DISTRICT or COLUMBIA BOARD OF ELECTIONS WASHINGTON D C 20003 1 PROGRAM NARRATIVE SUMMARY OF THE USE OF 2018 HAVA ELECTION SECURITY GRANT Submitted To US Election Assistance Commission Purpose As authorized under Section 101 of the Help America Vote Act of 2202 PL 107-252 HAVA and provided for in the Consolidated Appropriations Act 2018 Public Law 115-141 the purpose of this award is to improve the administration of elections for Federal office including to enhance election technology and make election security improvements to the systems equipment and processes used in federal elections This report re ects the proposed use of the HAVA Election Security Grant OPERATING ACTIVITIES AND PROPOSED USE OF HAVA FUNDS VOTING EQUIPMENT REPLACEMENT AND UPGRADES $1 500 000 00 a Purchase of Election Systems Software accessible Express Vote Ballot Marking Devices Precinct Scanners The District of Columbia Board of Elections BOE is requesting the use ofthe HAVA grant to increase the number of accessible Express Vote ballot Marking Devices in each voting precinct by 2020 as well as acquire additional D8 200 Precinct Scanners to be distributed across our precincts on an as-needed basis The acquisition of additional voting equipment which uses cellular modem connectivity will streamline the closing tabulation process and allow for the wireless transmission of election results as well as allow poll workers the ability to operate the voting equipment and close the polls at the end of the night through an expedited process which will generate faster results of the election night totals b Voting equipment maintenance support 450 000 00 The acquisition of additional voting equipment will require BOE to acquire a service and maintenance agreement BOE would also need to purchase Port Cool fans for proper maintenance and of the equipment from dust and debris This will keep the equipment operational which will extend the life cycle of the equipment CYBER VULNERABILITIES 450 000 00 The Board will seek to hire a ll time Cyber Security expert to carry out the agency s Operations effectively to implement and establish cyber security best practices for election systems security training and to upgrade and monitor election related computer systems to address cyber vulnerabilities TEMPORARY ELECTION WORKERS 150 000 00 Funding for additional poll workers ADA Compliant workers election technicians to work at the new Early Voting centers BOE believes that voters will continue to seek out the opportunity to vote early Expanding early voting centers is a crucial way to modernize the system It adds important exibility and convenience reduces the administrative burdens of the Election day rush keeps elections safe and secure reduces stress on the voting systems on Election Day improves poll worker performance decreases lines on Election day and provides for greater access to voting and customer service ELECTION OFFICIAL TRAINING 20 000 00 The Board continues its commitment to providing signi cant resources towards the training for improving election staff performances A knowledgeable election staff is as vital to the conduct of fair open and ef cient elections as competent poll workers Accordingly several of the Board s full-time staff will attend election of cials training including cyber security training at various seminars workshops and conferences throughout the year COMMUNICATION 120 000 00 Continued Voter Education and Outreach and Poll Worker Recruitment Training Efforts a Deploy Ward Outreach Coordinators throughout the District of Columbia to raise awareness about voter registration upcoming elections voting equipment and the opportunity to serve as poll workers b BOE plans to better advertise the primary and general elections to the electorate and speci cally for communities that are not particularly knowledgeable about elections The Board s Voter Education and Outreach Division V EOD teams will target local public private and charter high schools to encourage District students to participate in the election process to work in the precincts on Election Day and to see the importance of civic engagement rst hand c To create and implement online training modules for use by the poll worker training division during upcoming elections If funds allow BOE would like to supplement training with online courses tailored to each election worker position and the Ward Coordinator program 1 Language Access Polling place accessibility BOE will spend considerable time and resources to ensure accessibility at all of its polling locations BOE will need to collaborate with other district agencies and disability rights organizations to assist in surveying and addressing the accessibility concerns in the polling sites BOE would like to expand translation services and the printing of vital election documents to individuals who are limited and Non-English pro cient As the nation s capital the District of Columbia is a hub for immigration Many of the constituents are foreign-bom and they come from countries all around the world As a result district agencies encounter a wide variety of languages with the top six being Amharic Chinese French Korean Spanish and Vietnamese BOE would like to make vital election documents available in all of their threshold languages LEVERAGE TECHNOLOGY TO IMPROVE ALL ASPECTS OF VOTER REGISTRATION AND ELECTION ADMINISTRATION DIGITIZATION OF VOTER REGISTRATION RECORDS 270 000 00 BOE will continue to intensify its efforts to improve the Voter Registration Database and streamline its operations to ensure a clean and accurate voter registration list The Board s voter registration database will be replaced during FY 19 and the voter registration cards about 1 million which contain Personally Identi able Information PII will need to be digitized for space and security purposes HAVA funds will assist with this project INSTALLATION OF TABLETS AT VOTER REGISTRATION AGENCIES 10 000 00 BOB would like to install tablets at the District s Voter Registration Agencies VRA loaded with the mobile registration application at the counters of certain voter registration agencies to facilitate increased-and electronic- registration at these locations BOE expects that the successful deployment of such an initiative would result in both an increase in voter registration at VRAs and the collection of more accurate voter registration data DEMOCRACY LIVE 30 000 00 BOE would like to provide an accessible audio-enabled sample ballot and voter guide lockup tool for the District of Columbia registered voters to use during the election cycle The accessible sample ballot and voter guide will be multilingual and compatible with all major screen readers tactile switches closed captioning and sip-and-puff systems The site will be accessed by any voter from any device through any web browser 2018 HAVA ELECTION SECURITY GRANT Budget Information Non Construction Program Name of Organization Budget Period Start Budget Period End District 0 Columbia Board of Elections 393 2013 SECTION A - 3l22 2021 I BUDGET SUMMARY FEDERAL 8i NON-FEDERAL FUNDS Match PROGRAM CATEGORIES 1 323 11 Cyber Security Communications TOTALS 36 Fed Total BUDGET CATEGORIES 1 PERSONNELimciudinginnge 5 150 000 00 5 450 000 00 600 000 00 20% 2 EQUIPMENT 5 1 500 000 00 5 1 500 000 00 50% 3 SUBGRANTS- to local voting jurisdictions 4 TRAINING 20 000 00 5 20 000 00 1% 5 All OTHER COSTS 450 000 00 5 310 000 00 5 120 000 00 5 330 000 00 29% 5 TOTAL DIRECT cosrs i1-6i 2 100 000 00 310 000 00 5 450 000 00 3 140 000 00 3 000 000 00 2 INDIRECT cosrs if appliedl 0% 8 Total Federal Budget 5 2 100 000 00 310 000 00 5 450 000 00 5 140 000 00 5 3 000 000 00 9 Non-Federal Match 5 150 000 00 5 150 000 00 10 Total Program Budget 5 2 250 000 00 310 000 00 5 450 000 00 5 140 000 00 3 3 150 000 00 11 Percentage By Category 70% 0% 10% 15% 5% Proposed State Match 5 0% A Do you have an Indirect Cost Rate Agreement approved by the Federal government or some other non-federal entity No If yes please provide the following information B Period Covered by the IndIrect Cost Rate Agreement C Approving Federal agency D If other than Federal agency please specify E The Indirect Cost Rate Is