Okaloosa County BOCC — May 17, 2013 — Request & Documents with Certificate of Matching Funds — reading text

April 24, 2013 Paul Lux, sien alc Supervisor of Elections The Honorable Don Amunds Chairman of the Okaloosa County Board of County Commissioners May 7, 2013 Board Meeting RE: FY 2012-2013 Federal Election Activities Plan - Certificate Regarding Matching Funds Mr. Chairman, The 2012 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 Implementing and maintaining the provisions of the Military and Overseas Voter Empowerment (MOVE) Act and the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA); ® Standardizing election results reporting; e Other federal election administration activities, as approved by the Department of State; or e Any software or hardware technology that enhances or facilitates the delivery of absentee ballots. Okaloosa County’s amount of funding is $32,228.57. County matching funds are required in the amount of (15%) $4,834.29. 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 Okaloosa County 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 FLORIDA DEPARTMENT Of STATE KEN DETZNER Secretary Stélte 7g RICK SCOTT Governor MEMORANDUM To: Supervisors of Elections ‘AH? dide we From: Dr. Gisela Salas, Die tor, Division of Elections Date: July 16, 2012 Subject: FY 2012-13 Federal Election Activities Funds The 2012 Legislature appropriated $3,000,000 specifically for federal election activities. These funds will be distributed to the Supervisors of Elections pursuant to a formula based on active registered voters in each county as of the 2012 Presidential Preference Primary. 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; or 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, 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. These are the acceptable uses for the funds under the categories listed above: e Mailing or publishing sample ballots which must include additional information on voting procedures, voting rights or voting technology, Petes Division of Elections R.A. Gray Bldg., Rm. 316 » 500 S Bronough St. » Tallahassee, Florida 32399-0250 Telephone: (850) 245-6200 « Facsimile: (850) 245-6217 elections.myflorida.com VIVA FLORID \ can Commemorating 500 years of Florida history www.fla500.com VIVA FLORID Mik Hat Wu. FY 2012-2013 Federal Election Activities Funds July 16, 2012 Page 2 of 3 e 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; e Training materials for poll workers; e 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 VOCAVA expenditures. 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. These funds must 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 the 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 federal elections. Any of these funds can be used for the 2012 Presidential Preference Primary, Primary Election and General Election. In order to receive the funds, the Legislature has required that the Supervisor of Elections provide the Department of State with a detailed description of the programs that will be implemented in the Supervisor’s federal election activities plan. The Supervisor shall identify the source of funds (federal funds, county matching funds, other county funds/local) being used for each federal election activity set forth in the plan. Samples of any documents and/or publications that you plan to produce as part of these activities must be provided along with the plan. The Division has enclosed a federal election activities plan form, required to be used when submitting the plan. It will simplify the preparation of your plan, and it will expedite the Division’s review and allow your check to be mailed to you more quickly. 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. FY 2012-2013 Federal Election Activities Funds July 16, 2012 Page 3 of 3 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, 2012. Please also note, the 2012 Legislature included the following requirement in the appropriation. Supervisors shall also report to the Department any unspent funds remaining on June 30, 2013. We will send out the reporting form in mid-July this year. If you need to make any changes to your original plan, the revised plan must be submitted in advance, in writing and approved by the Department of State. As a reminder, the Chairman of the Board of County Commissioners will be required to provide written certification 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. Enclosed are the following documents: 1. Memorandum of Agreement, Receipt and Use of HAVA Funds for Federal Election Administration Activities, MOA #2012-2013-0001 (required to be signed by the Supervisor of Elections); 2. Attachment A, Compliance Requirements; 3. Attachment A-1, Federal Election Activities Plan, form DS-DE 126 (required to be completed and returned by the Supervisor of Elections); 4, Attachment A-2,Certificate Regarding Matching Funds, form DS-DE 127 (required to be signed by the Chairman of the Board of County Commissioners); 5. Attachment A-3, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions, ED form GCS-009 (required to be signed by the Supervisor of Elections); 6. Attachment B, FY 2012-13 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. GS/jd/ma Enclosures MEMORANDUM OF AGREEMENT RECEIPT AND USE OF HAVA FUNDS 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 Lux, Supervisor of Elections (“Supervisor”), on behalf of Okaloosa County, 302 Wilson Street North, Suite 102, Crestview, FL 32536-3440. This agreement is effective as of the date fully executed by the parties. L GOVERNING LAW The Department is authorized pursuant to specific appropriation 3134 of the 2012-2013 General Appropriations Act (see section 6, chapter 2012-118 Laws of Florida), to disburse a total of $3,000,000 from the Federal Grants Trust Fund (HAVA Account # 261011) to the county supervisors of elections for the fiscal year 2012-2013 (“FY 2012-2013 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, Ul. SCOPE OF USE AND RESTRICTIONS As more specifically set forth in paragraph 1 of Attachment A, which is hereby incorporated by reference, the funds granted shall be used for federal election administration activities. e These funds shall 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. These funds shall 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 Prior to receiving FY 2012-2013 funds, the Supervisor must first submit in accordance with paragraph 2 of Attachment A: 1) A Federal Election Activities plan (DS-DE 126, Revised 7/5/2011] 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 7/5/2011; and 3) Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions form. 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. e The FY 2012-2013 funds shall be placed in a separate interest bearing account in a qualified public depository as set out in section 280.03, Florida Statutes, and in MOA # 2012-2013-0001 -1- accordance with accounting requirements as set forth in paragraphs 3 and 4 of Attachment A. e The Supervisor shall report and account for expenditures in accordance with this agreement and