To: Board of Supervisors
From: Clerk/Recorder
Agenda Section: Consent
SUBJECT:
title
title
Adopt a Resolution Authorizing the County to Receive Grant Funding under the Voting System Replacement Contract 2018, Agreement No. 18G30112, Amendment 1 and Supplemental Budget (4/5 Vote Required)
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RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Adopt the attached resolution authorizing the county to receive grant funding in the sum of $883,342.20 through reimbursement provided by the State of California under the Voting System Replacement Contract 2018 Program;
2. Approve the attached supplemental budget for fiscal year 2019-20 in the amount of $883,342.00 (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 resolution.
Body
SOURCE OF FUNDING:
State of California administered by the Secretary of State Office
General Fund
DISCUSSION:
On February 19, 2019, the Registrar of Voters came before your board requesting adoption of Resolution No. 19-14 to receive grant funding in the sum of $542,000 through a reimbursement provided by the State of California under the Voting System Replacement Contract 2018 Program. The purpose of the Voting System Replacement Contract 2018 Program is to provide counties within the state of California 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, 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. Under Agreement No. 18G30112 Humboldt County was eligible to seek reimbursement for match funding on voting systems replacement activities on a dollar-for-dollar basis, up to the maximum contract amount of $542,000.
On September 25, 2019 the State of California issued an amended contract, Agreement No. 18G30112, Amendment 1, to Humboldt County for an aggregate sum of $883,342.20. The amended contract retroactively increases the allotted contract amount by fiscal year, as follows:
|
Total Budget |
|
FY 2018/19 - Existing Contract Amount (for replacement/upgrade to county voting systems) Approved by Board Resolution 19-14 |
$542,000.00 |
|
FY 2019/20 - Additional Funding (for replacement/upgrade to county voting systems) |
$271,000.00 |
|
FY 2019/20 - Additional Funding (specifically for election management systems (EMS) replacement) |
$70,342.20 |
|
New Contract Amount: |
$883,342.20 |
Additionally, the amended contract changes the state to county funding match from one dollar-for-one dollar to three dollars-for-one dollar, which means that for all permissible expenses, the state will reimburse 75% of total expense costs up to the full amount of the amended contract.
FINANCIAL IMPACT:
Approving grant funding in the sum of $883,342.20 provided through the Voting System Replacement Contract 2018 Program has a positive impact on the General Fund by providing the Office of Elections, fund 1100, Budget Unit 140, with three-to-one match funding to acquire necessary voting systems to replace antiquated equipment, increase efficiency of ballot processing, provide voters with remote accessible vote by mail systems and conveniently located ballot drop boxes, and secure necessary enhancements to the county’s existing EMS. The county match for these costs will now be $218,563.22.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing community-appropriate levels of service, and by fostering transparent, accessible, welcoming and user friendly services.
OTHER AGENCY INVOLVEMENT:
California Secretary of State
Auditor-Controller’s Office
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 and create an undue financial burden on the county.
ATTACHMENTS:
Resolution
Supplemental Budget
Original Agreement No. 18G30112
Agreement No. 18G30112, Amendment 1
Contractor Certification
General Terms and Conditions
PREVIOUS ACTION/REFERRAL:
Board Order No.: C-12
Meeting of: February 19, 2019
File No.: 19-146