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HomeMy WebLinkAbout2016-06-14 - AGENDA REPORTS - GENERAL MUNI ELECTION NOV 8 (2)0 Agenda Item: 9 CITY OF SANTA CLARITA Q) AGENDA REPORT CONSENT CALENDAR i, CITY MANAGER APPROVAL: 1 j=� DATE: June 14, 2016 SUBJECT: GENERAL MUNICIPAL ELECTION - NOVEMBER 8, 2016 DEPARTMENT: Administrative Services PRESENTER: Kevin Tonoian RECOMMENDED ACTION City Council: 1. Adopt a resolution calling and giving notice of the General Municipal Election to be held November 8, 2016, and requesting consolidation with the County's General Election. 2. Adopt a resolution adopting regulations for candidates for elective office. 3. Adopt amended City Council Election Recess Policy. BACKGROUND The procedures for conducting a General Municipal Election are established by state law. Pursuant to these requirements, a resolution has been prepared, which calls and gives notice of a General Municipal Election to be held on November 8, 2016, for the purpose of electing two councilmembers for a term of four years each. On April 22, 2014, the City Council adopted Ordinance 14-03 moving the date of the City's General Municipal Election from April of even -numbered years to November of even -numbered years, and requesting that the County of Los Angeles approve consolidation with the statewide general election conducted by the County in November of even -numbered years. On March 24, 2015, the Los Angeles County Board of Supervisors approved the City's request. Whenever an election is called by the City, Section 10403 of the Elections Code requires that the City Council adopt and file with the board of supervisors, and a copy with the elections official, a resolution requesting consolidation. This resolution also states that the polls will be open from 7 a.m. to 8 p.m. on election day. The Candidate Filing Period will open on Monday, July 18, and close on Friday, August 12, 2016. If Page 1 PacketPg. 46 any incumbent does not file by this deadline, the filing period is extended five calendar days, until Wednesday, August 17, 2016, when candidates, other than incumbents, may file. Section 13307 of the Elections Code allows each candidate to prepare a statement to be printed in the sample ballot that is mailed to each registered voter. This section of the Elections Code also allows the City to estimate the cost of the Candidates' Statements and require each candidate filing a statement to pay in advance to the City, his or her pro -rata share as a condition of having his or her statement included in the voter's pamphlet. Any unused deposit shall be refunded within 30 days following the election. In the event of underpayment, the candidate may be billed for his or her pro -rata share of actual costs. Section 10262 requires that the elections official conducting the election shall conduct the canvass, which shall be completed no later than the fourth Friday after the election (December 2, 2016). The City elections official (City Clerk) shall certify the results to the City Council, no later than the next regularly scheduled City Council meeting following presentation of the 28 - day canvass of the returns from the Los Angeles County Registrar-Recorder/County Clerk, or at a special meeting called for this purpose. Concurrent with this action, staff recommends the Council approve an amendment to the current City Council Election, Summer, and Holiday Recess Policy. Originally adopted in December of 2007, this policy formalized the City's practice of not holding a City Council meeting on the second Tuesday of April in each even -numbered year, due to Council elections. hi lieu of the change from April to November for municipal elections, it is appropriate to update this Policy whereby the Council cancels City Council meetings on the second Tuesday of November in each even -numbered year commencing with the November 2016 Election. ALTERNATIVE ACTION No alternative actions have been identified by staff. FISCAL IMPACT The Los Angeles County Registrar-Recorder/County Clerk has estimated the cost of the consolidated election at approximately $181,250. based on certain factors. Adequate funds have been appropriated in account 12301 as part of the FY 2016/2017 budget process to conduct this election. ATTACHMENTS Resolution Calling the Election and Requesting Consolidation 2016 Resolution Adopting Regulations for Candidates Pertaining to Statements 2016 I-14.2 City Council Election Summer and Holiday Recess Draft Policy 0 Page 2 Packet Pg. 47 9.a RESOLUTION NO. 16- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, CALLING AND GIVING NOTICE OF THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 8, 2016, FOR THE ELECTION OF CERTAIN OFFICERS AS REQUIRED BY THE PROVISIONS RELATING TO GENERAL LAW CITIES AND REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF LOS ANGELES TO CONSOLIDATE WITH THE GENERAL ELECTION TO BE HELD ON THE DATE PURSUANT TO SECTION 10403 OF THE ELECTIONS CODE WHEREAS, under the provisions of the laws relating to general law cities in the State W