Title
Elections Department recommending the Board consider the following:
1) Approve and authorize the Registrar of Voters to sign the "Voting System Replacement Agreement" 18G30109 Amendment 01 with the State of California, thereby increasing the State contribution to fund Vote Center implementation from $757,000 to $1,245,210 and changing the county match requirement from 1:1 to 3:1;
2) Approve and authorize a budget amendment to increase revenue by $448,210 and appropriations by $1,556,515 in the Elections Department for Fiscal Year 2019-20 Budget, reduce appropriations in the ACO Fund by $1,514,000 and decrease the General Fund impact from $757,000 to $311,305, to transfer the Vote Center system and implementation budget from the ACO fund to the Elections Department, to simplify and streamline the purchasing and accounts payable process;
3) Approve the addition of line items as described on attachment B for the purchase of new vote system equipment related to the implementation of Vote Centers to the FY 2019-20 Fixed Asset List for a total of $409,742; and
4) Approve and authorize the CAO to approve adjustments to the Elections Department fixed asset list to transfer dollars among fixed asset orgs that do not increase the total fixed asset amount for the Vote Center project. (4/5 Vote required to approve the budget amendment, due to increase in total project appropriations)
FUNDING: State Funding with a 3:1 County match.
Body
DISCUSSION / BACKGROUND
In March 2019 the County Board of Supervisors approved the matching funding needed to be reimbursed from the state for replacement of the County’s voting system and other equipment needed to transition to vote centers and ensure the Elections Department is able to conduct elections efficiently and securely going forward (Legislative File 19-0250). That funding was based on the State’s requirement that reimbursement would be made on a dollar per dollar basis. For every dollar the County spends, the State will match up to $757,000 available for reimbursement, effectively saving the County fifty percent on qualified procurements. The purchase was orginally budgeted in the ACO fund.
On October 7, 2019 the County Registrar of Voters received notification from the State that the contract had been amended to increase the available matching funds to $1,245,210 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 allows for retroactive reimbursement back to April 29, 2015 through June 30, 2022. This amendment effectively saves the County seventy five percent on qualified procurements.
As indicated in the original file, the funding is critical to the secure, accurate and efficient execution of the County Elections processes. This amendment reduces the County’s match requirement from $757,000 to $311,305. while increasing the State contribution from $757,000 to $1,245,210. The resulting decrease to the County General Fund is $445,695.
This Amendment agreement also increases the total funding available for purchase of equipment and implementation of Vote Centers from $1,514,000 to $1,556,515.
Approval of this Board item moves budgeted appropriations out of the ACO account, reversing the action taken with Legislative File 19-0250 on March 5, 2019 and places all dollars to be spent on Vote Centers in the Elections Department budget. After discussion with the Auditor-Controller office and the Deputy CAO it was determined that placing all revenue and appropriations related to the Vote Center system and implementation would streamline and simplify purchases, accounting and payment tracking.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
In March 2019, the Board of Supervisors approved Legistar File #19-0250.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, CAO, Auditor-Controller
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
This amendment increases the State's contribution from $757,000 to $1,245,210, decreases the County's contribution from $757,000 to $311,305, resulting in savings to the County General Fund of $445,695. The total budget for the project increases from $1,514,000 to $1,556,515.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Forward a signed minute order of Board action.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Linda Webster
Assistant Registrar of Voters