HomeMy WebLinkAbout11-City Clerk
."
.
r:P"''''''''~L
~t..1, ~',H ~lt
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Rachel G. Clark, City Clerk
Department: City Clerk
Subject: Budget Transfer for City's
Special Election on
11/7/2000 (Measure M)
Date: September 11, 2000
Council Meeting: September 18, 2000
Svnoosis of Previous Council Action:
8/4/00 Mayor and Common Council adopted Resolution 2000-231 Calling A Special Municipal
Election on a Proposed New City Charter and Requesting that said Election be
Consolidated with the November 7, 2000 Statewide Presidential General Election
conducted by the County of San Bernardino
Recommended Motion:
That the Director of Finance be authorized to amend the FY 2000/2001 budget to transfer $73,000
from Account No. 001-092-5502 (General Government) to Account No. 001-032-5502 (City Clerk
Elections - Professional/Contractual Services).
G{~ h. ~-/
Signature
Contact person: Rachel G. Clark
Supporting Data Attached: Yes
FUNDING REQUIREMENTS:
Phone: extension 3210
Ward: Citywide
Amount:
Source:
Account Descriotion:
Finance:
Council Notes:
Agenda Item No. J I
Cf/JljlJtJ
STAFF REPORT
DATE:
TO:
FROM:
SUBJECT:
September 11, 2000
Honorable Mayor & Members of the City Council
Rachel G. Clark, CMC, City Clerk
Request for Budget Transfer for City's Special Election (Measure M) on November
7,2000
BACKGROUND INFORMATION:
At the August 4, 2000 meeting of the Mayor and Common Council, Resolution #2000-231 was
adopted calling a Special Municipal Election on a Proposed New City Charter and requesting that
the election be consolidated with the November 7, 2000 Statewide Presidential General Election
conducted by the County of San Bernardino.
This election is not a regular election and was therefore not included in the FY 2000-2001 budget.
In meetings with staff and the County Registrar of Voters, we have determined that the election
will cost an estimated $73,000.00.
The County's original estimate was $55,000 and it was based on the total number of registered
voters as of August I, 2000 (66,638). This estimate did not take into account an increase in
registered voters between August 1 and October 10, 2000, nor did it include the cost of printing the
proposed charter and having it mailed to every household of registered voters. Taking into
consideration these two factors -- increased registration and printing/mailing of the proposed
charter - we are requesting that $73,000 be transferred from the General Government Account and
transferred to the Elections Account
The proposed Charter will be mailed to households of registered voters, estimated to be 40% of the
total number of registered voters. The proposed Charter will be mailed between September 28,
2000 and October 17, 2000 and additional copies will be available in the City Clerk's Office if
voters call to request that a copy be mailed to them. The proposed Charter has been posted to the
City's website to allow for greater public access to the document.
Working with the City's Purchasing Agent, we did attempt to locate a local printer who could print
the proposed charter. Of the six local printing companies invited to submit a bid, three firms
responded with a "no bid" and the remaining firms submitted bids ranging from $9,000+ to
$14,000+ and their estimates were considerably higher than the County.
By having the County Registrar of Voters do the printing of the proposed Charter, we were able to
maximize savings as a result of their existing long-term contracts with printers who routinely print
election materials for the Registrar of Voters Office.
.'
-
As required by Federal law, the proposed charter will also be available in Spanish to those persons
requesting the document in Spanish.
It should be noted that we anticipate that the cost of the election should be covered by significant
savings we expect will be realized as a result of audit activity with the Utility User Tax audit
forms. Within the next several months, staff will be recommending new agreements with the
City's Utility User Tax audit forms. These new agreements will be based on an annual fixed fee,
rather than on the current formula based on a percentage of audit findings. Based on recent audit
activity, the fixed fee program will result in significant savings to the City.
Recommended Motion:
That the Director of Finance be authorized to amend the FY 2000/2001 budget to transfer $73,000
from Account No. 001-092-5502 (General Government) to Account No. 001-032-5502 (City Clerk
Elections - Professional/Contractual Services).
a~ 1J,~
Rachel G. Clark, CMC
City Clerk
Agenda Item No.
2