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City Counc~l Meet~ng December22. 1998
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DEC221~
TO Mayor and Gity Coune~l
FRaM City Staff
SUBJECT Adoption and Secone~ Readir~g of OrdEnance Relating to the Setting
af Special Elections ta F~II an Ur~scheduled Vacancy on the City
C~uncil, and Adopt~or~ o# Necessary Resolut~ons Call~ng a Spec~a~
Two-day E~ectEan on April 24-25, 1999
Introduct~on
At its meet~ng of December 15, ~ 998, the City Counc~l he~d firs# reading of the
ord~r~a~ce It ~s now presented for second readi~g and adopt~on In add~tion staff is
recommending adoptian of a resolut~on ca~~~ng the special elect~on to be held o~er a
two-day per~ad on April 24-25, 1999, adaption ofi a resolution re~uestmg election
serv~ces #ram the Board of Superv~sors of the ~o~n#y of Los Angeles; adopt~on of a
resolution autharizing electian serv~ces, supplies and equipment fram Martir~ &
Chapma~ Company. adopt~on of a resolut~on order~ng the canvass of the special
e~ection be made by the C~ty Clerk, ar~d, recommendation to re~iew and appro~e
election procedures and fundmg
Election Procedures
Staff recommends that Counc~l direct staff to prepare ar~ ar~~nance setting forth the
procedures to be #oflowed an the twa elect~an days, Saturday, April 24, 1999, and
Sunday, Aprd 25, 1999, and return to Cvuncil as soon as poss~ble far f~rst and second
read~ng of said ordinance The procedures will include the method af safeguarding
v~ted ballots received on the first day of the elect~an
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Budqet/Financial Impact
There are no approved funds ~n the City Clerk's Offic~ elect~ons budget for Fiscal Year
1998-1999 Staff is requsstmg funds for sennces and supplies from Martin & Chapman
in the amount of $60,004, ~nclud~r~g approxfmately ~4,763 far contingencies Staff is
also req~esting ~20,000 m funding for services from Los Angeles Ca~nty. Although it
~s not ant~c~pated tF~at the cost will be that high, it is diff~cult to estimate a more prec~se
amount since th~s ~s the first stand-alane eleetian ir~ a long t~me Staff is request~ng
$15,000 far postage and $9,500 far labor costs to ma~l out ~ot~r pampt~lets This
est~mate ~s based an the cast for mailing pamphlets far the 1996 electiar~. The
pamphlet #ar the spec~al election would canta~n #swer pages than the 199fi pamphlet
and cost less Howe~er, there w~ll be the added cost of ma~fmg vut absentee ballots
d~rectly from aur aff~ce, and not from the County Finally, staff ~s requestmg $42,500 for
~ar~ous other cosfs ~ncluding, but not lim~ted to stipends for precinc# workers and fees
for us~ng prec~nct s~tes, wages for temporary and elect~on day workers, o~ertime funds
for City Clerk's staff, legal publish~ng cos#s, and, miscellaneous suppl~es and expenses.
If a speaal elect~on ~s called, there w~ll be a need ta augment C~tyTV's budget to
accommodate election programming Staff recammends that ~10,0~~ be appropriated
for F~scal Year 1998-99
#n summary we are requesting a tatal apprapriat~on of ~15~,800 to be attocafed as
foifows
$15,000 ta 01-120-212-00000-2232-~0000 (metered pastage},
S800 00 ta 01-120-~12-00000-2252-00000 (legal ad~ertising),
S122,0~0 to 01-120-212-00000-55~6-40000 (Professronal Services);
S2,000 to 01-120-212-00000-2231-OOOQD (afifice supplies),
~2.OOD ta 01-12Q-212-OOODO-1150-OOD00 {temporary employees),
~fi,000 ta 01-120-2~2-00400-1149-00000 (o~ert~me), and,
~10,000 to 51-11~-2Q7-OOOOQ-4439-OD000 (other costs)
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Recommendation
Staff recommends that Counc~l hold second read~ng and adopt the ord~nance as
presented
Staff recammends that Caunc~l direct staff to prepare an ord~nance settmg forth elect~ar~
days' procedures and return to Cauncil as soon as possible with sa~d ordinance
Staf# recammends that Council appro~e the appropriation of funds in the amaunt af
$~57,800. as outl~ned in the BudgetlFGnancial Impact port~an of the report
Prepared by Maria M Stewart, City Clerk
