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2017 Sep 05 - CC PACKET (Part 2 - Items #3-10) EL SEGUNDO CITY COUNCIL MEETING DATE: September 5, 2017 AGENDA STATEMENT AGENDA HEADING: Committee, Commissions and Boards AGENDA DESCRIPTION: Consideration and possible action to announce the appointments to the Library Board of Trustees. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Announce the appointees to the Library Board of Trustees; and/or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: FISCAL IMPACT: None Amount Budgeted: $None Additional Appropriation: N/A Account Number(s): STRATEGIC PLAN: Goal: 1 Enhance Customer Service Engagement Objective: 1(b) The City engages in regular, intentional information gathering ORIGINATED BY: Mishia Jennings, Executive Assistant , REVIEWED BY: APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Committee/Commission and Board Number Appointee(s) Term Expiration of Openings Library Board of Trustees Two Sarah Whelan 06/30/20 —Full Term Kristie Sherrill 06/30/20 —Full Term 3 400 CITY OF EL SEGUNDO WARRANTS TOTALS BY FUND 3017684 3017943 DATE OF APPROVAL: AS OF SEPTEMBER 05,2017 REGISTER#2Z 001 GENERAL FUND 851,309.48 104 TRAFFIC SAFETY FUND 106 STATE GAS TAX FUND 108 ASSOCIATED RECREATION ACTIVITIES FUND - 109 ASSET FORFEITURE FUND 1.086.75 111 COMM.OEVEL.BLOCK GRANT 112 PROP'A"TRANSPORTATION 1.06250 114 PROP"C"TRANSPORTATION 9.815.92 tis AIR QUALITY INVESTMENT PROGRAM - 116 HOME SOUND INSTALLATION FUND 307.98 117 HYPERION MITIGATION FUND $0554 118 TDA ARTICLE 3-SB 821 BIKEWAY FUND - 119 MTA GRANT 121 FEMA 120 C O.P.S FUND 313.38 122 L.A.W.A,FUND 123 PSAF PROPERTY TAX PUBLIC SAFETY 4,60843 202 ASSESSMENT DISTRICT$73 301 CAPITAL IMPROVEMENT FUND 191,109 14 302 INFRASTRUCTURE REPLACEMENT FUND 405 FACILITIES MAINTENANCE 5,695.53 501 WATER UTILITY FUND 161.946.44 502 WASTEWATER FUND 187,901.49 503 GOLF COURSE FUND 20,681.54 601 EQUIPMENT REPLACEMENT 6,99764 602 LIABILITY INSURANCE 171,293.77 803 WORKERS COMP.RESERVEIINSURANCE 27,388.94 701 RETIREDEMPANSURANCB 55,842.85 702 EXPENDABLE TRUST FUND-DEVELOPER FEES 20,249.85 703 EXPENDABLE TRUST FUND-OTHER 25,798.20 708 OUTSIDE SERVICES TRUST 58 897.05 TOTAL WARRANTS $ 1.801.836.47 STATE OF CALIFORNIA COUNTY OF LOS ANGELES Information on actual expenditures is available in the Director of Finances once in the City of EI Segundo I certify as to the accuracy of the Demands and the availability of fund for payment thereof. For Approval:Regular checks held for City council authorization to release. CODES: VOID CHECKS DUE TO ALIGNMENT: NIA R= Computer generated check for all non-emergencylurgency payments for materials.supplies and services in support of City Operations VOID CHECKS DUE TO INCORRECT CHECK DATE: For Ratification: A= Payroll and Employee Benefit checks VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR: B-F= Computer generated Early Release disbursements and/or adjustments approved by the City Manager Such as:payments for utility services,petty cash and employee travel expense NOTES reimbursements,various refunds,contract employee services consistent with current contractual alyeement5,instances where prompt payment discounts can be obtained Or late payment Penallies can be avoided or when a situation arlses that the City Wtanagar approves. H= Hw Wwrlllen Tari naso nts andfor edluslments approved by Ili*City Manager, FINANCE DIRECTOR CITY MANAGER DATE: DATE,. f CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 8/7117 THROUGH 8127117 Date Payee Descrliotion 8/10/2017 West Basin 1,870,588.26 H2O payment 8/11/2017 Manufacturers&Traders 41,563.34 457 payment Vantagepoint 8/11/2017 Manufacturers&Traders 527.31 IRA payment Vantagepoint 8/11/2017 Nationwide NRS EFT 32,971.28 EFT 457 payment 8/11/2017 State of CA EFT 1,883.58 EFT Child support payment 8/11/2017 Health Comp 2,015.98 Weekly claims 8/14/2017 IRS 276,473.49 Federal 941 Deposit 811412017 Employment Development 56,088.97 State PIT Withholding 8/14/2017 Employment Development 3,560.99 State SDI payment 8/14/2017 Cal Pers 477,088.37 EFT Health Insurance Payment 8/15/2017 Unum 193.50 Long Term Care Premium 8/16/2017 Joint Council of Teamsters 4,256.00 Vision Insurance payment-September 8/16/2017 Joint Council of Teamsters 4,228.00 Vision Insurance payment-August 8/17/2017 Cal Pers 5,027.58 EFT Retirement Safety-Fire-PEPRA New 25020 8/17/2017 Cal Pers 4,596.20 EFT Retirement Safety-Police-PEPRA New 25021 8/17/2017 Cal Pers 20,750.29 EFT Retirement Misc-PEPRA New 26013 8/17/2017 Cal Pers 50,427.79 EFT Retirement Misc-Classic 27 8/17/2017 Cal Pers 73,182.10 EFT Retirement Safety Police Classic-1st Tier 28 8117/2017 Cal Pers 54,349.19 EFT Retirement Safety Fire-Classic 30168 8/17/2017 Cal Pers 3,729.77 EFT Retirement Sfty Police Classic-2nd Tier 30169 8/1812G17 Health Comp 2,135.72 Weekly claims 8/25/2017 Manufacturers&Traders 22,203.64 457 payment Vantagepoint 8/25/2017 Manufacturers&Traders 527.31 IRA payment Vantagepoint 8/25/2017 State of CA EFT 2,692.99 EFT Child support payment 8/25/2017 Health Comp 1,189,91 Weekly claims 8/17/2017 Lane Donovan Golf Ptr 25,126.70 Payroll Transfer 7/31117-8/6117 Workers Comp Activity 56,385.27 SCRMA checks issued 8/7/17-8113/17 Workers Comp Activity 26,770.61 SCRMA checks issued 8/14117-8/20/17 Workers Comp Activity 22,558.36 SCRMA checks issued 7131/17-8/6/17 Liability Trust-Claims 0.00 Claim checks issued 8/7/17-8113117 Liability Trust-Claims 0.00 Claim checks issued 8/14/17-8120117 Liability Trust-Claims 4,525.27 Claim checks issued 7131/17-8/6117 Retiree Health Insurance 36,132.99 Health Reimbursment checks issued 8t7/17-8/13117 Retiree Health Insurance 0.00 Health Reimbursment checks issued 8/14/17-8120/17 Retiree Health Insurance 0.00 Health Reimbursment checks issued 3,183,750.76 DATE OF RATIFICATION: 8128117 TOTAL PAYMENTS BY WIRE: 3,183,750.76 Certified as to the accuracy of the wire transfers by: Deputy City Treasurer,-'Il Date l Directorof Fin e ' Date i City Manager Date Information on actual expenditures is available in the City Treasurer's Office of the City of EI Segundo, PACity TreasurerlWire TransferslWire Transfers 10-01-16 to 9-30-17 8/28/2017 1/1 402 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, JULY 11, 2017, 12:00 PM EL SEGUNDO PUBLIC LIBRARY (Friends of the Library Room) 111 W. Mariposa Avenue, EI Segundo CA 90245 (Strategic Planning Workshop) 12:00 PM SESSION CALL TO ORDER— Mayor Fuentes at 12:00 PM PLEDGE OF ALLEGIANCE — Mona Shilling, Deputy City Clerk II ROLL CALL: Council Member Pirsztuk - Present Council Member Brann - Present Council Member Dugan - Present Mayor Pro Tem Boyles - Present at 12:02 PM Mayor Fuentes - Present PUBLIC COMMUNICATIONS — (Related to City Business) — None SPECIAL ORDERS OF BUSINESS: 1. Consideration and possible action regarding a strategic planning workshop resulting in City Council receiving and filing of staff's discussion, analysis, and recommendations for the Fiscal Year 2017-2018 Strategic Plan in preparation for the FY 2017-2018 budget. The session will include the following matters: a. Welcome by Mayor— Mayor Fuentes welcomed the group. b. Comments from the City Manager— Greg Carpenter welcomed the group and introduced the facilitator, Jan Perkins, with Management Partners. C. Review progress on existing strategic plan. d. Review agenda and objectives for today— Jan reviewed the agenda and the process for the meeting. e. Overview of strategic planning — Jan Perkins, Management Partners. f. Discussion of accomplishments and progress on the current strategic plan - broke into small groups for discussion. 