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Recorder-Clerk-Registrar of Voters recommending that the Board approve the budget transfer increasing revenue and appropriations (fixed assets) in the Elections Department in the amount of $40,917 for the purchase of a Sentio ballot on demand printing system and other support and election services required. (4/5 vote required)
FUNDING: 89% Federal Help America Vote Act Funding and 11% Elections Operating Budget. (General Fund)
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Total Estimated Cost $46,334
Funding Budgeted $5,417
New Funding $40,917
Total Funding Available$46,334
Change To Net County Cost$0
Fiscal Impact/Change to Net County Cost: No change to Net County Cost. The budget transfer recognizes federal funding from the Help America Vote Act (HAVA) in the amount of $40,917. The remaining amount needed to fund the entire purchase cost of $46,334 is available within the Elections Division's operating budget.
Background:
On April 6, 2010, the Board approved a short term "pilot"agreement between the County and Runbeck Election Services, Inc. in the amount of $6,000 for use of a Sentio Ballot Printing System for the County's 2010 election cycle. The system allows the Elections Department to print ballots in house and was used to print supplemental, duplicate, provisional, emergency, and other types of ad-hoc ballots as required for elections. The pilot project was designed to provide the County with an opportunity to use the Sentio Ballot Printing System to determine if the system would meet the long-term printing needs of the County.
The Elections Department is required prior to each election to estimate the number of ballots needed for the election and place an order with the County's contracted ballot printer. In addition to estimating the number of ballots needed for each polling place, the order includes an estimate of supplemental ballots (for voters who request vote by mail for a single election and/or request a replacement ballot), counter ballots (issued over the counter in the Elections Department), duplicate ballots (used to duplicate torn, bent, or defective ballots so the ballot can be counted by the tabulation system), provisional ballots (available at the polls for use by voters whose names don't appear on the roster), and emergency ballots (issued to voters after the vote by mail request deadline but before Election Day).
Over ordering ballots creates waste and unnecessary expense. Under ordering requires ordering additional ballots with added costs for set-up and expedited freight charges.
Reason for Recommendation:
It is impossible to determine in advance the exact number of ballots in the various categories that will be needed for each election. During the pilot term, the Sentio Ballot Printing System allowed the Elections Department to print ad-hoc ballot in house as required, reducing waste and generating budget savings. The budget transfer is necessary to recognize federal revenue to be received under HAVA.
Action to be taken following Board approval: Budget transfer will be processed, and the Elections Division will coordinate with Procurment and Contracts to complete the purchase of the system.
Contact: William E. Schultz x 7505 or Barbara Dunmore x 7483
Concurrences: County Counsel, Risk Management, Procurement and Contracts