Loading...
HomeMy WebLinkAbout2026-08-10-dpd-quarterly-update-supporting-documents KITTITAS COUNTY COMMISSIONERS Quarterly Update with Public Defense Director Special Meeting Monday August 10, 2026 - 10:00 AM BOCC Conference Room 205 West 5th Room 108 - Ellensburg 1.Call to Order 2.Citizen Comments(1 min.time limit) 3. Request to Approve Memorandum of Understanding (MOU) Between Kittitas County and Local 792CH (Courthouse)to Recognize and Classify Elections Manager 4.Quarterly Update with Public Defense Director 5.Other Business -No Action to be taken 6.Concluded Created on 8/5/2026 2:39:10 PM KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS STAFF REPORT FOR STUDY SESSION AUDITOR'S OFFICE STUDY SESSION DATE: 8/10/2026 TOPIC: Approve a Memorandum of Understanding between Kittitas County and Local 792CH, Courthouse Unit,to recognize and classify the Elections Manager position in the Auditor's Office. ACTION REQUESTED: Approval LEAD STAFF: Bryan Elliott, Auditor RECOMMENDATION: Approve the Memorandum of Understanding between Kittitas County and Local 792CH, Courthouse Unit, to recognize and classify the Elections Manager position within the Auditor's Office. BRIEFING SUMMARY: The Auditor's Office is requesting approval of a Memorandum of Understanding with Local 792CH to formally recognize and classify the Elections Manager position. This is a follow-up implementation action to the Auditor's Office succession plan previously presented to the Board earlier this year. The Elections Manager position is part of the planned restructuring of Auditor's Office administration in preparation for the Chief Administrator transition. The position will provide dedicated oversight of election administration, which has become increasingly complex due to statutory, operational, security, technology, and public service requirements. The draft MOU and job description have been reviewed and approved by the union. Approval of this MOU does not add an additional permanent FTE to the Auditor's Office. BACKGROUND: The Auditor's Office is preparing for the transition of its Chief Administrator, Sue Higginbotham. Earlier this year, the Auditor presented a succession plan to the Board to preserve institutional knowledge, maintain continuity of operations, and address the increasing complexity of the Auditor's Office functions. That plan proposed restructuring the Chief Administrator's current portfolio into two focused areas: a Chief Administrator role with oversight of licensing, recording, administrative, and financial functions; and an Elections Manager role with dedicated responsibility for election administration. Page 1 of 2 Public Defense"Study Session Staff Report",8/10/2026 This approach allows the Auditor's Office to implement the approved succession plan within the existing staffing structure while improving focused management of elections, licensing, and recording operations. DISCUSSION: The proposed MOU formally recognizes and classifies the Elections Manager position within the Courthouse bargaining unit. This action is necessary to complete the classification step identified in the Auditor's Office succession plan. The Elections Manager will provide dedicated leadership for election operations, including election-cycle planning, compliance requirements, staff coordination, public service functions, and continuity of institutional knowledge. Approval of the MOU allows the Auditor's Office to proceed with hiring and onboarding for the Elections Manager position in advance of the Chief Administrator transition. FISCAL IMPACTS: There is no additional permanent FTE added to the Auditor's Office as a result of this MOU. Julie Cloninger was promoted from Deputy Auditor to Chief Administrator in July, and her Deputy Auditor position is currently vacant. As a result, the Auditor's Office is implementing the succession plan within the existing staffing structure rather than adding a new permanent FTE. The approximate budget impact at year end is $17k of the original $35k allocated for succession overlap, leaving approximately$18k available for hiring and onboarding the Elections Manager position. The Board previously authorized up to $8,494 beyond the original budgeted amount for succession overlap. This authorized overage, combined with projected salary and benefit savings within the 2026 Auditor's Office budget, provides sufficient budget capacity to hire the Elections Manager position in mid-September. Approval of this MOU does not request additional budget authority. It formally classifies the Elections Manager position so the Auditor's Office may continue implementing the previously approved succession plan. ATTACHMENTS: • MOU—Elections Manager • Elections Manager Job Description Finance consulted?Yes Human Resources consulted: Yes Page 2 of 2 Public Defense"Study Session Staff Report",8/10/2026 HUMAN RESOURCES DEPARTMENT, KITTITAS COUNTY 205 W 51h Ave.,Suite 107, Ellensburg,WA 98926 509-962-7082 1 hr@co.kittitas.wa.us https://www.co.kittitas.wa.us/ MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN KITTITAS COUNTY AND LOCAL 792CH (COURTHOUSE) TO RECOGNIZE AND CLASSIFY ELECTIONS MANAGER IN THE AUDITOR'S OFFICE This MOU is entered into between Kittitas County and Local 792CH (Courthouse),for the purpose of recognizing and classifying the Elections