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Adopt a resolution authorizing the submission of an amended application for State funds for $2,326,675, an increase of $917,175, to replace the existing voting system; and Authorize the County Administrator or designee to conduct all negotiations, execute and submit all documents including, but not limited to applications which may be necessary for the completion of the agreement
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Registrar of Voters (ROV) recommends the Board of Supervisors to:
1. Adopt a resolution (Attachment A) authorizing the submission of an amended application for State funds for $2,326,675, an increase of $917,175 to replace the existing voting system; and
2. Authorize the County Administrator or designee to conduct all negotiations, execute and submit all documents including, but not limited to application which may be necessary for the completion of the agreement (Attachment B).
SUMMARY:
In February of 2019, ROV was notified by the State that the county vote tabulation equipment had been decertified and not allowed for use in the upcoming 2020 elections. ROV proceeded with Board approval to replace its’ equipment and prepare for reimbursement from grant 18G30148 provided by the Secretary of State in the amount of $1,409,500.
ROV has now received an amendment to contract 18G30148 from the Secretary of State, increasing the overall funding by $917,175 which brings the total grant contract amount to $2,326,675. Additionally, the county match contribution was changed from a 1:1 match to a 3:1 match, reducing the burden on the county’s General Fund.
FINANCIAL IMPACT:
The State has established procedures to require the County to certify by resolution (Attachment A) the approval of its application and amendment to the contract before submission of the application. The department is requesting authorization to execute a grant application amendment (Attachment B) with the Secretary of State for $2,326,675 which would require 3:1 matching funds from either county general funds, or federal grant funds. The contract to execute the state grant expires on June 30, 2022. The department has an outstanding federal grant of $605,017 which does not expire and can be drawn as soon as the need arises.
The grant funds can be used to upgrade voting equipment technology, costs for implementation, and election management system upgrades. The overall initial project costs are estimated to be $2,668,361. The estimated county match after applying federal grant funds is $ 318,000.
The matching funds required are included in the FY2019/20 recommended budget. The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2019/20 Adopted Budget.
ALTERNATIVES:
The Board could choose to not approve the amended agreement with the Secretary of State’s Office. This would result in a potential loss of $2,326,275 in State revenues that offset County costs. This is not recommended as the replacement costs for a new voting system and FY2019/20 budget item would increase to cover the entire purchase costs.
The Board could elect to not delegate signing authority to staff. This action is not recommended since delegated authority will enable efficient application and execution of the agreement.
OTHER AGENCY INVOLVEMENT:
None.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION