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2015-05 Dallas County Audit DALLAS COUNTY ELECTIONS DEPARTMENT Thursday, December 03, 2015 Christel Pettinos City Secretary 255 Parkway boulevard Coppell,TX 75019 Dear Ms. Pettinos: The Elections Department and the Auditor's Office have completed the cost analysis for the May 10, 2014 Joint Election in which the City Of Coppell shared in the cost of the election. The cost of your May 10, 2014 Joint Election was $6,033.50; we received a deposit of $5,054.86, therefore, a balance is due to Dallas County Elections in the amount of$978.64. Attached is a complete copy of the cost audit. If you would like a copy of all invoices please contact us and a copy will be forwarded upon your request. The above amount is due within 15 days of receipt of this letter. Payments should be delivered to: Pauline Medrano Dallas County Treasurer 509 Main Street, suite 303 Dallas,Texas 75202 It has always been a pleasure working with you and your staff. Should you have any questions regarding this information, do not hesitate to contact me at 214-819-6334 or Ashley Blanton at 214-819-6333. Sincerely, / 7:04,V44-171 Robert Heard Assistant Elections Administrator RAH:ab 23'77 N.CTEMMONS FRWY. SUITE 820 DALLAS,TX 75207 (214)819-6300 Itemized Cost of Election Expenses Location Splits Total Fra May 10,2014 Joint Election Split by 1 121.00 0 Split by 2 134.00 0 Split by 3 99.00 1 Split by 4 36.00 1 Split by 5 0.00 0 Split by 6 0.00 Split by 7 0.00 Total Splits 390.00 2 Total Units 233.58 1.00 Cost per Poll $5,485.01 $5,485.01 Total Cost $1,281,206.41 $5,485.01 %of Units 100.00% 0.43% Total Total Expenses $1,281,206.41 $5,485.00 Exceptional Cost Additional Election Cost $0.00 Election Services Fee $128,120.64 $548.50 Total Cost of Election $1,409,327.05 $6,033.50 $978.64$2,662.42• .. . nd_ ._.d s ,u- ' -k, J• J ';'';':''''3:4-:'-..`', ..' 3 } ;` i ,:e..,+. g-Yx%. s ,r .. e`.eP ,.... .. k:.'" w; -e, is ing•o ing oca ions IOU' ' Legal Notice and L&A Testing Dates $ 19,000.00 $ 14,202.00 $ 60.80 ' .2970°.:. Rejected/Incomplete mail 148 $1.89 $ 374.22 $ 279.72 $ 1.20 '',1 i,A Postage for Returned Mailed Ballots 7,226 $1.12 $ 1,746.80 $ 8,093.12 $ 34.65 Postage for Non-Returned Mailed Ballots 4,295 $1.12 $ 4,810.40 $ 20.59 2170 ,' Postage for Mailing of Change Cards 1,069 $0.26 $ 274.29 $ 1.17 Postage for Mailed Ballots 11,521 $1.32 $ 13,000.00 $ 15,207.72 $ 65.11 ;.7 Mail Ballot Kit(not on GL) 11,521 $2.00 $ 20,000.00 $ 23,042.00 $ 98.65 °t7,'; ,:f Polling location Change Printing 1,070 $0.05 $ 700.00 $ 51.83 $ 0.22 P5.7,nrt Judge Kits 39 $55.00 $ 2,640.00 $ 2,145.00 $ 9.18 * Furniture Rental various EV locations $ 500.00 $ - $ - ' Voting Booths(5p/loc.)