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Home My WebLink About06-25-07 Packet_Resolution No_ 4026, notifying the Gallatin County_17 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Brit Fontenot, City Clerk Chris Kukulski, City Manager SUBJECT: Resolution 4026, notifying the Gallatin County Elections Administrator of the City’s desire to conduct the 2007 City primary (if held) and general election by mail ballot in accordance with 13-19-202 Montana Code Annotated (MCA). MEETING DATE: June 25, 2007 RECOMMENDATION: Consider a motion adopting Resolution 4026, notifying the Gallatin County Elections Administrator of the City’s desire to conduct the 2007 City primary (if held) and general elections by mail ballot in accordance with 13-19-202, MCA. Staff recommends that the Gallatin County Elections Administrator mail ballots 15 days prior to the election as allowed by State law (13-19-207, MCA) and not affix postage on return envelopes provided for the marked ballot. BACKGROUND: County Clerk and Recorder Charlotte Mills contacted the City Clerk’s office in February, 2007 inquiring about any interest the City Commission may have in conducting 2007 municipal elections by mail ballot. Commissioners agreed to place this item on an agenda for discussion. A public hearing was conducted on May 29, 2007 wherein Ms. Mills presented statistical and financial information concerning mail ballot elections versus polling place elections in the City of Bozeman. Public comment was invited, however, no person commented. In her presentation, Ms. Mills noted that turnout in Bozeman’s municipal elections has been inconsistent and often low. The percentage of voter turnout in 2001 was 28%, in 2003 it was 49% and in 2005 turnout was 16%, an average of 31%. Based on voter turnouts in past mail ballot elections in Gallatin County, the anticipated turnout for the 2007 Bozeman municipal elections using mail ballots is between 45-55%. Since August 2005, Gallatin County has conducted eight mail ballot elections with consistent return rates of between 45 – 55 %. After Commission discussion it was moved by Cr. Kirchhoff, seconded by Cr. Jacobson to direct staff to prepare a resolution notifying the Gallatin County Election Administrator of the City’s 385 desire to conduct the 2007 municipal primary election (if held) and the 2007 municipal general election by mail ballot in accordance with 13-19- 202 Montana Code Annotated. Voting aye on the motion were Commissioners Kirchhoff, Jacobson, Becker and Mayor Krauss. Commissioner Rupp voted no. The motion carried 4 – 1. FISCAL EFFECTS: A mail ballot election, without return postage affixed to marked ballots, will cost approximately $28,860 for one municipal election and $57,720 if a primary election is necessary. An election wherein ballots are cast at designated polling places will cost approximately $29,541 for one municipal election and $59,082 if a primary election is necessary. A mail ballot election, including return postage affixed to marked ballots, will cost approximately $32,885 for one municipal election and $65,770 if a primary election is necessary, a difference of $4,025 or $8,050, respectively. As noted earlier, an election wherein ballots are cast at designated polling places will cost approximately $29,541 for one municipal election and $59,082 if a primary election is necessary. The cost per vote for one mail ballot election without return postage using an estimated 50% return rate is approximately $3.29 per ballot, with return postage affixed to the marked ballots the approximate cost is $3.75 per ballot, a difference of $.46. The cost per vote for a polling place election calculated with the average 31% return rate is approximately $5.45 per ballot. Even with an optimistic estimate of a 50% return rate the cost per ballot is $3.38, slightly higher than a mail ballot with no return postage affixed. The chart below was provided by the Gallatin County Clerk and Recorder and Elections Administrator Charlotte Mills and includes updated figures as of June 20, 2007. Permanent Absentees Total # Active City of Bozeman 2299 19576 11.74% High Estimate of Active Voters by Sept. 17500 13.14% Mail Ballot Polling Place Quantity Unit Price Chronicle - Close of Registration 3 $60.000 $180.00 $180.00 386 Chronicle - Notice of Election 3 $144.000 $432.00 $2,000.00 Postage Mail Ballot 17500 $0.440 $7,700.00 Postage Permanent Absentees 2500 $0.440 $1,100.00 Envelopes Mail Ballot 17500 $0.335 $5,862.50 Envelopes Permanent Absentees 2500 $0.335 $837.50 Labels Mail Ballot 17500 $0.015 $262.50 Labels (2500x3) Permanent Absentees 2500 $0.015 $37.50 Ballots 17500 $0.210 $4,095.00 $4,095.00 Labor for Mail Ballot 17500 $0.360 $6,300.00 Labor for Absentees 2500 $0.360 $900.00 Labor Count Center Election Night $1,000.00 $2,500.00 Polling Place Rental 1 $250.000 $0.00 $350.00 Registers & Voter List $28.00 $238.00 Polling Place Judges $0.00 $13,623.00 Automark Testing & set up $0.00 $680.00 Programming & Ballot Layout $3,000.00 $3,000.00 Total Election Cost $28,860.00 $29,541.00 Return Postage Paid (50% return rate) 8750 $0.460 $4,025.00 Total With Return Postage $32,885.00 $29,541.00 ALTERNATIVES: As suggested by the Commission. Respectfully submitted, _________________________________ ____________________________ Brit Fontenot, City Clerk Chris A. Kukulski, City Manager Attachments: (1) Commission Resolution 4026, Bozeman Municipal (2)Election by Mail Ballot Presentation by County Clerk and recorder Charlotte Mills on May 29, 2007 387 RESOLUTION NUMBER 4026 A RESOLUTION OF THE BOZEMAN CITY COMMISSION NOTIFYING THE GALLATIN COUNTY ELECTION ADMINISTRATOR OF THE CITY’S DESIRE TO CONDUCT THE 2007 CITY PRIMARY (IF HELD) AND GENERAL ELECTION BY MAIL BALLOT IN ACCORDANCE WITH 13-19-202 MONTANA CODE ANNOTATED (MCA). WHEREAS, voter turnout in Bozeman municipal elections has been low; and WHEREAS, state 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, the City of Bozeman may hold a Primary Election on September 11, 2007, as required by 13-1-107 (2) MCA; and WHEREAS, Section 13-14-115 (2)(a) MCA provides that the election administrator of the political subdivision may determine that a primary election need not be held if: (i) the number of candidates for an office exceeds three times the number to be elected to that office in no more than one-half of the offices on the ballot; and (ii) the number of candidates in excess of three times the number to be elected is not more than one for any office on the ballot. (b) If the election administrator determines that a primary election need not be held pursuant to subsection (2)(a), the administrator shall give notice to the governing body that a primary election will not be held; and WHEREAS, Section 13-14-115(3) MCA states a governing body may require that a primary election be held if it passes a resolution not more than 10 days after the close of filing by candidates for election stating that a primary election must be held; and WHEREAS, the City of Bozeman will hold a General Election on November 6, 2007, as required by 13-1-104 (2) MCA; and WHEREAS, pursuant to 13-19-104 MCA, such elections can be conducted by a mail ballot election; and the Gallatin County Election Administrator has determined that a mail ballot election conducted in accordance with the provisions of Title 13, Chapter 19, Parts 1-3, MCA is in the best interests of the City and the electors thereof, and pursuant to 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 Election Administrator shall prepare a written plan, including a timetable, for the conduct of the elections and shall submit it to the Secretary of State at 388 least 60 days prior to the date set for the election in accordance with 13-19-205 MCA; and WHEREAS, an official ballot will be mailed to every qualified elector of the City of Bozeman, with the goal of increasing voter participation in the municipal elections for 2007; and WHEREAS, the Election Administrator will have at least four 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 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. 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 2007 city primary (if held) and general election by mail ballot in accordance with 13-19-202 Montana Code Annotated (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 15 days before the election. BE IT FURTHER RESOLVED THAT, except as provided in 13-19-204 MCA, the decision to conduct an election under the provisions of 13-19-202 MCA is within the sole discretion of the Election Administrator. 