admin/Finance Section Chief Office Dog and Otter
Security Guard
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Finance - Grants Libby Concord,
Grants Administrator
• Grants Administrator
– Assists departments with grants
applications, management,
reimbursements, and reporting
– Prepares grants portions of the
annual report
– Prepares the federal indirect rate
plan
Mask “twinsies”
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Finance – GL and Payables Megan Connelly,
Payables Deputy
• GL Accountant maintains the structure of
the financial system
– Primary responsibility for the annual report
• Payables Deputy pays the bills. Also
– Manages the County’s credit cards
– Tracks fixed assets
– Purchases office supplies
Reti Indriati,
GL Accountant, and
Camellia, Intern
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102/22/2021
Amy Cadwell,
Elections Specialist,
at her new standing desk
ELECTIONS
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Elections
• 2020 - need I say more?
• Extraordinary interest in Presidential
election, on top of COVID-19,
increased outside attention, logistical
issues, anxiety, staffing challenges, Camolyn
stress, …. Armstrong,
Elections
Supervisor
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Elections
• Earlier date for Presidential Primary
(March 10)
– Goal was to increase both participation and
Washington’s significance on the national
stage
– Statewide turnout 50% vs 35% in 2016
– SJC turnout 65% vs 51% in 2016
– SJC highest turnout in 2016, 2nd highest in
2020
• Then COVID hit
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Elections – COVID-19
• April election was cancelled by the jurisdictions
because of COVID-19
• Elections does not have the option of closing
its doors
• Sec State distributed supplies donated by
Business for America
• CARES grant provided funds to purchase
supplies and equipment, and to assist with
unbudgeted wage needs
• Elections worked with smaller teams for safety
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Elections - Grants
• CARES grant – ended 12/31/2020
– HVAC system – Barriers
– Unbudgeted wages – New ballot box
– PPE and sanitation supplies
• HAVA 3 Security Grant – active through mid-2024
– Generator – Electronic locks
– New ballot boxes – Ballot handling supplies
– IT Security software – Backup tabulation system
– New processing tables
• Center for Tech & Civil Life (private grant) – ended 12/31/20
– Furnishings for office – Unbudgeted wages
– Supplies
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PARTING
THOUGHTS
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132/22/2021
Chief Deputy Auditor
• Natasha Warmenhoven started Jan 22, 2020
• She stayed in the office when I worked at
home for two months in March and April
• She stayed in the office when I worked from
Los Angeles for three months in November,
December, and January
• She has provided exceptional leadership
under extraordinary conditions
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What we Learned in 2020
• Expressing our fears and concerns is better than keeping them
to ourselves
• Animals and kids keep us grounded
• Amy fits inside our new ballot boxes; Greg Sawyer does not
• Our community supports us
• We can be safe and still serve the community
• It’s safer to work at home, but it’s healthier to work together
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142/22/2021
Questions?
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