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SR-5-A (21) r DLj..- D~ 3 Dr~ .1f(q~O ((~ ~NJ) S-A DEe 1 5 198 CC f\ctyclerk\electlons\staffrpt supp two City CounCJ I MeetIng December 15. 1998 TO Mayor and City Council FROM City Staff SUBJECT Introduction and First Reading of OrdInance Relatmg to the Settmg of Special Elections to Fill an Unscheduled Vacancy on the CIty Council IntroductIon At Its meeting of December 8, 1998, the City Council directed staff to place on the December 15, 1998, Council meeting agenda an ordinance for first readmg providing for CounCil to set the date for a speCial election by resolution A speCial election IS needed to fill an unscheduled vacancy on the City CounCil resultmg from former Councllmember Greenberg's resIgnation CounCIl has considered setting the dates of April 24-25, 1999, as the dates to hold a speCIal election Election Procedures Staff recommends CounCIl mtroduce and hold first readmg of the ordmance, and meet at the regular meetmg of Tuesday t December 22, 1998, to hold second readmg and adopt the ordmance and the accompanYing resolutions necessary to call the election Staff recommends that CounCil select one of the three options presented on December 8. 1998, for the safekeepmg of voted ballots at the end of the first election day The optIons were (I) Leave ballots at polling site With a police officer on guard, (II) have precinct officers deliver voted ballots to the Elections Officer after the polls close on Saturday and electlon staff to return ballot to precinct officers the followmg mornmg prior to the opening of the polling Sites, (III) have precinct officers deliver voted ballots 1 S-A DEe 1 5 1998 ) to the Election Officer after the polls close on Saturday, and direct the Election Officer to maintain custody of voted ballots and Issue a second ballot box to the precinct officer to be used for ballots voted on the follOWing day Staff recommends that Council deliberate and take action on the hours the polling sites Will be open on Saturday and Sunday Staff also recommends that Council direct staff to prepare an ordinance setting forth the procedures to be followed on the two election days. Saturday, April 24, 1999, and Sunday, April 25, 1999. and return to Council as soon as possIble for first and second reading of saId ordinance In an effort to assure that precinct officers Will be present at their polling sites on both days, staff IS recommending a stipend of $50 for the first day and $75 for the second day for precinct officers and 540 for the first day and $60 for the second day for precinct clerks The procedure for guarding the voted ballots, the hours the polling sites Will be open, and the stipend to be paid to precinct workers Will be Incorporated Into the resolution calling the special election (see sample attached) ThiS resolution, along With the other three resolutions requesting services from the County Clerk, requesting consulting services and supplies from electIon consultant. and directing the City Clerk to canvass the results of the election WIll be brought to CounCil at the next meeting for adoption Budget/Financial Impact There are no approved funds In the City Clerk's Office electIons budget for Fiscal Year 1998-1999 Staff IS requesting funds for services and supplies from Martin & Chapman In the amount of $60,000, including approximately $4,763 for contingencies Staff IS also requesting $20,000 In funding for services from Los Angeles County Although It ., "- \. IS not anticipated that the cost wIll be that high, It IS difficult to estimate a more precise amount Since this IS the first stand-alone election In a long time Staff IS requesting $15,000 for postage and 59.500 for labor costs to mall out voter pamphlets ThIs estimate IS based on the cost for mailing pamphlets for the 1996 election The pamphlet for the special election would contain fewer pages than the 1996 pamphlet and cost less However, there Will be the added cost of mailing out absentee ballots directly from our office, and not from the County Finally, staff IS requestmg $42,500 for vanous other costs including, but not limited to stipends for precinct workers and fees for uSing precinct sites, wages for temporary and election day workers, overtime funds for City Clerk's staff, legal publishing costs, and, miscellaneous supplies and expenses If a special election IS called, there Will be a need to augment CltyTV's budget to accommodate election programmIng Staff recommends that $10,000 be appropnated for Fiscal Year 1998-99 In summary we are requesting a total appropriation of $157,800 to be allocated as follows 815,000 to 01-120-212-00000-2232-00000 (metered postage); $800 00 to 01-120-212-00000-2252-00000 (legal advertiSing), $122,000 to 01-120-212-00000-5506-00000 (Professional Services); $2,000 to 01-120-212-00000-2231-00000 (offlce supplies), $2,000 to 01-120-212-00000-1150-00000 (temporary employees), $6,000 to 01-120-212-00000-1149-00000 (overtime); and, $10,000 to 51-110-207-00000-4439-00000 (other costs) Recommendation Staff recommends that Council introduce and hold first reading of the ordinance and schedule a second meeting for the adoption of saId ordinance 3 ) Staff recommends that Council approve a motion selecting an option for safekeeping of the voted ballots at the end of the first election day Staff recommends that Council establish the hours polling sites Will open and close on Apnl 24-25. 1999 Staff recommends that Council direct staff to prepare an ordinance settmg forth election days' procedures and return to Council as soon as possible with said ordinance Staff recommends that Council approve the appropnatlon of funds In the amount of $157,800, as outlined In the BudgetlFmanclallmpact portion of the report Prepared by Attachments Mana M Stewart, City Clerk Ordinance Relating to the SettIng of Special ElectIons Resolution Calling Special Election 4 .. f \atty\munI\laws\mJ m\spece lee ord City Council Meeting 12-15-98 Santa Momca, California ORDINANCE NUMBER (City Council Senes) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA ADDING SECTION 11 04 180 TO THE SANTA MONICA MUNICIPAL CODE RELATING TO THE SETTING OF SPECIAL ELECTIONS WHEREAS, Santa Monica City Charter Section 1403 authorizes the City Council to adopt an ordinance If It desires to set an electton on a date other than that set forth In the California Elections Code, and WHEREAS, when a City CounCil vacancy occurs whIch cannot be filled eIther at the next general election due to the timing of the vacancy nor by appointment, a speCial election must be set to fill that vacancy, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES HERESY ORDAIN AS FOLLOWS SECTION 1 Section 11 04 180 IS hereby added to the Santa Momca MunIcipal Code to read as follows 1 .. Section 11.04.180. Setting of Special Elections by Resolution. The City Council IS authorized to set the date of a special election by resolution The City Council may set the date of a special election on an estabhshed eleetlon date as prOVided for by the CalifornIa Elections Code or on any other date as the City Council may select as permitted by law SECTION 2 Any provIsion of the Santa MOnica Municipal Code or appendices thereto Inconsistent With the provIsions of this Ordinance, to the extent of such InconSistencies and no further, IS hereby repealed or modified to that extent necessary to effect the provIsions of this Ordinance SECTION 3 If any section, subsection, sentence, clause, or phrase of this Ordinance IS for any reason held to be InvalId or unconstitutional by a deCISion of any court of competent Junsdlctlon, such deCISion shall not affect the validity of the remaining portions of this Ordinance The City CounCIl hereby declares that It would have passed this Ordinance and each and every section, subsection, sentence, clause, or phrase not declared Invalid or unconstitutional Without regard to whether any portIon of the ordinance would be subsequently declared invalid or unconstitutional 2 SECTION 4 The Mayor shall sign and the City Clerk shall attest to the passage of this Ordinance The City Clerk shall cause the same to be published once In the official newspaper Within 15 days after Its adoption This Ordinance shall become effective upon ItS adoption APPROVED AS TO FORM __ r _ < (ji" ; , ) fji/ L I; --It t!/;. l/(jIrt/l MARSHA JONEslMOUTRIE ~- City Attorney 3 ~ f. \atty\munI\laws\mJm\callelec res City Council Meeting 12-15-98 Santa Monica, California RESOLUTION NUMBER (CCS) (CIty Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA CALLING AND GIVING NOTICE OF A SPECIAL MUNICIPAL ELECTION TO BE HELD ON SATURDAY, APRIL 24,1999 AND SUNDAY, APRIL 25,1999 FOR THE ELECTION OF A CITY COUNCILMEMBER TO FILL A VACANCY AS REQUIRED BY THE SANTA MONICA CITY CHARTER WHEREAS, a vacancy on the City Council was created by the resignation of City Councllmember Asha Greenberg who submitted her resignation effective September 25, 1998, and whose resignation was accepted by the City Council on October 13, 1998, and WHEREAS, the term of office In which the vacancy occurs ends November 5, 2000, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES HEREBY RESOLVE AS FOLLOWS SECTION 1 Pursuant to the requirements of the Santa MOnica City Charter, there IS called and ordered to be held In the City of Santa MOnica on Saturday, Apnl 24, 1999, and Sunday, April 25, 1999, a Special MUniCIpal Election for the purpose of the election of a City Councllmember for the term of office In which a vacancy was created by the resignation of City Councllmember Asha Greenberg which ends November 5, 2000 1 ~ SECTION 2 The ballots to be used at the election shall be In form and content as required by law SECTION 3 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 The polls shall be open at o'clock a m on Apnl 24, 1999, the first day of the election and shall remain open continuously from that time until o'clock pm of the same day, when the polls shall be closed SECTION 5 The polls shall be open at o'clock a m on Apnl 25, 1999, the second day of the election and shall remain open continuously from that tIme until o'clock p m of the same day, when the polls shall be closed SECTION 6 Pursuant to Elections Code Section 12310, a stipend for services for the persons named as precinct board members IS fixed at the sum of $50 00 for the first day of the election and $75 00 for the second day of the election for each Inspector and $40 00 for the first day of the election and $60 00 for the second day of the election for each Clerk for the election An Incentive payment IS fixed at the sum of $2000 for Inspectors and Clerks who attend a traIning class The rental for each polling place, where 2 . a charge IS made, shall be the sum of $25 00 per day for the election, except If the polling place IS a school, In which case the school will receIve a $12 00 per day custodial fee SECTION 7 In all particulars not cited In thiS Resolution, the election shall be held and conducted as provided by law for holding municIpal elections SECTION 8 Notice of the time and place of holding the election shall be given and the City Clerk IS authonzed, Instructed and directed to give further or additional notice of the election, In time, form and manner as reqUired by law SECTION 9 The City Clerk shall certify to the adoption of thiS Resolution, and thenceforth and thereafter the same shall be In full force and effect APPROVED AS TO FORM '-\'-\ i I . ! f. . .t ,-,- (I' !..f,,~ J I ., "_{_'-~ ...-:.. _! 1r.. '" Ii MARSHA JONE'S MOUtRlE City Attorney 3 TOM HAYDEN S&.......TOFi ::J-';:" TWENTV-TJoItAD OI$T1llICi Aoo.1"o S"-A J D~~ R. COMMITTEes NATURAL RESOURCES 8- WIL:lLiFE CHAIR EDUCATION 'ENERGY L:TILtTI!!:S &. ':OMl,oluNIC...TiOo,,;S TOXICS & PUBLIC SAFE-;-v MANAG=MENT T~ANSI>()RTATION SELECT COMMITTEE ON HIGHER eDUCATIOflo C"1b,IR .. o SACRAMEiIlTO DF~jCE STATE CAPITOL S4CtlI\MEN'tO CA 95814 (511!;) 445 13~J (916) 32A~3 FAX D DISTRICT OFFICE 10951 W PI CO BLVD SUITE 202 LOS ANGELES. CA. 900~4 (310' 441.9084 010, ':41.(1724 FA)( j6:enat~- - QIalifllrnia !U~iifl~t~r!! OOl'! ~ to, . . - 1.2/15/98 To: Mayor O'Connor and Councilmembers From: Ann H111er, Deputy for State Senator Tom Hayden Re: Special election date and configura~ion Agenda. IteR'. 5-A Please set the date and appropriace the ne~8ssary funds for a Spring 1999 two day special elect10n to fill the seat vacated by fermer Counc11member Greenberg. Agenda Item l4-D Please approve Councilmember Feinstein's request to d~rect staff to research Instant Runoff Votingl to determine tbe possibility of it's use in this upcoming spec1al election and, ~f feasiblel to hold a meeting to explain the method to the voters prior to the spr~ng 1999 elect~on. tlDO- TD ~A.lJlIt DEe 1 5 . NO' "rm~ al GO~.'rff'l.fJl E'~"$" Jt::.O:>._ j..nflleC' on ;:le1CVCJC'd I).IX' Aoo-rv Or ,qp DEe 1 5 .. "98 0:' 15 0 CITY OF SAi'JI A MONICA CITY COUNCIL OFFICE INTER-DEPARTMENT MEMO DATE December 15, 1998 TO 1vlayor and CIty CouncIl FROM Patnela Hoffinan Santa MOllica ReSIdent (310) 829-9472 SlJBJECT Agenda Item #14-D of 12/15/98 CIty CouncIl Meeting Ms Hoffman feels CouncIl should look at proportIOnal representatIon. and also feels tills gIves the perfect opportumty for someone to receIve a SImple maJonty WIthout a run-off AoD:rt '''P DEe 1 5 tI98 /1 December 15, 1998 December 22. 1998 January 1-26, 1999 January 26, 1999 January 27. 1999 February 22, 1999 February 26 to Apnl 10, 1999 March 26, 1999 March 26, 1999 March 26 to Apnl 17, 1999 Apnl 24-25, 1999 May 11, 1999 CITY OF SANTA MONICA Mi-to 15,A DEt 1 5 ~! SPECIAL MUNICIPAL ELECTION SATURDAY-SUNDAY, APRIL 24-25,1999 Introduce and hold first readmg of ordinance Adopt ordinance and resolutions FIling Penod for Nommatlon Papers Last Day to Call Election for Ballot Measure Order of Names on Ballot to be Determined Submit Precinct Consolidation to County FIling Penod for Wnte-In Candidate Last Day to Register to Vote Last Day to Appoint Precinct Officers & Polling Sites Voters May Request Absentee Ballots Election Day - Last Day to Receive Absent Ballot Council to Adopt Resolution Declanng Results of Canvass M1-to 15-A DEe 1 5 1998