NORTH SLOPE BOROUGH ASSEMBLY AND CLERK S OFFICE

Transcription

1 NORTH SLOPE BOROUGH ASSEMBLY AND CLERK S OFFICE I. MISSION STATEMENT Members of the North Slope Borough Assembly are elected by residents of the North Slope Borough and serve their constituents during their elected term of office. The Assembly Members take their responsibilities seriously, and are committed to represent their constituents while in public office. The mission of the Clerk s Office in its capacity is to provide support to the North Slope Borough Assembly and keeps record of Assembly documents and ensure the integrity of North Slope Borough Elections, State of Alaska and National elections. II. DEPARTMENT RESPONSIBILITIES A. North Slope Borough Assembly The North Slope Borough (NSB) Assembly enacts laws, appropriates funds for the North Slope Borough School District and departmental budgets, awards contracts over $300,000, establishes the mill levies, acts as Board of Equalization, confirms appointments of Department Directors, confirms all appointments of Boards and Commissions, and certifies North Slope Borough elections. B. Borough Clerk s Office The Borough Clerk s Office provides timely, dependable support to the North Slope Borough Assembly Members. Maintains the NSB Assembly s permanent records, post notices of the time and place of future meetings of the NSB Assembly and conducts the North Slope Borough, State of Alaska and National elections in accordance by law. III. GOALS AND OBJECTIVES GOAL 1: IMPROVE PUBLIC ACCESS TO NORTH SLOPE BOROUGH DOCUMENT ARCHIVES. Obj. 1.1: Continue indexing of all NSB Assembly adopted ordinances, resolutions and meeting minutes. Obj. 1.2: Scan all North Slope Borough adopted ordinances, resolutions and minutes on-going on a monthly basis as these documents are adopted by the Assembly. Obj. 1.3: The North Slope Borough Clerk s Office updates the web site for the public to view current meeting notices and meeting material of the NSB Assembly. Also the adopted ordinances, resolutions and minutes. B - 1

2 GOAL 2: CROSS-TRAIN EMPLOYEES FOR DAY TO DAY OPERATIONS AND ELECTION PROCEDURES Obj. 2.1: Staff will continue training at Alaska Association of Municipal Clerk s and International Institute of Municipal Clerk s on new election laws and procedures and continue working towards attaining certification.. Obj. 2.2: Prepare election documents for each precinct to hold a valid election, according to NSBMC 1.28 Elections. GOAL 3: ADMINISTER ELECTION TRAINING AREAWIDE TO ELECTION CHAIRPERSON AND JUDGES Obj.3.1: Conduct proper election procedures and operateaccu-vote Machine on Election Day. Obj. 3.2: Make basic election training recording for future elections. Obj. 3.3: Hold mock elections for new election workers. B - 2

3 NSB Assembly & Borough Clerk s Office North Slope Borough Assembly Members Borough Clerk Deputy Borough Clerk Executive Assistant Senior Office Specialist Office Specialist B - 3

4 ASSEMBLY/CLERKS OFFICE FY Operating Summary Business Unit and Division FTE 16 FTE 17 FY15-16 Total Personal Services Contractual Services Supplies Equipment Other FY16-17 Total Change from Prior Year % Change ASSEMBLY , , ,323 14, ,015,103 89, % ASSEMBLY BUDGETARY RESERVE 0 0 1,000, ,000, ,000, % ASSEMBLY - ELECTIONS ,528 49,687 43,520 7, ,507 39, % BOROUGH CLERKS OFFICE , ,722 87,232 12, , , % Grand Total ,772,157 1,196,489 1,797,075 34, ,027, ,407 9 % B - 4

5 Expenditure Type ASSEMBLY/CLERKS OFFICE Department Total Final Actual 6 months % Change Personal Services Total Permanent Wages 490, , , , % 716,751 Total Permanent Overtime Wages % 0 Total Temporary Wages 15,287 38,966 16,386 21, % 44,562 Total Temporary Overtime Wages % 0 Total Benefits 369, , , , % 435,176 Total Personal Services 874,610 1,323, , , % 1,196, Contractual Services Total Communications 14,750 16,368 16,586 7, % 17,570 Total Contributions & Municipal Support % 0 Total Maintenance Services 19,541 22,562 47,500 11, % 47,500 Total Insurance & Bonding Reserves 0 0 1,000, % 1,000,000 Total Professional Services 360, , , , % 417,330 Total Rents and Utilities 3,000 3,250 3,250 3,250 (7.7)% 3,000 Total Travel and Lodging 151, , ,640 35, % 255,197 Total Other Services & Expenses 40,032 39,140 57,778 25,614 (2.2)% 56,478 Total Contractual Services 588, ,372 1,761, , % 1,797, Supplies Total Fuel 6,640 4,121 5,700 1, % 5,700 Total Supplies-Buildings & Grounds % 0 Total Supplies-Non-Buildings & Grounds 30,498 36,289 28,300 15, % 28,300 Total Supplies 37,139 40,410 34,000 17, % 34, Equipment & Replacement Parts Total New Equipment Under $5, , % 0 Total Equipment & Parts Under $5,000 1,810 2, % 0 Total Equipment & Parts Over $5, % 0 Total Equipment & Replacement Parts 1,849 3, % 0 Grand Total 1,502,303 1,948,872 2,772, , % 3,027,564 B - 5 Assembly-Clerk's Total

