To: James Avery, Governmental Operations Committee
From: Domonique Clemons, Genesee County Clerk/Register
title
RE: Purchase Order - Ballot Order for 2023 General Election
recommendation
BOARD ACTION REQUESTED:
Seeking approval of a Purchase order to Printing Systems Inc, (PSI) for Ballot Printing
BACKGROUND:
Per Michigan State law, The County Clerk Office is responsible for the ordering of Ballots for each election to be held in the county. These Ballots must be printed and distributed to local units of Government (Municipalities) several weeks before the election to allow for processing of Absentee Ballots.
DISCUSSION:
For the November 2023 General election being conducted in several Genesee County Municipalities, Ballots were ordered through a state approved ballot vendor PSI on September 08, 2023, and said ballots were delivered on September 14, 2023. We now have an invoice to pay for these ballots, of which the service was rendered during the 2023 Fiscal Year.
IMPACT ON HUMAN RESOURCES:
Human resources will be pleased to know that the clerk’s office and our staff is fulfilling its statutory duties.
IMPACT ON BUDGET:
This is a budgeted expense of 22,889.50 for the FY23 budget coming from account 1010-215.00-900.008. As service was rendered in September of 2023. This should be charged to the FY2022-2023 Fiscal year.
IMPACT ON FACILITIES:
There is no impact on facilities
IMPACT ON TECHNOLOGY:
These orders and resolution were created using county equipment that is managed by IT.
CONFORMITY TO COUNTY PRIORITIES:
This item conforms to all 4 of the main county priorities. The County Clerk/Register office continues to be a good fiscal steward of county tax dollars that are used to conduct our statutory duty. Ensuring every eligible voter has access to a ballot allows our residents to advance policy that help to protect them and keep them safe as well as promote a culture of inclusion.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the Office of County Clerk/Register to authorize an expenditure and Purchase Order to Printing Systems, Inc. in a total amount not to exceed $22,889.50 to purchase Ballots for the Nov 2023 Election which were ordered on September 8, 2023 and delivered on September 14, 2023, said expenditures for FY22/23 to be paid from account 1010-215.00-900.008, is approved (a copy of the memorandum request and supporting documentation being on file with the records of the November 29, 2023 meeting of the Governmental Operations Committee of this Board).