sr-061212-8a10 Yof City Council Report
tmm Santa Monica®
City Council Meeting: June 12, 2012
Agenda Item: (8—A\
To: Mayor and City Council
From: Maria M. Stewart, Director of Records & Election Services (City Clerk)
Subject: Resolutions related to the General Municipal Election to be held on
November 6. 2012
Recommended Action
Staff recommends that the City Council adopt four resolutions related to the General
Municipal Election to be held on November 6, 2012, as follows:
(a) Resolution calling for the General Municipal Election to be held on
November 6, 2012;
(b) Resolution requesting consolidation with the Los Angeles County
Statewide General Election;
(c) Resolution requesting services from the Los Angeles County Registrar -
Recorder for the General Municipal Election; and
(d) Resolution authorizing the City to enter into a contract with the firm
of Martin & Chapman for services and supplies required for the conduct of
the General Municipal Election.
Executive Summary
Adoption of these resolutions is the first step in the conduct and administration of the
November 6, 2012 General Municipal Election. In addition to City Council and Rent
Control Board elections, the elections for members of the Board of Education and the
College's Board of Trustees are consolidated with the City's Municipal Election.
Background
Section 1400 of the City Charter provides that a General Municipal Election shall be
held on the first Tuesday following the first Monday of November of each even
numbered year for the purpose of the election of elected officers.
Discussion
The first resolution (Exhibit A) calls for the General Election and gives notice that four
Council seats, two Rent Control Board seats, three Board of Education seats, and three
Community College District Board of Trustees seats are to be filled at this November 6,
2012 General Municipal Election.
The second resolution (Exhibit B) requests that the Los Angeles County Board of
Supervisors approve the consolidation of the City's General Municipal Election with the
statewide General Election to be held on the same date, and that the statewide General
Election and General Municipal Election be held in all respects as if there were only one
election.
The third resolution (Exhibit C) requests that the Los Angeles County Board of
Supervisors direct the Registrar of Voters to provide all necessary election services, to
the extent determined necessary by the City Clerk, to mail sample ballots and polling
place information to the registered voters of the City.
The fourth resolution (Exhibit D) authorizes the City to enter into a contract with the firm
of Martin & Chapman, Co., to obtain specified services and supplies necessary to
conduct either a concurrent or consolidated election, in an amount not to exceed
$148,838. The services and supplies required are outlined in said resolution.
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Consultant Selection
The firm of Martin & Chapman is the only company in Southern California that provides
consulting services and election equipment. Los Angeles County and most of the cities
that conduct stand alone elections in Southern California historically have used the
services of Martin & Chapman.
Public Outreach
As in previous years, the City Clerk's Office will participate in election and candidate
information workshops with the League of Women Voters and the Chamber of
Commerce and other groups upon request. Notice of the election will be published in
the local newspaper. In addition, staff will mail election information to all neighborhood
groups and interested entities.
Financial Impact and Budget Actions
The City Clerk's Office has received approval, of an elections budget for Fiscal Year
2012 -13 in the amount of $483,755. The consolidated costs, once received from the
L.A. County Clerk, will be pro -rated and the City will be reimbursed by the Rent Control
Board, the Santa Monica - Malibu Unified School District Board of Education, and the
College District Board of Trustees for the costs of each respective election. It is
estimated that Santa Monica's pro -rated cost for the City Council election will be
between $190,000 and $200,000; funds are available in the FY 2012 -13 budget. The
agreement to be awarded to Martin & Chapman Co. to furnish professional services and
supplies to conduct either a concurrent or consolidated election shall not exceed
$148,838. Funds are available in the FY 2012 -13 budget at account 01212.555060.
Prepared by: Denise Anderson - Warren
Assistant Director of Records & Election Services
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Approved:
t
Maria M. Stewart `.
Director, Records & Election Services
Attachments:
Forwarded to Council:
Rod Gould
City Manager
Exhibit A — Resolution Calling General Municipal Election
Exhibit B — Resolution approving consolidation with the County of Los Angeles
Exhibit C — Resolution requesting the County to render election services
Exhibit D — Resolution authorizing City Clerk to obtain vendor election services
Reference Resolution Nos.
10680 (CCS) through
10683 (CCS), and
Contract Nol. 9604 (CCS)