DATE: April 9, 2019
TO: Board of Supervisors
SUBMITTED BY: Brandi L. Orth, County Clerk/Registrar of Voters
SUBJECT: State Agreement for Voting System Replacement Grant Funding
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute Agreement #18G30110 with the State of California for reimbursement funds for replacement of voting system and related equipment effective upon execution by the California Department of General Services through June 30, 2021 ($2,886,500); and
2. Adopt Budget Resolution increasing the FY 2018-19 appropriations and estimated revenues for the County Clerk - Elections Org 28500500 in the amount of $2,886,500 (4/5 vote).
REPORT
Approval of the recommended actions will provide state reimbursement funds to defray the costs of a new voting system and related equipment. This item is countywide.
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 $2,886,500 in State funds for voting system replacement activities.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions because HAVA grant funds (federal program) will be used for the County’s required matching of this State Grant funds. The county is required to match funds for eligible expenditures on a dollar-for-dollar reimbursement basis. Approval of the second recommended action will increase the appropriations and estimated revenues in the Department’s FY 2018-19 Org 28500500 Adopted Budget in the amount of $2,886,500. Any unexpended funds at current fiscal year end will be re-budgeted in the Department’s FY 2019-20 budget request.
DISCUSSION:
On August 29, 2018, the California Secretary of State notified the counties of state funding that would be made available to assist with replacement of voting systems and related equipment. The funding for each county was approved and set through the fiscal year 2018-19 state budget process. The amount allocated is fixed and was based on a variety of factors, including county size, number of precincts, and voting equipment needs. Reimbursement on a dollar-for-dollar basis will be allowed for qualifying payments made after April 29, 2015 through June 30, 2021.
On January 10, 2019 the State issued contract #18G30110 to Fresno County for the maximum amount of $2,886,500. Approval of the first recommended action will allow the Department access to reimbursement funds on a dollar-for-dollar basis for replacement of a voting system and related equipment. The Department is in the end stages of a Request for Proposal process for a new voting system, which will be eligible for reimbursement pursuant to the guidelines laid out in the contract.
Approval of the second recommended action will increase the Department’s FY 2018-19 Org 28500500 revenues and appropriations to allow the Department to expend the funds as outlined in the Agreement for replacement of a voting system and related equipment.
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 #18G30110 with the State of California
On file with Clerk - Budget Resolution
CAO ANALYST:
Yussel Zalapa