SR-06-10-2014-8AID
City Council Report
City of
Santa Aloaica,
City Council Meeting: June 10, 2014
Agenda Item: 98®iff
To: Mayor and City Council
From: Sarah Gorman, Director of Records & Election Services (City Clerk)
Subject: Resolutions related to the General Municipal Election to be held on
November 4, 2014
Recommended Action
Staff recommends that the City Council adopt four resolutions related to the General
Municipal Election to be held on November 4, 2014, as follows
1. Resolution calling for the General Municipal Election to be held on November 4,
2014;
2. Resolution requesting consolidation with the Los Angeles County Statewide
General Election;
3. Resolution requesting services from the Los Angeles County Registrar- Recorder
for the General Municipal Election; and
4. 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 in an amount not to exceed $156,280.
Executive Summary
Adoption of these resolutions is the first step in the conduct and administration of the
November 4, 2014 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. These
resolutions include a resolution authorizing the City to contract with the Martin &
Chapman election consulting firm in an amount not to exceed $156,280.
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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 three
Council seats, three Rent Control Board seats, four Board of Education seats, and four
Community College District Board of Trustees seats are to be filled at this November 4,
2014 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
$156,280. The services and supplies required are outlined in the 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. This sole source contracting is necessary because
Martin & Chapman is the only company in Southern California that provides this service
and equipment.
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 proposed FY 2014 -15 budget includes an elections budget of $474,588 in the City
Clerk's Office. The consolidated costs, once received from the L.A. County Clerk, will
be pro -rated and the City will be reimbursed by the Santa Monica Rent Control Board,
the Santa Monica - Malibu Unified School District, and the Santa Monica Community
College District for the costs of each respective election. Reimbursements for costs will
be deposited in revenue account 01212.401020. It is estimated that Santa Monica's
pro -rated cost for the City Council election is $108,500. Funds are available in the
proposed FY 2014 -15 budget in division 01212.
The agreement to be awarded to Martin & Chapman, Co. is for an amount not to exceed
$156,280. Funds are available in the proposed FY 2014 -15 budget in division 01212.
The agreement will be charged to account 01212.555060.
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It should also be noted that a $25 per candidate filing fee will be required at the time of
issuing nomination papers, as approved by the City Council at the July 9, 2013 meeting.
Prepared by: Sarah Gorman, Director of Records & Election Services
Approved:
1 � OkV
Sarah Gorman
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 No. 10810 (CCS),
Resolution No. 10811(CCS),
Resolution No. 10812 (CCS),
Resolution No. 10813 (CCS)
& Contract No. 9920 (CCS)