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Home My WebLink AboutMINUTES - 01051993 - IO.4 TO: BOARD OF SUPERVISORS 1 .0.-4 .... Contra �� FROM: INTERNAL OPERATIONS COMMITTEE / Costa County DATE: December 14 1992 Ta�`�UvS SUBJECT: REPORT ON EFFORTS BY THE COUNTY CLERK-RECORDER TO IDENTIFY A SOURCE OF FUNDING FOR CAPITAL EQUIPMENT NEEDED FOR THE ELECTIONS DIVISION SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: ; . ai 1 . Remove this item as a referral to the 1992 Internal Operations Committee in view of the fact that the Board of Supervisors will hold a hearing January 12, 1993 regarding a fee increase which will allow the County Clerk-Recorder to accumulate funds to pay for a new inserter and other essential equipment for the Elections Division. BACKGROUND: As a part of the Board' s review of the Grand Jury' s report on recent elections,'.' it was noted that the Elections Division needs an inserter machine!,: and related equipment which will make election processing even more efficient than it is now. No identified source of fundingiwas determined at the time our Committee reviewed the Grand Jury' s;' report. We therefore . asked the County Clerk- Recorder to return to our Committee on December 14, 1992 with a proposal for howto finance the needed equipment. In the meantime,'; the County Clerk-Recorder determined that an increase in the per precinct fee charged to those agencies which place measures on;, the ballot would assist in recovering the cost of the needed equipment. On December 15, 1992, the Board was asked to fix January 12 , 1993 for a hearing on the necessary fee increases to fund this equipment. The details of this proposal are spelled out in the attached report. In view of the fact that the Board of Supervisors has already set a hearing for the necessary fee increase, it appears that no further action is needed by our Committee. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUN TRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE SIGNATURE(S):: R RODER SUNNE WRIGHT .McPEAK U7CMUCL.L 4' ACTION OF BOARD ON APPROVED AS RECOMMENDED / �d OTHER i' VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED Contact: PHIL BAT ELOR.CLERI F THE BOARD OF CC: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR County Clerk-Recorder Auditor-Controller 1 County .Counsel BY �-' DEPUTY v+A TO I BOARD OF SUPERVISORS �3ontra FROM: Phil Batchelor, County Administrator J ;s Costa ` DATE: �Prr^ �r., County December 15, 1992 SUBJECT: HEARING ON PROPOSED COUNTY CLERK AND ELECTION FEES SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: Fix Tuesday, January 12, 1993 at 11:00 a.m. for a public hearing on the proposed increase of election services fees from $150.00 to $161.75 per precinct and the establishment of a criminal index magnetic tape fee of $125.00. FINANCIAL IMPACT: Departmental revenues are expected to increase to support the costs of fixed asset replacement and general operating costs. BACKGROUND: The County Clerk has identified a need to augment and replace several pieces of equipment necessary for the proper,conduct of elections. The County Clerk proposes to increase election precinct fees to raise sufficient funds to obtain the required.equipment. Proceeds from the fee increase are to be deposited into a revolving account specifically for fixed asset replacement in the Elections Division. The increase in election precinct fees will allow for the long-term lease purchase of card readers', an inserter and a conveyor machine. The County Clerk has been charging $125.00 per month for subscription to a monthly update via magnetic tapes for civil index and fictitious business name information. Charges for the magnetic tapes partially recover the costs of data entry, computer utilization and terminals. Requests from various agencies for criminal index data, housed on the County's mainframe computer, has become more frequent. The County Clerk is proposing to establish a charge for criminal index tapes at the same rate as civil index tapes to help defray costs of data maintenance and tape production. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOAR COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. Cc: County Clerk ATTESTED County Administrator PHIL BATCHELOR.CLERK OF THE BOARD OF Data Processing Services SUPERVISORS AND COUNTY ADMINISTRATOR Y382 (10,188) BY DEPUTY Under Government Code Section 54994.1, the Board of Supervisors must hold a noticed public hearing prior to adopting new fees or increasing existing fees for the Clerk—Recorder. The proposed time and date for the hearing were obtained from the Clerk of the Board. A copy of the proposed fees will be on file at the Clerk of the Board's Office, Room 106, 651 Pine Street, Martinez, ten (10) days prior to the date of the hearing. 0 ELECTION DEPARTMENT - OFFICE OF THE COUNTY CLERK CONTRA COSTA COUNTY o ty� " 524 MAIN STREET, MARTINEZ i\ OTE TO: Stephen L. Weir, County Clerk-Recorder DATE: December 8, 1992 FROM: RO D levati, Assistant County Registrars-- SUBJECT: A ENTEE COSTS j �I - g1g u The absentee process has continued to be used at a higher rate for each election. The current cost for the absentee ballot is $2. 45 . The current cost to go to the polls is now running $1. 