Loading...
HomeMy WebLinkAboutMINUTES - 01121993 - H.4 TO: BOARD OF SUPERVISORS H}.4 �.n.Jllt FROM: Stephen L. Weir, County Clerk-Recorder ra Costa DATE: January 12, 1993 �� SUBJECT: Hearing on Proposed County Clerk and Election Fees � �`1 SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION Adopt the proposed fee increase of election services fees for: 1993 , 15% surcharge on all billable election services and for 1994, 1995, 1996 and 1997, increase of elections services fees from $150. 00 to $170. 00 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. REASONS FOR RECOMMENDATION/BACKGROUND The County Clerk has identified the need to augment and replace several pieces of equipment necessary for the proper conduct of elections. The County Clerk proposed 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 civic 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, have 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 the costs of data maintenance and tape production. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON January 12, 1993 APPROVED AS RECOMMENDED OTHER X_ No one appeared to speak at the hearing. On the recommendation of the County Clerk, Steve Weir, the Board APPROVED the criminal index magnetic tape fee of $125, and RESCHEDULED the hearing on the election services fees to February 2, 1993, at 11 a.m. VOTE OF SUPERVISORS XX UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. cc: Clerk-Recorder ATTESTED January 12, 1993 Auditor-Controller Phil Batchelor,perk of the Board of Supervisors and County Administrator M332/7-e3 BY - DEPUTY Attachment I Background for Remote Access Charges and Magnetic Tape Sales Charges June 11 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 Charges 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. �1> 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 Computer $ UPS Software: Cost of Implement Direct Indirect Various Charges Printers 16, 000 Terminals (2 10,000 ) Employee Input 1, 279, 530 Data Processing Charges 375, 000(3) Department Overhead(`) 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 s1, 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 "All (3) Assume 504 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 OFFICE OF THE CLERK-RECORDER CONTRA COSTA COUNTY Courthouse Building, First Floor Room 103 Martinez, California M E M O R A N D U M DATE: December 4 , 1992 TO: George Roemer Attn: Julie Enea 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 to recover 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. �l� 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. .+r a BOARD OF SUPERVISORS , CONTRA COSTA COUNTY , CALIFORNIA AFFIDAVIT OF MAILING In the Matter of Hearing on Proposed County Clerk and Election Fees , I declare under penalty of perjury that I am now, and at all times herein mentioned have been, a citizen of the United States , over age 18; and that today I deposited in the United States Postal Service in Martinez , California , postage fully prepaid , a certified Copy of Notice of Hearing On Proposed County Clerk and Election Fees to the following : DAVID LENNON THE HOFMANN COMPANY PO BOX 907 CONCORD CA 94522 BOILDING rNDUSTRY ,ASSOCIATION PO BOX 5160 SAN RAMON CA 94583 DENNIS J RAZZARI DAVIDON HOMES 1600 SOUTH MAIN ST X1150 WALNUT CREEK CA 94596 I declare under penalty of perjury that the foregoing is true and correct. Dated December 18 , 1992 at Martinez, California. 0 ClAAM01 JAJ Ann ervelli , -Deputy Clerk 3 NOTICE NOTICE IS HEREBY GIVEN that on January 12, 1993 at 11: 00 A.M. , in the Board of Supervisors Chambers at 651 Pine Street, 1st Floor, martinez, California, a public hearing will be held to increase fees for election services and adopt fees for criminal index magnetic tape. A copy of the fee proposal is on file in the Clerk of the Board of Supervisor's Office at 651 Pine Street, 1st Floor, Martinez, California. December 18 , 1992 PHIL BATCHELOR, Clerk of the Board of Supervisors and County Administrator BY Ann erve i , Deputy Clerk • T BOA RD OF SUPERVISORS E...:* oA /,`j/ Contra FROM: Phil Batchelor, County Administrator Costa DATE: 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 ROMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS ROMMENDED OTHER RECtEIVE DEC 1992 r i CLERK BOARD OF 3U'_ERVISOg6 CON TRA COSil L O......... 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 I,t382 00/881 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. ELECTION DEPARTMENT - OFFICE OF THE COUNTY CLERK CONTRA COSTA COUNTY 524 MAIN STREET. MARTINEZ TO: STEPHEN L. WEIR, Clerk-Recorder DITE.-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 A 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 _ .uSi4 Courthouse Building, First Floor RECEIVED Room 103 Martinez, California MEM0RANDUM Office Of � DATE: December 4, 1992 nty Administraw TO: George Roemer Attn: Julie Enea FROM: Steve Weir, County Clerk SL,I•/- 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 to recover 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. G) 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 Charges 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(`) 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") 1, 000 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 Experience (1/3 time allocated) 105, 000 x . 33 34 , 650 $127 ,953 $127, 953 x 10 = $1,279, 530 OFFICE OF THE CLERK-RECORDER '' CONTRA COSTA COUNTY R E C°=p,VEE'Li) Courthouse Building, First Floor --� � Room 103 Martinez, California JAN 1 31993 I; M E M O R A N D U MR CLERK BOAID OF SUPERVISORS� CONTRA COSTA CO. DATE: January 12 , 1993 TO: Jeanne Maglio, Clerk of Board of Supervisors FROM: Steve Weir, County Clerk SUBJECT: Proposed Proposed Fee Schedule NOTICE NOTICE IS HEREBY GIVEN that on February 2, 1993 at 11: 00 A.M. , in the Board of Supervisors Chambers at 651 Pine Street, 1st Floor, Martinez, California, a public hearing will be held to increase fees for election services. A copy of the fee proposal is on file in the Clerk of the Board of Supervisor' s Office at 651 Pine Street, 1st Floor, Martinez, California. FEE PROPOSAL Adopt the proposed fee increase of election services fees for: 1993, 15% surcharge on all billable election services and for 1994 , 1995, 1996 and 1997, increase of elections services fees from $150. 00 to $170. 00 per precinct.