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 business.

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 received 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

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

Office Highlights

Our Vision

To help all Arizonans enjoy a better quality of life through their participation, 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 information 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

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 special 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 supplies 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, postage, 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.

We also charge fees for some of the filings and registrations submitted to our office, for Records Storage and Micrographics services, 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.

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.

Overview

Office of the Secretary of State and the Since statehood Arizona State Library, Archives, there have been and Public Records 18 different secretaries of Who We Are state. The Arizona Department of State was created by the Arizona Con- stitution and is headed by a publicly elected secretary of state, who serves as acting governor in the absence of the governor, and suc- ceeds the governor should a vacancy occur. If the secretary advanc- es to the governor’s office under this scenario, the governor ap- points a replacement secretary.

The secretary’s main office is divided into four separate areas:  Main office administration,  Business services,  Election services, and  Public services.

The Department of State added the Arizona State Library, Archives and Public Records as a division on Oct. 1, 2009, with the passing of Senate Bill 1091. The bill moved LAPR from the legislative branch to the executive branch under the Office of Secretary of State. The State Library is divided into seven areas that include:  Library administration,  Braille and Talking Book Library,  History and Archives,  Law and Research Library,  Library Development,  Capitol Museum, and  Records Management.

Our Customers The duties of the Department of State, Secretary of State and Arizo- na State Library, Archives and Public Records are many and vary under the law and Arizona Constitution. It is our commitment to the customer which is priority – whether it is filing a document or maintaining accurate permanent records – we must remain diligent and never lose sight as to why we are here, to serve.

The secretary’s main office is primarily a filing office with duties set in the Arizona Constitution and Arizona Revised Statutes. Some duties of the secretary include:  Keep the Great Seal of the State of Arizona and grant or de- ny permission to use it;

 Receive and record business filings to include Uniform Commercial Code transactions, trademark and trade name registrations, charity filings, limited partnerships and limited liability partnerships;

 Administer election functions to include release of result in a statewide canvass and certification of statewide elections. As the state’s chief election officer, the secretary of state files in the office receipts for all books distributed by the secretary of state and direct the county recorder of each county to do the same under A.R.S. § 41-121(5) and certifies to the governor the names of those persons who have received at any election the highest number of votes for any office, the incumbent of which is commissioned by the governor under A.R.S. § 41-121(6).

 Register lobbyists and accept lobbyist filings and campaign finance filings;  Publish official acts of the state of Arizona to include chap- Since statehood, 12 tering legislative bills; secretaries of state

 Publish state agency, board and commission rules in the Ar- have been izona Administrative Code and the Arizona Administrative Democrat and six Register; and Republican.

 Commission notaries public, and authenticate notaries public and certain public officials on documents sent to foreign

countries.

 Keep a register of and attest the official acts of the gover- Of the 18 nor. secretaries of File in the Secretary of State’s office receipts for all books distrib- state since uted by the secretary of state and direct the county recorder of each statehood, four county to do the same. have been  Keep a fee book of fees and compensation of whatever kind and nature earned, collected or charged by the secretary of women. state, with the date, the name of the payer and the nature of the service in each case. The fee book shall be verified annually by the secretary of state’s affidavit entered in the fee book.  Meet at least annually with personnel from the federal voting assistance office of the United States department of defense and with county recorders and other county election officials in this state to coordinate the delivery and return of registrations, ballot requests, voted ballots and other election materials to and from absent uniformed and overseas citizens.

The Arizona State Library, Archives and Public Records (LAPR) serves the informational needs of Arizona citizens as authorized in Arizona Revised Statute § 41-151. Through its own divisions, the LAPR provides access to unique historical and contemporary resources. LAPR:  Maintains archives of historical government records in Ari- zona, to include the preservation of these historical records, documents and other items of interest.

 Offers library development assistance to public libraries and promotes statewide collaboration for historical and cultural institutions.

 Manages a library for the visually and physically disabled. Special library and information services are offered for the visually and physically disabled and institutionalized.

 Manages museums and facilities for educational purposes as approved by the secretary of state. Includes the Arizona

Capitol Museum and the Arizona Women’s Hall of Fame and Carnegie Center in addition to virtual collections, corresponding online resources and statewide outreach programs.

 Manages the state’s public records management program.

 Offers access to public information, research services and a

law library. Includes Federal Regional Depository of federal agency publications and Arizona state agency publications. Democrat Rose Mofford was the LAPR provides in-depth research and reference services are provided in the following subjects: first woman to serve  Law, as Secretary of  Government, State, having been  Genealogy, and appointed by then  Arizoniana. Gov. Wesley Bolin. Research is provided to: Sec. Mofford then  The public, became the first  State agencies, woman elected to  Local governments, and the position in 1982  The state Legislature. and was re-elected Consultant services are offered to public libraries to strengthen in 1986. county and local library services, and to government agencies of Mofford went on to the cities, counties and state to assist them in the management of become Arizona’s official records. first female gover- State and federal grants for public libraries and other authorized nor in 1988 upon the services are administered and monitored. impeachment of Gov. Evan Mecham.

Secretaries of State

Since Statehood

Served: February 14, 1912 – 1918 1912 - 1918 Born: May 17, 1884, Phoenix, Maricopa County, Ariz. Died: May 25, 1948, Phoenix, Maricopa County, Ariz. Buried: May 28, 1948, Greenwood Cemetery, Phoenix, Maricopa County, Ariz.

Sidney P. Osborn was elected to the office in the Dec. 12, 1911, election but did not take office until Arizona became a state on Feb. 14, 1912. He was re-elected in the Novem-

SIDNEY P. OSBORN ber 1914 and 1916 General Elections.

Osborn served as Arizona governor from 1941 until his death on May 25, 1948. He was the first Arizona state governor to die while serving in the office of the governor.

Democrat

Served: 1919 – 1920 1919 - 1920 Born: Aug. 12, 1873, Rockford, Coosa County, Alabama Died: July 22, 1957, St. Joseph's Hospital, Phoenix, Mari- copa County, Ariz. Buried: Safford Union Cemetery, Graham County, Ariz.

Simms was a delegate to the Arizona 1910 Constitutional Convention representing Graham County.

MIT SIMMS He also served as State Treasurer 1915 – 1916, 1931 – 1932, 1935 – 1936, 1947 – 1948 and was a member of the Arizona Corporate Commission 1949 – 1954, 1955 – 1957.

Democrat

Served: 1921 – 1922 1921 - 1922 Born: Feb. 10, 1880, Creston, Union County, Iowa Died: March 29, 1959, Arizona Pioneers' Home, Prescott, Yavapai County, Ariz. Buried: April 1, 1959, Mesa Cemetery, Mesa, Maricopa County, Ariz.

Hall was a U.S. Army, World War I veteran: "He expected to return to the Cuprite [mine] after the adjournment of the

ERNEST R. HALL Legislature, but before the end of the session enlisted in the 27th engineers and went to France. Shortly after his return from the war he was elected secretary of state." ("Ernest Hall Going Back to Mining." The Coconino Sun (Flagstaff, Ariz.), Dec. 8, 1922, p. 8) Sen. Hall did not

Republican resign his seat in the Legislature. Starting on June 10, 1918, he was noted as "excused" in the Senate Journal.

Served: 1923 – 1928; 1933 – 1938 1923 - 1928 Born: April 30, 1881, Huntsville, Randolph County, Mis- souri Died: Sept. 11, 1957, Phoenix, Maricopa County, Ariz. Buried: Sept. 13, 1957, Greenwood Memorial Park, Phoenix, Maricopa County, Ariz.

Sec. Kerby was "… first elected secretary of state in 1922 and served two separate terms of six years

JAMES H. KERBY each." ("James Kerby Funeral Set Tomorrow" Tucson Daily Citizen, Sept. 12, 1957, p. 16)

Kerby left the office twice - in 1928 and in 1938 - to run unsuccessfully for the Democratic nomination for gover-

Democrat nor.

Served: Jan. 7, 1929 – Jan. 27, 1929 1929 Born: July 9, 1869, Gallitzin, Cambria County, Penn- sylvania Died: Jan. 27, 1929, St. Joseph's Hospital, Phoenix, Maricopa County, Arizona Buried: Pennsylvania

"Callaghan was elected at the last election [Nov. 6, 1928] and was to have taken office Jan. 7, but his

JOHN C. inauguration was postponed because he was con- CALLAGHAN fined to a hospital at that time [he had been taken to the hospital on Jan. 5, 1929]. Callaghan died in office Jan. 27, 1929. ("Secretary of State of Arizona Passes on." The Helena Independent (Helena, Montana), Jan. 28, 1929, p. 8)

Democrat Previous Annual Reports listed Callaghan as a Republican. The General Canvass from 1928 confirms that he was a Democrat.

1929 -1930 Served: Jan. 30, 1929 – 1930 Born: Dec. 2, 1874, near Marshall, Clark County, Ill. Died: Sept. 16, 1932, Miami, Gila County, Ariz. Buried: Masonic Cemetery, Nogales, Santa Cruz County, Ariz.

Gov. John C. Phillips appointed I. P. "Ike" Fraizer to the Office of the Secretary of State on Jan. 30, 1929, who accepted the position. I.P. "IKE" FRAIZER When Secretary of State, J. C. Callaghan died, Gov. John C. Phillips first appointed George W. Nickle to the office on Jan. 29, 1929, who declined the appointment the next day. In previous Annual Reports, Mr. Fraizer's name was spelled incorrectly. At the request of his granddaughter the name has been corrected. (Request Republican made Aug. 20, 2008, by Kathryn Fraizer Smith)

Served: 1931 – 1932 1931 - 1932 Born: Dec. 17, 1856, La Grange, Fayette County, Texas Died: March 4, 1935, Pioneers’ Home, Prescott, Yavapai County, Ariz. Buried: Phoenix, Ariz.

He also served in the Arizona Fourteenth Legislative As- sembly, House of Representatives in 1887; served on the Cochise County Board of Supervisors 1891 – 1892; and

SCOTT WHITE served as Cochise County Sheriff 1893 – 1894; 1897 – 1900 before becoming secretary of state.

Democrat

Served: 1923 – 1928; 1933 – 1938 1933 -1938 Born: April 30, 1881, Huntsville, Randolph County, Missouri Died: Sept. 11, 1957, Phoenix, Maricopa County, Ariz. Buried: Sept. 13, 1957, Greenwood Memorial Park, Phoe- nix, Maricopa County, Ariz.

"Kerby, who died yesterday at his Phoenix home, was first elected secretary of state in 1922 and served two separate terms of six years each." ("James Kerby Funeral Set To-

JAMES H. KERBY morrow" Tucson Daily Citizen, Sept. 12, 1957, p. 16) Kerby left the office twice - in 1928 and in 1938 - to run unsuccessfully for the Democratic nomination for governor.

Democrat

1939-1942 Served: 1939 – Nov. 20, 1942 Born: November 16, 1895, Peoria, Maricopa County, Arizona Territory Died: Nov. 20, 1942, Good Samaritan Hospital, Phoenix, Maricopa County, Ariz. Buried: Nov. 25, 1942, Glendale, Maricopa County, Ariz.

Arizona State Treasurer, Harry M. Moore, was elected Arizo- na Secretary of State in the general election on Nov. 1, 1938

HARRY M. MOORE and was sworn in Jan. 2, 1939. He was elected to a second term as secretary of state in 1940. ("Harry M. Moore Ariz. Secretary of State, Dead." Yuma Daily Sun, Nov. 21, 1942, p. 1) Seventeen days after Moore was elected to a third term in the general election on Nov. 3, 1942, he died of coronary

Democrat thrombosis following an emergency operation for acute ap- pendicitis. He was 47 years old. 1942-1948 Served: Nov. 27, 1942 – May 25, 1948 Born: June 19, 1886, Vicksburg, Warren County, Mississippi Died: Feb. 5, 1974, St. Joseph's Hospital, Phoenix, Maricopa County, Ariz. Buried: Tucson, Pima County, Ariz.

After Arizona Secretary of State, Harry M. Moore, died on Nov. 20, 1942, Gov. Sidney P. Osborn named assistant Sec- retary of State, Dan E. Garvey, to the office on Nov. 27, 1942.

DAN E. GARVEY Secretary of State Garvey was subsequently elected to the office in the November 1944 and 1946 general elections. Garvey was the first secretary of state to move to the gover- nor's office on Nov. 22, 1948, upon death of Gov. Sidney P. Osborn. Democrat

Served: Nov. 22, 1948 – Jan. 3, 1949 1948-1949 Born: October 10, 1896, Hatchechubbee, Russell County, Alabama Died: June 8, 1969, Phoenix, Maricopa County, Ariz. Buried: June 11, 1969, Greenwood Memorial Gardens, Phoe- nix, Maricopa County, Ariz.

Williams was appointed secretary of state in November of 1948 to fill the unexpired term of Sec. Dan E. Garvey who

CURTIS M. became governor. The 18th Arizona State Legislature, 7th WILLIAMS Special Session (Sept. 13, 1948 – Oct. 14, 1948) passed House Concurrent Resolution No. 1 "A Concurrent Resolution Proposing an Amendment to the Constitution of Arizona Re- lating to Gubernatorial Succession" which was referred to the voters on the Nov. 2, 1948, ballot. This passed and, on Nov.

Democrat 22, 1948.

1949 - 1977 Served: 1949 – Oct. 20, 1977 Born: July 1, 1909, Butler, Missouri Died: March 4, 1978, Phoenix, Maricopa County, Ariz.

Bolin was elected to the office in the Nov. 2, 1948, General Election and continued to be re-elected for 13 consecutive terms, a total of 29 years. He was the first secretary of state to serve four-year term from 1971 to 1975.

Bolin succeeded from the office of Arizona Secretary of State WESLEY BOLIN to the governorship on Oct. 20, 1977, due to the resignation of Gov. Raul Hector Castro who had been appointed U. S. Am- bassador to Argentina by President Carter.

Democrat

Served: Oct. 20, 1977 – April 5, 1988 1977-1988 Born: June 10, 1922, Globe, Gila County, Ariz.

Mofford was appointed on Oct. 20, 1977, to the office of Arizona Secretary of State by Gov. Wesley Bolin who succeeded to the governorship upon the resignation of Gov. Raul Castro who had been appointed U.S. Ambassador to Argentina. Secretary Mof- ford was elected to the office in the Nov. 7, 1978, General Elec- tion and was re-elected in 1982 and 1986.

ROSE MOFFORD Mofford was the first woman elected as secretary of state. Rose Mofford succeeded to the governorship upon the impeachment and Arizona State Senate conviction of Gov. Evan Mecham on April 5, 1988.

Democrat

Served: April 13, 1988 – 1990 1988 - 1990 Born: July 8, 1939, Tempe, Maricopa County, Ariz. Died: May 11, 2003, Scottsdale, Maricopa County, Ariz.

Shumway was appointed to the office of Arizona Secretary of State on April 13, 1988, by Gov. Rose Mofford who had succeeded to the governorship. Jim Shumway ran for the office in 1990 Democrat primary election but lost to Richard Mahoney who was eventually elected JAMES "JIM" Arizona Secretary of State in the General Election. HYRUM SHUMWAY

Democrat

Served: 1991 – 1994 1991 - 1994 Born: May 28, 1951, St. Joseph's Hospital, Phoenix, Mari- copa County, Ariz.

Mahoney was elected as Secretary of State in 1990. He holds an A.B. in history (magna cum laude) from Princeton Univer- sity, a Ph.D. in international relations from Johns Hopkins University School of International Studies and a J.D. from Arizona State University.

RICHARD "DICK" Mahoney was professor emeritus at the Thunderbird School D. MAHONEY of Global Management. He also authored two books

Democrat

Served: Jan. 3, 1995 – Sept. 5, 1997 1995 - 1997 Born: Aug. 8, 1935, Kansas City, Jackson County, Missouri

Hull was elected to the office of Arizona Secretary of State in the Nov. 8, 1994, General Election and took the oath of office on Jan. 3, 1995. She succeeded to the governorship on Sept. 5, 1997, at 5 p.m. due to the resignation of Gov. John Fife Symington, III.

Before becoming secretary, she was the first woman elected JANE DEE HULL speaker of the Arizona House of Representatives. After suc- ceeding to the governor's office, she successfully ran and won the post and was the first woman elected governor of Arizona (Gov. Rose Mofford never ran for the office).

Republican

Served: Sept. 11, 1997 – 2002 1997 - 2002 Born: Jan. 10, 1944, Phoenix, Maricopa County, Ariz.

Bayless was appointed as secretary by Gov. Jane Dee Hull who had succeeded to the governorship. She was later elected by voters to the office on Nov. 3, 1998, and took the oath of office Jan. 4, 1999. Bayless speaks Spanish and earned her Bachelor's degree in Latin American Studies and Spanish from the University BETSEY BAYLESS of Arizona

Republican

2003 - 2009 Served: 2003 – January 20, 2009 Born: Sept. 26, 1944, Hollywood, Los Angeles County, Ca- lif.

