Title
Resolution to Accept and Approve a Grant from the Michigan Department of State for Qualified Voter File's Electronic Poll Book (EPB) Project Laptop and Accessories Purchase through Funding from the Help America Vote Act ($32,850.24)
Memorandum
The City Clerk's Office has accepted a grant from the Michigan Department of State, Bureau of Elections, to receive laptops and accessories as part of the State's Electronic Poll Book (EPB) Project. The purpose of the project is to provide the City of Ann Arbor with 48 EPB laptops and accessories to be used in all City's polling places on election days. The laptops will run the State's Electronic Poll Book software, designed to automate and document certain voter verification and ballot tracking functions that are currently managed with a paper process by the City's election inspectors. The EPB also allows for a quick electronic upload of voter history to the Qualified Voter File, eliminating the time-consuming process for staff of scanning each voter's name after every election to update voting history.
The City Clerk's Office accepted eight laptops and accessories, including barcode readers for scanning driver's licenses, which were used in eight polling places on May 8, 2012. The "pilot" implementation on May 8 was successful and election inspectors reported a positive experience with the equipment. The electronic reports were delivered to City staff after the close of polls and the EPB reports were printed at City Hall with no reported problems. The EPB pilot implementation was at Skyline High School (1-8), Arrowwood Hills (1-10), Ann Arbor Assembly of God (2-5), King School (2-7), Pioneer High School (4-4/4-8), Second Baptist Church (5-3), Eberwhite Elementary (5-6), and Forsythe Middle School (5-11).
The new hardware, including laptop computers and carrying case, encrypted 1G flash drive, mouse, and magnetic stripe card reader, is being funded through the Federal Help America Vote Act and requires a grant agreement between the State of Michigan and the City of Ann Arbor in order for the Secretary of State to purchase the new equipment on the City's behalf using HAVA funds. The cost of one laptop and accessories is $684.38. No matching or reimbursement funds are required. To encourage local participation in the project, the State is agreeing to fund 50% of the cost of the maintenance agreements for the City's voting tabulators if the City implements EPB in all 48 precincts by November 2012.
The City Clerk's Office is requesting that City Council authorize the City Clerk to accept and sign the grant on behalf of the City.
Staff
Prepared by: Jacqueline Beaudry, City Clerk
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The City Clerk's Office has accepted a grant from the Michigan Department of State, Bureau of Elections, to receive laptops and accessories as part of the State's Electronic Poll Book (EPB) Project;
Whereas, The laptops will run the State's Electronic Poll Book software, designed to automate and document certain voter verification and ballot tracking functions that are currently managed with a paper process by the City's election inspectors;
Whereas, The City successfully "piloted" eight EPB laptops on May 8, 2012 with no reported problems and general approval and support for election inspectors;
Whereas, The new laptops and related equipment are being purchased through monies from the Help America Vote Act; and
Whereas, A grant agreement is required between the State of Michigan and the City of Ann Arbor to enable the Michigan Secretary of State to purchase the laptops on the City's behalf using HAVA funds;
RESOLVED, That City Council authorize the acceptance and approval of a grant from the Michigan Department of State for Qualified Voter File Infrastructure Upgrade HAVA Digitized Signature Project through Funding from the Help America Vote Act; and
RESOLVED, That the City Clerk be authorized to sign the grant agreement on behalf of the City of Ann Arbor after approval by the City Attorney and City Administrator.