Title
Elections Department recommending the Board:
1) Approve and authorize the Registrar of Voters to sign the Voting System Replacement Grant Agreement 25G30106 with the State of California, with a term of July 1, 2025, or upon approval by the California State Department of General Services, whichever is later, through August 31, 2026; in the amount of $143,724.10; and
2) Authorize the Registrar of Voters, or Assistant Registrar of Voters, contingent upon approval by County Counsel to sign amendments to Voting System Replacement Agreement Number 25G30106 that would extend the grant funding period without increasing Net County Cost.
FUNDING: 75% State Funding and 25% County Match.
Body
DISCUSSION / BACKGROUND
The purpose of this grant is to provide counties within the state of California, as appropriated by the State and pursuant to California Elections Code sections 19400 and 19402 administered by the Secretary of State, with state funds to reimburse counties for voting system replacement activities subject to the provisions of the Agreement and all requirements of state and federal law, regulations and procedures. The County has previously received grants for these purposes, as described below in the Prior Board Action section. This grant will provide the Elections Department with $143,724.10 in funds for the upgrade of the equipment used in the execution of County elections.
ALTERNATIVES
The Board could not approve the grant, and the Election Department would lose $143,724.10 in unused grant funds and, no longer get reimbursed for the upgrade of equipment used in the execution of County elections.
PRIOR BOARD ACTION
On March 5, 2019, the Board approved the Voting System Replacement Agreement 18G30109 for the replacement of the County’s voting system and other equipment needed to transition to vote centers and ensure the Elections Department can conduct elections efficiently and securely going forward (Legistar file 19-0250). The agreement required a County match based on the State’s requirement that reimbursement be made on a dollar-per-dollar basis.
On October 7, 2019, the Elections Department received notification from the State that the original contract had been amended to increase the available matching funds to $1,245,210.90 and to change the match from dollar per dollar (1:1) to three dollars reimbursement for every dollar (3:1) spent by the County. In addition, it allowed for retroactive reimbursement from April 29, 2015, through June 30, 2022. This amendment saved the County general fund money on qualified procurements. The Board approved Amendment 1 on November 19, 2019 (Legistar file 19-1525). This amendment reduced the County’s match requirement from $757,000 to $311,303 while increasing the State’s contribution to $1,245,210.90, resulting in a savings to the County of $445,697.
On March 27, 2022, the Elections Department received notification that the State would extend the agreement term to December 31, 2024, for any unused remaining funds. The Board approved Amendment 2 on May 10, 2022 (Legistar file 22-0626).
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The 25% County Match was allocated in the Fiscal Year 2025-26 Elections Department Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Provide the Elections Department with one certified minute order of the Board's action.
STRATEGIC PLAN COMPONENT
Strategic Innovation
CONTACT
Linda Webster, Registrar of Voters