6 Expenditure Type ASSEMBLY 1005.* Final Actual 6 months % Change Personal Services Total Permanent Wages 195, , , , % 208,800 Total Permanent Overtime Wages % 0 Total Temporary Wages % 0 Total Temporary Overtime Wages % 0 Total Benefits 145, , ,190 74, % 125,280 Total Personal Services 340, , , , % 334, Contractual Services Total Communications 7,917 6,619 5,286 2, % 6,570 Total Contributions & Municipal Support % 0 Total Maintenance Services 18,338 17, % 0 Total Insurance & Bonding Reserves % 0 Total Professional Services 360, , , , % 417,330 Total Rents and Utilities % 0 Total Travel and Lodging 119, , ,891 86, % 215,223 Total Other Services & Expenses 22,119 17,436 26,500 9, % 27,200 Total Contractual Services 528, , , , % 666, Supplies Total Fuel 6,640 3,960 5,700 1, % 5,700 Total Supplies-Buildings & Grounds % 0 Total Supplies-Non-Buildings & Grounds 6,984 8,758 9,000 7, % 9,000 Total Supplies 13,624 12,719 14,700 9, % 14, Equipment & Replacement Parts Total New Equipment Under $5, % 0 Total Equipment & Parts Under $5, % 0 Total Equipment & Parts Over $5, % 0 Total Equipment & Replacement Parts % 0 Grand Total 882, , , , % 1,015,103 B

7 NSB Assembly Assembly Members Personal Services FTE FTE Position Change % Range # Months 2015/ /2017 Amount Change Assembly Members , ,800 34, % 6110 Permanent Wages 6111 Regular Wages , ,800 34, % Total Permanent Wages 174, ,800 34, % 6130 Benefits 6131 Permanent Employee Benefits - 60% 108, ,280 17, % Total Benefits 108, ,280 17, % Total Personal Services 282, ,080 51, % B

8 ASSEMBLY 1005.* Object Account FY FY Year Variance Year Variance % 6100 Personal Services 282, , , Permanent Wages 174, , , REGULAR WAGES-PERMANENT 174, ,800 34, Total Permanent Wages 174, ,800 34, Benefits 108, , , BENEFITS-PERMANENT 108, ,280 17, Total Benefits 108, ,280 17, Total Personal Services 282, ,080 51, Contractual Services 628, , , Communications 5, , , AIRLINE EXPRESS 4,386 6,010 1, POSTAGE (340) (37.8) Total Communications 5,286 6,570 1, Professional Services 417, , OTHER SERVICES 417, , Total Professional Services 417, , Travel & Lodging 178, , , AIRFARE ON-SLOPE 30,563 32,263 1, AIRFARE IN-STATE 36,790 36, AIRFARE OUT-OF-STATE 3,000 3, AIRFARE-CHARTERS 60,000 91,200 31, GROUND TRANSPORTATION 7,773 8, PER DIEM 11,774 11, LODGING 28,991 32,123 3, Total Travel and Lodging 178, ,223 36, Other Services & Expenses 26, , ADVERTISING & PRINTING 20,000 20, TRAIN/TUITION/CONFERENCE 3,000 3, MEMBERSHIPS DUES/SUBS 3,500 4, Total Other Services & Expenses 26,500 27, Total Contractual Services 628, ,323 38, B

9 6500 Supplies 14, , Fuel 5, , VEHICLE FUEL 5,700 5, Total Fuel 5,700 5, Supplies-Non-Buildings & Grounds 9, , FOOD/WATER/COFFEE/CATER 5,000 5, HOUSEHOLD SUPPLIES 1,000 1, OTHER NON-BLDG SUPPLIES 3,000 3, Total Supplies-Non-Buildings & Grounds 9,000 9, Total Supplies 14,700 14, Grand Total 925,397 1,015,103 89, B

