REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
January 24, 2023
FROM
MICHAEL JIMENEZ, Interim Registrar of Voters, Registrar of Voters
SUBJECT
Title
Budget Adjustments to Purchase Data Switches for Data Transfer and Other Election Expenses
End
RECOMMENDATION(S)
Recommendation
1. Approve purchase of switches, in the amount of $156,000, as unbudgeted fixed assets, for networking devices and to support data transfer.
2. Approve appropriation and revenue budget adjustments in the amount of $8,675,642 to the Registrar of Voters’ 2022-23 budget for the purchase of unbudgeted fixed assets and election-related expenses for the 2022 November General Election, and authorize the Auditor-Controller/Treasurer/Tax Collector to post the necessary budget adjustments to the Registrar of Voters’ 2022-23 budget, as detailed in the Financial Impact Section (Four votes required).
(Presenter: Michael Jimenez, Interim Registrar of Voters, 387-2100)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will result in the use of additional Discretionary General Funding (Net County Cost). The Registrar of Voters (ROV) requests budget adjustments, including a request for Discretionary General Funding of $8,675,642 to the ROV 2022-23 budget, as reflected in the table below, to provide sufficient appropriation for costs associated with the one-time purchase of unbudgeted fixed assets and 2022 November General Election expenses.
|
Funds Center |
Commitment Item/ GL Account |
Description |
Action |
Amount |
|
6800001000 |
51001010 |
Regular Salary |
Increase |
$386,842 |
|
6800001000 |
52002135 |
Special Dept. Expense |
Increase |
$3,703,624 |
|
6800001000 |
52002310 |
Presort & Packaging |
Increase |
$1,000,000 |
|
6800001000 |
52002335 |
Temporary Help - Outside Svcs |
Increase |
$3,261,176 |
|
6800001000 |
52412410 |
Data Processing |
Increase |
$15,000 |
|
6800001000 |
52942940 |
Private Mileage Non-Taxable |
Increase |
$3,000 |
|
6800001000 |
54404040 |
Equipment |
Increase |
$156,000 |
|
6800001000 |
55405010 |
Salary & Benefits Transfers Out |
Increase |
$126,000 |
|
6800001000 |
51001010 |
Regular Salary |
Decrease |
$126,000 |
|
6800001000 |
55405012 |
Services & Supply Transfers Out |
Increase |
$150,000 |
|
1280001000 |
56006000 |
Contingencies |
Decrease |
$8,675,642 |
On June 14, 2022 (Item No. 103), the Board of Supervisors approved ROV’s 2022-23 budget in the amount of $19,900,000 to include $5,600,000 for staffing, and $14,300,000 for ongoing operational costs, including election expenses and system, equipment, and software license and support requirements. Of this amount, $17,000,000 was funded by Discretionary General Funding and $2,900,000 was funded by fees collected by ROV for election-related costs. ROV’s total current expenses are $28,600,000.
BACKGROUND INFORMATION
Network switches allow for data transfer and networking within the County. The switches currently used by ROV are scheduled to cycle out of warranty during 2023, requiring the purchase of new switches. Additionally, the Innovation and Technology Department (ITD) will begin taking over managing ROV’s switches, and ROV’s current switches do not meet ITD requirements. Currently, lead time for this equipment is nine months, necessitating the initiation of the purchase process now. The $156,000 is to purchase 3 switches at the cost of $52,000 each.
The requested budget adjustments of $8,675,642 will provide sufficient appropriation and sources to fund the costs for the $156,000 for the switches, and $8,519,642 for the 2022 November General Election. Due to the uncertainty involved in projecting election costs, it has been County practice to establish a conservative budget for ROV during a given budget cycle in an election year, with the understanding that the budget may not be sufficient for the complete costs of that year’s election.
The 2022 November General Election had increases in expenses, including but not limited to having a 3rd card ballot; change in the size of the Voter Information Guide from a digest size to a quarter book size; larger number of contests and districts due to redistricting; staffing utilization of county extra help; reimbursing other County Departments for drivers during the election; and outsourcing delivery services during the election. Once the election is completed, ROV then reports the final budget and requests additional Discretionary General Fund budget to support the difference.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Julie Surber, Principal Assistant County Counsel, 387-5455) on December 28, 2022; Auditor-Controller/Treasurer/Tax Collector (Vanessa Doyle, Deputy Chief Controller, 382-3193) on January 3, 2023; Finance (Elias Duenas, Administrative Analyst, 387-4378) on January 6, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on January 6, 2023.