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File #: 22-0626    Version: 1
Type: Agenda Item Status: Approved
File created: 3/28/2022 In control: Board of Supervisors
On agenda: 5/10/2022 Final action: 5/10/2022
Title: Registrar of Voters recommending the Board approve and authorize the Registrar of Voters to sign the "Voting System Replacement Agreement" Number 18G30109 Amendment 2 with the State of California, extending the agreement through December 31, 2024 with no change to the amount of the agreement. FUNDING: 75% State Funding and 25% County match.
Attachments: 1. A - Blue Route 5-10-22, 2. B - Amended Agreement #2 - 5-10-22, 3. C - Amended Agreement #1 - 5-10-22, 4. D - Original Agreement - 5-10-22
Related files: 19-1525, 19-0250

Title

Registrar of Voters recommending the Board approve and authorize the Registrar of Voters to sign the "Voting System Replacement Agreement" Number 18G30109 Amendment 2 with the State of California, extending the agreement through December 31, 2024 with no change to the amount of the agreement.

 

FUNDING: 75% State Funding and 25% County match.

Body

DISCUSSION / BACKGROUND

In March 2019, the Board 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 originally budgeted in the ACO fund.

 

On October 7, 2019 the Election 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 allows for retroactive reimbursement back to April 29, 2015 through June 30, 2022. This amendment saved the County general fund money 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 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 Election Department received notification that the State would be extending the term of the agreement to December 31, 2024 for any unused remaining funds. Currently El Dorado County has $692,254 in unused grant funds.  The funds are budgeted in the current Fiscal Year (FY) 2021-22 and are included in the FY 2022-23 budget request.  The funding is critical to the secure, accurate and efficient execution of the County Election processes.

 

ALTERNATIVES

The Board could not approve Agreement No. 18G30109 AMNT #02 and the Election Department would no longer get reimbursed for the purchase of equipment used in the transition to vote centers.

 

PRIOR BOARD ACTION

March 2019, the Board of Supervisors approved Legistar File #19-0205.

November 2019, the Board of Supervisors approved Legistar File #19-1525.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

No new fiscal impact to the department budget as the amendment only extends the term.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

Forward a signed minute order of Board action to the Election Department.

 

STRATEGIC PLAN COMPONENT

Good Governance

 

CONTACT

Linda Webster

Assistant Registrar of Voters