Okaloosa County BOCC — May 20, 2014 — Federal Election Activities Board Submittal 2014 — reading text

May 2, 2014 Paul Lux, Okaloosa County Supervisor of Elections The Honorable Kelly Windes Chairman of the Okaloosa County Board of County Commissioners May 20, 2014 Board Meeting RE: FY 2013-2014 Federal Election Activities Plan - Certificate Regarding Matching Funds Mr. Chairman, The 2013 Florida Legislature appropriated funding specifically for federal election activities. Funds received pursuant to this agreement may be spent for any of the following purposes relating to federal election activities: e Voter education; e Poll worker training; e Standardizing election results reporting; e Other federal election administration activities, as approved by the Department of State, such as implementing and maintaining the provisions of the Military and Overseas Voter Empowerment (MOVE) Act and the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA); or e Any software or hardware technology that enhances or facilitates the delivery of absentee ballots, the casting and counting of valid votes, voting system audits or recount processes, and the certification of accurate and complete official election results. Okaloosa County’s amount of funding is $21,595.47. County matching funds are required in the amount of (15%) $3,239.32. These funds are in the current budget, and no additional funds are required. The Chairman of the Board of County Commissioners will be required to certify that the county will match the state funds with a 15% county match. Attached is the document awaiting your signature. Sincerely, Paul Lux Your Vote Counts! Okaloosa County Supervisor of Elections www.govote-okaloosa.com 302 Wilson St N, Ste 102 Crestview, FL 32536-3440 Ph: 850.689.5600 Fx: 850.689.5644 1804 Lewis Turner Blvd, Ste 404 Fort Walton Beach, FL 32547-1285 Ph: 850.651.7272 Fx: 850.651.7275 Email: plux@co.okaloosafl.us Yote, » Paul Lux, Okaloosa County Supervisor of Elections May 5, 2014 Chairman, Board of County Commissioners SUBJECT: May 20, 2014 BCC Agenda Request FY 2013-14 Federal Election Activities Funds BACKGROUND: The 2013 Florida Legislature appropriated funding specifically for federal election activities. Funds received pursuant to this agreement may be spent for any of the following purposes relating to federal election activities: e Voter education; e Poll worker training; e Standardizing election results reporting; e Other federal election administration activities, as approved by the Department of State, such as implementing and maintaining the provisions of the Military and Overseas Voter Empowerment (MOVE) Act and the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA); or e Any software or hardware technology that enhances or facilitates the delivery of absentee ballots, the casting and counting of valid votes, voting system audits or recount processes, and the certification of accurate and complete official election results. Okaloosa County’s amount of funding is $21,595.47. County matching funds are required in the amount of (15%) $3,239.32. These funds are in the current budget, and no additional funds are required. RECOMMENDATION: Request the Board of County Commissioners authorize the Chairman to review, approve and sign the attached Certification of Matching Funds and all/any future Board related grant documentation during the term of the grant. Thank you for your consideration. Paul Lux Supervisor of Elections Your Vote Counts! www.govote-okaloosa.com 302 Wilson St N, Ste 102 Crestview, FL 32536-3440 Ph: 850.689.5600 Fx: 850.689.5644 1804 Lewis Turner Blvd, Ste 404 Fort Walton Beach, FL 32547-1285 Ph: 850.651.7272 Fx: 850.651.7275 Email: plux@co.okaloosafl.us wy ¥ 5 at ee DEPARTMENT Of STATE awethireeo les oti RICK SCOTT KEN DETZNER Governor Secretary of State MEMORANDUM To: Supervisors of Elections From: Maria Matthews, Esq s Director, Division 6 ons Date: January 15, 2014 Subject: FY 2013-14 Federal Election Activities Funds MOA #2013-2014-0001-R The Florida Department of Financial Management has required the Department of State to reword the FY2013-14 Federal Election Activities Memorandum of Agreement (MOA) and Attachment A to the MOA. They want the deliverables, minimum performance standards and the financial consequences to be very specific. We have made changes to the agreement and Attachment A which are enclosed. We have also enclosed the other attachments since the agreement number has changed. Please use this version of the agreement instead of the one that was mailed to you several months ago. We apologize for any inconvenience this may cause. The following information was previously provided to you on July 18, 2013 with the original memorandum of agreement and still applies to the revised agreement. The 2013 Legislature appropriated $2,000,000 from the Help America Vote Act funds. These funds are allocated and will be distributed to the Supervisors of Elections based on a formula using the number of active registered voters in each county as of the 2012 General Election’s book closing. These funds can only be spent for any of the following federal election activities: e =Voter education; e Poll worker training; e Standardizing election results reporting; ¢ Other federal election administration activities, as approved by the Department of State, such as implementing and maintaining the provisions of the Military and Overseas Voter Empowerment (MOVE) Act and the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA); or e Any software or hardware technology, including but not limited to any emerging technology, that enhances or facilitates the delivery of absentee ballots, the casting and counting of valid votes, voting system audits or recount processes, and the certification of accurate and complete official election results. Such technology or any pilot program that uses such technology must first be certified