Oklahoma ~ County Election Board Secretaries

Responsibilities – Statistics - Compensations

Prepared by Julie Dermody Secretary, Rogers County Election Board

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Introduction

This report summarizes the results of a state wide survey conducted in September 2015 of the 77

County Election Boards. This report will attempt to show how the County Election Boards serve

their county far more than they serve the state when it comes to elections. Secondly, an analysis

of the data taken during the survey will provide an insight to the challenges, success, as well as a

close look at the compensation they receive, or don’t receive compared to other counties across

the state.

The purpose of this report is to provide a balanced survey that addresses important issues in

regards to how today’s Secretary of a County Election Board is compensated for a position that

is critical to the election process, and show the Counties they serve how crucial it is that they

support the role of County Election Board Secretary. Election Board Secretaries need to be

knowledgeable, active, honest, friendly and helpful individual. This report intends to show how

counties can be pro-active in keeping a good Secretary. The goal is to provide the reader an

understanding of the dynamic responsibilities and fundamental tasks the Secretary must

accomplish to meet guidelines for an impartial, unbiased operation that meets with Federal and

State statutes and laws.

It is the intent of this writer that those who examine this report will understand the moral and

ethical need to provide the secretaries of the Oklahoma Election Boards with an income relevant

to the importance of the Secretary position.

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Concerns and Issues

At this time the election system is losing valuable, knowledgeable, experienced secretaries

because they are reluctantly moving to higher paying jobs.

16%

19%

22%

14%

10%

14%4%

Years of Service

Brand New1 to 3 years4 to 6 years7 to 10 years11 to 15 years15 years or moreno answer

The Oklahoma election system works wonderfully because of the knowledge of your county

election board secretaries and their integrity.

A Secretary's pay should not be based on how many voters they are able to obtain and keep

active, all registered voters must be treated the same regardless of how much of the population is

registered to vote and if they remain active or inactive. No matter how many voters are

registered the same processes have to be followed every time an election occurs. Every Odd

numbered year there is a possibility of 11 elections. The total number of entities that can call

elections will determine how busy the Election Board will be.

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Number of Entities and Precincts for Each County

 

Tota

l Ent

ities

#of P

reci

ncts

   Harmon 8 7

Cimarron 6 6

Harper 9 6

Roger Mills 14 9

Ellis 12 7

Greer 14 8

Alfalfa 19 7

Grant 15 7

Dewey 16 10Beaver 10 7

Jefferson 18 10Cotton 14 9

Coal 16 9

Tillman 17 9

Major 17 8

Woods 10 6

Kiowa 19 14

Okfuskee 14 13

Blain 18 9

Love 9 12

Nowata 9 11

Johnston 17 14

Latimer 15 12

Pushmataha 16 16

Hughes 20 16

Noble 18 12

Haskell 13 11

Washita 24 12

Atoka 15 17Marshall 6 11

Murray 13 10

Craig 14 12

Choctaw 14 17

Texas 17 11

Kingfisher 23 14

Pawnee 16 10

Adair 15 17Woodward 17 15

Beckham 14 13Seminole 20 14

Jackson 15 15McIntosh 17 14Caddo 33 20Ottawa 17 17

Garvin 24 17

McCurtain 20 30

Custer 18 13

Lincoln 34 21

Okmulgee 31 29

Sequoyah 23 26

Pontotoc 16 21

Delaware 23 22

Mayes 21 27

Bryan 17 22

Cherokee 22 24

McClain 30 26

Kay 17 28

Pittsburg 25 41

Stephens 27 28

Logan 28 22

Osage 42 28

LeFlore 39 37

Carter 22 25

Garfield 30 30

Grady 41 28

Washington 16 23

Muskogee 27 33

Pottawatomie 39 26

Payne 23 31

Creek 36 35

Wagoner 28 32

Comanche 31 39

Rogers 34 36

Canadian 30 48

Cleveland 25 83

Tulsa 32 262

Oklahoma 48 257

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Out of 77 counties, currently there are 38 counties who receive additional funding from their

counties. This number has raised from the 2013 report where only 21 counties received

additional compensation. The response from many of the counties who do not receive additional

compensation is that their County Officers are under the false belief that the Secretary is an

officer of the State not the County. The Oklahoma Attorney General has addressed this issue and

stated in their opinion released 03/31/1977;

