Title
a. Approve and Authorize the Registrar of Voters to execute Agreement Number 20G26127 with the Secretary of State's office to receive grant funds in the amount of $732,737 to prevent, prepare for and respond to coronavirus for the 2020 federal election cycle, and;
b. Authorize the Registrar of Voters to accept grant funds in the amount of $732,737.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Registrar of Voters to execute Agreement Number 20G26127 with the Secretary of State's office to receive grant funds in the amount of $732,737 to prevent, prepare for and respond to coronavirus for the 2020 federal election cycle, and;
b. Authorize the Registrar of Voters to accept grant funds in the amount of $732,737.
SUMMARY/DISCUSSION:
The SOS has received a federal grant under HAVA Section 101 for additional costs incurred due to the national emergency related to coronavirus. The County will have authority to request reimbursement of the full allocation, $732,737, in this contract beginning upon execution of the Agreement through December 31, 2020.
Grant funds will be used to reimburse the county for up to $732,737. The amount of $619,335 can be used for increased costs related to all aspects of voting by mail, equipment needs for processing increased vote-by-mail ballots and meeting in-person voting requirements, permanent and temporary staffing, additional security, specialized training of staff and election workers, cleaning and disinfection, personal protective equipment and polling locations and election facilities. The remaining $113,402 can be used for outreach and communication costs for a variety of media including, but not limited to direct mail, pay-for advertising and social media.
OTHER AGENCY INVOLVEMENT:
The requested State Standard Agreement has been reviewed and approved by County Counsel as to form.
FINANCING:
Invoices shall be paid by Elections. Once payment is issued, Elections shall submit a claim for reimbursement to the SOS. It is anticipated the SOS will reimburse within approximately 45 days of receipt of complete claim documentation.
Elections is not requesting increased estimated appropriations at this time. There will be no additional cost to the County General Fund associated with this recommendation.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
☒ Administration:
Promote an organization that practices efficient and effective resource management and
is recognized for responsiveness, strong customer orientation, accountability and
transparency.
Prepared by: Gina Martinez, Assistant Registrar of Voters, x1488
Approved by:
____________________________________
Claudio Valenzuela x 1499
Registrar of Voters
Attachments:
Exhibit A - CA Agreement 20G26127