HAVA DHHS Grants Annual Training for County Election

HAVA DHHS Grants Annual Training for County Election Officials NC State Board of Elections August 14, 2012

History The Help America Vote Act (HAVA)was signed into law in 2002. HAVA authorized the creation of federal grant programs to support efforts to ensure that persons with disabilities have full access to the election process. HAVA assigned responsibility for the administration of the law’s disability provisions to the Secretary of the Department of Health and Human Services (DHHS).

NC DHHS Funds Now Available 2010 Session HB 200 Summary- Forbids the State Board of Elections from expending any HAVA Title II funds and allows the State Board of Elections to retain funds until such time as Maintenance of Effort funds are appropriated. 2012 Session HB 950 Adds “except that voting accessibility funds granted by the Secretary of Health and Human Services under Section 261 of HAVA may be applied for and expended by the State Board of Elections to improve voting accessibility for the disabled.

Permitted Uses Make polling places, including path of travel, entrances, exits, and voting areas of each polling facility, accessible to individuals with the full range of disabilities. Provide the same opportunity for access and participation, including privacy and independence, to individuals with the full range of disabilities. Provide training for election officials, poll workers, and election volunteers on how best to promote the access and participation of individuals with the full range of disabilities in elections for federal office. Provide individual with the full range of disabilities with information about the accessibility of polling places

Examples of Permitted uses Improving handicapped parking and paths of travel. Door hardware, improvement of entrances and exits, ramps , handrails, voting booths and signage. Accessibility tools such as magnifying lenses, hearing aids, privacy curtains and curbside alerts.

Guidelines Accessibility funds for permanent improvements on buildings or property will generally only be granted for publicly owned buildings and property. Funding for private facility improvement will be considered on a case by case basis based upon the following: 1. There is no public solution. 2. There is no other suitable private solution. 3. The county or a government entity agrees to contribute public funds for use as part of the cost of the proposed accessibility improvements. 4. County Board of Elections and owner agree in a written document that this is a long term solution for at least two federal elections.

Guidelines cont. Funds CANNOT be used for anything other than accessibility. A detailed plan of expenditure needs must be included with the application. All expenditures must be specific and well documented; a detailed report of all funding will be required, until the money is either spent or returned. Under no circumstances are these funds to be supplanted from the County Board of Elections budget by the county or budget office. Counties who provide matching funds to make permanent changes will be given priority in grant approvals.

Approval Process Once you submit your application (County Grant Application and Precinct Grant Form) your application will be reviewed and determined if you qualify for DHHS grant funds. You will be notified by email of our decision. If your application is approved you will be emailed a Grant Acceptance Agreement.

Grant Acceptance Agreement The Grant Acceptance Agreement is an agreement to spend the HAVA DHHS funds as per your grant application and the Grant Acceptance Agreement and to abide by the audit requirements of HAVA. By accepting this grant, you agree to document all expenditures by noting dates, purposes, and locations. In addition, receipts must be obtained of all such expenditures. Receipts should be submitted with your Financial Report. Your records may be subject to audit.

DHHS Funds Distribution After you have returned your signed Grant Acceptance Agreement you should receive a check from the Department of Administration within two weeks.

DHHS Financial Report The DHHS Grant Financial Report should be completed and returned after all work has been completed and all invoices have been paid. Include copies of all receipts with the Financial Report. Any funds not spent or accounted for must be returned with DHHS Financial Report.

Questions If you have any questions please call or email Neil Baddour at 919. 715. 8233 or neil. baddour@ncsbe. gov