HomeMy WebLinkAboutResolution No. 4316, 2011 City Primary and General Election by Mail Ballot.pdfPage 1 of 3
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Stacy Ulmen, City Clerk
Greg Sullivan, City Attorney
SUBJECT: Resolution No. 4316, notifying the Gallatin County Election Administrator of
the City's desire to conduct the 2011 City Primary (if held) and the 2011
General Election by Mail Ballot in accordance with Section 13-19-202 of the
Montana Code Annotated and Decision of funding Postage Return Costs
MEETING DATE: May 23, 2011
AGENDA ITEM TYPE: Action
RECOMMENDATIONS:
(1) Consider a motion approving Resolution No. 4316, notifying the Gallatin County Election
Administrator of the City's desire to conduct the 2011 City Primary (if held) and the 2011 General
Election by Mail Ballot in accordance with Section 13-19-202 of the Montana Code Annotated
including the funding for return postage costs, and direct the City Clerk to submit the Resolution
to the Gallatin County Elections Office by June 11, 2011. (Red Text in Resolution)
OR
(2) Consider a motion approving Resolution No. 4316 notifying the Gallatin County Election
Administrator of the City's desire to conduct the 2011 City Primary (if held) and the 2011 General
Election by Mail Ballot in accordance with Section 13-19-202 of the Montana Code
Annotated without funding the return postage costs, and direct the City Clerk to submit the
Resolution to the Gallatin County Elections Office by June 11, 2011.
BACKGROUND: At the May 16, 2011 City Commission Meeting, the Commission voted 3-0 (Mayor
Krauss and Cr. Taylor were absent) to approve a Mail Ballot Election for the 2011 City of Bozeman
Elections. The Commissioners present felt that there needed to be more discussion on whether or not to
fund return postage. The Commission then asked that this be added to the May 23, 2011 Agenda as an
Action Item when all of the Commission could be present to discuss the funding.
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Commission Memo for Resolution No. 4316, Mail Ballot process for 2011 Elections and Postage funding determination
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The 2011 Elections include a Mayor seat, one Commission seat and a Judge seat on the ballot. Candidate filing
opened on Monday, May 2nd and runs through Thursday, June 30th.
Primary Election: According to the Gallatin County Elections Administrator, a Primary Election will occur if 4
Candidate’s file for the Commission seat or if the 4th Candidate files for the Mayor’s seat. If this occurs, the
Primary Election will be held September 13, 2011. The City will know by 5 p.m. on June 30th if a Primary
Election is necessary.
General Election: A General Election will occur with or without a Primary Election. The General Election will
be held November 8, 2011.
Mail Ballot Elections
The Commission approved the following process for the 2011 Elections on May 16, 2011:
In a mail ballot election, only active registered voters are mailed a ballot. This is According to Montana
Code Annotated (MCA) 13-19-207. When materials to be mailed. (1) Except as provided in subsection
(2), for any election conducted by mail, ballots must be mailed no sooner than the 25th day and no later
than the 15th day before Election Day. (2) (a) All ballots mailed to electors on the active list must be
mailed the same day. At this time there are 21,000 active registered voters.
These Figures are based on a 65% estimated return rate.
Total Estimated Cost for 2011 Primary and General Election by Mail Ballot: $24,792.51 per Election
With postage paid by the City: $31,754.01 per Election
2007 Primary and General Election-The City had successful returns from the mail ballot election for
the Primary and General Elections in 2007 with voter turnout for both Elections higher than in previous
years reaching 44.7% for the General Election.
The 2007 General Ballot had the following items for consideration:
The First Mayor’s Office
Mill Levy issue for Fire
Mill Levy issue for Police
2009 General Election-The City opted to conduct the 2009 General Election by Mail Ballot.
Bozeman’s return rate with postage paid was 34.58%.
The 2009 Ballot had the following items for consideration:
Commission Candidates
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Commission Memo for Resolution No. 4316, Mail Ballot process for 2011 Elections and Postage funding determination
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Return Mail Postage
If the Commission should decide to pay the postage, according to Gallatin County Elections
Administrator Charlotte Mills, a business reply permit (not using a stamp) would be printed on the
return envelope. The City would only pay postage for the voted ballots that come back. When the
Commission considered paying the postage in 2009, Ms. Mills explained that they have not done
prepaid postage with any of the mail ballots since 2005 and still are maintaining a return rate of between
40-55%. According to Ms. Mills, Bozeman’s Election had the lowest return rate of any of the City
Elections held that year. The other cities had higher return rates and did not pay for returned postage and
all of the other cities were only council member and mayor candidates with not ballot issue.
The postage paid return is higher than just putting a stamp on an envelope. The County Elections
Department has to print special envelopes with the postage paid so the cost of return signature envelopes
is higher. If the Commission chooses to pay the postage, the cost of the postage per returned ballot is
$.51 not $.44.
ALTERNATIVES: As suggested by the City Commission.
UNRESOLVED ISSUES: None.
FISCAL EFFECTS: The costs of the election will be included in the Fiscal Year 2012 City Manager
Recommended Budget. We will know whether a primary is held prior to final budget approval, and will
budget accordingly.
Attachments:
Resolution No. 4316
Breakdown of Costs Spreadsheet from Gallatin County Elections Department
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COMMISSION RESOLUTION NO. 4316
A RESOLUTION OF THE BOZEMAN CITY COMMISSION NOTIFYING
THE GALLATIN COUNTY ELECTION ADMINISTRATOR OF THE
CITY’S DESIRE TO CONDUCT THE 2011 CITY PRIMARY (IF HELD)
AND THE 2011 GENERAL ELECTIONS BY MAIL BALLOT IN
ACCORDANCE WITH SECTION 13-19-202, MONTANA CODE
ANNOTATED, (AND NOTIFICATION OF THE CITY’S COMMITMENT
TO FUND THE RETURN POSTAGE COSTS)
WHEREAS, voter turnout in Bozeman municipal elections has historically been
low; and
WHEREAS, Montana law provides a method for conducting mail ballot elections
for local elections; and
WHEREAS, mail ballot elections statistically increase voter turnout in elections;
and
WHEREAS, on May 16, 2011, the City Commission was informed that the City
of Bozeman conducted the 2009 General Election by Mail Ballot with a return rate with
postage paid of 34.58%.
WHEREAS, on May 16, 2011, the City Commission was informed that the City
of Bozeman conducted the 2007 primary and general elections by Mail Ballot and that
the voter turnout for both elections was higher than in previous years reaching a return
rate of 44.7%.
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Resolution No. 4316, Notifying Elections Administrator of Mail Ballot Election Process
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WHEREAS, on April 6, 2009, Gallatin County Elections Administrator
Charlotte Mills informed the Commission that the costs of conducting a mail ballot are
always going to be less than the costs of conducting a polling place election; and
WHEREAS, on April 6, 2009 Charlotte Mills also informed the Commission that
in her opinion mail ballot elections tend to increase voter participation, remove barriers
that keep people from getting to the polls, gives people more time to study candidates and
issues, and has built in safeguards that increase the integrity of the election process; and
WHEREAS, the City may hold a Primary Election on September 13, 2011, if
required by law; and
WHEREAS, the City of Bozeman will hold a General Election on November 8,
2011, as required by 13-1-104 (2) MCA; and
WHEREAS, pursuant to Section 13-19-104, MCA, such elections can be
conducted by a mail ballot election; and the Bozeman City Commission determines a
mail ballot election conducted in accordance with the provisions of Title 13, Chapter 19,
Parts 1-3, MCA is in the best interest of the City and the electors thereof, and pursuant to
Section 13-19-202, MCA, the City of Bozeman may notify the County Election
Administrator of its intent to conduct a mail ballot election; and
WHEREAS, the City Commission has committed to funding the return postage
costs on returned ballots; and
WHEREAS, Election Administrator will have at several drop off sites within the
City limits for electors who wish to mark their ballot at a polling site and deposit their
ballot with the election judges at that polling site; and
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Resolution No. 4316, Notifying Elections Administrator of Mail Ballot Election Process
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WHEREAS, the Election Administrator will have ADA accessible marking
devices for the disabled to mark their ballot in privacy at the drop off polling sites; and
WHEREAS, for any election conducted by mail ballots must be mailed no sooner
than the 25th day and no later than the 15th day before Election Day and all ballots must
be mailed the same day in accordance with 13-19-207, MCA.; and
WHEREAS, the City of Bozeman desires to reduce barriers for qualified electors
in the election process to as few barriers as possible.
