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CC 2013 Election; ConsolidationAgenda Item No: 3. b Meeting Date: May 6, 2013 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Clerk Prepared by: Esther Beirne Z� - City Manager Approval -� iU 4-�Clf File No.: 9-4 SUBJECT: RESOLUTION RE: ELECTION MATTERS - GENERAL MUNICIPAL ELECTION, TUESDAY, NOVEMBER 5, 2013 (CC) RECOMMENDATION: Recommend adoption of Resolution: I ) Proposing a General Municipal Election, including the San Rafael Elementary School District and the San Rafael High School District General Election, to be held on Tuesday, November 5, 2013; 2) Requesting the Board of Supervisors to consolidate with any other election conducted on the same date 3 3) Requesting election services by the Registrar of Voters; and 4) Reaffirming policy regarding number of words in candidate's Statement of Qualifications and providing that the cost of printing and handling Statement of Qualifications shall be borne by the candidate and paid for at the time nomination papers are filed BACKGROUND / ANALYSIS: a. The Resolution proposes that a General Municipal Election be held on Tuesday, November 5, 2013, including the School Districts, and lists the reasons for the election to be held. The request to consolidate with any other election held on the same day is proposed so that the City may share election costs with other jurisdictions, thus cutting down on the City's costs. FOR CITY CLERK ONLY File No.: —q- 1-f - 000, -Ict-26� Council Meeting: Disposition: CESO4 Vz%V(,-J SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pages_2 In line with City Council policy, the Resolution requests various election services be provided to the City by the Registrar of Voters. b. The Resolution provides for a Candidate's Statement of Qualifications and establishes rules regarding Statements of Qualifications, including costs for printing same in Sample Ballot, of $370.00 for City Candidates and $437.00 for School Board Candidates, to be paid for at the time of filing nomination papers. FISCAL IMPACT: Funds in the amount of approximately $88,500 will be proposed for the 2013/2014 Elections Budget to cover this election. OPTIONS: Not applicable. ACTION REQUIRED: Adoption of Resolution Elections/2013/staff report RESOLUTION NO. 13529 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL 1) PROPOSING A GENERAL MUNICIPAL ELECTION, INCLUDING THE SAN RAFAEL ELEMENTARY SCHOOL DISTRICT AND THE SAN RAFAEL HIGH SCHOOL DISTRICT GENERAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5,2013; 2) REQUESTING THE BOARD OF SUPERVISORS TO CONSOLIDATE WITH ANY OTHER ELECTION CONDUCTED ON THE SAME DATE; 3) REQUESTING ELECTION SERVICES BY THE REGISTRAR OF VOTERS; 4) REAFFIRMING POLICY REGARDING NUMBER OF WORDS IN CANDIDATE'S STATEMENT OF QUALIFICATIONS AND PROVIDING THAT THE COST OF PRINTING AND HANDLING STATEMENT OF QUALIFICATIONS SHALL BE BORNE BY THE CANDIDATE AND PAID FOR AT THE TIME NOMINATION PAPERS ARE FILED WHEREAS, the Charter of the City of San Rafael, Article IV, Section 1, requires that a General Municipal Election shall be held in the City of San Rafael on the Tuesday after the first Monday in November of each odd numbered year; and WHEREAS, under Article VI, Section 3 of the Charter of the City of San Rafael, elections for members of the Board of Education shall be held at the General Municipal Election of the City of San Rafael; and WHEREAS, it is the determination of the City Council of the City of San Rafael that a General Municipal Election be held on Tuesday, November 5, 2013, including the San Rafael Elementary School District and the San Rafael High School District General Election; at which election the issues to be presented to the voters shall be: 1. Election of two (2) City Councilmembers for the full term of four years each; 2. Election of two (2) members of the Board of Education for the full term of four years each; and WHEREAS, the City Council of the City of San Rafael may request the Board of Supervisors of the County of Marin to consolidate the General Municipal Election with any other election conducted on the same date; and WHEREAS, the City Council of the City of San Rafael may request election services by the Registrar of Voters of Marin County, California; and WHEREAS, the City Council may authorize an increase in the limitation on words in the Candidate's Statement of Qualifications from 200 to 400 words; WHEREAS, the City Council has previously authorized a decrease in the limitation on words for such statement from 400 to 200 words due to increased costs for printing and has further resolved that in the event a candidate wished to avail himself/%erself of the right to prepare a candidate's statement