Question Submitted by: The Honorable Melvin E. Porter, Oklahoma State Senate1977 OK AG 104

Decided: 03/31/1977Oklahoma Attorney General Opinions

Cite as: 1977 OK AG 104, __ __

ELECTIONS¶0 A secretary of a county election board is a county rather than a state officer.¶1 The Attorney General has considered your request for an opinion wherein you ask the following question: 

"Is a County Election Board Secretary considered to be a county officer or a state officer?"¶2 The secretaries of county election boards in the various counties are appointed under the authority of 26 O.S. 2-112 (1976), by

the State Election Board and may be removed at any time. Under 26 O.S. 2-118 (1976), secretaries of county election boards are

paid an annual salary based on the number of registered voters within the county. One-half of the secretary's salary is paid from

state funds and one-half from county funds. A secretary may also be paid an additional monthly salary from state funds based on a

schedule contained in 26 O.S. 2-118 (1976). It should be noted that it is the mandatory duty of the county excise board to

appropriate adequate funds for the operating expenses of the county election board in the discharge of its duties and

responsibilities. 26 O.S. 2-119 (1976). It is apparent that the secretaries of county election boards are on analogous footing with

certain assistant district attorneys who are compensated by a combination of state and county funds. Under 19 O.S. 215.14 (1971),

each county of the state is required to pay one-half of the salary of one resident assistant district attorney and the total salary of any

other resident assistant district attorneys. The same section classifies assistant district attorneys as state officers for payroll

purposes. However, in the case of State of Oklahoma, ex rel. Blankenship v. Atoka County, Okl., 456 P.2d 537 (1969), the

Oklahoma Supreme Court viewed the assistant district attorney as a state officer for payroll purposes only and a county officer for all

other purposes. The Court concluded that the county's payment of a portion of the salary of an assistant district attorney, a person

appointed by a state officer, i.e., the district attorney, and compensated partially by state money, was not in violation of Article X ,

Section 9 of the Oklahoma Constitution, which prohibits the levy or use of ad valorem tax revenues for state purposes.

¶3 Even though the secretary of the county election board is appointed by the State Election Board and partially compensated by

the state, the functions performed are essentially county functions. It should be noted, in this regard, that a

county election board secretary has no authority or responsibility outside the boundaries of the county, and that to be eligible for

membership on a county election board a person must be a registered voter of the county in which he serves as secretary. See, 26

O.S. 2-131 (1976). It must be concluded in light of the functions performed by the secretary of the county election board that he or

she is a county officer.

¶4 It is, therefore, the opinion of the Attorney General that your question be answered in the following manner: A secretary of a county election board is a county rather than a state officer.LARRY DERRYBERRY

ATTORNEY GENERAL OF OKLAHOMA

MICHAEL CAUTHRON

ASSISTANT ATTORNEY GENERAL

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County Election Board Secretary a History

In the beginning of Statehood the position of the Secretary of the County Election Board was

considered a political plum, a reward for being a good pal or associate. These appointments were

given to individuals who had full time jobs, or retired and were willing to serve as the figure

head, receiving a minimal of compensation.

Times have changed

The responsibilities of an Election Board Secretary have drastically changed especially over the

last 20 years. Computer technology advances require a much different approach to how the

Election Board functions. Educational instruction is now mandatory for more than just the

Secretaries, it is now essential that all those working at the Election Board including precinct

workers understand the basic operation of many technological devices.

