COMMONWEALTH ELECTION COMMISSION.

LEGAL AUTHORITY

Act No. 44 of December 20, 1977, as amended, known as the Puerto Rico Electoral Law, created The Commonwealth Elections Commission.

MISSION

To guarantee voter's right to cast their vote in a democratic electoral processes as stated and provided by the Constitution of Puerto Rico.

VISION

To develop an electoral system that satisfies the Puerto Rican electorate and a attains the admiration of electoral organizations from other nations of the world.

To ensure that the Electoral Registry is available upon request to bona fide voters and engage voters through campaigns amd orientations so they are able to participate and cast their ballots.


ORGANIZATIONAL STRUCTURE

The Commonwealth Elections Commission is comprised of the following organizational units:

  • Electoral Research Center
  • Local Election Commissions
  • Permanent Registration Boards
  • Administration Office
  • Legal Affairs Office
  • Internal Auditing Office
  • Conservation and Maintenance Office
  • Electoral Education and Training Office
  • Electoral Operations Office
  • Press and Public Relations Office
  • Planning Office
  • Human Resources
  • Office of the Secretary
  • Security Office
  • Information Systems and Data Processing Office
  • Systems and Procedures Office
  • Electoral Auditing Office
  • Office of the President


GEOGRAPHIC LOCATION

The Commonweath Elections Commission is located at No. 550 Arterial B Avenue, in Hato Rey. There are 103 Permanent Registration Boards in 78 municipalities.

PROGRAMMATIC STRUCTURE


POSITIONS FILLED

Authorized and Proposed Positions 2009 2010 2011 2012
Sept./08 Sept./09 Sept./10 Feb./11 Proj.

 

Total amount of positions 1,089 725 761 786 794

Data comes from the Agency's Certified Headcount Reports. Figures for Fiscal Year 2011-2012 were estimated during the budget formulation process.

PROGRAMS

Electoral Commissioners

Program Description

The Commission groups the Electoral Commissions and their alternates at the Commonweath Election Commission's installations and the electoral offices with the central offices of the political parties. Each office processes candidacy documents at the different electoral events. In addition, it offers citizens information about their voter status and represents citizens in the following situations: activation of an electoral seat, relocation in electoral precints and transfer of residence.

Objectives

  • Facilitate the planning, orientation and development of activities related to electoral events and related projects.
  • Guarantee that the electoral processes are developed in accordance with the Electoral Law and with absolute impartiality.
  • Guarantee that the political parties are duly represented in all electoral event planning and development phases.
  • Keep a registry of affiliates.
  • Inform the voters of their voter status.
  • Conduct projects to motivate voter registration.
  • Train election personnel.

Customers

All citizens that meet the voting requirements.

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 42 30 37 46
Total, Positions 42 30 37 46



General Management and Administration

Program Description

Plan, direct, supervise, provide auxiliary services and support the operational processes of the Commonwealth Election Commission (CEE, Spanish acronym).

Objectives

  • Provide quality legal services in the least amount of time and making the best use of its resources.
  • Implement the internal auditing plan that complies with current regulation and takes into account the Comptroller's recommendations.
  • Keep the Electoral Law and corresponding amendments, up to date.
  • Designate the necessary committees to update and revise all regulations, rules and operational and electoral procedures to optimize the functioning of the Agency's administrative components.
  • Expedite the acquisition of goods and services in a way the electoral process is not affected and without affecting informal and formal bidding processes.
  • Revise the classification and remuneration plans to atone for changes to federal wages and meet labour market wages.
  • Formulate the fiscal year budget request, authorize and control the disbursement of funds in accordance with the budget's distribution and keep the Situation Commission and the Budget Projection Commission up to date. Look for budgetary alternatives to comply with outlined goals.
  • Establish a plan to analyze security threats to the Commission and the Permanent Registration Board buildings in order to determine what security measures would be appropriate for protecting the installations.
  • Comply with of the Governments Accounting Law in order to improve the entry and registration of transactions in the Central Accounting System. Expedite the processing of payments to suppliers and contractors. Process reimbursements for meal and travel expenses, local commissioner's payrolls and the rent payment for the Permanent Registration Board's facilities.
  • Evaluate the operational areas of all and update employee responsibilities to match those established by the Central Accounting System and the Agency Internal Accounting System.

Statistical Data 2010 2011 2012

 

Customers served 725 761 794

The statistical data was provided by the Agency during the Fiscal Year 2011-2012 budget formulation process.


Customers

All citizens 18 years of age or older and the employees, offices and divisions that comprise the Commonwealth Elections Commission.


Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 28 34 31 38
Total, Positions 28 34 31 38

Permanent Registration Boards

Program Description

Provide voters registration services, issue electoral cards, change of address and other. Groups the 103 Registration Commission Boards and have at least 1 per municipality.

Objectives

  • Trough the training of Registration and Local Commision personnel, including Local Commision presidents and in coordination with the Courts Administration strengthen the offerig of continual resgistration and mofication services in Electoral Registry emphasizing operational and technical aspects.
  • Support Local Commissions in the creation of electoral events and in the Electoral Registry review process.
  • Establish a plan to engage voters to register and vote.
  • Provide services to people who live in areas, sectors or under conditions that do not allow easy acces to the services provided by the registration boards.
  • Establish a plan to register and update the voters records in penal and juvenile institutions, public and private schools and universities.

Statistical Data 2010 2011 2012

 

Customers (voters) 2,583,094 2,180,544 2,180,544

The statistical data was provided by the Agency during the Fiscal Year 2011-2012 budget formulation process.


Customers

All citizens that meet voter's requirements.


Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 535 328 332 336
Planning, Budget, Statistics, Auditing, and Finance 11 8 9 9
Total, Positions 546 336 341 345

Electoral auditor office

Program Description

To audit and oversee the reports, revenues and expenses of political parties, candidates, independent groups and political action committees as established by the provisions of the Puerto Rico Electoral Law. In addition, it audits and oversees the Electoral Campaign Financing Volunteer Fund's revenue and expenses.

Objectives

  • Keep the Donors Registry up-to-date by revising the revenue and expense reports of the audited entities.
  • Continue to review financing of the 2008 campaign for political parties, candidates and political action committees.
  • Keep highly trained human resources and be sure they comply with the required hours of education.
  • Provide necessary orientation to all candidates, journalists and the general public.

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 0 1 1 1
Planning, Budget, Statistics, Auditing, and Finance 14 18 18 18
Total, Positions 14 19 19 19

Planning and Development of Electoral Events

Program Description

Document search and archiving, work plan creation and promotion of electoral events. In addition, it administers the Electronic Information and Processing System and provides education and training of the Permanent Registration Board personnel. Furthermore, it maintains statistics of all electoral events through the Electoral Research Center and Electoral Operations Area.


Objectives

  • Develop evaluation tools to measure the performance of electoral personnel.
  • Create an inventory of alll administrative and historical documents, catalog and classify the documents, identify their historical value, digitalize the documents and create a data base.
  • Start the digitalization process and allign the work under the office of the Electronics Secretary in order to centralize and expedite document searches, post necessary documents on-line and make documents available in accordance with applicable law and regulation.
  • Comply with the electoral events federal requirements and provide for people with disabilities as established by the Help America Vote Act (Public Act 107-252), October 29, 2002, known as the HAVA Act.
  • Establish an electronic oversight system that would allow for an extended voting period, expediting vote counting process and significantly reducing the receipt, transmission and publication of results.
  • Develop an application that facilitates the preparation, certification and publication of electoral statistics.
  • Work with the Project Manager to create a plan that lists all activities that need to take place prior to the General Election of 2012.
  • Create an electoral a training calendar to train functionaries in the electoral processes.
  • Establish a committee to foster inter agency collaboration.

Statistical Data 2010 2011 2012

 

Customers served 2,558,036 2,180,544 2,180,544

The statistical data was provided by the Agency during the Fiscal Year 2011-2012 budget formulation process.

Customers

All citizens that meet voter's requirements.


Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 459 306 333 346
Total, Positions 459 306 333 346



FISCAL YEAR 2011-2012 ADOPTED BUDGET

The adopted consolidated budget for Fiscal Year 2011-2012 is $53,017,000. The funding includes: $34,858,000 from the Joint Resolution - General Fund and $18,159,000 from Special Appropriations - General Fund.

The Operational Expenses reflect an increase of $16,934,000 in comparison with the funding assigned in Fiscal Year 2010-2011. This increase is reflected in the Special Appropriations - General Fund line item that covers the costs related to the Consult the Citizens plebiscite and the following pre-election events: local primaries, presidential primaries and the 2012 pre-elections period.

This funding will allow the Agency to comply with its commitments and conduct the island's electoral activities.