or approved, whichever is applicable, by the Department of State. Additionally, before the Supervisor can receive and use funds to purchase emerging or enhancing technology in this Division of Elections 4 R.A. Gray Bldg., Rm. 316 * 500 S Bronough St. « Tallahassee, Florida 32399-0250 Ml Telephone: (850) 245-6200 * Facsimile: (850) 245-6217 elections.myflorida.com Commemorating 500 years of Florida histo .f1a500. VIVA FLORIDA’. ig S00 years of ™y weenie com VIVA FLORIDA FY 2013-2014 Federal Election Activities Funds January 15, 2014 Page 2 of 3 category, the county supervisor of elections and the chairperson of the county governing body must certify that the county has purchased and made available sufficient equipment for casting and counting ballots to meet the needs of the county electors including reducing the wait time at the polls during the early voting period and on election day for the next regularly scheduled general election. In order to receive and use these funds, you must execute the following documents which are attached: Memorandum of Agreement, Receipt and Use of HAVA Funds for Federal Election Administration Activities, MOA #2013-2014-0001-R (Supervisor of Elections must sign) Attachment A, Compliance Requirements Attachment A-1, Federal Election Activities Plan, form DS-DE 126 (Supervisor of Elections must complete and return) o Simply place an X in the box for the programs that you plan to carry out this fiscal year, and place an X in the box for the topics that apply to each activity. Please also put an X in the appropriate boxes indicating which funds will be used for each activity. There is no need to enter specific dollar amounts on the plan. The dollar amounts will be addressed when you submit your annual financial report due December 31 of every year until all of the funds are expended. If you need to make any changes to your original plan, the revised plan must be submitted in advance of the purchase, in writing and approved by the Department of State. Attachment A-2,Certificate Regarding Matching Funds, form DS-DE 127 o The Chairperson of the Board of County Commissioners must certify in writing that the county will match the state funds with a 15% county match. If the county governing body fails to appropriate the matching funds, the Supervisor must return or repay to the State a portion of the funds for which the matching funds applied. Both the federal funds and the county matching funds must be held in a separate interest bearing account to be used solely for federal election activities purposes. Attachment A-3, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions, ED form GCS-009 (Supervisor of Elections must sign) Attachment A-4, Certificate of Equipment for Casting and Counting Ballots, form DS-DE 135 (if applicable, the Supervisor of Elections and the Chairperson of the Board of County Commissioners must sign) Attachment B, FY 2013-14 Federal Election Activities Funds Spreadsheet. Please return all of these documents to the Division of Elections. You will be provided a copy of the agreement upon execution by the Division. If you have any questions, please don’t hesitate to contact me or the HAVA team. MM/jd Enclosures RECEIPT AND Use OF HAVA Funps FOR FEDERAL ELECTION ADMINISTRATION ACTIVITIES This agreement is between the State of Florida, Department of State, Division of Elections (“Department”), R.A. Gray Building, 500 South Bronough Street, Tallahassee, FL 32399-0250 and The Honorable Paul A. Lux, Supervisor of Elections (“Supervisor”), on behalf of Okaloosa County, 302 Wilson Street North - Suite 102, Crestview, Florida 32536-3440. This agreement is effective as of the date fully executed by the parties. I. GOVERNING LAW The Department is authorized pursuant to specific appropriation 3106 of the 2013-2014 General Appropriations Act (see section 6, chapter 2013-040, Laws of Florida), to disburse a total of $2,000,000 from the Federal Grants Trust Fund (HAVA Account # 261011) to the county supervisors of elections for the fiscal year 2013-2014 (“FY 2013-2014 funds”). Therefore, funds are made available through section 251 of the Help America Vote Act of 2002 (HAVA) and the Catalog of Federal Domestic Assistance (CFDA) 90.401, Help America Vote Act Requirements Payments for improving the administration of federal elections. Il. SCOPE OF USE AND RESTRICTIONS The funds granted shall be used for federal election administration scope of work as more specifically set forth in paragraph 1 of Attachment A, which is hereby incorporated by reference. In addition, the FY 2013-2014 funds shall: e Be used to support election activities related only to federal elections (that is, elections in which a federal candidate is on the ballot). If any of these funds are used for an election in which a federal candidate is not on the ballot, the cost must be pro-rated for the portion of the expenditure that is allocable to a federal election. e Not be used to support state or federal lobbying activities but this does not affect the right, or that of any other organization to petition Congress, or any other level of Government, through the use of other resources. e Not be distributed until the Supervisor first submits in accordance with paragraph 2 of Attachment A: 1) A Federal Election Activities plan (DS-DE 126, Revised 6/4/2013] that details the planned use of the funds; 2) Certification from the county governing body to provide matching funds equal to 15% of the HAVA funds received, [DS-DE 127, Revised 6/4/2013; 3) Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions form; and 4) if applicable, Certificate of Equipment for Casting and Counting Ballots (DS-DE 135, Effective 7/10/13). Any change, modification or deviation from the activities or expenses initially provided in the plan for use of the funds must be reviewed and approved by the Department prior to expenditure. MOA # 2013-2014-0001-R e Be placed in