Contra Costa Elections

OR

“The Election Billing Marathon”

District Overlap Causes Unique District Overlap Causes Unique Ballot StylesBallot Styles

Contra Costa allocates Contra Costa allocates costs by calculating costs by calculating each jurisdiction’s share each jurisdiction’s share of each ballot type on of each ballot type on which it appears.which it appears.

BT 1

BT 2 BT 3BT 4

BT 5 BT 6 BT 7

Master “Election Information” Spreadsheet

First Steps:Invoices, payroll data and time sheets are gathered to calculate 16 Billing Rates as either:

Sample A

• Per voting precinct (PVP)

• Per voter (PV)

Costs Calculated Per Voting Precinct Costs Calculated Per Voting Precinct (PVP)(PVP)

Election Officer PayrollElection Officer Payroll Drayage (for supplies & equipment)Drayage (for supplies & equipment) Election Precinct SuppliesElection Precinct Supplies

Costs Calculated Per Voter (PV)Costs Calculated Per Voter (PV)

PostagePostage Misc. Fees (E-Day Site Support, EO Appts, Poll Publication, Etc.)Misc. Fees (E-Day Site Support, EO Appts, Poll Publication, Etc.) Roster / IndexRoster / Index Sample Ballot Envelopes Sample Ballot Envelopes Official & Sample Ballot PrintingOfficial & Sample Ballot Printing Sample Ballot Polling Place Inserts & InsertingSample Ballot Polling Place Inserts & Inserting Labor & Administration (Labor & Administration (NotNot Vote by Mail), Includes ICRP Vote by Mail), Includes ICRP Header CardsHeader Cards Car & Van RentalsCar & Van Rentals Spanish (Translations, Labor, Printing, Postage, Etc.)Spanish (Translations, Labor, Printing, Postage, Etc.) Vote by Mail by Request (Dailies) Labor, Indirect & Direct CostsVote by Mail by Request (Dailies) Labor, Indirect & Direct Costs Permanent VBM Labor, Indirect & Direct CostsPermanent VBM Labor, Indirect & Direct Costs Mandatory VBM (Mail Precinct) Labor, Indirect & DirectMandatory VBM (Mail Precinct) Labor, Indirect & Direct

Ballot / Sample Ballot Print

Example component of Master “ Election Information” Spreadsheet: Ballot Print Costs (PV)

Sample A: Row 10 and Row 2 Column O

10

Inv/Total

$928,145.25 $ 1.719096

CostPV

Invoice Total includes:

15 Day Close Registration 11-4-08 = 539,903

Official Ballot print, prepare and box Sample Ballot print & fold for inserting

Style TypeAgency per Ballot Style

VotingPrecincts

FreePrecincts

PaidPrecincts Count Total Count

62

62

Precinct

62

MVM (MB)

62

PVM (Perm)

1,205

1217 5

RVM (Abs) 7

7

7

7 6,897

62

6,678

14,842

Next Steps:Compile Master “Ballot Type” Spreadsheet for all ballot styles in the election.

Sample B

Sample Ballot Type 62

Costs are prorated for each ballot type, based on the number of “Agencies per Ballot Style”.

Examples:Federal offices, if any = 1 agencyState Offices & Props, if any = 1 agencyCounty Offices & Measures, if any = 1 agencyCity Offices & Measures, if any = 1 agencyCounty Board of Education, if any = 1 agencyCollege Offices & Measures, if any = 1 agencyUnified 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.

Agencies on sample Ballot Type 62Agencies on sample Ballot Type 62

1.1. Pres & VP; US Rep, 10 Pres & VP; US Rep, 10thth Dist. Dist.

2.2. State Sen. 7 State Sen. 7thth; State Assem. 14; State Assem. 14thth; State Props; State Props

3.3. West Contra Costa Unif. Gov Bd.; Meas. D West Contra Costa Unif. Gov Bd.; Meas. D

4.4. City of El Cerrito, Council City of El Cerrito, Council

5.5. EB Reg. Park, Director Ward 1; Meas. WW EB Reg. Park, Director Ward 1; Meas. WW

6.6. AC Transit, Director at Large; Meas. VV AC Transit, Director at Large; Meas. VV

7.7. BART, Director Dist. 7 BART, Director Dist. 7

NEXT STEPS: Individual “Jurisdiction” Spreadsheets are compiled.

Example district was on 37 Ballot Types at the 11-4-08 General.

