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Home My WebLink About2007/05/01 Item 5 CITY COUNCIL AGENDA STATEMENT ~~~ CllYOF n ~~ (HUlA VISTA May I, 2007 Item 5 ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROPRIATING $39,682 FROM THE AVAILABLE BALANCE OF THE GENERAL FUND TO THE CITY CLERK SERVICES & SUPPLIES BUDGET TO FUND UNANTICIPATED COSTS FOR THE NOVEMBER 7, 2006 SPECIAL MUNICIPAL ELECTION AND FOR SERVICES OF THE REGISTRAR OF VOTERS TO EXAMINE SIGNATURES ON TWO PETITIONS SUBMITTED BY: /) It'" ?f6 Susan Bigelow, MMC, City Clerk I(..l(/I' r 4/5THS VOTE: YES X NO BACKGROUND Due to increased costs associated with conducting an election and the unanticipated services required of the Registrar of Voters to validate signatures on two petitions, it is necessary to appropriate $39,682 from the available balance in the general fund to the City Clerk's supplies and services budget. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed actIVIty for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not Applicable. 5-1 April 17, 2007 Item 5 Page 2 of2 DISCUSSION A special municipal election was held on November 7, 2006 to select a Mayor and one member of the City Council, and to submit to the voters three ballot measures. The preliminary estimate from the Registrar of Voters to conduct the election was $87,705. The actual cost of Chula Vista's election was $115,411, an increase of $27,706. According to the Registrar of Voters, the final costs were greater than the estimates due to the additional labor, supplies, and equipment required for the full implementation of touch-screen voting units with backup paper ballots at each polling location, as well as the additional costs of translation, ballot assembly and printing of sample ballots in languages required by the Help America Vote Act. Most of the increase can be absorbed by savings in the City Clerk's supplies and services budget, however, an additional $6,700 is needed to pay the final invoice for the November 2006 election. Additionally, a petition regarding allowable building heights was filed in the City Clerk's office on February 21,2007, and the San Diego County Registrar of Voters validated the required number of signatures and certified the petition on March 27, 2007. The cost for these services was $11,982. As indicated in the agenda report dated April 17, 2007, an appropriation is now needed in order to submit payment for these services. On April 18, 2007, a petition was filed with the City Clerk regarding a charter amendment to provide for the election of the City Attorney. The petition has been forwarded to the San Diego County Registrar of Voters for signature verification services. The estimated cost for these services is $21,000. The difference in cost between the two petitions is due to a larger number of signatures needing validation for the elected City Attorney petition. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and, consequently, the 500-foot rule found in California Code of Regulations Section 18704.2(a)(1) is not applicable to this decision. FISCAL IMPACT The City Clerk's office was able to absorb $21,006 of the increased election costs within the existing budget. The impact to the general fund reserves in fiscal year 2007 will be $39,682. ATTACHMENTS None. Prepared by: Donna Norris, Assistant City Clerk, Office of the City Clerk 5-2 RESOLUTION NO. 2007- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROPRIATING $39,682 FROM THE AVAILABLE BALANCE OF THE GENERAL FUND TO THE CITY CLERK SERVICES & SUPPLIES BUDGET TO FUND UNANTICIPATED COSTS FOR THE NOVEMBER 7, 2006 SPECIAL MUNICIPAL ELECTION AND FOR SERVICES OF THE REGISTRAR OF VOTERS TO EXAMINE SIGNATURES ON TWO PETITIONS WHEREAS, a special municipal election was held on November 7, 2006 to select a Mayor and one member of the City Council, and to submit to the voters three ballot measures. The preliminary estimate from the Registrar of Voters to conduct the election was $87,705. The actual cost of ChuIa Vista's election was $115,411, an increase of $27,706. Most of the increase can be absorbed by savings in the City Clerk's supplies and services budget, however, an additional $6,700 is needed to pay the final invoice for the November 2006 election; and WHEREAS, a petition regarding allowable building heights was filed in the City Clerk's office on February 21, 2007, and the San Diego County Registrar of Voters validated the required number of signatures and certified the petition on March 27, 2007. The cost for these services was $11,982; and WHEREAS, a petition was filed on April 18, 2007 with the City Clerk regarding a charter amendment to provide for the election of the City Attorney. The petition has been forwarded to the San Diego County Registrar of Voters for signature verification services. The estimated cost for these services is $21,000. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby appropriate $39,682 from the available balance of the general fund to the City Clerk services & supplies budget to fund unanticipated costs for the November 7, 2006 Special Municipal Election and for services of the registrar of voters to examine signatures on two petitions. Presented by: Approved as to form by: Susan Bigelow, MMC City Clerk ~fcrrJ\~i\w-~~~\ Ann Moore City Attorney 5-3