Brewer was elected as secretary in the Nov. 5, 2002, Gen- eral Election and took the oath of office on Jan. 6, 2003. She was re-elected in the Nov. 7, 2006, General Election. 4. On Jan. 20, 2009, Gov. Janet Napolitano was confirmed as Homeland Security director to President Obama and re- JANICE K. BREWER signed as governor. Brewer succeeded to the governorship from the office of Arizona Secretary of State and was sworn in Jan. 21, 2009, upon the resignation of Gov. Janet Napoli- tano.

Republican

Served: Jan. 26, 2009 – 2009 - Present Born: Aug. 1, 1959, Tucson, Pima County, Ariz. Ken Bennett was appointed by Gov. Jan Brewer to re- place her as secretary of state, and took the oath of office on Jan. 26, 2009. Bennett was subsequently elected by the voters to the office on Nov. 2, 2010. Prior to becoming secretary, Bennett served as Arizona KEN BENNETT State Senate President.

Republican

18 State Librarians

Since Statehood Library Director

1915 - 1932 A.R.S. § 41-151.03. Director Con P. Cronin of the state library; qualifica- tions 1932 - 1956 Mulford Winsor A. The state library shall be under the charge and 1956 - 1961 control of a director, sub- Alice B. Good ject to supervision of the secretary of state. The 1961 - 1979 secretary of state shall Marguerite Cooley appoint the director of the state library. The director shall serve at the pleas- 1979 - 1993 ure of the secretary of Sharon Womack (Turgeon) state.

1993 - 1996 B. The director shall be a Arlene Bansal person who is technically trained in library work 1996 - 1997 with at least a master's Mary Johnson, Acting State Librarian degree in library science or the equivalent and who 1997 - 2011 has at least five years' actual experience as GladysAnn Wells chief administrator of a major library. 2011 - Janet Fisher, Acting State Librarian

Administration Overview p. 23

What We Do Department of State p. 24

FY 2012 Statistics p. 25

Write Us Physical Locations The Honorable Ken Bennett Administration is located in the Secretary of State executive tower at the State 1700 W. Washington St., Fl. 7 Capitol in Phoenix. Parking is Phoenix, AZ 85007-2808 available just west of the tower off of 19th Avenue and Washing- ton Street. Arizona State Library, Archives and LAPR is located in the 1938 Public Records, Director’s Office addition of the State Capitol in 1700 W. Washington St. Phoenix. 1938 Addition, Suite 200 Phoenix, AZ 85007 Call Us On the Web Administration Main Office: Telephone: (602) 542-4285 www.azsos.gov Fax: (602) 542-1575 Arizona State Library, Archives Arizona State Library, Archives and and Public Records: Public Records, Director’s Office www.azlibrary.gov Telephone: (602) 926-4035 Fax: (602) 256-7983

About Secretary of State Ken Bennett

Biography

Statewide office is the newest chapter in a record of public service that spans almost 30 years for Ken Bennett.

Since his appointment as Secretary in 2009 and subsequent election to a four-year term in 2010, Bennett has modernized the office by cutting government red tape and eliminating wasteful spending. Arizona Secretary of State & Chief Election Officer Secretary Bennett’s longstanding efforts to improve government efficien- KEN BENNETT cy and transparency have not gone unnoticed. Secretary Bennett has received awards such as the Freedom of Information Award, Legislator of the Year and the Polly Rosenbaum Award from the State Library, Ar- chives and Public Records.

An Arizona native, Bennett began his career in public service in 1985 with his election to the Prescott City Council and was named mayor pro- tempore three years later. In 1998, Bennett was elected to four consecutive terms to represent Legislative District 1 in the state Legislature serving as Senate president during his final four years before being term- limited from office in 2007.

Prior to joining the Legislature, Bennett was a member of the Arizona State Board of Education for seven years and was president of the board for two years. Bennett also served on the Arizona Charter Schools Board for three years, and was a founding member of the Education Leaders Council in Washington, D.C.

Currently, he is chairman of the board of directors for Prescott-based Global Building Systems, Inc. He also is a member of the board of directors for Cancer Treatment Centers of America (Western Regional Medi- cal Center, in Goodyear). Bennett was CEO of Bennett Oil Company, a family fuel-distribution business, from 1985 to 2006.

A fan of sports and music, Bennett also is active in the Church of Jesus Christ of Latter Day Saints. From 1978 to 1980, he was a missionary in southern Japan. Bennett is an Eagle Scout, and graduated from Arizona State University in 1984 with an accounting degree.

Bennett was born in Tucson, raised in Prescott and resides in Phoenix with his wife, Jeanne Tenney Bennett. They have three grown children – Ryan, Dana and Clif – and two grandsons.

Overview

The Secretary’s Office & Arizona State Library, Archives and Public Records

Who We Are Assistant Secretary of State Administration provides leadership, guidance, and support to direc- JIM DRAKE, JR. tors, managers and all other office divisions and includes computer Jim is responsible for day-to-day office operations. His duties include information systems, budget and fiscal operations, and human re- preparation of the office budget; is in sources. charge of human resource issues; and handles legislative duties. The Arizona Secretary of State’s main office is located on the seventh floor of the Executive Tower of the Capitol. Arizona State, Library, Archives and Public Records (LAPR) main office is located in the 1938 addition to the Capitol on the second floor. Our Customers

The office serves the filing needs of state agencies, businesses, and citizens as mandated under Arizona Revised Statutes (Title 41, Ch. 1, Article 2) and the state Constitution.

The Arizona State Library, Archives and Public Records serves the information needs of Arizona citizens and the archiving needs of Acting State Librarian state agencies (Title 41, Ch. 1, Article 2.1). JANET FISHER Oversees the State Library, Ar- Office administration helps to steward relationships between the chives, and Public Records. public, businesses, state agencies, elected officials and the courts by providing customer services as outlined in this report.

Administration

What We Do – Services

Administration:

 Supports the timely filing of documents and retrieval of filings at the request of the public.

 Offers and maintains searchable database indexes online. Chief Financial Officer SANDY REILLY  Records and maintains all official acts of the governor under Sandy supports the Secretary of A.R.S. § 41-121(2). LAPR keeps the archive of these records State’s office with human re- and documents of Arizona’s governors. source duties. She maintains financial accounts, payroll, and procurement of office goods and  Records the official acts of the secretary of state. This includes services. the attachment of the Great Seal of the State of Arizona to documents that are filed under A.R.S. § 41-130(4).

 Files and maintains public officer loyalty oaths under A.R.S. § 38-233. The secretary transfers these records to LAPR after the public officer has been out of the office for five years.

 Grants or denies permission of the use of the Great Seal of the State of Arizona under A.R.S. § 41-121(3).

 Maintains all secretary of state and LAPR director correspondence. Chief Information Officer BILL MAASKE  Preserves and documents Arizona’s history by filing and ar- Bill is responsible for the computer chiving documents as statutorily mandated under state law. network, websites, phones, electronic communications; and  The main documents filed by the SOS main office include maintenance of office electronics items from the governor’s office, state agencies, businesses for both the Secretary of State and the Arizona Library, Archives and or other entities. Public Records .  Arizona State, Library, Archives and Public Records documents and records archived by state and other governmental agencies. Included are manuscripts and maps from the earli- est years of the state through contemporary times; access to federal documents; state documents; genealogy collections; and Arizona collections.

 Administers several state boards and commissions as required under state statute or at the governor’s request. They include, but are not limited to:  Arizona Historical Advisory Commission,  The Arizona Historical Records Advisory Board,  The Arizona State Board on Geographic and Historic Names,  Arizona County Librarians, and  The Board of Library Examiners. Director of Communications MATT ROBERTS  Supports statewide collaborations of libraries, archives, public Matt joined the office in 2011 and records programs, and museums. is the liaison between the media and the office. His primary re-  Offers workshops and attends events to explain the functions sponsibilities are preparing press releases and media advisories. and duties of the office and how to use our services; how to file; and archive records. Other topics include discussion of the branches of government; the state budget; and genealogical research.

 Offers online and traveling exhibits, brochures and Kids’ Pages on such subjects as Arizona State Symbols, Five Cs, the WWII memorial, and Arizona history. Administration — Main Office

Fiscal Year 2012 Statistics

State Seal Usage

Secretary Bennett grants and denies permission to use the Great Seal of the State of Arizona under A.R.S. § 41-130 which states:

“§ 41-130. Use of state seal restricted; violation; classification A person may use, display or otherwise employ any facsimile, copy, likeness, imitation or other resemblance of the great seal of this state only after obtaining the approval of the secretary of state. The secretary of state may grant a certificate of approval upon application by any person showing good cause for the use of the great seal of this state for a proper purpose. The great seal of this state shall in no way be employed by anyone other than a state agency for the

purpose of advertising or promoting the sale of any article of mer- chandise whatever within this state or for promoting any other commercial purpose. The secretary of state may promulgate rules for the use of the great seal of this state or any facsimile, copy, likeness, imitation or other resemblance of the great seal. Any person who knowingly violates this section is guilty of a class 3 misdemeanor.”

Any person who wishes to use the state seal must state his or her intended purpose in writing to the office as the secretary acts as custodian of the great seal. Contact the office at (602) 542-0681 for more information or mail your request to: The Honorable Ken Ben- nett, Secretary of State, 1700 W. Washington St., Fl. 7, Phoenix, AZ 85007.

The increase in state seal usage in FY 2011 was due to the Arizona Centennial slated for February 14, 2012.

State Seal Permission FY11 FY12

Granted 21 7 Denied 2 3 Cease Usage Request Request to cease using seal under potential viola- 0 1 tion of A.R.S. § 41-130

Certificates

The following certificates were issued by the Secretary of State’s Office:

Type of Certificate FY11 FY12

Boys/Girls State certificates 250 250 Eagle Scout certificates 15 26 Girl Scout Gold Award letters 15 23 Camp Fire Wohelo certificates 0 0 Arizona state flag certificates 120 103 United States flag certificates 45 26

Actions of the Governor

Actions of Gov. Janice K. Brewer are recorded in the secretary’s office. The secretary of state’s office has kept record and/or attest- ed to the following actions of the Brewer administration:

FY11 FY12 Acquisition 2 - Agent’s Appointments 106 93 Appointment Certificates 9 - Approval of Applicable Elected Representative 8 5 Approval of Proposed Annexation - - Certificates 68 47 Certificate of Achievement 1 - Certificate of Appreciation 505 321 Certificate of Approval 1 - Certificate of Recognition 23 12 Certificate of Special Recognition 645 312 Certification of Appointment 9 - Charter Amendments 1 2 Clemency Clemency Denied 8 12 Proclamation of Clemency - - Commutation of Sentence – granted 7 8 Declaration of Emergency 7 4 Executive Agreement 13 11 Executive Orders (These orders can be viewed online at 10 7 www.azlibrary.gov) Extraditions 77 112 Governor’s Approval of Purchase - - Land Patent 2 2 Loyalty Oath 588 663

Notice of Appointment NOTE: Some notices of appointments contain loyalty 321 522 oaths as part of the appointment. Official Correspondence - - Pardon - 0 Pardon Denied 10 - Proclamation 256 522 Re-Extradition - - Requisition 107 90 Settlement Amendment - - Termination of State of Emergency 2 3 Tribal-State Gaming Compact - - Warrant of Death 1 -

Actions of the Legislature

The office prepares cover letters and transmits memorials and resolutions passed each legislative session upon the request of the Leg- islature. Often the request to transmit or send the correspondence is written into the language at the end of the memorial or resolution. The transmittal letters are posted online at the secretary of state’s website, www.azsos.gov.

House Concurrent Memorials Urging the United Stes Congress to Enact Legislation to HCM Allow States to Manage Gas Tax Dollars without Collection 2004 and Disbursement by the Federal Government. Urging the School Districts and Charter Schools in this HCM State to Recognize and Celebrate Traditional American Hol- 2006 idays. Requesting the Congress of the United States to Propose, HCM and to Submit to the Several States for Ratification, a Bal- 2007 anced Budget Amendment to the United States Constitu- tion.

House Concurrent Resolution HCR Proposing an Amendment to the Constitution of Arizona; 2004 Amending the Constitution of Arizona by Adding Article II.I; Amending Article XX, Paragraphs 4 and 12, Constitution of Arizona; Relating to State Sovereignty. HCR Proclaiming the First Saturday of Each January as Vulture 2007 Mine Day. HCR Supporting the International Participation of Taiwan. 2019 HCR Encouraging the Selection of Arizona as One or More Na- 2024 tional Test Ranges for the Operation of Unmanned Aricraft Systems in Shared National Airspace. HCR Supporting the Review of Flood Maps in Arizona by the 2034 Federal Emergency Management Agency and the Prepara- tion of a Timeline to Implement Changes. HCR Honoring Girl Scouts of the USA on Its One Hundredth An- 2041 niversary. HCR Proclaiming the Week of January 22, 2012, as School 2045 Choice Week in Arizona. HCR Proclaiming February 3, 2012 as National Wear Red Day in 2046 Arizona. HCR Proposing an Amendment to the Constitution of Arizona; 2056 Amending Article X, Section 7, Constitution of Arizona; Re- lating to the Establishment of Permanent Funds. HCR Supporting the F-35 Training Mission at Luke Air Force 2061 Base. HCR Supporting the F-35 Training Missions at Arizona's Military 2062 Facilities.

House Joint Resolution HJR Approving Forbearance by the State of Arizona, Acting 2002 Through the Director of Water Resources for Certain Inten- tionally Created Surplus on the Colorado River Arising Out of Cooperative Projects in Mexico.

29 House Memorial HM Urging the Secretary of the United States Department of 2001 Transportation to Designate United States Highway 93 from Phoenix to Las Vegas as a Future Interstate System Route. HM Urging the United States Congress to Propose an Amend- 2002 ment to the United States Constitution to Provide Rights to Victims of Crime.

House Resolution HR Honoring Bill Timmons and Hacienda Healthcare for their 2001 Outstanding Service to the Long-Term Care Industry. HR Honoring Gustav C. Mohr, Jr. For Outstanding Military Ser- 2002 vice to the United States of America. HR Honoring George "Rocky" Rockwell for Fifty Years of Excep- 2004 tional Teaching Service. HR Supporting the Designation of the Marine Corps Air Station 2006 Yuma as the Primary Site for Basing and Training Marine Corps F-35 Joint Strike Fighter Squadrons. HR A Resolution on the Death of the Honorable Michael Ryan. 2007 HR A Resolution Supporting the Nation of Israel. 2008 HR Recognizing Professional Social Workers for Their Outstand- 2009 ing Contributions to Society. HR Honoring the Chandler Chamber of Commerce for one Hun- 2011 dred Years of Service to the People and Business of Chan- dler. HR Honoring the City of Chandler on Its Centennial Anniversary. 2012

30 Senate Concurrent Memorial

SCM Urging the United States Congress to Adopt the Measures 1001 and Policies Contained in the Save Arizona's Forest Environ- ment (SAFE) Plan. SCM Urging the United States Congress to Adequately Fund the 1003 United States Forest Service. SCM Urging the United States Congress to Enact Modifications 1004 Recommended by the Blue Ribbon Commission that Will Pro- vide for the Safe Disposal of Spent Nuclear Materials. SCM Urging the City of Tucson, the Pima County Board of Supervi- 1005 sors and other Entities to Work in the Best Interests of Arizo- na's Taxpayers in Resolving the Dispute Regarding the Rio Nuevo Multipurpose Facilities District Board. SCM Urging the United States Congress to Adopt a Veterans Re- 1007 membered Flag. SCM Urging Congress to Enact Legislation Exempting United 1008 States Military Bases from the Regulations and Restrictions of the Endangered Species Act.

Senate Resolution SR A Resolution on the Remembrance of Alberta C. Tippecon- 1001 nic. SR A Resolution on the Death of Hugh A. Holub. 1003 SR A Resolution on the Death of Army Specialist Michael D. Elm. 1005 SR Supporting the Designation of July 28, 2012 as the National 1006 Day of the Cowboy. SR Supporting the Designation of the Marine Corps Air Station 1007 Yuma as the Primary Site for Basing and Training Marine Corps F-35 Joint Strike Fighter Squadrons. SR A Resolution on the Death of United States Border Patrol 1008 Agent Brian A. Terry.

31 Senate Concurrent Resolution SCR Proposing an Amendment to the Constitution of Arizona; 1001 Amending Article X, Constitution of Arizona, by Adding Sec- tion 12; Relating to State Trust Lands. SCR Honoring the Anthem Veterans' Memorial. 1010 SCR Opposing Sections of the National Defense Authorization Act 1011 as Being in Violation of the Limits of Federal Power. SCR Proposing an Amendment to the Constitution of Arizona; 1012 Amending Article IX, Section 2, Constitution of Arizona; Re- lating to Property Tax Exemptions. SCR Supporting an Increase in United States Customs and Border 1014 Protection Personnel in the Tucson Sector Along the Border Between the United States and Mexico. SCR Proposing an Amendment to the Constitution of Arizona; 1025 Amending Article IX, Section 18, Constitution of Arizona; Re- lating to Property Tax Assessed Valuation. SCR Supporting the Preservation of the Mountain View Black Of- 1026 ficers Club. SCR A Concurrent Resolution on the Death of Earl H. Moser. 1027 SCR Proclaiming May 2012 as Skin Cancer Awareness Month in 1028 Arizona. SCR Honoring the United States Merchant Marine and its Veterans 1033 for Exceptional Service and Patriotism. SCR Supporting the Red Rock Project in Southern Arizona. 1044

32 Vetoes HB2557 Relating to Traffic Regulation.

HB2433 Relating to Bail. HB2764 Relating to Condominiums and Planned Communities. SB1066 Relating to the State Board of Education. SB1259 Relating to Online Instruction. SB1275 Relating to the State Budget. SB1182 Relating to the National Defense Authorization Act of 2012. SB1332 Relating to Public Lands.

