2020 County Election Administration Training Grants and Equipment Overview
2020 County Election Administration
Training Conference
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Overview
•
I. VEGA-2 Grants
•
Election Equipment
•
Confidence in Accuracy of Results
•
PNP Reimbursements
VEGA-2 Grants
•
Optical Scan Voting Equipment
•
Ballot Counters
•
Assistive Voting Devices (AVDs)
•
Electronic Roster Equipment
VEGA-2 Grants
•
Funds Available = $2,000,000.00
•
Amount Requested =$3,804,419.94
•
Pro Rata Rate = .5257043206
VEGA-2 Grants
•
Breakdown of Awards:
•
Optical Scan Voting Equipment
•
Amount Requested = $3,192,089.50
•
Amount Awarded = $1,678,095.24
•
Electronic Roster Equipment
•
Amount Requested = $612,330.44
•
Amount Awarded = $321,904.76
•
Total Amount Awarded = $2,000,000.00
VEGA-2 Grants
•
Local Match Requirements
•
Op. Scan Equipment – 50% match
•
Total Local Match = $1,678,095.24
•
E-Roster Equipment – 25% match
•
Total Match = $107,301.59
VEGA-2 Grants
•
Application of Funds
•
Optical Scan Equipment Grant can be used for either:
•
Op. Scan Ballot Counters; or
•
Op. Scan Assistive Voting Devices
•
Electronic Roster Equipment Grant must be used for
Electronic Roster Equipment
VEGA-2 Grants
•
Steps in Process
•
1
st
– Application
•
2
nd
– Awards determined
•
3
rd
– Notification of Awards
•
4
th
– Drafting of VEGA-2 Grant Contracts
•
5
th
– Encumbering of Contract amounts by OSS Fiscal Division
•
6
th
– Contracts sent to Award Recipients
•
7
th
– Award Recipients must sign and return VEGA-2 Contract to OSS
•
8
th
– Director of Elections signs contract
•
9
th
– Fully signed VEGA-2 Contract sent to OSS Fiscal Division
•
10
th
– Grant Award Funds are sent to Award Recipients
VEGA-2 Grants
•
Use of Funds and Reporting
•
Funds must be spent for purpose they are awarded
•
If funds are fully expended a Final Report must be filed within 30
days
•
If funds are not fully expended a Final Report must be filed
December 31, 2020
VEGA-2 Grants
•
Grant Deadlines:
•
Deadline for Expending funds –
December 31, 2020
•
Deadline for Reporting funds Expended –
December 31,
2020
•
Deadline for Returning any unspent grant funds –
December 31, 2020
Election Equipment – Confidence in Results
•
Testing
•
Preliminary Testing
•
Public Accuracy Testing
•
Post Election Review
•
Post Election Performance Review
•
Programming Security
•
Programmed to accept only legitimate results
•
Results sealed and securely transferred
•
Paper Ballots are used
PNP Reimbursements
•
2,770 Jurisdictions (Counties and Municipalities)
•
Some Municipalities are Mail Ballot
•
Some Cities are located in more than 1 County
•
Some did not submit a request for reimbursement
•
We are in the process of Reviewing the information to
determine how many total requests have been submitted
and how many need to provide additional information or
documentation
PNP Reimbursements
•
Requirements in Minnesota Statutes sect. 207A.15, subd. 2
•
“The request for payment must be submitted to the
secretary of state, and must be accompanied by an
itemized description of actual county or municipal
expenditures including copies of invoices. In addition, the
county auditor or municipal clerk must certify that the
request for reimbursement is based on actual costs
incurred by the county or municipality in the presidential
nomination primary.”
