Title
a. Support adding Project No. 8404 to the approved FY 2017-18 Fund 402-Capital Projects list in the amount of $262,348;
b. Support authorizing the Auditor-Controller to transfer $262,348 for the FY 2017-18 from Elections, General Fund 001, Appropriation Unit ELE001 budget to Capital Projects Fund 402, Appropriation Unit RMA014, where sufficient appropriations are available in Elections adopted budget to cover the transfer; and
c. Support authorizing the Auditor-Controller to amend the FY 2017-18 adopted budget for Resources Management Agency Capital Projects, Fund 402, (402-3000-8468-RMA014), increasing appropriations and operating transfer in by $262,348, financed by an operating transfer out of $262,348 from General Fund 001, Elections (001-1410-8064-ELE001).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors’ Budget Committee:
a. Support adding Project No. 8404 to the approved FY 2017-18 Fund 402-Capital Projects list in the amount of $262,348;
b. Support authorizing the Auditor-Controller to transfer $262,348 for the FY 2017-18 from Elections, General Fund 001, Appropriation Unit ELE001 budget to Capital Projects Fund 402, Appropriation Unit RMA014, where sufficient appropriations are available in Elections adopted budget to cover the transfer; and
c. Support authorizing the Auditor-Controller to amend the FY 2017-18 adopted budget for Resources Management Agency Capital Projects, Fund 402, (402-3000-8468-RMA014), increasing appropriations and operating transfer in by $262,348, financed by an operating transfer out of $262,348 from General Fund 001, Elections (001-1410-8064-ELE001).
SUMMARY:
Expenditures and revenues vary based on the number and type of scheduled and unscheduled elections in a given year. The adopted budget for FY 2017-18 includes appropriations of $5,265,765 and revenues of $757,871.
Elections relocated to 1441 Schilling Place, North Building in June of 2017. The walls included in the original facility design as a top priority to secure essential equipment and elections materials were eliminated. The department recommends completing construction as initially planned to prevent exposure to unnecessary risk in the course of daily operations and election business. Walls for the Registrar of Voters and Assistant Registrar offices as well as the conference room will also be included in this Project.
DISCUSSION:
The proposed Project scope includes completing the walls in five secure areas, one conference room and two offices totaling 1,250 sq. ft. The five areas include tabulation and vote by mail areas where voting system equipment and ballots are processed and secured. The offices would provide a private workspace for the Registrar and Assistant Registrar of Voters and the conference room would be for internal meetings, trainings and conference calls.
Planned work includes demolition, installation of insulation and acoustic panels, aluminum framed metal infill paneling; electrical, telecommunication, HVAC, fire, security, and suspended ceiling modifications.
The estimated cost of the proposed Project includes $182,181 for construction, $42,000 for design, $19,949 for construction management and $18,218 for contingencies, to be completed in FY 2018-19. Sufficient appropriations are available in Elections’ adopted budget to cover the transfer due to Senate Bill 415, which requires school and special districts to consolidate with the Statewide General Election. Local jurisdictions in Monterey County voluntarily transitioned early, eliminating the November 2017 election and resulting in ballot and voter guide printing savings. Staff time in assisting with the transition was recognized as unanticipated revenue.
OTHER AGENCY INVOLVEMENT:
The Elections department consulted with the County Administrative Office and the Resource Management Agency in forming recommended actions. The Capital Improvements Committee supported recommended actions on May 14, 2018.
FINANCING:
The recommended action will increase the FY 2017-18 adopted budget appropriations in RMA Capital Projects Fund 402-3000-8468-RMA014 by $262,348 with a transfer from General Fund Elections Department 001-1410-8064-ELE001 for Project No. 8404. There are sufficient appropriations in the FY 2017-18 adopted Budget for Elections to complete the transfer. The above recommended actions will require a 4/5th vote. The FY 2018-19 Recommended budget for Fund 402 did not include appropriations for this project. If needed, staff will return to the committee to request additional appropriations.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Plan and develop an infrastructure that promotes a secure environment.
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
__Public Safety
Prepared by: Approved by:
____________________________________ _________________________________
Izabela Lesik Claudio Valenzuela
Management Analyst Registrar of Voters
Attachments:
Board Report
Project 8404 Budget