Presentation to the Institute of Management Accountants...Presentation to the Institute of Management Accountants by Joel D. Miller Linn County Auditor & Commissioner of Elections

Presentation to the Presentation to the Institute of Management Institute of Management

AccountantsAccountantsby Joel D. Millerby Joel D. Miller

Linn County Auditor & Commissioner Linn County Auditor & Commissioner of Electionsof Elections

April 17, 2008April 17, 2008

Copyright Copyright ©© 2008 by Joel D. Miller 2008 by Joel D. Miller –– All rights reservedAll rights reserved

The Office of AuditorThe Office of Auditor

Secretary to the Board of SupervisorsSecretary to the Board of SupervisorsReal estate transfersReal estate transfersAccounts payableAccounts payablePayrollPayrollCounty buildings custodial & maintenanceCounty buildings custodial & maintenanceCalculates tax rates for all taxing entitiesCalculates tax rates for all taxing entities


The Office of AuditorThe Office of Auditor

Commissioner of elections for city, school, Commissioner of elections for city, school, county, state, and federal electionscounty, state, and federal electionsVoter registrationVoter registrationPolling site and precinct election officialsPolling site and precinct election officialsPublishes election noticesPublishes election noticesMaintains elections equipmentMaintains elections equipmentCounts the votesCounts the votes


Budget CentralBudget Central

All governmental entities All governmental entities -- schools, cities, schools, cities, townships, EMA, county assessor townships, EMA, county assessor –– file file completed budgets with Auditorcompleted budgets with AuditorEach budget includes the tax asking by Each budget includes the tax asking by each entityeach entityCertifies county budget to State Certifies county budget to State Department of ManagementDepartment of Management


Clerk to the Board of SupervisorsClerk to the Board of Supervisors

Prepares agendas and minutesPrepares agendas and minutesNotifies mediaNotifies mediaAttends all BOS meetingsAttends all BOS meetingsOfficial papers maintained, e.g., contractsOfficial papers maintained, e.g., contractsPrepares, records, publishes county Prepares, records, publishes county ordinancesordinancesServed Served –– legal noticeslegal notices


Clerk to the BOSClerk to the BOS

License and permits for unincorporated License and permits for unincorporated areasareasCigarette licensesCigarette licensesBeer permitsBeer permitsLiquor licensesLiquor licensesFireworks permitsFireworks permits


Accounting ServicesAccounting Services

Linn and large counties allowed finance Linn and large counties allowed finance and budget directorsand budget directorsAuditor disburses all county fundsAuditor disburses all county fundsAll claims submitted to AuditorAll claims submitted to AuditorEmployee and Options payrollEmployee and Options payrollEmployee purchasing cards onlineEmployee purchasing cards online2007/2008 vendor payments online2007/2008 vendor payments online


Accounting ServicesAccounting Services


Property Tax ServicesProperty Tax Services

After assessors (CR & LC) certifies After assessors (CR & LC) certifies exemptionsexemptionsTabulates taxable valuations for each Tabulates taxable valuations for each property ownerproperty ownerCalculates tax rate and prepares Calculates tax rate and prepares statementsstatementsApplies tax rates to taxable valuationApplies tax rates to taxable valuationCertifies taxpayersCertifies taxpayers’’ share to County share to County Treasurer for collectionTreasurer for collection






Facilities ServicesFacilities Services

Courthouse and 11 other major buildingsCourthouse and 11 other major buildingsCustodial & Maintenance Custodial & Maintenance –– 475k sq ft475k sq ft$100K for major maintenance projects$100K for major maintenance projects$600K for capital projects county$600K for capital projects county--widewideCustodian of the Courthouse Custodian of the Courthouse ““under under direction of the BOSdirection of the BOS””


Linn County CourthouseLinn County Courthouse


Administrative Office BuildingAdministrative Office Building


Office of SheriffOffice of Sheriff


Correctional CenterCorrectional Center


Juvenile Detention CenterJuvenile Detention Center


Public HealthPublic Health


OptionsOptions


LiftsLifts


Fillmore CenterFillmore Center


Veterans AffairsVeterans Affairs


Witwer CenterWitwer Center


Elections DepotElections Depot


Real Estate ServicesReal Estate Services

Overseer of county platsOverseer of county platsOfficial source is County RecorderOfficial source is County RecorderChain of titleChain of titleTransfer records maintained showing Transfer records maintained showing ownership of all parcels ownership of all parcels –– 95k+95k+


GIS/Mapping ServicesGIS/Mapping Services

Official mapmaker for CountyOfficial mapmaker for CountySupports real estate services and Supports real estate services and ……Election ServicesElection ServicesProperty Tax ServicesProperty Tax ServicesFederal censusFederal censusEconomic developmentEconomic developmentAssessorsAssessors



