Meeting Type: BCC Regular Meeting
Meeting Date: 12/17/2024
Item Status: New
From: Roger H. Rendleman, County Administrator
Submitted by: Anu Gary, Administrative Services Manager
______________________________________________________________________
ITEM TITLE
Title
Designation of Alabama Secretary of State as Agent for Voter File Maintenance Program
End
STAFF RECOMMENDATION
Recommendation
Approve an Agency Agreement between the Alabama Secretary of State and the Baldwin County Commission which authorizes the Alabama Secretary of State to act as the Baldwin County Commission’s agent for the purposes of paying postage necessary and performing the mailing of certain notices pursuant to the National Voting Rights Act of 1993 to voters as required by Act 2021-534 and collecting reimbursements from the State Elections Fund.
The Agency Agreement shall commence upon full execution between the parties and remain in effect until terminated.
End
BACKGROUND INFORMATION
Background: The Agency Agreement between the Secretary of State's Office (SOS) and the County Commission is approved every four years after the General Election, pursuant to the National Voting Rights Act (NVRA). Per federal and state law, in February every four years the SOS Office, acting as the agent for each Board of Registrars’ Office, must send confirmation mailings to voters on the voter rolls. This helps to maintain accurate voter lists by identifying voters whose address information may have changed and thus require an update. This agreement allows the SOS Office to print and mail the notices on behalf of each county using the State Voter Registration Fund.
Previous Commission action/date: 12/01/2020 - BCC adopted Resolution #2021-026 and the 2020 Agency Agreement.
TitleRecommendation
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration
Action required (list contact persons/addresses if documents are to be mailed or emailed): Email a copy of the executed Agreement to SOS and mail original Agreement. Fully executed Agreement will be emailed to the County after Secretary of State Wes Allen signs.
Alabama Secretary of State’s Office
Attn: Jeff Elrod, Elections Director
Post Office Box 5616
Montgomery, Alabama 36103
jeff.elrod@sos.alabama.gov
cc: Baldwin County Board of Registrars Chairman William Godby
Max Huffman, Baldwin County BOR Office Manager
Additional instructions/notes: Victoria Key - Inactivate 12/01/2020 Agency Agreement with SOS on contracts portal.