of California, a General Municipal Election shall be held on November 8, 2016, for the election of Municipal Officers. U)i NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby c resolve as follows: ° 0 SECTION 1. That pursuant to the requirements of the laws of the State of California relating to General Law Cities, there is called and ordered to be held in the City of Santa Clarita, �o California, on Tuesday, November 8, 2016, a General Municipal Election for the purpose of N electing two members of the City Council for the full term of four years. c Y SECTION 2. That pursuant to the provisions of Section 10002 of the Elections Code a of the State of California, this City Council hereby requests the Registrar of Voters of the County 0 of Los Angeles to conduct the General Municipal Election for the City of Santa Clarita. c SECTION 3. That the ballots to be used at the Election shall be, in form and content, such as may be required by law. SECTION 4. That the City Clerk, in coordination with the Registrar Recorder/County Clerk, is hereby authorized, instructed and directed to procure and furnish any and all official ballots, notices, printed matter and all supplies, equipment and paraphernalia that may be necessary in order to properly and lawfully conduct the Election. SECTION 5. That the polls for the Election shall be open at seven o'clock a.m. on the day of the Election and shall remain open continuously from that time until eight o'clock p.m. of the same day when the polls shall be closed, except as provided in Section 14401 of the Elections Code of the State of California. SECTION 6. That in all particulars not recited in this resolution, the Election shall be held and conducted as provided by law for holding municipal elections. SECTION 7. That notice of the time and place of holding the Election is given and the City Clerk is authorized, instructed and directed to give such further or additional notice of the Election, in time, form and manner as required by law. Packet Pg. 48 9.a SECTION 8. That the City Council of the City of Santa Clarita desires the canvass of said Election to be made by the Los Angeles County Registrar of Voters. SECTION 9. That the City of Santa Clarita shall reimburse the County of Los Angeles, Registrar of Voters for the cost of services performed relative to the conduct of the General Municipal Election, after completion of all work and upon presentation to the City of a properly detailed bill. SECTION 10. That the City Clerk is hereby directed to forward a certified copy of this Resolution to the Board of Supervisors and the Los Angeles County Registrar Recorder/County Clerk. SECTION 11. That the City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original Resolutions. PASSED, APPROVED, AND ADOPTED this 14a' day of June 2016. 0) N r r MAYOR c ATTEST: CITY CLERK DATE: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Kevin Tonoian, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 14"' day of June 2016, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK Packet Pg. 49 9.b RESOLUTION NO. 16- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, ADOPTING REGULATIONS FOR CANDIDATES FOR ELECTIVE OFFICE PERTAINING TO CANDIDATE STATEMENTS SUBMITTED TO THE VOTERS AT AN ELECTION TO BE HELD ON TUESDAY, NOVEMBER 8, 2016 WHEREAS, Section 13307 of the Elections Code of the State of California provides that the governing body of any local agency adopt regulations pertaining to material prepared by any candidate for a municipal election, including costs of the candidate statement. NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby resolve as follows: SECTION 1. GENERAL PROVISIONS. That pursuant to Section 13307 of the Elections Code of the State of California, each candidate for elective office to be voted for at an Election to be held in the City of Santa Clarita on November 8, 2016, may prepare a candidate's statement on an appropriate form provided by the City Clerk. The statement may include the name, age, and occupation of the candidate and a brief description of no more than 200 words of the candidate's education and qualifications expressed by the candidate himself or herself. The statement shall not include party affiliation of the candidate, nor membership or activity in partisan political organizations. The statement shall be filed, in typewritten form, in the office of the City Clerk at the time the candidate's nomination paper is filed. The statement may be withdrawn, but not changed, during the period for filing nomination papers and until 5:00 p.m. of the next working day after the close of the nomination period. SECTION 2. FOREIGN LANGUAGE POLICY. A. Pursuant to the Federal Voting Rights Act, the City is required to translate candidates' statements into the following languages: Spanish, Korean, and Vietnamese. B. Pursuant to state law, the City Clerk shall, at the request of the candidate, provide a Spanish translation and printing of the candidate's statement in the English version of the Official Sample Ballot