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HomeMy WebLinkAboutReso - CC - 014-19681 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 RESOLUTION NO. f RESOLUTION OF GOVERNING BODY OF THE CITY OF BURLINGAME REQUESTING COUNTY CLERK OF SAN MATEO COUNTY TO RENDER SPECIFIED ELECTION SERVICES PURSUANT TO SECTION 22003 OF THE ELECTIONS CODE AND TO FURNISH VOTING MACHINES. RESOLVED, by the Governing Body of The City of Burlingame as follows: 1. That the Board of Supervisors of the County of San Mateo shall be, and is hereby, requested to permit the County Clerk of said County to render the services hereinafter specified relating to the conduct of the general election to be held within said City on Tuesday, the 9th day of April, 1968, for the purpose of submit- ting the following to the qualified voters of said City: 2. That the election services requested by said City in connection with the holding and conducting of said election are more particularly set forth in Exhibit "A" & "B" attached hereto, and incorporated herein the same as though fully set forth at length. WERNER H. DIEDERICHSEN, MAYOR I, Herbert K. White, City Clerk, do hereby certify that the foregoing resolution was introduced at a regular meeting of the City Council, held on the 5th day of February, 1968, and adopted by the following vote: AYES: COUNCILMEN: Crosby-Diederichsen-George-Johnson-Martin. BNOES: COUNCILMEN: None OABSENT COUNCILMEN: None HERBERT K. WHITE, CITY CLERK EXHIBIT "A" GENERAL MUNICIPAL ELECTIONS - APRIL 9 1968 INFORMATION AND PERTINENT DATES TO COMPLY WITH SUGGESTIONS to the City Clerks in preparing for the use of Voting Machines at this election and pertinent dates necessary for the County Clerk to complete election services as requested by the City Clerks: 1. Authorization to perform special services to City to be made by Resolution of the City Council requesting Board of Supervisors to permit County Clerk to render the specified services to the City relating to the conduct of the election. The City shall reimburse the County in full for the services rendered upon presentation of bill. Section 22003, Elections Code. The following services would be performed by the County Clerk and should be included in your Resolution requesting services (See Exhibit "B"): A Normal Services, Items 1 through 6 B - Additional- Services: Item 5 a through d (Ballots, etc.) Item 7 - Request for flag, sign, voting machine manuals and other - miscellaneous forms (for Precinct Supplies ordered by you) Item 9 - Preparation of Voting Machine routing schedules only (to facilitate voting machine delivery for your account) Necessary to have Resolution no later than February 1, 1968. EXHIBITS "A" AND "B" SHOULD BE PART OF RESOLUTION. 2. Forward copy of Notice of Election showing date of election, offices to be filled, hours polls will open and close. Secs. 22830, 22831, 22903 Elections Code, Secs. 6041, 6061 Govt. Code. This is to be forwarded to this office no later than January 26, 1968. 3. Nomination Paper, First and last filing dates. January 25th thru February 15th, 12 o'clock noon. Candidate's Statement of Qualification to be completed and filed with nomination papers. (For your information a deposit should be made, as candidate bears actual cost of printing and office handling.) 4. County Clerk to be advised, by letter, of the following: a. Official Name of Election. Secs. 22830, 22831, 22903 Elections Code. b. Consolidated Voting Precincts. County Precincts may be consolidated for a Municipal Election not to exceed 1500 voters. (County Pre- cincts average 400 to 450 voters). Secs. 22030, 22834 Elections Code. c. Polling Place locations. Sec. 22834 Elections Code. d. Election Officers. Sections 22805, 22834 Elections Code. With use of Voting Machines: 1 Machine _ 1 Inspector, 2 Judges; 2 Machines- 1 Inspector, 3 Judges. e. Number of Voting Machines required in precincts. To be forwarded to this office no later than February 8th, with exception of Election Officers which should be in this office by March 1, 1968. 5. Polling Place Location Requirements for Voting Machines: a. No polling place should be located in living quarters due to weight of machines. Locations with concrete or solid floors at ground level should be utilized wherever possible. b. Locations should have grounded wiring, if possible. c. Polling place owners to furnish table and chairs wherever possible. -2- EXHIBIT "A" 6. INDEXES. After the closing date for the registration, February 15, 1968, this office will prepare indexes for use at the election. Completion date for this work will be no later than March 15, 1968. Cost of Indexes to candidates 75� per M names each set. 7. ADDRESSING OF POLLING PLACE NOTICES. To properly complete this work or service it will be necessary to have your list of Polling Places, by precincts, by February 8, 1968, so that we may prepare our schedule for use in addressing these notices after closing date for registration, February 15, 1968. 