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HomeMy WebLinkAbout2011-11-08 - AGENDA REPORTS - GENERAL MUNI ELECTION (2)Agenda Item: 9 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager M - Approval: Item to be presented by: Sarah P. Gorman DATE: November 8, 2011 SUBJECT: GENERAL MUNICIPAL ELECTION -APRIL 10, 2012 DEPARTMENT: Administrative Services RECOMMENDED ACTION City Council: 1) Adopt a resolution calling and giving notice of the General Municipal Election to be held April 10, 2012. 2) Adopt a resolution requesting the County of Los Angeles to render specified services to the City. 3) Adopt a resolution adopting regulations for candidates for elective office. 4) Authorize the City Manager or designee to execute a contract with Martin & Chapman Company to provide election services in the amount of $148,500, subject to City Attorney approval. 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 April 10, 2012, for the purpose of electing two councilmembers for a term of four years each. 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, December 19, 2011, and run until 5 p.m. on Friday, January 13, 2012. If any incumbent does not file by this deadline, the filing period is extended five calendar days, until Wednesday, January 18, 2012, when candidates, other than incumbents, may file. Section 10002 of the Elections Code provides that the City Council may, by resolution, request the Board of Supervisors to permit the County Elections Official to render specified services to the City relating to the conduct of an election. The services include preparing and furnishing the computer record of the names and addresses of all eligible registered voters, so that the City can have labels printed to be attached to self -mailer sample ballot pamphlets and furnishing printed indices of the voters to be used by the precinct board at the polling places. 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 Clerk to estimate the cost of the Candidates' Statements and requires 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 with the sample ballot. Any unused deposit shall be refunded within 30 days after the election. In the event of underpayment, the candidate may be billed for his or her pro -rata share of actual costs. Section 10262 of the Elections Code states that the elections official (City Clerk) shall conduct the canvass, which shall be completed no later than the fourth Friday after the election. Upon completion of the canvass, the elections official shall certify the results to the governing body who shall, no later than.the fourth Friday after the election, pass a resolution reciting the fact of the election. It is anticipated that the certified election results will be presented to the City Council at the April 24, 2012, meeting. The City also retains Martin & Chapman Company to provide professional services, supplies, and assistance during the election process and on election night. These services include printing the sample ballots, election day ballots and vote -by -mail ballots, providing precinct supplies in all required languages, training poll workers, providing equipment and software for tracking vote -by -mail applications and ballots, and assisting with counting the ballots on election night. ALTERNATIVE ACTIONS No alternative actions have been identified by staff. FISCAL IMPACT Adequate funds have been appropriated as part of the FY 2011/2012 budget process to conduct this election. ATTACHMENTS Resolution - Calling the Election Resolution - Requesting LA County Services Resolution - Adopting Regulations U RESOLUTION NO. 1I - 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, APRIL 10, 2012, FOR THE ELECTION OF CERTAIN OFFICERS AS REQUIRED BY THE PROVISIONS RELATING TO GENERAL LAW CITIES WHEREAS, under the provisions of the laws relating to general law cities in the State of California, a General Municipal Election shall be held on April 10, 2012, for the election of Municipal Officers. so NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby resolve as follows: 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, California, on Tuesday, April 10, 2012, a General Municipal Election for the purpose of electing two members of the City Council for the full term of four years. SECTION 2. That the ballots to be used at the election shall be in form and content as required by law. SECTION 3. That the City Clerk is 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 4. That the polls for the election shall be open at seven o'clock a.m. of 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 5. That pursuant to Elections Code Section 12310, a stipend for services for the persons named as precinct board members is fixed at the sum of $100 for each Inspector; $80 for each Clerk; and $25 for each Student for the election. The rental for each polling place, where a charge is made, shall be the sum of $25 for the election. When required, the compensation of the Custodian of a building shall be $15 for the election. An additional stipend of $25 shall be paid to all precinct board members who work on election day that attend City -provided training. An additional stipend of $25 will be paid to each Inspector who picks up their supplies from City Hall. 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. 5 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 further or additional notice of the election, in time, form, and manner as required by law. SECTION 8. 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 8th day of November, 2011. u:_ _ •: ATTEST: CITY CLERK STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Sarah P. Gorman, Esq., 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 8th day of November, 2011, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK 2 14 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) CERTIFICATION OF CITY COUNCIL RESOLUTION I, Sarah P. Gorman, City Clerk of the City of Santa Clarita, do hereby certify that this is a true and correct copy of the original Resolution No. 11- , adopted by the City Council of the City of Santa Clarita, California on November 8, 2011, which is now on file in my office. Witness my hand and seal of the City of Santa Clarita, California, this day of , 20 . Sarah P. Gorman, Esq. City Clerk By Susan Caputo, CMC Deputy City Clerk 3 RESOLUTION NO. 11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF LOS ANGELES TO RENDER SPECIFIED SERVICES TO THE CITY RELATING TO THE CONDUCT OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, APRIL 10, 2012 WHEREAS, a General Municipal Election is to be held in the City of Santa Clarita, California, on April 10, 2012; and WHEREAS, in the course of conduct of the election it is necessary for the City to request services of the County of Los Angeles; and WHEREAS, all necessary expenses in