OFFICE OF THE CITY CLERK OCTOBER 24, 2016 CALLING OF THE MARCH 7, 2017 CITY AND PUSD CONSOLIDATED PRIMARY NOMINATING ELECTION AND THE APRIL 18, 2017 GENERAL MUNICIPAL ELECTION

BACKGROUND Potential March 7, 2017 Special Countywide Election: March 7, 2017 Consolidated Primary Nominating Election: City of Pasadena: Council Districts 3, 5, and 7 Pasadena Unified School District: Board of Education Districts 1, 3, 5, and 7 April 18, 2017 General Municipal Election: Will be held for those races in the Primary Nominating Election with less than a 50% plus one majority winner Potential March 7, 2017 Special Countywide Election: County requesting City to consider consolidating the Primary Election with a Special Countywide Election County is prepared to run the March 7th election with or without a countywide measure (deadline on or before December 9, 2016)

RESOLUTION CALLING AND CONSOLIDATING ELECTION Purpose: Gives notice and calls the Primary Nominating and General Municipal Elections (pursuant to City Charter Section 1208), and provides general information: Offices to be elected and the method of electing Councilmembers and Boardmembers Consolidates City and School District elections to be conducted as one election Provides information on the ballots to be used, as well as the timing for the opening and closing polls Section 6: Sets forth provisions related to poll workers and polling locations, including stipend amounts to be paid Second paragraph added in the event the Primary Election is consolidated with a Special Countywide Election Transfers the oversight and responsibility of poll workers and polling locations to Registrar-Recorder/County Clerk

RESOLUTION CALLING AND CONSOLIDATING ELECTION Section 7: Sets forth provisions related to Canvass of Returns Pasadena City Charter Sections 707 and 1207 provide details on the timing of the Canvass of Election Returns to be submitted by the City Clerk (second Monday for City and second Tuesday for School District following election) Section 1207 states that the timing may change if “provided for in the ordinance or resolution calling the election” Second paragraph added in the event the County Clerk is designated to administer the Primary Election (consolidated with Special Countywide Election), providing any necessary additional time for the election results to be certified: Exception: “[the election] returns for any City Council or Board of Education District race which may require a run-off election shall be prioritized and certified by the County to the City Clerk in accordance with City Charter Sections 707 and 1207” Election returns for City Council or Board of Education races not requiring a run-off election may be certified by the County as soon as practicable but no later than 21 days

RESOLUTION REQUESTING ELECTION SERVICES (CONSOLIDATED) Purpose: Requests the Los Angeles County Registrar Recorder/County Clerk to render specified election services Section 1: Requests the Board of Supervisors to direct the County Clerk to consolidate and conduct the March 7, 2017 Primary Nominating Election: Contingent on a March 7, 2017 Special Countywide Election to consider one or more ballot measures Registrar-Recorder/County Clerk to conduct all necessary functions, services, and tasks related to the complete and successful conduct of the consolidated election A consolidated election reduces voter confusion Efficient use of public funds in conducting election City and School District to print and mail a separate Voter Information Pamphlet specific to City Council and School Board races (optional)

RESOLUTION REQUESTING ELECTION SERVICES (STAND-ALONE) Section 2: If Special Countywide Election is not called, the City Clerk to conduct stand-alone March Primary Nominating Election and April General Election (if necessary) The County Clerk would then render other specified election-related services: Precinct maps and information for consolidation of County precincts Listing of polling locations and poll workers used by the County County computer records identifying names and addresses of all eligible registered voters Signature verification services for nomination papers and Vote-By-Mail ballot applications Formula for the allocation of costs with PUSD

RESOLUTION FOR CANDIDATE STATEMENTS Purpose: Sets forth regulations pertaining to candidate statements for the Primary and General elections: Candidates to pay a pro-rata share of costs associated with printing their candidate statements in English $650 for the City Council district races, and $750 for the Board of Education district races (previously $2,000) Sets the date of March 10, 2017 as deadline for Candidate Statements for the April General Municipal Election Requests the Secretary of State’s Office to conduct separate randomized alphabetical drawings for the March (if stand-alone) and April Elections; if consolidated with County, City and School District races will use the same randomized alphabetical drawing as other cities consolidating with the County

OFFICE OF THE CITY CLERK OCTOBER 24, 2016 AUTHORIZATION TO ENTER INTO CONTRACT WITH MARTIN & CHAPMAN COMPANY FOR PROFESSIONAL ELECTION SERVICES AND SUPPLIES IN AN AMOUNT NOT-TO-EXCEED $415,000

MARTIN & CHAPMAN CO. CONTRACT Martin & Chapman Company Provides specialized election-related services for the City of Pasadena (City’s vendor for 50 plus years): Typesetting and printing of official ballots and sample ballot pamphlets Vote-By-Mail balloting supplies Delivery and pickup of precinct supplies Voting materials and supplies translated into Spanish, Chinese, and Korean, including all polling place supplies and notices Full compliance with the Federal Voting Rights Act and requirements of the Department of Justice State-approved ballot tally software Election Night ballot tabulation

