COCHISE COUNTY HEALTH DEPT. OFFICE OF VITAL RECORDS Fees Analysis and Proposal Jennifer Steiger, Deputy Registrar August 23, 2011

ARS A, Vital Records Fees “A local registrar may establish the local registrar’s own fees…” for: Document Searches Copies of Registered Certificates (Births, Deaths) Amendments and Corrections of Certificates

State VR Office was Mandated to Become Financially Self-Sufficient on July 1, 2011 How? 1. Increase the fees the OVR charges patrons at its Phoenix office; 2. Increase majority of the surcharges levied against the counties from $1/Certified Copy to $5.

Note: While this discussion focuses on birth and death certificate fees, the fee change proposals include a number of other services. Birth/Death Certs = 97% of Transactions and Revenue. Paternities & Corrections = 3%

What this Means to Cochise County Unless the counties follow suit and raise VR fees we will be facing a net revenue loss of $4 per certificate/ transaction. Presently: Net Revenue to GF of VR activities = ~$37,000/Yr. Total Birth Certs/Year= ~5,000 Total Death Certs/Year= ~6,000 Est. Transactions 11,000

What this Means to Cochise County: Breakeven Analysis  Every $1 increase charged by the state will cost Cochise approx. $11,000 in revenue. Breakeven: If Net Revenue to GF of VR activities = ~$37K/Yr. Then Cochise could afford to absorb the first $3 of the $4 increase without running VR at a loss. Impact: Loss of ~$37,000 Net Revenue to General Fund

Options No Change to County Fees County absorbs the $4 increase, begins paying State $5 per certificate on 7/1/11. Fiscal Impact: Net Revenue to GF of VR activities = ($6,600)/Yr. Total impact on GF revenues = Loss of Present Net Revenue- $37,000 New Losses- $ 6,600 - $43,600

Pros and Cons No Change to County Fees Pros: 1. Minimizes cost to Clients. 2. No CCHD costs (time, money) for transition to new fee structure (est.= $5K) Cons: 1. Negative impact on General Fund of approx. $43.6K (loss of $37K net income + $6.6K increased net loss) 2. Is inconsistent with ADHS fee structure 3. Each transaction = Loss of $4 to GF

Options Increase Fees by $5 -County passes along the $4 surcharge increase to clients, adds additional $1 fee increase. -Cost per certificate increases from $10 to $15. Fiscal Impact: Net Revenue to GF of VR activities = ~$37K to ~$48K/Yr Total impact on GF revenues = 0 to slight increase (est. +11k)  Maintains net revenue to GF

Pros and Cons Increase Fees by $5 From $10 to $15 Pros: 1. Maintains est. annual revenue flow to the GF; holds county GF “harmless” 2. Still cheaper than new ADHS fees (could cause moderate increased revenue from clients “shopping”) Cons: 1. Increases costs to clients by $5 per transaction 2. Health Dept costs of transition to new fee structure 3. Potential to create confusion among Arizona residents in certificates fees.

Letter to all counties from Will Humble, Director of ADHS “It is our hope that all certificates and vital records services in Arizona would charge the same price. However, counties in Arizona have statutory authority to set these fees for their county.” (4/27/11)

Review of VR Fee Proposal Options Certified Fees Charged by CountyCurrent FeesFee Increase Birth Certificate$10.00 $15.00 Establishing Paternity$23.00 $28.00 BC Correction/Amendment$23.00 $28.00 Death Certificate$10.00 $15.00 DC Correction/Amendment$23.00 $28.00 Fetal Death Certificate$10.00 $15.00 Certificate of Birth Resulting in Stillbirth$10.00$15.00 Other Associated Fees: (Fees included in the fee change, rarely requested at the County level. Delayed Birth Application$10.00 $15.00 Foreign Born Application$10.00 $15.00 Putative Father Registry$5.00 Presumptive Death$10.00 $15.00 Non Certified Copies: Birth Non-Certified$3.00 Death Non-Certified$3.00 Record Search$5.00

Recommendations Adopt Fee Increase: Increase Fees by $5--from $10 to $15.  Minimizes financial impact on clients while maintaining crucial net income to County GF.