Budget Justification Procurement Name: Local Lead Agency 2013-2017 Guidelines

Contract Number: CTCP-13-05 Contract Term: 07/01/2013 - 06/30/2014

Agency Name: Calaveras County Public Health Department Effective Date: 01/01/2014

Project Name: Tobacco Prevention Program Plan Version ID: 2.0

Project Type: Local Lead Agency Report Generated: 03/27/2015 10:18 AM

Budget Section FY 13/14

A. Personnel Costs $ 75,565

B. Fringe Benefits @ 18% - 32% $ 20,451

C. Operating Expenses $ 15,811

D. Equipment Expenses $ 0

E. Travel/Per Diem and Training $ 1,716

F. Subcontracts and Consultants $ 12,123

G. Other Costs $ 3,021

H. Indirect Expenses @ 0% - 15% $ 14,272

Total Expenses $ 142,959

A. Personnel Costs FY 13/14

Title:

Project Director

Salary Calculation:

$2,630-$2,696x 65% x 26 pay periods x 1 year. (Revised amt: $2696 x 75% x 26 pay periods x 1 yr) Duties Description:

The Project Director has overall responsibility for the implementation and completion of the scope of work objectives and activities. The Director is the primary liaison to the TCP program consultant and program evaluators. The Director is responsible for evaluation responsibilities at a minimum of 4 hours a week. The Director is responsible for recruitment and development of the Coalition, the training of youth, community members and Coalition members as required for completion of the program objectives. The Tobacco staff assignments are made and monitored by the Director for completion of the scope of work activities. Revision 10/27/14: Time increased due to reduction of time by the Health Education Program Manager.

$ 52,404

Title:

Senior Accounting Technician

Salary Calculation:

$1,713-$1,757 x 10% x 26 pay periods x 1 year. (Revised amt: $1757 x 5% x 26 pay periods x 1 yr) Duties Description:

Performs accounting and auditing related to maintenance and reconciliation of Tobacco Prevention Program fiscal records. Specific duties include: review and balance program budget for review by Health Education Manager; process claims for payment; track trust fund balances; develop documents for use in budget preparation; enter

$ 2,149

data into accounting software; develop quarterly cost reports for Tobacco Project Director; develop cost reports for County Auditor every six months; and related accounting tasks. Revision 10/27/14: Time in program was less than originally anticipated. Budget revision work occured after the reporting period.

Title:

Clerical Assistant III

Salary Calculation:

$1,303-$1,336x 2% x 26 pay periods x 1 year. Revision $1336 x 1% x 26 pay periods x 1 yr. Duties Description:

Assemble Quit Kits as requested by Project Director. Provide general word processing and copying support to program as needed. It is County policy to budget staff under 10% FTE as direct personnel cost. The duty description is specific to tobacco control activities. Percent of time supports activities. Revision 12/27/17: Clerical staff became a part time student and worked less hours than anticipated.

$ 422

Title:

Health Education Program Manager

Salary Calculation:

$3,360 - $3,444 x 22% x 26 pay periods x 1 year. (Revised: $3444 x 12% x 26 pay periods x 1 yr.) Duties Description:

Supervises Tobacco Prevention program staff and monitors completion of activities per objective. Provides technical assistance with activities as needed. Overall responsibility for budget management and program management. Acts as lead for objectives requiring internal policy development. Revision 10/27/14.The Health Ed Program Manager decreased her time significantly as the Public Health Manager is taking over this role. The Public Health Managers time is less than anticipated. The extra time was picked up by the Project Director.

$ 10,451

Title:

Community Health Assistant II

Salary Calculation:

$1,859-$1,906 x 22% x 26 pay periods x 1 year. (Revision $1906 x 20% x 26 pay periods x 1 yr.) Duties Description:

Participates in supervising youth and providing transportation as needed for the retail environment observational surveys; facilitates weekly youth group meetings to carry out objective 2 community awareness activities; conducts educational presentations to community in support of smoke-free outdoor dining and retail environment. Attends Alliance for Substance Abuse Prevention (ASAP), participates in TCP webinars as identified by Health Education Manager and participates in monthly Tobacco staff meetings. Revision 10/27/14. Actual time in program was less than originially anticipated.

$ 10,139

Total Personnel Costs: $ 75,565

B. Fringe Benefits FY 13/14

At approximately 18% - 32% of Total Personnel Costs, Fringe Benefits includes the following:

Range varies per employee depending on coverage chosen by each employee (i.e., single, married, or family plan) vs. annual salary of employee. Long term disability, Medicare, PERS (retirement), Health and Life Insurance, and Deferred Compensation (county contribution is $25 per month x 12 months for Deferred Comp). Fringe benefits are paid to eligible employees per agency personnel policies. There are no premiums applicable to fringe benefits. Revision 10/27/2014: Fringe Benefits were 27% this reporting period. The decrease is contributed to the Account Tech III is a lower salary range than the previous Senior Account Tech position.

