HomeMy WebLinkAboutMINUTES - 03231999 - C99 C41
TO: BOARD OF SUPERVISORS Contra
Stephen L. Weir, County Clerk - Recorder �` i
FROM: Stephen
of Voters Costa
County
LATE:
March 3t3, '1999
SUBJECT: Consolidation of Elections with Statewide
General Elections
SPECIFIC REQUEST(S)OR RECOMIviENDATIONS(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
l. APPROVE request of the Mt. View Sanitary District, and Antioch Unified School District to consolidate
elections with Statewide General Elections subject to item 6(below),amortization of mail inserter equipment
costs.
2. FIND that the Clerk-Recorder has made progress over the past year that will accommodate consolidations
in the following ways:
a. The increased number of ballot cards will require additional vote counter stations. Due to space
limitations and the capacity of the current Data General computer,the Clerk has secured 6 additional
machines from Multnomah County,Oregon for20%of new cost. In addition,the Clerk has acquired
a P.C.based tally system(S.C.WIN)that will allow for these machines to be used. (This option was
not available in 1997. Contra Costa was the first county to try this system out. It has since been
successfully certified by the Secretary of State and installed in Riverside County.)
3. CONSIDER the following qualitative issues which are expected to result from the requested consolidation(s):
a. Timeliness. With the new B.C.Win system and a new streamlined ballot delivery system,
ballots will arrive and be counted quicker than in the past. It should be noted that with
consolidation, a slower vote count will take place than without consolidation.
b. Accuracy_. More extra help staffing will be needed to conduct consolidated elections.
However,the demand forthe staff will go down in odd numbered years. There are concerns
about having trained temporary staff; however,we believe that we can bring on temporary
staff early enough to train them for each election.
i
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOidIMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATI N OF BOJAD OMMITTEE
APPROVE OTHER
�l
SIGNATURES
ACTION OF BOARD ON illi APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ASSENT } 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: Clerk-Reorder Department ATTESTEDd. �-3 I jig
PAIL 11LATCHELOR,CLEKK OF THE BOARD OF
SUP SORB ANUNTY ADMINISTRATOR
i
BY s$1J3e3 /err DEPUTY
Page 2,Attachments to Hoard Order
March 30,1999
Election Consolidation Request
c. Voter impact. While turnout at a general election is higher than the turnout at an"off year"election,
high voter turnout and long ballots result in long lines at the polls and"voter drop-off towards the end
of the ballots and issues on the backs of some ballot cards. Many voters have chosen to vote
absentee as an attractive alternative to waiting in long lines at the polis. Providing absentee ballots
is a costly alternative as the County must process the application, mail the ballots,and process the
returned ballots, which includes checking the signature on every ballot returned. The inevitable
increase in absentee ballots will exacerbate the already lengthy time it takes to determine the official
results of an election. The tallying of absentee ballots delays the official canvass and, in the case
of a close race, can leave the winner undetermined for several weeks.
d. Long-Range Staff.Space and Capital Planning, The Elections Office has gone through a lengthy and
successful reorganization, Defining areas of responsibility and providing additional training have
resulted in a more professional office. Long term space needs are being addressed at this time
although there is not a defined solution at this time, With the new B,C. WIN tally system and the
potential for moving towards a P.C. base election operations, we feel comfortable that we will not
need to replace our election software or our hardware in the foreseeable future.
4. ACKNOWLEDGE that the Clerk-Recorder attempted to find a wayto"workwith local agencies to develop a fee structure
that does not penalize agencies which choose to hold elections in the odd-numbered years." While this issue was a
directive of a 1997 Board Order, County Counsel has found that the Clerk cannot structure a pricing mechanism that
would favor one election year over another.
5. ACKNOWLEDGE that with consolidations off ofodd numbered years onto even numbered years,revenues will go down
significantly for odd year elections and will go up slightly for even numbered year elections. (This issue will not have
an impact on budget years 1997-98 nor 1998-99. The first impact will be noticed in budget year 1999-2000. It is not
possible to determine the impact at this time until the full impact of consolidation is considered. However, it is safe to
assumethat when a major district moves its election off ofthe November,odd numbered year,any district that remains
on that ballot will have to pay a higher election charge, There will be increased pressures for many districts to follow
suit and request consolidation.)
8, ACKNOWLEDGE amortization of the cost of equipment identified in item 1 (above) over a five year period (Elections
in November,2000, 2002 and 2004) and the spread of those cost among those agencies seeking consolidation off of
November, odd numbered years onto November, even numbered years. This funding proposal was approved by the
Board of Supervisors on March 24, 1998,
BACKGROUND:
After lengthy discussions in March, 1997,the Board denied eight requests for consolidation upon the recommendation
of the Clerk-Recorder. The Board directed the Clerk to work with the districts to see if a way could be found to equalize
costs between even and odd years. Based upon a November,1997 County Counsel Opinion,the Clerk and the County
to are restricted in the manner in which election billings can be formulated. The Board also asked the Clerk-Recorder
to review capital and space requirements. The Clerk has determined that with the exception of expanding the inserting
capacity of the Elections Office, all other concerns have been, or will be addressed.
Mt. View Sanitary District and the Antioch Unified School District have formally approached our office about
consolidation into the even number year elections.