Real estate brokers and agentsReal estate brokers and agentsSchool districts and citiesSchool districts and citiesLaw enforcementLaw enforcementAccuracy increasingAccuracy increasingUses increasingUses increasing












Retail Products & ServicesRetail Products & Services


Election ServicesElection Services

Commissioner of Elections Commissioner of Elections –– 19721972All elections All elections –– federal, state, county, city, federal, state, county, city, school, and special (e.g., SILO & LOST)school, and special (e.g., SILO & LOST) ‏‏Prepare & supervises printing of ballotsPrepare & supervises printing of ballotsPrograms & tests voting machinesPrograms & tests voting machinesConducts schools for PEOsConducts schools for PEOsAbsentee ballots Absentee ballots –– 50K expected in Nov50K expected in Nov


Election ServicesElection Services

Receiving clerk for nomination papers & Receiving clerk for nomination papers & public measures going on ballotpublic measures going on ballotClerk to County Board of Election Clerk to County Board of Election Canvassers and Special Precinct BoardCanvassers and Special Precinct BoardRegistrar of Voters Registrar of Voters –– 19751975Maintains voter registration recordsMaintains voter registration recordsElection day registrationElection day registrationCertifies results and certificates of electionCertifies results and certificates of election


Accomplishments Accomplishments –– 14 months14 months

4 county4 county--wide electionswide electionsVoter registration changes now entered Voter registration changes now entered directly into Idirectly into I--Voters while the customer is Voters while the customer is still at the counter to ensure accuracy of still at the counter to ensure accuracy of informationinformationStaffed 8 voter outreach efforts in 2007 Staffed 8 voter outreach efforts in 2007 ––took the office to the peopletook the office to the peopleEntire elections staff SEAT certifiedEntire elections staff SEAT certified


Accomplishments Accomplishments –– 14 months14 monthsImproved GIS web site performance with better Improved GIS web site performance with better network connectivity and new servernetwork connectivity and new serverRedesigned/reorganized AuditorRedesigned/reorganized Auditor’’s portion of s portion of www.linncounty.orgwww.linncounty.orgArchived and removed plat books from counter Archived and removed plat books from counter and integrated their content into PV Web and integrated their content into PV Web databasedatabaseSupported temporary county (supervisor) Supported temporary county (supervisor) redistricting commission with GIS/mapping redistricting commission with GIS/mapping servicesservices



Redesigned daycare database for SheriffRedesigned daycare database for Sheriff’’s s OfficeOfficeMapped chemical site maps for Mapped chemical site maps for Emergency Management AgencyEmergency Management AgencyProduced maps to support Linn County Produced maps to support Linn County AttorneyAttorney’’s court casess court casesCombined the Accounts Payable and Combined the Accounts Payable and Payroll functions into one area, called Payroll functions into one area, called Accounting. Accounting.


Accomplishments Accomplishments –– 14 months14 monthsChanged the preferred method of record Changed the preferred method of record storage from paper to electronic. storage from paper to electronic.

Implemented Positive Pay for all County Implemented Positive Pay for all County checks. checks.



Rearranged the Payroll area to optimize Rearranged the Payroll area to optimize space and efficiency and improve privacyspace and efficiency and improve privacyBlog Blog –– Views of the Linn County AuditorViews of the Linn County AuditorImproved web decreased counter trafficImproved web decreased counter trafficShared real estate books with RecorderShared real estate books with RecorderCitizens most satisfied with Voter Citizens most satisfied with Voter Registration Registration –– best in Countybest in County


Short Term GoalsShort Term Goals

Remodel walkRemodel walk--up counterup counterChange out the voting machines after the Change out the voting machines after the June primary electionJune primary electionTrain the precinct election officials on the Train the precinct election officials on the new equipment and changes to election new equipment and changes to election laws for the November general election. laws for the November general election.


Long Term GoalsLong Term Goals

Lobby the 2009 Board of Supervisors to Lobby the 2009 Board of Supervisors to broadcast their meetings via the internet.broadcast their meetings via the internet.Lobby the Board to take action to address Lobby the Board to take action to address the future space needs of the County the future space needs of the County --which could lead to a consolidation of which could lead to a consolidation of buildingsbuildings


Q & AQ & A

As AuditorAs AuditorAs former Mayor of RobinsAs former Mayor of RobinsAs ...As ...

Documents

Presentation to the Institute of Management Accountants...Presentation to the Institute of Management Accountants by Joel D. Miller Linn County Auditor & Commissioner of Elections