NOW THEREFORE BE IT RESOLVED that the City Commission of the City
of Bozeman hereby notifies the Gallatin County Election Administrator of the City’s
desire to conduct the 2011 city primary (if held) and the 2011 general election by mail
ballot in accordance with Sect. 13-19-202, MCA.
BE IT FURTHER RESOLVED THAT, the City Commission of the City of
Bozeman hereby notifies the Gallatin County Election Administrator that ballots should
be mailed in accordance with law.
BE IT FURTHER RESOLVED THAT the City Clerk is hereby directed to
forward a certified copy of this resolution to the Gallatin County Election Administrator
in accordance with the provisions of Sect. 13-19-202, MCA.
BE IT FURTHER RESOLVED THAT within five (5) days of receiving this
request, the Election Administrator shall respond to the Bozeman City Clerk in writing,
state that this request is either granted or denied for reasons specified. If granted, the
Election Administrator shall prepare a plan as provided in Sect. 13-19-205, MCA.
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Resolution No. 4316, Notifying Elections Administrator of Mail Ballot Election Process
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BE IT FURTHER RESOLVED THAT the City Commission of the City of
Bozeman hereby informs the Gallatin County Election Administrator that the City will be
providing for funding of return postage.
PASSED AND ADOPTED this 23rd day of May, 2011.
______________________________
JEFFREY K. KRAUSS Mayor
ATTEST:
______________________________
STACY ULMEN, CMC City Clerk
APPROVED AS TO FORM:
______________________________
GREG SULLIVAN City Attorney
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$ per unit Mail Ballot
Active voters 21000
% total reg voters 100.00%
Ballot Styles 17
Contests/Issues 3
Candidate/Responses 10
Ballots
ballot paper 0.11$ 2,310.00$
ballot printing 0.09$ 1,890.00$
secrecy envelope 0.07$ 1,470.00$
signature envelope 0.13$ 2,310.00$
Window envelope 0.09$ 1,890.00$
Labels 0.03$ 630.00$
instructions 0.05$ 1,050.00$
Programming:-$ -$
Layout 30.00$ 510.00$
Central Tabulator 437.50$ 337.78$
Precint Counters 437.50$
ERM 437.50$ 337.78$
Ballot Types 62.50$ 48.25$
Precincts 6.25$ 106.25$
Ballot Faces 12.50$ 212.50$
Contests/Issues 15.00$ 45.00$
Candidate/Responses 6.25$ 62.50$
Media Burn 20.00$ 15.44$
AutoMark -Candidate 8.10$ 81.00$
AutoMark -Political Parties 5.80$ 5.80$
AutoMark -Contest/Issue 11.70$ 35.10$
AutoMark -Instructions 17.20$ 17.20$
AutoMark-Ballot Faces 11.70$ 198.90$
AutoMark-Lanuguage
Postage/Labor/Advertising -$ -$
Sent Postage 0.28$ 5,775.00$
Return Postage 0.51$ 6,961.50$
Labor Stuffing/Opening 0.15$ 3,150.00$
Labor -- Overtime 0.05$ 1,050.00$
Election Judges
Uhaul Rentals -$
Polling Place Rentals
Ad-Close of Registration 498.00$ 99.60$
Ad-Notice of Election -$ 1,000.00$
Registers & poll supplies 200.00$ 154.41$
Total 31,754.01$
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