Attachments Ord~nance
Resalutions
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C~ty Counc~l Meeting 12-22-98 Santa Monica, Cal~fornia
RESOLUTION NUMBER 4353 CCS
(City Council Series)
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MON{CA CALLING AND GIVING NOTICE
OF A SPECI~IL MUNICIPAL ELECTI4N TO BE HELD ON
SATURDAY, APRIL 24, 1999 AND SUNDAY, APR~L 25, 'l999
FOR THE ELECTfON QF A CITY COUNCILMEMBER TO
FILL A VACANCY AS REQUIRED BY THE SANTA MQNtCA CITY CHARTER
WHEREAS, a ~acancy on the City Cauncil was created by the resEgna#ion of City
Councilmember Asha Greer~berg who submitted her resignation effecfive September 25,
1998, and w#~ose resignation was accepted by the City Counc~l on October 13, ~ 998, and
WHEREAS, the term of office m wf~~ch the vacancy occurs ends November 5, zaoo,
NOW, THEREFORE, THE CITY COUNClL OF THE CITY OF SANTA MONICA
DOES HEREBY RESOLVE AS FOLLQWS
SECTION 1 Purs~ant to the requiremer~ts of the Sar~ta Mflnica C~ty Charter, there
is called and orderetf tv be held in the City afi Santa Monica an Saturday, AprEl 24, 1999,
and Sunday, Apnl 25, 1999. a Specia! Municipaf Election for the purpose of the election
o~ a City Cauncilmember for the term of office ~n wh~ch a vacancy was created by the
res~gnat~an of City Councilmember Asha Greenberg which ends November ~, 2D00
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SECTION 2 The ballots to be used at the election shall be in form and content as
requ~red by law
SECTI~N 3 The Caty Cleric ~s autharized, instructed and directed to procure and
fum~sh any and all offic~al bailats, not~ces, pr~nted matter and all suppf~~s, equ~pment and
~araphemalia that may be necessary in order #o properly and lawfulfy conduct the eiection
SEGTION 4 The polls shall be ope~ at 8 00 a'cfock a m on April 24, 1999, the f~rst
day of the e~ectEOn and shall remain open contmuously from that t~me ur~til 7 00 o'clock
p m of the same day, when the polls sha1~ be ciosed
SEGTI~N ~ The polls shall be open at 14 00 o'clock a m on April 25, 1999, the
second day of the election and shall remam open cant~nuously from that t~me unt~l 7 DO
a'cEock p m of the same day, when the ~olls shall be closed
SECTION 6 Pursuant to Elections Code Section 123~0, a stipend for serv~ces for
the persons named as precinct board members is fixed at the s~m of $6D 00 for the first
day oi the election and $90 00 for the second day of the electron for each Inspector and
$5Q OD fiar the first day ofi the election and $7~ OQ for the second day of the election for
each Cferk for the elect~on An incentive payment is fixed at the sum of $2Q 00 far
Inspectors and Clerks who attend a tra~r~mg class The rental for each pollmg place, where
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a c~arge is made, shalf be the sum of $25 DO per day for the elect~on, except if the poll~ng
p{ace ~s a school, in wl~ich case the school w~ll recei~e a$12 00 per day custodial fee
SECTION 7 In ai1 particulars not ci#ed in this Resoiution, the election shafl be held
and conducted as provided by law for holdEng mun~c~pal elect~ons
SECTION 8 Notice af the t~me and place of holding the election shall be gi~en and
the Caty CkErk is aut#~orized, mstructed and directed to gi~e further or add~t~anal notice of
the election, in t~me, iorm and mar~ner as required by law
SECTION 9 Th~ City Clerk shail cert~fy ta the adoption of th~s Resolution, and
thenceforth and thereafter the same shall be m fuli force and effect
APPROVED AS ~O FORM
~~`.~C.l -lr' ~~.c~
MARSHA JOJ! IES MOUTRIE
City Attorney
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Adopted and appro~ed this 22nd of December, 1998
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P~m O'Connor, N~ayor
I, Maria M Stewart, C~ty Cierk of the City of Santa Mon~ca, do hereby certify that
the foregoing Resolutian 93~3 (CCS) was duly adop#ed at a meeting of the Santa
Monica G~ty Counci! held on the 22nd of Qecember, 1998 by the folfowing ~ote
Ayes Counciimembers
Noes Councilmembers
Abstain Councilmembers
Absent Caur~cjlmembers
Feins#em, Ger~ser, McKeown, O'Connor
Holbrook
None
Rasenstein
ATTEST
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Maria M 5tewart, City Clerk
CA f attylmunil~awslservelec res
City Councii Meet~ng 12-22-98
RESOLUTION NUMBER 9354
(City Counc~E Ser~es}
Sa~ta Mornca, Caiifom~a
A RESOLUTEON OF THE CITY COUNCIL QF THE
CITY OF SANTA MONICA AUTHORIZlNG THE CITY CLERK
TO ~BTAIN SPECIFIED SERV~CES TO THE CITY RELATING
TO THE CONDUCT OF A SPECIAL MUNICIPAL ELECTION
TO BE HELD ON SATURDAY, APRIL 24, '1999 AND
SUNDAY, APRI~ 25, 1999
WHEREAS, a Spec~al Mur~~cipal Election is to be held in the City of Santa Mornca
on Aprrl 24 and Aprrf 25, 1999, for the purpose of efectrng a Councilmember to fill a
vacancy an tne City Council, and
WHEREAS, in the caurse of conduct of the election it as necessary for t~e City Clerk
to obtain the serv~ces of a professional electio~ suppiEer, and
WHEREAS, all necessary expenses in performmg these services s~all be paid by
the City of Santa Monica,
NOW, THEREFORE, THE GITY COUNCEL OF THE CITY OF SANTA MONICA
DOES HEREBY RES~LVE, DECLARE AND ORDER AS FOLLOWS
SECTION 1 The firm of MartEn & Chapman Ca is approved to furn~sh to the City
all necessary professional services and supplies authorized by the City Clerk to conduct
a Spec~al Munfc~pal ElectEOn which ir~ctude, but are not limited to
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1 Provide a Calendar of Elect~on Events setting aut dates ar~d requirements
af the Election Code
2 Prov~de suggested forms of resolutaans and not~ces required for the eleCt~on
3 Provide absentee voting software, hardware and supplies for absentee
applications and ba~lots
4 Provide necessary baliots, supplies and ~nstructions for voting rn the precmct
and for absentee ~otmg
5 Provide Self-Mailer Sample Ballot 8~ Voters Pamphlet witf~ candidates
statements, measures and absent ~oter application
6 Prepare and attach specraE labels to Self-Maiier pamphlet and arrar~ge for
ciefivery ta the post office
7 Have a qualif~ed person available by telephone ot m person at all times to
assist the City Clerk should problems arise at any time during the electfon
process
8 Furnish general guidance throughout the efectior~
SECTION 2 The City shalE pay Mart~n & Chapman Co for ali election supplies and
services rendered In the event any election supp~Res requested by the C~ty and f~rnished
by Martin & Chapman Co are not correct, or contain errors so that the same are not
acceptable to or usable by the City, there shalE be no charge therefor made upon the City
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SECTION 3 Mar#m & Chapman Co shall submit an itemized ir~voice to the C~ty
detailrng the su~piies fumished The City shall pay all sums due and owmg w~th~n 30 days
of the receipt of the statement
SECT~ON 4 The total amount of these services shafl not exceed $60,000 00
SECTION 5 That the City Clerk sha~l certrfy to the adoption of this Resolution, and
thenceforth and thereafter the same shall be ~n full farce and effect
APPROVED AS TO F~RM
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MARSHA JO[~S MOUTRIE
C~ty Attorney
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Adopted and a~proved this 22nd of December, 1998
'~.- ~~~. I, ~'~~ ~'~'~ -
Par~ O'Connor. Mayar
1, Mar~a M Stewart, C~ty Cle~k of tf~e C~ty of Santa Monica, do hereby c~rt~fy that
the faregaing Resolution 9354 (GCS) was duly acfopted at a meeting of the Santa
Monica City Caunc~l held on the 22nd of December, 1998 by the following ~ote
Ayes Councilmembers
Noes Councrlmembers
Abstain Counciimembers
Absent Counc~lmem#~ers
Fe~r~stein, Genser, N1cKeown, ~'Connor
Holbrook
Nane
Rosenste~n
ATTEST
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Maria M Stewart, C~y Clerk
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City Counc4f Meetmg 12-22-98 Santa Monica, Califomia
RESOLUTION NUMBER9355 ~CS
(C~ty Cou~cal Series)
A RESOLUTION OF THE CITY COUNCIL
