SUBJECT: 

Estimated Costs for Consolidation of the 2005 Election with the County of Santa Clara Registrar of Voters and Budget Modification No. 10

REPORT IN BRIEF

Based on Council action taken June 21, 2005 (Report to Council 05-169 and Resolution 167-05) the City’s municipal election is being consolidated with the County’s Uniform District Election Law (UDEL) elections on November 8, 2005.

As noted in the June staff report, the County of Santa Clara Registrar of Voters (ROV) estimated the cost of conducting the 2005 UDEL Municipal Election to be in the range of $195,000 to $390,000, or approximately $3.00 to $6.00 per voter based on shared costs with the Foothill-DeAnza Community College District, Sunnyvale Elementary School District and Cupertino Union School District.  Staff did not request a budget modification in June, but indicated that staff would return to Council when the ROV invoiced the City for its pro-rata share of the election costs.

The ROV has submitted an invoice which estimates Sunnyvale’s costs for the 2005 election to be $438,117.  The FY 2005/2006 budget for the Official Records and Elections Program includes $170,625 for election costs. Staff is requesting Council approval of Budget Modification No.10 to appropriate an additional $267,492 from the General Fund 20 Year Resource Allocation Plan Reserve to fund the estimated costs of the 2005 election.

DISCUSSION

Section 1400 of the Sunnyvale City Charter requires that the General Municipal Election to fill City elective offices be held in odd-numbered years on the date established under General Law for the election of governing board members of elementary school districts.  This year the date is Tuesday, November 8, 2005.

The Council-approved Resolution 167-05 authorized the City Clerk to engage the services of the ROV to aid in the conduct of the election and authorized the City Director of Finance to pay the cost of services, provided that no payment shall be made for services which the ROV is otherwise required by law to perform.  The costs as invoiced are directly related to the consolidation of the Sunnyvale municipal election with the County of Santa Clara ROV.

Council seats to be filled during the 2005 Election are Seat Nos. 1, 2 and 3.  In addition, Council approved the submittal of two ballot measures and three Charter amendments for the 2005 ballot.

The FY 2005/2006 Budget includes $170,625 for election costs.  This is in line with prior year actual costs of approximately $168,000 incurred in the 2003 election.  However, due to the consolidation with the County’s Uniform District Election Law and higher than previously anticipated candidate statements and other ballot measures/Charter amendments, the invoice from the ROV estimates Sunnyvale’s costs for the 2005 election to be $438,117 (Attachment A).  The estimate is based on the cost of seven candidate statements, two ballot measures and three Charter amendments, costs of printing and distributing ballots in five languages and an increase in the number of ballots required. 

Similar to the 2003 election, the ROV is requesting a deposit of 70% (60% in 2003) or $307,000 with the balance due once the ROV determines final actual costs of the election and Sunnyvale’s pro-rata share.  Within sixty days after the election, the ROV will forward a final invoice (minus the deposit) to the City for the balance of its costs.  Based on discussions with the ROV, City staff expects that the requested Budget Modification will cover payment of the deposit and the final invoice.

FISCAL IMPACT

The ROV has submitted an invoice which estimates Sunnyvale’s costs for the 2005 election to be $438,117.  The FY 2005/2006 budget for the Official Records and Elections Program includes $170,625 for election costs.    Staff is requesting Council approval of Budget Modification No.10 to appropriate an additional $267,492 from the General Fund 20 Year Resource Allocation Plan Reserve to fund the estimated costs of the 2005 election. 

Should the final election costs be less than the estimated total of $438,117, the remaining funds will be returned to the General Fund 20 Year Resource Allocation Plan Reserve.

PUBLIC CONTACT

Public contact was made through posting of the Council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, publication of the Council agenda in the San Jose Mercury News, and the availability of the report in the Sunnyvale Library and the Office of the City Clerk.

RECOMMENDATION

Consistent with 2005 Council action, staff recommends that Council approve Budget Modification No.10 to cover the costs of the City’s pro-rata share of the 2005 election costs. 

Reviewed by:

Robert Walker

Assistant City Manager

Prepared by: Katherine Bradshaw Chappelear, City Clerk

Reviewed by:

Mary Bradley

Director of Finance

Approved by:

Amy Chan

City Manager

Attachment

A.  Registrar of Voters Invoice – Estimated Sunnyvale Costs for November 8, 2005 Consolidated Statewide Election (.pdf)