Action 15.
Regular Board of Supervisors Meeting
Elections
- Meeting Date:
- 09/15/2020
- Title:
- AZVote Safe Program Grant Award – COVID 19
- Submitted By:
- Lisa Marra, Elections
- Department:
- Elections
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
1
NAME
of PRESENTER:
of PRESENTER:
Lisa M. Marra
TITLE
of PRESENTER:
of PRESENTER:
Elections Director
Mandated Function?:
Not Mandated
Source of Mandate
or Basis for Support?:
or Basis for Support?:
You will use this Agenda Item template if your item involves a Grant (whether a new or renewal grant). You also must attach the Grant Approval Form to the item before Finance will approve it. Select the SPECIAL LINKS on your left-hand menu and Click on "Grant Approval Form". Then complete the form, save it and attach it to your item (on the Attachments tab).
Information
Agenda Item Text:
Approve the AZVote Safe Program Award, grant number ERMT-CRF-21-1002 from the State of Arizona, in the amount of $167,958, to help mitigate the impact of COVID-19 on the upcoming election cycle, effective March 28, 2020 through December 3, 2020.
Background:
In an effort to ensure voter participation and support safe election operations during the COVID-19 outbreak and recovery efforts, the Governor’s Office in coordination with the Secretary of State’s Office established the AZVote Safe Program to help mitigate the impact of COVID-19 on election and to ensure safe and secure polling locations during the 2020 election cycle. This federal funding is made available to the State through the Coronavirus Aid, Relief, and Economic Security (CARES) Act.
This is a formula award amount based on total registered voters with a base allocation of $100,000 and a percentage based on total Arizona voters per county. Arizona has allocated $5,000,000 for this program split between the counties Election Departments and Recorder’s Office. The Recorder’s Office did not apply for funds through this program, therefore the Elections Department applied for, and was awarded, the full amount allocated to Cochise County.
This is a reimbursable grant with no match required. Eligible expenses must be necessary expenditures incurred due to the COVID-19 public health emergency incurred between March 28, 2020 through December 3, 2020 not covered under the county budget. Eligible expenses are not limited to ballots, equipment, personnel and supplies to increase the vote by mail process. Additional postage, printing, mailing costs, temporary staffing, cleaning supplies or services, training of poll workers, public communication to changes in processes, leasing polling locations and automated equipment necessary to process increased vote by mail turnout.
This is a formula award amount based on total registered voters with a base allocation of $100,000 and a percentage based on total Arizona voters per county. Arizona has allocated $5,000,000 for this program split between the counties Election Departments and Recorder’s Office. The Recorder’s Office did not apply for funds through this program, therefore the Elections Department applied for, and was awarded, the full amount allocated to Cochise County.
This is a reimbursable grant with no match required. Eligible expenses must be necessary expenditures incurred due to the COVID-19 public health emergency incurred between March 28, 2020 through December 3, 2020 not covered under the county budget. Eligible expenses are not limited to ballots, equipment, personnel and supplies to increase the vote by mail process. Additional postage, printing, mailing costs, temporary staffing, cleaning supplies or services, training of poll workers, public communication to changes in processes, leasing polling locations and automated equipment necessary to process increased vote by mail turnout.
Department's Next Steps (if approved):
Execute grant award after formal Board approval. Elections Director will Return to State of Arizona for signature and return a fully executed copy to the Clerk of the Board. Elections Director will set up fund lines with Finance and coordinate with the Associate County Administrator to use the funds in the event they are needed for the November election. Review previous budget purchases to determine if there are eligible expenses to seek reimbursement. Manage the grant and file all appropriate reports.
Impact of NOT Approving/Alternatives:
If this Grant Agreement is not approved, the County will lose State approved funding to help mitigate potential damage to the election process due to COVID-19. This is a reimbursable grant that will only be used if needed. If the funds are not accepted, there are no additional grant funds at this time that are available for election emergency use should the pandemic continue through or increase during the upcoming General Election.
To BOS Staff: Document Disposition/Follow-Up:
Execute the grant acceptance agreement, and return to Elections Director after formal Board approval.
Fiscal Impact
- Fiscal Year:
- 2020
- One-time Fixed Costs? ($$$):
- 0
- Ongoing Costs? ($$$):
- 0
- County Match Required? ($$$):
- 0
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- 0
Fiscal Impact & Funding Sources (if known):
This is a reimburseable grant for certain expenses related to elections due to COVID-19. The state has placed the entire amount of $167,958.00 into a "Supplies" budget line. Depending on use of funds, the Elections Dept may seek a budget amendment to move the grant award into different budget categories. If the Board approves, I will work with Finance to get a budget line for this particular grant set up as it's a new grant never awarded to Cochise County previously.