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

a separate interest bearing account in a qualified public depository as set out in section 280.03, Florida Statutes, and in accordance with accounting requirements as set forth in paragraphs 3 and 4 of Attachment A. e Be reported timely and accounted for in accordance with this agreement and specifically paragraphs 5 and 6 of Attachment A, including any request for supplemental clarification or documentation. II. DISBURSEMENT The Department shall distribute to each eligible county supervisor of elections an amount equal to the funding level per voter multiplied by the number of active registered voters in the county for the 2012 General Election. The Supervisor shall receive a sum certain as outlined in Attachment B, incorporated by reference. IV. MONITORING, AUDITS, AND REPORTING The administration of resources awarded to the Supervisor is subject to the following monitoring, audits, and reporting: A. Monitoring In addition to reviews of audits conducted in accordance with OMB Circular A-133 (as revised), the Department may provide additional monitoring including on-site visits, and/or other procedures permitted under federal and state law. The Supervisor shall comply and cooperate with any monitoring procedures/processes the Department deems appropriate. The Department shall closely monitor the Supervisors’ annual expenditure reports required by paragraph 5 of Attachment A to ensure that the Supervisors expend HAVA funds in accordance with approved plans and will require reimbursement for all expenditures not approved or otherwise authorized. Also, the Department shall ensure that Supervisors report the expenditures made with HAVA funds separately from expenditures made with county funds. B. Audits 1. Federal audit/OMB Circular A-133 (as revised) If the Supervisor expends $500,000 ($300,000 for fiscal years ending before December 31, 2003) or more in federal awards in its fiscal year, a single or program-specific audit must be conducted in accordance with the provisions of OMB Circular A-133 (as revised). This may be satisfied by an audit of the Supervisor of Elections conducted by the Auditor General in accordance with OMB Circular A-133 (as revised). In determining the federal awards expended in its fiscal year, the Supervisor shall consider all sources of federal awards. Attachment A indicates federal resources are being awarded under this Agreement. The determination of amounts of federal awards expended shall be in accordance with the guidelines established by OMB Circular A-133 (as revised). In connection with an audit herein, the Supervisor shall fulfill MOA # 2013-2014-0001-R the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133 (as revised). If the Supervisor expends less than $500,000 ($300,000 for fiscal years ending before December 31, 2003) in federal awards in its fiscal year, an audit pursuant to OMB Circular A-133 (as revised), is optional. If the Supervisor elects to have an audit conducted in accordance with the provisions of OMB Circular A-133 (as revised), the cost of the audit must be paid from non- federal resources (i.e., from sources other than federal entities). 2. Other audits The Department may conduct a limited scope audit of federal funds as defined by OMB Circular A-133 (as revised) or other financial analysis or review of federal funds as permitted by federal law. In the event the Department determines that such audit analysis, or review is appropriate, the Supervisor agrees to comply with any additional instructions provided by Department staff to the Supervisor regarding such process. If the Department determines that federal funds received under this Agreement were used for any unauthorized purpose or that the Supervisor did not comply with this agreement or state or federal requirements for receipt, expenditure, or accounting, the Supervisor must return or repay these federal funds in an amount sufficient to ensure or obtain compliance, including expenses for any corrective or remedial action. Additionally, the Department may withhold funds, otherwise due, in an amount sufficient to cover any costs associated with the limited scope audit or financial analysis or review to determine or ensure compliance. The Supervisor further agrees to comply and cooperate with any inspections, reviews, investigations, or audits of federal funds deemed necessary by the Department of State, Chief Financial Officer (CFO) or Auditor General. For additional guidance to state and federal monitoring and auditing requirements, refer to: http://election.dos.state.fl.us/hava/index.shtm! and http://www.eac.gov. C. Reporting Copies of financial reporting packages as described in section .320(c), OMB A-133 (as revised) for audits conducted by or on behalf of the Supervisor pursuant to Section IV.B.1 of this agreement, shall be submitted as required by sections .320(d) of such circular to: Department of State Department of State Auditor General's Office Federal Audit Clearinghouse Division of Elections Office of Inspector General Room 401, Pepper Bldg Bureau of the Census R.A. Gray Building, Ste 316 R.A. Gray Bldg., Rm 406 111 West Madison St. 1201 East 10" St. 500 S. Bronough Street 500 S. Bronough Street Tallahassee, FL Jeffersonville, IN 47132 Tallahassee, FL 32399-0250 Tallahassee, FL 32399-0250 32399-1450 Other Federal agencies and pass-through entities in accordance with Sections .320(e) and (f), OMB Circular A-133 (as revised). Any reports, management letter, or other required information shall be submitted timely in accordance with OMB Circular A-133 (as revised), the Florida Single Audit Act, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable. When submitting financial reporting packages to the MOA # 2013-2014-0001-R ABie Department for audits conducted in accordance with the aforementioned circular or Rules of the