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HomeMy WebLinkAboutMINUTES - 03111986 - IO.3 , 'o To BOARD OF SUPERVISORS FROM: INTERNAL OPERATIONS COMMITTEE Contra March 10, 1986 Costa DATE: Co rt / SUBJECT: procedures for Election of Members of the 1.JV1.+144 Retirement Board SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION- Adopt the attached Resolution fixing the rules for conduct of elections for members of the Retirement Board. BACKGROUND: On February 11, 1986, the Board approved our Committee' s report on this subject, including authorization for Supervisor Fanden to meet with a member of the Retirement Board, a former candidate for the Retirement Board, and staff from the Elections office, to work out procedures for the conduct of election campaigns for the four elected members of the Retirement Board, and to report back to the Internal Operations Committee March 10. In addition, County Counsel was directed to prepare the necessary Resolution to implement these changes and report it to our Committee on March 10. On March 10, our Committee met with County Counsel; Richard Cabral, a member of the Retirement Board; Betty Lanoue, Retirement Administrator; Mike. Ross, former candidate for the Retirement Board; and Lon Underwood and Bob Delavati from the Elections office. We reviewed the comments from Mr. Underwood as well as a proposed resolution prepared by County Counsel. In discussing the resolution we agreed to make some additional changes which are now reflected in the attached Resolution. Our Committee believes that all parties to' this issue have now had an opportunity for input on this matter and that the attached Resolution is concurred in by all parties. We, therefore, recommend its adoption by the Board. We have been advised by the County Administrator' s Office that the Board will be asked on March 18 to call the election for two of these seats. It is, therefore, important that this Resolution be adopted on March 11 so the procedures for conduct of the election are in place before the election is called next week. CONTINUED ON ATTACHMENT: _ YES ySIGNATURE: _ RECOMMENDATION OF COUNTY ADMINISTRATOR X RECOMMENDATION OF BOARD COMMITTEE X APPROVE OTHER i 7:1:GN?AT�11R.�I. nc C. Fanden O Sunne W. McPeak R ACTION OF BOAON arcCh. 1.1 , 1986 APPROVED AS RECOMMENDED X OTHER The Board acknowledged receipt of the aforesaid report and adopted Resolution 86/117 . VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS (ABSENT III AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. cc: County Administrator ATTESTED March 11 , 1986 County Counsel - — Elections Supervisor PHIL BATCHELOR, CLERK OF THE BOARD OF Retirement Administrator SUPERVISORS AND COUNTY ADMINISTRATOR BY_ ���� DEPUTY M382/7-83 ` THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on March 11, 1986 r by the followingvote: AYES: Supervisors Fanden, McPeak, Torlakson, Powers NOES: None ABSENT: Supervisor Schroder ABSTAIN: None . SUBJECT: In the Matter of ) Retirement Board Elections ) RESOLUTION 86/117 The Board of Supervisors of Contra Costa County RESOLVES THAT: Pursuant to Government Code Section 31520.1 the following procedures are adopted for the conduct of elections of the second, third, seventh, and eighth members of the Board of Retirement. 1. Election Day. Each election day shall be fixed by a Board of Supervisors resolution upon notice by the Retirement Administrator that. an elec- tion must be held. 2. Nominations shall be on forms provided by the County Clerk and filed in his office not later than a date set by this Board when calling an election. 3. Ballot Distribution. The County Clerk shall have ballots printed with the nominees' names and with blank spaces for write-in candidates. The County Clerk/Registrar shall print official ballots in accordance with the. requirements for elections governed by Elections Code §1000, et seq. Ballots not printed by the County Clerk/Registrar shall not be used in the election. The Clerk/ Registrar shall have a ballot distributed on a date set by this Board to each member of the Retirement Association entitled to vote for a position as of elec- tion day, with a ballot envelope in which to enclose the ballot when voted, imprinted "Retirement Board Ballot" or similar words, together with a return envelope addressed to the County Clerk for mailing the ballot envelope back to him, and with instructions that the ballot shall be marked and the iden- tification envelope signed and returned to the County Clerk before 5 p.m. on election day in the envelope provided. The Retirement Administrator shall pro- vide the County Clerk with a list of names and addresses to which ballots shall be mailed to retired members and members who are not paid by the County payroll system. The County Clerk shall arrange to have ballots delivered with the paycheck of members paid through the County payroll system. 4. Lost, Destroyed or Misplaced Ballots. Lost, destroyed or misplaced ballots shall be replaced by the Election Department of the County Clerk. The Election Department shall deputize a sufficient number of persons so that eli- gible voters can obtain replacement ballots. All payroll clerks may be depu- tized and authorized to issue replacement ballots. Misuse of this procedure shall be grounds for disciplinary action. 5. Notice. Notice of the election and nomination procedure shall be given by the Clerk by publishing a copy of a resolution calling and noticing an elec- tion at least once in the "Martinez News-Gazette" at least 10 days before the last day for his receiving nominations. 6. Candidate's Statement. Each candidate for the Retirement Board may pre- pare a Candidate's Statement of Qualification on a form to be provided by the County Clerk/Registrar of Voters. The statement may include the name, age and occupation of the candidate and a brief description, no more than 200 words in length, of the candidate's education and qualifications. The statement shall be filed in the office of the County Clerk/Registrar of Voters no later than the close of the time to file a declaration of candidacy. The County Clerk/ Registrar shall send to each voter together with the ballot, a copy of all writ- ten statements timely filed. RESOLUTION NO . 86/117 7. No Use of County Stational or Time. No campaign material may be printed on County stationary or County time except official material from the Retirement Board or the Election Department. 8. Use of Bulletin Boards. Each candidate may post not more than one 8-1/2" x 11" sheet of campaign literature or a campaign sign on the main bulletin board of each County office. No posting shall be made prior to the candidate's filing of a declaration of candidacy and postings shall be removed no later than one week after the date of the election. Defacement or unauthorized removal of postings shall be grounds for disciplinary action. 9. Lists of Voters. Each candidate may request and receive a list of eli- gible voters, at the candidate's expense, if he or she signs a statement that the names received will be used for the sole purpose of the election campaign. 10. Interoffice Mail. Interoffice mail service may be used for the delivery of election material. 11. Return of Ballots. I Voted ballots may be returned to the Election Department in person, by U.S. mail, or by interoffice mail. 12. Tallyin& of Votes. Any ballot received after 5 p.m. on the election day shall not be counted. The County Clerk/Registrar shall use the same automatic vote counting system for tallying ballots as is regularly used for other county elections. The County Clerk/Registrar shall process the ballots in the same manner as absent voter ballots are processed pursuant to Election Code Sections 14000 et seq. except as specifically set forth herein. The signatures of the voters shall be verified by the County Clerk/Registrar prior to opening the iden- tification envelope and he shall challenge all retirement ballots in iden- tification envelopes that have not been signed by the voter. In the event that any voter votes more than once only the first ballot received by the Election Department shall be valid. The Retirement office shall provide to the Election Department signatures of all eligible voters. The County Clerk shall cause all ballots received by him to be publically opened. The votes shall be counted and tallied by an Election Board selected by the County Clerk which shall forthwith certify the returns to this Board and this Board shall declare the winner elected or arrange for a run-off election. The member of the Retirement Association receiving the highest number of votes for the second, third, or eighth position shall be declared elected. The Safety Member receiving the highest number of votes for Member No. 7 shall be declared the seventh member. The safety member from the Group under Government Code Section 31470.2 or 31470.4 which is other than the group from which Member No. 7 is declared elected, who receives the next highest number of votes at such election shall be declared elected as the Alternate Member . 13. Limited Nominations. If the County Clerk receives no valid nominations for a position, he shall inform this Board which shall call a new election therefore; and if the clerk receives only one nomination for any position, he shall notify this Board which shall declare that person elected to the position. 14. Enforcement. The Assistant County Registrar shall be the enforcement officer in the event that any of these procedures are violated. He shall investigate complaints and report any violation to the employee's appointing authority with a recommendation for disciplinary action. A copy of his report shall be sent to the Board of Supervisors. This Resolution shall remain in full force and effect until modified by this Board. hereby"certify thot thds to r trop anis corn r, con-,,of cc : County Administrator an action taken and entercd on Nic,r;A nu,:) ;, the County Counsel Board of Supervisors on the date Sr OWD. Elections Supervisor .^�;,,��� Retirement Administrator ATTESTED: PHIL BATCHELOR, Curie of the Bcard of Supervisors and County Adm'nist-ator ByC_LV' a-� Deputy U '