City Council Meeting: June 10, 2008

Agenda Item: 8-B  

To: Mayor and City Council 

From: Director of Records & Election Services (City Clerk)

Subject: Resolutions related to the General Municipal Election to be held on November 4, 2008

Recommended Action

Staff recommends that the City Council adopt four resolutions related to the General Municipal Election to be held on November 4, 2008, as follows:

(a) Resolution calling for the General Municipal Election to be held on November 4, 2008;

(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 4, 2008, 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 Municipal Election.

Discussion

The first resolution (Exhibit A) calls for the General Election and gives notice that four Council seats, two Rent Control Board seats, three full-term (4-year) Board of Education seats and one partial (two-year term) seat, and three Community College District Board of Trustees seats are to be filled at this November 4, 2008, General Municipal Election.

The second resolution (Exhibit B) requests that 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 $456,000. The services and supplies required are outlined in said resolution

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.

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. The other known election services company that would be able to meet the City's needs is located in Northern California. It would not be practical or responsive to the election administration's needs to hire the services of a company located in the northern part of the State.

Public Outreach

As in previous years, the Department will participate in election and candidate information workshops with the League of Women Voters and the Chamber of Commerce. In addition, staff will provide the same information to neighborhood groups upon request.

Budget/Financial Impact

The City Clerk’s Office has requested approval of an elections budget for Fiscal Year 2008-2009 in the amount of $456,000. 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.

Prepared by: Maria M. Stewart, City Clerk

Attachments:

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

Approved:	Forwarded to Council:
Maria M. Stewart Director, Records & Election Services	P. Lamont Ewell City Manager