Help America Vote Act

Elections occur frequently and since the implementation in January of 2003, of the Help

America Vote Act (HAVA) and other federal requirements for election laws, the procedures are

more complex and time consuming. HAVA mandated certain minimum nationwide standards in

the conduct of voter registration and elections. HAVA enhances voting standards and education,

provides greater accessibility for people with disabilities, and addresses requirements for voter

registration file maintenance. The Act authorizes new funds to improve election administration at

both the state and local levels. HAVA also increases the involvement, for most states, of state

officials in the conduct of elections at the local level.

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Presidential Commission on Election Administration

In the January 2014 American Voting Experience: Report and Recommendations of the Presidential Commission on Election Administration, (www.supportthevoter.gov) there are several references concerning the administration of an election. Here are a few that apply to this report:

1. The country’s election officials find themselves second-guessed and heavily criticized when elections run into problems, and praise is not forthcoming in comparable volume — or at all — when the process runs smoothly. Pg 8

2. Over the months of the preparation of this Report, the Commission arrived at a renewed appreciation of how hard, diligently and effectively the vast majority of the country’s election officials work to provide well-run elections for voters — and how difficult the job is Pg 8

3. They must register voters and verify voter eligibility. They must design ballots, find people to staff polling places, deliver and pick up machinery to cast and count votes. They must arrange for the results of the votes cast on or before Election Day to be transmitted to a central election office and verified for accuracy. Pg10

4. Jurisdictions also must comply with an array of federal requirements concerning accessibility and anti-discrimination. Likewise, budget authorities tend to view elections as a periodic need, not a persistent — much less urgent — one. Pg 12

5. This is despite the fact that some election functions, such as voter registration, demand continual attention, and preparation for the next election must begin as soon as the current election is over.

6. It is evident to the Commission that the core competencies required of today’s election administrator are different from those in the past. The last decade’s heightened demand for more professional administration of elections and modernization of the process demonstrates that there is an increasing need for technology acumen, public relations skills, and data savvy. Pg 19

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Responsibilities of a County Election Board Secretary in Oklahoma

No matter the number of employees or registered voters of the Election Board office the following duties and responsibilities must be carried out. The larger number of registered voters the bigger the burden, and thus the more hands it takes to operate the office suitably.The following provides a detailed list of responsibilities for which the Election Board Secretary is responsible.

Directs the BoardThe Secretary is the day to day operational manager. The Board meets for elections, and special meetings like recounts and contests. It is the Secretary that makes sure the board is informed so they will know what tasks must be completed in every meeting.

Administration of the Office Outside the regular board employees, the Election Board employs precinct officials, (a minimum of 3 per precinct), Absentee Voting Board Members and part-time election night workers. Appointing and Training precinct election officials and absentee voting boards Coordination of Precinct Officials to staff every precinct within the countyConducting mandatory Precinct Official Training workshops for all precinct officials every two years Compile yearly notice of Annual Schedule of regularly scheduled meetingsCompile Notice of Special MeetingsAgenda and Minutes of all meetings Responsible for the Containment of Board of Directors Agenda and Minutes

Webmaster: administrate the website for the Election BoardAnswer phones, questions, greet guests, supply research service when requestedCompile and keep full, accurate description including location of all property for the inventory control Provide twice yearly inventory report of the Election Board office to the County Clerk

Voter RegistrationSupervising voter registration and maintaining registration records Imputing new registrationsFile registration cardPull old card and filePurging registrations Research improper addressesMailing letter and new registration to voters with incorrect registrationsLogging in all returned address confirmation cardsLogging in all returned undeliverable Voter ID cards Printing and filing month end reports

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Send out email ballots to overseas and military votersMonthly pull cards of Felony convictions, deceased voters, and mentally incapacitated voters, and voters transferring to another county or state.