Collaboration Activities

LAPR stewards statewide collaborations of libraries, archives, public records programs, and museums. These collaborations height- ened the visibility and effectiveness of cultural institutions including libraries, museums, cultural and educational institutions, the business community, statewide media, Arizona’s Native American tribes, and private foundations.

The highlight activity for the fiscal year was the collaboration in Centennial activities – Statehood Day, as well as events during the first half-year of 2012, and continuing into the next fiscal year. The Centennial legacy projects have been a notable effort in support of our state history, with partners initiating projects. A total of 272 project proposals were submitted and 203 were approved by the Arizona Historic Advisory Commission, a commission under LAPR. Each legacy project includes at least two project partners.

Centennial Legacy Projects FY11 FY12 Projects approved 55 78

Databases

LAPR joined with the Pima County Public Library, Maricopa County Library District, and the other county libraries to fund a selection of online resources for all Arizonans to use. Arizona re-

33 searchers, students, businesses, and the public have access to this authentic, trustworthy information through their public library or from links on the State Library’s AZlibrary webpage (www.azlibrary.gov/azlibrary).

Statewide library databases FY11 FY12 Searches completed (all counties) 7,334,333* 23,143,402

* Unable to include Maricopa County in 2011 statistics

Additional databases have been initiated by LAPR as part of a spectrum of resources, or as part of grant or research projects. For example, some of these databases include the Arizona Digital Newspaper Project with scanned copies of a selection of Arizona newspapers between 1888 and 1923, Arizona Memory Project with more than 170 collections from cultural institutions around the state, and the Legislators: Then and Now providing information on Arizona legislators since statehood.

Address Conidentiality Overview p. 36

What We Do Program p. 37

FY 2012 2012 ANNUAL REPORT Statistics p. 38

Write Us On the Web Arizona ACP www.azsos.gov/Info/acp 1907 W. Madison St. Phoenix, AZ 85009 e-mail: [email protected]

Call Us Telephone: (602) 542-1653 Fax: (602) 542-3251

Overview

Director Address Confidentiality Betty McEntire Who We Are Betty is responsible for managing and administering the program, promotes awareness The Address Confidentiality Program (ACP) in the main office of about the program through the Arizona Secretary of State provides victims of domestic vio- education and training, serves as a representative to state lence, sexual offenses or stalking with a legal substitute address for agencies and community or- use with public records and mail forwarding services to certified ganizations, and provides technical assistance to government participants. agencies on compliance with the program statutes. Our Customers The Address Confidentiality Program customers are victims of domestic violence, sexual offenses, or stalking who have relocated to an unknown address and are in fear of their safety as a result of the victimization.

Address Confidentiality

What We Do – Services The ACP:

 Designates substitute address for certified participants that is to be used by state and local government entities under A.R.S. § 41-162(B)(1)

 Receives and forwards all first-class, certified and registered mail on behalf of program participants under A.R.S. § 41-162 (B)(2) and (3)

 Acts as the certified participant’s legal agent for purposes of mail receipt and legal documents under A.R.S. § 41-162(C)

 Provides training to application assistants under A.R.S. § 41- 162(D)

 Designates and registers application assistants under A.R.S. § 41-162(D)

 Provides technical assistance to government entities on compliance with the ACP laws

 Provides presentations to state and local government entities on the ACP program and the acceptance of the legal substitute address

Address Confidentiality

Fiscal Year 2012 Statistics

Program Participants

In April 2011, Governor Brewer signed into law HB 2302 (Laws 2011, Ch. 173), which permitted the Secretary of State’s Office to administer the Address Confidentiality Program, also known as the ACP. In September of 2011, the Secretary of State’s Office began work on developing and implementing the program and eight short months later, ACP officially opened its doors on June 4, 2012. ACP is funded through a $50 fine collected from persons convicted of either a misdemeanor or felony domestic violence offense as pursuant to A.R.S. § 13-3601; sexual offenses included in A.R.S. Title 13, Chapter 14 or Chapter 35.1; or a stalking offense pursuant to A.R.S. § 13-2923.

FY12 Participants certified 7

Application Assistants

“Application assistants” are persons who provide counseling or services to victims of domestic violence, sexual offense or stalking. The applications assistant recommends and assists to enroll appli- cants into the program. Application assistants are currently located throughout the state of Arizona and have been trained and registered by the director of ACP.

FY12 Trainings Provided 14 Number of individuals trained 80 Number of individuals registered 28

Presentations to Agencies Impacted by ACP

The Address Confidentiality Program met with several government agencies that would be impacted by the implementation of the program and the substitute address provided by participants certified to be in the program. These meetings included brainstorming ideas of how to accomplish agency goals while still able to comply with the laws pertaining to ACP. In addition, the director of the program provided presentations to community agencies and governmental entities on the program.

FY12 Presentations 25

Business Services Overview p. 42

What We Do 2012 ANNUAL REPORT p.

FY 2012 MISSION STATEMENT Statistics To process public filings and maintain a complete and accurate database and record p. 44 of all filed documents and to provide timely access to those records to the general public while providing a high level of customer service.

Write Us Physical Location Business filings are conducted at two locations. Secretary of State Ken Bennett 1700 W. Washington St., Ste. 103 1700 W. Washington St., Fl. 7 Phoenix, AZ 85007 Phoenix, AZ 85007-2808 This location is in the Capitol executive Attention: Business Services tower in downtown Phoenix. Secretary of State Satellite Office 400 W. Congress, 2nd Floor, Room 252 Tucson, AZ 85701 This office is located in the governor’s southern Arizona office complex in Tuc- son. Call Us On the Web General telephone: (602) 542-6187 www.azsos.gov/business_services Fax: (602) 542-7386 Charities/Telemarketing: (602) 542-6187 e-mail: [email protected] Limited Partnerships: (602) 542-6187 e-mail: [email protected] Notary Public: (602) 542-4758 e-mail: [email protected] Trademark/Trade Names: (602) 542-6187 e-mail: [email protected] Uniform Commercial Code: e-mail: [email protected] (602) 542-6187 e-mail: [email protected] Advance Directives: (602) 542-6187

Overview

Business Services

Who We Are

The Business Services Division in the main office of the Arizona Secretary of State processes registrations for businesses and commissions Arizona notaries. Director JOANN ARELLANO

Joann is responsible for Our Customers division operations, strategic planning, human re- Business Services helps customers to file and/or register: sources, administrative rules and legislative pro-  Advance Directives posals for changes to Arizo- na law.  Athlete Agents

 Charities

 Contracted fund-raisers

 Limited Partnerships

 Limited Liability Partnerships

Tucson Office Manager  Limited Liability Limited Partnerships LOURDES FIMBRES  Notary Commissions Lourdes is responsible for the day-to-day oper-  Notary Complaints ations of the Tucson Satellite Office.  Telephone Solicitors

 Trademarks

 Trade Names

 Uniform Commercial Code Financing Statements

Business Services

What We Do – Services

Services Provided to the Public  Files and maintains a database of active advance directives under A.R.S. § 36-3291

 Prepares and issues apostilles and certificates for documents going to a foreign country under A.R.S. §§ 41-325 and 41-326

 Maintains athlete agent registrations under A.R.S. §§ 15-1761 through 15-1776

 Maintains charitable organization (charities) registrations under A.R.S. §§ 44-6551 through 44-6561

 Files city charters under A.R.S. § 9-283

 Maintains contracted fund-raiser registrations under A.R.S. § 44-6554

 Maintains dance studios contracts under A.R.S. §§ 44-1741 through 44-1750

 Commissions notaries public under A.R.S. §§ 41-311 through 41-332

 Accepts complaints against Arizona notaries public under A.R.S. § 41-331

 Files out-of-state landlord agents for service or “Jurisdiction and service of process” under A.R.S. § 33-1309

 Files partnerships registrations under A.R.S. Title 29, Ch. 1 through 5

 Maintains professional employer organizations filings under A.R.S. §§ 23-561 through 23-576

 Maintains revocations of certificate, suspension, re-issuance (reinstatement) of a suspended or revoked certificate for the

43 Board of Technical Registration under A.R.S. §§ 32-128(I). A.R.S. §§ 32-101 through 32-150

 Maintains telemarketers or telephone solicitors registration A.R.S. §§ 44-1271 through 44-1281

 Issues trade name registrations (business names) under A.R.S. §§ 44-1460 through 44-1460.05

 Registers trademarks (logos) under A.R.S. §§ 44-1441 through 44-1456

 Maintains Uniform Commercial Code (UCC) registration i.e. financing statements under A.R.S. Title 47, Ch. 9

Business Services

Fiscal Year 2012 Statistics

Partnerships Intergovernmental Pursuant to Laws 2010, Ch. 313, effective July 29, 2010, though Agreements limited liability partnerships are required to publish their statement Intergovernmental agreements and con- of qualification in a newspaper of general circulation for three contracts (IGAs) are no secutive publications, LLPs are no longer required to file an affida- longer be filed at the vit evidencing publication of their statement of qualification with Secretary of State’s office, Business Ser- the Secretary of State. Additionally, beginning July 29, 2010, LLPs vices Division as of that are delinquent in filing an annual report will be assessed a $25 Nov. 24, 2009 (A.R.S. § late filing penalty due upon filing the late report. 11-952). See 49th Leg- islature - 3rd Special Session, Ch. 12 (HB 2011) for more information. Therefore we will no longer list statistics. Last available statistics can be found in the FY2010 Annual Report.

Administered FY11 FY12 General Partnerships 447 449

Limited Partnerships 21,136 21,428 Limited Liability Partnerships 30,58 3,193

Limited Liability Limited Partnerships 2,387 2,572

Foreign Limited Partnerships 5,752 5,752

Foreign Limited Liability 219 236 Partnerships Foreign Limited Liability Limited 39 45 Partnerships Applications General Partnerships 9 6 Limited Partnerships 611 503

Limited Liability Partnerships 168 165

Limited Liability Limited Partnerships 237 248

Foreign Limited Partnerships 138 120

Foreign Limited Liability Partnerships 18 23

Foreign Limited Liability Limited 1 6 Partnerships Applications, subsequent filings and Annual Reports General Partnerships 18 16 Limited Partnerships 1,731 1,754 Limited Liability Partnerships 1,681 1,537 Limited Liability Limited Partnerships 2,279 1,886 Foreign Limited Partnerships 751 1,282

Foreign Limited Liability Partnerships 121 153

Foreign Limited Liability Limited 9 34 Partnerships

Athlete Agent Registrations

An individual who has submitted an application for and holds a certificate of registration or licensure as an athlete agent in another state may submit a copy of the application and certificate in lieu of submitting Arizona’s application. The Secretary of State will accept the application and the certificate from the other state as an application for registration in this state if the application to the other state meets all of the following requirements:  It was submitted in the other state within the six months immediately preceding the submission of the application in this state and the applicant certifies that the information contained in the application is current and correct;  It contains information that is substantially similar to or more comprehensive than that required in an application submitted in this state;  It was signed by the applicant under penalty of perjury.

Athlete Agent Registrations FY11 FY12 Number of total registrations 56 56 Administers 158 110

Out of State Landlord Agents for Service

Agents should refer to A.R.S. Title 33, Chapter 10 and Chapter 17 for other property owner filings and/or requirements under the Ari- zona Residential Landlord and Tenant Act.

Out of State Landlord Agents for Service FY11 FY12 Number of filings 15 115

Advance Directives

The Arizona Advance Directive Registry is a free database for the storage of advance directives. The program has been in place since March 1, 2005.

Advance Directives FY11 FY12 New registrations 3,785 4,766

Information packets distributed 816 784 E-mail responses 240 203

Administered 21,025 23,249 Charities

The Secretary of State does not determine any charity or solicitor to be “legitimate” or otherwise. In FY 2011 the Secretary of State no longer mailed charity renewal reminders prior to the September renewal period.

Charities FY11 FY12 Charities 890 860

Contracted Fundraisers

A contracted fundraiser must complete and file a contracted fundraiser registration form with the Secretary of State’s office before conducting a fundraising campaign for a charitable organization. Telephone Solicitors

In FY 2010 the telephone solicitor bond form was updated to make sure a seller properly submits a bond to comply with the provisions of A.R.S. § 44-1274.

Telephone Solicitors FY11 FY12 Telephone solicitors 23 60 Administers 146 391

Uniform Commercial Code (UCC)

The Secretary of State no longer mails an acknowledgment of any recorded UCC documents to the filer unless the filer provides an appropriate sized, addressed and stamped envelope. A.R.S. § 47- 9523(G)

UCC FY11 FY12

Uniform Commercial Code (administers) 339,059 331,516 Uniform Commercial Code transactions 59,769 67,667

Trade Names

In FY 2010 the trade name application was revised to simplify the registration process for customers when they applied for a business name.

TRADE NAME FY11 FY12 Administered 216,869 211,729 Applications 29,628 26,223 Renewals 5,298 4,103 Amendments 920 816 Assignments 1,441 1,409 Cancellations 739 637 Corrections 1,463 1,333 Reminders mailed 38,844 Certificates mailed 38,364 33,641

Trademarks

The trade name and trademark handbook was revised by staff for a fall FY 2011 release.

TRADEMARKS FY11 FY12 Administered 14,703 14,469 Applications 894 735 Renewals 163 125 Amendments 41 45 Assignments 52 64 Cancellations 16 12 Corrections 106 59 Reminders mailed 1,125 41,835 Certificates mailed 1,227 1,077

48 Notaries

The Arizona Notary Public Reference Manual was updated in FY

2010 with a release scheduled for July 2010. The handbook will include changes to Arizona law to include new identification requirements and information about notarial certificates.

Notary Filings FY11 FY12 Notary Commissions (administers) 99,207 92,947 Actions related to notaries & notarizations (Issued and affixed the Great Seal of Arizona) Certificates of apostilles 30,301 27,370 authentication for notaries public Certificates of notary public appointments 18,303 18,274 Certificates of authentication 5,427 5,239 Notary Complaints Complaints filed 233 226

Complaints resolved 200 206 Number of administrative hearings SOS was 4 4 a party to Number of settlement conferences SOS 31 29 was a party to

Notary Workshops

In FY 2010 the office no longer conducted statewide notary workshops. Workshops were held only in the Phoenix and Tucson offic- Attend a Free es due to budget constraints. Notary Public Workshop Notary Training FY11 FY12 Arizona notaries public Notary workshops 42 54 can learn more about Attendance 1431 2,269 performing their duties by attending notary workshops provided by the Business Services Divi- sion.

Election Services Overview p. 52

What We 2012 ANNUAL REPORT Do p. 53

FY 2012 Statistics p. 55

Write Us Physical Location Secretary of State Ken Bennett The Election Services division accepts 1700 W. Washington St., Fl. 7 filings on the seventh floor of the execu- Phoenix, AZ 85007-2808 tive tower at the State Capitol in Phoe- Attention: Election Services nix. Call Us On the Web Telephone: (602) 542-8683 www.azsos.gov/election Fax: (602) 542-6172 e-mail: [email protected] Voter Outreach/Fraud Hotline: 1-877-THE VOTE

Overview

Election Services

Who We Are

The most visible of all office divisions, Election Services transmits and certifies the results of statewide elections. Other duties include the registration of lobbyists, filing of campaign finance reports, Director AMY CHAN testing voting equipment in the state, and producing and publishing election publicity pamphlets known as the Ballot Proposition & Amy is responsible for division operations, human resources, Judicial Performance Review Guide. planning and operations.

