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

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. PRIOR YEAR FEDERAL ELECTION ACTIVITIES FY 13-14 FEDERAL ELECTION ACTIVITIES FUNDS 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 County HAVA Matching Funds Funds Interest Federal HAVA Funds County Matching Funds Federal HAVA Funds Interest Interest * Polling place information including the hours that polls are open * What to bring to the polls including a list of acceptable ID's * What to expect at the polls * Instructions on the county's voting system Advertising or Publications: Examples are Print, Radio or Television Advertising to Voters (Includes Banners, Billboards & Public Transportation). Advertisements must include voter education information on voting procedures, voting rights or voting technology. Voter education topics may include the following: Additional topics may be added below. * Voter registration information * Acceptable forms of ID needed at the polling place * Absentee ballot information * Voter's Rights and Responsibilities * Election day voting procedures * Precinct locations * Early voting information Attach A-1 FEA Plan FORM - FY 13-14 FINAL-R.xIs DS-DE 126 (Revised 6/4/13) 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. PRIOR YEAR FEDERAL ELECTION ACTIVITIES FY 13-14 FEDERAL ELECTION ACTIVITIES FUNDS 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 County HAVA Matching Funds Funds Interest Federal HAVA Funds County Matching Funds Federal County HAVA Matching Funds Funds Interest Interest Voter Information Cards: Print voter information cards which include additional voter education information on voting procedures, voting rights or voting technology. Examples may include the following: Additional items may be added below. * Information on how to update voter registration information * Information on what to bring to the polls including a list of acceptable ID's * Absentee ballot information * Early voting information MOVE Act Implementation and Maintenance: Maintaining online or web: based absentee ballot request and ballot tracking and precinct-finder system as relates to use in federal elections and for the costs for upgrades and future license fees and maintenance fees for the MOVE Act and other UOCAVA expenditures. Attach A-1 FEA Plan FORM - FY 13-14 FINAL-R.xis DS-DE 126 (Revised 6/4/13) Attachment A-1 to MOA 2013-2014-0001-R Funds will be held in an interest bearing account until disbursed or expended. Please provide SAMPLES of all voter education printed documents & transcripts 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 County HAVA Matching || County HAVA Matching HAVA Matching HAVA Matching Activities and Descriptions Funds Funds Funds Interest Funds Funds Interest Funds Funds Interest Funds Funds Interest Software or Hardware Technology: Any software or hardware technology, including but not limited to any emerging technology, that enhances or facilitates the items listed below. NOTE: Such technology or any pilot program that uses such technology must first be certified or approved, whichever is applicable, by the Department of State. Please indicate below which items are part of your plan. * delivery of absentee ballots * the casting and counting of valid votes * voting system audits or recount processes * the certification of accurate and complete official election results. Attach A-1 FEA Plan FORM - FY 13-14 FINAL-R.xls DS-DE 126 (Revised 6/4/13) 5 ATTACHMENT A to MOA # 2013-2014-0001-R Federal Program: Federal Help America Vote Act—Catalog of Federal Domestic Assistance (CFDA) § 90.401 Help America Vote Act Requirements Payments Compliance requirements applicable to the federal resources awarded under this agreement are as follows: 1. The Supervisor shall only use the FY 2013-2014 Funds (amount specified in Attachment B) for one or more of the following federal election administration scope of work: Voter education; Poll worker training; 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 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 these funds to purchase emerging or enhancing technology in this 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. See Certificate of Equipment for Casting and Counting Ballots as set forth in the last bullet point in paragraph 2 of this attachment. A. The Supervisor shall only use the FY 2013-2014 Funds for one or more of the following deliverables: e Printing and mailing or publishing sample ballots which must include additional information on voting procedures, voting rights or voting technology; ¢ Printing voter information cards which must include additional voter education information on voting procedures, voting rights or voting technology, e Advertising or publications outlining voting procedures, voting rights or voting technology; e Voting System demonstrations; e Poll worker training stipends; ¢ Training materials for poll workers; Page 1 of 4 ¢ Printing voter guides which must include voter education information concerning voting procedures, voting rights, or voting technology but shall not contain elected officials’ contact information other than the supervisor’s contact information; or e Maintaining online or web-based absentee ballot request and ballot tracking and precinct-finder system as relates to use in federal elections and for the costs for upgrades and future license fees and maintenance fees for the MOVE Act and other UOCAVA expenditures. e Purchasing 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. B. Minimum Performance Standards The Supervisor will submit an annual report (DS-DE 128, Revised 11-15-13) on December 31 of every year until the funds are expended to show the deliverables have been achieved. Attached to the annual reports are billing or itemized receipts in support of the expenditures for the services or products used to provide voter education concerning voting procedures voting rights or voting technology. 2. Prior to receipt of FY 2013-2014 funds under this Agreement, the Supervisor must additionally submit to the Department: e A Federal Election Activities Plan (DS-DE 126, Revised 6/4/2013) that contains a detailed description of the Supervisor’s plan to use the funds for federal election administration activities and include the source of funds (federal, county matching funds and other county funds (local) being used for each federal election activity set forth in the plan. This form is attached hereto as Attachment A-1. Please provide SAMPLES of all voter education printed documents and transcripts of audio and video recordings or clips. eA written certification from the county governing body (e.g. Board of County Commissioners) (DS-DE 127, Revised 6/4/2013) that the county will provide matching funds in the amount of 15%. This form is attached hereto as Attachment A-2. If the county governing body fails to appropriate the matching funds, the Supervisor must return or repay to the State the portion of the funds for which the matching funds applied. eA completed ED Form GCAS-009 (6/88), entitled “Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion Lower Tier Covered Transactions”, and attached hereto as Attachment A-3. [Executive Order 12549, Debarment and Suspension, 45 CFR 1183.35, prohibits the disbursement of federal funds to the intended recipient of such funds or to any sub-recipient thereunder unless such recipient and each sub-recipient, if any, certify that they are not excluded or disqualified from receiving federal funds by any federal department or agency.] eA completed “Certificate of Equipment for Casting and Counting Ballots”, attached hereto as Attachment A-4 (DS-DE 135, Effective 7/10/13). This is required if the request, Page 2 of 4 in part or in full, is to use HAVA funds for the purpose of purchasing emerging or enhancing software and hardware technology in the last bullet under paragraph 1. 3. The Supervisor must establish and maintain the FY 2013-2014 funds in an interest bearing account in a “qualified public depository” as required by section 280.03, Florida Statutes. The Supervisor must segregate funds for federal election administration activities and required county matching dollars in a separate account established to hold only those funds. Any funds remaining at the end of the fiscal year shall remain in the account to be used for the same purposes for subsequent years or until such funds are fully expended. Please note that separate public depository requirements apply under chapter 280, Florida Statutes, but are outside the scope of enforcement of this agreement. You will be required to execute and retain in your records a “Public Deposit Identification and Acknowledgment Form” (DFS-JI-11295) and to submit a Public Depositor Annual Report (DFS-J1-2009) to the Public Deposits Program, Florida Department of Financial Services. Refer to http://www.fltreasury.org/ for forms; and for more information, contact the program administrator at: 850-413-3383 or 850-413-3324. 4. The Supervisor shall maintain separate accounting records for each of the funding sources identified under its plan submitted pursuant to paragraph 2. 5. The Supervisor shall submit the following written financial reports to the Department: