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Home My WebLink AboutAgenda Statement 1985/09/24 Item 30 COUNCIL AGENDA STATEMENT Item 30 Meeting Date 9-24-85 ITEM TITLE: Resolution/AM-Appropriating the sum of $33,000 to pay the estimated cost of the November 5, 1985 Election SUBMITTED BY: City Clerk, (4/5ths Vote: Yes X No ) The Municipal Election to be held on November 5, 1985 will cover election of two Council Seats, five propositions, seven members to the Montgomery Planning Committee and the City's share of the cost for the Montgomery Annexation question. RECOMMENDATION: Approve the resolution appropriating the funds. DISCUSSION: A policy of the San Diego County Board of Supervisors' is to collect advance deposits from all cities for election services 45 days prior to the election. In our case, this would be September 23, 1985. The estimated bill from the Registrar of Voters is attached which delineates the charges: Chula Vista Municipal Election $53,656 Montgomery Annexation Question 2,673 Montgomery Planning Committee 4,983 Verifying signatures 367 The final billing from the Registrar will occur approximately 30 days after the election. Election Central will be held at the Parkway Community Center - \ approximately $600+ is needed to set this up (extra telephone lines,etc) FISCAL IMPACT: The sum of $30,000 has been budgeted in Account 100-0170-5202. Appropriate the sum of $33 ,000 from the Unappropriated Reserve of the General Fund and credit Account 100-0170-5202 (Elections Account) . N 4?!)0t4: # 1Ke4(:..___ ; -' - 7.-;;2. 9-4C -1. Form A-113 (Rev. 11/79) r' t ; .."44N —../....r The City f Chub Vista . , ... Office of the City Clerk 691 - 5041 CERTIFIED MAIL October 4, 1985 Registrar of Voters P. 0. Box 23044 San Diego, CA 92123 Attention: Ray Ortiz You will find enclosed our check for $61,679.00 as the estimated payment for the municipal/Montgomery annexation election to be held on Tuesday, November 5, 1985. At the meeting of September 24, 1985, the City Council approved Resolution No. 12187 approving this expenditure. A certified copy of this Resolution is enclosed. r nnie M. Fulasz, CMC City Clerk Resolution 12187 Check for $61,679.00 cc: Director of Finance City Manager BANK OF AMERICA CITY OF CHULA VISTA i6-6611220 295 E ST CHULA c:S(A CA 52010 CHULA VISTA. CALIFORNIA 78862 10/02/85 78852 AMOUNT $61,679.00 _..''F _f _K iJi PAY SIXTY-ONE THOUSAND SIX HUNDRED SEVENTY-NINE AND NO/100 DOLLARSCITY OF CHULA VISTA DIRECTOR OF FINANCE TO THE ORDER REGISTRAR OF VOTERS ORDER OF 5201-1 RUFF IN ROAD SAN DIEGO CA 92123 / \ 007886 20 1: L 2 200066 LI: 0232S"802020 COUNTY OF SAN DIEGO REGISTRAR OF VOTERS 5201-I RUFFIN ROAD, SAN DIEGO, CA 92123 Ray J Ortiz (619) 565-5800 September 12, 1985 Jennie Fulasz, City Clerk City of Chula Vista P.O. Box 1087 Chula Vista, CA 92010 Dear Ms. Fulasz: We have enclosed an estimate of the costs to consolidate your city with the November General election for the City of San Diego. The estimate is based on approximately 43,000 registered voters and 67 voting precincts. This is about $1 .25 per registered voter. In conformance with the San Diego County Board of Supervisors ' policy to collect advance deposits for