DATE: January 23, 2018
TO: Board of Supervisors
SUBMITTED BY: Brandi L. Orth, County Clerk/Registrar of Voters
SUBJECT: State Agreement for Help America Vote Act Section 251 Grant Funding
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute Agreement #17G26110 with the State of California for federal Help America Vote Act Section 251(b)(2)(A) reimbursement funds for Accessibility Survey Training, Improving Polling Place Accessibility, and costs associated with the acquisition or deployment of Remote Accessible vote by mail system effective upon execution by the California Department of General Services through June 30, 2019 ($20,000).
2. Adopt Resolution increasing the FY 2017-18 appropriations and estimated revenues for the County Clerk - Elections Org 28500500 in the amount of $20,000 (4/5 vote).
REPORT
Approval of the recommended actions will provide Help America Vote Act (HAVA) Section 251 federal reimbursement funds primarily to defray the costs for staff to attend regional polling place accessibility training sessions and to survey polling places. The funds may also be used as reimbursement of equipment to improve accessibility to polling places, and for the acquisition or deployment of remote accessible vote by mail system.
ALTERNATIVE ACTION(S):
There is no viable alternative to the recommended actions. If the recommended actions are not approved, the Department will not be awarded a total of $20,000 in grant funds to improve polling place accessibility.
FISCAL IMPACT:
There is no increase in net County cost associated with the recommended actions. There is no matching funds requirement for HAVA Section 251. The specific activities and equipment associated with the Accessibility Training and Improving Polling Place Accessibility funding have been approved by the State for purchase with the grant proceeds, not to exceed the $20,000 award. The budget resolution increases the appropriations and estimated revenues in the County Clerk - Elections FY 2017-18 Organization 28500500 in the amount of $20,000. Due to the training schedule and preparations for the June 2018 election cycle, it is anticipated that the full amount of the award will be expended in the current year.
DISCUSSION:
On October 3, 2017, the California Secretary of State notified the counties of HAVA Section 251 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 education and information materials. A condition for participation in this funding opportunity was that the County must have at least one County employee or agent attend one of several regional training sessions sponsored by the Secretary of State.
On October 31, 2017, the County Clerk submitted training requests for six individuals to participate in polling place surveyor trainings offered in January and February 2018. On November 16, 2017, the County received a HAVA Section 251 funding award notification from the Secretary of State, which included a revenue agreement, Agreement No. 17G26110, in the amount of $20,000. The Agreement allows for reimbursement of expenses incurred after December 1, 2017. The term of the Agreement will be effective upon execution by the California Department of General Services through June 30, 2019. Approval of the recommended Agreement will provide the reimbursement funding to allow the County Clerk - Elections department to train a sufficient number of staff to conduct polling place accessibility surveys in accordance with the most current California accessibility guidelines.
Approval of the second recommended action will increase the County Clerk - Elections 28500500 FY 2017-18 revenues and appropriations to allow the Department to expend the funds as outlined in the Agreement for the improvement of the administration of elections.
The Agreement includes certifications of compliance with the following: (1) Americans with Disabilities Act (ADA) of 1990; (2) nondiscrimination program requirements; (3) Drug-Free Workplace Act of 1990; (4) the minimum, if not exact, percentage of recycling requirements of the Public Contract Code; (5) State and Federal antitrust laws; and (6) all applicable state and federal laws relating to child and family support enforcement, including earnings assignment orders of all employees and the provision of names of all new employees to the New Hire Registry maintained by the California Employment Development Department.
The Agreement contains clauses providing the following: (1) the County shall indemnify, defend and save harmless the State from any and all claims and losses for damage/injuries in connection with the performance of this Agreement, and, (2) 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
On file with Clerk - Budget Resolution
CAO ANALYST:
Ronald Alexander