Title
Registrar of Voters recommending the Board consider the following:
1) Approve and authorize the Registrar of Voters to sign the "Voting System Replacement Agreement" No. 18G30109 with the State of California, thereby authorizing the County to receive dollar-for-dollar reimbursement for the purchase of a new voting system, up to a maximum of $757,000.
2) Approve and authorize the Registrar of Voters to appropriate up to $1,514,000 during the 2019-20 budget process for purchase a new voting system, utilizing a dollar for dollar match of County General Fund up to $757,000.
FUNDING: State of California with a match from the County General Fund/other funding sources.
Body
DISCUSSION / BACKGROUND
The State of California has made $757,000 available through a dollar-for-dollar match agreement with El Dorado County for the replacement of the voting system and implementation of Vote Centers, if elected. The county may seek reimbursement for every dollar it spends on the replacement of its voting system, other components outlined below, and Vote Center implementations up to $757,000.
The funding is available to replace the Elections department aged voting system purchased in 2005. The current voting system relies on technology that is at least 10 years old.
The new voting system must be certified or conditionally approved pursuant to the California Voting Systems Standards. In addition to purchasing a new voting system, the county may also use the funds to purchase electronic poll books, ballot on demand systems, remote accessible vote by mail sorting systems, and telecommunication technologies to facilitate electronic connection between polling places or vote centers. The voting system, poll books, and Ballot on Demand systems must be certified by the State. Additionally, vote by mail ballot drop boxes may be purchased to provide more locations for a voter to drop off their ballot and potentially reduce the return mail cost to the county.
The County has access to two other funding sources which do not require a County match: Federal HAVA funds and State Prop 41 funds. These total approximately $848,000. The Registrar will work to use the three funding sources as appropriate to reduce the County matching cost. Since each funding source has varying uses and allocations, it will require coordination and cooperation with the California Secretary of State's office to most effectively use the funds.
This funding is critical to helping the County replace its aged voting system, provide a more accessible voting experience for voters with disabilities, and better secure the voting process with current technology. A new system will provide a flexible solution to meet changing Legislative requirements, and a better opportunity to move to Vote Centers if the County chooses to in the future.
The funds will not be spent until the next fiscal year (FY 2019-20), however the State requires an agreement to be signed immediately.
The Elections Department is currently developing a Business Case for the new voting system, with assistance from Information Technologies. A Request for Proposal (RFP) for voting systems certified in the State of California is being prepared and will be launched shortly. Additionally, a committee will be formed consisting of interested parties from the community and the County to assist in the selection of a new voting system.
ALTERNATIVES
The County can continue to use the voting system purchased in 2005.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Information Technologies
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item. In order to ensure appropriate funding is available should a new voting system be purchased in the coming year, sufficient funding will be incorporated into the FY 2019-20 Recommended Budget.
FINANCIAL IMPACT
The County will be matched dollar for dollar up to $757,000, for total appropriations up to $1,514,000. The maximum General Fund impact for this grant is $757,000.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Forward a signed minute order of Board action.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Bill O'Neill - Registrar of Voters
Linda Webster