8. SAMPLE BALLOTS FOR VOTING MACHINES. Secs. 15083, 15085 Elections Code. The sample ballots shall be in either full or reduced size and arranged so as to show that part of the voting machine being used and with suitable instructions for voting on machines. This entails different setting of type than for Absentee Ballots or Voting Machine Labels. Closing date for filing of Nomination Papers is noon on February 15th. After the papers have been checked by you to insure correctness, either the papers or a certified list should be delivered into the hands of this office so that sample ballot format can be given to the printer selected by you no later than February 16, 1968. Also to be included is any and all Measure detail. Proof from printer is scheduled for February 20th and will be delivered to you or your attorney for certification as to correctness before actual printing of sample ballots. Delivery of sample ballots, correctly folded, must be made to our office no later than March 1, 1968 in order to comply with dates for mailing of sample ballots. All costs to be borne by City. . 9. SAMPLE BALLOT ENVELOPES,- Suggest that order be placed with supplier no later than January 15th to insure delivery to this office no later than March 1, 1968.Cost borne by City. 10. OFFICIAL ABSENTEE BALLOTS. Secs. 22870 thru 22873 Elections Code. Closing date for filing of Nomination Papers is noon on February 15th. After the papers have been checked by you to insure correctness, either the papers or a certified list should be delivered into the hands of this office so that the ballot format can be given to the printer selected by you no later than February 16th. Also to be included is any and all measure detail. Proof from the printer is scheduled for February 20th and will be delivered to you or your attorney for certification as to correctness before actual printing of absentee ballots. Ballots must be available in your office by March 11, 1968. Cost borne by City. Official Ballot paper can be obtained from this office. 11. CANDIDATE'S STATEMENT OF QUALIFICATION. Sec. 10012.5 Elections Code. Must be filed at the same time Nomination Papers are filed no later than noon, February 15th, and the Statements should be delivered into our hands no later than February 16th so that format for printing can be given to the printer selected by you no later than February 19th. Proof from printer is scheduled for February 21st and will be delivered to you or your attorney for certification as to correctness before actual printing of statements. Delivery of statements must be made to this office no later than March 1st, in order to comply with dates for mailing with sample ballots. Actual cost to be paid by City and Candidate to be charged with actual costs. 12. ARGUMENTS RE: MEASURES. As the last day for filing arguments re: measures is February 16th, it is suggested that certified data be given this office so that printing format can be given to the printer selected by you no later than February 20th. Proof from printer is scheduled for February 23rd and will be delivered to you or your attorney for certification as to correctness before actual printing of arguments. Delivery of arguments must be made to this office no later than March 1st, in order to comply with date for mailing with sample ballots. Costs to be borne by City. -3- EXHIBIT "A" 13. VOTING MACHINE LABELS.- Secs. 15080 thru 15089 E.C. The Voting Machine Labels cannot be printed by just any printer due to the length of the label and the spacing with appropriate printing. Closing date for filing Nomination Papers is noon on February 15th. After the papers have been checked by you to insure correctness, either the papers or a certified list should he delivered to this office so that proper label format can be given to the printer no later than February 16th. Also to be included -is any and all Measure detail. Proof from printer is scheduled for February 20th and will be forwarded to you or your attorney for certification as to correctness before actual printing of ballot labels. Costs to be borne by City. Delivery of ballot labels must be made to our office no later than March 1st, in order to ready the voting machines for the Municipal Elections. 