BUDGET NARRATIVE HAVA SECURITY GRANT FUNDS Submitted by William Francis Galvin on behalf of the Commonwealth of Massachusetts Background On May 15 2018 Secretary of the Commonwealth William Francis Galvin submitted a request to the Election Assistance Commission for Election Security Grant funding available under the Help America Vote Act Massachusetts requested the full amount available $7 890 854 which we know requires a state match of $394 543 1 On June 11 2018 a meeting was held of members from the original state plan implementation group and other stakeholders to develop a spending plan for this additional HAVA funding While there were ve 5 program categories on the sample budget sheet the Commonwealth of Massachusetts has determined to spend the funding only on three 3 of those categories Voting Equipment Voter Registration Systems and Cyber Security Attached please nd the proposed budget and below please nd the required narrative Voting Equipment We propose to spend $2 000 000 on voting equipment which we anticipate making available as grants to our local election of cials Currently all voting equipment used in Massachusetts utilizes a paper ballot most of which are tabulated with either optical or digital scan tabulators but some municipalities still hand count their ballots Statewide each city and town uses an AutoMark Voter Assist Terminal to allow voters with disabilities to vote privately and independently The AutoMark machines were purchased and are currently maintained using the original HAVA funding Using the new HAVA funds we propose to offer grants to local election of cials to replace existing equipment some of which is no longer manufactured and hard to service As part of this process we propose to work through the state Comptroller s Of ce to add voting equipment to the statewide contract which would enable cities and towns to purchase equipment and related accessories and services at an already agreed upon price 2 This would include new voting equipment and new accessible voting equipment and we expect to have the program open in 2019 1 We expect to use state eligible funds activities to meet the match obligations This includes costs paid for additional equipment for the statewide database and for cybersecurity 2 After the initial HAVA funding that provided reimbursement for replacement of lever machines we noticed a wide range of pricing paid by municipalities for the same equipment but based on the number of units ordered By adding voting equipment to the statewide contract we can avoid this issue and complications faced by local election of cials in complying with state procurement laws and offer consistently lower pricing Voter Registration Systems We propose to spend $4 000 000 on voter registration systems which would include $2 000 000 for grants to our local election of cials for additional technology such as electronic poll books and $2 000 000 for upgrades and improvements to our statewide database of registered voters In 2016 the Legislature amended state law to allow for the use of electronic poll books subject to certi cation by the Secretary s Of ce to check-in voters in place of a paper voter list While we understand our local election of cials are anxious to use this newer technology we are still evaluating the security of the equipment and intend to use some funding to utilize an independent testing authority to test the cyber security readiness and provide speci c guidelines for security and usage After we ve determined the speci c guidelines for use and certify electronic poll books we will offer grants to assist our local election of cials in obtaining such equipment As with the voting equipment we intend to work with the Comptroller s Of ce to add equipment and related services to the statewide contract to make the procurement process easier and more cost effective for our local election of cials We expect this program to be available in 2019 We also anticipate using some of the funding to implement automatic voter registration AVR which was recently passed and is set to begin in Massachusetts starting on January 1 2020 AVR will require certain modi cations to our statewide database of registered voters and will likely require additional technology equipment Preparations for AVR will begin shortly but expenditures are most likely to occur in 2019 once the technical requirements are fully documented Secretary Galvin is also advocating for election day registration EDR as well If the law is changed to allow for EDR funding will be used for upgrades to the statewide database of registered voters and to provide the technology and equipment needed by local election of cials to implement EDR as well Cyber Security We propose to spend $2 285 397 which includes $1 890 854 in HAVA funds and $394 543 in state matching funds on cyber security This includes speci c new networking equipment and the workstations used by the local election of cials to access the statewide database of registered voters and upgrades generally to the infrastructure of the election related activities of the Secretary s Of ce as well as for cyber security training for the local election of cials Currently local election of cials access the statewide database of registered voters using workstations provided by this Of ce which connect through a dedicated network maintained by the Secretary s Of ce We are upgrading the network security and installing additional hardware for each city and town This includes the immediate installation of new switches and routers for each city and town which will cost approximately $1 000 000 The new HAVA funding will be used on end user cybersecurity training that will be provided to our local election officials over the next two months This training will cost approximately $5 000 A portion of the funding will be spent to purchase additional equipment to be used for the backup of the statewide voter file which will likely occur before November 2018 and cost approximately $500 000 We will also use the funding to continue our infrastructure upgrades on our election-related applications On our website voters can look up where they vote confirm their registration and register to vote We are continually working to improve security of these systems and will use the funding for this purpose Additional security hardware and software have been or will be installed in the near future well in advance of the November 2018 election Please note that some of the funding purposes overlap between the Voter Registration Systems and Cyber Security categories and therefore monies may be adjusted between the two categories moving forward with actual spending If you have any questions about this narrative or budget please contact Michelle K Tassinari Director and Legal Counsel Elections Division at 617-727-2828 or 2018 HAVA ELECTION SECURITY GRANT Budget Information Lcron 0 90 404 Non-Construction Program Name of Organization Budget Period Start Budget Period End IMA Secretary of the Commonwealth 0230013 SECTION A 3 23 2023 BUDGET SUMMARY FEDERAL NON-FEDERAL FUNDS Match Consolidated Budget for total project term-- up to 5 years as defined by grantee PROGRAM CATEGORIES Voter 221 3 Rigistration id Cyber Security Communications In Other Si Other TOTALS Fed Total BUDGET CATEGORIES Systems 1 PERSONNEL including fringe - 5 - 0% 2 EQUIPMENT 5 5 - 5 2 000 000 00 2 000 000 00 25% 3 SUBGRANTS- to local voting jurisdictions 5 2 000 000 00 5 - 5 2 000 000 00 4 000 000 00 51% 4 TRAINING All OTHER COSTS 5 - 5 - 5 - 1 390 854 00 1 890 854 00 24% 6 TOTAL DIRECT COSTS 1-6 5 2 000 000 00 5 5 4 000 000 00 1 890 854 00 - 5 5 7 890 854 00 7 INDIRECT COSTS if applied 5 - 0% 8 Total Federal Budget 5 2 000 000 00 5 5 4 000 000 00 1 890 854 00 5 5 7 890 854 00 11 Non-Federal Match 5 - - 5 - 5 394 543 00 394 543 00 12 Total Program Budget 5 2 000 000 00 5 - 5 4 000 000 00 2 235 397 00 - 8 285 397 00 13 Percentage By Category 25% 51% 24% 0% 0% 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 MIA Iiyes please provide the following information 8 Period Covered by the indirect Cost Rate Agreement C Approving Federal agency 0 If other than Federal agency please specify E The Indirect Cost Rate is