of qualifications, the cost of printing and handling of the candidate's statement of qualifications would be borne by the candidate and not by the City of San Rafael; and WHEREAS, the amount of printing 200 words has been estimated by the County to be $370.00 for each candidate's statement of qualifications for City Office, and $437.00 for each candidate's statement of qualifications for School District Office. NOW, THEREFORE, BE IT RESOLVED that pursuant to the requirements of the laws of the State of California there is called and ordered held in the City of San Rafael, County of Marin, State of California, on Tuesday, November 5, 2013, a General Municipal Election of the qualified electors of San Rafael. BE IT FURTHER RESOLVED that the Board of Supervisors of the County of Marin, is hereby requested to: 1) Consolidate said election with any other election conducted on the same day; and 2) Authorize and direct the Registrar of Voters, at City expense, to provide the following election services and to canvass the results of said election: Provide Voter Indexes Provide Voter Count by Precinct Provide Verification of Signatures Provide Drayage and Rental of Polling Places Provide Printing of Sample and Official Ballots Provide Printing of Candidates' Statements of Qualifications, Measures and Arguments Appoint and Notify Election Officers Mail Sample Ballots and Polling Place Notification Provide Precinct Supplies Provide Training of Precinct Workers Provide Processing of Vote by Mail Ballots Provide Central Counting Provide Canvass of Votes Cast Provide such other services as are necessary to conduct the Municipal Election BE IT FURTHER RESOLVED that the ballots to be used at the election shall be in both form and matter as required by law. BE IT Ft,,TR'-I'HER RESOLVED that the polls for said election shall be opened at seven o'clock a.m. on the day of said election and shall remain open continuously from said time until eight o'clock p.m. of the same day when said polls shall be closed, except as provided in Section 14401 of the Elections Code of the State of California. BE IT FURTHER RESOLVED that the City Council of the City of San Rafael does hereby reaffirm that the number of words of the candidate's statement of qualifications for all San Rafael Municipal Elections shall be 200 words and the cost of printing of the candidate's statement of qualifications, as determined by the Marin County Registrar of Voters, shall be borne by the candidate and not by the City of San Rafael, and that the cost shall be paid by the candidate at the time Nomination Papers are filed. BE IT FURTHER RESOLVED that no additional materials shall be prepared to be sent on behalf of the candidate with the City of San Rafael Ballot/Voters Pamphlet; BE IT FURTHER RESOLVED that in all particulars not recited in this resolution the election shall be held and conducted as provided by law for holding municipal elections in said City. BE IT FURTHER RESOLVED that notice of the time and place of holding the election is hereby given and the City Clerk is hereby authorized, instructed and directed to give such further or additional notice of said election in time, form, and manner as required by law. BE IT FURTHER RESOLVED that the City Clerk is directed to submit a certified copy of this Resolution to the Board of Supervisors of the County of Marin. 1, ESTHER BEIRNE, Clerk of the City of San Rafael, hereby certify that the forgoing Resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City held on Monday, the 6th day of May, 2013, by the following vote, to wit: AYES: COUNCILMEMBERS: Colin, Connolly, Heller, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER BEIRNE, City Clerk Elections/2013/Resolution CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 3. b DATE OF MEETING: May 6, 2013 FROM: Esther Beirne DEPARTMENT: City Clerk DATE: April 25, 2013 TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL 1) PROPOSING A GENERAL MUNICIPAL ELECTION, INCLUDING THE SAN RAFAEL ELEMENTARY SCHOOL DISTRICT AND THE SAN RAFAEL HIGH SCHOOL DISTRICT GENERAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5,2013; 2) REQUESTING THE BOARD OF SUPERVISORS TO CONSOLIDATE WITH ANY OTHER ELECTION CONDUCTED ON THE SAME DATE; 3) REQUESTING ELECTION SERVICES BY THE REGISTRAR OF VOTERS; 4) REAFFIRMING POLICY REGARDING NUMBER OF WORDS IN CANDIDATE'S STATEMENT OF QUALIFICATIONS AND PROVIDING THAT THE COST OF PRINTING AND HANDLING STATEMENT OF QUALIFICATIONS SHALL BE BORNE BY THE CANDIDATE AND PAID FOR AT THE TIME NOMINATION PAPERS ARE FILED Department Director (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM.- AGENDA ORM:AGENDA ITEM: City Manager (signature) City Attorney (signature) REMARKS: