CITY COUNCIL: Resolution for Agreement with Martin & Chapman, Co. for Election Services

Meeting Date: November 3, 2009
Prepared by: Heidi Burch, City Clerk

City Council
Agenda Item Summary

Name: Consideration of a Resolution authorizing the City Administrator to enter into an agreement with Martin & Chapman, Co. to provide election services for the April 13, 2010 General Municipal Election in an amount not to exceed $23,000.

Description: The Monterey County Office of Elections has significantly increased its charges to the cities to conduct municipal elections. The City of Carmel-by-the-Sea is the only city in Monterey County to hold an election in April 2010, so there is no opportunity to share the cost. In investigating what other California cities have done to reduce their elections costs, many have contracted with Anaheimbased Martin & Chapman, with very satisfactory results. These cities include Pasadena, Redondo Beach and Santa Barbara. In Los Angeles County alone, more than 60 municipalities have contracted with Martin & Chapman for election services.

Overall Cost:
City Funds: $23,000
Grant Funds: N/A

Staff Recommendation: Adopt the Resolution.

Important Considerations: It is anticipated that the City will save a substantial amount by contracting with an outside consultant for conducting the April 2010 election. The Monterey County Office of Elections quoted the City costs from approximately $40,000 up $20 per voter to conduct the April 2010 election; at 2,381 registered voters, this totals $56,620 on the high end of the estimate.

Decision Record: None.

Reviewed by:

_____________________________ ______________
Rich Guillen, City Administrator Date


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2009-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO ENTER INTO AN AGREEMENT WITH MARTIN & CHAPMAN, CO. TO CONDUCT THE APRIL 13, 2010 GENERAL MUNICIPAL ELECTION
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WHEREAS, pursuant to §12000, et seq., Elections Code, the City Council of the City of Carmel-by-the-Sea has called an election to be held on April 13, 2010 for the purpose of electing successors to the terms of office which expire in April 2010; and

WHEREAS, the City has received a proposal from Martin & Chapman, Co. to
conduct this municipal election on its behalf, including the official canvass; and

WHEREAS, the City desires to enter into an agreement with Martin & Chapman, Co., effective November 4, 2009, for services as outlined in Exhibit “A”,

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES RESOLVE AS FOLLOWS:

1. Authorize the City Administrator to enter into an agreement with Martin & Chapman, Co. for services related to the April 13, 2010 General Municipal Election in an amount not to exceed $23,000.

2. Authorize payment from the General Fund Account 01-64300 for the
professional services rendered.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 3rd day of November 2009, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED:

__________________________
SUE McCLOUD, MAYOR

ATTEST:

___________________________
Heidi Burch, City Clerk