and Voting Instructions, at the expense of the candidate. C. The County will print and mail a separate translated Official Sample Ballot and Voting Instructions, including the candidates' statements, for Los Angeles County conducted elections in the area where the City is located to those voters who are on the county voter file as having requested a sample ballot in Spanish, Korean, or Vietnamese. The County will make the Official Sample Ballot and Voting Instructions, including the candidates' statements, in the City's required languages available on the County's website, at the polling locations that have been identified as requiring language assistance, and in the Election Official's office. Packet Pg. 50 w a E w 0 0 Z c 0 v w W m a .2 .E R d C d t7 m N N r 9.b SECTION 3. PAYMENT A. The candidate shall be required to pay for the cost of printing the candidate's statement into English, and Spanish, if requested by the candidate in the English version of the Official Sample Ballot and Voting Instructions. B. The candidate shall not be required to pay for the cost of printing a separate translated Official Sample Ballot and Voting Instructions, including the candidates' statements, in Spanish, Korean, or Vietnamese. C. The City Clerk shall estimate the total cost of the candidates statements filed pursuant to Section 13307 of the Elections Code, including costs incurred as a result of complying with the Voting Rights Act of 1965, as amended. The City requires each candidate filing a statement to pay in advance to the City his or her estimated pro rata share as a condition of having his or her statement included in the Official Sample Ballot and Voting Instructions. hi the event the estimated payment is required, the estimate is just an approximation of the actual cost that varies from one election to another election and may be significantly more or less than the estimate, depending on the actual number of candidates filing statements. Accordingly, the City Clerk is not bound by the estimate and may, on a pro rata basis, bill the candidate for additional actual expense or refund any excess paid depending on the final actual cost. In the event of underpayment, the City Clerk may require the candidate to pay the balance of the cost incurred. In the event of overpayment, the City Clerk shall prorate the excess amount the candidates and refund the excess amount paid within thirty (30) days of the election. SECTION 4. MISCELLANEOUS. The City Clerk shall comply with all recommendations and standards set forth by the California Secretary of State regarding occupational designations and other matters relating to elections. SECTION 5. ADDITIONAL MATERIALS. No candidate will be permitted to include additional material in the sample ballot package. SECTION 6. That the City Clerk shall provide each candidate or the candidate's representative a copy of this Resolution at the time nominating petitions are issued. SECTION 7. That this Resolution shall apply only to the election to be held on November 8, 2016, and then shall be of no further force and effect. SECTION 8. The City Clerk shall certify to the adoption of this Resolution. Packet Pg. 51 PASSED, APPROVED, AND ADOPTED this 14a' day of June 2016. MAYOR ATTEST: CITY CLERK DATE: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Kevin Tonoian, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 141' day of June 2016, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: 3 CITY CLERK 9.b Packet Pg. 52 City of Santa Clarita POLICY/PROCEDURE I 9.c 1 Number I-14.2 SUBJECT: CITY COUNCIL ELECTION, SUMMER AND HOLIDAY RECESS ORIGINAL ISSUE: 12/11/2007 1 EFFECTIVE: 12/11/2007 1 CATEGORY: LEGISLATIVE RELATIONS CURRENT ISSUE: TBD I EFFECTIVE: TBD I SUPERSEDES: I-14.1 RESPONSIBLE DEPARTMENT: CITY MANAGER'S OFFICE I. PURPOSE The City of Santa Clarita has developed the following policy in an effort to establish the City Council's long-standing practice of holding a summer and a holiday recess during the regular Council meeting schedule and further to not hold a City Council meeting on the first Tuesday after the first Monday in November of each even -numbered year due to the City's election for members of the City Council. Also on occasion, state and federal holidays fall on a regular Council meeting day and this policy provides for the cancellation of those meetings. II. POLICY It is declared policy of the City Council to not hold a City Council meeting on the following days: A. The fourth Tuesday of July in each calendar year; B. The first Tuesday of August in each calendar year (study session); C. The second Tuesday of August in each calendar year; D. The first Tuesday after the first Monday in November of each even -numbered year; E. The fourth Tuesday of December in each calendar year; F. On any state or federal holiday which falls on the second or fourth Tuesday of any month. III. EXCEPTIONS Exceptions to this policy may be authorized by the City Council. IV. AUTHORITY By the authority of the City Council. Bob Kellar Mayor Packet Pg. 53