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Receive a presentation from the registrar of Voters’ Office on preparations for the 2020 General Election; Approve the consolidation for cities and special districts in the November 3, 2020 General Election; Adopt a resolution authorizing the submission of an application for State Funds for $897,948; Authorize the CIO/Registrar of Voters 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; and Approve an Appropriation Transfer Request to increase revenue and expenditures in the Registrar of Voters FY2020/21 budget in the amount of $897,948 (4/5 vote required)
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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:
1. Receive a presentation from the registrar of Voters’ Office on preparations for the 2020 General Election;
2. Approve the consolidation for cities and special districts in the November 3, 2020 General Election;
3. Adopt a resolution authorizing the submission of an application for State Funds for $897,948 (Attachment A);
4. Authorize the CIO/Registrar of Voters 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 (Attachment B); and
5. Approve an Appropriation Transfer Request to increase revenue and expenditures in the Registrar of Voters FY2020/21 budget in the amount of $897,948 (4/5th vote required)
SUMMARY:
The Registrar of Voters (ROV) presented a plan to the Board of Supervisors in May of 2020 which provides the maximum amount of voting opportunities for the upcoming Presidential Election. The ROV will now provide an update on the plan and progress being made towards the November 3, 2020 election.
The cities and districts request approval for the ROV to conduct their elections and request that the elections be consolidated in the November 3, 2020 General Election. Resolutions are attached herewith as Attachment D.
The ROV has received a memorandum from the California Secretary of State on July 27 that Solano County will be awarded a grant of $897,948 for election preparation expenses including COVID-19 supplies and voter outreach (Attachment C).
FINANCIAL IMPACT:
The ROV FY2020/21 Preliminary Budget includes $2,174,825 in appropriations to conduct the General Election. ROV anticipates receiving $971,983 for election services to the cities and districts. On August 12, 2020 the Board also approved ROV to receive CARES funding in the amount of $120,000 for Vote-by-Mail ballots. The remaining balance will be a General Fund cost.
Additionally, since the ROV did not have knowledge of the $897,948 state grant being awarded for election related COVID expenses, this was not included in the FY2020/21 Preliminary Budget. The ROV is requesting the approval of an Appropriation Transfer Voucher to increase expenses and revenue in the amount $897,948 to allow for COVID purchases related to the November 3, 2020 General Election that would be reimbursed by this grant.
The costs associated with preparing the agenda item are nominal and absorbed by the Department’s FY2020/21 Preliminary Budget.
DISCUSSION:
The ROV has been moving forward with preparations for the November 3, 2020 election based on direction received in May of 2020. The ROV will provide 14 locations for ballots to be returned for 30 days including election day, an additional 8 locations for curbside drop-off starting October 29, and 100 election day polling places. The ROV will mail all voters a ballot towards the end of September which outlines the options voters will have for voting by no-contact, limited contact, or traditional in-person voting.
For details related to the upcoming November 3, 2020, General Election, the offices to be filled and the cities and districts that have requested that measures, per their respective Board’s adopted resolution, be submitted to the voters and consolidate with the November 3, 2020 General Election please see Attachment E.
The consolidation of the election includes 29 districts, 12 statewide proposition, 11 local measures; which will result in 180 unique ballot types and a 2-card ballot. “A” Card will contain candidate contests and “B” Card will contain State and local measures.
The ROV has been notified through a memorandum from the California Secretary of State on July 27 that Solano County will be awarded a grant of $897,948 for election preparation expenses including COVID-19 supplies and voter outreach (Attachment C). Grant funding for this level of COVID-19 expenses was not included in the ROV FY2020/21 preliminary budget. Authorization for the CIO/Registrar of Voters 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 so that election related COVID expenses can be purchased and revenue can be received in a timely and efficient manner is requested.
ALTERNATIVES:
The Board of Supervisors could deny the request to consolidate the districts in the election, however Elections Code §10418 provides for consolidation of local elections with a statewide election. The Registrar of Voters will be holding a General Election on November 3, 2020 and the cities and districts request the Registrar of Voters to manage their elections as in previous years.
The Board of Supervisors could also deny the request to receive the COVID grant funding from the Secretary of State’s Office. This would result in a potential loss of $897,948 in State revenues that would offset County Costs. This is not recommended as the ROV anticipates providing a supply of protective equipment for pollworkers and voters to minimize the risk of COVID-19 during the in-person voting.
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:
ROV has coordinated with all entities submitting requests for consolidation with the November 3, 2020 General Election and reviewed resolutions and related paperwork from each of the cities and districts mentioned herein.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION