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Home My WebLink About08 City ClerkCITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Rachel G. Clark, CMC Subject: Request to authorize Director of Finance to Amend FY 1999 -2000 Budget Department: City Clerk and appropriate $32,600 to cover costs of OR ' � I ��`� L FY 1997 -1998 Sixth Ward Recall Petition and FY 1998 -1999 Third Ward Special Election Date: August 5, 1999 MCC Meeting: August 16, 1999 Synopsis of Previous Council Action: 11/2/98 Resolution No. 98 -312 was adopted calling a special election in the Third Ward of the City for February 2, 1999 to fill the vacant Council seat in said Ward 1 1/2/98 Resolution No. 98 -308 was adopted requesting that the Board of Supervisors permit the County Registrar of Voters to render services relating to a special election to be held on February 2, 1999 Recommended Motion: Authorize the Director of Finance to amend the FY 1999 -2000 budget to appropriate $32,600 from the undesignated fund balance in the General Fund and to increase the City Clerk's elections budget by $32,600 to cover costs for the FY 1997 -1998 Sixth Ward Recall and the FY 1998 -1999 Third Ward Special Election. 2,-X,,t �✓• U ,-k Signature Contact person: Rachel G. Clark, CMC Phone: extension 5002 Supporting Data Attached: Yes Ward: Third and Sixth FUNDING REQUIREMENTS: Amount: $32,600 Source: (Account No.) - Account Description): General .Fund ( Undesignated Fund Balance) Finance: Council Notes: Agenda Item No 8N1q9 STAFF REPORT TO: Honorable Mayor and Members of the Common Council FROM: Rachel G. Clark, CMC, City Clerk DATE: August 5, 1999 SUBJECT: Request to authorize Director of Finance to amend FY 1999 -2000 Budget and appropriate $32,600 to cover costs of FY 1997 -1998 Sixth Ward Recall Petition and FY 1998 -1999 Third Ward Special Election Background: The County Registrar of Voters Office has sent us the invoices (copies attached) for the costs of processing the Sixth Ward Recall Petition that was filed in February 1998 (FY 1997 -1998) and for the February 1999 special election in the Third Ward to fill the vacancy created by the resignation of former Councilwoman Rita Arias. The cost for processing the Sixth Ward Recall Petition amounts to $3,581. The final cost for the Third Ward Special Election is $50,971; however, a credit of $21,952 from the February 1998 citywide election has been applied to this special election. As a result of the credit, the balance owing for the Third Ward Special Election is $21,952. The total amount owed for costs incurred on the recall petition and the Third Ward Special Election is $32,600. Financial Impact: On July 6, 1999, the Mayor and Council approved the final FY 1999 -2000 budget. Included in the approved budget was an estimated balance of $4,172,700 for the General Fund at June 30, 2000. Of this amount, $4,127,400 was placed in a budget reserve and $45,300 was undesignated. Staff is proposing to appropriate $32,600 of the undesignated balance of $45,300 to fund the costs incurred for both the FY 1997 -1998 recall petition and the FY 1998 -1999 Special Third Ward Election. There will be no impact to services or the budget reserve by this action. Recommendation: Staff recommends that the Director of Finance be authorized to amend the FY 1999 -2000 Budget and appropriate $32,600 to cover costs of the FY 1997 -1998 Sixth Ward Recall Petition and the FY 1998 -1999 Third Ward Special Election. Rache G. Clark, CMC City Clerk Attachments 2 R561STRAR OF VOTERS 777 East Rialto Avenue • San Bernardino, CA 92415 -0770 • (909) 387 -8300 Fax (909) 387 -2022 July 8, 1999 Rachel Clark, City Clerk CITY OF SAN BERNARDINO P. O. Box 1318 San Bernardino, CA 92402 COUNTY