-Gemini 39 $35.00 $ 1,400.00 $ 1,365.00 $ 5.84 k Touch ScreenfiVotronics 253 $250.00 $ 12,000.00 $ 63,250.00 $ 270.78 i"` ADA Voter Terminals 39 $300.00 $ 14,400.00 $ 11,700.00 $ 50.09 '' Communication Pack 39 $50.00 $ 2,400.00 $ 1,950.00 $ 8.35 Computer Rental(County) 89 $400.00 $ 19,200.00 $ 35,600.00 $ 152.41 Mail Ballot Reader Mail Ballots Only $400.00 $ 400.00 $ 400.00 $ 1.71 `;. Provisional Ballot Bags 39 $5.00 $ 480.00 $ 195.00 $ 0.83 Van RentalCar Rental $ 6,000.00 $ 10,372.78 $ 44.41 " Cellular Phones $ 2,500.00 $ 3,736.47 $ 16.00 ir ,- various polling Location Rental locations $ 7,302.99 $ 31.27 7_ ' '°° Custodial Charges Various Locations $ 25,000.00 $ 2,932.25 $ 12.55 -+ .: EV Clerks OT $ 6,500.00 $ 10,265.28 $ 43.95 2 people @var , ...4•;`{ Central Count hrs@various pay rates $ 3,800.00 $ 190.98 $ 0.82 r •, -= EV Judges OT $ 4,800.00 $ 5,925.26 $ 25.37 :. Elections Overtime FT&PT Employees $ 7,500.00 $ 4,217.31 $ 18.05 EV Mail Clerks OT $ 4,800.00 $ 6,098.48 $ 26.11 EV Mail Supervisor 1 person $ 2,500.00 $ 1,790.36 $ 7.66 Branch TechniciansTechs OT 5 People $ 1,500.00 $ 2,672.13 $ 11.44 Security-Branch Locations $ 2,000.00 $ 372.72 $ 1.60 ., Warehouse Overtime PT&FT Employees $ 7,000.00 $ 10,972.93 $ 46.98 Can Money 37 $25.00 $ 1,200.00 $ 925.00 $ 3.96 Branch Technicians •eople @ various pay rates $ 5,000.00 $ 7,422.57 $ 31.78 16 people @ various pay rates&2 BB& Signature Canvass Committee supervisors/judges Verification $ 3,500.00 $ 4,648.79 $ 19.90 -`77s. Clerks(Includes EV bilingual clerks) 169 @ 809.10 Includes Training $ 110,000.00 $ 91,555.10 $ 391.96 Judges 39 judges(1 alternate) Includes Training $ 40,000.00 $ 37,083.72 $ 158.76 10 People @ 30days@ e x Mail Workers/PA Workers(PT) various Rates $ 20,000.00 $ 16,923.11 $ 72.45 1111 Election Department Part Timers-PR $ 5,662.22 $ 24.24 2 people IMI ©12days@various pay Supervisors/Ballot Board&SV rates $ 1,500.00 $ 1,415.81 $ 6.06 ` 4!l . " Social Security Chargeback 6.2% $ 1,600.00 $ 1,424.15 $ 6.10 IMEIMEN Medicare 1.45% $ 2,600.00 $ 2,977.99 $ 12.75 PARS 1.3% $ 2,000.00 $ 2,371.31 $ 10.15 II MIMIEN1 Retirement Charge Back 11.5% $ 2,700.00 $ 2,641.56 $ 11.31 280G` Voted Stamps 117 $1.05 $ 420.00 $ 122.85 $ 0.53 2180 Printing Expense AC Printing LLC $ 12,846.13 $ 14,376.30 $ 61.55 2180 Ballotar Ballots-Ballots on Demand 12,171 $0.45 $ 4,500.00 $ 5,476.95 $ 23.45 Sample Ballots hand out for voters (8.5/11 in.double sided color paper 2180 0.015 per side x 10 sides+.03staple)AC Printing 1,170 $0.35 $ 409.50 $ 1.75 Sample Ballots Large for Posting u. ` (11/17in.single side color paper 0.058 211 per side x 8 sides=$.464)AC Printing 80 $0.70 $ 56.32 $ 0.24 Ballot List for Early Voting Locations (8.5/11 in.double sided white paper ,,,,,,;„,,,,A„,,.1.„,,`, ..40„,,,,`,. 