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SR 06-12-2018 7C City Council Report City Council Meeting: June 12, 2018 Agenda Item: 7.C 1 of 5 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 2 of 5 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. 3 of 5 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, 4 of 5 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 5 of 5 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)