OF SAN BERNARDINO PUBLIC SERVICES GROUP INGRID E. GONZALES 5gstrar of Voters '99 JJ!'L 12 P 33 :45 Dear Ms. Clark: L ^/ Enclosed is your invoice for the Special Election we conducted for, the City of San Bernardino on February 2, 1999. The invoice combines the cost of processing the';Ih Ward recall petition, the cost of the February 1999 election, and the refund of the billing error from the February 3, 1998, election. As you will notice the billing for the February 1999 election is substantially higher than our estimate given to you in October, 1998. When we estimated the cost of the election we had not conducted recent small stand alone elections and therefore did not have a basis for providing an accurate cost estimate. We knew that small elections would cost more per registered voter than large elections and we inflated our estimate by 25% to compensate. In hindsight we can see that we did not inflate the cost estimate enough. However, as stated in our October 1998 proposal letter your billing reflects the actual cost of the election. I trust that this helps explain the enclosed billing. Our records are open to your review, and I believe that you will find that the billing is completely supported with invoices, timesheets, and approved fee schedules. If you have any questions or would like a more detailed explanation please give me a call at (909) 387 -2046. Sincerely, INGRID E. GONZALES Registrar of Voters Ken Sorensen Manager, Administrative Division IEG:KS /mem Enclosure -*ILLIAM H. RANDOI-Pti Cca ray A <-�; ni3ir�ttive off €car Board of Supervisors KATHY A. DAVIS ............... . First District DENNIS HANSBERGER , . , ..... "third Distri t TIM KELLY LION D. Iv1IK_LS Secord District FRED AGUTAR ....... . ...... Fourth District Ass;srart County Admiristrufo' JERRY EAVES ........ ... Fifth District Dr,xii, Snrvicas Group I County of San Bernardino, Registrar of Voters Office 777 E. Rialto Ave San Bernardino, CA 92415 -0770 (909) 387 -2478 BILL TO City of San Bernardino Attn: Rachel Clark, City Clerk P.O. Box 1318 Second Floor San Bernardino, CA 92402 Invoice DATE INVOICE # RED � 4 - - - - - -- - -tix 7/22/99 419 39 JU 23 A 8 :50 DESCRIPTION AMOUNT For services provided by the Registrar of Voters Office for the February 2, 1999 Special Election to Fill a Vacancy. SPECIAL MUNICIPAL ELECTION TO FILL A VACANCY Consolidated Costs: $39,143 Sample Ballot Costs: $3,114 Candidate Statement Costs: $729 Absentee Voter Costs: $7,985 I Total Billing for Feb 99: $50,971 Credit from Feb 98: (21,952) Adjusted Billing: $29,019 i ! AMOUNT DUE: 29,019.00 PLEASE MAKE YOUR REMITTANCE PAYABLE TO THE "REGISTRAR OF VOTERS" AND RETURN A COPY OF THIS INVOICE TO ENSURE PROPER CREDIT. THANK YOU $29,019.00 Invoice DATE INVOICE # 7/22/99 420 '99 J1 23 A 8 :51 DESCRIPTION AMOUNT For services provided by the Registrar of Voters Office for Petition Processing. - -- - - WARD 6 RECALL PETITION Labor and Overhead: $3581 AMOUNT DUE: PLEASE MAKE YOUR REMITTANCE PAYABLE TO THE "REGISTRAR OF VOTERS" AND RETURN A COPY OF THIS INVOICE TO ENSURE PROPER CREDIT. THANK YOU Tota 3,581.00 $3,581.00 County of San Bernardino, Registrar of Voters Office N" 777 E. Rialto Ave San Bernardino, CA 92415 -0770 (909) 387 -2478 BILL TO -' City of San Bernardino Attn: Rachel Clark, City Clerk P.O. Box 1318 Second Floor San Bernardino CA 92402 Invoice DATE INVOICE # 7/22/99 420 '99 J1 23 A 8 :51 DESCRIPTION AMOUNT For services provided by the Registrar of Voters Office for Petition Processing. - -- - - WARD 6 RECALL PETITION Labor and Overhead: $3581 AMOUNT DUE: PLEASE MAKE YOUR REMITTANCE PAYABLE TO THE "REGISTRAR OF VOTERS" AND RETURN A COPY OF THIS INVOICE TO ENSURE PROPER CREDIT. THANK YOU Tota 3,581.00 $3,581.00