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Fiscal Year 2012 Annual Report

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Fiscal Year 2012 Annual Report FISCAL YEAR 2012 ANNUAL REPORT DEPARTMENT OF STATE Ofice of the Secretary of State Arizona State Library, Archives and Public Records KEN BENNETT Similar to a publically traded company, the Secretary of State’s office is required to report to its stakeholders. While some companies report to Wall Street, we’re proud to report to Main Street. As our valued customer, I’m glad that you are taking the time to read about how your tax dollars are being spent. As always, I’d invite you to share your feedback and suggestions at: [email protected]. Consider this our initial public offering to get you involved to help us reinvent the way government does busi- ness. Fiscal Year 2012 was a busy year for the office with a record number of special projects. With centennial celebrations, new initiatives like Job As- sistance Centers and our Address Confidentiality Program, it sometimes felt like there weren’t enough hours in the day. And in case you had for- gotten—or were trying to forget—there was a Presidential Election cycle which saw 2.3 million Arizonans elect 113 candidates, 11 presidential electors and approve four of nine ballot measures. Arizona Secretary of State Since becoming the state’s Chief Election Officer, our office has worked closely with county recorders and election directors to apply 21st century and Chief Election Officer solutions to Arizona’s unique system of elections. From the candidate process to get on the ballot to educating voters about what’s on the bal- ON THE COVER lot, we’ve taken steps to develop an unprecedented level of accessibility, transparency and accountability. (Top left) The Capitol Dome re- ceived a facelift for the Arizona We believe when you add voter registration and voter education together, Centennial in FY 2012. Photo by the result is participation. These guiding principles have led to enhance- Scott Cancelosi. (Top right) The ments to many of our outreach efforts. Voters can check the status of Arizona Historical Advisory Com- their early or provisional ballot, find polling place information and even mission played an important role register to vote from many mobile devices. Combined with educational materials for the disabled and a secure system for overseas and military in the Centennial supporting Leg- voters to cast their ballot electronically, the state’s 3.1 million voters have acy Projects. Photo by Taylor a user-friendly system of elections which is a model for related improve- Arrazola. (Lower, left) WW II guns ments around the country. were brought in by train as part of the Salute to the Fallen Me- Improvements have not been limited to the Elections Services Division. morial that will be in Wesley We’ve sought to streamline customer service and maximize efficiency Bolin Memorial Plaza. Ground- throughout each division of the Department of State. Public Services, Business Services and the State Library, Archive and Public Records breaking on the memorial is slat- have all increased productivity without sacrificing service. ed for December 2012. Photo by Taylor Arrazola. The State Capitol We’re bullish on Arizona. We’ve cut overhead and the state’s balance celebrated 100 years on Febru- sheet is getting better. We hope that as one of Arizona’s 6.4 million mem- ary 14, 2012. Photo by Taylor bers of our ‘Board of Directors,’ you will join us as we reinvent the way Arrazola. government does business and regain the blue chip status we’ve always had. Annual Report FY 2012 Project Manager: Kim Crawford Layout & Design: Scott Cancelosi 2 Table of Contents Forward ........................................................................................ 2 Office Highlights Mission Statement, Vision and Values ..................................... 4 Fiscal Year 2012 Financials ...................................................... 5 About the Office Office Overview ........................................................................... 7 Administration ............................................................................. 21 Department of State Offices and Divisions Secretary’s Office Address Confidentiality Program ............................................... 35 Business Services ....................................................................... 41 Election Services ......................................................................... 51 Public Services ............................................................................ 65 Arizona State Library, Archives & Public Records Arizona Capitol Museum ............................................................ 87 Braille and Talking Book Library ............................................... 93 History and Archives ................................................................... 103 Law and Research Library ......................................................... 109 Library Development .................................................................. 115 Records Management ................................................................ 123 3 Office Highlights Our Vision To help all Arizonans enjoy a better quality of life through their partici- pation, understanding and confidence in state government. Our Mission To never stop searching for ways to improve on: 1. Helping people choose their leaders through fair, honest and accurate elections; 2. Letting people know what their government is doing by keeping a complete and accurate record of its actions and making that infor- mation readily available through library and records services; 3. Helping people form businesses, record important transactions and provide for their families. Our Values We are: Transparent Accessible Efficient Responsive Accurate Trustworthy 4 FY 2012 Financial Highlights The Office of the Secretary of State receives monies from several sources: the State General Fund, Federal Funds, Records Management Center, The Capitol Museum & Gift Shop, and private funding. State General Fund State General Fund. Daily operations of our Office and expenses for state grants and state-wide elections are paid from this fund, which is approved each year by the Legislature and Governor. In Fiscal Year 2012 we received approximately $13.6 million for daily operations including $3.4 million for the Presidential Primary Election. A spe- cial appropriation of $1.8 million was received for a special election to fill Congresswoman Gabrielle Gifford’s vacant seat. Daily operations include the various divisions of the Office such as Elections, Business Services, Publications, Information Technology, Library, Archives, and Public Records, and Administration. Expens- es for daily operations include salaries of employees who provide services to the public as detailed throughout the rest of this report, rent and insurance to the Department of Administration for office space, and other operating costs such as printing, postage, office sup- plies and equipment maintenance. The largest amount of expenses for statewide elections are monies to reimburse Arizona's counties and other political subdivisions for a portion of election expenses, including the printing of ballots, post- age, supplies, and rent, salaries and other expenses at the polls. There are also significant statewide expenses including the printing and postage costs for more than 2 million publicity pamphlets mailed to voters across the State. 5 We also charge fees for some of the filings and registrations sub- mitted to our office, for Records Storage and Micrographics ser- vices, and for printing and research costs for our Library and our Archives Divisions, as prescribed by state law. In addition, fines for domestic violence are assessed and received from the counties to support of our Address Confidentiality Program. Our Museum Gift Shop also collects sales revenues. Our aggregate collection from all fees, filings, fines, and sales to customers who used our services in FY2012 was approximately $2.7 million. These monies go into the General Fund and other state funds to help offset the expense of running our office. Federal Funds Our Office used about $7.2 million of Federal Funds in FY2012. The Help America Vote Act (HAVA) expenditures of $2.7 million consisted of $2.5 million for grants given to Arizona’s 15 counties for the purchase and maintenance of election equipment and other election expenses required by Federal and State laws. The other $176,000 was used to pay statewide expenses related to HAVA. In addition, the Secretary of State expended $103,200 under the STOP Violence Against Women Grant (an American Recovery and Reinvestment Act of 2009 (ARRA) sub-award from the Arizona Governor’s Office for Children, Youth and Families). This grant supported our Address Confidentiality Program. The Arizona State Library, Archives, and Public Records Divisions expended $4.4 million under six federal grant programs including $3.4 million under LSTA (Library Services and Technology Act), $698,200 for the Broadband Technology Opportunity Project (ARRA), and $323,500 for other federal grant programs. Private Funding Specific bequeaths and restricted donations to the Braille and Talk- ing Book Library, to the Archives and History Divisions, and to the Arizona Capitol Museum and private grant awards from the Arizo- na Veterans Services, and the Bill & Melinda Gates Foundation amounted to $805,700 for FY12. 6 About the Ofice Contact Information p. 23 Department of State Overview p. 8 Who We Are p. 8 Our Customers p. 9 Secretaries p.12 State Librarians p. 19 The historic Arizona state capitol building.
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