Manager position within the Auditor's Office. After thorough review and consideration of the staffing needs of the Kittitas County Auditor's Office, Kittitas County and Local 792CH have reached an agreement to recognize and classify the newly created Elections Manager positions as part of the bargaining unit.The agreed upon wage scale shall be: Pay Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 119 $6,300.38 $6,457.89 $6,619.34 $6,784.82 $6,954.44 $7,128.30 $7,306.51 ' $7,489.17 $7,676.40 The Union was kept informed and actively participated in the changes indicated herein.This MOU will remain in effect for the duration of the current Collective Bargaining Agreement with the intention of being adopted in the next Collective Bargaining Agreement.This MOU will amend the collective bargaining agreer- fly as indicated above;the remainder of the CBA will remain unaltered. By acceptance and signature below, both parties agree that these solution-- understanding. DATED this 10 day of - 14— 12026 1 HUMAN RESOURCES DEPARTMENT, KITTITAS COUNTY 205 W 51h Ave.,Suite 107, Ellensburg,WA 98926 509-962-7082 1 hr@co.kittitas.wa.us https://www.co.kittitas.wa.us/ FOR THE UNION FOR THE EMPLOYER 0. Sandy Scherich,Union President 8rdtt m r ur Qs" dacx, ce Chair Tom Cash,Staff Representative Commissioner ATTEST (10 � ik, f t p Board J ter' r Count? 2 Kittitas County,Washington Job Description POSITION TITLE: ELECTIONS MANAGER M Created: 7/15/2026 REPORTS TO: AUDITOR DEPARTMENT: AUDITOR'S OFFICE JOB SUMMARY The Elections Manager is responsible for designated election procedures such as voter registration,candidate filings,and mail-in ballots, precinct management, petition sufficiency verification, recall elections,oversight of election operations and temporary staff. Must maintain courteous and cooperative working relationships with administrative and other County personnel, public agencies, and the general public,and work under the guidance of Local/State/Federal regulations and County policies/procedures. SUPERVISORY DUTIES: May lead the work of temporary Elections staff. CATEGORY: Full-Time OCCUPATION CODE: 3272 UNION AFFILIATION: Local 792CH(Courthouse) HOURS/WEEK: 40 FLSA STATUS: Non-Exempt DRS ELIGIBILITY: PERS BACKGROUND CHECK LEVEL: Routine PROBATIONARY PERIOD: Six(6)Months ESSENTIAL FUNCTIONS: Plan, Organize and facilitate up to five special, primary, and general elections per year, or as otherwise required by law. • Obtain and maintain certification as a Washington State election administrator as required by RCW 29A.04.530and WAC 434-260-220. • Interpret and enforce current state and federal laws regarding elections and voter registration. • Develop and implement new office procedures to adhere to state and federal laws. • Under the direction of the County Auditor, identify and select new computer programming and ballot tabulation equipment by determining public and office needs. • Maintain the voter registration database,to include verifying accuracy, distribution of voter lists to requestors, districts, campaigns. Process petitions, process candidates for correct potential office, issue ballots. • Prepare Vote Centers and CWU Student HUB with supplies for each General Election. • Distribute annual jurisdictional questionnaire in order to facilitate candidate filing. ■ Work with municipalities and junior taxing districts in determining measure and candidate information to be included on each ballot by providing current office holder information, election and resolution submission deadlines. • Take candidate filings based on the candidate's residence location. • Notify the public of deadlines, opportunities to observe procedures, issues and candidates by publishing notices in the newspaper and on the website in a timely manner. • Provide in-house ballots to voters after initial ballot extract sent to printer by: o Providing the correct ballot for each voter based on combination of taxing districts and precinct; o Providing each voter with a ballot security sleeve,voting instructions and a ballot return envelope; • Prepare for the testing of the ballot tabulation equipment by producing a"ballot test deck"which should test all issue and candidate positions on all ballots and test for correct tabulation of votes per WAC 434-335-290. 1 Kittitas County,Washington • Oversee Vote Center workers and instruct them in their legal and procedural duties regarding management of the Vote Center. • Coordinate and support Vote Centers that adhere to federal ADA requirements along with adequate supplies,which include ballots,voter lists, marking tools, required signs to be posted etc. • Respond to contingencies and support the overall execution of Election Day operations. ■ Work with the County Canvassing Board by: o Obtaining written designation to the canvassing board, or substitution if necessary; o Determine how many canvassing board meetings will be needed and schedule accordingly; o Notifying the public regarding open public meetings; u Presenting ballots cast in question on election day by researching the circumstances of the questioned vote and relaying to the canvassing board the results of the research; o Take minutes of the canvassing board meeting; o Assisting the canvassing board in the legal procedures of a recount. • Tabulate and publish the preliminary