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Home My WebLink About7/21/2004 - STAFF REPORTS (26) DATE: July 21, 2004 TO: City Council FROM: City Clerk EARLY VOTING SITE Recommendation: That the Council consider participation with the Riverside County Register of Voters in an early voting site to be located at the Palm Springs Mall. City participation funding costs are estimated at $28,496, plus staffing costs of approximately $12,000. Consisting of commitment of 2 City staff members manning the site for the period of October 21 through 30, 2004. The hours for voting would be potentially from 10 a.m. to 8 p.m., including Saturdays and Sundays. The County will supply the additional staffing beyond the two City staffers needed. BACKGROUND: The Mayors of the City of Palm Springs and the City of Indio held preliminary meetings with the Riverside County Register of Voters to discuss the possibility of opening two additional early voting sites in the Coachella Valley, one being Palm Springs. One early voting site is currently maintained by the County at the Westerfield Shopping Mall in Palm Desert. The County has indicated a willingness to participate in the set up of the two additional sites, but is not willing to bear the set-up costs. In order to establish the early voting site at the Palm Springs Mall, the County has determined the cost to the City would be approximately $28,496. The site would require staffing at all times by two City employees. A 10 a.m. to 8 p.m. day, with an additional 1 hour per day for set up and take down, equates to about 154 hours per week. This would require that at least 4 City employees would have to undergo the two week training course required for someone staffing an Early Voting Site. If City Account Clerks are used, the cost per hour would be about $19.00, including Medicare tax and other costs. The total cost would be $10,640. If computer support was needed after hours, there would be additional costs. This is due to City employees working outside their normal 8 a.m. to 5 p.m. Monday through Friday work schedule, it is likely that the City would have to meet and confer with one or more bargaining units. The alternative would be to pay overtime, but that would increase the costs considerably. The total City costs will likely exceed $40,000. Based on the projected number of voters using the Early Voting Site of from 200 to 1,000 the cost per ballot would range from $200 down to $40 per vote. The voter turn out at the last General Election November 5, 2002 for the Palm Desert Mall was 1,916. The voter turn out for the October 7, 2003 Statewide Special Election at the Palm Desert Site was 5,456. Should the City Council determine to proceed with the request, a 30-day implementation period would be required by the County for training of staff. Confirmation of use of the Palm Springs Mall has yet to be obtained. � ry�f�a C'y Cle City Manager Early Voting Site Costs Perm. Staff $ 10,086 Temp. Staff $ 1,000 Site Election Officers $ 3,000 IT Support $ 3,000 — e2 Communications $ 1,000 Media/Publication $ 1,075 Office Supplies $ 250 Transportation Costs: U-Haul $ 200 County Fleet $ 400 Employee Mileage $ 585 Printing $ 100 Computer Equip. $ 7,800 $ 28,496 Logistics/Time Factors: 1. Securing Suitable Space (90 days) Store Front * Secure Space * Security * Liability Insurance 2. Installation/Testing Communication Lines 3 weeks 3. Limited Staff Capacity 4. Training of On-site Staff 5. Preparation of Voting Equipment March 5th Primary,2002 Early Voting Statistics t ROV 200 3 175 150 � g VOTERS 125 100 69 60 75 56 ( 50 3 26 on 19 26 1 j BY DAY I TYLER 200 Ili 157159 { 150 102 VOTERS 100 �� 52 53 62 67 71 56--�,63 ,60"50 ! 