Meeting Type: BCC Regular Meeting
Meeting Date: 9/15/2020
Item Status: New
From: Cian Harrison, Clerk/Treasurer
Submitted by: Makayla Shiver, Jr. Staff Accountant
______________________________________________________________________
ITEM TITLE
Title
Election Expense Funding Application Related to COVID-19
Body
STAFF RECOMMENDATION
Recommendation
Take the following actions:
1) Approve the total of $47,953.23 to be included on the application to the Secretary of State for reimbursement related to the prevention, preparation and response to the COVID-19 Pandemic as it specifically relates to the November 3, 2020 General Election; and
2) Authorize the Sheriff of Baldwin County to sign the Total Request and Certification if any requested funding is applicable to the Baldwin County Sheriff’s Office; and
3) Authorize the Judge of Probate of Baldwin County to sign the Total Request and Certification if any requested funding is applicable to the Judge of Probate; and
4) Authorize the Absentee Election Manager of Baldwin County to sign the Total Request and Certification if any requested funding is applicable to the Absentee Election Manager; and
5) Authorize the Chairman to sign the Total Request and Certification and submit the documentation to the Secretary of State for reimbursement.
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: In response to the COVID-19 pandemic, Congress has allocated $6,473,612.00 to the State of Alabama to prepare for and respond to election activities related to the July 14 Primary Runoff Election and the November 3, 2020 General Election.
Alabama is required to match this funding by 20% ($1,294,722.00). While some states are considering or requiring local jurisdictions to match what they are allocated, Secretary of State John Merrill has ordered the entire match to be paid from Secretary of State’s funds. Secretary Merrill understands the pressure being placed on Alabama’s counties at this time and does not want them to have to worry about finding the funds to be eligible for CARES Act funding. With the $6,473,612.00 allotment from EAC and the $1,294,722.00 match from the Alabama Secretary of State’s Office, the total funding available to Alabama is $7,768,334.00.
This funding will be used to reimburse county commissions, by and through the Secretary of State’s Office, for various election expenses including, but not limited to, personal protective equipment (PPE), masks, gloves, disinfectant spray, cleaning supplies, hand sanitizer, alcohol wipes and professional cleaning services to prepare and return polling places back to a safe and sanitary condition. Any item purchased as personal protective equipment or used to sanitize and disinfect must be approved for use by the Centers for Disease Control and Prevention, the U.S. Environmental Protection Agency or other governmental authority
•The Secretary of State will reimburse counties, from CARES Act funds, for their AEM’s days worked from March 4, 2020 until May 19, 2020. To receive this reimbursement, a county will be required to attach the AEM Attendance Report to document the days worked in their COVID-19 Application to the Secretary of State. In addition for the November General Election, two temporary staff to assist the EAM at $75 each day per temporary staff member is reimbursable for the period September 9, 2020 to November 10, 2020.
•The Secretary of State’s Office will reimburse the county to pay each duly appointed poll worker who works on election day an additional $25.00 for the July, 2020 Primary Election and $50 for the November, 2020 General Election (AEMs are not eligible for this supplemental pay). To receive this reimbursement, the county will be required to attach a list of all county’s poll workers to their COVID-19 Application submitted to the Secretary of State.
•The Secretary of State’s office will reimburse counties for personal protective equipment (PPE), masks, gloves, disinfectant spray, cleaning supplies, hand sanitizer, alcohol wipes and professional cleaning services to prepare and return polling places to a safe and sanitary condition. In addition for the November General Election, one extra DS200 voting tabulator for the AEM’s Office to efficiently handle an anticipated increase in absentee ballots is reimbursable. For reimbursement, invoices, receipts or quotes will be required to be attached to the county’s COVID-19 Application.
For Expenses related to the November 3, 2020, General Election, the deadline for the County Commission to submit an application will be October 2, 2020.
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: October 2, 2020
Individual(s) responsible for follow up: Makayla Shiver and Donna Bryars, Finance and Accounting
Action required (list contact persons/addresses if documents are to be mailed or emailed): Please return signed documents back to Finance and Accounting.
Additional instructions/notes: N/A