CITY CLERK’S OFFICE October 25, 2011 RESOLUTIONS RELATED TO THE CALLING OF THE REGULAR MARCH 8, 2011 PRIMARY NOMINATING ELECTION AND THE APRIL 19, 2011 GENERAL MUNICIPAL ELECTION, IF NECESSARY; AND CONSOLIDATION OF THE PASADENA BOARD OF EDUCATION WITH SAID ELECTIONS; AND OTHER RELATED MATTERS

BACKGROUND March 8, 2011 Consolidated Primary Nominating Election: City of Pasadena: Office of the Mayor (citywide) City Council Districts 1, 2, 4, and 6 Pasadena Unified School District: Board of Education Seats 2, 4, and 6 (at-large) April 19, 2011 General Municipal Election: Will be held for those races in the Primary Nominating Election with less than a 50% plus one majority winner

Resolution Calling and Consolidating Election Provides general information regarding the Primary Nominating Election (offices to be elected, time of opening and closing polls, details of the canvass to be conducted by the City Clerk, etc.) Consolidates Primary and General Elections with Pasadena Unified School District Sets forth the stipend for poll workers, including a new bilingual stipend for those demonstrating proficiency in the required Federal Voting Rights Act languages (Spanish, Chinese, and Korean)

Resolution Requesting Election Services Requests services of the Registrar of Voters, County of Los Angeles County computer records identifying names and addresses of all eligible registered voters; Precinct maps for consolidation of County precincts; Signature verification services for nomination papers and Vote-By-Mail ballot applications; and Formula for the allocation of costs for consolidated election with PUSD in accordance with the California Education Code and other applicable provisions of law

Candidate Statements/Compliance with Federal Voting Rights Act Sets forth regulations pertaining to candidate statements for the primary and general municipal elections Candidates to pay a pro-rata share of costs associated with printing their candidate statements in English or any other language not required by the Federal Voting Rights Act; Sets the proposed deposit amounts for Candidate Statements at $1,600 for the Mayoral race, $350 for the Council district races, and $2,200 for Board of Education at-large races; Sets deadline for Candidate Statements for the April 19, 2011 General Municipal Election; and Requests the Secretary of State’s Office to conduct separate randomized alphabetical drawing for the March and April Elections.

CONTINUED EARLY VOTING PROGRAM AND SPECIAL HOLIDAY CONCERNS The City Clerk’s Office will continue to advertise the use of “Early Voting,” which allows for voting in person at City Hall prior to Election Day. For the March Primary Election, voters will have the opportunity for Early Voting at the City Clerk’s Office on weekdays when City Hall is open beginning Tuesday, February 22, 2011, from 8:00 a.m. to 5:00 p.m. The City Clerk’s Office will also be open for Early Voting on Saturday, March 5, 2011 (the Saturday prior to Election Day), from 10:00 a.m. to 2:00 p.m., to provide those with busy work schedules an opportunity to utilize this service. April 19, 2011 General Municipal Election coincides with the Jewish holiday of Passover. Community outreach, Early Voting, and Vote-By-Mail voting will help mitigate impacts due to the holiday conflict.

Vote-Remote The City Clerk’s Office will be entering into a joint-use agreement with the cities of Glendale and Santa Clarita to purchase new technology for the processing of Vote-By-Mail (VBM) ballots: Vote-Remote Utilizes the County’s voting signatures (on record) and compares with scanned image of signature on the returned VBM envelope Allows for side-by-side signature comparison and yields 60-70% success rate in matching signatures; the remaining 30% are manually resolved by City Clerk’s staff Same program utilized by Registrar of Voters and other local municipalities in recent elections Joint purchase allows City to save $10,000 in equipment costs, plus savings in staff time and resources by avoiding manual processing

Vote-Remote

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CITY CLERK’S OFFICE October 25, 2011 AUTHORIZATION TO ENTER INTO CONTRACT WITH MARTIN & CHAPMAN COMPANY FOR PROFESSIONAL ELECTION SERVICES AND SUPPLIES FOR AN AMOUNT NOT TO EXCEED $442,009

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

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