$ 20,451

C. Operating Expenses FY 13/14

Title:

CTCP Communications Network (PARTNERS)

Description:

The Project will access and utilize PARTNERS - Internet access costs are included in the Communications budget line.

$ 0

Title:

Space Rent/Lease

Description:

(1.21 FTE x 538 sq. ft. x $1.35 per sq. ft. x 2 months) + (1.21 FTE x 538 sq. ft. x $1.39 per sq. x 10 months for dedicated space) plus (1759 sq. ft. common area x 8.13% x $1.35 per sq. ft. x 2 months) + $1.39 per sq. X 10 months. Staff in tobacco Prevention Program is 1.21% FTE or 8.13% of total departmental FTE of 14.89. This includes the use of common space such as conference rooms, reception area, restrooms, file room, copy machine area and hallways.

$ 13,181

Title:

Office Expense

Description:

Includes office supplies (such as pens, pencils, paper, printer cartridges, etc.) plus direct-charged copy costs at estimated average $50 - $100 per month x 12. Revision 10/27/14 Average cost $68.25 per month x 12 months.

$ 819

Title:

Communications

Description:

Includes monthly costs related to the telephone system, Internet access and FAX service, estimated at $45 - $60 per month x 12 months.

$ 473

Revision 10/27/14: Communication costs were less than anticipated at $39.42 x month x 12 months.

Title:

Postage

Description:

Includes expenses for postage costs for project mailings and general correspondence and materials at approximately $15 - $25 per month x 12 months. Revision 10/27/14: Postage costs were dramatically less than anticipated as this is a bridge year. Less mailings were required. Approx $3.67 per month x 12 months.

$ 44

Title:

Printing

Description:

Includes expenses for outside vendor printing and reproduction of retail environment campaign data and educational messages, and secondhand smoke outdoor dining materials [cards, window clings], approximately $120 per month x 12 months. Revision 10/27/14: average cost $20.75 per month x 12 months. Some of the cost of printing was built into the Educational Materials in the category labeled "Other". Printing costs were less than anticipated.

$ 249

Title:

Utilities

Description:

Includes expenses for electric, gas, and waste disposal at approximately $25 - $50 per month for 12 months. These expenditures may not be typically treated as an indirect cost as allowed under OMB A-87. Calaveras County has consistently treated utilities services as a direct cost. These items are directly related to the TCP because utilities are providing power to TCP personnel offices, phones, computer equipment and office equipment such as the copier. Revision 10/27/14: Actual costs were $30.33 per month x 12 months. Less heating & cooling were required due to moderate weather and A-87 charges were less than anticipated.

$ 364

Title:

Janitorial

Description:

Includes janitorial services for 1.21 FTE project staff at approximately $90 - $125 per month x 12 months. These expenditures may not be typically treated as an indirect cost as allowed under OMB A-87. Calaveras County has consistently treated custodial services as a direct cost. These items are directly related to the TCP because janitorial services are cleaning TCP personnel offices and

$ 681

shared space including bathrooms, hallways, conference rooms, mail area and reception. Revision 10/27/14: Indirect A87 charges were less than anticipated for janitorial. Average $56.75 per month x 12 months.

Title:

LLA Project Director Association Dues

Description:

Project Director Association dues were prepaid through 2016 in FY 12/13.

$ 0

Total Operating Expenses: $ 15,811

D. Equipment Expenses FY 13/14

The tobacco control program needs to purchase the following:

There are no planned equipment purchases for FY 13/14.

$ 0

Total Equipment Expenses: $ 0

E. Travel/Per Diem and Training FY 13/14

Title:

Project Travel/Training

Description:

Project related travel costs (per diem, mileage, vehicle fuel, maintenance) for local travel to meetings, community events, etc. Estimate 10-30 trips per year for Project Director and/or Tobacco program staff at 23-65 miles per trip for approximate annual mileage of 708 miles x current IRS rate of $0.565 per mile Revision 10/27/14. IRS mileage rate dropped to $.56 per mile as of January 2014. Actual mileage 598 miles x $.56 per mile.

$ 335

Title:

CTCP Travel/Training

Description:

There are no planned CTCP travel or training costs for FY 13/14.

$ 0

Title:

Required CTCP Travel/Training

Description:

Travel costs for Project Director and/or 1-2 staff (per diem, mileage, vehicle fuel, registration, lodging) to required CTCP events. Regional/Local spokesperson and press conference support trainings 2 staff, 1 coalition member, for day training in Sacramento; mileage (estimated $60) and 3 lunches @ $15 each ($45 total), parking estimated at $10; grand total estimated $115.