40 per registered voter for the General Election. This office will bill each Agency consolidated with the General Election their prorated cost of this process. If you require additional information on this matter, please give me, a call. ELECTION DEPARTMENT - OFFICE OF THE COUNTY CLERK CONTRA COSTA COUNTY 524 MAIN STREET, MARTINEZ TO: STEPHEN L. WEIR, Clerk-Recorder DATE .December 2 , 1992 FROM: Robert J. Delevati, Assistant County Registrar SUBJECT: ADDITIONAL EQUIPMENT PRICES 2 - Mark-A-Vote Card Readers $18, 000.00 $36, 000.00 1 - Dual Card Reader Controller 6,200.00 6,200.00 1 - Dual Internal Card Reader Cable 700. 00 700.00 2 - External Card Reader Cable 980.00 1, 960. 00 $44 ,860. 00 Tax 3 ,700. 95 $48, 560.95 1 - Inserter $99 , 995 . 00 1 - Conveyor 8 , 510. 00 108, 505. 00 Tax 8 , 952 .00 $117, 457 . 00 Trade-in -10, 000. 00 $107 , 457 . 00 Mark-a-vote Cost $50,000 Life 10 years Purchase April 1, 1994 Election cycles, precinct billables 15, 000 Cost $50, 000 Down Payment -10, 000 Amount to be financed $40,000 Down payment 10, 000 Finance charge (1) 18,000 $68, 000 - 15,000 = $4. 50 per precinct Inserter Cost $110, 000 Life 20 years Purchase April 1, 1994 Election cycles, precinct billables 30,000 Cost $110, 000 Down Payment -10,000 Amount to be financed $100,000 Down Payment 10, 000 Finance charge (2> 110, 000 $220, 000 - 30, 000 = $ 7.25 per precinct Total $11.75 per precinct Current per �recinct charge is $150.00 this will bring the charge to $161.75(3 (1) 10 years at 8% interest (2) 20 years at 8% interest (3) Please note, ;proceeds from this program are to be deposited into a revolving capital account specifically for the purchase of this equipment. Actual experience may warrant future adjustments in this rate. OFFICE OF THE CLERK-RECORDER CONTRA COSTA COUNTY _ -OUS14 Courthouse Building, First Floor RECEIVED Room 103 Martinez, California EC X E M O R A N D U M Office of �►,ty DATE: December 4, 1992 Administrav- TO: George Roemer Attn: Julie Enea I \ FROM: Steve Weir, County Clerk SUBJECT: Pricing .Justification for the Sales of Data on Magnetic Tape In 1990, we instituted a remote access charge and a charge to sell our civil data on magnetic tape. We performed an analysis of the costs vs. the charges for these services (see attached) . From the attached background analysis, you will note that even if I assume only 1 percent of our costs are allocated to this program, we can't begin torecover our fixed costs associated with this program. one percent was selected only to show that a minimum cost allocation more than covers any projected income. one could easily argue that the cost allocation of 5% makes more sense. In reviewing my proposed charge for our criminal magnetic tape, the same argument holds true. Even at a 1%cost allocation, we do not "recover" that minimum cost with this proposed fee. (-') �1> Please note, there is no out-of-pocket charge for this service. We require applicants to provide their own tape. A small amount of time is required to do the transfer and to process the monthly mailing. Attachment I Background for Remote Access Charges and Magnetic Tape Sales Charges June 1, 1990 CMS Computer Costs, 5 year Period Computer $ 350, 000 UPS 35, 000 Software; 98, 000 Cost of Implement Direct 24, 300 Indirect 46, 145 various .dharges 145,246 Move Machine 16, 000 Printers 31, 000 Memory 23,430 Employee Data Entry 6,500, 000 $7,269, 121 Annualized Average 1,453,824 Allocate 1%(2) to magnetic tape sales program. $ 14, 538 Estimated customers: 2 Market pricing: $125 per month Estimated yearly income 2 x $125 x 12 mo. 3 , 000 Shortfall $ 11,538 The reason for pricing shortfall, market research/similar county programs are $125 per month. There are no actual costs to implement this program as we require the customer to provide their own tapes. Also, if you factor in that the County Clerk is about 50% fee supported, one could argue that the shortfall number would actually be $4 , 269, 000. Does not include County overhead. Does not include Departmental overhead. (2) This is an arbitrary number. Attachment II Criminal Magnetic Tape Sales Pricing Analysis Assume: 10 year life for interest in data (1) Computer $ UPS Software: Cost of Implement Direct Indirect Various Charges Printers 16, 000 Terminals 10, 000 Employee Input (2) 1, 279, 530 Data Processing Charges 375, 000(3) Department Overhead(4) 318 , 500 $1,999, 030(-5) Annualized Average 200, 000 Allocate 1% to magnetic tape sales $ 2, 000 Estimated customers: 2 Market pricing $125 per month Estimated yearly income 2 x $41. 67 x 12 mo. (see "note") 11000 Shortfall $1,000 Note: While we -charge $125 monthly, or $1, 500 yearly, Data Processing charges $1, 000 annually to produce each tape. If we have two customers, they will pay a net of $500 each year to the Clerk's Office. * Costs covered in Data Processing budget. (1) Costs and estimates, 1987 to 1997 (2) See Attachment "A" (3) Assume 50% allocated to Criminal (4) 13% County Clerk, Asst. County Clerk, Executive Secretary, Accounting/Personnel Clerk (245, 000 x . 13 = $31, 850) (5) Does not include County overhead Attachment II "A" Personnel Supervisor (1/3 time allocated) 49, 100 x . 33 $ 16, 203 3 Court Clerks (1/4 time allocated) 150, 000 x . 25 37, 500 3 Senior Clerks (1/3 time allocated) 120, 000 x . 33 39, 600 3 Clerk Experiencel (1/3 time allocated) 105, 000 x . 33 34 , 650 $127, 953 $127,953 x 10 = $1,279, 530