election services, we request that you remit the full amount estimated 45 days prior to the election. This date is September 23, 1985. As you know, this is an estimate, and actual costs will comprise the final billing which should occur about 30 days after the election. We look for- ward to conducting your election. Sincerely, RAY J. ORTIZ Registrar of Voters BARBARA WATKINS Asst. Accountant -- r- rn RJO:BW:cmc —► Enclosure " • co NJ ire/ COUNTY OF SAN DIEGO INVOICE FOR ELECTION SERVICES FROM : REGISTRAR OF VOTERS DATE OF ELECTION 5201 - I RUFFIN ROAD OR OTHER SAN DIEGO , CA 92123 SERVICE November 5 , 19 85 ( 714 ) 565-5522 INVOICE NO . 85/86-29 DATE September 11 , 1 9 85 TO : City of Chula Vista P.O. Box 1087 Chula Vista, CA 92010 FUND 513500 ORG 0800 ACCOUNT 9733 ACTIVITY 041022 OPTION 208 LABOR : Staff & Precinct $ 20,465 SUPPLIES : Envelopes, Index $ 2,937 PRINTING : Sample/Official Ballot $ 9,368 LEGAL ADVERTISING : $ POSTAGE : Sample Ballot, Absentee Voters $ 9,504 EQUIPMENT USAGE : Votomatic $ 2,010 RENTALS : polls $ 1 ,675 Autos $ 120 ADMINISTRATIVE COSTS : $ 7,577 OTHER COUNTY DEPTS . , USE OF PERSONNEL AND EQUIPMENT : $. ADDITIONAL COSTS AS NOTED : $_ $ TOTAL PAY THIS AMOUNT . . . $ 53,656 MAKE CHECKS PAYABLE TO : RAY J . ORTIZ REGISTRAR OF VOTERS MAIL TO : P . O . BOX 23044 SAN DIEGO , CA 92123 NUMBER OF PRECINCTS 67 NUMBER OF REGISTERED VOTERS 43,000 THE DETAIL OF THE COSTS SHOWN ARE AVAILABLE FOR YOUR INSPECTION AT THE REGISTRAR OF VOTERS DEPARTMENT . PLEASE RETURN ONE COPY OF THIS INVOICE WITH YOUR PAYMENT REVISED : 6/81 J r f COUNTY OF SAN DIEGO REGISTRAR OF VOTERS CV ; `.., �' 5201-I RUFFIN ROAD, SAN DIEGO, CA 92123 Ray J Ortiz (619) 565-5800 September 11 , 1985 Ms. Jennie Fulasz, City Clerk City of Chula Vista P.O. Box 1087 Chula Vista, CA 92012 SUBJECT: ADVANCE PAYMENT FOR NOVEMBER 5, 1985 ELECTION SERVICE Dear Ms. Fulasz: We have enclosed an estimate of the costs to conduct an election for the annexation/incorporation of the Montgomery area consolidated with the Gen- eral Election November 5, 1985. We have based the cost estimate on approximately 9,000 registered voters and 13 voting precincts. The cost averages to about .30¢ per registered voter, taking into account the fact that the city is only paying for one- half the expenses incurred to conduct this election. In conformance with the San Diego County Board of Supervisors' policy to collect advance deposits for election services, we request that you remit the full amount estimated 45 days prior to the election. This date is September 23, 1985, payable to: RAY J. ORTIZ REGISTRAR OF VOTERS Actual costs will comprise the final billing. Excess amounts deposited will be returned if the estimated cost exceeds the actual . Actual amounts exceeding the estimated will be billed. We look forward to conducting your election. Sincerely, RAY J. ORTIZ Registrar of Voters BARBARA WATKINS Assistant Accountant RJO:BW:cmc Enclosure COUNTY OF SAN DIEGO INVOICE FOR ELECTION SERVICES FROM : REGISTRAR OF VOTERS DATE OF ELECTION 5201 - I RUFFIN ROAD OR OTHER SAN DIEGO , CA 92123 SERVICE November 5 , 1985 ( 714 ) 565-5522 85/86-28 INVOICE NO . DATE September 10 , 1 g 85 TO : City of Chula Vista Annexation