Budget Justification Procurement Name: LLA 2014-2017 Phase II Guidelines

Contract Number: CTCP-13-05 Contract Term: 07/01/2014 - 06/30/2017

Agency Name: Calaveras County Public Health Department Effective Date: 07/01/2014

Project Name: Tobacco Prevention Program Plan Version ID: 2.0

Project Type: Local Lead Agency Report Generated: 03/27/2015 10:13 AM

Budget Section FY 14/15

A. Personnel Costs $ 78,227

B. Fringe Benefits @ 27% - 29% $ 22,309

C. Operating Expenses $ 20,128

D. Equipment Expenses $ 4,440

E. Travel/Per Diem and Training $ 580

F. Subcontracts and Consultants $ 14,050

G. Other Costs $ 7,252

H. Indirect Expenses @ 10% - 10% $ 10,055

Total Expenses $ 157,041

A. Personnel Costs FY 14/15

Title:

Project Director

Salary Calculation:

See Below Duties Description:

FY 14/15 $2772.25 x 65% x 26 pay periods= $46,851. FY 15/16 $2875.21 x 65% x 26 pay periods= $48,591.05. FY 16/14 $2946.40 x 65% x 27 pay periods = $51,709.32. 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 oversight at a minimum of 4 hours per week. The Director is responsible for recruitment and development of the Coalition, training 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.

$ 46,851

Title:

Accounting Technician

Salary Calculation:

See Below Duties Description:

FY 14/15 $1830.46 x 10% x 26 pay periods=$4759.20. FY 15/16 $1872.00 x 10% x 26 pay periods= $4867.20. FY 16/14 $1872 x 10% x 27 pay periods = $5054.40.

$ 4,759

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 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. It is County policy to budget staff that are under 10% FTE in a direct personnel cost. CTCP Comment: The duty description is specific to tobacco control activities. Percent of time supports activities.

Title:

Clerical Assistant III

Salary Calculation:

See Below Duties Description:

FY 14/15 $1392.96 x 2% x 26 pay periods=$724.34. FY 15/16 $1424.81 x 2% x 26 pay periods= $740.90. FY 16/14 $1424.80 x 2% x 27 pay periods = $769.39. Assemble Adult and Youth 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. CTCP Comment: The duty description is specific to tobacco control activities. Percent of time supports activities.

$ 724

Title:

Community Health Assistant II

Salary Calculation:

See Below Duties Description:

FY 14/15 $1954.31 x 22% x 26 pay periods= $11178.64. FY 15/16 $1999.08 x 22% x 26 pay periods= $11434.72. FY 16/14 $1998.22 x 22% x 27 pay periods = $11869.44. Participates in supervising youth to conduct annual attempted youth purchase surveys; supervises youth at 1-2 community education events; conducts 2-3 educational presentations to community groups; provides support at youth tobacco prevention meetings as needed; provides Project Manager with brief monthly follow up notes for all activity areas worked on in previous month, and supports youth participation at community events to conduct smoke-free outdoor restaurant dining educational activities. Organizes and conducts youth group annual recruitment activity at Calaveras High School; assists with meeting notifications to Calaveras High School youth group members; attends ASAP meetings reporting out for activities conducted within timeframe of meeting; participates in TCP webinars as identified by Health Education Manager; participates in monthly Tobacco staff

$ 11,179

meetings; and assists with youth transportation to activities as needed.

Title:

Health Education Program Manager

Salary Calculation:

See Below Duties Description:

FY 14/15 $3602.00 x 5% x 14 pay periods= $25821.40. Not budgeted for remaining years as incumbent will retire 12/31/14; Public Health Manager will assume these duties. Monitors completion of activities per objective. Provides technical assistance as needed on activities related to media, press releases, trainings, and presentations.

$ 2,521

Title:

Public Health Manager

Salary Calculation:

See Below Duties Description:

Public Health Manager: FY 14/15 $3908.19 x 12% x 26 pay periods= $12,193.54. FY 15/16 $3996.80 x 12% x 26 pay periods= $12,470.02. FY 16/17 $3996.80 x 11% x 27 pay periods = $11,870.05. Supervises Tobacco Prevention Staff and monitors completion of activities per objective. Provides overall technical assistance with activities as needed. Overall responsibility for budget management and program management.

$ 12,193

Total Personnel Costs: $ 78,227

B. Fringe Benefits FY 14/15

At approximately 27% - 29% 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.

$ 22,309

C. Operating Expenses FY 14/15

Title:

CTCP Communications Network (PARTNERS)

Description:

Dues will be provided in-kind.

$ 0

Title:

Space Rent/Lease

Description:

FY 14/15 Designated Space:

$ 12,849

FTE 1.16% x 538 sq. ft. x $1.35/sq. ft. x 1 mo. = $842.51 FTE 1.16% x 538 sq. ft. x $1.40/sq. ft. x 11 mo. = $9610.83 Common Area: 1759 sq. ft. x 8.13% x $1.35/sq. ft. x 1 mo. =$ 193.06 1759 sq. ft. x 8.13% x $1.40/sq. ft. x 11 mo.= $2,202.35 Total for 14/15: $12848.70 for 12 months FY 15/16 Designated Space: FTE 1.14% x 538 sq. ft. x $1.40/sq. ft. x 1 mo. = $858.65 FTE 1.14% x 538 sq. ft. x $1.45/sq. ft. x 11 mo. = $9782.45 Common Area: 1759 sq. ft. x 8.13% x $1.40/sq. ft. x 1 mo. =$200.21 1759 sq. ft. x 8.13% x $1.45/sq. ft. x 11 mo.= $2,280.96 Total for 15/16 $13122.27 for 12 months FY 16/17 Designated Space: FTE 1.11% x 538 sq. ft. x $1.45/sq. ft. x 1 mo. = $865.91 FTE 1.11% x 538 sq. ft. x $1.50/sq. ft. x 11 mo. = $9853.47 Common Area: 1759 sq. ft. x 8.13% x $1.45/sq. ft. x 1 mo. =$207.36 1759 sq. ft. x 8.13% x $1.50/sq. ft. x 11 mo.= $2359.61 Total for 16/17 $13286.35 for 12 months Included approx. 3.5% inflationary increase for year 2 and 3. Includes use of common space such as 3 conference rooms, reception, kitchen, etc.

Title:

Office Supplies

Description:

Includes office supplies (such as pens, paper, printer cartridges, etc.) at approximately $171 x 12 months for 14/15. $66.67 x 12 months for 15/16. $65 x 12 months for 16/17. Revision 12/2014 Rollover funds from FY 13/14 to 14/15. Increase by $559 for additional Color Printer Cartidges and pens for surveys and office use.

$ 2,052

Title:

Communications

Description:

Includes monthly costs related to the telephone system, Internet access and FAX service, estimated at $72 x 36 months.

$ 870

Title:

Postage

Description:

Includes expenses for postage costs for project mailings and general correspondence and materials at approximately $17 per month x 36 months.

$ 200

Title:

Printing

Description:

Includes expenses for outside vendor printing, restaurant

$ 2,000

campaign materials including: educational cards, table tents, and “no smoking” signs at outdoor eating areas: 14/15 approx. $166/mo. x 12 mo. 15/16: approx. $141.75/mo. x 12 mo. 16/17: approx $100.08/mo. x 12 mo. This also includes printing of restaurant window cling signage and CDC cessation resource cards for Youth Quit Kits.

Title:

Utilities

Description:

Includes expenses for electric, gas, and waste disposal at approximately $37.50 per month for 36 months.

$ 450

Title:

Janitorial

Description:

Includes janitorial services for 1.16 FTE project staff at approximately $57-58 per month x 36 months.

$ 687

Title:

Memberships

Description:

Revision 12/2014 Rollover funds from FY 13/14 to FY 14/15. APHA Membership Pre-paid for 3 years: $200 for FY 14/15; $200 for FY 15/16, $200 fo FY 16/17 total of $600. SOPHE Membership Pre-paid for 3 years: $140 FY 14/15, $140 FY 15/16, $140 FY 16/17 total of $420. These memberships directly benefit the local work plan by providing national collaboration with areas successful with work plan objectives, action updates concerning smoking and health, plus advocacy and policy activities outside of California to further work plan goals.

$ 1,020

Total Operating Expenses: $ 20,128

D. Equipment Expenses FY 14/15

The tobacco control program needs to purchase the following:

Revision 12/2014 Rollover funds from FY 13/14 to FY 14/15. All items include sales tax Utility Cart $33.31 Display Board $615.50 Printed Table Cover $280.15 iPad Air2 w/ Apple Care Warranty $730.78 x 2 =$1461.56 HP Laptop $958.05 Protective cases for iPads, Laptop, and projector $140 IPad Keyboards $$107.45 x 2= $214.90 Lightning Cable for VGA connections: $53.17 Projector $425.26 Foldable Table $75.24 Adobe Photoshop Elements 13 Software $91.36 each x 2

$ 4,440

license =$ 182.72 Total Equipment $4439.86 This equipment will be utilized by the Project Director, Community Health Assistant, and non-budgeted collaborative partners and coalition members to accomplish work plan objectives including but not limited to: data collection, educational activities, and to support social media activities.

Total Equipment Expenses: $ 4,440

E. Travel/Per Diem and Training FY 14/15

Title:

Project Travel/Training

Description:

Project related travel costs (mileage, vehicle fuel, maintenance) for local travel to meetings, community events, education sessions, data collection, etc. Estimate per year for Project Director and/or Tobacco program staff for approximate annual mileage of 714 miles x current IRS rate of $.56 per mile.

$ 400

Title:

CTCP Travel/Training

Description:

No travel is planned for this line item.