Polling Places Locating, surveying and designating polling places Precinct boundaries must adhere to all Congressional, State Senate, State House, Judicial and County Commission district lines. This becomes a major project every 10 years after the Federal census is taken.Communicates with Nursing Homes

Elections (The preparation time for an election frequently requires several weeks)

Elections possible:Statewide …. Regular, Primary, Runoff and General and SpecialsPresidential …. Primary, Runoff and GeneralSchool …. Annual, SpecialsMunicipal …. Regular, SpecialsFire District …. Regular, SpecialsCounty…. Regular, Primary, Runoff , General and Specials

Resolutions and Declarations Receiving Declarations of Candidacy and Resolutions for county, municipal, school district, fire district elections

Election Preparation Receipt and review of all ballotsPreparation of test decks for each electionDelivery and pickup of all voting devices and election signsPolling Place Confirmation LettersInspector Check-Out Letters to pick up suppliesDevice Delivery confirmation letters Ballot distribution schedule and ballot accounting formsBallot code sheet- special instructionsPrecinct Check List for BooksSheriff Ballot Security sheet Election nightInspector check-in sheet- Election night Set-up In-person supplies Labels for transfer cases for ballotsBox ballots Print Precinct Registries Voting Device ReportsPress Releases for elections-Press Release KitPress Releases to all Media outletsNotification of Election Signs Posted in Community

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Organization of Supply Bags and BallotsTool Boxes EquippedPrecinct (grey) books Equipped Red book Prepared with proper paperwork, device keys, name tags, etcProvisional voting bags Prepared with proper paperworkCheck Out Inspectors Check Out supplies/Ballots/Keys to InspectorsCoordinate with Nursing Homes for early voting

Hearing and deciding contests of candidacy and conducting election recountsSetting a hearing dateOrganization of documentsTraining workers on procedures

Voting Devices

Programming Each election must be entered into the database with all the specific parameters for each election on the computer.

Maintenance and Upkeep Each device is cleaned, serviced and tested before use in every election.

TestingTesting of test decks and all election devices for each election

The voting devices currently in use are the Hart InterCivic e-Scan AT. This device was newly purchased by the State of Oklahoma in late 2011 for use in the 2012 elections and all elections thereafter.

Early VotingSecure absentee boards for in-person votingArrange Election Board office for huge crowdsSend Out Nursing Home Boards

Absentee VotingMailing out Absentee ballotsChecking in absentee ballotsVoter history creditProcess and count returned mail absentee ballots

Election Day Respond to requests for assistance from the precinctsTallying election returns and certifying official election resultsFeed the Mobile Ballot Box (mbb’s) zip files into the state computerRun ReportsConduct Board Meeting for tallying and canvassing returns

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After the ElectionPrepare for Recount Prepare for irregularity hearingsTool Boxes CleanedPrecinct books gone thru notes and paperwork properly filed

Provisional voting bags cleaned out paperworkVoter History creditRespond to Notes to the SecretaryRespond to Voter complaints/concerns/issues

Accounting

Preparation and approval of all Purchase OrdersProcessing for payment all invoicesMaintaining all financial records (except Inventory)Input of all expenses into MESA for Miscellaneous as well as all Election expensesMonthly balancing of MESA with the County Clerk General Ledger RecordsMonthly reconcilement of MESA Cash Balance with the County Treasurer or Affected County records Receipt, review and approval of all resolutions from Parent or Affected County Entities calling for an electionPreparation and issuance of all initial billings (Pre-election Expenses) to all Parent entities calling for an ElectionAccumulation and input of various election related expenses (Post Election Expenses)Issuance of final Record of Expense billings for each election (Balance Due)Receipt and processing of all payments received from Election EntitiesBalancing and Close out of all ElectionsPreparation of periodic projections of actual costs for the remaining fiscal yearPreparation and submission of requests for election cost reimbursements to County CommissionersPreparation of the annual budget

Ethics ReportsKeeper of County Ethics Reports for Elected officials, and Candidates.

Voter OutreachAttend community functions

Senior luncheonsChamber meetingsPolitical meetings (when asked to speak)

Speak at SchoolsAttend Special EventsRegistration DrivesProvide educational tours to schools

County Election Board Secretaries are never off the clock.