Our Customers

Election Services staff supports numerous election related tasks and:

 Provides information on how to register to vote

 Helps Arizonans find a polling location

 Provides contact information and addresses for county re- Asst. Director corders or county election directors KRIS KINGSMORE

Kris is responsible for daily  Provides information on how to run for public office operations.  Provides information on how to get an initiative or referenda on the ballot, including signature requirements

 Files an initiative or referenda for the ballot

 Files arguments submitted for or against propositions

 Certifies election officers

Election Services

What We Do – Services Services provided to candidates and public officers The division administers campaign finance laws and maintains and administers candidate filings.  File candidates’ nomination petition papers to run for office under A.R.S. § 16-311 Office Manager  File judge or justice filings for retention under Ariz. Const. Art. GINA ROBERTS VI, § 38 and judge or justice certificates of retention Gina is tasked with pro-  File statements of political committee organization under curement, supplies and A.R.S. § 16-902.01 management of staff.  File campaign finance reports under A.R.S. § 16-913  File candidates’ financial disclosure statements under A.R.S. § 16-311  Issue Primary Election certificates of nomination under A.R.S. § 16-645  Issue General Election candidate certificates of election under A.R.S. § 16-650  File public officers and judges’ annual financial disclosure statements under A.R.S. § 38-542

Clean Elections Candidates The Citizens Clean Elections Act was passed by the people of Ari- zona in 1998 to restore citizen participation and confidence in our political system. The Act allows candidates, running for the Legis- lature or statewide offices the opportunity to forgo special interest money by collecting a certain number of $5 donations. In return, the candidate receives full funding for his or her campaigns.  File to participate as a clean elections candidate under A.R.S. § 16-947(A)  File a list by county of qualifying contribution slips under

A.R.S. § 16-950

Services provided to the people of Arizona Election services are many, including filing, education and maintaining official results.

 File initiative petitions under Ariz. Const. Art. IV, Part 1, § 1

 Verify initiative petitions signatures under A.R.S. § 19-121.01  Maintain and administer ballot filings and produce ballot language  Prepare the state’s publicity pamphlet, a guide to ballot propositions and distribute it to households with registered voters under A.R.S. § 19-123(A) and (B)  Maintain and publish, in the state’s publicity pamphlet, arguments submitted for or against propositions under A.R.S. § 19- 124  Education of ballot propositions through Town Halls under A.R.S. § 19-123(D)  Certify and transmit statewide elections results

Services provided to Arizona counties

 Provide a random sample of non-duplicative names from clean election candidates qualifying contribution slips under A.R.S. § 16-950(c)

The Secretary of State's Voter  Train and certify county recorders and election officials Registration and Outreach division visits locations throughout the  Review and certify county election equipment state; including college campuses such as the University of Arizona  Perform logic and accuracy tests on county election equipment as shown below. for primary, general and statewide special elections

Services provided to Principal/Public Bodies/Lobbyist

Principal  File registrations under A.R.S. § 41-1232  Maintain amendments to registrations under A.R.S. § 41- 1232  Track terminations to principal registrations filed under A.R.S. § 41-1232  File and maintain annual reports under A.R.S. § 41-1232.02  Notify Attorney General’s office of delinquent annual reports under A.R.S. § 41-1237.01

Public Body  File registrations under A.R.S. § 41-1232.01  Maintain amendments to registrations under A.R.S. § 41- 1232.01  Track terminations to public body registrations filed under A.R.S. § 41-1232.01  File and maintain annual reports under A.R.S. § 41-1232.03  Notify Attorney General’s office of delinquent annual reports under A.R.S. § 41-1237.01

Lobbyist  File registrations under A.R.S. § 41-1232.05  File quarterly expenditure reports for: principal lobbyist under A.R.S. § 41-1232.02(B); public body lobbyist under A.R.S. § 41-1232.03(B)  Notify Attorney General’s office of delinquent annual reports under A.R.S. § 41-1237.01

Political party observers look on as Election Services Secretary of State staff tests voting equipment in Maricopa County.

Fiscal Year 2012 Statistics

Voter Registration

The Election Services Division takes great pride in helping Arizona citizens register to vote and educating them about elections. Clean- ing up voter registration rolls, providing online access to check your polling place, and allowing overseas military voters to vote through a secure online system are just a few ways Election Ser- vices has automated many of its services.

Registration Forms Voter registration forms were dispersed as follows:

Registration forms FY11 FY12

Total forms provided 18,169 32,593

EZ Voter (through Service Arizona) EZ Voter enables persons with a valid Arizona driver license to register to vote online.

Statewide FY11 FY12 Total 517,547 535,441

Voter Registration Drives The Voter Outreach Coordinator conducts voter registration drives and provides education to citizens requesting information.

Statewide FY11 FY12 Total 26 16

Statewide Voter Registration Total The latest voter registration figures compiled by county, congressional district and legislative district are available on the Secretary of State’s website, www.azsos.gov.

Statewide FY11 FY12 Total 3,211,711 3,145,973

2012 Recall & Special Elections

In FY 2012 the very first recall election of a sitting state legislator took place in Arizona. The nonpartisan recall election was conducted on November 8, 2011. A certificate of election was issued by the Secretary of State's office to challenger, Jerry Lewis, on No- vember 21, 2011, shortly after the canvass of this historic election.

In addition, a Special Primary and General Election occurred in FY 2012 to fill the Congressional District 8 seat, left vacant by Representative Gabrielle Giffords after a violent shooting at a public event in Tucson left her severely injured. Certificates of election would not normally be issued for even numbered fiscal years; however, the Secretary of State did issue certificates of nomination and election for both the Special Primary and General Elections held on April 17, 2012 and June 12, 2012 respectively.

Gov. Janice K. Brewer and Sec. of Candidate & Public Officer Filings FY11 FY12 State Ken Bennett sign the 2012 special election canvass. (Photo: S. Candidates’ nomination petition papers to run for Cancelosi) N/A 277 office Judge/justice filings for retention 8 N/A Financial disclosure statements filed by candidates 25 203 for office Primary Election certificates of nomination 220 3 General Election candidate certificates of election 107 1 General Election certificates of retention 8 N/A Annual financial disclosure statements filed by pub- 474 444 lic officers and judges

Logic and Accuracy Tests Two different tests are conducted on election equipment by the Secretary of State’s office throughout the state of Arizona. The first round of testing is on accessible voting machines and the second is on optical scan machines.

Election Dates Special Recall November 8, 2011 Accessible voting machines October 11, 2011 Optical Scan Machines November 3, 2011 Presidential Preference February 28, 2012 January 26, 2012 – February 1, Accessible voting machines 2012 February 15, 2012 – February 21, Optical Scan Machines 2012

Congressional District 8 - April 17, 2012 Primary

Accessible voting machines March 19, 2012 Optical scan machines April 9, 2012 Congressional District 8 - June 12, 2012 General Accessible voting machines May 14, 2012 Optical scan machines June 4, 2012

Special Recall Election L&A Results

Counties participating 1 of 1 Pre-determined test ballots cast: Pre-determined test votes cast: 871 871 Precincts tested 11

Presidential Preference L&A Results

Counties participating 15 of 15 Pre-determined test ballots cast: Pre-determined test votes cast: 6,249 6,249 Precincts tested 226

Congressional District 8 - Primary Election L&A Results

Counties participating 4 of 4 Pre-determined test ballots cast: Pre-determined test votes cast: 1,253 1,253

Precincts tested 48

Congressional District 8 - General Election L&A Results

Counties participating 4 of 4 Pre-determined test ballots cast:: Pre-determined test ballots cast:: 1,268 1,268 Precincts tested 51

Principal/Public Bodies/Lobbyist Arizona lobbyist regulation involves disclosure, and begins with the registration of either a principal or public body with the Office of the Secretary of State.

Principal filings FY11 FY12 Initial Registrations filed 152 116 Registration reminder notices mailed 1,180 0 Amendments to registration filed 295 270 Terminations to principal registration filed 196 94 Annual reports filed 1,357 1,253 Annual Report Reminder notices/failure to file let- 1,237 1,279 ters mailed Delinquent annual reports turned over to the Attor- 55 0 ney General’s office

Public Body filings FY11 FY12 Initial Registrations filed 8 3 Registration reminder notices mailed 266 0 Amendments to registration filed 93 86 Terminations to principal registration filed 9 9 Annual reports filed 309 273

Annual Report Reminder notices/failure to file letters 272 277

Delinquent annual reports turned over to the Attor- 6 0

Lobbyist filings FY11 FY12 Lobbyist registrations filed 493 363 Registration reminder notices mailed 0 379 Registration failure to file letters mailed 0 52

Quarterly expenditure reports filed 2,835 3,389

Quarterly expenditure report reminder notices mailed 0 3,224

Quarterly expenditure report failure to file letters 0 293 mailed

Campaign Finance

Legislative changes were made to campaign finance laws in FY 2012 that included:

HB 2779  Permits electronic signatures for $5 qualifying contribution slips.  Removes the requirement that candidates file supplemental reports whenever their spending or contribution amounts are trig- gered by specified dollar amounts.  Modifies the timeframe in which a pre-election report must be filed and completed by including the following changes:  Must be filed 4 days before an election (currently 12 days).

 Must be complete through the 12th day before the election (currently 20th).

HB 2033  Amends the definition of political committee to exclude candidates who receive contributions or make expenditures of less than $250.  A candidate who intends to receive or spend less than $250 does not have to register a political committee. See A.R.S. §16- 901(19)

Statements of Organization FY11 FY12 Candidate committees 70 174 Non-candidate committees 143 106 Amendments 233 382

Campaign Finance Reports FY11 FY12 Total campaign finance reports filed 8,773 4,593 Candidate campaign finance reports 2,022 528 Non-candidate political committee finance reports 3,669 2,831 Amendments 1,788 1,255

Filings for Clean Elections FY11 FY12

Applications for certification as a participating can- 5 95

Qualifying contribution slips 19,613 11,284

Candidates qualified as clean election 5 94

Voter Outreach

The Arizona Secretary of State's Voter Registration and Outreach division is dedicated to educating the public on elections and promoting the importance of voting. The Secretary of State's office also continues to encourage voter participation and provide our overseas and military citizens with election information. In addition, our office is committed to finding new and innovative ways to reach out to the public.

In FY 2012, the Secretary of State’s office reported 3.15 million registered voters. This fiscal year, over 535,000 voters statewide used the EZ voter website, either online or through their local Mo- tor Vehicle Department office, to register to vote or to update their voter registration record.

Another way the department continues its elections outreach and voter registration is by attending events across the state. Outreach staff registered approximately 300 citizens by taking part in various community events as well as conducting voter registration drives at high schools and universities.

In an effort to reach out to youth voters, the Secretary of State's office also continues to send happy 18th birthday cards to assist those turning legal age in registering to vote. The corresponding table (below) displays the number of cards sent to voters during the fiscal year.

Birthday Cards Sent 2011 July 6074 2011 August 6441 2011 September 6371 2011 October 6085 2011 November 5979 2011 December 6036 2012 January 5335 2012 February 5133 2012 March 5808 2012 April 5417 2012 May 5476 2012 June 5620 Birthday Card Totals 69,775

New Technology Helps Voters Connect With Elections

In an effort to keep pace with ever growing voter expectations in today’s technology-based society, the Secretary of State’s office has implemented several electronic services for voters, and continued to enhance these services in FY 2012.

After introducing the very first online voter registration system in the nation in 2002, known as EZVoter, the Secretary of State’s office has been taking steps to expand the program’s capabilities. EZ- Voter was enhanced to enable those using the service to enroll on the Permanent Early Voting List (PEVL). Before this option was available, voters were required to submit signed paper request slips to their County Recorder’s office. Now, the process has been streamlined from both the voter and election official perspectives.

Online PEVL requests are processed in real-time, cutting down on the need for paper and manpower to key in data from paper request forms. In Fiscal Year 2012, 328,966 voters applied to be on the PEVL using this service.

FY 2012 was the first year statewide and legislative candidates Check the status of could utilize the new E-Qual Program. E-Qual permits legislative your voter registra- and statewide candidates to collect up to 50 percent of their signa- tion tures for nomination petitions and $5 contribution slips electronically. One hundred thirty-four candidates utilized E-Qual to collect Determine the loca- a total of 6,023 signatures on their nominating petitions. Sixty-two tion of your polling place Clean Election candidates solicited 1,099 $5 qualifying contributions through the E-Qual Program. The Secretary of State’s office Check the status of believes it will see a large increase in usage of E-Qual during the your early or provi- 2014 Election Cycle. sional ballot

VoterView went mobile in Fiscal Year 2012 for smartphone users. E-Qual VoterView gives voters the capability to find their polling location, (Sign a nomination petition and/or give a $5 Qualifying the status of their voter registration, the status of their provisional Contribution) ballot and the status of their early ballot.

Public Services Overview p. 66

What We 2012 ANNUAL REPORT Do p. 67

The division handles all printing requests for the Secretary of State’s Office, FY 2012 administrative rules and legislative filings and processes the office mail among other Statistics duties. p. 69

Write Us Physical Location Secretary of State Ken Bennett The Public Services division accepts 1700 W. Washington St., Fl. 7 filings on the seventh floor of the execu- Phoenix, AZ 85007-2808 tive tower at the State Capitol in Phoe- Attention: Public Services nix. Call Us On the Web Administrative Rules: (602) 364-3223 www.azsos.gov/public_services Fax number: (602) 542-4366 e-mail: [email protected] Publications: (602) 542-4086 Fax number: (602) 542-7386

Overview

Public Services

Who We Are

The Public Services division:

 Publishes the rules of state’s agencies, boards and commissions Director SCOTT CANCELOSI  Chapters and prints legislative bills

Scott is responsible for division  Publishes documents and statutorily mandated publications operations and human resources; and the planning and  Processes the mail for all secretary of state divisions the implementation of division improvements, and records  Helps to prepare and publishes documents for all secretary of retention management. state office divisions

He is also responsible for sec-  Supports all divisions with special projects, forms and publica- retary of state special projects, and supports other divisions tions with its publication design needs, graphic design, photog-  Supports the chief information officer with the maintenance of raphy and video production. the website, including the posting of publications, chaptered He provides website support bills, press releases, graphics and photos and posts the office publications to the Web.

Scott has more than 16 years Our Customers experience in the editing of the state’s administrative rules. The Public Services staff supports state agencies and offices in the executive and legislative branches by maintaining their filings and publishing records.

Public Services

What We Do – Services Services Provided to State Agencies, Board Services provided to the public: and Commissions  File and publish in the  Annual Report, posts online and prints [A.R.S. § 41-4153]. Arizona Administrative Register all rulemaking  Arizona Administrative Register, publishes on paper/ activity electronically to website [A.R.S. §§ 41-1011 and 41-1013].  Publish the Arizona Ad- ministrative Code, the offi-  Arizona Administrative Code, publishes on paper/electronically cial compilation of state rules to website [A.R.S. §§ 41-1011 and 41-1012].  File and print final delegation agreements under  Arizona Rulemaking Manual publishes on paper/electronically A.R.S. § 41-1081 et seq. to the website. and A.R.S. § 41-1001(6). Final delegation agree-  Arizona Blue Book, publishes [A.R.S. § 41-131]. ments are agreements between an agency and a  Residential Landlord and Tenant Act, publishes/posts online political subdivision au- [A.R.S. § 33-1322]. thorizing the political subdivision to exercise functions, powers or duties  Mobile Home Parks Landlord and Tenant Act “Make available conferred on the delegat- to the public, without charge, Title 33, Chapter 11 on the secre- ing agency by a provision tary of state’s website” [A.R.S. § 41-121(12)]. of law  Publish notices of oral The division maintains paper and electronic copies of state agency, proceedings, public work- board, and commission filings to include: shops or other meetings on an open rulemaking docket under A.R.S. § 41-  Docket openings [A.R.S. § 41-1013(B)(7)] 1013(B)(15)  File and print agency guid-  Emergency rules [A.R.S. § 41-1013(B)(10)] ance documents under A.R.S. § 41-1013(B)(14)  Exempt rules [A.R.S. § 41-1013(B)(13)]. The Administrative  Train state agency rule- Procedure Act requires the Register publication of the rules writers about the Adminis- adopted by the state’s agencies under an exemption from all or trative Procedures Act and part of the Administrative Procedure Act. Some of these rules provide courtesy reviews to rulemaking packages are exempted by A.R.S. §§ 41-1005 or 41-1057; rules may ex-  Publish agency ombuds- empt by other statutes or court decisions men filings ie. agency liai- sons as required under  Expired rules, Notice of [A.R.S. § 41-1056(E)] A.R.S. § 41-1006

 Final rules [A.R.S. § 41-1013(B)(9)]. The Administrative Pro- cedure Act requires the publication of the final rules of the Services Provided to the State Legislature state’s agencies. Final rules are those that have appeared in the and Legislative Council Register first as proposed rules and have been through the for-  File and print memorials and mal rulemaking process including approval by the Governor’s resolutions as passed by Regulatory Review Council (G.R.R.C.) or the attorney general the Legislature  Transmit memorials and  Notices of final summary rulemaking [A.R.S. § 41-1027] resolutions under A.R.S. § 41-121(1)  Formal rulemaking advisory committee [A.R.S. § 41-1021(C)  Chapter legislative bills for publication by Thomson and (D)] Reuters (previously West) and other law publishers  Governor’s Regulatory Review Council summaries of action Services Provided to taken [A.R.S. § 41-1013(B)(12)] Arizona Counties  File and print in the Arizona  G.R.R.C. agendas Administrative Register county rule notices under  Proposed rules [A.R.S. § 41-1013(B)(8)] A.R.S. § 49-112 Services Provided to  Proposed summary rules [A.R.S. § 41-1027] the Governor’s Office  Publish in the Administrative  Public information notices that contain agency corrections to Register governor executive orders of general applicabil- notices of rulemaking; miscellaneous rulemaking information ity under A.R.S. § 41-1013 that does not fit into any other category of notice; and other (B)(2) types of information required by statute to be published in the  Publish in the Semi Annual Register Index governor appointments of public officials and  members of the state’s Recodification of rules. When the Secretary of State’s office boards and commissions finds it necessary to recodify a chapter in order to maintain the A.R.S. § 41-1013(B)(5) integrity of the codification system or whenever an agency re-  Publish in the Administrative quests, in writing, that the office recodify an entire chapter or Register the governor’s statement of reasons for portion of a chapter, the office will publish a Notice of Recodi- granting a commutation, fication in the Register and make the change in the Arizona Ad- pardon, reprieve, stay or ministrative Code suspension of execution where a sentence of death  Supplemental proposed rules [A.R.S. § 41-1013(B)(11)] is imposed under A.R.S. § 41-1013(B)(3)  Terminated rules  Publish in the Administrative Register governor procla-  Incorporated by reference material - maintains an incorporated mations of general applica- bility under A.R.S. § 41- by reference library of items filed with rules through 2003 1013(B)(3)

Public Services

Fiscal Year 2012 Statistics

County Notices

In FY 2012, the division continued to file and print county notices as required under state statute. When authorized by law, a county may adopt a rule, ordinance or other regulation that is more strin- gent than or in addition to a provision of this A.R.S. Title 49, The Environment or rule adopted by the director or any board or commission authorized to adopt rules pursuant to this title.