10 Expenditure Type ASSEMBLY BUDGETARY RESERVE * Final Actual 6 months % Change Personal Services Total Permanent Wages % 0 Total Permanent Overtime Wages % 0 Total Temporary Wages % 0 Total Temporary Overtime Wages % 0 Total Benefits % 0 Total Personal Services % Contractual Services Total Communications % 0 Total Contributions & Municipal Support % 0 Total Maintenance Services % 0 Total Insurance & Bonding Reserves 0 0 1,000, % 1,000,000 Total Professional Services % 0 Total Rents and Utilities % 0 Total Travel and Lodging % 0 Total Other Services & Expenses % 0 Total Contractual Services 0 0 1,000, % 1,000, Supplies Total Fuel % 0 Total Supplies-Buildings & Grounds % 0 Total Supplies-Non-Buildings & Grounds % 0 Total Supplies % Equipment & Replacement Parts Total New Equipment Under $5, % 0 Total Equipment & Parts Under $5, % 0 Total Equipment & Parts Over $5, % 0 Total Equipment & Replacement Parts % 0 Grand Total 0 0 1,000, % 1,000,000 B

11 Expenditure Type ASSEMBLY - ELECTIONS * Final Actual 6 months % Change Personal Services Total Permanent Wages % 0 Total Permanent Overtime Wages % 0 Total Temporary Wages 11,726 16,614 16,386 34, % 44,562 Total Temporary Overtime Wages % 0 Total Benefits 897 1,311 1,884 2, % 5,125 Total Personal Services 12,623 18,467 18,270 37, % 49, Contractual Services Total Communications 826 1,497 1,400 1, % 1,400 Total Contributions & Municipal Support % 0 Total Maintenance Services , % 2,000 Total Insurance & Bonding Reserves % 0 Total Professional Services % 0 Total Rents and Utilities 3,000 3,250 3,250 3,200 (7.7)% 3,000 Total Travel and Lodging 6,156 1,614 8,090 8, % 16,902 Total Other Services & Expenses 8,939 14,583 20,218 18, % 20,218 Total Contractual Services 19,025 20,944 34,958 32, % 43, Supplies Total Fuel % 0 Total Supplies-Buildings & Grounds % 0 Total Supplies-Non-Buildings & Grounds 6,861 3,958 7,300 3, % 7,300 Total Supplies 6,861 3,958 7,300 3, % 7, Equipment & Replacement Parts Total New Equipment Under $5, % 0 Total Equipment & Parts Under $5, % 0 Total Equipment & Parts Over $5, % 0 Total Equipment & Replacement Parts % 0 Grand Total 38,509 43,369 60,528 72, % 100,507 B

12 General Fund Elections Personal Services No Personel FTE FTE Position Change % Range # Months 2015/ /2017 Amount Change 6110 Permanent Wages 6115 Overtime Wages % Total Permanent Wages % Election Chairperson ,146 20,556 14, % Election Judge ,240 24,006 13, % 6120 Temporary Wages Regular Wages 16,386 44,562 28, % Total Temporary Wages 16,386 44,562 28, % 6130 Benefits 6135 Temporary Employee Benefits % 1,884 5,125 3, % Total Benefits 1,884 5,125 3, % Total Personal Services 18,270 49,687 31, % B

13 ASSEMBLY - ELECTIONS 1020.* Object Account FY FY Year Variance Year Variance % 6100 Personal Services 18, , , Temporary Wages 16, , , REGULAR WAGES-TEMPORARY 16,386 44,562 28, Total Temporary Wages 16,386 44,562 28, Benefits 1, , , BENEFITS-TEMPORARY 1,884 5,125 3, Total Benefits 1,884 5,125 3, Total Personal Services 18,270 49,687 31, Contractual Services 34, , , Communications 1, , AIRLINE EXPRESS 1,400 1, Total Communications 1,400 1, Maintenance Services 2, , OFFICE EQUIP MAINTENANCE 2,000 2, Total Maintenance Services 2,000 2, Rents & Utilities 3, , (250) (7.7) OTHER RENTS & UTILITIES 3,250 3,000 (250) (7.7) Total Rents and Utilities 3,250 3,000 (250) (7.7) 6400 Travel & Lodging 8, , , AIRFARE ON-SLOPE 4,450 10,380 5, GROUND TRANSPORTATION PER DIEM 1,300 2,340 1, LODGING 2,156 3,998 1, Total Travel and Lodging 8,090 16,902 8, Other Services & Expenses 20, , ADVERTISING AND PRINTING 18,218 18, MISC SERVICES & EXP 2,000 2, Total Other Services & Expenses 20,218 20, Total Contractual Services 34,958 43,520 8, Supplies 7, , Supplies-Non-Buildings & Grounds 7, , FOOD/WATER/COFFEE/CATER 6,300 6, OTHER NON-BLDG SUPPLIES 1,000 1, Total Supplies-Non-Buildings & Grounds 7,300 7, Total Supplies 7,300 7, Grand Total 60, ,507 39, B