OF THE CiTY 4F SANTA MONICA QRDERING THE CANVASS
OF THE SPECIAL MUNICIPAL ELECTION TO BE HELD
ON SATURDAY APRIL 24, 1999 AND SUNDAY APRIL 25, 1999
BE MADE BY THE CfTY CLERK
WHEREAS, a Spec~a~ Mun~c~pa~ E~ection will be held and conducted in the C~ty of
Santa Monica, California, on Apr~l 24 ar~d Aprrl 25, 1999, as required by law, and
WHEREAS, tt~e City Council desires the can~ass of the election to be made by the
C~ty Clerk,
NOW, THEREFQRE, THE C~TY COUNCIL OF THE CITY ~F SANTA MONICA
DQES HEREBY RESOLVE AS FQLLOWS
SECTfON ~ Pursuant to California Elections Code Sect~on 102fi3, the canvass of
the Spec+al Mur~icipai Election ta be helcf is ordered to be made by the City Cl~rk
SECTION 2 The City Clerk shall complete the canvass of the electRon pr~or to the
second T~esday foliowmg the election, and shall certify the resuits to the City CouncEl on
that day or at the nex~ regularly schedu~ed C~ty Counc~l meet~ng
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SECTION 3 The City Clerk shall certffy to the adoption of this Resolutian, and
#henceforth and thereafter the same shall be ~n full force and effect
APPROVED AS TO FORM
~ZC.~c-~.~C.a~~7 ti~.c-~~.~~~
Mi4RSHA JONE~MOUTRIE
City Attomey
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Adopted and appro~ed this 22nd of December, 1998
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P m ~'Connar, Mayor
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I, Maria M Stewart, City C~erk of the CEty of Santa Monica, do hereby cert~fy that
the foregaing Resolution 935~ ~CCS) was duiy adopted at a meet~ng of the Santa
Mon~ca City Counal held on the 22nd of December, 1998 by the followir~g ~ate
Ayes Councilmembers
Noes Councilmembers
Abstain Councilmembers
Absent Councilmembers
Feinstein, Genser, McKeowr~, O'Connor
Holbrook
None
Rosensteir~
ATTEST
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Maria M Stewart, City Cferk
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City Counc~! Meeting 12-22-98 San#a Monica, Cal~fornEa
RESOLUTION NUMBERg356 CCS
(C~ty Counal Series)
A RESOLUTION OF THE CITY GOUNCIL
OF THE CITY OF SANTA MONICA REQUESTtNG THE
LOS ANGELES COUNTY BOARD OF SUPERVISORS
TO RENDER SPECIF~ED SERVICES TO THE CITY RELATING
TO THE CONDUCT OF A SPECIAL MUNICIPAL ELECTION
TO BE HELD ON SATUR~AY, APRfL 24, 1999
AND Sl1NaAY, APRIL 25, 19g9
WHEREAS, a Special Munic~pal Elect~on is to be held ~n the City of Santa Monica,
Cal~fornia, on April 24 ancf April 25. 1999, and
WHEREAS, in the course of conduct of the electian it is necessary for t~e Ci#y ta
request services of the County, and
WHEREAS, all necessary expenses in p~rForming these serrrices shall be paid by
the City of Santa Mon~ca,
NOW, THEREFORE, THE CITY COUNCfL OF THE CITY OF SANTA MONICA
DOES HEREBY RESOLVE AS FOLLOWS
SECTION '[ Pursuant #o the provisions of Calr~amca Elect~ons Code Section 10002,
the GEty Council of the City of Santa Mon~ca requests the Los Angeles Board of
Super~~sors to perm~t the Registrar of Voters to (1 } prepare ancf furnish to the City for use
m conducting the electior~ the computer record of the names and ad~r~sses of all eligible
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registered ~o#ers m the City so that the City may pr~nt iabels to be attached to self-mailer
sample ballot pamphlets, and, (2) furnish to the City additional election equipment and
assistance according #o state law
SECTION 2 The Cfty shall reimburse the Coun#y of Los Angeles for serv~ces
performed when the work is completed and upon presentat~on to the City af a pro~erly
approved bill
SECTION 3 The CEty CI~~#c is directed to forward without delay to the Los Angeles
County Board of Supenrisors and to the Regist~ar of Voters a certified copy of this
Resolution_
SECTlON 4 The C~ty Clerk shall certify to the adoption of this Resolut~on, and
thenceforth and thereafter the same shall be m full force and effect
APPROVED AS O FORM
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MARSHA JODI~S MOUTRIE
City Attorney