of Montgomery to Chula Vista Incorporation of Montgomery Area FUND 513500 ORG 0800 ACCOUNT 9733 ACTIVITY 041022 OPTION 914 LABOR : $ 2,253 SUPPLIES : $ 276 PRINTING : Sample/Official Ballot $ 685 LEGAL ADVERTISING : $ POSTAGE : $ 766 EQUIPMENT USAGE : $ 210 RENTALS : Auto $ 100 Polls $ 175 ADMINISTRATIVE COSTS: $ 881 OTHER COUNTY DEPTS . , USE OF PERSONNEL AND EQUIPMENT : $. ADDITIONAL COSTS AS NOTED : SUB - TOTAL >RAY x ckgx N WIx . . . $ 5,346 LESS: 1/2 ESTIMATED COST $ 2 ,673 MAKE CHECKS PAYABLE TO : TOTAL $ 2,673 RAY J . ORTIZ REGISTRAR OF VOTERS MAIL TO : P . O . BOX 23044 SAN DIEGO , CA 92123 NUMBER OF PRECINCTS 13 NUMBER OF REGISTERED VOTERS 9,000 THE DETAIL OF THE COSTS SHOWN ARE AVAILABLE FOR YOUR INSPECTION AT THE REGISTRAR OF VOTERS DEPARTMENT . PLEASE RETURN ONE COPY OF THIS INVOICE WITH YOUR PAYMENT REVISED : 6/81 COUNTY OF SAN DIEGO 1 ' ', REGISTRAR OF VOTERS 5201-I RUFFIN ROAD, SAN DIEGO, CA 92123 Ray J Ortiz (619) 565-5800 September 11 , 1985 Ms. Jennie Fulasz, City Clerk City of Chula Vista P.O. Box 1087 Chula Vista, CA 92012 SUBJECT: ADVANCE PAYMENT FOR NOVEMBER 5, 1985 ELECTION SERVICE Dear Ms. Fulasz: We have enclosed an estimate of the costs for consolidating the election for the Proposed Montgomery Planning Committee on the November 5, 1985 ballot. We have based the cost estimate on approximately 9,000 registered voters and 13 voting precincts, taking into consideration that the full cost of services rendered for this proposed committee will be paid in full by the City of Chula Vista according to resolution number 37 dated Wednesday, August 7, 1985. The two major costs contributing to your estimate are printing/postage and precinct costs included in labor. Be aware that this is only an es- timate, actual costs will comprise the final billing. If you have any questions, please contact me at 565-5522. Sincerely, RAY J. ORTIZ Registrar of Voters BARBARA WATKINS Assistant Accountant RJO:BW:cmc Enclosure COUNTY OF SAN DIEGO INVOICE FOR ELECTION SERVICES FROM : REGISTRAR OF VOTERS DATE OF ELECTION 5201 - I RUFFIN ROAD OR OTHER SAN DIEGO , CA 92123 SERVICE November 5 , 1985 ( 714 ) 565-5522 INVOICE NO . 85/86-27 DATE September 10 , l985 TO : City of Chula Vista Proposed Montgomery Planning Committee FUND 513500 ORG 0800 ACCOUNT 9733 ACTIVITY 041022 OPTION 910 LABOR : $ 2,253 SUPPLIES : $ 276 PRINTING : Sample Ballot $ 322 LEGAL ADVERTISING : $ 0 POSTAGE : $ 766 EQUIPMENT USAGE : Votomatics $ 210 RENTALS : Autos $ 100 Polls $ 175 ADMINISTRATIVE COSTS : $ 881 OTHER COUNTY DEPTS . , USE OF PERSONNEL AND EQUIPMENT : $_ ADDITIONAL COSTS AS NOTED : TOTAL PAY THIS AMOUNT . . . $ 4,983 MAKE CHECKS PAYABLE TO : RAY J . ORTIZ REGISTRAR OF VOTERS MAIL TO : P . O . BOX 23044 SAN DIEGO , CA 92123 NUMBER OF PRECINCTS 13 NUMBER OF REGISTERED VOTERS 9,000 THE DETAIL OF THE COSTS SHOWN ARE AVAILABLE FOR YOUR INSPECTION AT THE REGISTRAR OF VOTERS DEPARTMENT . PLEASE RETURN ONE COPY OF THIS INVOICE WITH YOUR PAYMENT REVISED : 6/81 1 ,24,1 „ COUNTY OF SAN DIEGO 4-1- 214 REGISTRAR OF VOTERS �•'.. 