14 Expenditure Type BOROUGH CLERKS OFFICE * Final Actual 6 months % Change Personal Services Total Permanent Wages 295, , , , % 507,951 Total Permanent Overtime Wages % 0 Total Temporary Wages 3,561 22, , % 0 Total Temporary Overtime Wages % 0 Total Benefits 222, , , , % 304,771 Total Personal Services 521, , , , % 812, Contractual Services Total Communications 6,007 8,252 9,900 6,199 (3.0)% 9,600 Total Contributions & Municipal Support % 0 Total Maintenance Services 1,099 4,732 45,500 1, % 45,500 Total Insurance & Bonding Reserves % 0 Total Professional Services % 0 Total Rents and Utilities % 0 Total Travel and Lodging 25,475 23,950 31,659 10,761 (27.1)% 23,072 Total Other Services & Expenses 8,975 7,120 11,060 1,220 (18.1)% 9,060 Total Contractual Services 41,555 44,054 98,119 19,912 (11.1)% 87, Supplies Total Fuel % 0 Total Supplies-Buildings & Grounds , % 0 Total Supplies-Non-Buildings & Grounds 16,654 23,574 12,000 6, % 12,000 Total Supplies 16,654 23,734 12,000 7, % 12, Equipment & Replacement Parts Total New Equipment Under $5, , , % 0 Total Equipment & Parts Under $5,000 1,810 2, % 0 Total Equipment & Parts Over $5, % 0 Total Equipment & Replacement Parts 1,849 3, , % 0 Grand Total 581, , , , % 911,954 B

15 NSB Clerk's Office NSB Clerk's Office Personal Services FTE FTE Position Change % Range # Months 2015/ /2017 Amount Change Borough Clerk , ,833 20, % Deputy Borough Clerk , ,593 4, % Executive Assistant ,437 65, % Senior Office Specialist ,352 57,252 (54,100) (48.6%) Office Specialist ,836 53, % 6110 Permanent Wages 6111 Regular Wages , ,951 90, % Total Permanent Wages 417, ,951 90, % 6130 Benefits 6131 Permanent Employee Benefits -60% 258, ,771 46, % Total Benefits 258, ,771 46, % Total Personal Services 676, , , % B

16 BOROUGH CLERKS OFFICE 1205.* Object Account FY FY Year Variance Year Variance % 6100 Personal Services 676, , , Permanent Wages 417, , , REGULAR WAGES-PERMANENT 417, ,951 90, Total Permanent Wages 417, ,951 90, Benefits 258, , , BENEFITS-PERMANENT 258, ,771 46, Total Benefits 258, ,771 46, Total Personal Services 676, , , Contractual Services 98, , (10,887) (11.1) 6210 Communications 9, , (300) (3.0) PHONE/FAX/MODEM 9,400 9,100 (300) (3.2) POSTAGE Total Communications 9,900 9,600 (300) (3.0) 6250 Maintenance Services 45, , COPIER MAINTENANCE 14,500 14, OFFICE EQUIP MAINTENANCE 31,000 31, Total Maintenance Services 45,500 45, Travel & Lodging 31, , (8,587) (27.1) AIRFARE IN-STATE 8,100 6,480 (1,620) (20.0) AIRFARE OUT-OF-STATE 6,666 5,166 (1,500) (22.5) GROUND TRANSPORTATION 1,998 1,406 (592) (29.6) PER DIEM 3,835 2,925 (910) (23.7) LODGING 11,060 7,095 (3,965) (35.8) Total Travel and Lodging 31,659 23,072 (8,587) (27.1) 6450 Other Services & Expenses 11, , (2,000) (18.1) TRAIN/TUITION/CONFERENCE 7,060 5,060 (2,000) (28.3) MEMBERSHIPS DUES/SUBS 4,000 4, Total Other Services & Expenses 11,060 9,060 (2,000) (18.1) Total Contractual Services 98,119 87,232 (10,887) (11.1) 6500 Supplies 12, , Supplies-Non-Buildings & Grounds 12, , FOOD/WATER/COFFEE/CATER 6,000 6, HOUSEHOLD SUPPLIES 1,000 1, OTHER NON-BLDG SUPPLIES 5,000 5, Total Supplies-Non-Buildings & Grounds 12,000 12, Total Supplies 12,000 12, Grand Total 786, , , B