Auditor General, the Supervisor shall include within the information the date the Supervisor received the reporting package. Vv. RECORD RETENTION The Supervisor shall keep and maintain accurate and detailed records (e.g., invoices, receipts, and other documentation) sufficient to identify how and whether expenditures were used for authorized purposes, to support financial reporting, and to conduct audits as may be required or requested. The Supervisor shall retain in accordance with the guidelines of the Department of Financial Services and the Office of the Auditor General these records for five fiscal years after the last report that all funds have been fully expended or funds are returned by the county, or three years after the date an audit report is issued, whichever is earlier. The Supervisor shall allow the Department or its designee, CFO, or Auditor General access to such records, including the audit working papers upon request. Failure to provide adequate documentation shall result in a request to return the funds to the Department. VI. ENTIRETY OF THE AGREEMENT ; All terms and conditions of this agreement are fully set forth in this document and attachments incorporated by reference and shall be governed by the laws of the State of Florida regardless of any conflict of laws provisions. In any proceeding or action brought under this section, the parties agree that the prevailing party will be entitled to its reasonable attorney's fees from the other party. The parties agree that proper venue will be in Leon County, Florida. IN WITNESS THEREOF, the parties have caused this Agreement to be executed by their undersigned officials as duly authorized. County Supervisor of Elections: Department of State, Division of Elections By: By: Poul Livy Oko \v0s4 Co DOUEVILoK Printed name and title OF © ONS Printed name and title Witness Witness Date: Date: 59= ob0OF 10S County FEID Number Please complete, sign & return this Agreement and the required certifications to: Joyce Durbin, HAVA Funds Coordinator, Florida Department of State, Division of Elections, R.A. Gray Building, Room 316, 500 South Bronough Street, Tallahassee, Florida 32399-0250 MOA # 2013-2014-0001-R Funds will be held in an interest bearing account until disbursed or expended. Federal Election Activities Plan COUNTY NAME Okaloosa State Fiscal Year 2013-2014 Attachment A-1 to MOA 2013-2014-0001-R Please provide SAMPLES of all voter education printed documents & transcripts of audio and video recordings or clips. NOTE: Put an X in all boxes of topics that apply to each activity. NOTE: Put an X in ALL sources of funding boxes that apply. FY 13-14 FEDERAL ELECTION ACTIVITIES FUNDS PRIOR YEAR FEDERAL ELECTION ACTIVITIES ROLL OVER FUNDS VOTER EDUCATION ROLL OVER FUNDS PRIOR YEAR PRIOR YEAR POLL WORKER TRAINING ROLL OVER FUNDS Activities and Descriptions Other County Funds Federal HAVA Funds County Matching Funds Interest Federal HAVA Funds County Matching Funds Interest Federal HAVA Funds County Matching Funds Federal County HAVA Matching Funds Funds Interest Interest Poll Worker Training Stipends: Pay poll workers for their time to attend training classes Poll Worker Training Materials: Print tests and handouts for poll worker training classes. Examples of handouts may include the following. Additional topics may be added below. * Duties of the poll worker * Procedures to follow on election day * Disability and sensitivity training Mailing or Publishing Sample Ballots: Mail and/or publish sample ballots in local newspapers which include additional voter education information on voting procedures, voting rights or voting technology. Examples may include the following: Additional topics may be added below. * Election day voting procedures * Voting locations and hours of operation * Absentee voting deadline * Early voting information * Postage for mailing sample ballots Attach A-1 FEA Plan FORM - FY 13-14 FINAL-R.xls DS-DE 126 (Revised 6/4/13) Attachment A-1 to MOA 2013-2014-0001-R Funds will be held in an interest Please provide SAMPLES of all voter bearing account until disbursed education printed documents & transcripts or expended. of audio and video recordings or clips. Federal Election Activities Plan COUNTY NAME Okaloosa State Fiscal Year 2013-2014 NOTE: Put an X in all boxes of NOTE: Put an X in ALL sources of funding PRIOR YEAR PRIOR YEAR PRIOR YEAR topics that apply to each activity. boxes that apply. FEDERAL ELECTION ACTIVITIES VOTER EDUCATION POLL WORKER TRAINING FY 13-14 FEDERAL ELECTION ACTIVITIES FUNDS ROLL OVER FUNDS ROLL OVER FUNDS ROLL OVER FUNDS Federal County Other Federal County Federal County Federal HAVA Matching |] County HAVA Matching HAVA Matching HAVA Activities and Descriptions Funds Funds Funds Interest Funds Funds Interest Funds Funds Interest Funds Interest Voting System Demonstrations: List what funds will be spent on: * Mock ballots ¥ Voter Guide: Print voter guides which must include information concerning voting procedures, voting rights or voting technology, but shall not contain elected officials’ contact information other than the supervisor's contact information. Examples of information in the voter guide may include the following: Additional topics may be added below. * Information for Federal Elections only. * How to register to vote * Where to obtain voter registration applications * How to register by mail * How to update voter registration information * Dates for upcoming elections * Registration deadlines for the next primary and general election * How to obtain, vote and return an absentee ballot Attach A-1 FEA Plan FORM - FY 13-14 FINAL-R.xIs DS-DE 126 (Revised 6/4/13) 2 Funds will be held in an interest bearing account until disbursed or expended. Federal Election Activities Plan COUNTY NAME Okaloosa State Fiscal Year 2013-2014 Attachment A-1 to MOA 2013-2014-0001-R Please provide SAMPLES of all voter