Style AgencyAgency per Ballot Style

VotePcts

FreePcts

PaidPcts

Count Agency Total

62

62

WCCUSD

62

mvm (mb)

62

pvm (perm)

1,205

1217 5

rvm (abs) 7

7

7

7 6,897

62

6,678

$ 12,270.02

Ballot Print 1.719096

$ 1,693.80

15.23

1,640.02

295.93

56.15

6,047.69

1,091.27

West Contra Costa Unified 11-4-2008

Full Page – Sample C

Jurisdiction Direct Costs, if any, are Jurisdiction Direct Costs, if any, are added to each invoice for:added to each invoice for:

Candidate Statements Costs (not covered by Candidate Statements Costs (not covered by deposit & not paid by district by invoice date)deposit & not paid by district by invoice date)

Measure - Voter Information PamphletMeasure - Voter Information Pamphlet

Publications – Notice of Election & Notice to Publications – Notice of Election & Notice to

File ArgumentsFile Arguments

Sample Jurisdiction

Invoice

West Contra Costa Unified School DistrictNOVEMBER 4, 2008 PRESIDENTIAL GENERAL ELECTION

TOTALUnit Price

Election Officer & Rent 11,175.37Drayage 6,120.04Election Supplies 2,217.52Sample Ballot Postage 2,092.25Other Direct Costs (fees/supplies/services/etc.) 4,561.01Roster Index 175.15Sample Ballot Envelopes 709.07Ballot Print & Paper 26,087.86Sample Ballot Inserts (poll notice/absentee app) 8,706.49Labor 53,418.93Program Cards 88.99Van Rental 52.78Spanish 308.48Mail Ballot Precincts (No polling place) 1,431.39

SubTotal 117,145.33Vote by Mail (not billed here, billed to State) 19,791.99

136,937.32

Candidate Statement 0.00Measure 17,695.60Publication 148.85

SubTotal 17,844.45

TOTAL DUE $134,989.78

Registration 107,945Per Voter $1.25

DESCRIPTION

Top Expenses 11-4-08Top Expenses 11-4-08

1.1. Labor & BenefitsLabor & Benefits

2.2. Ballots & Sample BallotsBallots & Sample Ballots

3.3. VBM Dailies & PermsVBM Dailies & Perms

4.4. Total Direct Costs Other Total Direct Costs Other Categories (Under Categories (Under $100,000)$100,000)

5.5. EO Payroll & Poll RentalsEO Payroll & Poll Rentals

6.6. Sample Ballot InsertsSample Ballot Inserts

7.7. DrayageDrayage

8.8. Misc. Direct CostsMisc. Direct Costs

7. Drayage - PVP

4%

5. EO Payroll & Poll Rentals - PVP

8%

6. Sample Ballot Inserts &

Inserting - PV

6%

8. Misc Direct Costs - PV

3%

4. Total Direct Costs - Other

Categories

13%2. Ballots &

Sample Ballot Print - PV

17%

1. Labor & Benefits & ICRP (Non-VBM) -PV

35%

3. VBM Dailies & Perms (less ballot

print) - PV

14%

Labor Labor (the largest expense) (the largest expense)

Tracked via detailed weekly time sheetsTracked via detailed weekly time sheets Every task is classified as “Election Specific” or Every task is classified as “Election Specific” or

“Not Election Specific” (NES).“Not Election Specific” (NES).

““Election Specific” task hours are compiled for Election Specific” task hours are compiled for each staff member (Permanent, Seasonal & each staff member (Permanent, Seasonal &

Contract).Contract).

Components of our billable Labor:Components of our billable Labor:

Labor CostsLabor Costs Compiled for each employee at the employee’s salary Compiled for each employee at the employee’s salary

step rate or rates during the election period.step rate or rates during the election period. Hourly rates based on 1800 productive work hours per Hourly rates based on 1800 productive work hours per

year.year.

Election Specific Task HoursElection Specific Task Hours Regular rate hoursRegular rate hours Over Time rate hoursOver Time rate hours Employee Benefits per hourEmployee Benefits per hour

Indirect Cost Rate Percentage (ICRP)Indirect Cost Rate Percentage (ICRP)

Each Fiscal Year (FY) an ICRP is calculated by Each Fiscal Year (FY) an ICRP is calculated by reviewing the prior FY expenses.reviewing the prior FY expenses.

Every Budget Account expense is classified as Every Budget Account expense is classified as Direct, Indirect or Unallowable.Direct, Indirect or Unallowable.

The ICRP for FY 08-09 Billings = 115% The ICRP for FY 08-09 Billings = 115% Total Indirect Costs FY 07-08 Total Indirect Costs FY 07-08

Total Direct Salary & Benefits FY 07-Total Direct Salary & Benefits FY 07-0808

The ICRP is applied to the Total Election Specific The ICRP is applied to the Total Election Specific Labor & Benefits prior to calculating the Per Voter Labor & Benefits prior to calculating the Per Voter (PV) Labor Cost for each election.(PV) Labor Cost for each election.

Where to Get More InformationWhere to Get More Information

Candy Lopez, Assistant Registrar of VotersCandy Lopez, Assistant Registrar of Voters555 Escobar St.555 Escobar St.

P.O. Box 271P.O. Box 271Martinez, CA 94553-1546Martinez, CA 94553-1546

E-mail: E-mail: CLope@vote.cccounty.usCLope@vote.cccounty.us925-335-7808925-335-7808