Idaho Association of County Recorders and Clerks

IDAHO ASSOCIATION OF COUNTY RECORDERS AND CLERKS

Betty Dressen, President JoLynn Drage, Vice President

Payette County Clerk Blaine County Clerk

208-642-6000 208-788-5531

Shelly Gannon, Secretary/Treasurer Sara Staub, IAC Board Rep

Gem County Clerk Bingham County Clerk

208-365-4561 208-782-3160

Minutes of the September 23, 2009 Meeting

Coeur D’Alene, ID

Welcome

The meeting was called to order by President Betty Dressen. The Pledge of Allegiance was led by Vice President JoLynn Drage. The invocation was given by Lewis County Clerk Cathy Larson.

Roll Call of Elected Clerks was taken by Secretary/Treasurer Shelly Gannon. Present were: Adams County Clerk Sherry Ward, Bannock County Clerk Dale Hatch, Bear Lake County Clerk Kerry Haddock, Benewah County Clerk Michele Reynolds, Bingham County Clerk Sara Staub, Blaine County Clerk JoLynn Drage, Bonner County Clerk Marie Scott, Boundary County Clerk Glenda Posten, Cassia County Clerk Larry Mickelsen, Clark County Clerk Lisa Black, Elmore County Clerk Marsa Plummer, Fremont County Clerk Abbie Mace, Gem County Clerk Shelly Gannon, Gooding County Clerk Denise Gill, Idaho County Clerk Rose Gehring, Jefferson County Clerk Christine Boulter, Latah County Clerk Susan Petersen, Lewis County Clerk Cathy Larsen, Minidoka County Clerk Duane Smith, Nez Perce County Clerk Patty Weeks, Payette County Clerk Betty Dressen, Shoshone County Clerk Peggy DeLange-White, Valley County Clerk Archie Banbury, Washington County Deputy Clerk Betty Thomas. 24 of 44 counties were represented.

Other guests attending were Shane Harris and Mitch Cromwell from Computer Arts, Inc.

Announcements

Pictures from the Clerk’s Conference were handed out to those present. President Betty Dressen read a letter from Ada County Clerk Dave Navarro regarding a proposed legislative change for counting votes for write-in candidates.

Sharon Widner, Washington County Clerk will have a retirement open house Saturday November 7, 2009. Betty Thomas, Washington County Deputy Clerk, was introduced.

Communication – List Serve

The List Serve “Google Group” was discussed. Some clerks are using it and some are not. A few have trouble accessing the group. Denise Gill talked about how the List Serve works and how to access it. A benefit of using List Serve is that topics will stay out there as long as we want them to. The Clerks agreed to try to use List Serve. A test will be sent out for everyone to respond to.

Consolidated Election – Paper Ballots

Counting paper ballots for consolidated elections was discussed. It was thought that the Secretary of State’s office is working to change legislation that currently states paper ballots must be counted at the precincts.

Election Round Table

Mapping issues and concerns were discussed. Denise Gill wondered if there could be a state mapping system to help those who don’t have mapping capabilities. Betty Dressen stated Payette County’s GIS doesn’t match what the State has. Sara Staub stated the State has money for technology and wondered if that could be used to help with mapping. A committee has been formed in Intergovernmental Affairs to look at mapping issues. The committee includes representatives from the Assessors, Clerks and State Tax Commission. Archie Banbury and Denise Gill will represent the Clerks on the committee.

Patty Weeks presented ballot boxes she had made by Western Plastics. The telephone number for Western Plastics is 323-6740 in case other clerks were interested in having some made. Christine Boulter mentioned that in their county they have an outside collection box where people can drop off their absentee ballots and tax payments.

A legislative change in Idaho Code that uses landmarks when describing precinct boundaries was discussed. The group agreed that there is a need for the use of a meets and bounds description for precinct boundaries. Abbie Mace will draft a resolution to be presented at our next meeting.

Sara Staub asked if ovals on the ballots can be darker. It was stated that ballot specifications are approved by the Secretary of State’s office. Abbie stated she had problems when Election System & Software printed her ballots but has had no problems since she switched to Caxtons. Sara said she had hers printed by Election System & Software.

Court Interpreters

Several counties are having difficulty getting certified interpreters. Trial Court Administrator Dan Kessler has instructed the counties he represents that using certified interpreters is a requirement. Counties with other Trial Court Administrators said they aren’t being told they are required. It was stated that some good interpreters are unable to pass the test to become certified. It was discussed that certified interpreters may only be required for certain types of cases. Patty Weeks suggested bringing the issue to the Shared Committee Meeting.

Published Budget Format – Computer Arts, Inc.

Shane Harris with Computer Arts, Inc. discussed changes to the format of the Published Budget Report. He asked Clerks who use Computer Arts to test the report to ensure it works for what is needed. Duane Smith asked if revenues can show by fund.

There was discussion about the Treasurers co-signing county warrants. Currently there is a box that can be checked to allow for either one or two signature lines to appear on the warrants, however currently if two signature lines appear on the warrants they cannot be signed electronically, they must be signed by hand by both signers. It was stated that if the Treasurer signs the warrants they become liable along with the Clerk and Commissioners if a budget is overspent.

Differences between checks and warrants was discussed. It was stated that checks impact cash immediately and warrants don’t impact cash until they are redeemed which allows for a separation of duties.

Resolution Follow Up – Supreme Court to remove the Clerk’s Office from court ordered disability

Patty Weeks said she hasn’t heard anything more regarding court ordered disbursement by the Clerk’s office on divorce cases.

Open Discussion

Sara Staub wondered about changing Idaho Code to remove the responsibility of the Clerk to supervise destruction of records, rather making the department head over the records responsible for overseeing the destruction of their records. It was stated that Tony Poinelli had written that change.

It was stated that Idaho Correctional Industries has new color business cards as well as other printing capabilities. Duane Smith discussed Idaho Code 31-874 and stated that indigent matters can be done in closed session rather than executive session. He said a decision can be made in closed session but cannot be made in executive session. A closed session is not subject to disclosure. Publishing minutes online rather than in the newspaper was discussed.

Adoption of Referendum Initiative Amendment that states counties will accept initiatives was discussed. Betty Dressen will send out a copy of Payette County’s amendment.

New passport mailing and tracking requirements were discussed. The changes will be effective October 1, 2009. Counties are not allowed to charge for the increased cost to mail passport application via a method that is traceable. Rose Gehring said she would like to see a passport training up north. Rose will talk with the passport agency to arrange a training in Lewiston.

Duane Smith discussed adding Clerk history and pictures on the Clerk’s page on the Idaho Association of Counties website.

A copy of an initiative for 2012 by Larry Grant of Fruitland, Idaho providing for permanent absentee balloting was distributed.

Meeting adjourned at 9:48 a.m.