0.0145 per side x 22 sides+.03staple= ,"4I., .; 4.'21'-' $.18)AC Printing 250 $0.76 $ 189.75 $ 0.81 List of Declared Write-In for EV (8.5/11 in.single side white paper 0.024 ,yam* _ per page)25 per EV Location 0 $0.00 $ - $ - t ADA Quick Operations Guide(8.5/11 in. ,,, double sided color copy.097 per side x 2180 4 pages+.03staple=$.418)AC Printing 50 $0.47 $ 23.30 $ 0.10 r. Provisional Ballots(In Person) 158,000 $0.08 $ 12,640.00 $ 12,640.00 $ 54.11 %. Personal Appearance Labels (2 per voter) 44,802 $0.04 $ 1,919.04 $ 1,792.08 $ 7.67 Supplies $ 550.00 $ - $ - ti Temporary Service : ,. .� $ .., . '2,873.60 $ ,12.30 Temporary Service EV Bilingual Clerk $ 512.71 $ 2.19 ES&S Support/Consulting $ 85,050.00 $ 85,050.00 $ 364.11 ES&S ADA Wave Card Programming $ 8,000.00 $ 4,702.50 $ 20.13 s, 4.-7:3„---, '`.:1,.",,,.•._ IT Support QNET $ 2,500.00 $ 405.00 $ 1.73 -'? i;a" t.'.'u° OPOR A�' lamse U1P ,, _,. ,r,44 := Early Voting Equipment Delivery and Pickup 39 $45.00 $ 2,160.00 $ 1,755.00 $ 7.51 xiiGas for Techs Tech Cars and Trucks $ 2,000.00 �$ 1,349.16 $ 5.78 ' t1y.*Abed& $ 5.826.19 $ 856.202,301.2,381.17; Exp Code I Election Day Unite Cost Per Unit Estimated Actual CACP EQUIPMENT RENTAL/SERVICE EXPENSE 2180 Judge Kits 230 $55.00 $ 14,410.00 $ 12,650.00 $ 54.16 Ducky Bob's-Various 7030 Furniture Rental Polling Locations $ 3,000.00 $ 6,015.20 $ 25.75 7040 Precinct Counter(1 p/loc.) 230 $468.00 $ 122,616.00 $ 107,640.00 $ 460.82 7040 Voting Booths(4p/loc.) 1,150 $35.00 $ 36,680.00 $ 40,250.00 $ 172.32 7040 ESC's $ 45,954.00 $ 196.73 7040 ADA Voter Terminals 230 $300.00 $ 78,600.00 $ 69,000.00 $ 295.40 7040 Laptop 230 $75.00 $ 19,650.00 $ 17,250.00 $ 73.85 7040 Provisional Ballot Bags 230 $5.00 $ 1,310.00 $ 1,150.00 $ 4.92 7040 Regional Site Computer Setup 8 $150.00 $ 1,350.00 $ 1,200.00 $ 5.14 7050 , Truck RentalNan Rental Runners/Regional Sites $ 6,000.00 $ 897.22 $ 3.84 Phones for EV and ED 7,21$ Phone Lines Use $ 3,000.00 $ 15,880.08 $ 67.98 1 tS 1010 Location Rental various polling locations $ 20,000.00 $ 11,377.25 $ 48.71 14/10, , Custodial Charges various polling locations $ 70,000.00 $ 41,006.59 $ 175.55 PERSONNEL 1020 Election Employees(FT&PT) Includes CC VR WH $ 3,000.00 $ 4,649.56 $ 19.91 Election Day @ 1020 County Employees Regional Sites $ 1,000.00 $ 1,282.32 $ 5.49 Election Night&Supply 1020 Traffic Control Officers Pickup $ 6,000.00 $ 4,877.50 $ 20.88 Election Night&Supply 1020 Regional Site Support(Tabulation) Pickup $ 17,000.00 $ 6,800.00 $ 29.11 637 Election Day @ 1020 Clerks $8.00 p/h $ 117,000.00 $ 66,826.80 $ 286.09 ED-WH-Phone Bank 1020 Emergency Response Personnel -Techs $ 10,000.00 $ 12,783.40 $ 54.73 212 Election Day @ 1020 Judges $9.00 p/h cludes 2hrs pollboc $ 40,000.00 $ 28,330.15 $ 121.28 211 Election Day @ 1020 Delivery $25.00 ea 2 @ half an hour $ 3,600.00 $ 5,250.00 $ 22.48 1050 County Employees OT $ 3,000.00 $ 1,219.91 $ 5.22 1050 Election Department OT Includes CC VR $ 18,000.00 $ 15,527.40 $ 66.47 1050 Canvass Committee(Ballot Board&Sig.Verify) $ 242.17 $ 1.04 1050 Sheriffs Deputies 22 deputies $ 20,000.00 $ 15,593.51 $ 66.76 1050 EV Security-Regional Sites $ 2,350.89 $ 10.06 1060 Warehouse OT FT&PT Employees $ 15,000.00 $ 10,633.91 $ 45.53 1060 Election Department Part Timers Inclueds WH Emps $ 1,000.00 $ - 1050 Mail Workers/PA Workers(PR) $ 10,000.00 $ 3,100.94 $ 13.28 1060 Canvass Committee(includes supervisors) BB& Signature Verific, $ 5,000.00 $ 1,211.93 $ 5.19 1111 Social Security Chargeback 6.2% $ 3,500.00 $ 3,249.99 $ 13.91 1112 Medicare 1.45% $ 1,200.00 $ 849.35 $ 3.64 A4 , PARS 1.3% $ 200.00 $ 80.04 $ 0.34 135Q Retirement Charge Back 11.5% $ 7,000.00 $ 6,078.56 $ 26.02 Temporary Service $ 20,000.00 $ 22,285.47 $ 95.41 5590 Temporary Service Bilingual Clerk $ 8,000.00 $ 4,904.11 $ 21.00 MILEAGE 1080 Mileage for Deputies 3,188 $0.56 $ 1,780.24 $ 1,785.28 $ 7.64 SERVICE EXPENSE 5590 ES&S Support/Consulting $ 26,775.00 $ 26,775.00 $ 114.63 5590 Tech Support-AskEd Robis $ 7,980.00 $ 8,535.00 $ 36.54 5590 NCTCOG $ 95.00 $ 95.00 $ 0.41 POSTAGE 2180 Poll location letters/Alt judge cards National Data Services a/Alt Judge/Blingual $ 6,000.00 $ 1,975.00 $ 8.46 2180 Polling Location Change National Data Services $ 8,000.00 $ 2,095.69 $ 8.97 2170 Postage for Polling Location Change Cards 46,854 $0.26 $ 11,665.77 $ 49.94 2170 Election Paychecks 848 $0.46 $ 784.00 $ 390.08 $ 1.67 PREPARATION&TRANSPORTATION OF VOTING EQUIPMENT 2910 Election Day Equipment Delivery and Pickup Warehouse $45.00 $ 11,790.00 $ 540.00 $ 2.31 2910 Election Day Equipment Delivery and Pickup 2 Extra Booths $35.00 $ 500.00 $ 70.00 $ 0.30 2910 Election Day Equipment Delivery and Pickup 217 Vendor Pick-Up $70.00 $ 10,000.00 $ 15,190.00 $ 65.03 SUPPLY EXPENSE 2180 ADA Ballot&Seal Certificate 230 $2.95 $ 796.50 $ 678.50 $ 2.90 2180 Ballot Cards/Precinct 325,200 $0.169 $ 62,272.60 $ 54,958.80 $ 235.29 2180 Blank Ballot&Seal Certificate 0 $2.95 $ 177.00 $ - $ - 2180 Official Ballot&Seal Certificate 725 $2.95 $ 2,507.50 $ 2,138.75 $ 9.16 2180, Premarked Test Ballots 3,466 $0.169 $ 1,548.00 $ 585.75 $ 2.51 2180 Printing Expense AC Printing LLC $ 8,922.20 $ 218.30 $ 0.93 2180 Provisional Ballot&Seal Certificate 725 $2.95 $ 2,507.50 $ 2,138.75 $ 9.16 2180 Provisional Ballots 14,500 $0.08 $ 1,360.00 $ 1,160.00 $ 4.97 Sample Ballots 1,450 $0.08 $ 272.00 $ 116.00 $ 0.50 Test Ballots 7,250 $0.169 $ 3,655.00 $ 1,225.23 $ 5.25 "2831 Voted Stamps 1,083' $1.05 $ 550.20 $ 1,137.15 $ 4.87 Supplies $ 48.00 $ 2,328.00 $ 9.97 F1NG. 3095 Gas for Techs Tech Cars and Trucks $ 803.77 $ 3.44 Election Day Total $ 830,026.74 $ 725,004.08 $3,103.83