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Home My WebLink About33-21 RESOLUTIONOF FaYETTF 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 33-21 File Number: 2020-1185 WASHINGTON COUNTY ELECTION COMMISSION: A RESOLUTION TO AUTHORIZE A PAYMENT TO THE WASHINGTON COUNTY ELECTION COMMISSION IN THE AMOUNT OF $45,482.91 FOR ELECTION FEES RELATED TO THE NOVEMBER 3, 2020 GENERAL ELECTION WHEREAS, Ark. Code Ann. § 7-5-104 requires cities to pay for a portion of the expense of conducting general elections and the Washington County Election Commission has calculated Fayetteville's portion of the cost for the November 3, 2020 General Election to be $45,482.91. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes a payment to the Washington County Election Commission in the amount of $45,482.91 for the City of Fayetteville's portion of the costs associated with the November 3, 2020 General Election. PASSED and APPROVED on 1/19/2021 City of Fayetteville, Arkansas 113 West Mountain Street i \1 Fayetteville, AR 72701 (479) 575-8323 / Text File File Number: 2020-1185 Agenda Date: 1/19/2021 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A 5 WASHINGTON COUNTY ELECTION COMMISSION: A RESOLUTION TO AUTHORIZE A PAYMENT TO THE WASHINGTON COUNTY ELECTION COMMISSION IN THE AMOUNT OF $45,482.91 FOR ELECTION FEES RELATED TO THE NOVEMBER 3, 2020 GENERAL ELECTION WHEREAS, Ark. Code Ann. § 7-5-104 requires cities to pay for a portion of the expense of conducting general elections and the Washington County Election Commission has calculated Fayetteville's portion of the cost for the November 3, 2020 General Election to be $45,482.91. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes a payment to the Washington County Election Commission in the amount of $45,482.91 for the City of Fayetteville's portion of the costs associated with the November 3, 2020 General Election. City of Fayetteville, Arkansas Page 1 Printed on 1IM021 Kara Paxton Submitted By City of Fayetteville Staff Review Form 2020-1185 Legistar File ID 1/19/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/30/2020 CITY CLERK (051) Submitted Date Division / Department Action Recommendation: A Resolution authorizing the City to pay the Washington County Election Commission a total of $45,482.91 for election fees related to the November 3, 2020 General Election in Washington County. Budget Impact: 1010.090.6600-5318.00 General Fund Account Number N/A Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget Fund N/A Project Title $ 50,862.07 —_-A---- �0,862.07 $ 45,482.91 5,379.16 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE ARKANSAS MEETING OF JANUARY 19, 2021 TO: Mayor and City Council FROM: Kara Paxton, City Clerk DATE: Wednesday, December 30, 2020 CITY COUNCIL MEMO SUBJECT: Authorization of payment for election fees related to the November 3, 2020 General Election RECOMMENDATION: A Resolution authorizing payment to the Washington County Election Commission for election fees related to the November 3, 2020 General Election in Washington County in the amount $45,482.91. BACKGROUND: Arkansas State law, Statute 7-5-104, requires cities to pay for a portion of the expense of conducting a general election. DISCUSSION: According to the statute and calculation by the Washington County Election Commission, the City's portion of the November 311 General Election totals $45,482.91. Washington County received an Elections COVID Response Grant which covered expenses such as supplies, training, Early Vote, and part of the Election Day poll worker pay. The COVID Response Grant reduced the overall expenses for the election, which in turn reduced the fees due from each city. The City was invoiced for the December 1, 2020 General Election Run -Off on or around December 11, 2020 which identified the City's portion of the run-off election as $9,137.93. The expense for the run-off election has been paid in full. BUDGET/STAFF IMPACT: Funds are available in the 2020 budget for the November 3'd General Election. Attachments: Letter (and subsequent request for payment) from the Washington County Election Commission Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 3 Washington County Election Commission Washington County Courthouse 280 College Avenue, Suite 140 Fayetteville, AR 72701 December 11, 2020 To Washington County City Clerks IR 3 (i 2020 As you may know, Arkansas law, Statute 7-5-104, specifies that cities pay for a portion of the expense of conducting a general election. According to the statute, each city's amount is calculated by taking 50% of the election cost and multiplying that by a fraction based on the number of ballots cast divided by the number of ballots cast in the city. The number of ballots cast in the city elections was 74,904. Washington County received an Elections COVID Response Grant from the Center for Technology and Civic Life. This grant allowed us to cover the cost of supplies, training, Early Vote, and part of the Election Day poll worker pay. We were able to pass this along to the Cities, by not charging for these items. The grant was for $217,852.20 Following is a breakdown of the expenses not covered by the grant for the November 3, 2020 General Election in Washington County. Absentee Ballot Materials $13,193.00 Ballots $7, 944.00 Programming $5, 000 Advertisements $10,876.36 Election Officials and Supervisor Mileage $47,861.01 Truck Rental and Gas $8,299.61 Phones, Wi-Fi , Postage and Printing $6,3334.99 Staff $13,579.14 Election Commission Meetings $3,600.00 Total $173,688.11 50% of the total is $ $86,844.06 Below is a summary of the amounts to be paid by each city, based on the formula. Also a few cities had separate cost for publications of ordinances for their special elections. t)FI1GfI City Number voting Special Election Ordinance Publication Amount owed Elkins 1521 $1,577.59 Elm Springs 1050 $1,218.66 arm in ton 3535 $3,774.52 a etteville 38010 $45,482.91 Greenland 553 $697.81 Goshen 1228 348.08 $1,765.40 Johnson 1661 $2,014.97 Lincoln 760 475.76 $1,395.60 Prairie Grove 3300 154.08 $3,399.40 Springdale 19403 $22,560.32 Tontitiown 2550 $2,328.82 West Fork 1160 $1,357.23 Winslow 173 $248.74 Please make checks payable to the Washington County Election Commission and mail them to the above address. If you have any questions, please call number below. Jennifer B. Price Director of Elections 444-1766/ jprice@washingtonar.gov