performing these services shall be paid by the City of Santa Clarita. . NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby resolve as follows: SECTION 1. That pursuant to the provisions of Section 10002 of the Elections Code of the State of California, this City Council requests the Board of Supervisors of the County of Los Angeles to permit the County Election Department to prepare and furnish to the City for use in conducting the election the computer record of the names and addresses of all eligible registered voters in the City in order that the City's consultant may produce labels for vote -by -mail voters; produce labels for sample ballot pamphlets; print Rosters of Voters and Street Indexes; and will also furnish to the City, voter signature verification services as needed; and will make available to the City election equipment and assistance as needed according to State law. SECTION 2. That the City shall reimburse the County of Los Angeles for services performed when the work is completed and upon presentation to the City of a properly approved bill. SECTION 3. That the City Clerk is directed to forward without delay to the Board of Supervisors and to the County Election Department, each a certified copy of this resolution. SECTION 4. That the City Clerk shall certify to the passage and adoption of this resolution. PASSED, APPROVED AND ADOPTED this 8th day of November, 2011. MAYOR ATTEST: CITY CLERK STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Sarah P. Gorman, Esq., 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 8th day of November, 2011, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK 2 `7 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) CERTIFICATION OF CITY COUNCIL RESOLUTION I, Sarah P. Gorman, City Clerk of the City of Santa Clarita, do hereby certify that this is a true and correct copy of the original Resolution No. 11- , adopted by the City Council of the City of Santa Clarita, California on November 8, 2011, which is now on file in my office. Witness my hand and seal of the City of Santa Clarita, California, this _ day of , 20_. Sarah P. Gorman, Esq. City Clerk By Susan Caputo, CMC Deputy City Clerk RESOLUTION NO. 1I - 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, APRIL 10, 2012 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 materials prepared by any candidate for a municipal election, including costs of the candidate's statement. NOW, THEREFORE, the City Council of the City of Santa Clarita, California, does 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 April 10, 2012, 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. The statement of each candidate shall be printed in type of uniform size and darkness and with uniform spacing. Paragraphs will be printed in block style and may include bullet points. No underlining and no bold lettering will be permitted. Limited use of all capital letters may be considered. 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. B. Pursuant to State law, the candidate's statement must be translated and printed in the voter's pamphlet in any language at the candidate's request. C. All translations shall be provided by .Court -certified translators provided by the City's election supplier, Martin & Chapman. D. The City Clerk shall: I Translations: (a) have all candidates' statements translated into the languages specified in (A) above. (b) have translated those statements into the languages as requested by the candidate in (B) above. 2. Printing: (a) print any translations of candidates who so request printing in the main voter pamphlet. The main voter pamphlet will be an English and Spanish pamphlet, also containing candidate statement translations in other languages if requested by the candidate. (b) have all translations made available upon request in the office of the City Clerk. SECTION 3. PAYMENT A. Translations: 1. The candidate shall be required to pay for the cost of translating the candidate's statement into any required foreign language as specified in (A) and/or (B) above pursuant to Federal and/or State Law. 2. The candidate shall be required to pay for the cost of translating the candidate's statement into any foreign language that is not required as specified in (A) and/or (B) of Section 2 above, pursuant to Federal and/or State law, but is requested as an option by the candidate. B. Printing: 1. The candidate shall be required to pay for the cost of printing the candidate's statement in English in the main voter pamphlet. 2. The candidate shall be required to pay for the cost of printing the candidate's statement in a foreign language requested by the candidate per (B) of Section 2 above, in the main voter pamphlet. 3. The candidate shall not be required to pay for the cost of printing the candidate's statement in a foreign language required by (A) of Section 2 above, in the main voter pamphlet. 2 /6 The City Clerk shall estimate the total cost of printing, handling, translating, and mailing the candidates' statements filed pursuant to this section, including costs incurred as a result of complying with the Voting Rights Act of 1965 (as amended), and require each candidate filing a statement to pay in advance to the local agency his or her estimated pro rata share as a condition of having his or her statement included in the voter's pamphlet. In 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 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 overpayment, the Clerk shall prorate the excess amount among the candidates and refund the excess amount paid within 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 materials in the sample ballot package (voter's pamphlet). 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 all previous resolutions establishing Council policy on payment for candidate statements are repealed. SECTION 8. That this Resolution shall apply only to the election to be held on April 10, 2012, and shall then be repealed. SECTION 9. 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 8th day of November, 2011. ATTEST: CITY CLERK MAYOR 3 G( STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Sarah P. Gorman, Esq., 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 8th day of November, 2011, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK 4 �� STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) CERTIFICATION OF CITY COUNCIL RESOLUTION I, Sarah P. Gorman, City Clerk of the City of Santa Clarita, do hereby certify that this is a true and correct copy of the original Resolution No. 11- , adopted by the City Council of the City of Santa Clarita, California on November 8, 2011, which is now on file in my office. Witness my hand and seal of the City of Santa Clarita, California, this _ day of ,20—. Sarah P. Gorman, Esq. City Clerk By Susan Caputo, CMC Deputy City Clerk 5 i3