5201-I RUFFIN ROAD, SAN DIEGO, CA 92123 Ray J Ortiz (619) 565-5800 September 17, 1985 Ms. Jennie Fulasz, City Clerk City of Chula Vista P.O. Box 1087 Chula Vista, CA 92012 Dear Ms. Fulasz: We have enclosed an invoice for the costs associated with the verification process for the candidates of the Montgomery Community Planning Committee. In an effort to increase awareness among entities regarding costs associated with elections and election preparation, we will now be billing entities separately for the costs of petition checking. Most times, these costs are incurred several months before an election and should be billed within 30 days after service has been completed. There were 21 labor hours utilized to verify 310 signatures for the candi- dates submitting petitions to be verified. The total amount due by October 1 is $367.00 including labor and administrative costs. This is $1 .18 per signature. The remaining election costs will be billed approximately 30 days after the November 5, 1985 election. We look forward to being of service to you. Sincerely, RAY J. ORTIZ Registrar of Voters 661A-ivi5tA_a--q � � c)c� -r BARBARA WATKINS r Asst. Accountant _ C7 RJO:BW:cmc .:} Enclosure ��`- rn COUNTY OF SAN DIEGO INVOICE FOR PETITION VERIFICATION PROCESS ■ FROM: REGISTRAR OF VOTERS DATE OF VERIFICATION : 520I -I RUFFIN ROAD August , 1985 SAN DIEGO, CA 92I23 (6I9) 565 -5522 INVOICE # : 85/86-31 TODAY' S DATE : Sept. 17 , 1985 TO: City of Chula Vista Montgomery Community Planning Committee 1UND 100100 ORG. ACCOUNT 0124 ACTIVITY OPTION LABOR: $ 221.00 SUPPLIES : $ )THER COSTS AS NOTED : $ ADMINISTRATIVE COSTS : 66.2% $ 146.00 TOTAL $ 367.00 UMBER OF PRECINCTS NUMBER OF SIGNATURES VERIFIED 310 HE DETAIL OF THE COSTS SHOWN ARE AVAILABLE FOR YOUR INSPECTION AT THE EGISTRAR OF VOTERS DEPARTMENT. evised 9/85 Form No. F-229 12/73 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of Unappropriated Balance I HEREBY CERTIFY that the money required for the appropriation of funds for the purpose set forth in the attached resolution is available in the Treasury, or is anticipated to come into the Treasury, and is otherwise unappropriated. Amount $ 33,000.00 Fund General Fund purpose Special Appropriation to pay the estimated cost of the Nov. 5, 1985 Election Bidder Registrar of Voters TO:• 100-0170-5202 $33,000.00 � /` `�` Director of Finance The City of Chula Vista 9/26/85 By City Clerk Date Certification of Unencumbered Balance I HEREBY CERTIFY that the indebtedness and obligation to be incurred by the contract or agreement authorized by the attached resolution can be incurred without the violation of any of the provisions of the Charter of the City of Chula Vista, or the Constitution or the laws of the State of California, that sufficient monies have been appropriated for the purpose of said contract, that sufficient monies to meet the obligations of the contract are actually in the Treasury, or are anticipated to come into the Treasury to the credit of the appropriation from which the same are to be drawn, and that said monies now actually in the Treasury, together with the monies anticipated to come into the Treasury, to the credit of said appropriation are otherwise unencumbered. Amount Not to Exceed $ Director of Finance The City of Chula Vista Date By Fund Dept./Activity Purpose Bidder Certificate No. 13 . -. / 2(f7