$ 0

Title:

Required CTCP Travel/Training

Description:

Year 1: Capitol Information & Education $180 for lodging, meals and parking 1 day for 1 staff member. Year 2: Project Directors' Meeting $1250 for 2 staff = $2500. Capitol Information and Education $75/day for meals & parking = $75.)Healthy Stores/Data Collection = $660 total (2 staff $400 for lodging for 2 staff, $200 for meals for 2 staff for 2 days, and $30/day x 2 days parking). Year 3: Project Directors' Meeting = $1250 for 1 staff. Capitol Information & Education =$150 ($75 for meals & parking 2 days for 1 staff). CX Needs Assessment for 1 staff $370 total ($100 x 2 nights lodging x 1 staff, $50 day/meal x 2 days x 1 staff, and $35/day x 2 parking). FY 14/15: $180 FY 15/16: $2500 + 75 + $660 = $3235 FY 16/17: $1250 + $150 + $370 = $1770

$ 180

Title:

Out-of-State Travel

Description:

No out of state travel is planned.

$ 0

Total Travel/Per Diem and Training: $ 580

F. Subcontracts and Consultants FY 14/15

Title:

Evaluation Consultant

Description:

Consultant will create/perform evaluation activities, analyze data, prepare evaluation reports, advise LLA, etc. $85 per hour x approx. 129-155 hours per year.

$ 13,000

Title:

Graphic Artist

Description:

Graphic artist to provide design services for media advertisements and campaign materials to support objectives 1 and 2. Estimated at $30 per hour for approximately 25 - 35 hours in year one and 15 hours per year in year two and three.

$ 1,050

Total Subcontracts and Consultants: $ 14,050

G. Other Costs FY 14/15

Title:

Educational Materials

Description:

Educational materials to support community education project activities e.g. Brochures, posters, etc. Cessation Quit Kits for adults to include items such as quit message pens, cessation booklets, bookmarks, information promoting California Smokers’ Helpline and printed educational materials. Quit Kits will be approx. 400 - 450 x $5 per kit = $2250. Cessation Quit Kits for youth will include educational materials, pens, and California Smokers’ Helpline information. 20 per year x $5 - 10 per kit = $200. TRL educational packets will include printed materials averaging a cost of $5 per kit, distributing 10 kits annually = $50. Fewer purchases will be made in 15/16 and 16/17. Revision 12/2014 Rollover funds from FY 13/14 to FY 14/15. iStock Credit Pack for Royalty-free photos to use for social media $325 for 36 credits (Approx 1-3 credits per photo) Customized No-Smoking Educational Signs $30 each x 10 signs plus tax and shipping $372.50

$ 3,198

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/implement voluntary “no smoking” outdoor policies, Coalition members who participate in intervention activities for objectives 1 and 2, youth who participate in attempted youth purchase surveys, youth engagement activities and restaurant activities, secondhand smoke

$ 2,254

awareness/educational activities and community presentations (e.g. gift certificates, t-shirts). Youth volunteers from FNL and TAT may be used to assist with activities. Behavior Modification for youth may include materials or lunch. 20-30 materials x $50 ea. = $1500 per year. Food and refreshments will be provided for coalition meetings and coalition trainings. Snacks for approx. 10 people for monthly coalition meetings. Lunch for 10-20 people @ $15 per person for coalition training. 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 and shall not include gift cards that can be used to purchase tobacco or alcohol products. Food costs may not exceed $50 per person, per year. The project is responsible for the possession, security (e.g. will keep under lock and key), and accountability of the gift cards. The project will prepare a log sheet that will track and identify each of the gift cards, value, gift card transfer date, and recipient. Revision 12/2014 Rollover funds from FY 13/14 to FY 14/15. Cigarette/Butt Receptacle for Smoke-Free outdoor dining objective. $147.28 each x 2 plus shipping. Total $324.

Title:

Paid Media

Description:

This line item is for the purchase of newspaper, social media ads, or other county publication ads/inserts (i.e. recognition of restaurant owners who adopt no smoking policies in outdoor eating areas, store owners that reduce tobacco prominence in stores, and ads to promote observance activities for objectives 1, 2, and 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 releases will also be completed to support activities. Print Ads and/or Social Media ads 14/15: 4 ads for smoke-free restaurants @ $300 ea, 2 ad to support youth engagement @ $300= $1800 total for 14/15. 15/16: 2 ads for smoke-free restaurants @ $300 ea, 1 ad to support youth engagement @ $300 and 5 internet ads at $100 per ad= $1400 total for 15/16. 16/17: 2 ads for smoke-free restaurant activities @ $350 ea. 1 ad to support youth engagement $300= $1000 total for 16/17.

$ 1,800

Title:

Booth Rental/Facilities Fees

Description:

No booth rental/fees are planned.

$ 0

Total Other Costs: $ 7,252

H. Indirect Expenses FY 14/15

At approximately 10% - 10% of Personnel and Fringe $ 10,055

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 for administration and government center facilities. The County's maximum ICR approved by CDPH is 25% of total Personnel costs. All indirect costs charged to the 14-17 plan will conform to the CDPH approved ICR plan for the County.