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State Salary Ranges of County Election Board Secretaraies

The Secretary of each county election board is currently paid an annual salary that is determined

by the following schedule as set forth by the Oklahoma State Election Board Secretary.

Secretaries can only receive a salary adjustment in May of odd-number years on the total

registration numbers as of January 1 that year.

As of May 1, 2007Active Registered Voters Salary

0 to 10,000 $22,667.69

10,001 to 15,000 $23,507.68

15,001 to 17,500 $27,565.07

17,501 to 25,000 $30,901.43

25,001 to 50,000 $37,639.29

50,001 to 75,000 $47,433.39

75,001 to 150,000 $53,141.82

150,001 or more $58,845.15

The salary and fringe benefits paid to each secretary is paid from county funds on a monthly

basis and is reimbursed from funds appropriated by the Legislature for that purpose at a rate that

does not to exceed one hundred thirty-five percent (135%) of the above-specified salaries for

fringe benefits. As an example a county that has a secretary with a base salary of $37,639.29 will

receive $50,813.04 reimbursement from the state. The average fringe benefits cost the county

approx. $12,640.68.

Salary ranges generally recognize the level of education, knowledge, skill, experience and

responsibilities needed to perform each job. The salary range should reflect employer needs such

as the overlap in salary ranges that will allow career development and pay increases without

promotion at each level.

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The salary range for executive-level positions is normally the largest; the salary range for lower-

level positions is normally the narrowest, but not when it comes to the Election Board Secretary.

The Election Board Secretary is often the lowest paid director of the county, and often times

their salary is lower than 2nd and 3rd deputies.

Employee’s Getting More

This graph represents those Counties where the Secretary is being paid less than their employees.

47%

14%

39%

Counties where the Secretary gets less pay than the Employees

Less PayNo AnswerSame or More

Office Hours

Although many small county election boards are only required to be opened six hours a day,

many people do not realize that by statute, secretaries and staff often work 200 to 500 additional

hours a year, more for those counties who are only open 6 hours a day. Extra hours are required

during filing periods, early voting days, election days, contest periods, voter verification process

for petitions, processing absentee ballots, additional data entry because of voter registration

pushes during presidential election years, recounts and technical issues. Secretaries often put in

additional hours for Voter Outreach programs.13 | P a g e

Additional Compensation from Counties

Title 26 Section 2-118.C “The provisions of this section shall not preclude a county from providing additional compensation, payable from county funds, to the secretary of the county election board; provided, any such additional compensation shall not be considered part of the secretary's salary, and shall not be reimbursed by the State Election Board.”

Accordingly additional compensation may be payable from county funds to the secretary of the

county election board, provided any such additional compensation shall not be considered part of

the reimbursement from the state.

The following graph displays how many counties provide additional compensation.

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47%

39%

14%

Counties Receiving Additional Compensation

YesNoNo Answer

How Much Compensation

The following graph represents to what extent each county is supplementing the Secretary.

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2% 10%2%

12%

2%

10%

7%

48%

7%

42 Counties have base Salary $22,667.69

$4,100 $350-500Same as county OfficerSames as 1st Deputy80% of Elected Officer$100+ over 1st Deputy$500-1000 yearNo Additional $No answer

13%

25%

13%13%

13%

25%

8 Counties have a base salary of $23,507.68

$900 monthSame as 1st Deputy$150 month3% over 1st DeputyNO additionalno answer

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40%

20%

40%

6 Counties have a base salary of $27,565

No Additional $114 monthSame as 1st Deputy

30%

10%

10%10%

30%

10%

10 Counties have a Base Salary of $30,901.43

Same as 1st Deputy Same as County Officers80% of County OfficersNo Answer No Additionalhalf way to 1st Deputy

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57%

14%

14%

14%

7 Counties have a base Salary of $37,639.29

No SupplementSame as 1st Deputy$200 month7% over

100%

1 county Has a Base Salary of $47,433.39

No Additional

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100%

1 County has a base Salary of $53,141.39

No Additional

50%50%

2 Counties have a base Salary of $58,845.15

Additional $30,000 a yearNo Answer

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Percentages of Registered Voters

19%

32%27%

8%

6%

5%1%

Percentage of Population Registered to Vote in each County

50-59% 60-65% 66-69% 70-75% 76-80% 81-90% 91%+

See following matrix for more in-depth information.