0 - ;g ti ti ti ti ti ti ti ti ti ti ti ti ti ti � ��oo�yoo��ryooa�tiooyfy�p6\ti�p ty�p��ry�p9\ti�po��p^��p�oo�fy�po-�oo BY DAY 1{ WESTFIELD 150 i� 100 74 62 VOTERS 50 4 21 s I 0 e ooti oory lry ooti dry j BY DAY Li PROMENADE 200 <�;Qfe x a y< VOTERS 100 60, 82_,63' 7 _ 50 0 �ry �ry �ry �ry �ry �ry �ry �ry �ry �ry �ry �ry �ti.�ti BY DAY GRAND TOTALS FOR ALL LOCATIONS 508 525 528 531 509 435 361 277 172 114 e�r �11 42 �.P.. 9 7:00 9:00 11:00 1:00 3:00 5:00 7:00 AM AM AM PM PM PM PM BY HOUR ;RAND TOTALS FOR ALL LOCATIONS --497 410 {{ 308 fG 2 Ik 211 221 @ 1 159 4 134 1 73 81 so 25 35 r� A 4 ( t��• ,_ � X �rypp1 0 �^0 d,4T \ry�^\p%\T�\ry�ry\ryryP��ry�Jry`�dry\ry4Try\ A\ryry T^\rypp pp�L",\rypp'Y\ryppy\ryppti aaaaaaaaaaaaaaaa BY DAY �&IV Data compiled by: Early Voting Daily Totals Nov. 5, 2002 General Election MALL TOTALS Date Riv/Galleria Hemet Vly Mall Tem/Promande PDMestfield Totals 10/1512002 90 78 80 115 363 10/16/2002 102 114 77 143 436 10117/2002 108 83 100 109 400 10/1812002 103 73 145 111 432 10/1912002 119 51 113 90 373 10I20/2002 106 39 99 74 318 10/21/2002 112 103 104 154 473 1012212002 103 73 129 110 415 10/23/2002 108 78 105 128 419 10I24/2002 109 84 129 121 443 1012512002 140 105 145 113 503 10/26/2002 183 62 200 84 529 10127/2002 220 58 147 115 540 1012812002 239 116 263 201 819 10/29/2002 377 169 358 248 1,152 TOTALS 2,219 1,286 2,194 1,916 7,615 Early Voting Daily Totals Oct. 7, 2003 Statewide Special Election MALL TOTALS Date Riv/Galleria Tem/Promande MWestfield Totals 9127/2003 228 160 470 858 912812003 331 242 486 1059 9129/2003 277 277 691 1245 9130/2003 286 314 643 1243 1011/2003 275 279 791 1345 1012/2003 296 305 778 1379 10/3/2003 400 514 793 1707 1014/2003 578 543 804 1925 TOTALS 2,671 2,634 5,456 _ 10,761 RESOLUTION NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR THE 2004-05 FISCAL YEAR. WHEREAS Resolution 20973 approving the budget for the fiscal year 2004-05 was adopted on June 9, 2004; and WHEREAS the City Manager has recommended, and the City Council desires to approve, certain amendments to said budget; NOW THEREFORE BE IT RESOLVED that the Director of Finance is authorized to record inter-fund cash transfers as required in accordance with this Resolution, and that Resolution 20973, adopting the budget for the 2004-05 fiscal year is hereby amended as follows. SECTION 1. ADDITIONS Fund Activity Account Amount 001 1150 43860 General Fund City Clerk Elections $40,000 Purpose To provide funds to participate in an Early Voting Site for the November 2, 2004 election, SECTION 2. SOURCE Fund Activity Account Amount 001 29301 General Fund Fund Balance $40,000 Adopted this 21stday of JuIY ' 2004. AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager REVIEWED AND APPROVED MINUTE ORDER NO. APPROVING ASSIGNMENT OF TWO CITY STAFF TO MAINTAIN AN EARLY VOTING SITE AT THE PALM SPRINGS MALL FOR THE PERIOD OF OCTOBER 21 THROUGH OCTOBER 30, 2004 AND ANY ADDITIONAL TECHNICAL SUPPORT AS NEEDED. I HEREBY CERTIFY that this Minute Order, approving assignment of two City staff to maintain an early voting site at the Palm Springs Mall for the period of October 21 through October 30, 2004 and any additional technical support as needed was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 21st day of July, 2004. PATRICIA A. SANDERS City Clerk �� COO