Clerk Recorder Accomplishments over Three Years and What are the Plans

William “Scott” Hoen

Carson City Clerk Recorder

2023-25 Accomplishments

·        The Carson City Recorder is allowed to collect an additional $5 per recording and direct the monies to a “technology fee”.  That technological fee can be used to improve the technology and storage systems without being an expense to the city

1.    Utilized the Technology Fee for two specific purposes

1.    Our land records and marriage licenses were stored on bookshelf underneath sprinkler heads, unprotected from a possible disaster.  Not if the disaster occurs, but when

·        Secured all our hard copy documentation going back to the mid-1850’s in waterproof and fireproof storage cabinets, preserving our Carson City records.

2.    Our old Ormsby land records going back to the mid 1800’s needed to be digitized, and indexes for our community to more easily locate records were accomplished.

·        Deed Fraud is very real and implemented a tool to notify property owners if anything is recorded against their name or property.  Getting an alert allows the homeowner to prevent loss of property or equity.

1.    Targets for deed fraud are those properties that have no mortgage, high equity and vacant land.

2.    Worked with the Treasurer’s office to include a mailer in the property tax statements about how to sign up.  This resulted with an increase to 2,800 homeowners out of 24,000 possibilities.  A little over 10% is registered and we have a way to go to hit my goal of at least 50%.  More work to be done.

·        Dedicated time to regularly communicate with the press and community through social media to keep top of mind the importance of checking your voter registration, maintain our voter rolls, recruit election workers and disseminate election information.  My commitment of transparency to build voter confidence and election integrity

·        Successful with the procurement of four important pieces of election equipment.  Acquisitions were made with the reimbursement from the Secretary of State’s office and HAVA funding resulting in NO EXPENSE to Carson City.

1.    We only had one mail ballot counting machine and it was old and slow (DS450).  Purchased a DS950 that is the top of the line in speed and functions as our primary counting unit now allowing us to have a backup in the event of technical equipment issues.  Every Clerk must have a Continuity of Operation Plan in the event something happens.  The DS950 is ALSO VVSG 2.0 compliant which means it meets the current EAC (Federal Election Assistance Commission) regulations for election equipment allowing us to use for many years to come.

2.    We did not have a mail ballot scanning system to take pictures of the mail ballot, submitted signature nor allow us to take a picture of the retuned or undeliverable ballots which our office to use to move voters from Active to Inactive Status.  We had to scan each ballot one at a time taking months to finalize an election.  We acquired a Tritek mail ballot sorter to do this in an automated way AND allows us to communicate with our voting equipment to determine if they had already voted in person allowing us to REJECT their ballot and not allow for a voter to vote twice.  In the event someone did vote in person and then send in a mail ballot – we would send that information over to the Secretary of State’s compliance office for further investigation.  The same goes for if someone mails or delivers a mail ballot to our office and then shows up to vote in person – the system will tell us they have already voted and they would not be issued an in-person ballot – that individual would also be turned over to the Secretary of State’s compliance office.

3.    We purchased and installed cameras in our election counting room to allow observers to comfortably sit in the hall and observe our election process.  From ballot opening, deconstruction, ballot preparation for counting, counting ballots, duplication of ballots when required and adjudication or settling voter intent on questionable races.

1.    I implemented electronic adjudication rather than taking time and possibly errors with ballot duplication.  Faster and more accurately to report our results faster.

4.    Lastly, we were in the process of procuring a mail ballot opening piece of equipment.  We found the Treasurer’s office had a piece of equipment they no longer needed and we are using that.

5.    Total Savings

1.    DS950 - $100k

2.    TriTek - $68k

3.    OPEX Mail Ballot Opening - $17k

4.    Observer Camera System from ProComm $40k

·        Total savings to the city - $235k

5.    The Camera system provides a video stream to the hallway and is available to watch live.  We do not stream on the internet, but it is available by public record request.  Cost of $40k but Observers are now out of our office and our workflow – increase election security and transparency

·        Implemented an additional vote center for the Tribal Community we serve.  Tribal leaders want to vote on Tribal land.  The voting center at Stewart was set up on Monday, operated on election day and disassembled on Wednesday. 

1.    The Tribe allowed me to change the locks, so I was the only one with access securing our election equipment and supplies.

2.    The Tribe allows me to change internet connection, so we were the only ones that had access for our Voter Registration and Check in stations had access to our main database

1.    Voter Registration equipment via the internet is NOT connected to our Election Voting equipment and the Election equipment is NOT connected to the internet.  We have two independent systems further enhancing voter integrity and security.

·        We purchase an additional 25 Express Vote stations to allow our voters to stand while voting rather than having to sit down.  Allows for increased backup and improved voting experience for our community.

·        In the event of a disaster – the Community Center’s roof collapsing with weather, an active shooter or contamination – we can stand up a backup vote center operation in the hallway of the Courthouse where elections use to be held prior to the implementation of mail ballots.  Back up equipment in a secure environment with generator capability is critical for elections to proceed given any incident

·        Upgraded the Marriage licensing process to allow for improved customer service.  Allowing the public to make online appointments and have remote licensing sessions, when necessary.

·        Have successfully run three elections and have processes in place to improve after each election

·        Our staff has been elevated to a more professional team with CERA (Certified Elections and Registration Administrator) certification for election officials and the Recorder and Clerks are more involved with personal and professional growth.

·        Successfully hired a Chief Deputy of Elections that has already brought forth new ideas and built a team of professionals to serve the city

·        Succession planning is important for the three departments supervised.  Chief Recorder, Chief Clerk and Chief of Elections.  Plans are in place to those retiring and growing with responsibilities.

·        Performed my responsibilities as the Clerk at Board meetings and important commission meetings.  Recording and documenting meetings per NRS and our Carson City Charter.

·        Made elections fun and memorable with the implementation of our Photo Booth at the Community Vote Center.  Allowing photos to be taken and then shared via email or text to the voter.  Over 3,000 photos were taken in 2024 with 30,000 shares on different social platforms.  Allowing a first-time voter to record their participation is priceless.

·        Popcorn offered to exiting voters along with patriotic music being played.  We had food trucks in the parking lot making the voting process an experience.

·        Brought canopies to the mail ballot drop box and waiting area to keep out of the elements – whether it be the sun or cold weather.  Space heaters were used to make waiting in line easier.

·        Purchased new secured mail ballot drop boxes that easily roll and collect mail ballots.

·        Implemented a mail ballot drop box at City Hall outside the Treasurer’s office making it more convenient for visitors if they didn’t know that we were in the Courthouse

·        Purposely recruited 25% of new election workers.  Some from the far left and far right are skeptical about elections given all the news coverage.  Working and seeing how secure and transparent we are with the election makes a difference in our community.

·        Implemented a new election worker portal that will more efficiently allow for increased communication, training, scheduling and reporting hours worked for compensation.  System also allows for a better method of tracking our equipment deployed during an election.

·        The Clerk is required to keep election materials for 22 months after an election.  We had to grow our Vaults and implement a second vault for the storage of elections and working on the election.  Vaults are secure rooms where only a select few election officials have access.

·        A significant amount of time and resources have been extended with daily voter roll maintenance to keep active voters on the rolls that should be.  Removing those that passed away or placing voters that have not responded to mailings in an inactive status saving the city money in ballot preparation, printing and mailing.

·        Working with the Mayor and District Attorney to split off Public Administrator responsibilities from the Clerk Recorder office.  There is just too much for one person to handle being the Clerk, Recorder, Elections, Marriage, Notary and Public Administrator.

·        Implemented a more professional dress code policy for our department as we represent the City when running an election or those coming to our counters for business.

·        Improved the Recorder’s Counter making it bigger to handle maps and open for ease of discussion.  Not concerned with having a plexiglass barrier with the bailiffs at the front of the building for security.

·        Ran successful tabletop exercises for active shooter and fentanyl scenarios

·        Done our best to be completely transparent by attending as many public meetings as possible educating the voters what we do and how we do it to be the best County in Nevada running an election.

·        I participate in Rotary and have been the Secretary for the past three years representing what we do by helping the community.

·        Spent time with both Democratic and Republican Central Committees to continually communicate and participate with their organizations.

·        Completed the CERA certification for election officials sponsored by Auburn University and the Elections Group – the highest level of certification an election official can attain.

·        Participated and completed the Chamber Leadership program resulted in a better understanding of the city and its business, networking and completing our project of delivering a brand new ticket booth for Carson City High School that they will enjoy for many years to come – a better representation of our City and High School.

·        Participated in two Legislative sessions and now the 15 rural clerks have organized and will be proposing 2027 legislation that cleans up election law and processes without implementing new policies.  Will have to work on Voter ID is passed by the community as a constitutional amendment.

·        Successfully worked with other Clerks and the Legislative Operations committee to get local officials elected an increase in wages since 2018.  The turnover for Clerks exceeded 50% and others would retire or quit with their subordinates making more than the elected official.

·        Implementing a voter mobile application making it easier to communicate with our department and get the information they are looking for more quickly – how to register, how to update, how to be an election worker, wait times at the poll

·        Implementing a new reservation or appointment-based system for the June 2026 election.  Voters will be able to make an appointment to vote in person and avoid the lines.  Fast Pass like treatment for those that want to get in and out but vote in person rather than the mail ballot.

·        Conducted an “I Voted” sticker contest and the Board of Supervisors awarded two winners to local graphic artists.  We proudly distribute our stickers.

·        Played a significant role as our Public Information Officer reaching out to the community and social networks.  Redesigned the website to be more informative and easier to find information at CarsonCity.gov/elections

·        Worked with IT to change from a .org domain to .gov for a more secure environment involving elections.

·        Successfully brought forth two questions relating two road maintenance to the ballot – both defeated but the process went smoothly finding the Pro and Con argument committees to contribute.

·        Worked with different printing vendors to save money for the city when printing and mailing ballots

·        Personally, I spent monies with the team and department not to be accused of wasting City resources.  Photobooth, popcorn and more were a contribution as the Clerk Recorder to our success.

·        Designed Election Worker Pins along with Elections related logo.

·        Implemented the top down VREMS (Voter Registration Election Management System) by the Secretary of State.  Ran six test elections in 2025 and one more in 2026 getting ready for the Primary 2026.  Negotiated our monthly payment down from $51k to $25k with the SOS

·        Done a better job at placing plans in place in the event something goes wrong and not if – when it goes wrong.

·        Participated in the Nevada Associations representing Carson City

1.    Recorders Association of Nevada (RAN)

2.    City Fiscal Officers Association (COFA)

3.    Property Records Industry Association (PRIA)

4.    International Association of Governmental Officials (iGO)

5.    Nevada Association of County Clerks and Elected Officials (NACCEO)

Some Plans for the next term, if elected:

·        Upgrade Recorder software system to the cloud to a more customer service friendly platform.

·        Upgrade the Property Alert Notification System to allow for texting AND email alerts.  System will make it easier for residents to locate their APN – Assessor Parcel Number and name as it is indexed in our system.

·        Ensure that all documents are imaged and indexed back to the 1850’s and implement an AI tool to give our community a better way to search and find old land records that are currently in script format.

·        Finish the imaging and indexing of 61,000 marriage licenses to complete our indexed record along with the appropriate redactions for private information.

·        The Clerk Recorder will have to move with the Courthouse redesign.  Look forward to a successful move wherever that might be in January of 2029 at the earliest.  Better election observation is a goal along with a smooth process of tracking ballots from beginning to end.

·        Will have to implement VVSG 2.0 from the Election Assistance Commission (EAC) and will require an investment of $1.2 Million in new equipment.  Will work to get reimbursement from the Secretary of State.

·        Finish processing the VREMS upgrade.