Action 9.
Regular Board of Supervisors Meeting
Elections
- Meeting Date:
- 04/06/2021
- Title:
- Help America Vote Act (HAVA) Grant award in the amount of $68,174.33 for election expenses
- Submitted By:
- Lisa Marra, Elections
- Department:
- Elections
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature NOT Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
0
NAME
of PRESENTER:
of PRESENTER:
Lisa M. Marra
TITLE
of PRESENTER:
of PRESENTER:
Director of Elections
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 Grant Agreement #AZ20101001 from the Arizona Secretary of State’s Office in the amount of $68,174.33 for election related expenses covered under the Help America Vote Act, with the understanding grant administration will be transferred to the County Finance Department in fiscal year 2022.
Background:
In 2019, Congress authorized funding for the 2020 HAVA Election Security grant pursuant to the Consolidated Appropriates Act, 2020 (Public Law 116-93). The State of Arizona was awarded $8,362,741 with a state match share of $1,672,548
The Arizona Secretary of State, in communication with the counties, created a distribution chart based on the number of voters in each county. The amount dedicated to Cochise County is $136,348.67 which is equally split between the Elections Dept and the Recorder’s Office. There is no match required by the counties for this entitlement grant. This grant approval is for the portion received by the Elections Dept. The Recorder’s Office does not purchase voting equipment and should they determine they are not in need of the funding, the Election’s Department can utilize, and the Secretary of State will award, the full amount to the Election’s Department.
HAVA funds are specially dedicated by Congress for certain and specific election related expenses including security, upgrade or enhancement of voting equipment, audits, cybersecurity training, voter education, election official training, improving physical access of polling locations and improving technology. Cochise County has been a recipient of this funding source previously over many years and can maintain the specific reporting requirements as these are federal funds.
The Elections Dept. will utilize this funding for equipment, supplies, security upgrades and training over the next 2 years. This grant will not provide for personnel or existing operating expenses. The E-pollbooks used at Vote Centers need to be upgraded as they are near end of five-year life. The estimated cost to replace the 73 tablets is approximately $95,815. The existing HAVA funds left from 2018 (approximately $65,000) will be combined with this amount to cover the cost.
The Arizona Secretary of State, in communication with the counties, created a distribution chart based on the number of voters in each county. The amount dedicated to Cochise County is $136,348.67 which is equally split between the Elections Dept and the Recorder’s Office. There is no match required by the counties for this entitlement grant. This grant approval is for the portion received by the Elections Dept. The Recorder’s Office does not purchase voting equipment and should they determine they are not in need of the funding, the Election’s Department can utilize, and the Secretary of State will award, the full amount to the Election’s Department.
HAVA funds are specially dedicated by Congress for certain and specific election related expenses including security, upgrade or enhancement of voting equipment, audits, cybersecurity training, voter education, election official training, improving physical access of polling locations and improving technology. Cochise County has been a recipient of this funding source previously over many years and can maintain the specific reporting requirements as these are federal funds.
The Elections Dept. will utilize this funding for equipment, supplies, security upgrades and training over the next 2 years. This grant will not provide for personnel or existing operating expenses. The E-pollbooks used at Vote Centers need to be upgraded as they are near end of five-year life. The estimated cost to replace the 73 tablets is approximately $95,815. The existing HAVA funds left from 2018 (approximately $65,000) will be combined with this amount to cover the cost.
Department's Next Steps (if approved):
Ensure the funds are direct deposited and complete deposit. Purchase the items approved in the grant through the Procurement Dept. Submit the required reports to the Secretary of State and monitor the funding.
Impact of NOT Approving/Alternatives:
If this Grant Agreement is not approved, the County will lose the dedicated entitlement funding to the Elections Department. The items and services provided by this grant must be performed and if the grant is not accepted, the Elections Dept will need to increase their budget in the amount of $68,174.33 from the County General Fund in order to purchase new E-Pollbooks that are at the end of their life.
To BOS Staff: Document Disposition/Follow-Up:
None.
Fiscal Impact
- Fiscal Year:
- 2020
- One-time Fixed Costs? ($$$):
- 68,174.33
- Ongoing Costs? ($$$):
- 0
- County Match Required? ($$$):
- 0
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- 0
- Source of Funding?:
- Federal Pass Thru Grant