$ 1,381

CX Training -2 days, 2 staff in Sacramento meals x 2 (2 lunches @ $15, 2 dinners @ $25) for estimated total of $160; lodging for one night ($84 + tax, estimated $98 per night) for 2 staff for total of $196; registration estimated at $125 x 2 for $250 total, mileage estimated at $60, parking estimated at $10 x 2 for $20 total: grand total estimated $686. Annual Capitol Information and Education Days, Sacramento mileage to Sacramento, $60 estimate plus $10 parking; $70 total. Project Director's Meeting for 2 days in Sacramento for one staff: two nights lodging ($84.00+ tax, estimated $98 per night) for a total of $196, meals (2 lunches @$15, 2dinners @ $25) for estimated total of $80; mileage estimated at $60, parking @ $10 x 3 for estimated $30, registration of $125; grand total estimated $491. Revision 10/27/14: parking for Information & Education Days was $19.50 for a day instead of $10 which is higher than anticipated. Parking for the Directors Meeting was $20 which is higher than anticipated.

Title:

Out-of-State Travel

Description:

No out of state travel is planned.

$ 0

Total Travel/Per Diem and Training: $ 1,716

F. Subcontracts and Consultants FY 13/14

Title:

Evaluator Consultant

Description:

Consultant will create/perform evaluation activities, analyze data, prepare evaluation reports, advise LLA, etc., $85/hour x 129 -153 hours per year; anticipate cost of $1,000 per month.

$ 12,000

Title:

Graphic Artist

Description:

Graphic artist to provide design services for media advertisements and campaign materials to support objectives 1, 2 and 3. Estimated at $25 per hour for approximately 25 hours. Revision 10/27/14. The Graphic Artist did less work than anticipated at 4.92 hours at $25 per hour.

$ 123

Total Subcontracts and Consultants: $ 12,123

G. Other Costs FY 13/14

Title: $ 1,104

Educational Materials

Description:

Includes the purchase of educational materials such as brochures, pamphlets, posters, and cessation booklets for distribution to community to support Secondhand Smoke campaign, (estimated 200-230) Tobacco Quit Kits, and general community requests. Revision 10/27/14: Printing and manufacture costs of pamphlets and folders were more than anticpated. Unused funds from "printing" helped cover some of this expense as well as from media/advertising.

Title:

Behavior Modification Materials

Description:

Behavior Modification Materials purchased will be consistent with the CDPH and CTCP guidelines and will not exceed $50 worth/value per person per year. Behavior Modification Materials will be provided to restaurant owners who adopt voluntary no smoking outdoor policies, Coalition members who participate in intervention activities for objectives 1, 2, and 3, youth who participate in retail environmental surveys, Second Hand Smoke awareness/education activities and community presentations (e.g., estimated 130-140 gift certificates, T-Shirts). Cessation Quit Kits to include items such as quit message pens, emery boards, and educational materials. Also will purchase No Smoking tabletop signage for local restaurants. Youth volunteers from Friday Night Live and Teens Against Tobacco may be used to assist with activities. Behavior Modification Materials for youth may include shirts, key rings, or lunch. Materials will be used to reinforce or motivate desired behavior. Gift cards 40 Common Grounds Restaurant @ $5 each = $200; 45 Subway @ $5 each = $225; 45 Starbucks @ $5 = $225. Activities list to be provided, if gift cards are distributed to volunteers. Quit Kits 100 quit booklets and 200 1.800 NO BUTTS cards. BMMs are provided to program participants to motivate and/or reinforce positive: behavior, participation, and/or involvement in tobacco control activities and requires action on the part of the recipient to receive the BMM. The cost of the BMM may not exceed $50 in value, per person, per year. Revision 10/27/14: The cost of printing the NO BUTTS cards and quit kit booklets were slightly higher than anticipated.

$ 1,596

Title:

Media

Description:

Purchase of newspaper or other county publication ads/inserts (i.e., recognition of restaurant owners who adopt no smoking policies in outdoor eating areas, ads to promote observance activities [objective 2] and recruitment ads for the Coalition [objective 3]). The Program will provide news advertisement copy and place it as paid ads/inserts in local newspapers and/or other county publications. No-cost press

$ 321

releases will also be completed to support activities. Average cost of advertisement in local paper is between $250 and $400 per ad. Revision: 10/27/14: Internet advertising was used and cost less than anticpiated. Unused funds moved into behavior modification materials and educational materials.

Title:

Sponsorships

Description:

$ 0

Total Other Costs: $ 3,021

H. Indirect Expenses FY 13/14

At approximately 0% - 15% of Personnel and Fringe Benefits, Indirect Expenses includes the following:

Indirect expenses include prorated application of internal Agency and Department administrative costs and A-87 Cost (costs relating to the County Wide Cost Allocation Plan) which include administrative costs, personnel department, county counsel, accounting and payroll services, building and equipment maintenance, auditing and insurance, and utilities and janitorial services for administration and government center facilities. Estimating 11-12% for FY 13/14. Revision 10/27/14 Actual Wages and Fringe $75,565 + $20,451 = $96,016 Personnel Costs. Indirect costs are calculated at 15% of total Personnel Costs which = $14,402. A slight savings is attributed to decrease in the Acct Tech IIIs wages. The original budget submission was based upon available funding which did not allow for the full 15% to be calculated.

$ 14,272