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County clerk outlines election certification, equipment risks and storage costs during budget hearing
Summary
Miami County’s clerk described staffing certification efforts, rising contractual costs for election software and equipment, and possible future replacement of aging ballot‑marking equipment; commissioners discussed storage, polling‑place rental increases and whether to create a CIP for election technology.
Laura, the county clerk, told commissioners the clerk’s office is pursuing election official certification for staff and described several budget lines that were adjusted to reflect state requirements and anticipated costs. “We officially certified 2 of our staff this year with the secretary of state's office,” Laura said, noting the clerk expects a multi‑year certification program to continue as more election officials are new.
Why it matters: The clerk flagged aging voting equipment and possible federal or state standards changes that could impose significant costs on the county. The office asked the commission to consider a capital improvement plan (CIP) to accumulate funds for future election equipment replacement and to avoid scrambling for large sums if federal standards or vendor support change.
Equipment and vendor issues: Laura said Miami County is one of three U.S. counties still using an express vote ballot marker whose manufacturer is no longer producing parts; she warned parts support could end about 2028. “They are no longer producing parts or equipment for that. They are gonna service those machines as long as they can, but by 2028, we might need to be having more conversation about this,” Laura said. The clerk estimated commodities for express vote and polling pads at roughly $100,000 in the coming budget year and said a $50,000 quote was expected imminently for some equipment.
Reserve funds and storage: The clerk reported the county already has about $200,000 set aside for election equipment and proposed adding ongoing CIP contributions to smooth future replacement costs. Commissioners raised concerns about secure storage for election equipment currently kept in the old sheriff’s office across the street; the clerk budgeted $16,000 in storage this year and requested $20,000 for next year in case the county must rent alternate secure, climate‑controlled space.
Polling‑place costs and logistics: Commissioners noted one polling site (American Legion) had increased its rental demand to $1,500 and that polling locations generally ranged from about $25–$75, depending on facility. Laura said the office is looking for ADA‑compliant alternatives and will negotiate with providers.
Other budget items: The clerk said postage for R&R notices will be covered by the state in 2026 but likely not thereafter, and that contractual costs from the county’s ES&S vendor may rise because the vendor’s statewide pricing model is under renegotiation. Laura also proposed uniforms or clear identification for election workers to aid security and emergency response; she suggested T‑shirts as a low‑cost option to make workers identifiable.
Open questions and next steps: Commissioners asked the clerk to return with quotes and options for storage, a clearer accounting of prior equipment spending, and a CIP plan. There was no formal vote or appropriation during the hearing.
Ending: The commission accepted the clerk’s presentation for study and requested additional cost detail and possible contract impacts before final budget decisions.
