Title
a. Approve and Authorize the Registrar of Voters to execute Amendment No. 1 to Agreement 18G30127 with the Secretary of State's office to extend the term for one (1) additional year through June 30, 2022 and increase AB 1824, Chapter 38 matching grant funds in the amount of $750,896.30 for a total amount not to exceed $1,911,396.30 for the replacement of voting systems; and
b. Authorize the Registrar of Voters to accept grant funds in the amount of $1,911,396.30.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Registrar of Voters to execute Amendment No. 1 to Agreement 18G30127 with the Secretary of State's office to extend the term for one (1) additional year through June 30, 2022 and increase AB 1824, Chapter 38 matching grant funds in the amount of $750,896.30 for a total amount not to exceed $1,911,396.30 for the replacement of voting systems; and
b. Authorize the Registrar of Voters to accept grant funds in the amount of $1,911,396.30.
SUMMARY/DISCUSSION:
Agreement Number 18G30127, which permits the County to be reimbursed with matching funds in an amount up to $1,160,500 for the lease and purchase of voting systems software and hardware, was approved by the Board on February 26, 2019. The Secretary of State (SOS) received additional funds, which it is disbursing to Counties through amendments. The County will have authority to request retroactive reimbursement through an extended term of June 30, 2022 for up to a total amount of $1,911,396.30.
The County must use either its own funds, or federal funds through the Help America Vote Act for qualifying leases or purchases. The SOS will reimburse expenditures by matching 75% of county funds basis up to $1,911,396.30. Pursuant to Election Code §19400 and 19402, grant funds may be spent on various components that constitute voting systems, such as ballot on demand, electronic poll books, and voting and tabulating devices. Grant funds do not include maintenance and operations expenses.
Copies of the Agreement and Amendment are on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
The requested State Standard Agreement Amendment has been reviewed and approved by County Counsel as to form.
FINANCING:
There will be no cost to the County General Fund associated with the recommendation at this time. Lease costs associated with this Agreement are included in Elections FY 2019-20 Adopted Budget in the amount of $295,000. The department plans to incorporate grant related expenditures and offsetting reimbursement revenues into future budget cycles through FY 2021-2022. If the department submits additional unplanned claims that require an increase in appropriations and revenues, it will return before the Budget Committee and the Board.
The FY 2019-20 Recommended Budget included an allocation of unused FY 2018-19 Election Department general fund contribution of up to $550,000 for future equipment replacements. The funding set aside would be available to cover the County’s match requirement of 25%. The original Agreement would have allowed expenditures of up to $2,321,000 over seven years with a reimbursement of $1,160,500, while the amendment provides additional funds and requires only a 25% match, allowing for expenditures of up to $2,548,528.40 with a reimbursement of $1,911,396.30.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Plan and develop a voting system infrastructure that promotes the ease and security of the vote.
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
__Public Safety
Prepared by: Approved by:
_________________________________ _________________________________
Izabela Lesik x 1491 Claudio Valenzuela x 1499
Management Analyst Registrar of Voters
Attachments:
Board Report
CA Agreement 18G30127 Amendment No. 01
CA Agreement 18G30127