To: Board of Supervisors
From: Clerk/Recorder
Agenda Section: Consent
SUBJECT:
title
Adopt Resolution Authorizing the County to Receive Grant Funding under the Voting System Replacement Contract 2018, Agreement No. 18G30112; Supplemental Budget (4/5 Vote Required); and Authorize Clerk/Recorder/Registrar of Voters to Execute Necessary Documents
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Adopt the attached resolution authorizing the county to receive grant funding in the sum of $542,000 through reimbursement provided by the State of California under the Voting System Replacement Contract 2018 Program;
2. Adopt the attached supplemental budget for fiscal year 2018-19 in the amount of $542,000 (4/5 vote required);
3. Direct the Clerk of the Board to return a certified copy of the attached resolution to the Office of Elections for further processing and submission to the Secretary of State; and
4. Authorize the Clerk/Recorder/Registrar of Voters to execute the necessary documents and the attached contract to carry out the purpose of the Board’s order.
Body
SOURCE OF FUNDING:
State of California administered by the Secretary of State Office to reimburse county funds used for voting system replacement.
DISCUSSION:
The purpose of the Voting System Replacement Contract 2018 Program is to provide the counties within the state of California, as appropriated by Assembly Bill 1824 (Voting System Replacement Contracts), pursuant to California Elections Code, Sections 19400 and 19402, administered by the Secretary of State, with state funds to reimburse counties for voting system replacement activities subject to provisions contained in Agreement No. 18G30112 and all requirements of state and federal law, regulations, and procedures.
Counties may seek reimbursement for payments made pursuant to a purchase agreement, lease agreement, or other contract made after April 29, 2015. Reimbursement funds for voting systems that are not certified by the Secretary of State and within compliance of California System Standards by July 1, 2023, must be returned to the state. Funding may be used to help the Office of Elections to acquire necessary voting systems to replace antiquated equipment, increase efficiency of ballot processing, and provide voters with remote accessible vote by mail systems and conveniently located ballot drop boxes.
Counties may seek reimbursement for match funding on voting systems replacement activities. Matching funds are on a dollar-for-dollar basis, up to the maximum contract amount. Matching funds may include county funds as well as federal funds, such as Help America Vote Act (HAVA). State funds, such as Voting Modernization Bond Act of 2002 (VMB) cannot be used for match funding.
FINANCIAL IMPACT:
Grant funding in the sum of $542,000 provided through the Voting System Replacement Contract 2018 Program provides the Office of Elections with funding necessary to acquire voting systems to replace antiquated equipment, increase efficiency of ballot processing, and provide voters with remote accessible vote by mail systems and conveniently located ballot drop boxes. Existing equipment will need to be replaced in the next few years. The Registrar of Voters is currently exploring vendor options available to ensure selected voting equipment will meet the needs of Humboldt County. Without contracting with a specific voting equipment vendor, the exact cost of replacing voting equipment is unknown at this time; however, costs are estimated to be $1.5 million. The Board of Supervisors has allocated $356,075 of General Fund dollars to be used as matching funds. The Elections Office intends to seek, with the support of the County Administrative Office, approval for future General Fund dollars that have been allocated to Elections but remain unused, to be earmarked for the purchase of elections equipment.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing community-appropriate levels of service.
OTHER AGENCY INVOLVEMENT:
California Secretary of State
Humboldt County Auditor
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board could choose not to approve this grant. This alternative is not recommended as it would negatively impact the General Fund.
ATTACHMENTS:
Resolution
Supplemental Budget
Agreement No. 18G30112
Contractor Certification
General Terms and Conditions
PREVIOUS ACTION/REFERRAL:
Board Order No.: N/A
Meeting of: N/A
File No.: N/A