Title
Resolution to Amend the Fiscal Year 2025 Council Approved Budget to Accept and Appropriate the 2024 Election Grant Awarded by the Virginia Department of Elections
Purpose
PURPOSE/BACKGROUND:
The Virginia Department of Elections (ELECT) conducts the State Board of Elections' administrative and programmatic operations and discharges the board's duties consistent with delegated authority. ELECT is authorized to establish and maintain a statewide automated voter registration system to include procedures for ascertaining current addresses of registrants; to require cancellation of records for registrants no longer qualified; to provide electronic application for voter registration and absentee ballots; and to provide electronic delivery of absentee ballots to eligible military and overseas voters.
ELECT promotes and supports secure, accurate, fair and open elections for the citizens of the Commonwealth.
Discussion:
The 2024 Special Session of the Virginia General Assembly approved grant funding for use by ELECT to assist localities (i) that are currently paper based and need to implement electronic poll books; and (ii) to implement ballot-on demand systems. Listed below are the criteria, in order of priority, upon which funds were awarded, in addition to when the applications were received:
1. Localities currently using 100% paper poll books,
2. Localities currently using a combination of electronic and paper poll books,
3. Localities that currently do not use any Ballot on Demand Ballot system, and
4. Localities that currently use some Ballot on Demand Ballot Systems, but have not fully implemented.
The 2024 Election Grant awarded by the Virginia Department of Elections will assist the Voter Registrar and the Electoral Board in facilitating the election process in Hampton pursuant to the established protocols, including equipment requirements such as the Ballot on Demand printing system, as set forth by the State Board of Elections.
Impact:
The City's voting process will be improved. As the 2024 Election Grant award requires no cash or in-kind match, there will be no unplanned impact to the Fiscal Year 2025 Council Approved Budget.
Recommendation:
Rec
Approve.
Body
WHEREAS, the Virginia Department of Elections has awarded the City of Hampton the 2024 Election Grant in the amount of $240,560, to be paid on a reimbursement basis, with no cash or in-kind match required;
WHEREAS, the 2024 Election Grant will be used by the City's Voter Registrar and Electoral Board to fund the purchase of election equipment (Ballot on Demand printing system); and
WHEREAS, proof of an executed purchase order with final pricing must be received by Virginia Department of Elections by the close of business on September 27, 2024.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Hampton, Virginia hereby amends its Fiscal Year 2025 Council Approved Budget to accept and appropriate the 2024 Election Grant award, in the amount of $240,560, and any supplemental funding, from the Virginia Department of Elections to the Grants Fund for the purpose of funding the election equipment (Ballot on Demand printing system) in accordance with the grant agreement.
BE IT FURTHER RESOLVED that the City Council authorizes the City Manager, or her designee, to take any and all actions necessary to implement this grant award, subject to approval by the City Attorney.