County FY11 FY12 Maricopa 16 15 Pima 4 0 Pinal 0 0 Yavapai 1 0

E-Bill Subscribers

This is the fifth year for e-bill subscriptions where anyone could sign up to receive an e-mail notification of bills filed and posted online during a legislative session. This service is free.

Subscribers FY11 FY12 Total 79 65

Executive Orders

The division is required to publish executive orders in the Arizona Administrative Register. Publication ensures that the public is made aware of the order and that the order is archived for future reference. Executive orders can be found online at the governor’s website or at the Law and Research Library, www.azlibrary.gov/is/ state/eo/.

Governor FY11 FY12 Gov. Janice K. Brewer 10 9

 E.O. 2011-04: Designating the Arizona Department of Admin- istration as the State Agency Responsible for Preparing Official Population Estimates and Projections for the State of Arizona

 E.O. 2011-05: State Regulatory Rule Making Review and Mor- atorium To Promote Job Creation and Retention

 E.O. 2011-06: Establishing the Arizona Child Safety Task Force

 E.O. 2011-07: Receipt of Criminal History Record Information Non-Profit Organizations that Interact With Children or Vul- nerable Adults

 E.O. 2011-09: Executive Order Continuing the Governor's Commission to Prevent Violence Against Women

 E.O. 2011-08: Executive Order Establishing Governor's "Arizona Ready" Educational Council

 E.O. 2012-01: Transaction Privilege Tax Simplification Task Force

 E.O. 2012-02: Continued Law Enforcement Training for Immi- gration Law

 E.O. 2012-03: State Regulatory Review, Moratorium and Streamlining To Promote Job Creation and Retention Governor’s Regulatory Review Council

In FY 2012, the Governor’s Regulatory Review Council (G.R.R.C.) worked closely with the division to ensure that compliance to the governor’s moratorium on regulatory rulemaking was met before an agency began the rulemaking process. The division received written communications from the Governor’s Office before an agency could move forward on a rulemaking.

Type of filing FY11 FY12 G.R.R.C. deadlines 1 3 G.R.R.C. agenda and summary on council action 11 11

Agency Guidance Documents

Guidance documents are written expressions that inform the general public of an agency’s current approach to rule or regulation practice.

Agency FY11 FY12 Department of Health Services 6 8 Department of Revenue - 1 Total 6 9

Agency Ombudsmen

“Each state agency shall publish annually in the register ... the name or names of those employees who are designated by the agency to assist members of the public or regulated community in seeking information or assistance from the agency.” A.R.S. § 41- 1006. Agencies were required to file one name per notice (if they had more than one agency ombudsmen) and file two receipts.

Agency Ombudsmen FY11 FY12 Total Filed 41 33

Proposed Delegation Agreements

A delegation agreement is an agreement between an agency and a political subdivision that authorizes the political subdivision to exercise functions, powers, or duties conferred on the delegating agency by a provision of law. The Administrative Procedure Act requires the publication of notices of proposed delegation agreements in the Register. Delegation agreements are not intergovernmental agreements pursuant to A.R.S. Title 11, Chapter 7, Article 3. For at least 30 days after publication of the Notice of Proposed

Delegation Agreement in the Register, the agency shall provide persons the opportunity to submit in writing statements, arguments, data, and views on the proposed delegation agreement and shall provide an opportunity for a public hearing if there is sufficient interest. The delegating agency shall follow the procedures for delegation agreements specified in A.R.S. Title 41, Chapter 6, Article 8.

Proposed Delegation Agreements FY11 FY12 Total 4 14

Notices of Public Information

Notices of Public Information contain corrections that agencies wish to make to their notices of rulemaking; miscellaneous rulemaking information that does not fit into any other category of notice; and other types of information required by statute to be published in the Register.

Notices of Public Information FY11 FY12 Total 26 26

Notices of Substantive Policy Statements

Substantive policy statements are written expressions that inform the public of an agency’s current approach to rule or regulation practice. Substantive policy statements are advisory only. A substantive policy statement does not include internal procedural documents that only affect the internal procedures of the agency and does not impose additional requirements or penalties on regulated parties or include confidential information or rules made in accordance with the Arizona Administrative Procedure Act.

Notices of Substantive Policy Statements FY11 FY12 Total 51 35

Corrections

The Office receives notification from agencies to make corrections to rules filed. Correction Request Notifications FY12 Total 30

Meetings

Notices of Public Meetings and Notices of Oral Proceedings are published in the Register. Many times an agency will provide the information about a hearing in the Notice of Rulemaking Docket Opening or in the Preamble of the Notice of Proposed Rulemaking. The total does not reflect the total number of public meetings held during the fiscal year about rulemakings, just the notices filed.

Type of Notice FY12 Notice of Public Meeting on Open Rulemaking Docket 4

Notice of Public Hearing (or Oral Proceeding) on Pro- 3 posed Rulemaking

Total 7 Rulemaking Advisory Committees

The Office receives and published Notices of Formal Rulemaking Advisory Committees. An agency may create a rulemaking advisory committee to help prepare rules for the rulemaking process. If an agency creates a committee, the APA requires the agency to publish notice of the committee in the Register (A.R.S. § 41-1021(D)).

Filing FY12 Department of Insurance 1

Rule Filings

The moratorium on rulemaking activity continued in FY 2011. Per- mission to proceed with rulemakings was granted by the Gover- nor’s Office.

Rulemaking and related filings FY11 FY12 Total 164 258

Rules and related filings filed by title categories:  Title 1. Rules and the Rulemaking Process - 2  Title 2. Administration - 7  Title 3. Agriculture - 9  Title 4. Professions and Occupations - 71  Title 5. Corrections - 0  Title 6. Economic Security - 17  Title 7. Education - 3  Title 8. Emergency and Military Affairs - 2  Title 9. Health Services - 53  Title 10. Law - 5  Title 11. Mines - 0  Title 12. Natural Resources - 26  Title 13. Public Safety - 1  Title 14. Public Service Corporations; Corporations and As- sociations; Securities Regulation - 3  Title 15. Revenue - 9  Title 16. Tax Appeals - 0  Title 17. Transportation - 20  Title 18. Environmental Quality - 11  Title 19. Alcohol, Dog and Horse Racing, Lottery and Gaming - 6  Title 20. Commerce, Financial Institutions, and Insurance - 13

Review of filings

Titles 5, 11, and 16 did not have any rulemaking filings during this fiscal year. Title 4, Professions and Occupations had the most filings at 71 rule-related packages.

Page Count for Administrative Register

The total page count for the 2011 Volume 17, of the Arizona Ad- ministrative Register was 2712. This volume had 174 more pages

than Volume 16. The total page count for the 2010 Volume 16 was 2538.

The page count for the 2012 Volume 18, of the Arizona Adminis- trative Register through June 30, 2012 was 1520. For the same timeframe (January through June 2011) in FY 2011 the page count was 1238. There was an increase in page counts for the first half of 2012.

Administrative Code Supplement Review

Chapters Titles Supplements Page Count affected affected 10-2 1783 20 11 10-3 1265 21 9

10-4 751 12 9

11-1 614 9 8

Notices filed by type in FY 2012

Docket Opening 80 Emergency 5 Exempt 39 Expiration 12 Final 40 Final Exempt 0 Proposed 64 Proposed Exempt 14 Recodification 1 Supplemental Proposed 1 Termination 2

Rulemaking by Type of Notice

Twelve rules expired in FY 2012, five more than in in FY 2011. If an agency does not file a five-year rule review report with the Gov- ernor’s Regulatory Review Council (G.R.R.C.) including a revised report; or if an agency does not file an extension before the due date of the report; or if an agency files an extension but does not submit a report within the extension period; the rules scheduled for review expire. G.R.R.C. is required to notify the secretary of state that the rules have expired and are no longer enforceable. The expiration notice is published in the Administrative Register, and the rules are removed from the Administrative Code.

Five emergency rulemaking packages were filed, three more than in FY 2011. Under the Administrative Procedure Act (APA), an agency may determine that adoption, amendment, or repeal of a rule is necessary for immediate preservation of the public health, safety, or welfare and the notice and public participation requirements are impracticable.

Under this determination, the agency may adopt the rule as an emergency and submit it to the attorney general for review. The attorney general approves the rule and then files it with the secretary of state. Refer to A.R.S. § 41-1026.

There were 80 docket openings this fiscal year; 20 more docket openings than the previous fiscal year. Under the APA, agencies must submit a Notice of Rulemaking Docket Opening before beginning the formal rulemaking process.

Under Gov. Janice K. Brewer’s Moratorium on Rulemaking an agency received the governor’s permission to begin a rulemaking and our office received written approval from the Governor’s Of- fice for the agency to proceed with a rulemaking.

For this fiscal year 64 Notice of Proposed Rulemakings were filed. This is an increase of 35 Notices of Proposed Rulemaking filings from the previous fiscal year. Notices of Proposed Rulemakings contain a preamble and the full text of the rules.

The Secretary of State’s Office publishes each notice in the Regis- ter within three weeks of filing. An agency must allow at least 30 days to lapse after the publication of the Notice of Proposed Rule- making in the Register before beginning any proceedings for making, amending, or repealing any rule (A.R.S. §§ 41-1013 and 41- 1022).

There were 40 Final Rulemakings filed with the office. This was 11 more filings than in FY 2011.

Number of Filings by Month

Monthly FY07 FY08 FY09 FY10 FY11 FY12 Statistics July 2011 31 32 44 13 14 28 August 2011 44 29 39 8 18 24 September 2011 44 29 43 10 18 22 October 2011 55 36 50 13 7 19 November 2011 32 41 28 14 14 18 December 2011 46 30 42 33 11 24 January 2012 27 33 29 17 8 9 February 2012 37 32 1 13 8 17 March 2012 48 38 8 9 13 17 April 2012 32 46 4 12 15 32 May 2012 40 41 11 24 10 23 June 2012 67 19 8 24 28 25

Monthly Filing Trends

Number of Filings by Chapter

Rules and the Rulemaking Process 1 A.A.C. 6 Governor's Regulatory Review Council 2

Administration Department of Administration – Finance 2 A.A.C. 7 1 Division, Purchasing Office 2 A.A.C. 12 Office of the Secretary of State 2 Department of Administration – Manage- 2 A.A.C. 15 3 ment Services Division 2 A.A.C. 20 Citizens Clean Elections Commission 1

Agriculture Department of Agriculture – Animal Ser- 3 A.A.C. 2 1 vices Division Department of Agriculture – Environmental 3 A.A.C. 3 3 Services Division Department of Agriculture – Plant Services 3 A.A.C. 4 1 Division Department of Agriculture – Office of Com- 3 A.A.C. 6 1 modity Development and Promotion Department of Agriculture – Agricultural 3 A.A.C. 9 2 Councils and Commissions 3 A.A.C. 11 Veterinary Medical Examining Board 1

Professions and Occupations 4 A.A.C. 3 State Boxing Commission 1 4 A.A.C. 7 Board of Chiropractic Examiners 5 4 A.A.C. 11 State Board of Dental Examiners 2 4 A.A.C. 12 Board of Funeral Directors and Embalmers 1 4 A.A.C. 16 Arizona Medical Board 1 Arizona Regulatory Board of Physician As- 4 A.A.C. 17 2 sistants Naturopathic Physicians Board of Medical 4 A.A.C. 18 4 Examiners 4 A.A.C. 19 Board of Nursing 6 4 A.A.C. 20 Board of Dispensing Opticians 2 Board of Osteopathic Examiners in Medi- 4 A.A.C. 22 2 cine and Surgery 4 A.A.C. 23 Board of Pharmacy 18 4 A.A.C. 24 Board of Physical Therapy 5 4 A.A.C. 26 Board of Psychologist Examiners 2 4 A.A.C. 29 Office of Pest Management 2 4 A.A.C. 30 Board of Technical Registration 3 Board of Examiners of Nursing Care Institu- 4 A.A.C. 33 tion Administrators and Assisted Living Fa- 1 cility Managers 4 A.A.C. 34 Office of Manufactured Housing 3 Board of Homeopathic and Integrated Medi- 4 A.A.C. 38 5 cine Examiners 4 A.A.C. 46 Board of Appraisal 5 4 A.A.C. 49 Board of Athletic Training 1

Economic Security Department of Economic Security – Social 6 A.A.C. 5 5 Services Economic Security, Department of Econom- 6 A.A.C. 6 3 ic Security – Developmental Disabilities Economic Security, Department of Econom- 6 A.A.C. 8 2 ic Security – Aging and Adult Administration Economic Security, Department of Econom- 6 A.A.C. 9 ic Security – Appellate Service Administra- 1 tion Economic Security, Department of Econom- 6 A.A.C. 12 2 ic Security – Cash Assistance Program Economic Security, Department of Econom- 6 A.A.C. 13 4 ic Security – State Assistance Programs Education 7 A.A.C. 2 State Board of Education 3

Emergency and Military Affairs Department of Emergency and Military Af- 8 A.A.C. 3 2 fairs – Division of Military Affairs Health Services Department of Health Services – Child Care 9 A.A.C. 3 1 Group Homes Department of Health Services – Food, 9 A.A.C. 8 3 Recreational and Institutional Sanitation Department of Health Services – Health 9 A.A.C. 10 2 Care Institutions: Licensing Department of Health Services – Medical 9 A.A.C. 17 1 Marijuana Program Department of Health Services – Vital Rec- 9 A.A.C. 19 1 ords and Statistics Department of Health Services – Behavioral 9 A.A.C. 20 1 Health Service Agencies: Licensure Arizona Health Care Cost Containment Sys- 9 A.A.C. 22 29 tem – Administration Department of Health Services – Emergen- 9 A.A.C. 25 1 cy Medical Services Arizona Health Care Cost Containment Sys- 9 A.A.C. 28 6 tem – Arizona Long-term Care System Arizona Health Care Cost Containment Sys- 9 A.A.C. 29 2 tem – Medicare Cost Sharing Program Arizona Health Care Cost Containment Sys- 9 A.A.C. 31 4 tem – Children's Health Insurance Program Department of Health Services – Group 9 A.A.C. 33 Homes for Individuals Who are Develop- 2 mentally Disabled

Law

10 A.A.C. 3 Department of Law - Civil Rights Division 3 10 A.A.C. 4 Arizona Criminal Justice Commission 2

Natural Resources 12 A.A.C. 1 Radiation Regulatory Agency 2 12 A.A.C. 4 Game and Fish Commission 17 12 A.A.C. 5 State Land Department 1 12 A.A.C. 8 Arizona State Parks Board 1 12 A.A.C. 15 Department of Water Resources 5

Public Safety Department of Public Safety – Metal Theft 13 A.A.C. 7 1 Reporting Public Service Corporations; Corporations and Associations; Securities Regulation 14 A.A.C. 5 Corporation Commission - Transportation 3

Revenue, Department of 15 A.A.C. 2 Income and Withholding Tax Section 6 Department of Revenue – Transaction Privi- 15 A.A.C. 5 2 lege and Use Tax Section Department of Revenue – General Admin- 15 A.A.C. 10 1 istration Transportation Department of Transportation – Administra- 17 A.A.C. 1 1 tion Department of Transportation – Aeronautics 17 A.A.C. 2 1 Division 17 A.A.C. 3 Department of Transportation – Highways 8 Department of Transportation – Title, Regis- 17 A.A.C. 4 2 tration, and Driver Licenses Department of Transportation – Commercial 17 A.A.C. 5 7 Programs Department of Transportation – Overdimen- 17 A.A.C. 6 1 sional Permits

Environmental Quality Department of Environmental Quality – Air 18 A.A.C. 2 5 Pollution Control Department of Environmental Quality – 18 A.A.C. 8 3 Hazardous Waste Management Department of Environmental Quality – 18 A.A.C. 13 3 Solid Waste Management Alcohol, Dog and Horse Racing, Lottery and Gaming 19 A.A.C. 2 Arizona Racing Commission 3 19 A.A.C. 3 Arizona State Lottery Commission 3

Commerce, Financial Institutions, and Insurance 20 A.A.C. 1 Arizona Commerce Authority 1 20 A.A.C. 4 Department of Financial Institutions 1 20 A.A.C. 5 Industrial Commission of Arizona 7 20 A.A.C. 6 Department of Insurance 4

Paper Subscriptions

These are the number of paper subscriptions for FY 2011. Tradi- tionally with the posting of rules online subscriptions to these publications continued to decline the previous fiscal years.