14. PRECINCT SUPPLIES.- Precinct supplies should be ordered from supplier by you, with cost to be borne by City. The order is to show that the Precinct Supplies are for voting machine usage. You should request, as part of your resolution for services, the flag, voting place sign, voting machine manuals and other miscellaneous necessary forms, if requested, to be supplied by the County Clerk. The flag, voting place sign and voting machine manuals are on a loan basis and must be returned to this office in good condition aft er the election. A minimum of 3 Result of Votes Cast Sheets per precinct are necessary. 15. VOTING MACHINE ASSIGNMENT TO PRECINCTS: As stated in Item No. 4-e the number of voting machines to be used in each precinct is to be in our office by February 8th. This is vitally important as it is necessary to ready the machines for your election by April 2nd. 16. VOTING MACHINE ROUTING SCHEDULES: In accordance with Sec. 15148 Elections Code, all voting machines must be transferred to the polling places in charge of an authorized official, who shall certify to their delivery in good order. To aid in compliance with this section it is necessary to prepare proper route schedules so that this work can be done in an efficient manner. On April 5th or 8th drayage company, as selected by the City, can begin picking up and delivering machines to the precincts. THE COST OF DELIVERY AND RETURN OF VOTING MACHINES IS TO BE BORNE BY THE CITY.- 17. ELECTION OFFICER INSTRUCTION. Secs. 15151, 15152, 15153, 15154 Elections Code. Election Officer listing, by precinct, must be in our office on or before March 1, 1968. This is latest possible date so that we may arrange dates and hours for instruction in use of voting machines. All classes must be completed by March 28, 1968, and Certificate of Qualification issued to each Election Officer. 18. KEYS TO VOTING MACHINES; Secs. 14944, 15156, 15157, 15161, 15162, 15257, 15258, Elections Code. The keys for the voting machines will be delivered to the City Clerk in the sealed Official Key Envelopes with all pertinent data as to precinct identification typed thereon. Also attached to each envelope will be a receipt for the keys that will be signed by the Inspector at the time of delivery by City Clerk. This receipt to be maintained by City Clerk. Sec. 15156, 15157, Elections Code. Following close of the polls and completion of the count by the precinct board, the machines are locked and the #2 key replaced in the Official Key Envelope for return to the City Clerk. Secs. 15257, 15258 Elections Code. We will pick up all keys at your office the day following the election. The key envelopes mentioned should be part of the precinct supplies. 19. PRECINCT BINDERS OR REGISTERS.- The Precinct. Binders, with original affidavits will be available for pickup by your office on Friday, April 5th, and are to be returned to this office, in good condition, by Wednesday, April loth. - 4- 20. ELECTION DAY. EXHIBIT "A" ON ELECTION DAY, APRIL 9, 1968, WE WILL HAVE A SUFFICIENT NUMBER OF STAND-BY VOTING MACHINE TECHNICIANS ON HAND FROM 6:00 :A.M.-TO 9:30 P.M,- TO CARE FOR ANY EMERGENCIES THAT MAY OCCUR. - - - TELEPHONE CITY CLERK'S OFFICE INFORMATION PERTAINING TO VOTERS' REGISTRATION, CALL THE FOLLOWING PHONE NUMBERS: 21. VOTING MACHINE RETURN TO OUR WAREHOUSE. On April 10th and llth-- all voting machines should be enroute back to our warehouse..Before you pro- ceed to canvass the returns of the election, this office will, if authorized by your City Council (See Item 1 Request for Special Services), unlock the machines and take off and record on Statement of Result of Votes Cast forms, as supplied by you, the records of votes cast for the candidates voted for and for and against the measures voted upon. After this work which is prior to your . official canvass, all totals must be left on the machines for 8 days following the election. Sec. 15254, Elections Code. If you do not request this office for the special service of performing this work prior to the official canvass it would be advisable for you to schedule a day and time that you would like to perform this work. We will advise on or about March 1, 1968, the address of the Election - Registration Department Office and the Voting Machine Warehouse. Also the telephone number that will be assigned for our use. ELECTION -REGISTRATION DEPARTMENT County of San Mateo Hall of Justice & Records Redwood City, California COUNTY CLERK EXHIBIT "B" ELECTION -REGISTRATION DEPARTMENT REDWOOD CITY, CALIFORNIA SERVICE ADID COST SCHEDULE February 21, 1967 TO: The Governing Body of City or District Pursuant