HomeMy WebLinkAboutAgenda - 10-18-94 - VIII-D t
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ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No V AU
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 18, 1994
SUBJECT: Voter Registration Grant Proposal
DEPARTMENT: Elections PUBLIC HEARING YES NO x
ATTACHMENT(S) : INFORMATION CONTACT
Grant Application Bobbie Strickland, ext 2350
TELEPHONE NUMBER
Hillsborough 732-8181
Chapel Hill 968-4501
Mebane 227-2031
Durham 688-7331
PURPOSE: To approve a grant proposal to help implement the National
Voter Registration Act.
BACKGROUND: During its 1994 Session, the North Carolina General
Assembly appropriated $1 million to assist counties with implementation
of the National Voter Registration Act of 1993, which takes effect on
January 1, 1995. Staff have prepared, and the Board of Elections has
approved, a grant proposal for $22,800 that would create a local area
network in the Elections office to increase the efficiency with which
voter registations are processed and assist the Elections staff in
preparing and producing the State mandated reports associated with the
new legislation. No matching County funds are required for this grant.
The grant proposal has already been submitted to the State Board of
Elections in order to meet an October 10 submission deadline. The
grant program provides that 25% of grant funds will be disbursed
to agencies, other than the Board of Elections, which are required
under the new law to assist with voter registration, although the Board
of Commissioners can waive this requirement. In Orange County, these
agencies include the Social Services and Health Departments, which are
not submitting separate applications for funding. However, the
County' s grant proposal envisions connections between the proposed
Elections computer network and the existing Master Client Index human
service computer network so that voter registration information can be
managed effectively and accessed by DSS and Health as well as by
Elections. Board action on this item would confirm the County' s
desire to apply for State funds for the Elections local area
network and authorize staff to proceed with implementation if the
grant proposal is approved by the State Board of Elections. Grant
awards will be made by the end of October.
RECOMMENDATION: The Manager recommends that the Board approve the
grant if it is awarded by the State, and authorize the Chair to execute
any grant documents required to receive the funds.
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State of North Carolina
Voter Registration Grants Application
County Orange Phone Number (919) 732-8181
Ext. 2351
Contact Person Bobbi Strickland Title Supervisor of Elections
Mailing Address PO Box 8181
Hillsborough, NC 27278
1. Amount of Request $ 22,800
2. Itemization of Request
County Board of Elections Local Agencies
Personal Services $ 0 $ 0
Supplies $ 800 $ 0
Operating Expenses $ 0 $ 0
Equipment $ 22,000 $ 0
3. Plan of Implementation (Continue on back of page)
To implement the National Voter Registration Act, the Orange County Board of
Elections must upgrade the existing computer equipment. Currently in our office we
have three 286 computers connected to a dot matrix printer. Clearly if we are going to
maintain the data required by the State for the quarterly reports, we must upgrade the
existing computers. To generate the verification required by the act, we must also
upgrade our printer.
We are a small office with 3 1/2 full time equivalent positions (4 employees). Each
individual is trained to do all aspects of our election responsibilities. We do not
dedicate one position to process voter registrations, but at any given time, each one of
us is responsible for this work. Because of this, we are proposing that we install a
local area network connecting all four employees into a central file server. This
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allows each Election office worker to access the voter registration data base from their
workstation.
The attached outlines the cost for the network. Included in the system's price are
funds to provide software for maintaining the database and also word processing
software for notifying registrants. We are at this point unsure if we will be able to
find off the shelf software to accommodate our needs. If we are unable to buy
software we will need to have a consultant write a D-Base application for us. In either
case, we have included $3,000 in our grant proposal to cover the cost of all software
and licensing.
We have also included $800 for miscellaneous supplies, including two file cabinets (at
$150 each), file folders and supplies ($200), and 10 back-up tapes for our network (at
$30 each).
The Departments of Health and Social Services do not intend to submit an application
for funding.
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Budget for Board of Elections — Voter Registration Grant Application
Network:
Network Server $3,040
486 DX-2 66/16 mg RAM, monochrome monitor, dual floppies, 1.2 G.B.
SCI Hard Drive, CD Rom, Audio CCard/ Network Interface Card (NIC)
Workstations (4) $5,360
486 DX2/66 8 meg RAM, NIC 1,340 each
Novell Software 5 User $500
Miscellaneous Software
(Each Workstation/Server — $600 ) $3,000
Network Supplies (Cable, Hub) $600
Laser Printer $1,500
Connection to Data Processing Building
Remote Router/Hub $8,000
Total Automation $22,000
Other:
2 file Cabinets 300
Miscellaneous Printing/Office Supplies 500
Total Grant Application $22,800
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Voter Registration Grant
The Departments of Social Services and Health are not submitting applications for funding
under HB 1776 - Voter Registration Act. The Orange County Board of Elections is
requesting $22,800 for implementation of the National Voter Registration Act of 1993.
cam., r ou stir J
Chair, Board of Elections (date)
Chair, Orange County Board of (date)
Commissioners