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HomeMy WebLinkAboutR-10263 Notice of Mailed Ballot Election 8-30-2011RESOLUTION NO . 10263 (2011 SERIES ) A RESOLUTION OF THE CITY OF SAN LUIS OBISPO CALLING AND GIVIN G NOTICE OF THE HOLDING OF A SPECIAL ALL MAILED BALLOT MUNICIPA L ELECTION TO BE HELD TUESDAY, AUGUST 30, 2011, AND REQUESTING TH E BOARD OF SUPERVISORS TO RENDER SERVICES RELATING TO TH E CONDUCT OF THE ELECTIO N WHEREAS,notice is hereby given that a special all mailed ballot municipal election wil l be held in the City of San Luis Obispo on August 30, 2011 for the purpose of placing a propose d City Charter amendment and a proposed City Charter repeal measure before the qualifie d electors of the City of San Luis Obispo ; and WHEREAS,the City requires assistance for the proper conduct of the special election ; and desires to request services of the San Luis Obispo County Elections Official to conduct sai d special election . NOW, THEREFORE, BE IT RESOLVED that the Council of the City of San Lui s Obispo does declare, determine, and order as follows : SECTION 1 .Notice is hereby given and there is called and ordered to be held in the Cit y of San Luis Obispo, California, on Tuesday, August 30, 2011, a special municipal electio n conducted by all-mail ballot . SECTION 2. That, pursuant to section 10002 of the Elections Code of the State o f California, the City Council requests the Board of Supervisors of the County to permit th e County Elections Official to render specified services, as set forth in Exhibit A hereto, to the Cit y of San Luis Obispo relating to the conduct of an all mailed ballot special election on Tuesday , August 30, 2011, and said Board is hereby authorized to canvass the returns of the specia l election and certify the results of the canvass of the returns of the special election to the Counci l of the City of San Luis Obispo, which shall thereupon declare the results thereof . SECTION 3 .That pursuant to the applicable provisions of the City Charter an d Ordinance No . 1559 (2011 Series) of the City of San Luis Obispo, said special election shall b e held and conducted by all mailed ballot, and shall be conducted pursuant to Chapter 2 o f Division 4 (commencing with Section 4100) of the California Elections Code only insofar a s required by law, and only where not inconsistent with the Charter of the City of San Luis Obisp o and Ordinance No . 1559 (2011 Series). Notwithstanding Elections Code Section 4103, ballot s cast in this special election shall be returned to the office of the County Registrar of Voters b y mail or in person no later than 8 :00 p .m . on Election Day . Only ballots received in the office o f the Registrar of Voters by 8 :00 p .m . on Election Day shall be counted . SECTION 4 . That the City shall reimburse the County for services performed when th e work is completed and upon presentation to the City of a properly approved bill pursuant t o section 51350 of the Government Code . R 10263 Resolution No . 10263 (2011 Series ) Page 2 SECTION 5 .That the City Clerk is hereby directed to file certified copies of thi s resolution with the Board of Supervisors and the Elections Official of the County of San Lui s Obispo . SECTION 6 .That notice of the time and place of holding the special election is give n and the City Clerk is authorized, instructed and directed to give further or additional notice of th e election, in time, form and manner as required by law . Upon motion of Council Member Carter seconded by Council Member Carpenter and o n the following vote : AYES : Council Members Carpenter, Carter and Smith, and Mayor Mar x NOES : Vice Mayor Ashbaug h ABSENT : None The foregoing resolution was adopted this 17th day of May 2011 . Mayy6r, an Marx ATTEST : Elaina Cano, CM C City Clerk APPROVED AS TO FORM : istme Dietric k City Attorney EXHIBIT A If the City of San Luis Obispo requests that the County Clerk-Recorder conduct the all mail ballot electio n to be held on August 30, the following services would be provided : Vote centers Several locations around the city would be established where voters could drop off their ballots o r obtain a replacement ballot .All locations would be staffed with poll workers and/or County Clerk - staff .All locations would be provided with an Automark ballot marking device to assist voters wit h disabilities . $1000 Rental plus $1000 (Labor ) Poll Workers Recruit, train and pay poll workers for election day to work at the vote centers . $2000 plus $1000 (Labor ) Supplie s Identify and order all supplies necessary for the election including polling place signs and supplies, vote - by-mail envelopes and any other supplies necessary for the conduct of the election . $5000 Vote-by-mail ballots and voter information booklet Preparation of the voter information booklet including the measures and arguments for and against , instructions for voting and for returning ballots and any other language required by the election code . Preparation and layout of the ballot . Completion of all pre-election testing for ballot, ballot counting and marking equipment and ballo t counting software . Coordination with printing vendor for printing and initial mailing of ballot and voter informatio n booklet . Coordination of replacement ballots both in the mail and over the counte r Processing of return vote by mail ballots includin g Verification of signature and application of voting histor y Processing, counting and secure storage of voted ballots . Set-Up & Ballot Printing : $14,000 Set-Up & VIG Printing : $15,000 EXHIBIT A Postage : $15,000 Inkjetting & Inserting of outgoing VBM ballots : $750 0 VoteRemote- ballot return and signature verification process : $6500 Return Postage on VBM Ballots : $10,400 (not included in original estimate) - Business Reply Mail - charged only for what is returned through post office . Labor : $10,00 0 Election Day/Nigh t Answer voter phone call s Provide troubleshooting personnel for vote center s Provide collection center to receive and securely store all voted ballots and other material received fro m the vote centers after the close of polls on election night . Provide unofficial election results after 8 :00 p .m for those ballots which have already been counted . Labor : $3,00 0 Canvas s Process and count all vote-by-mail ballots returned on election day or that were not previously counted . Completion of all canvass activities required by the Elections Code . Certify election results to the City of San Luis Obisp o Secure storage of all election material for 6 months as required by the Elections Code . Labor : $6,00 0 Public Outreach/legal notice s Prepare and send press releases pertaining to election activities including but not limited to deadline fo r close of registration, mailing of vote-by-mail ballots, deadline for returning ballots, locations of vot e centers . Develop and manage updates for website including voter registration lookup, vote-by-mail status looku p and accessibility features of vote center locations . Prepare and publish all required legal notices regarding central counting location and vote cente r locations pursuant to EC 12105 and 12109 . Post precinct board members pursuant to EC12105 .5 EXHIBIT A Labor & Publications : $3,000 City Clerk would be responsible for the following : Pre-election notices as required by EC 12101 et seq except for those noted abov e All activities required by EC 9280 et seq . TOTAL - $90,000 The City of San Luis Obispo could request that the County Clerk-Recorder be involved in only certai n aspects of the election or that the County Clerk-Recorder act only in an advisory role . The City coul d also choose to contract with an outside vendor instead of the Clerk-Recorder . At the minimum, the Clerk-Recorder would provide the City of San Luis Obispo with : The voter files necessary to prepare and mail the vote-by-mail ballots . Access to poll worker files and past election procedure manuals . Names and contact information for temporary election staff . Access to voter registration system for use in issuing replacement ballots, verifying voters' signature s and updating voting history .