Commissioners Court - Regular Session

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11.

Meeting Date:	07/16/2013
request line item transfer
Submitted For:	Kay Eastes	Submitted By:	Kay Eastes, Elections
Department:	Elections
Agenda Category:	Consent

Information

Agenda Item

Discuss and consider approving a line item transfer for the Elections Office.

Background

As a result of the large volume of voter registration applications submitted during the 2012 November election cycle, post election mailing of voter certificates, address confirmation cards, and statement of residence forms, there is not adequate postage remaining in the budget line to meet the mailing needs for the rest of the year. We anticipate working with Votec Corporation, the County's voter registration vendor, to perform the NCOA processing of the voter rolls in August. Several thousand address confirmation cards will need to be mailed in connection with NCOA. This process helps to clean up the voter registration rolls which will result in a monetary savings when the Elections Office must perform the biannual mailing of voter certificates at the end of the calendar year. The NCOA has to be completed during the current fiscal year due to upcoming election deadlines connected to the 2013 November elections. The current mailing of 3,363 voter registration certificates will almost deplete the remaining postage in the postage machine.

Some funds were budgeted to take into cosideration any overage and payment for color copies. Due to the high volume demand for copies incidental to the 2012 presidential election, the B&W Meter and Color Meter for the Annual Overage exceeded the budget. Sufficient funds are not available in the budget to cover all remaining monthly rental Billing Periods for the current fiscal year.

Fiscal Impact

From/To	Acct No.	Description	Amount
From	0100.0492.004251	Election Supplies	$9,000.00
To	0100.0492.004212	Postage	$8,000.00
To	0100.0492.004621	Copier Rental & Supplies	$1,000.00

Attachments
No file(s) attached.

Form Review

Inbox	Reviewed By	Date
County Judge Exec Asst.	Wendy Coco	07/11/2013 03:38 PM
Form Started By: keastes		Started On: 07/11/2013 09:34 AM
Final Approval Date: 07/11/2013