Meeting Type: BCC Regular Meeting
Meeting Date: 4/7/2020
Item Status: New
From: Wayne Dyess, County Administrator
Submitted by: Anu Gary, Administrative Services Manager
______________________________________________________________________
ITEM TITLE
Title
*Absentee Election Duties Related to the 2020 Statewide General Election Cycle (Rescheduling of Primary Run-off Election)
Body
STAFF RECOMMENDATION
Recommendation
Related to the 2020 Statewide Primary Run-off Election, and due to the March 31, 2020, Primary Run-off Election being rescheduled to July 14, 2020 by the Governor of Alabama by a Proclamation on March 18, 2020, take the following actions:
1) Authorize the Absentee Election Manager (AEM) compensation for the July 14, 2020, Primary Run-off Election, as follows:
March 3, 2020 - Primary Election Day.
March 4, 2020 - March 17, 2020 - AEM will be paid only for days worked during this period per Section 17‐11‐14, Ala. Code.
March 18, 2020 - May 19, 2020 - AEM will be paid only for days worked during this period per Ala. Emergency Admin Code 820‐2‐3‐.06‐.01ER (Absentee Voting During State of Emergency, as authorized by the Alabama Secretary of State on March 18, 2020).
May 20, 2020 - July 21, 2020 - AEM will be paid only for days worked during this period (no more than 46 days within a 55-day time frame for this specific period) per Section 17‐11‐14, Ala. Code.
2) Approve an Amendment to the Contract for Services with Evelina Hernandez for her services as Assistant to the Absentee Election Manager for the applicable absentee election time periods to be revised as listed above and recognized by law for the 2020 Primary Run-off Election on July 14, 2020, and authorize the Chairman to execute the necessary documents related to the amendment. All other terms of the Contract shall remain as previously approved by the Baldwin County Commission on January 21, 2020.
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: On March 18, 2020, Governor Kay Ivey issued a Proclamation and a Directive for the March 31, 2020, Primary Run-off Election to be postponed to July 14, 2020, in order to protect the safety and well-being of the public due to the Coronavirus (COVID-19) pandemic.
Staff received a request from Ms. Jody Wise, Baldwin County Circuit Clerk and Absentee Election Manager (AEM), on March 18, 2020, requesting the Commission’s consideration and approval for receiving compensation for days worked for the AEM and the Assistant to the AEM if the absentee period is extended.
The AEMs are obligated as an elected official to work each day as needed on behalf of voters to issue absentee ballots between now and July 9, 2020, prior to the July 14, 2020, Run-off Election. The Absentee Election Managers’ compensation is reimbursed by the State from the State Comptroller. Payment for additional days worked outside of the covered 46 days is a State Comptroller decision.
The time periods during which the services are required by AEM and the Assistant to the AEM is 55 days prior to the election date, the election day, and the seven-day period following the election; however, the total number of days worked may not exceed 46 days.
Ala. Emergency Admin Code 820‐2‐3‐.06‐.01ER regarding Absentee Voting During State of Emergency, and as authorized by the Alabama Secretary of State on March 18, 2020, allows the AEMs to work for an extended period of time to process absentee ballots from March 18, 2020 to May 19, 2020. The AEM will be paid only for days worked during this period.
FINANCIAL IMPACT
Total cost of recommendation: Additional cost, in addition to the usual cost listed below due to the rescheduling of the 2020 Primary Run-off Election (added work days between March 18, 2020 - May 19, 2020):
Absentee Election Manager: $150.00 per day worked, possibly 62 additional days = total cost not to exceed $9,300.00. This cost is reimbursable by the State.
Assistant: $75 per day worked, possibly 62 additional days = total cost not to exceed $4,650.00. This cost is not reimbursable by the State.
Usual Cost per Election:
Absentee Election Manager: $150 per day worked, not to exceed 46 days = total cost not to exceed $6,900.00
Assistant: $75 per day worked not to exceed 46 days = total cost not to exceed $3,450.00
Budget line item(s) to be used: 51910 Elections
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?
Yes.
Reviewed/approved by: Approved by County Attorney 04/01/2020 tmg
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: Time-sensitive
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or emailed): Administration - correspondence to:
Absentee Election Manager
Jody L. Wise (notify via email only)
Revised contract to:
Evelina Hernandez
1411 Hand Avenue
Bay Minette, Alabama 36507
cc:
Probate Judge Harry D'Olive
Sheriff Huey Hoss Mack
Violetta Smith, Elections Coordinator
Ron Cink, Budget Director
Christie Davis, Senior Budget Accountant
Cian Harrison, Clerk Treasurer
Donna Bryars, Senior Accountant
Additional instructions/notes: N/A