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"It's a long, long way to Tipperary"

Contra Costa Elections. "It's a long, long way to Tipperary". OR. “The Election Billing Marathon”. District Overlap Causes Unique Ballot Styles. Contra Costa allocates costs by calculating each jurisdiction’s share of each ballot type on which it appears. BT 1. BT 2. BT 3. BT 4. BT 5.

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"It's a long, long way to Tipperary"

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  1. Contra Costa Elections "It's a long, long way to Tipperary" OR “The Election Billing Marathon”

  2. District Overlap Causes Unique Ballot Styles • Contra Costa allocates costs by calculating each jurisdiction’s share of each ballot type on which it appears. BT 1 BT 2 BT 3 BT 4 BT 5 BT 7 BT 6

  3. Master “Election Information” Spreadsheet First Steps: Invoices, payroll data and time sheets are gathered to calculate 16 Billing Rates as either: • Per voting precinct (PVP) • Per voter (PV) Sample A

  4. Costs Calculated Per Voting Precinct (PVP) • Election Officer Payroll • Drayage (for supplies & equipment) • Election Precinct Supplies

  5. Costs Calculated Per Voter (PV) • Postage • Misc. Fees (E-Day Site Support, EO Appts, Poll Publication, Etc.) • Roster / Index • Sample Ballot Envelopes • Official & Sample Ballot Printing • Sample Ballot Polling Place Inserts & Inserting • Labor & Administration (Not Vote by Mail), Includes ICRP • Header Cards • Car & Van Rentals • Spanish (Translations, Labor, Printing, Postage, Etc.) • Vote by Mail by Request (Dailies) Labor, Indirect & Direct Costs • Permanent VBM Labor, Indirect & Direct Costs • Mandatory VBM (Mail Precinct) Labor, Indirect & Direct

  6. Example component of Master “ Election Information” Spreadsheet: Ballot Print Costs (PV) 15 Day Close Registration 11-4-08 = 539,903 Inv/Total CostPV $928,145.25 $ 1.719096 10 Ballot / Sample Ballot Print Invoice Total includes: Official Ballot print, prepare and box Sample Ballot print & fold for inserting Sample A: Row 10 and Row 2 Column O

  7. Next Steps: Compile Master “Ballot Type” Spreadsheet for all ballot styles in the election. Sample Ballot Type 62 Paid Precincts Free Precincts Agency per Ballot Style Voting Precincts Count Total Count Style Type 7 62 Precinct 17 5 12 6,897 14,842 7 62 MVM (MB) 62 7 62 PVM (Perm) 6,678 7 62 1,205 RVM (Abs) Sample B

  8. Costs are prorated for each ballot type, based on the number of “Agencies per Ballot Style”. Examples: Federal offices, if any = 1 agency State Offices & Props, if any = 1 agency County Offices & Measures, if any = 1 agency City Offices & Measures, if any = 1 agency County Board of Education, if any = 1 agency College Offices & Measures, if any = 1 agency Unified Offices & Measures, if any = 1 agency ….and so forth…. A jurisdiction may have multiple contests on the ballot like: Governing Board and a Measure but they are only charged a “one agency” share of each ballot style on which they appear.

  9. Agencies on sample Ballot Type 62 1. Pres & VP; US Rep, 10th Dist. 2. State Sen. 7th; State Assem. 14th; State Props 3. West Contra Costa Unif. Gov Bd.; Meas. D 4. City of El Cerrito, Council 5. EB Reg. Park, Director Ward 1; Meas. WW 6. AC Transit, Director at Large; Meas. VV 7. BART, Director Dist. 7

  10. NEXT STEPS: Individual “Jurisdiction” Spreadsheets are compiled. West Contra Costa Unified 11-4-2008 Ballot Print1.719096 Agency per Ballot Style Free Pcts Paid Pcts Agency Total Vote Pcts Count Agency Style 62 7 WCCUSD 5 12 $ 12,270.02 17 6,897 $ 1,693.80 62 15.23 7 62 56.15 mvm (mb) 7 1,640.02 62 6,678 6,047.69 pvm (perm) 7 295.93 62 rvm (abs) 1,205 1,091.27 Example district was on 37 Ballot Types at the 11-4-08 General. Full Page – Sample C

  11. Jurisdiction Direct Costs, if any, are added to each invoice for: • Candidate Statements Costs (not covered by deposit & not paid by district by invoice date) • Measure - Voter Information Pamphlet • Publications – Notice of Election & Notice to File Arguments

  12. Sample Jurisdiction Invoice

  13. Top Expenses 11-4-08 • Labor & Benefits • Ballots & Sample Ballots • VBM Dailies & Perms • Total Direct Costs Other Categories (Under $100,000) • EO Payroll & Poll Rentals • Sample Ballot Inserts • Drayage • Misc. Direct Costs

  14. Labor (the largest expense) • Tracked via detailed weekly time sheets • Every task is classified as “Election Specific” or “Not Election Specific” (NES). • “Election Specific” task hours are compiled for each staff member (Permanent, Seasonal & Contract).

  15. Components of our billable Labor: Labor Costs • Compiled for each employee at the employee’s salary step rate or rates during the election period. • Hourly rates based on 1800 productive work hours per year. Election Specific Task Hours • Regular rate hours • Over Time rate hours • Employee Benefits per hour

  16. Indirect Cost Rate Percentage (ICRP) • Each Fiscal Year (FY) an ICRP is calculated by reviewing the prior FY expenses. • Every Budget Account expense is classified as Direct, Indirect or Unallowable. • The ICRP for FY 08-09 Billings = 115% Total Indirect Costs FY 07-08Total Direct Salary & Benefits FY 07-08 • The ICRP is applied to the Total Election Specific Labor & Benefits prior to calculating the Per Voter (PV) Labor Cost for each election.

  17. Where to Get More Information Candy Lopez, Assistant Registrar of Voters 555 Escobar St. P.O. Box 271 Martinez, CA 94553-1546 E-mail: CLope@vote.cccounty.us 925-335-7808

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