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Adopted and approved this 22nd of December, 1998
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P m O'Connor, Mayor
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l, Maria M Stewart, CEty Cleric of the City of San#a Monica, do hereby certify that
the forego~ng Resolution 9356 (CCS} was ciuly adopted at a meetmg of the Santa
Mon~ca City Counc~l hefd on the 22nd af Qecember, '~ 998 by the following ~ate
Ayes Cauncilmembers
Noes Co~ncilmembers
Abstain Councifinembers
Absent Councilmembers
~e~nste~n, Genser. McKeown, O'Connor
Holbrook
None
Rosenstein
ATTEST
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Maria M Stewart, Gity Clerk
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City Council Meeting ~2-22-98
ORDINANCE NUMBER t9~o
(City Cauncil Series)
Santa Mon~ca, Californ~a
AN QRDiNANCE OF THE CfTY COUNCIL OF THE
CITY OF SANTA MONICA ADDING SECT~ON 11 04 180
TO THE SANTA MONICA MUNIC~PAL CODE
RELATING T4 THE SETTING OF SPECIAL ELECTIONS
WHEREAS, Santa Monica City Charter Sect~an 1403 author~zes it~e City Council
to adopt an ardinance if it desires to set an election on a date otF~er t~an that set forth m
the Californ~a Elections Code, and
WHEREAS, when a C~ty Councif ~acancy occurs which cannot be filied either at the
nex# gene~al elect~on due to t#~e timing of ths vacancy nor by appointment, a speciai
elect~on must be se# to fil! that ~acancy,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES HEREBY ORDAIN AS FOLLOWS
SECTION 1 Section 11 D4 180 ~s hereby added to the Santa MonFCa Municipal
Code to read as follows
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Section 77.04.980. Setting of Special Elections by Resolution.
The C~ty CouncEl is author~zed to set the date of a special election by
resotiut~on The C~ty Counc~! may set the date of a special election on an
establis~ed elec#ion date as provided for by the Calrfomia Elect~or-s Code or on any
other date as the City Council may select as permitted by ~aw
SECT~ON 2 Any prov~s~on of the Santa Mon~ca Municapal Code or appendices
theret~ mconsfstent with the prov~s~ons af this Ordinance, #o the extent of such
incor~sistencies and no further, is hereby repealed ar mod+fied to that e~ctent r~ecessary to
effect the pra~isior~s of thES Ordinance
SECTION 3 If any section, subsect~on, sentence, clause, or phrase of th~s
Ordinance is for any reason held to be in~alid or uncar~strtutional by a d~cision of any court
of competent ~~risd~ction, such dec~s~on shall not affect the val~dity of the remain~ng
portions of this Ord~nance The City Cauncil h~reby declares that it would ha~e passed
this Ordinance and each and every sect~on, subsection, sentence, clause, or phrase not
declared in~ai~d or uncor~st~tut~anal withaut regard to whet~er any portion of the ord~nar~ce
would be subsequently dec~ared fnvaf~d or ~ncanstitut~onaf
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SECTIQN 4 TF~e Mayor shall sEg~ and the City Clerk shall attest to the passage
of th~s OrdGnance The City Cleric shafl cause the same to be publish~d once in the official
newspaper wethm ~ 5 days a~ter ~ts adopt~o~ Th~s Ordrnance shaf! become effectrve uporr
its adoption
APPROVED AS TO FORM
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MARSHA J[~'NES MOUTRIE
C~ty Attorney
Staxe of Califarnia j
Count~~ of Los An~eles ) ss
Cit~~ of Santa l~~anica }
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P~ O~Connar,'b1a}-or
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I, l~°Iana ~~1 Ste~~-art, Cit~- Cl~rk of the Git~~ of Santa ~'Iomca. do herebti~ certif~' that the faregoing
Ordinance ,vo 1930 (CCS) had its first readin~ on December 1~. 1998. and ~i~as adopted on
Deceinber "'2 1998 by the fallo«~ing ~-ote
a~~es Cauncil members Feinstein, Genser. Holbrook. McKeot~-n. O~Connor
tioes Council members ?vone
~~bsta~n Council members I~one
?~bsent Council member~ Rosenstein
?,TTEST
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1~~laria l~~S Steti~~art. Cit~~ ~lerk