results to the website. ■ Prepare the reconciliation report to be presented to the Canvassing Board for Certification of each election. • Ensure the Canvassing Board Manual is kept up to date. • Apportion the costs of each election among the involved districts based on the approved formula furnished by the Washington Secretary of State. • Annually determine the formula to be utilized in coordination with the Auditor. ■ Work with the political parties regarding election observers and notification of training and the election schedule. Responsible for Creating, Publishing, and Disseminating Local Voters'Pamphlet ■ Provide intent to publish Local Voters'Pamphlet deadlines to districts. Provide deadlines for inclusion in the Local Voters'Pamphlet to candidates • Receive Ballot Measure(s),for and against statements, and rebuttal statements for placement in pamphlets, • Receive candidate statements;verify compliance with Administrative Rules. • Compile all submitted information and include required information per RCW 29A.32. • Work with printer for distribution plan for Local Voter's Pamphlet Staff Oversight • Participate in the recruitment process for extra help staff for an election; • Apprise all new employees of the comprehensive records maintained in the Auditor's Office and Train and oversee staff in the procedures for: o Voter registration; o Candidate filings; o Issuing ballots. ■ Train employees in implementation of new laws and procedures. Train employees in new technology procedures and troubleshoot any problems. OTHER FUNCTIONS: • Attend conferences and educational seminars to further knowledge and capabilities. • Complete special projects as assigned. 2 Kittitas County,Washington This job description is a summary of the primary functions and expectations for this position.Additional department-related duties maybe assigned as required. MINIMUM QUALIFICATIONS: ■ High School Diploma or GED equivalent. • Four(4)or more years of work experience in elections or related field. • Experience working with computers,word processing software, and spreadsheet software. Ability to obtain certification as a Washington State Election Administrator within one(1)year of hire, and maintain certification. ■ Valid and active driver's license. A criminal history and background check will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as seriousness of the conduct, number of convictions,the place and manner in which the position will be performed, and anyverifiable information related to the candidate's rehabilitation,good conduct,work experience, education, and training will betaken into consideration. REQUIRED KNOWLEDGE/SKILLS/ABILITIES: • Communicate effectively using tact, discretion, respect, and courtesy to maintain effective working relationships and rapport with coworkers, employees,volunteers, and diverse members of the public. • Ability to work cooperatively in a team environment, as well as work independently. • Ability to interpret and apply election laws and procedures. • Proficient computer skills, including Microsoft Office programs, and ability to quickly learn other programs specific to the position/department. ■ Ability to operate specialized hardware and software systems. • Ability to maintain confidentiality. • Self-starter and strong self-management skills with ability to prioritize workload and manage multiple tasks effectively. PREFERRED QUALIFICATIONS: • Prior experience working for a public agency as a Certified Election Administrator. • Staff supervisory experience. WORKING CONDITIONS: _ Work is primarily performed in an office setting with occasional need to work in outdoor or non-office environments. Office space is limited and requires employees to work in close proximity of each other.The position requires the ability to sit for extended periods of time, stand,walk, ascend/descend stairs or small ladders/stepstools, stoop, kneel, crouch,grasp, and reach with arms and legs. Must have ability to lift, push, pull, or carry up to 25 lbs. and occasionally higher with assistance. Must be able to read printed materials and a computer screen and have sufficient hearing and speech to communicate clearly via telephone and in person.Safety policies and procedures must be adhered to at all times. Travel throughout the County is required to visit ballot boxes, attend meetings,trainings, etc. Occasional travel outside of the County to attend conferences or trainings may also be required. Must be able to safely operate a motor vehicle in varied weather conditions and levels of daylight. 3 `e Kittitas County,Washington Work hours are standard with some weekend and evening work as needed. Vacation requests may not be granted during election processing dates. Regular attendance and punctuality are required. Must adhere to the County Personal Appearance policy and office dress code policy. Regular and reliable attendance and punctuality are required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PREPARATION AND REVIEW Must hp cnmpleted with all revisions of the job description. Supervisor Name Title Date HR Representative Name Title Date EMPLOYEE ACKNOWLEDGEMENT l understand the job duties and responsibilities contained in this job description and as described by the immediate supervisor. Employee Name(print) Employee Signature Date 4