HomeMy WebLinkAboutAgenda Statement 1976/01/06 Item 17• CITY OF CHULA VISTA ITEM N0. l~
E DA STATEMENT
COUNCIL AG N -
FOR MEETING OF:l- 6 - 7 6
ITEM TITLE: Resolution #8009 -Setting forth terms and conditions regarding
Candidates` Statements and Campaign Material mailing
SUBMITTED BY~ City Clerk
ITEM EXPLANATION
On December 23, the Council considered a proposed
resolution setting forth the requirements for the
Candidates` Statements and campaign mailing.
The terms set forth in the Candidates' Statements
were accepted; however, the Council felt that the
candidates should be allowed to take advantage of
including their campaign literature in the sample
ballot mailing. The Clerk was asked to contact
the Registrar of Voters to determine the size and
weight of the material to be inserted.
Attached is the City Clerk's memo to the Council
explaining the number of problems she would encounter
in meeting the Council's direction and urging the
Council to reconsider its motion acid not allow
the campaign mailing in the sample ballot envelopes.
EXHIBITS ATTACHED
Agreement Resolution XX Ordinance Plat ~ther X
Letter
Environmental Document: Attached Submitted on ;Sample packet
STAFF RECOMMENDATION: Approve resolution as originally proposed
BOARD/ COMMISSION RECOMMENDATION N . A.
APPROVE D
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COUNCIL ACTION ~-~
Chula Vi/ tu., C~.liiornia
Dated............/..:'.....~.'
...................................
Form A-113 (Rev 5-75)
Mayor and City Council page 2
December 30, 1975
There are a total of 26 , 880 registered voters in Chula Vista end an
additional 11,636 in the school district (outside the City lirtlits)
leaving a grand total of 38,516 registered voters in this election.
Councilman Hyde suggested getting all the campaign papers together,
have the Clerk's staff collate and staple them and have the Registrar
of Voters use this as one "pocket."
When I presented this suggestion to Mr. Sexton, he discounted 'it
immediately explaining that it was impossible for a Clerk (or .anyone)
to be able to fold sheets by hand and get a perfect corner. The
inserting machine runs at high speed - about 4000 an hour - and the
sheets or booklets must be aligned so that there will be perfect
square edges to the material. Because of the high precision required,
Mr. Sexton stated that the campaign material would have to be sent
to a professional press shop - and even then, he has problems Frith
some of the material. The cost of stoppage on the inserting machine
is very high if the material cannot be inserted. And, there is the
risk of the material not being able to be fed into the machine and
having to be returned to the candidates. Is the City liable fpr this
cost? Mr. Sexton strongly recommended against including the campaign
material in the sample ballot envelopes.
To go along with Councilman Hyde's suggestion, we ,~~ade a test r,un.
Tf ten candidates tcc}; 4dvantage of this mailing service, the clerk's
office would receive 385,160 sheets of paper. We would hire tt4o
Clerks at the lowest salary (2.23 an hour) and it would take them
160 hours or four weeks to collate, fold and staple these sets',by
hand - at a cost of $713.60. Add to this the cost of delivering and
picking up the material at the Registrar's office (City truck an d
driver) .
I talked to our printer and asked him about the possibility of ;folding
the material at the print shop and he declared it was a physical
impossibility - a project that would take him five or six weeks!to
accomplish, and he would have to stop all printing operation fo~~ the
City during this time. The folding machine at the shop will fo1.d
approximately 2000 sheets an hour - but it must be hand-fed.
The cost of receiving the uniform campaign material, delivering it
to a bindery/press shop to be folded, delivering it to the Regi.$trar's
office to be inserted in the sample ballot envelopes, picking up the
envelopes and delivering them to the Chula Vista Post Office fog
mailing, has not been calculated. This staff time, of course, could
be added to the cost of the candi_date's mailing.
Based on all of the above problems, I would again urge the Council
no-t to allow campaign mailings in the sample ballot envelopes.
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Office ~f CALIFORNIA
JENNIE h4. FULASZ, CITY CLERK
December 30, 1975
T0: Honorable Ma or and City Council
FROM: City Clerk
SUBJECT: Sample Ba of Mailing
On a motion made by Councilman Hyde on December 23, the Council
approved a regulation permitting the candidates to include a
campaign flyer (other than the Candidate's Statement) to be
included in the sample ballot envelopes. The C7_erk was directed
to contact the Registrar of Voters for the exact size and weight.
In contactinb both Mr. Charles Sexton, the Registrar of Vote>~s,
and Martin and Chapman, our election supplier, the stipulation
given was 20 lb. weight paper and 8-1/2" x 11" folded evenly to
a 8-1/2" x 5-1/2" size.
Mr. Sexton did make the following stipulations, however:
1. There are 10 "pockets" in the inserting machine. The inserts
will be:
a. sample ballot insert listing polling place
b. sample ballot (including Spanish translation)
e. Candidates' Statement (for Council)
d. Candidates' Statement (for school district)
e. If there are measures on the ballot, then we have the
arguments for and against.
OO
That leaves five pockets to work with. In 1972 we had a total of
15 candidates and in 1974, we had a total of 14 candidates. It is
probably reasonable to assume that we will have as many cand~.dates
for this election - but let's say we have 10. If all ten wanted to
take advantage of this service, we would need an additional mailing--
either going to a commercial mailing house or have the City Clerk's
staff do the separate mailing by hand.
27G Fourth Avenuc, Chul~Y Viscu, CA 92010 (714) 42?-3300