SR 06-12-2018 7C
City Council
Report
City Council Meeting: June 12, 2018
Agenda Item: 7.C
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To: Mayor and City Council
From: Denise Anderson-Warren, City Clerk, Records and Election Services
Department
Subject: Introduce for First Reading an Ordinance Amending the City's Election Code,
Adopt Resolutions related to the General Municipal Election to be held on
November 6, 2018, and, approve and Agreement for Election Services &
Supplies
Recommended Action
Staff recommends that the City Council:
1. Adopt two resolutions to: a) call for a General Municipal Election to be held on
November 6, 2018; and b) request that the Municipal Election be consolidated
with the Los Angeles (LA) County Statewide General Election and request
services from the LA County Registrar-Recorder for the General Municipal
Election;
2. Authorize the City Manager to negotiate and execute a contract agreement with
Martin & Chapman Company, a California based company, for election services
and supplies required to conduct the General Municipal Election in an amount
not to exceed $184,000. This recommended award is made as an exception to
the competitive bidding process pursuant to Section 2.24.080 (d) and is for a total
amount not to exceed $184,000 with future year funding contin gent on Council
budget approval; and,
3. Introduce for first reading an ordinance amending sections 11.04.040
(Definitions) and 11.04.050 (Limitations on contributions from persons) of the
Santa Monica Municipal Code (SMMC).
Executive Summary
Santa Monica’s next General Municipal Election will be held November 6, 2018. In
preparation for this election, staff asks Council to adopt two resolutions. The first
resolution calls for the election to be held. The second resolution requests that the
election be consolidated with the LA County Statewide General Election and requests
election services from LA County Registrar-Recorder/County Clerk.
Staff also recommends adopting clerical changes to the Santa Monica Municipal Code
on elections.
To provide election services and supplies, staff plans to work with Martin & Chapman
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Company as the City has for past elections. Martin & Chapman is the preferred vendor
in Los Angeles County and has supported many elections across the region.
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. The City of Santa
Monica has been consolidating municipal elections and obtaining services from the LA
County Registrar-Recorder/County Clerk since the mid 1980’s. As a result, it is
necessary to adopt the resolutions calling the election, and requesting consolidation
with the Statewide General election and election services from Los Angeles County
Registrar-Recorder/County Clerk.
Discussion
The first resolution (Attachment A) calls for the General Election and gives notice that
three City Council seats, three Rent Control Board seats, four Santa Monica-Malibu
School District Board of Education seats, and four Santa Monica Community College
District Board of Trustees seats are to be filled at the November 6, 2018 General
Municipal Election. At this time, no measures have qualified or been placed on the
ballot. Should a measure qualify or be placed on the ballot, then staff will return with a
report and resolution at the next regular meeting.
The second resolution (Attachment B) requests that the LA 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 one
election. The resolution also requests that the LA County Board of Supervisors direct
the LA County Registrar-Record/County Clerk to provide all necessary election
services, to the extent determined necessary by the Santa Monica City Clerk/Elections
Official, to: prepare, print and mail sample ballots and polling place information to the
registered voters of the City.
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Amendment to Santa Monica Municipal Code, Chapter 11.04 Elections
After reviewing the City’s Election Code, staff proposes clerical corrections to SMMC
11.04.040 definitions, to change the Fair Political Practices Act to the Political Reform
Act, and 11.04.050 to update the contribution limit for City Council and Rent Control
Board candidates from $325 to $340 based on the Consumer Price Index (CPI)
increase in July 1, 2016. The next increase will occur on July 1, 2021.
Vendor/Consultant Selection
Staff recommends that the City Manager enter into a contract with Martin & Chapman,
in an amount not to exceed $184,000. The company would furnish and provide election
consulting services and supplies such as pre-election materials, nomination forms, voter
information pamphlets, mailing labels, postage and delivery/mailing services and
certified Spanish translation services. This purchase meets the City's exception to
competitive bidding criteria as competition does not exist. The County of LA and most
Southern California municipalities that conduct stand-alone elections have historically
obtained services from Martin & Chapman. The City of Santa Monica also has a long
history of obtaining election services with Martin & Chapman.
Public Outreach
Notice of the election will be published in the local newspapers and mailed to
neighborhood groups and interested entities. All election information will be available
on www.smvote.org, and the election will be promoted in the Seascape newsletter as
well as on the City’s social media sites and CityTV.
As in previous years, the City Clerk’s Office will invite the community to two Candidate
Workshops on July 16, 2018, the first day of the Nomination Period, and a Fair Political
Practices Commission (FPPC) Workshop for Candidates/Treasurer on August 22, 2018.
Staff will hold voter registration drives at City Hall during National Voter Registration
Day on Tuesday, September 25; and at the Santa Monica Farmers’ Markets in October,
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before the voter registration deadline. This is in addition to the registration drives held
during City Clerk Week on May 10th, and Santa Monica High School during Senior
Week on June 4th. Lastly, the office assisted with having the Main Library serve as one
of the County’s Ballot Drop-Off Facilities for the June 5th Primary Election and will assist
in establishing Drop-Off Facilities for the November election.
Financial Impacts and Budget Actions
The Proposed FY 2018-19 Budget includes an elections budget of $513,981 in the
Records & Election Services (City Clerk) Department. The cost will be prorated among
the various agencies based on the estimated number of registered voters, permanent
Vote-by-Mail voters, voting precincts, number of offices, and the number of jurisdictions
sharing costs with the City. Reimbursements for costs will be deposited in revenue
account 01212.401020 (01110002.404100 in Tyler/Munis). It is estimated that Santa
Monica's prorated cost for the City Council election is $156,000, which includes services
from the election consultant and LA County. Funds are available in the Proposed FY
2018-19 Budget in division 01212.
The contract to be awarded to Martin & Chapman is for an amount not to exceed
$184,000. Funds are available in the Proposed FY 2018-19 Budget in the Records &
Election Services (City Clerk) Department. The contract will be charged to account
01212.555060 (01110002.552010 in Tyler/Munis).
Prepared By: Denise Anderson-Warren, City Clerk
Approved
Forwarded to Council
Attachments:
A. Resolution Calling General Municipal Election
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B. Resolution Approving Consolidating Election with the County of Los Angeles, and
Requesting the County to Render Election Services
C. Ordinance
D. Oaks Initiative Form
REFERENCE:
Resolution No. 11118
(CCS)
&
Resolution No. 11119
(CCS)
&
Agreement No. 10697
(CCS)