to the provisions of Section 22003 et seq. of the Elections Code, the governing body of any city or district may by resolution request the Board of Supervisors of San Mateo County to permit the County Clerk to render specified services to the city or district relating to the conduct of an election. Subject to approval of the Board of Supervisors, such services shall be performed by the County Clerk. Hereinafter set forth are the services that may be rendered by the County Clerk incident to the preparation and conduct of city and district elections: 1. SERVICES A. Normal Services 1) Furnishing precinct indexes, by precinct or consolidated precinct, to the affidavits of registration of eligible registered voters at a cost of $3.50 per thousand names or portion thereof appearing thereon, with a minimum cost of $3.50; 2) Preparation and addressing of polling place notices for the eligible registered voters at a cost of $12.80 per thousand for each one thousand, with a minimum cost of $12.80; 3) Furnishing paper stock for polling place notices for mailing to eligible registered voters at a cost of $4.25 per thousand notices for small size card or paper stock or $6.25 per thousand notices for large size card stock; 4) Inserting in envelopes, as supplied by city or district, the election matter to be mailed to eligible registered voters at a cost of $5.90 per thousand for each one thousand, with a minimum cost of $5.90; 5) Services required to ready voting machines for use at said election, exclusive of voting machine label preparation and printing cost, and excluding cost of drayage to and from polling places, at a cost of $7.75 per machine; 6) Services required to unseal the voting machines and to take off and record record of votes cast and reseal voting machines prior to the official canvass by the city or district, at a cost of $0.75 (75 cents) per machine for each voting machine used at said election. B. Additional Services Other Than Shown in Section A - Normal Services 1) Precincts - Set consolidated precincts and supply list for legal publication by city or district. City or district to advise as to number of county precincts to be consolidated for the operating precincts effective for election; 2) Polling Places - Selection of polling places, including the per- formance of whatever field work may be necessary to complete such selection, prepare forms, process and mail polling place agreements. After executed polling place agreements have been received by us a list of polling places will be furnished. 3) Election Officers - Selection of election officers and substitute election officers. Prepare forms, mail applications, process applications upon return, prepare election officer appointment list, prepare and mail appointments to said election officers; 4) Prepare list for payment of Election Officers and Polling Place Owners after checking Claim for Compensation forms; S) Ballot and Argument - a) Prepare ballot copy for Official Absentee Ballots from certi- fied data supplied by city or district. Submit to printer, designated by city or district, check proof, obtain certi- fication from city or district as to correctness after proof has been checked and resubmit to printer for actual printing (when voting machines are to be used); b) Prepare voting machine ballot label copy and sample ballot copy from certified data supplied by city or district. Sub- mit to printer, designated by city or district, check proof, obtain certification from city or district as to correctness after proof has been checked, and resubmit to printer for actual printing; c) Prepare argument copy from certified data supplied by city or district. Submit to printer, designated by city or district, check proof, obtain certification from city or district as to correctness after proof has been checked, and resubmit to printer for actual printing; d) Prepare ballot copy for Official and Sample Ballots from certified data supplied by city or district. Submit to printer, designated by city or district, check proof, obtain certification from city or district as to correctness after proof has been checked and resubmit to printer for actual printing (when voting machines are not used at the election); 6) To arrange for the depositing in mails of official election matter after inserting in envelopes; 7) To order, from supplier designated by city or district, basic election precinct supplies, including result of votes cast sheets, prepare, mark, package with flag, sign and other forms, and deliver for use at the precincts; 8) To pick up precinct supplies at City Hall or District Office