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Percentage Registered of 18+ Population – Active Voters – Total Registration

These numbers are based on the January 2015 report that is used to determine Secretary Salary.

Percentages are calculated from the Census #s

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Harmon 67% 1026 1407

Cimarron 91% 1289 1595

Harper 67% 1596 1923

Roger Mills 81% 1973 2276

Ellis 76% 2015 2430

Greer 55% 2190 2736

Alfafa 60% 2341 2808

Grant 81% 2369 2802

Dewey 75% 2381 2758

Beaver 75% 2519 3058

Jefferson 70% 2656 3382Cotton 74% 2838 3496Coal 86% 3096 3763

Tillman 70% 3171 4056

Major 69% 3477 4073

Woods 62% 3811 4661

Kiowa 65% 3942 4671

Okfuskee 60% 4279 5590Blain 69% 4313 5158

Love 75% 4323 5517

Nowata 70% 4467 5692

Johnston 68% 4637 5785

Latimer 73% 4684 6070

Pushmataha 73% 4924 6393Hughes 58% 4967 6314Noble 70% 5015 6113

Haskell 68% 5059 6734Washita 70% 5087 6040

Atoka 66% 5644 7064Marshall 58% 5721 7234

Murray 67% 5736 7088

Craig 51% 5893 7384

Choctaw 72% 6369 8294Texas 56% 6532 8841Kingfisher 67% 6539 7742

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Pawnee 70% 6666 8775Adair 61% 7556 10272Woodward 66% 8246 10672Beckham 58% 8316 10396Seminole 58% 8560 11054Jackson 57% 8597 11053McIntosh 55% 8672 11163Caddo 58% 10161 12857

Ottawa 60% 11206 14564

Garvin 69% 11465 14417

McCurtain 60% 11681 14714

Custer 68% 11993 15173

Lincoln 67% 14579 17657

Okmulgee 64% 14797 19051

Sequoyah 63% 14933 19873

Pontotoc 51% 15651 19452

Delaware 64% 15901 20823

Mayes 65% 16293 20157

Bryan 65% 16718 22424

Cherokee 59% 16865 22062

McClain 76% 17386 21017

Kay 67% 18119 22911

Pittsburg 71% 19000 24833

Stephens 72% 19097 24328

Logan 72% 19238 24663

Osage 67% 19547 24641

LeFlore 69% 19625 26071

Carter 76% 21511 27998

Garfield 58% 21997 27187

Grady 72% 23028 29263

Washington 73% 23168 29054

Muskogee 67% 27031 35682Pottawatomie 64% 27250 34790

Payne 56% 27345 36381

Creek 66% 28894 35600

Wagoner 67% 29815 38036

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Comanche 52% 35878 49035

Rogers 82% 39856 53198

Canadian 68% 52552 65070

Cleveland 67% 107383 139792

Tulsa 68% 245410 318246

Oklahoma 66% 281155 375951

The County Election Board Secretaries across this state have plenty of jobs to do and

responsibilities to carry out that are essential to the election systems functionality. Without

responsible, educated, ethical, and trained Secretaries operating a clean driven machine the

possibility of elections having issues that require, a do-over, recount, and irregularities, thereby

costing taxpayers more money, are more likely to happen.

In Summary

The County Election Board Secretaries of the State of Oklahoma need to be better compensated

for the positions of responsibility they have been tasked to carry out. County Election Boards

have many more elections for County entities than they do for the State. In the last 7 years the

state has lost nearly 60% of the Secretaries, partially due to the low salaries.

The results of this survey show that the administrative responsibilities and daily tasks of the

Election Board Secretary far exceed the compensation that they are currently designated to

receive.

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