Publication FY11 FY12 Arizona Administrative Code 119 53 Arizona Administrative Register 60 103 Chaptered Bills 33 16

Publications

The Public Services Division is tasked with printed all publications for the office.

Publication FY11 FY12 1910 Constitution booklet - 50 2012 court challenges binder - 4 Address Confidentiality Program brochure - 5,180

Address Confidentiality Program quick guide - 30 Application for Amendment of Trade Name and - 200 Trademark Application Handbook - 90 Assignment of Trade Name Application 800 400 AZ & US Constitution 400 10 AZ & US Constitution Large Print 20 10 Arizona Residential Landlord & Tenant Act 670 674 Arizona Residential Landlord & Tenant Act Large - 50 Print Campaign Finance - 4 Curtis Exhibit Brochure - 4,000 Election Officer Certification & Training Program - 25 Notebooks Envelopes (return) 3,000 4,500 E-Qualifcation (Qualifying Contribution) Demo - 100 Handout Financial Disclosure Statements, Instructions for - 4 Helpful Phone Numbers 6,000 2,00 Guild Brochure - 1,000 Harvey Girl Brochure 4,000 Independent Expenditures Handbook 20 5 Initiative, Referendum, & Recall Handbook - 4 Kids Activity Book 444 200

Lobbyist Handbook 325 150

National Voter Registration Application - 200 Notarial samples for workshop 1,000 5,300 Notary Journals 7 1 Notary Public Reference Manual 4,936 7,003 Procedures Manual - 30 Procedures manual spreadsheet - 100 Return Envelopes 1,000 42 Semi-Annual Index - 206

84 State Symbols Brochure 184 450 Trade Name Application 15,000 11,500

Trade Mark Renewal Application - 200 Trade Name Renewal Application 500 400 Trademark/Trade Name Cancellation form 500 200 Trademark/Trade Names Handbook 300 450 Trademark Application form 310 400 Welcome Brochure 184 200 Wesley Bolin Maps Brochures (new, spring 2011) 500 700

Legislative Filings

The Public Services Division processes legislative filings and posts legislative bills and related filings in a searchable and sortable database online. Paper copies are made available upon request.

Legislative Sessions FY12 Total Fiftieth Legislature - Fourth Special Session (2011) Chaptered bills - House Concurrent Resolution 1 Fiftieth Legislature - Second Regular Session (2012) Chaptered bills 362 Senate Concurrent Resolutions 11 House Concurrent Resolutions 11 Senate Concurrent Memorials 6 House Concurrent Memorials 3 Senate Joint Resolutions - House Joint Resolutions 1 Senate Resolutions 6 House Resolutions 9 Senate Memorials - House Memorials 2 Governor Veto Letters (copies) 8

The Division supported Admin- istration and Arizona State Library, Archives and Public Records with many Centennial projects.

(Above) A new activity book There were many Arizona Centennial medallions but only one set that was created with updated graphics to include a maze and were the “official” medallions. Made of 99.9 pure metal, these medal- th rattlesnake. lions celebrated Arizona’s 100 birthday with a rendition of the State Flag on the obverse and the State Seal reverse. (Below) The Kids page replicat- ed the paper activity book and They were offered in 1 oz. of either gold, silver and copper at 1.25 inch- offered even more fun online activities. es. Designed by Scott Cancelosi, Director of the Public Services Divi- sion, the silver medallion cost $65 each and the copper medallion $5 each. The cost of the gold medallion was set on the market price of gold

per ounce when ordered.

The design was approved by the Arizona Historical Advisory Commis- sion under the aegis of Arizona State Library, Archive and Public Rec- ords.

Arizona Capitol Museum Overview p. 88

What We Do 2012 ANNUAL REPORT p. 89

FY 2012 Statistics p. 90

Feb. 14, 2012, the Arizona Capitol Museum was center stage for the centennial celebration: “Happy Birthday Arizona!”

Write Us Physical Location Capitol Museum/Museum Store Capitol Museum is located off of 17th 1700 W. Washington St. Avenue between Washington and Jef- Phoenix, AZ 85007 ferson Streets. Free parking is available in Wesley Bolin Plaza just east of the museum. Museum Hours Museum Store Hours Monday - Friday, except state holidays Monday - Friday, except state holidays 9 a.m. - 4 p.m. 9:30 a.m. - 4 p.m. Saturday, 10 a.m.-2 p.m. Saturday, 10 a.m. - 2 p.m. (September - May) (September - May) Admission is free. Group tours by reservation. For information on scheduling, community outreach, and ACM events, visit www.azlibrary.gov/museum. Call Us On the Web Telephone: (602) 926-3620 www.azlibrary.gov/museum/ e-mail: [email protected]

Overview

Director’s Office

Who We Are

Located in the iconic space that was the last Territorial and first State Capitol, the Arizona Capitol Museum is the center of the capitol complex – a bridge connecting people with Arizona Govern- Interim Director ment – past and present. Joan Clark Listed on the National Register of Historic Places, construction of Joan oversees division operations, development, special the Capitol began in 1899 when Arizona was still a territory. The projects, the Arizona Capitol building was dedicated in 1901, 11 years before statehood. Subse- Museum and the Arizona Memory Project. quent additions in 1919, 1938 and 1974 expanded the complex. The 1901 building was placed on the National Register of Historic Plac- es in 1974. Restoration of the building to its 1912 appearance was completed in 1981.

Through exhibits, programs and virtual resources, we engage and educate visitors. The Museum collection features artifacts and art including works by Megargee, Swing and other notable artists. These items illustrate how the people of Arizona created a successful government for a state that literally helped redefine the United States.

Visitors to the Arizona Capitol Museum:  Explore Arizona’s diverse heritage and examine connections between past and present;  Witness how statehood was achieved;  Follow Arizona’s political evolution and experience its im- pact on everyday life;  Engage in civics to learn how government continues to evolve under the Copper Dome.

Arizona Capitol Museum

What We Do – Services

The Arizona Capitol Museum connects people with Arizona government – past and present.

We are dedicated to telling Arizona’s story from territorial times to the present. We preserve and present artifacts and histories to document how Arizona’s government has changed and continues to change for Arizonans. We connect the past to the present using a variety of resources to cultivate informed government participation.

 Staff and volunteers strive to instill a lifelong interest in:  Civics;  History; and  State government.

 Staff and volunteers provide:  Tours;  Virtual resources;  Outreach; and  Educational materials supporting the Arizona Social Studies Standards.

 Staff recruits and trains volunteers. Arizona Capitol Museum visitors learn how a bill becomes a law in  Staff and volunteers process and catalog new artifacts into the Museum’s collection. Many items are donated or part of a bequest.

 Staff collaborates with other museums and cultural institutions to share resources and develop new exhibits.

 The Museum Store sells educational and promotional items related to exhibits and the state’s rich history and culture.

 The Arizona State Capitol Museum Guild, a 501(c)3 non-profit, provides support for Museum plans and programs.

Arizona’s Centennial Celebration February 14, 2012

On February 14, 2012, the Arizona Capitol Museum was center stage for “Happy Birthday Arizona!” fes- tivities. Statehood Day celebrations began with a reenactment of Arizona’s first Gov. George W. P. Hunt’s Walk from central Phoenix to the Capitol.

The day continued with the USPS Arizona Statehood First Day Issue Stamp Ceremony; Polly Rosenbaum Writing Contest Awards; Legacy Projects & Official Centennial Events EXPO; Centennial birthday cake; Arizona’s archival statehood documents at the Muse- um; and Arizona entertainment, including Wayne Gov. Jan Brewer celebrates Arizo- Newton on the big stage in front of the Museum. na’s Commemorative Statehood Stamp first day of issue, Feb. 12, 2012. Arizona Capitol Museum

Fiscal Year 2012 Statistics Visitors

The Arizona Capitol Museum has an average of 60,000 visitors annually. The Centennial year generated renewed interest in the Museum, and many Arizonans visited their state capitol for the first time.

In FY 2012, we hosted 72,955 visitors including 24,216 students learning more about civics and their state government.

Visitor Statistics FY11 FY12 Overall Visitation 58,458 72,955 Guided Student groups 22,999 24,216 Museum Programs 12,432 17,316

Guns to Salute the Fallen

WW II Memorial

Gun barrels from the USS Arizona and USS Missouri have been silent for more than 50 years. Thanks to the efforts of a group of thankful citizens, elected officials and corporate sponsors, they are about to make some noise in Phoenix.

At a special ceremony in April, Secretary of State Ken Bennett, BNSF Railway and Phoenix Rotary 100 announced the arrival of a 14" gun barrel from the USS Arizona and a 16" barrel from the USS Missouri. The historic naval “rifles” will be incorporated into a complete World War II Memorial near the state capitol.

“Today is a special day in our effort to build a memorial that honors the sacrifice of our WWII veterans,” said Secretary Bennett. “We're thrilled that BNSF has delivered such important ele- ments of the monument to Phoenix. Without their help and commitment to honoring our veterans this project would not have been possi- ble.”

In addition to BNSF, the Ari- zona Department of Veterans Services, under the direction of Joe Strickland, has been vital in the successful trans- Above: A BNSF engine pulls gun portation of the ships’ barrels across the country. When the federal barrels from the USS Arizona and government indicated the barrels were at risk of being sold for the USS Missouri south along the scrap, Director Strickland immediately stepped forward with a rail spur adjacent to the state grant covering a large portion of the transportation costs. Without capitol along 19th Avenue. AZDVS’ help the barrels may have been lost forever. Now, these historic artifacts have arrived in Phoenix where they will be

restored and put on permanent display in Wesley Bolin Memorial Plaza as part of a permanent WWII memorial.

Noting that the project is being completed without the use of tax dollars, the Secretary invited those wishing to make a contribution to honor the sacrifice of our fallen soldiers and returning veterans to visit www.GunsToSaluteTheFallen.com for sponsorship opportunities, dedication plaques and memorial pavers.

For most Americans, World War II began with an attack on Pearl Harbor and ended in Tokyo Bay with the surrender of the Japanese. At the heart of both momentous events were the USS Arizona and USS Missouri.

Recognizing the symbolism and role the battleships played in military history, the Salute the Fallen Committee developed a concept which presents the barrels as a representation of the beginning and end of the war. Between the barrels, a structure in the shape of the USS Arizona’s hull will display the names of Arizona’s service- men and women who died defending our nation in the greatest conflict of all.

“Too often we forget about how far we’ve actually gotten away from honoring the Nation's fallen soldiers,” said Secretary Bennett. “Our veterans have given us the opportunity to share and promote the rights of all mankind – the right to live under the blanket known throughout the world as Freedom. That freedom remains intact today for one simple, yet valiant reason – the men and women or our Armed Forces. Building a complete memorial honors the Arizona soldiers, sailors, marines, and airmen who died defending our nation in the greatest conflict of all.”

Overview Braille and Talking Book p. 94

What We Do Library p. 95 FY 2012 Statistics p. 96 2012 ANNUAL REPORT

Mission

To provide books, magazines and other library resources in alternate formats for all Arizona residents whose visual or physical disabilities prevent the use of conven- tional print materials.

Write Us Physical Location Arizona Braille and Talking Book Library Just south of the Loop 202 freeway, on 1030 N. 32nd St. the west side of 32nd Street Phoenix, AZ 85008 Call Us On the Web Telephone: (602) 255-5578 www.azlibrary.gov/braille Toll-free, in state: 1-800-255-5578 e-mail: [email protected] Fax: (602) 286-0444

Overview State History and Archives

Who We Are

The Braille and Talking Book Library Division of the Arizona State Library, Archives and Public Records provides another way Director of reading for those who have difficulty reading standard print be- Linda Montgomery cause of blindness, visual impairment or a physical disability. The Library provides at no charge, audio books and magazines, along Linda is responsible for planning with machines to play the materials. Because only 1% of patrons and operations of the library. With the library for 27 years, she became are active braille readers, the Braille and Talking Book Library, director in 1993. along with many states in the west, services those who read braille through a contract with the Utah State Library. Materials are shipped postage-free. Patrons who use a computer may download many of the audio materials and braille files from an accessible website. Institutions serving individuals with disabilities also may apply for accounts and demonstration materials. Our Customers

Braille and Talking Book Library staff helps patrons and institutions to:  Register for library services Assistant Director  Access library services Ron Bryant  Locate titles in accessible formats to meet their reading in- Ron is responsible for daily terests operations.  Use the online catalog to reserve materials  Receive audio and braille books and magazines, audio described videos, machines and related accessories  Download audio books  Receive updated information about alternative formats and related services  Locate providers of assistive technology and accessible aides or devices  Referral to other agencies and organizations providing services to blind, visually impaired and physically disabled residents

Braille and Talking Book Library

What We Do – Services Library staff and volunteers:

 Process and circulate  audio and braille books,  audio and braille magazines,  audio described videos,  machines to play the audio materials, and  machine accessories

 Provide information about:  books to meet individual reading interests  the National Federation of the Blind (NFB) Newsline® newspapers by phone, online and on mobile devices  online access to audio books and eBooks from BARD and Greater Phoenix Digital Library  other services and resources for individuals who are blind or visually impaired

 Repair:  talking book machines  audio books

 Catalogue:  audio books  braille books

 Produce: Assist. Sec. of State Jim Drake  locally recorded books, magazines and special projects in presenting a Ten Squared digital audio format Centenarian award provided by  subject bibliographies NLS to a Library centenarian.  a quarterly newsletter in large print, audio, electronic text and braille  Recruit and train volunteers for:  the recording studio  digital editing and duplication  machine and book repair

 outreach  office assistance

 Participate in public education programs and outreach activities

Braille and Talking Book Library

Fiscal Year 2012 Statistics

Library Registration

Patrons may apply for services at the Braille and Talking Book Li- brary Division by going to the website, www.azlibrary.gov/braille, and printing the application form to fill out and send in to the library. Both individual and institutional applications are available as well as the criteria for eligibility. The Braille and Talking Book Library has 342,518 FY11 FY12 items available for patrons including audio and braille Patrons added 1,423 1,460 books, audio described Library patrons and institutions served 9,933 10,087 books, audio described movies, talking book machines and accessories. The Collection The Library’s digital audio book collection continues to grow as cassette books are being phased out of use. The number of cassette books was significantly reduced this year in accordance with a directive from the National Library Service for the Blind and Physi- cally Handicapped (NLS). All titles are still available, but the number of copies was reduced by 45%. Volunteers record digital audio books for addition to the local interest Arizona Collection. The NLS and the Arizona Library are also converting books on tape to the new digital format as time and funding allows.

For those who read braille, the state of Arizona has a contract for braille service from the Utah State Library which houses a full braille collection.

Collection FY11 FY12

Audio cassette books

Number of audio titles available 58,289 58,321 Total 471,995 260,243 Digital audio books Number of digital titles available 5,818 8,818 Total 45,899 69,859 Braille books Number of braille titles available in small 294 292 browsing collection Total 433 432 Videos/DVDs Audio described videos and DVD titles 562 562 Total number of items 668 756 Reference Materials Reference books available 205 205 Videotapes/DVDs about blindness and relat- 55 55 ed subjects Pamphlets/brochures about blindness and 25 15 related subjects (in linear feet) Sub-lending agencies statewide (most in public libraries) Active 105 84

Equipment on Loan

All new patrons start service with a digital player, but also can have a cassette player if they choose to read titles not converted to digital format. (Cassette machines are being phased out and sent to National Library Service recycling centers.) Preventative maintenance and repairs to talking book machines are done by volunteers and staff to improve library efficiency and reduce operating costs. As demand for cassette machines has decreased, so has the need to repair them. The new digital machines still have a very low rate of failure, so the number of machines repaired decreased.

FY11 FY12 Equipment to loan Cassette and digital talking book machines 18,495 16,622 in circulation/available Repairs & Maintenance Volunteer groups repairing equipment 4 3 Talking book machines repaired 3,721 2,649 Amp boards repaired 2,226 1,189

Staff

Staff provides reader advisement; circulation of books, magazines and machines; management of volunteers and the recording program; training sessions for volunteers; as well as tours and technical support. Additionally, library staff participates in outreach programs and public education activities statewide to provide information about library services to other agencies, organizations, services providers and the public.