PNP Reimbursements
•
Steps
•
1
st
– PNP Expenditures incurred
•
2
nd
– Reimbursement Requested – by May 11, 2020
•
3
rd
– PNP Reimbursement Requests reviewed for completeness
•
4
th
– PNP Reimbursement Requests recorded
•
5
th
– PNP Reimbursement Requests verified
•
6
th
– Payment Authorization sent to Fiscal Division
•
7
th
– OSS Fiscal Division sends payment to Counties and Municipalities
Thank You
The 2020 County Election Administration Training Conference focuses on grants, equipment, and PNP reimbursements. The VEGA-2 Grants offer funding for optical scan voting equipment, ballot counters, assistive voting devices, and electronic roster equipment. The breakdown of awards shows the allocation of funds for various equipment categories. The process involves application, award determination, notification, drafting of contracts, and fund disbursement to recipients. Funds must be used as awarded, with reporting requirements based on expenditure status.
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Presentation Transcript
2020 County Election Administration Training Conference GRANTS, EQUIPMENT, PNP REIMBURSEMENT
Overview I. VEGA-2 Grants Election Equipment Confidence in Accuracy of Results PNP Reimbursements
VEGA-2 Grants Optical Scan Voting Equipment Ballot Counters Assistive Voting Devices (AVDs) Electronic Roster Equipment
VEGA-2 Grants Funds Available = $2,000,000.00 Amount Requested =$3,804,419.94 Pro Rata Rate = .5257043206
VEGA-2 Grants Breakdown of Awards: Optical Scan Voting Equipment Amount Requested = $3,192,089.50 Amount Awarded = $1,678,095.24 Electronic Roster Equipment Amount Requested = $612,330.44 Amount Awarded = $321,904.76 Total Amount Awarded = $2,000,000.00
VEGA-2 Grants Local Match Requirements Op. Scan Equipment 50% match Total Local Match = $1,678,095.24 E-Roster Equipment 25% match Total Match = $107,301.59
VEGA-2 Grants Application of Funds Optical Scan Equipment Grant can be used for either: Op. Scan Ballot Counters; or Op. Scan Assistive Voting Devices Electronic Roster Equipment Grant must be used for Electronic Roster Equipment
VEGA-2 Grants Steps in Process 1st Application 2nd Awards determined 3rd Notification of Awards 4th Drafting of VEGA-2 Grant Contracts 5th Encumbering of Contract amounts by OSS Fiscal Division 6th Contracts sent to Award Recipients 7th Award Recipients must sign and return VEGA-2 Contract to OSS 8th Director of Elections signs contract 9th Fully signed VEGA-2 Contract sent to OSS Fiscal Division 10th Grant Award Funds are sent to Award Recipients
VEGA-2 Grants Use of Funds and Reporting Funds must be spent for purpose they are awarded If funds are fully expended a Final Report must be filed within 30 days If funds are not fully expended a Final Report must be filed December 31, 2020
VEGA-2 Grants Grant Deadlines: Deadline for Expending funds December 31, 2020 Deadline for Reporting funds Expended December 31, 2020 Deadline for Returning any unspent grant funds December 31, 2020
Election Equipment Confidence in Results Testing Preliminary Testing Public Accuracy Testing Post Election Review Post Election Performance Review Programming Security Programmed to accept only legitimate results Results sealed and securely transferred Paper Ballots are used
PNP Reimbursements 2,770 Jurisdictions (Counties and Municipalities) Some Municipalities are Mail Ballot Some Cities are located in more than 1 County Some did not submit a request for reimbursement We are in the process of Reviewing the information to determine how many total requests have been submitted and how many need to provide additional information or documentation
PNP Reimbursements Requirements in Minnesota Statutes sect. 207A.15, subd. 2 The request for payment must be submitted to the secretary of state, and must be accompanied by an itemized description of actual county or municipal expenditures including copies of invoices. In addition, the county auditor or municipal clerk must certify that the request for reimbursement is based on actual costs incurred by the county or municipality in the presidential nomination primary.
PNP Reimbursements Steps 1st PNP Expenditures incurred 2nd Reimbursement Requested by May 11, 2020 3rd PNP Reimbursement Requests reviewed for completeness 4th PNP Reimbursement Requests recorded 5th PNP Reimbursement Requests verified 6th Payment Authorization sent to Fiscal Division 7th OSS Fiscal Division sends payment to Counties and Municipalities
