Title
Adopt Resolution to:
Authorize and direct the Auditor-Controller to amend the FY2020-21 Election’s Adopted Budget by increasing appropriations and estimated revenue by $800,000 (001-1410-8064-ELE001), financed by revenue from two separate grants authorized by Board Order October 13, 2020 and September 15, 2020, respectively. (4/5th vote required).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Adopt Resolution to:
Authorize and direct the Auditor-Controller to amend the FY2020-21 Election’s Adopted Budget by increasing appropriations and estimated revenue by $800,000 (001-1410-8064-ELE001), financed by revenue from two separate grants authorized by Board Order October 13, 2020 and September 15, 2020, respectively. (4/5th vote required).
SUMMARY/DISCUSSION:
The Elections Department was authorized by the Board of Supervisors to apply for, enter into agreements with, and receive grant funding from two grants this fiscal year. The first was approved by the Board of Supervisors on September 15, 2020 (BR 20-363), for a federal grant under HAVA section 101, to be used for increased expenses related to the coronavirus. The second was approved by the Board of Supervisors on October 13, 2020 (BR 20-819), for the Center for Tech and Civic Life private grant to be used for planning and operationalizing safe and secure elections.
At the time of the grant execution, the Elections Department was not able to provide an estimate of increased appropriations necessary as a result of conducting a Presidential Election during a pandemic. At this time, the additional costs associated with the pandemic have become clear and the federal grant claim has been submitted. These increased costs include but are not limited to processing increased vote-by-mail ballots and meeting in-person voting requirements, temporary staffing, additional security, specialized training of staff and election workers, cleaning and disinfection, personal protective equipment and polling locations and election facilities, and outreach and communication costs.
The Elections Department adopted budget is $7.4M and the estimated year end budget with the additional expenses is expected to be $8.2M. The most significant increases related to the pandemic were associated with facilities, staffing, and equipment.
OTHER AGENCY INVOLVEMENT:
The County Administrative Office has reviewed this request. The Budget Committee supported bringing this item to the Board of Supervisors at its March 31, 2021 meeting.
FINANCING:
There are no additional impacts to the General Fund arising from the proposed action. Funding for this approval and associated increases in appropriations will be offset by grant revenue. The recommended action will increase the FY 2020-21 adopted budget appropriations and revenue in Fund 001, Appropriation Unit ELE001 by $800,000. The County has already received offsetting revenue for supplies and services provided in the amount of $881,628 this fiscal year. Remaining district reimbursements for the November 2020 Presidential Election are expected to post by the end of the fiscal year.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This item is in line with the Board’s vision for providing efficient service and cost neutral administration.
Check the related 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: Angela Gray, Management Analyst, x1491
Approved by: Claudio Valenzuela, Registrar of Voters, x1499
Attachments:
Exhibit A Draft Resolution