FY11 FY12 Total Library Staff 19 19 Outreach Incoming mail at BTBL. Activities attended 158 162 Program attendees 10,715 10,225 Public Education and Training Activities 152 244 Program attendees 271 548

Circulation of Audio Books and other Materials

In addition to books by mail patrons can download audio books and magazines from the Braille and Audio Reading Download website (BARD). In FY 2012, about 13% of library patrons downloaded items from the Web. That means 87% of the library’s patrons still preferred to receive their audio books by mail. By the end of the year circulation by mail was 76% digital and 24% cassettes. All new audio books produced are in digital format only.

Circulation FY11 FY12 Audio items and machines – checked out 2,000 1,600 (daily average) Audio items and machines – checked in 2,000 1,600 (daily average) Cassette players recycled 1,400 2,273 (Transition to digital players) Digital players (received and inventoried) 4,257 210 Digital books (received, inventoried and la- 30,172 23,960 beled) Cassette books processed and recycled 25,000 211,752 (transition to digital) Total circulated items for fiscal year (books, magazines, videos, machines, machine acces- 427,576* 413,912 sories)

Electronic and Phone Access

Audio books and magazines downloaded 50,629 63,174

Audio newspapers and magazines accessed 87,432 76,558 via Newsline®

* Includes downloaded items.

News about Volunteers

Volunteers play a vital role in helping to provide library services. Volunteer applications are available online at www.azlibrary.gov/ braille. Interested individuals can print the application, fill it out, and mail it to the library. The following is a list of the volunteer opportunities available:  Recording studio volunteers  Machine repair specialist  Outreach volunteers – public speakers  Ambassadors Secretary Bennett presented Catherine Holler an award to  Book duplication volunteer celebrate her 5,000 hours of  Library aide service as a volunteer narrator in the recording program. Many volunteer groups are involved in special one-day projects at the Library, resulting in greater community visibility for BTBL.

99 During the past year groups of volunteers came from University of Phoenix, Medtronic, and Papago Church of the Brethren. The li-

brary also has the on-going involvement of volunteers from Gom- pers Habilitation Center, Civitan, and the Conservatory of Record- ing Arts and Sciences. The volunteer hours donated have a value of $474,259.

A volunteer recognition event, hosted by Arizona Friends of Talk- ing Books, was March 31, 2012 at the Arizona Historical Society Museum. Library staff, patrons and Secretary of State Ken Bennett thanked the volunteers for their tremendous contributions of time and talent.

Volunteers FY11 FY12 New 74 58 Total 315 293 Hours donated (approx. savings to state 24,246 21,765 $490,982)

Volunteer Recording Program

The Arizona Talking Book Library has a volunteer recording program to produce local interest titles that the National Library Ser- vice does not record. The emphasis is books and magazines about Arizona and by Arizona authors. Arizona Friends of Talking Books Lynda Exley and Conrad Storad, authors of the support the volunteer program, recording studios, audio described ONEBOOKAZ selection for movies, and outreach. There are three volunteer recording locations young readers, Arizona Way Out West & Witty, came to the with a total of five recording booths. library and recorded their book. Often, books about various Native American communities present a unique challenge in terms of determining correct pronunciation. During this past year pronunciation help was provided in Navajo by an instructor at the University of New Mexico extension in Gal- lup, Hopi and Tohono O’odham through the American Indian Pro- gram at Scottsdale Community College and Lakota from the Lako- ta Language Consortium.

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FY11 FY12 Local books of interest recorded 23 116

Other projects and items of interest recorded 124 137 (includes 11 magazines, all issues)

Braille and Talking Book Library Digital Transition Progress

Focus on the Transition from Tape to Digital

The transition from audio books on cassettes to the new digital format has progressed rapidly over the last two years. Thousands of NLS digital player and book available from the Braille and excess cassette books and cassette machines have been removed Talking Book Library. and sent to National Library Service for the Blind and Physically Handicapped (NLS) recycling centers to make room for the new technology.

The digital player is smaller, has better sound quality and the whole book fits on one cartridge instead of the multiple cassettes required in the past. The player is easy for new patrons to learn because the function of each button is described when pressed. The digital players and about 2,000 new digital book titles are provided each year by the NLS. Multiple copies of each title are received for circulation to eligible patrons in Arizona. At the Arizona Talking Book Library volunteers record books and magazines of local interest and by local authors. Service to Veterans

A press release was issued by the Secretary of State promoting the NLS campaign to build relationships with military hospitals. The Arizona Talking Book Library provides digital players and a de- posit collection of digital books at the VA Health Care System Southwest Blind Rehabilitation Center and other VA facilities in the state. Each blind or visually impaired veteran is introduced to the Talking Book program.

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Responsibilities change, staff trained

To make weeding the digital audio book collection more efficient, the staff changed to a random shelving scheme for new books. Ra- ther than shelving books in numerical order they are placed on any available shelf space. Then the barcode for the space and the barcode for the book are scanned to identify the location in the library’s automated catalog. This eliminates the need for shifting the entire collection when books are removed (weeded from the collection). The library will be required to return a certain number of digital books to NLS each year so the cartridges can be reused.

Staff developed training materials to help with technical support for patrons downloading audio books from BARD (the NLS Braille and Audio Reading Download site) and from the Greater Phoenix Digital Library. As more books became available for download more patrons requested access and assistance learning to download.

Local audio production of books and magazines is now being done only in the digital format. Thanks to funding from Arizona Friends of Talking Books, the library has enough digital cartridges and mailing containers for newly recorded books and magazines plus those being converted from analog tape to digital. Books originally recorded on reel-to-reel tape are successfully being converted to digital files. Several volunteers have also been trained to assist with editing and post production procedures required for the digital files Digital book cartridges. to work in the new players. With about 2,000 titles in the old tape collection the conversion will take several years. 80th Anniversary of NLS

In celebration of the 80th anniversary of the National Library Ser- vice for the Blind and Physically Handicapped program an open house was held October 21, 2011. Staff and volunteers provided tours of the Braille and Talking Book Library for over 200 patrons, families, and members of the public. Patrons who are 100 years of age or older were recognized with Ten Squared Centenarian awards provided by NLS and presented by Assistant Secretary of State Jim Drake.

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State History and Archives Overview p. 104

What We Do

2012 ANNUAL REPORT p. 105

FY 2012 Statistics p. 106

The Polly Rosenbaum Archives and History Building.

Write Us Physical Location Polly Rosenbaum Archives & History One block south of 19th Avenue and Building 1901 W. Madison St. Jefferson Street on the west side of Phoenix, AZ 85009-5287 Madison Street. Open: Monday-Friday, 8 a.m. to 5 p.m. Call Us On the Web Telephone: (602) 926-3720 www.azlibrary.gov/archives Fax: (602) 256-7982 e-mail: [email protected]

Overview State History and Archives

Who We Are

The History and Archives Division (the Arizona State Archives) is the Director official archives for Arizona's state and local governments' permanent Melanie Sturgeon records. We are mandated by law to collect, preserve and make available Melanie is responsible for division permanent public records, historical manuscripts, photographs, newspa- operations, strategic planning, pers and other materials that contribute to the understanding of Arizona human resources, and oversees all history. Archives’ collections. These records help ensure that government is accountable to its citizens, provide evidence about public policies and programs, and protect or verify individuals’ rights and entitlements. Archival records also provide information about the important people, issues, places, and events that make up the story of Arizona’s history. Records at the State Archives are available to the public in accordance with the Arizona Public Rec- ords Act and agency rules. All records are open for use except those spe- cifically restricted by law.

We also work with state agencies and local governments to identify rec- Assistant to the Director ords with value, to preserve them in perpetuity and document those ap- Eden Robbins praisal decisions on a records retention schedule. Archives staff also

Eden serves as Operations consult with state and local governments to help them preserve the per- Assistant and Program Coordi- manent records they hold and provide information to the public about nator. the preservation of personal and family records.

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What We Do – Services

The State History and Archives division:  Preserves official records and other collections, making them publically accessible. A.R.S. § 41-151.09(B)

 Publishes records of public interest, historical research and Ari- zona history. A.R.S. § 41-151.10(3), (4)

 Serves as the depository of state, counties and incorporated cities archives and records not in current use. A.R.S. § 41-151.09 (A), (C), (D)

 Works with state and local governments, helping them secure the safety and preservation of their permanent records. A.R.S. § 41-151.11

 Accepts permanent historical government records of state and local government agencies and the records of terminated agencies. A.R.S. § 41-151.17

 Help ensure that government is accountable to its citizens by providing evidence of public policies and programs, and pro- tecting or verifying individuals’ rights and entitlements.

Obsolete media containing permanent government records.

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History and Archives

Fiscal Year 2012 Statistics Archived Records

The History and Archives Division collects permanent state and local government records for preservation. The Division then invento- ries and makes the records available for review upon request. As part of the National Newspaper Digitization Project we are also digitizing and providing access to selected Arizona newspapers published before 1922.

Records Ingested and Preserved FY11 FY12 State and local government records ingest- 5,146 3,962 More than 10,000 people visited the ed (linear feet) ANDP display at the Arizona Records processed and inventoried (linear Centennial Best Fest in Prescott. 645 821 feet) Records accessed (boxes, volumes, photo- 24,914 19,075 graphs, newspapers, and maps) Arizona Newspaper Digitization Project pag- 26,725 63,171 es digitized Arizona Newspaper Digitization Project 1,543,102 10,177,159 newspaper pages accessed online

Consulting and Workshops

The History and Archives Division specializes in archive consulting services with a hands-on approach with state agency and local government staff. With increasing numbers of born digital government records the Division consults with state and local government about trusted digital repositories and the long-term preservation of fragile electronic records. Staff also consults with the public who have questions about the care and preservation of family records and photographs. In addition, Division staff also provides daylong Archives 101, basic preservation and Emergency Planning/ Disaster Prepared- ness Workshops for government offices and staff of small cultural institutions as well as research seminars throughout the state.

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FY11 FY12 Records and Preservation Consultations and Workshops

Consultations (government agency staff and 310 324 public) Archives 101 workshop attendees 73 80

Preservation and Emergency Planning/Disaster Program not 75 Preparedness Workshop attendees available Research Seminar attendees 446 429

Preservation

The History and archives Division cleans, humidifies, treats and preserves permanent records.

FY11 FY12 Records Cleaned, humidified, treated and preserved 756 783 (linear feet) One Way Preservationists Rescue Documents

Thousands of historical records in the Archives have been tri- folded for more than 100 years. Creases, folds, and rolling can put a strain on the fibers of papers, and each use of the documents that requires unrolling or unfolding can exacerbate that strain. In order to make these records accessible our conservator relaxes documents in a humidification chamber, then moves them to flattening stations where they remain for several hours under gentle weight.

Tri-folded records before treatment.

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Humidification Room with records placed on shelves during treatment. Flattening stations where records are placed for several hours under gentle weight during treatment.

Records with creases and folds reduced (“flattened”) for easier access after Box of treated records organized and treatment. ready to be returned to archivist to process after treatment.

Archivists Trained in All Corners of the State

The Division worked with the Arizona Historical Records Adviso- ry Board to provide archives training to the staffs of under-served local archival repositories throughout the state. Three daylong workshops were presented to attendees in Phoenix, Taylor and Prescott.

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Overview Law and Research Library p. 110

What We Do 2012 ANNUAL REPORT p. 110 FY 2012 Statistics p. 112

Write Us Physical Location Law and Research Library The Law and Research Library is located in-between the Executive 1700 W. Washington St. Tower and the Capitol Museum in the 1938 Addition, Room 300 1938 edition of the Capitol on the Phoenix, AZ 85007-2812 third floor. Open Monday – Friday, 9 a.m. to 5 p.m. except state holidays. Call Us On the Web Telephone: (602) 926-3870 www.azlibrary.gov/is Toll Free In-State: 1-800-228-4710 email: [email protected] Fax: (602) 256-7984 Legal email: [email protected]

Overview

Law and Research Library

Who We Are

The Law and Research Library of the Arizona State Library, Archives and Public Records provides information and access relating to law, Director government information, and genealogy to the Legislature, state govern- Janet Fisher ment and the public. Law and Research Library services are generally

Janet is responsible for library oper- provided under A.R.S. §§ 41-151.01, 41-151.05 and 41-151.08. ations, strategic planning, human resources and oversees all Law and The Law and Research Library is the core of the State Library which Research collections. In addition, was established in 1864 as the Territorial Library of Arizona. Library she coordinates and assists the 13 Federal Depository library collec- staff includes experts in government and legal information and family tions in Arizona, and she facilitates history. connections with public law libraries around the state. Our Customers

Law and Research Library staff helps patrons to:  Access library services, its catalog collection and other resources, in person, or through online services  Discover and identify items in the collection to help in their research, and  Register for library services

The Law and Research Library staff supports other libraries, archives, museums, and records managers with library services and interlibrary loan of collections. What We Do – Services

Major strengths of this Library include the comprehensive collections of state and federal publications in all formats (including e-government sources), current and historical Arizona legal materials, and the largest print collection of genealogy materials.

The Library's Law Collection is a primary legal resource for the Legisla- ture, courts and Arizona state agencies with historical collections of Ari-

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zona's legislative bills, journals, session laws, statutes, codes, judicial rules and opinions of Arizona's attorneys general.

The Law and Research Library offers these collections of publications to support patrons as well as professionals in libraries, archives, museums and records facilities. The focus of the Library is to help patrons access government information, law and family history.

The Law and Research Library:

 Preserves and provides access to:  Online resources:  AZlibrary for Arizona Residents (www.azlibrary.gov/ azlibrary/res.aspx)  AZlibrary for Arizona State Employees; (www.azlibrary.gov/azlibrary/se.aspx)  Historical Arizona publications  State, federal and international legal materials  Current and historical federal and Arizona state agency publications  Genealogy resources  Current Arizona newspapers and periodicals

 Processes and circulates through interlibrary loan:  Law materials  Books  Magazine articles

 Provides assistance with legal research;

 Catalogs library materials;

 Recruits and trains volunteers;

 Provides facility tours upon request. This painting is titled, “Pageant of Arizona Progress (Spanish Explorers mural panel)” by Jay Datus. It is located in the Law and Research Library, Room 300, at the Arizona State Capitol, 1938 addition, Phoenix.

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Law and Research

Fiscal Year 2012 Statistics

Preservation

The Arizona Memory Project (AMP) provides online access to documents, photographs, oral histories, maps and videos that chronicle Arizona’s history and culture: www.azmemory.azlibrary.gov.

AMP, which began in 2006, consists of 142 collections representing more than 66 Arizona cultural organizations. In FY 2012 full- text copies of a variety of publications were added to the website along with current state agency publications. The digitizing of historical state agency publications continues.

Funded by an IMLS Library Services Technology grant, AMP hosts digital holdings from Arizona cultural organizations to make them accessible online and to promote visits to and research about Arizona. These partner organizations benefit from access to content management tools and training that facilitate the digitization process in addition to broader awareness of their holdings.

Arizona Memory Project Records FY11 FY12 Site visits 677,537 2,397,306 Arizona history and cultural items posted 85,000 92,442 Web visits to Law and Research collections 164,113 307,138 in AMP

Interlibrary Loan (ILL) and Collection Usage

The staff of the Law and Research Library assists Arizona Legisla- tors and legislative staff, Arizona state agency employees and in- house genealogy clients with the location and loan of materials from libraries around the country. Some materials are located

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through use of our online resources and are downloaded by state employees, library users and library staff.

In addition, materials circulate from Library and Archives' collections and are loaned to requesting libraries.

ILL FY11 FY12 Full-text print and electronic formats delivered 45,306 52,983

Online Resources

Arizona residents may explore thousands of online articles and images from journals and newspapers as well as accurate, current research materials, through their public library’s website. Arizona residents can connect to selected resources through the website of Arizona State Library, Archives and Public Records (State Library) and will be asked to enter their home Postal Zip Code. These resources are provided for Arizonans with funding from the Pima County Public Library, Maricopa County Library District, and other county libraries, with additional support coming from the Arizo- na State Library, Archives and Public Records through a grant from the U.S. Institute of Museum and Library Services under the provisions of the Library Services and Technology Act.

Arizona state officials and employees have access to a combination of news resources as well as premium research databases. Contract obligations restrict access to a few of the premium databases to the State Library or legislative buildings, but many of the databases can be accessed remotely by Arizona State Officials and Employ- ees with State Library Cards. Employees who wish to use the service shall apply for a State Library Card number.

Statewide database use FY11 FY12 Number of search sessions 40,931 51,416 (state employees) Access to Premium Research Databases Usage (state employees) 61,011 68,226

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Law and Research Programs

The Law and Research Library's Genealogy staff, the staff of the Arizona History and Archives Division as well as guest speakers with expertise on specific aspects of genealogical research, present programs covering such topics as:  census research  immigration and naturalization  preservation of family papers and photos  vital records  land, deed, and property research  military records  Internet genealogical research

Lunchtime Family History Lessons FY11 FY12 Presented (genealogical seminars) 9 11 Attendees 214 340 Other presentations Number of presentations 2 7 Attendees 67 138 Training Hours 2,040 4,706 Presentations and orientations were also given about other collections and services in the Law and Research library.