MARTIN & CHAPMAN CO. CONTRACT Estimated Election Expenses: Cost for Voter Information Pamphlet is $130,000, including: Nomination supplies, materials, and consulting services Printing, mailing, and postage of pamphlet Pass-through payments from candidates to Martin & Chapman for candidate statements printed in English   March Consolidated March Stand-Alone April General Martin & Chapman $130,000* $310,000 $105,000 County of Los Angeles $235,000 $5,000 $2,000 Miscellaneous City Expenses $35,000 $110,000 $40,000 Total Election Expenses $400,000 $425,000 $147,000

SUMMARY OF PROPOSED ACTION By approving the staff’s recommendation, the City Council will be: Requesting that the County Clerk administer all facets of the March 7, 2017 Primary Election, but subject to the County conducting a March 7, 2017 Special Countywide Election on one or more ballot measures Adjusting the timing of the Canvass of Returns for only those races without the possibility of a run-off election (less than three candidates) Approving the printing and mailing of a separate Supplemental Voter Information Pamphlet Reserving the right to conduct a City and School District stand-alone election if there are no countywide ballot measures scheduled

RECOMMENDATION RESOLUTIONS RELATED TO THE CALLING OF THE REGULAR MARCH 7, 2017 PRIMARY NOMINATING ELECTION, AND IF NECESSARY, THE APRIL 18, 2017 GENERAL MUNICIPAL ELECTION: Find that the proposed action is exempt from the California Environmental Quality Act (CEQA) in accordance with Section 15061(b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment; Adopt a resolution calling the Primary Nominating Election on March 7, 2017 for City Council Districts 3, 5, and 7, and PUSD Board of Education Districts 1, 3, 5, and 7; calling for the holding, if necessary, of a General Municipal Election on April 18, 2017; and authorizing the City Clerk to enter into a contract with PUSD for election services; and Adopt a resolution requesting the Board of Supervisors to direct the Registrar-Recorder/County Clerk to render specified election services to the conduct the consolidated City and School District Primary Nominating Election to be held on March 7, 2017, and if necessary, a General Municipal Election to be held on April 18, 2017, including the potential for the County Clerk to administer the March 7, 2017 City and School District Primary Nominating Election as part of a consolidated Special Countywide Election; and

RECOMMENDATION RESOLUTIONS RELATED TO THE CALLING OF THE REGULAR MARCH 7, 2017 PRIMARY NOMINATING ELECTION, AND IF NECESSARY, THE APRIL 18, 2017 GENERAL MUNICIPAL ELECTION: Adopt a resolution setting forth regulations relating to candidate statements for the March 7, 2017 Primary Nominating Election and the April 18, 2017 General Municipal Election.

RECOMMENDATION AUTHORIZATION TO ENTER INTO A CONTRACT WITH MARTIN & CHAPMAN COMPANY FOR PROFESSIONAL ELECTION SERVICES AND SUPPLIES FOR AN AMOUNT NOT-TO-EXCEED $415,000: Find that the proposed action is exempt from the California Environmental Quality Act (CEQA) in accordance with Section 15061(b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment; Authorize the City Clerk to enter into a contract with Martin & Chapman Company, without competitive bidding pursuant to City Charter Section 1002(F) (contracts for professional or unique services) for professional election services and supplies for the March 7, 2017 consolidated City of Pasadena and Pasadena Unified School District Primary Nominating Election, and the April 18, 2017, General Municipal Election for an amount not-to-exceed $415,000; and Grant the proposed contract an exemption from the competitive selection process of the Competitive Bidding and Purchasing Ordinance pursuant to Pasadena Municipal Code Section 4.08.049(B), contracts for which the City’s best interests are served.

QUESTIONS/COMMENTS

BALLOT TYPE MAP

AMENDMENT TO REQUEST FOR ELECTION SERVICES (CONSOLIDATE REGARDLESS) Section 1: If there is a Special Countywide Election to consider one or more ballot measures held on March 7, 2017, the City requests the following : Section 2. If there is not a Special Countywide Election to consider one or more ballot measures held on March 7, 2017, and I Insofar as it is necessary to conduct a General Municipal (run-off) Election on April 18, 2017, the City will conduct a stand-alone election(s):

AMENDMENT TO REQUEST ELECTION SERVICES (CONSOLIDATED) – NO PAMPHLET Section 1: If there is a Special Countywide Election to consider one or more ballot measures held on March 7, 2017, the City requests the following : (3) That the City will print and mail its own Voter Information Guide for the March Primary Nominating Election to the voters within City Council Districts 3, 5, and 7, and Board of Education District 1, 3, 5, and 7.