after election, remove flag, sign and other items furnished, and store in Election Department; 9) To prepare schedules and arrange for delivery of voting machines and other election equipment as may be reasonably necessary for or incidental to the holding and conduct of such election and to arrange for the return to storage of such equipment; 10) To prepare schedules and arrange for delivery of voting booths, ballot boxes and other equipment as may be reasonably necessary for or incidental to the holding and conduct of such election and to arrange for the return to storage of such equipment (when election is held with paper ballots only); 11) To prepare for the processing of Absent Voter applications, as mailed to the County Clerk, and mailing of absent voter ballots to eligible voters; also to allow for absent voting at the office of the County Clerk, if so authorized; -2- C - 12) To provide personnel to stand-by on Election Day in order to provide necessary service; 13) To prepare for the statement of result of votes cast, abstract, in the conduct of the semi-official, absentee or official can- vass, if so authorized by the city or district; 14) To undertake miscellaneous office detail including the prepara- tion of schedules, instructions to printers, general corres- pondence, to provide envelopes for Election Officers, postage other than sample ballots, telephone service and other miscellany, as may be required. 1) Sample Ballots, if voting machines used; 2) Official Absentee Ballots, if voting machines used; 3) Voting Machine Labels; 4) Official and Sample Ballots when election is held with all paper ballots; 5) Official Ballot Paper - as necessary when voting machines are used, and when election is held with all paper ballots; 6) Arguments re: measures; 7) Sample Ballot envelopes; 8) Postage - Sample Ballots; 9) Precinct Supplies; 10) Election Officer Compensation; 11) Polling Place fees; 12) Custodians - Polling Places; 13) Drayage - Voting Machines and other equipment - delivery and return. D - Legal Publications Legal publications are the responsibility of the city or district, and the County Clerk will only furnish necessary lists incidental thereto. 2. As part of this schedule, the city or district will furnish a copy of their Notice of Election which includes date of election, official name of election, offices to be filled, and the hours the polls will open and close. Also, after the last filing date for Nomination Papers, the city or district to supply a certified list of candidates by office; after the Notice of Last Day for Filing Arguments, the city or district to supply certified copies of argu- ments for and against measure. The city or district, not less than 30 days prior to an election, shall -3- issue its order appointing the members of the precinct board and designating the polling places. The county will furnish a list of election officers and polling places as selected in ample time for approval by governing board of city or district. 3. TERM - This schedule shall be in effect for the performance of specified services incident to the preparation and holding of the city or district election on 4. CONSIDERATION - The city or district, in consideration of the perform- ance of the aforementioned services by the County Clerk, shall pay to the County Clerk a sum equal to the actual cost of such services, except that those services listed in Section "A" Normal Services shall be paid for at the rate therein set forth. All items, printing and services listed in Sections "C" and "D" of this schedule shall be paid direct by the city or district upon submission of proper detail from the vendor or County. Prices shown are those in effect at the time this schedule is presented. -4- ELECTION -REGISTRATION DEPARTMENT Hall of Justice & Records Redwood City, California • d,r �, January 2S, 1968 To.. CITY CL KS Re: General Municipal Election, April 9, 1968 To facilitate efficient operations within the Election -Registration Department we are asking all City Clerks to complete the attached questionnaire and return one (1) copy to this office. This questionnaire would be in addition to the various items supplied to you previously; however, it is our thought that if the preliminary information were listed in this simple manner it would eliminate unnecessary communications for all concerned. The formal resolutions re: Notice of Election, Service Request, Nominees and Measures, Precinct Polling Places and Election Officers could follow as closely as possible to the dates shown in Exhibit "A". JJS:JEK/ml S�16rvisor, Election- gistration Enclosure