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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
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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
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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
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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
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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
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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
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MARSHA JONEslMOUTRIE ~-
City Attorney
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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
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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
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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 $12 00 per day custodial fee
SECTION 7 In all particulars not cited In thiS Resolution, the election shall be held
and conducted as provided by law for holding municIpal elections
SECTION 8 Notice of the time and place of holding the election shall be given and
the City Clerk IS authonzed, Instructed and directed to give further or additional notice of
the election, In time, form and manner as reqUired by law
SECTION 9 The City Clerk shall certify to the adoption of thiS Resolution, and
thenceforth and thereafter the same shall be In full force and effect
APPROVED AS TO FORM
'-\'-\ i I .
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J I ., "_{_'-~ ...-:.. _! 1r.. '" Ii
MARSHA JONE'S MOUtRlE
City Attorney
3
TOM HAYDEN
S&.......TOFi ::J-';:"
TWENTV-TJoItAD OI$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
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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)(
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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
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"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
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/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
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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
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