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 13-19-202 MCA. BE IT FURTHER RESOLVED THAT within 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 13-19-205 MCA. PASSED AND ADOPTED this _____ day of ______, 2007. 389 APPROVED: ________________________ Jeff Krauss, Mayor ATTEST: ______________________ Brit Fontenot City Clerk APPROVED AS TO FORM: ______________________ City Attorney 390 Bozeman Municipal Election byMail Ballot391 Voter Turnout zBozeman’s Municipal turnout has been inconsistent and often low:2001 was 28% 2003 was 49% 2005 was 16%zGallatin County has conducted 8 mail ballot election since August 2005 with consistent return rates between 45 – 55 %zWith a mail ballot election – every active voter within the City limits receives a ballot.392 Voter Turnout(cont.)zInactive voters may still vote by coming to the Election Office and updating their registration information.zLate registration applies. New voters may come to the Election Office to register and receive a ballot.393 COSTzPostage is a large cost in running a mail ballot. (To mail out 16,500 ballots postage is approximately $7,260. With a 50% return rate, prepaid postage is approximately $3,795.)zThe cost to staff the polls for a City election is approximately $14,000.00. 394 Estimated Cost ComparisonMail BallotPolling PlaceQuantity Unit PriceChronicle - Close of Registration3 $60.000 $180.00 $180.00Chronicle - Notice of Election3 $144.000 $432.00 $2,000.00Postage Mail Ballot16500 $0.440 $7,260.00Postage Permanent Absentees2500 $0.440$1,100.00Envelopes Mail Ballot16500 $0.335 $5,527.50Envelopes Permanent Absentees2500 $0.335$837.50Labels Mail Ballot16500 $0.015 $247.50Labels (2500x3) Permanent Absentees 2500 $0.015$37.50Ballots16500 $0.210 $4,095.00 $4,095.00Labor for Mail Ballot16500 $0.360 $5,940.00Labor for Absentees2500 $0.360$900.00Labor Count Center Election Night$1,000.00 $2,500.00Polling Place Rental1 $250.000 $0.00 $350.00Registers & Voter List$28.00 $238.00Polling Place Judges$0.00 $13,623.00Automark Testing & set up$0.00 $680.00Programming & Ballot Layout$3,000.00 $3,000.00Total Election Cost$27,710.00 $29,541.00Return Postage Paid (50% return rate) 8250 $0.460 $3,795.00Total With Return Postage$31,505.00 $29,541.00395 Walk through the mail ballot process396 397 398 399 400 401 402 403 404 Auto marks will be set up for our disabled citizens to use to mark their ballot in secret, if they are not able to do so at home405 406 Anyone can observe this process407 408 409 THIS OCCURS ON ELECTION DAY410 411 412 Benefits of Vote by MailzIncreased voter participation zRemoves barriers that keep people from getting to the pollszGives people more time to study candidates & issueszHas built in safeguards that increase the integrity of the election process413 Added Benefits of Vote by MailzLess confusion for voters trying to find their polling placezIf the weather is bad for the November election, ensures more voter participation and judges not on the road in bad weather after the polls close.414 Permanent AbsenteezCountywide we have approximately 5,895 permanent absentee voters. zCitywide you have approximately 2,300.zThe absentee law went into effect in 2006. With each election we see the number of permanent absentee voters increase.zIn the November 2006 election, 30% of our voter turnout was by absentee voting. zFor these reasons, we believe that vote by mail will increase voter turnout.415 Montana LawzAccording to Montana State Law, MCA 13-19-104, Municipal Elections may be conducted by mail.zLocal Government can deny the request.zIf a Primary is held, the election administrator must receive the notice by July 3, and the Secretary of State’s Office must receive the election written plan no later than July 13.416 DROP OFF SITESzWe will work with disabled citizens to make sure drop off sites meet their needs to be able to vote in private.zWe will provide polling place atmosphere at drop off sites for those citizens who wish to vote at a drop off site.417 Open processAs election administrator, I will provide information to the media on the process the voters can expect and how voters can be assured that the mail ballot process is secure.418 Prepaid Returned Postagez7 out of the 8 mail ballot elections that we have held since August 2005 did not pay return postage.zThe return rate was still between 45-50%.zPaying for return postage would be like paying for transportation to get voters to the polls.419 420