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Overview Library Development p. 116

What We Do 2012 ANNUAL REPORT p. 117 FY 2012 Statistics p. 118 Library Development helps local libraries and librarians offer improved services to the people of Arizona by providing support, consulting services, training and grant funding to local libraries.

The historic Carnegie Center, built in 1908, welcomed more than 9,000 visitors during FY 2012.

Write Us Physical Location Library Development, Carnegie Center Library Development is located in the 1101 W. Washington St. Carnegie Center on Washington Street. Open: 8 a.m. to 4:30 p.m. Call Us On the Web Telephone: (602) 926-3604 http://www.azlibrary.gov/extension Toll-free: 1-800-255-5841 http://www.azlibrary.gov/carnegie Fax: (602) 256-7995

Overview

Library Development

Who We Are

The Library Development Division of the Arizona State Library, Archives and Public Records helps local libraries and librarians Director offer improved services to the people of Arizona by providing sup- Holly Henley port, consulting services, training and grant funding to local librar-

Holly is responsible for division op- ies. Library Development Services are provided under A.R.S. § 41- erations and strategic planning; 151.01. consults on youth services in public libraries; serves as the liaison for teacher-librarians and directs the Staff members of the Library Development Division have offices Arizona Center for the Book. in the historic Carnegie Center, which was dedicated on February 14, 1908 as the first building of the Phoenix Public Library. In ad-

dition to being used by the State Library for training space, meeting rooms are made available to government agencies and non-profits at no charge. During FY 2012, job help services for the public were added during designated hours.

As of January 2, 2004, the Arizona State Library, Archives and Public Records serves as host agency for the Arizona Center for the Grants Administrator Book, one of 50 state affiliates for the Center for the Book in the Laura Stone Library of Congress. The goal of the state center is to carry out the Laura coordinates Library Services mission of the national center of “stimulating public interest in and Technology Act and Broadband Technology Opportunity Program books, reading, literacy, and libraries to the state and local level.” grants, the State Grants-in-Aid program, and public library statistics. Our Customers

Library Development staff members provide the following services to our customers under A.R.S. § 41-151.07:  Direct and coordinate statewide public library services.  Encourage and assist the development of library services in state and local institutions and governmental units.  Compile and disseminate statistics and other data that relates to libraries and library services.

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 Give professional advice and assistance in the establishment and operation of county free libraries and to joint ventures of public and nonprofit libraries. What We Do – Services

To empower Arizona libraries to offer excellent services to their customers, the Library Development staff members of the State Library, Archives and Public Records provide:  Resources,  Consulting services,  Training, and  Grant funding to local libraries. Local libraries include public, school, academic, tribal, and special libraries.

Library Development provides to library staff:  An online directory of libraries;  Annual public library statistics;  Continuing education in face-to face settings;  Online training;  Summer Library Institute;  Arizona Library Institute Virtual Extension (ALIVE); Customers find the Tuba City Tribal Library a great place for computing,  Online event/class registration; whether they use a library desktop  An online Jobline; or bring their own laptop.  A monthly newsletter; and  Scholarships for continuing education.

Library Development administers Library Service and Technology Act (LSTA) funds from the Institute of Museum and Library Ser- vices. Programs supported through LSTA funds include:  Grants to libraries for special projects;  Electronic access to databases with thousands of journals, magazines and newspapers through all public and school libraries;  Summer reading programs;  ONEBOOKAZ;  Early literacy materials and training;

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 Online resources for interlibrary loan;  Consultation for library technology, adult and youth services, tribal libraries, continuing education, and county librarians;  Job Help @ Your Library;  Books for Arizona Libraries (BAZL); and  Meeting facilities at the Carnegie Center.

Library Development

Fiscal Year 2012 Statistics

Statewide Library Development Projects

Library Development serves the libraries of Arizona, including 222 public libraries with their 3,300,549 card- holders. In one year, Arizonans used their public libraries to check out 50,578,474 materials and for 5,910,337 computer uses during 27,934,578 visits.

As Arizona celebrated its Centennial in 2012, ONE- BOOKAZ provided an opportunity for its citizens to come together to read and discuss books that would increase their knowledge and appreciation of Arizona’s unique history and culture. ONEBOOKAZ was designated an Arizona Centennial Legacy Project.

Students out of school enjoy the Another statewide literacy initiative offered resources computers in the children’s area at for all public libraries to offer summer reading programs to every- the East Flagstaff Community one from cradle to rocking chair. Participation reflects the number Library. Above them signage serves as a reminder of the Centennial of Arizonans who read and attended library summer reading pro- Summer Reading Program: gramming. Our State, Our Story; Celebrating 100 Years of Arizona. Working with libraries across Arizona to reach out to families and caregivers of children 0 to 5 years old, the State Library provided early literacy materials and training for staff in their use. Participa-

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tion reflects staff who participated in workshops to prepare to teach parents.

The State Library also collaborated with county libraries in Arizo- na to provide a group of databases to all public and school libraries in Arizona. Usage reflects the number of searches conducted.

Participants FY11 FY12 ONEBOOKAZ 117,042 80,837 Arizona Reading Program 178,329 186,993 Early Literacy Programs 237 480 Database Usage 7,660,927 23,379,515 Total 7,956,535 23,647,825

Grants

The Library Services and Technology Act (LSTA) was reauthor- ized under the Museum and Library Services Act (MLSA) of 2010. The only federal program exclusively for libraries, LSTA supported the work of the Library Development Division with Arizona’s libraries through statewide projects and sub-grants to libraries for special projects.

State Grants in Aid were awarded to county libraries and city libraries with populations over 100,000. Construction grants were awarded to qualifying public libraries.

Books for Arizona Libraries provided grants to large library systems and their Friends organizations to allow small libraries and literacy groups to select books from their book sales.

Subgrants Awarded FY11 FY12 Library Service and Technology Act 43 32 State Grants in Aid 23 22

Books for Arizona Libraries 6 6

Total 72 60

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Carnegie Center Usage

Meetings and trainings were conducted throughout FY 2012 at the

Carnegie Center by the State Library, other government agencies, and non-profits. The public visited at designated times to use public access computers and job help services.

Carnegie Usage FY11 FY12 Event Attendance 7,399 9,064 Public Access Computing 784 1,017 Job Help (began November 2011) N/A 96 Total 8,183 10,177

Library Development Training

Workshops in locations across the state and webinars were planned by Library Development staff. In addition, a Summer Library Insti- tute was offered for one week in June in Flagstaff to train staff in leadership roles in rural libraries who do not have a graduate degree in library science. Arizona Library Institute Virtual Extension (ALIVE) and other continuing education offerings provided a wide variety of training options for professional and paraprofessional staff.

Training Hours Provided FY11 FY12 Summer Library Institute gathered library leaders from rural Workshops and Webinars 7,940 8,138 libraries on the campus of Summer Library Institute 1024 1,024 Northern Arizona University for a week of continuing education with ALIVE 467 710 Library Development staff and other presenters to help them Other CE offerings - 1,185 develop skills to better serve their Total 9,431 11,057 communities.

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Library Development Spotlight

Libraries Welcome Computers and Job Assistance

The Arizona State Library, Archives and Public Records has continued its work to provide computers and other resources for job seekers in public libraries. The State Library received a $1.3 million Broadband Technology Opportunity Program grant to fund Arizona Public Access Computers (AzPAC) to put more than 1,000 computers in 84 Arizona libraries.

This was followed by a second BTOP award to the Governor’s Office of Economic Recovery and administered by the State Library to put Virtual Workforce Workstations in almost every public library in Arizona, and a number of computer labs to serve as Job Help Hubs. In addition, the State Library has provided assistance to libraries through its competitive grant program, and through training opportunities for librarians.

One of the first projects to be funded under BTOP in 2010, AzPAC provides Arizona’s libraries with the equipment to reach an estimated 450,000 previously underserved citizens. Many of these citizens do not have any access to the Internet at home or work. Three tribal libraries are participating in the program to provide improved access in their communities. This grant was matched by $317,632, primarily provided by the participating libraries.

A second BTOP grant, Arizona Job Assistance Center (AzJAC) builds on the first grant by providing job training Broadband Technology Opportunity Program staff set up a laptop lab in and searching support. Each library is receiving a stand-alone the conference room at the computer to serve as a Virtual Workforce Workstation to al- Carnegie Center and provided help to job seekers. low job searchers focused time and dedicated resources.

Thanks to BTOP, 26 libraries have Job Help Hubs, which include both a computer lab dedicated to job training and searching and also a part-time instructor to help job seekers. This $1.6 million grant was matched by

121 more than $700,000, most of which was provided by the Bill and Melinda Gates Foundation.

The State Library has also supported individual libraries through its competitive Library Services and Technology Act (LSTA) grants. Apache Junction Public Library received consecutive grants to develop and staff a training center.

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Overview Records Management p. 124

What We Do 2012 ANNUAL REPORT p. 125 FY 2012 Statistics p. 126

Inside the Records Management warehouse.

Write Us Physical Location Records Management Division The Records Center is located west of 1919 W. Jefferson Street the Capitol mall, on the southwest cor- Phoenix, AZ 85009 ner of 19th Avenue and Jefferson Street Call Us On the Web Telephone: (602) 926-3815 www.azlibrary.gov/records Fax: (602) 256-2838 e-mail: [email protected]

Overview

Records Management

Who We Are

The Records Management Division of the Arizona State Library, Archives and Public Records, through consultation and education, provides for an effective and contemporary records management Director LISA MAXWELL program using modern techniques to facilitate the efficient and economic creation, maintenance, control, retention and disposition Lisa oversees division operations, of records. strategic planning, human resources, and is a consultant on retention schedules and public rec- The staff, through consultation and education, provides govern- ords laws. ment employees with the knowledge and skills necessary to effi- ciently and effectively manage our state’s public records.

The division establishes standards and procedures for the retention, scanning, microfilming and storage of both paper and electronic public records.

The division operates a records center for the maintenance and housing of inactive state agency records.

The records center houses a secure vault which holds micrographic, machine read, and essential state records.

The division also operates a preservation imaging lab which microfilms and digitizes state records in addition to processing and dupli- cating microfilm produced by other public bodies. Our Customers

The Records Management Division staff helps state agencies and public bodies with:  The creation and revision of retention schedules and imaging requests;  The storage and access of inactive records;  Microfilm and imaging services of records; and  Both onsite and around the state trainings and consultation to

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ensure state agencies and public bodies are fully equipped to manage the records of our state.

What We Do – Services

Trainings and Consultations (A.R.S. § 41-151.12):  Provides consultations with state agencies and public bodies focusing on issues, problems and solutions that better preserve and manage our state’s public records.

 Provides regional records management trainings around the state that allow the division to reach more public bodies in specific geographic regions of the state in addition to onsite trainings for local state agencies and public bodies.

 Provides online webinars for government employees as a way of reaching a wider audience with fewer resources used.

 Trainings and consultations cover the following aspects of records management:  Definition of records. (A.R.S. § 41-151.18)  Access to public records. (A.R.S. § 41-151.11)  Records management statutes, violations and classification. (A.R.S. § 41-151.14)  Preservation of public records. (A.R.S. § 41-151.15)  Production and reproduction of records and their admissi- bility. (A.R.S. § 41-151.16)  Determination of value of records, and their retention and disposition. (A.R.S. § 41-151.119)

Standards and Guidance (A.R.S. § 41-151.12):

 Establishes standards, procedures and techniques for effective management of records, including creating, maintaining, stor- ing and servicing records.

 Establishes standards and procedures for the preparation of records retention schedules providing for the retention and prompt and orderly disposition of records.

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 Establishes criteria, standards and procedures for designation of essential records.

Records Center Services (A.R.S. § 41-151.13):

 Establishes standards and procedures for records accepted for storage. (A.R.S. § 41-151.13(3))

 Operates a records center to house inactive records for state agencies. (A.R.S. § 41-151.13(2))

 Destroys records for government agencies.

 Retrieves and refiles records in storage for state agencies.

 Assists customers with public records inquiries.

Secure Vault (A.R.S. § 41-151.13):

 Houses micrographic, machine read and selected essential records. (A.R.S. § 41-151.13(4))

 Stores disaster recovery back-up tapes for state agencies.

 Provides weekly tape rotation services to state agencies.

Preservation Imaging for government agencies (A.R.S. § 41- 151.13):

 Microfilms source records for permanent and preservation purposes.

 Processes and duplicates microfilm produced by other government agencies.

 Microfilms, processes and duplicates microfilm copies for the Arizona Newspaper Project.

 Digitizes microfilm and scans paper records.

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Records Management

Fiscal Year 2012 Statistics

Records Management Training

Records Management staff provided trainings onsite at the Records Center, online via a secured virtual classroom, and around the state. Training was provided on two of the core subjects for records management: Managing Government Records in Any Format and Max- imizing Your Records Storage Experience. Records Management also participated in joint training with State Archives and Depart- ment of Emergency and Military Affairs, covering the subjects of Essential Records and Records Emergency Planning and Response.

The Records Center training room provides seating and tables for up to 30 people. Records Management staff presenters who are ex- perienced trainers and educators provided classes in various lengths and formats, from customized 10-minute management briefings to full-day programs. A syllabus of established classes is supplement- ed by special trainings given at various agency sites and public body locations on a demand basis.

Records Management also secured larger facilities for training classes in strategic and geographically diverse areas of the state which allowed for greater attendance from smaller public bodies without funds to travel to Phoenix. Another option for public bodies was online training offered every other month.

Decrease in the number of trainings provided this year was due to staffing changes.

Participants FY11 FY12 Training class attendees 6,938 624 Classes presented 81 23

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Records Retention Schedules and Imaging Requests

In FY 2012, Records Management worked to create and revise records retention schedules for public bodies, as required under state statute (A.R.S. § 41-151.12). Staff continued revising and updating the General Records Retention Schedules that provided retention periods for records created or received by all levels of public bodies in the state.

Another important service, required by statute, was providing approval to public bodies seeking permission to image source documents to provide easier storage, retrieval and use of records in electronic format, as opposed to paper records (A.R.S. § 41-151).

Record Series FY11 FY12 Unique records added or changed on approved 3,589 3,968 schedules Schedules Approved 240 205 Imaging Requests Approved 80 112 Preservation Imaging

The Preservation Imaging Division facility at Records Management is one of the oldest microfilm production operations in Arizona. Staff continued the important efforts of preserving permanent and long-term records by filming them on silver microfilm, and providing access copies in silver duplicate film, diazo film, or digital format (PDF, TIFF or JPEG).

Wayne Hendricks running the processor developing multiple rolls of microfilm after the filming has been completed.

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FY11 FY12 Microfilm Rolls Rolls of microfilm processed 2,405 981 Duplicated rolls 267 745 Filmed pages 139,672 146,566 Scanning Services Created scanned images from microfilm 109,918 74,046 Scanned source documents N/A 151,825

Storage of Records

For a fee, inactive records may be stored for state agencies that are on approved general or agency specific retention schedules. Records stored at the Records Center remain in the legal custody of the originating agency. In FY 2011 21% of the boxes stored in the Records Manage- ment Center (45,258) were on litigation hold.

Records Maintained at Facility FY11 FY12 Average monthly box holdings 226,940 220,231 Records retrieved 34,208 30,039 Records re-filed 5,397 4,424 Total boxes accessioned 23,345 26,052 Total boxes destroyed 23,054 33,459

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General Retention

Schedules

Records Management staff continued creating a series of General Records Retention Schedules for Community College Districts, Counties, Fire Districts, Municipalities, School Districts and Char- ter Schools; Special Districts, and State Agencies, Boards and Commissions. These new General Schedules provide consistency of retention periods that are the same for all of these public bodies.

Records Management began the process of its first audit of the microfilm holdings in its storage vaults. Both vaults provide con- trolled temperature and humidity levels required by national and international professional standards. The vaults are located in Rec- ords Management and the State Archives building. Microfilm created by the Preservation Imaging Division is stored in the vaults, in addition to microfilm created by public bodies around the state looking for secured and managed storage for these permanent records. IPER Trainings

Provided by: Records Management, State Archives and the Department of Emer- gency & Military Affairs Records Management participated in several trainings around the state for Intergovernmental Preparedness for Essential Records (IPER). The two classes provide valuable knowledge in the areas of Essential Records and Records Emergency Planning and Re- sponse. The classes were well attended and well received, and more are planned for 2013.

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Partnership with Arizona

Municipal Clerks

Records Management continued its partnership with local municipalities and municipal clerk organizations. Staff assisted the Arizo- na Municipal Clerks Association (AMCA) Records Management Committee through participation, guidance and assistance. Addi- tionally, staff participated in the West Valley RIM (Records and Information Management) Group’s quarterly meetings and discus- sions. Preservation Imaging Consultations

Preservation Imaging staff provided consultations to local governments on the basics of preservation imaging, the necessary skills for preservation staff, and the specific challenges faced by local governments tasked with preserving permanent, historic records.

Kim Smith running the microfilm cam- era filming for the newspaper project.

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