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%

Total Expenses

$ 10,055

$ 157,041

A. Personnel Costs
Title:
Project Director

FY 14/15
$ 46,851

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.
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

$ 724

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.
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 smokefree 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

$ 2,521

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.
Title:
Public Health Manager

$ 12,193

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.

Total Personnel Costs:

B. Fringe Benefits
At approximately 27% - 29% of Total Personnel Costs,
Fringe Benefits includes the following:

$ 78,227

FY 14/15
$ 22,309

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.

C. Operating Expenses
Title:
CTCP Communications Network (PARTNERS)

FY 14/15
$0

Description:
Dues will be provided in-kind.
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

$ 2,052

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.
Title:
Communications

$ 870

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

$ 200

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

$ 450

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

$ 687

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

$ 1,020

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.

Total Operating Expenses:

D. Equipment Expenses
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

$ 20,128

FY 14/15
$ 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:

E. Travel/Per Diem and Training

Title:
Project Travel/Training

$ 4,440

FY 14/15
$ 400

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.
Title:
CTCP Travel/Training

$0

Description:
No travel is planned for this line item.
Title:
Required CTCP Travel/Training

$ 180

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
Title:
Out-of-State Travel

$0

Description:
No out of state travel is planned.

Total Travel/Per Diem and Training:

$ 580

F. Subcontracts and Consultants

Title:
Evaluation Consultant

FY 14/15
$ 13,000

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.
Title:
Graphic Artist

$ 1,050

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.

Total Subcontracts and Consultants:

$ 14,050

G. Other Costs

FY 14/15

Title:
Educational Materials

$ 3,198

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
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

$ 1,800

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.
Title:
Booth Rental/Facilities Fees

$0

Description:
No booth rental/fees are planned.

Total Other Costs:

H. Indirect Expenses
At approximately 10% - 10% of Personnel and Fringe

$ 7,252

FY 14/15
$ 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.