2015 Critical Needs A UGUST 20, 2 014

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1 2015 Critical Needs WAYNE W. WILLIAMS EL PASO COUNTY CLERK AND RECORDER A UGUST 20, 2 014

2 2015 Critical Needs Elections Background ACE Costs Gazette Article: El Paso County elections among the most efficient in Colorado Critical Needs 2015 Coordinated Election - $160,160 + (optional) $4,800 Powers Phone System - $165,013 Fort Carson Branch Office - $6,253 Additional Funding Issues Stabilized Election Funding Uniform Voting System

3 ACE Background Accountability in Colorado Elections (ACE) is a series of interactive election, legal, cost, and other related data organized in maps, charts and tables by county Gives insight into how efficient and compliant counties conduct elections 2013 election cost $7.5 million and ACE will show the citizens how that money was spent The site presents data in four major topics Vote methods and ballot statistics Legal requirements and other activities Election cost statistics Voter registration statistics

4 ACE Legal Compliance The SOS Office found El Paso County in full legal compliance Accessibility for Voters with Disabilities Compliant Election Related Deadlines Deadlines met Post-Election Audit Deadlines Deadlines met Military and Overseas Voters Deadlines met

5 Gross Cost: Per Active Voter $3.00 $2.50 $2.00 $1.50 $1.00 $ Per Voter $0.50 $-

6 Gross Cost: Per Registered Voter $2.50 $2.00 $1.50 $1.00 $ Per Voter $0.50 $-

7 ACE Costs -- Notes All election cost data is provided by Colorado counties. Election gross cost=cost before reimbursement Counties may differ in terms of how they calculate voter registration data entry costs. Election net cost=election gross cost less reimbursements received from participating districts and the Secretary of State. $0 or negative cost=amount charged to participating districts plus reimbursements received from Secretary of State. Secretary of State reimbursement is based on the number of active electors reported.

8 El Paso County Elections Among the Most Efficient in Colorado

9 2015 Coordinated Election Will be held via mail ballot election on November 3, 2015 Required to have 5 Voter Service and Polling Centers, which will be our 3 MV branches and the CSC Elections Department The 5 th office will depend on Fort Carson being open Additional VSPCs could be considered in Monument, Calhan, and elsewhere Includes a minimum of 11 mail ballot drop-off locations The Clerk and Recorder s Office has been working on installing permanent drop-off boxes We already have installed them at all 4 offices, Manitou Springs, Fountain, Monument, East Library, Charles C. Brown Transportation complex, Calhan/Department of Transportation Substation, and Falcon Fire Department We anticipate having over 430,000 active voters by the 2015 Coordinated Election

10 VSPC Locations 4 Offices

11 VSPC Locations 7 Offices

12 VSPC Approximate Drive Times Drive Times 4 Locations Percentage 7 Locations Percentage % 88.5% % 5.5% % 4.3% % 1.7% Additional cost of $1,600 per location With those additional locations used in 2013, 48,900 additional voters were within 0-10 minute driving distance to one of our VSPCs Added sites in 2013 also permitted us to assess new VSPC model, including logistics

13 2015 Coordinated Election Item Cost Ballot Printing $92,665 Envelopes 73,865 Ballot Insertion 96,760 Ballot Duplication Service 3,500 Ballot on Demand 9,410 Postage 67,100 TABOR 72,250 Legal Notices 1,000 Ballot Drop-Off 24/7 20,000 Personnel 192,230 Supplies 27,370 Other 4,010 Total Estimate $660,160 *Does not include the cost of adding additional VSPCs

14 2015 Coordinated Election Coordinated Election Costs (est) $392,973 $398,539 $632,687 $660,160 Mail Ballot Mail Ballot Mail Ballot/VSPCs Mail Ballot/ VSPCs After HB 1303

15 Why Costs Increase HB resulted in more than a 50% increase in costs. We pointed this out, but costs were ignored by legislature and Governor. Although some counties projected savings, a review of large county budgets showed most experienced significant cost increases. Cost increases were largest in more efficient counties. Increase from 2013 to estimate (actual are usually lower than estimates) 2013 actual

16 Powers MV Phone System The Powers phone bank serviced 114,120 inbound phone calls in 2013 The average dropped calls is 3 to 4 an hour, which comes to 6,000 to 8,000 dropped citizens a year The County quoted $165,000 MSN quoted $145,000 (doesn t include labor cost)

17 Phone System Quote Item County MSN Item Cost APC UPS $3,070 $3,460 Wireless Access Points 3,319 3,409 MVE ,163 80,654 rtrmve100 C2921-VSEC/K9 7,307 7,329 hubmve X-48 10,748 11,007 hubmve X-48 10,748 11,007 VG204 for 1st and 2nd floors 1,706 2,554 Cisco 7945 Phones 26,974 26,136 Power Upgrade Cost 1,000 0 Equipment Install Labor 20,172 0 Patch Cables 1,807 0 MV East Total Including Labor $165,013 $145,557

18 Fort Carson Branch Office $224,989 of ongoing funding for the Fort Carson Branch Office was approved in 2012 by the BoCC for 2014 and forward At the time, the office was estimated to open in October 2013 Estimated opening date has been delayed, now anticipated for June 2015

19 Fort Carson Branch Office $174,995 was included in our 2014 budget, which will be returned as under spending in $224,989 is already included in our 2015 base budget as ongoing funding. The one-time County funded costs of $62,500 will need to be funded again in 2015 for construction and setup costs. We only need approximately 3/4 of the ongoing funding for 2015 due to the early summer opening. Start staffing in April 2015 $168,742 is needed for ongoing funding, for a total funding need of $231,242 versus the $224,989 already included in the budget for The net result is a funding increase of $6,253 from what should already be allocated for our base 2015 budget.

20 2015 Critical Needs Summary Critical Need Cost Fort Carson Branch Office $231, Budgeted Fort Carson Branch (224,989) 2015 Coordinated Election 660, Addition of Three Sites 4,800 Election Cost in Base Budget (500,000) Powers Phone System 165,013 Net Critical Needs $336,226

21 Stabilized Election Funding Even Numbered Years have much more costly elections due to excessive larger mandates, higher voter participation, and the addition of primary elections. Results in widely varying election costs from year to year Option: Set up Stabilized Restricted Fund This would require setting up a new restricted fund for the Clerk and Recorder s Office. CAR office would receive constant funding of an additional $900,000 per year to cover Election costs. This would prevent the large variance in funding for the Clerk s office every year for Elections.

22 Stabilized Election Funding Funding Carryover Election Funding General Election Primary Election Coordinated Election , , ,000 1,400,000 1,400,000 1,400,000 1,400,000 1,400,000 - (1,700,000) - (1,600,000) - - (500,000) - (500,000) - (600,000) - (600,000) - (600,000) Balance 800, , , ,000

23 Things to Come (2016) Uniform Voting System This will change the determination of what system counties may purchase; the Secretary of State s Office will authorize the systems that will be used in all 64 counties This may lead into a phased-in implementation over a period of a few years potentially beginning with the 2014 General Election Scope of the Uniform Voting System State-authorized components for election management, ballot production, vote capture, vote tabulation, automated signature verification, electronic ballot adjudication, and ballot tracking.

24 Things to Come (2016+) UVS expands beyond already implemented uniformity in systems that provide Ballot on Demand, electronic issuance of military and overseas ballots, and election night reporting Counties may be able determine when they will convert to the UVS The system may be available to them from a selected Vendor(s) at the State negotiated price

25 2015 Critical Needs Questions?