DATE: January 23, 2024
TO: Board of Supervisors
SUBMITTED BY: James A. Kus, County Clerk/Registrar of Voters
SUBJECT: State Agreement for Help America Vote Act Section 101 Grant Funding
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute Agreement No. 23G26110 with the State of California for federal Help America Vote Act Section 101 reimbursement funds for the improvement of the administration of elections by the California Department of General Services, effective upon execution through June 30, 2025 ($60,608).
REPORT
Approval of the recommended action will provide Help America Vote Act (HAVA) Section 101 federal reimbursement funds ($60,608) to defray the costs of training and surveying related to polling place accessibility, reimbursement of equipment to improve accessibility to polling places, and for the acquisition or deployment of a remote accessible vote by mail system. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may elect to decline the funding. If the recommended action is not approved, the Department will not be awarded a total of up to $60,608 in grant funds to improve the administration of elections.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. There is no matching funds requirement for HAVA Section 101. The specific activities and equipment eligible for reimbursement have been approved by the State and are itemized in the Agreement, not to exceed the $60,608 award. Sufficient revenues and appropriations exist within the 2023-24 Org 2850 Adopted Budget for the regional polling place accessibility training session in April 2024, which will be hosted by Fresno County.
DISCUSSION:
On November 7, 2023, the California Secretary of State notified the counties of HAVA Section 101 funding that would be made available to counties to survey polling places, attend Secretary of State sponsored polling place surveyor training, purchase equipment and activities to improve physical accessibility, and reimbursement for costs associated with the acquisition or deployment of a remote accessible vote by mail system. A condition for participation in this funding opportunity was that the County must have at least one County employee attend one of several regional training sessions sponsored by the Secretary of State.
On November 21, 2023, the County received a HAVA Section 101 funding award notification from the Secretary of State, which included a revenue agreement, Agreement No. 23G26110, in the amount of $60,608. On December 19, 2023, the Secretary of State released a revised agreement to Fresno County that corrected and clarified contract terms. The Agreement allows for reimbursement of expenses incurred after July 1, 2023. The term of the Agreement will be effective upon execution by the California Department of General Services through June 30, 2025. The deadline for submitting any claims under this Agreement is June 30, 2025.
The Agreement contains clauses providing that the State may terminate the Agreement without cause upon 30-day written notice.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with State of California
CAO ANALYST:
Ahla Yang