SUMMARY OF AVAILABLE RESOURCES

Consolidated Budget  (thousands $) 2009 2010 2011 2012

 

Program  
Operational Expenses Actual Actual Budget Adopted
Electoral auditor office 865 825 868 866
Electoral Commissioners 220 267 277 275
General Management and Administration 6,234 1,798 2,126 2,119
Permanent Registration Boards 12,419 10,793 11,586 11,305
Planning and Development of Electoral Events 43,791 21,151 21,226 38,452
Subtotal, Operational Expenses 63,529 34,834 36,083 53,017
Total, Program 63,529 34,834 36,083 53,017
 
Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 34,967 34,834 34,858 34,858
Special Appropriations - General Fund 28,562 0 1,225 18,159
Subtotal, Operational Expenses 63,529 34,834 36,083 53,017
Total, Funding Sources 63,529 34,834 36,083 53,017
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 27,482 24,353 25,865 25,961
Rent and Utilities 3,383 6,477 4,469 4,669
Purchased Services 2,133 2,445 2,946 2,668
Transportation Expenses 148 172 168 166
Professional Services 728 710 794 787
Other Expenses 441 248 297 292
Non Distributed Allocations 28,562 0 1,225 18,159
Previous Years Debt Payments 510 108 100 98
Equipment Purchases 57 55 79 79
Office Supplies and other Materials 85 266 140 138
Subtotal, Operational Expenses 63,529 34,834 36,083 53,017
Total, Expense Category 63,529 34,834 36,083 53,017

SUMMARY OF RESOURCES BY PROGRAM

Electoral Commissioners

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 220 267 277 275
Subtotal, Operational Expenses 220 267 277 275
Total, Funding Sources 220 267 277 275
 
Expense Category  
Operational Expenses  
Purchased Services 50 42 43 43
Transportation Expenses 15 17 35 35
Professional Services 122 164 118 117
Other Expenses 8 22 67 66
Equipment Purchases 12 5 10 10
Office Supplies and other Materials 13 17 4 4
Subtotal, Operational Expenses 220 267 277 275
Total, Expense Category 220 267 277 275
 


General Management and Administration

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 2,036 1,798 2,126 2,119
Special Appropriations - General Fund 4,198 0 0 0
Subtotal, Operational Expenses 6,234 1,798 2,126 2,119
Total, Funding Sources 6,234 1,798 2,126 2,119
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 1,970 1,610 1,970 1,965
Rent and Utilities 3 0 0 0
Purchased Services 10 18 21 20
Transportation Expenses 3 3 6 6
Professional Services 41 149 108 107
Other Expenses 9 12 12 12
Non Distributed Allocations 4,198 0 0 0
Equipment Purchases 0 1 4 4
Office Supplies and other Materials 0 5 5 5
Subtotal, Operational Expenses 6,234 1,798 2,126 2,119
Total, Expense Category 6,234 1,798 2,126 2,119
 

Permanent Registration Boards

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 12,419 10,793 11,586 11,305
Subtotal, Operational Expenses 12,419 10,793 11,586 11,305
Total, Funding Sources 12,419 10,793 11,586 11,305
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 10,601 8,991 9,921 9,921
Rent and Utilities 339 300 238 210
Purchased Services 1,398 1,399 1,309 1,058
Transportation Expenses 78 69 62 61
Other Expenses 3 2 49 48
Equipment Purchases 0 2 3 3
Office Supplies and other Materials 0 30 4 4
Subtotal, Operational Expenses 12,419 10,793 11,586 11,305
Total, Expense Category 12,419 10,793 11,586 11,305
 

Electoral auditor office

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 865 825 868 866
Subtotal, Operational Expenses 865 825 868 866
Total, Funding Sources 865 825 868 866
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 818 817 818 816
Equipment Purchases 45 0 50 50
Office Supplies and other Materials 2 8 0 0
Subtotal, Operational Expenses 865 825 868 866
Total, Expense Category 865 825 868 866
 

Planning and Development of Electoral Events

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 19,427 21,151 20,001 20,293
Special Appropriations - General Fund 24,364 0 1,225 18,159
Subtotal, Operational Expenses 43,791 21,151 21,226 38,452
Total, Funding Sources 43,791 21,151 21,226 38,452
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 14,093 12,935 13,156 13,259
Rent and Utilities 3,041 6,177 4,231 4,459
Purchased Services 675 986 1,573 1,547
Transportation Expenses 52 83 65 64
Professional Services 565 397 568 563
Other Expenses 421 212 169 166
Non Distributed Allocations 24,364 0 1,225 18,159
Previous Years Debt Payments 510 108 100 98
Equipment Purchases 0 47 12 12
Office Supplies and other Materials 70 206 127 125
Subtotal, Operational Expenses 43,791 21,151 21,226 38,452
Total, Expense Category 43,791 21,151 21,226 38,452