5 403 g. Review of Los Angeles County and California State wide economic and demographic trends that may influence the City of El Segundo's future in the short term and long term — discussion amongst the group after slide presentation. h. Review of financial outlook—Joe Lillio, Finance Director, presented the section. Recessed at 1:42 PM Reconvened at 2:00 PM i. Overview of potential priorities for the FY 2017-18 — Discussion concerning the City's five (5) key Goals (Enhance Customer Service and Engagement, Support Community Safety and Preparedness, Develop as a Choice Employer and Workforce, Develop quality Infrastructure and Technology, Champion Economic Development and Fiscal Sustainability) and a discussion concerning an overview of priorities for FY 2017-2018. (Refer to attached Exhibit A — Priorities Worksheet-pgs. 3-7 attached to the agenda) j. Wrap up and next steps — Jan Perkins, Management Partners led the discussion. 2. Council may raise other issues related to staff's preparation of the FY 2017-2018 Strategic Plan. City Council considered and discussed input regarding objectives for Strategic Planning FY 2017-2018. Next Strategic Planning Session to be held on August 8, 2017. ***Attached are consolidated notes provided by Jan Perkins, facilitator, Management Partners. (Consolidated notes are for both the July 11, 2017 and August 8, 2017 Strategic Planning Sessions). ADJOURNMENT at 4:06 PM Tracy Weaver, City Clerk 404 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 8, 2017 EI Segundo Public Library 111 W. Mariposa Avenue, EI Segundo, CA 90245 12:00 p.m. (Strategic Planning Workshop) 12:00 P.M. SESSION CALL TO ORDER — Mayor Fuentes at 12:00 PM PLEDGE OF ALLEGIANCE ROLL CALL Mayor Fuentes - Present Mayor Pro Tem Boyles - Present Council Member Dugan - Present Council Member Brann - Present Council Member Pirsztuk - Present PUBLIC COMMUNICATIONS — (Related to City Business Only) — 5 minute limit per person, 30 minute limit total) None SPECIAL ORDERS OF BUSINESS: 1. Consideration and possible action regarding a strategic planning workshop resulting in City Council receiving and filing of staff's discussion, analysis, and recommendations for the Fiscal Year 2017-2018 Strategic Planning session in preparation for the FY 2017-2018 budget. Staff will present on the following matters: A. Welcome by Mayor— Mayor Fuentes welcomed the group. B. Public Comments — None C. Comments from the City Manager - Greg Carpenter welcomed the group with opening remarks concerning the Strategic Planning Session. D. Review Agenda and Session Objectives — Jan Perkins, facilitator, Management Partners. E. Recap of July 11 Discussions — Jan Perkins, facilitator, Management Partners recapped the July 11, 2017 Strategic Planning Session. F. Overview of Preliminary FY 2017-18 Budget— Joe Lillio, Finance Director and Greg Carpenter, City Manager. (Refer to attached Exhibit A— Capital Improvement Program — Current and Future Needs) 405 G. Council Consensus on Priorities for FY 2017-18 — Dot Voting by Council and discussion. (Refer to attached Exhibit B — Priorities Worksheet) Recessed at 2:30 PM Reconvened at 2:45 PM H. Council Feedback on Allocation of General Fund Reserves for FY 2017-18 — Joe Lillio, Finance Director and Jan Perkins, facilitator, Management Partners. I. Reporting on Goals and Staying on Track With Priorities Established Today Wrap Up and Next Steps — Greg Carpenter, City Manager, Jan Perkins, facilitator, Management Partners, Department Heads and Council discussion. 2. Council may raise other issues relating to staff's preparation of the FY 2017-2018 Strategic Planning Session. City Council considered and discussed input regarding objectives for Strategic Planning FY 2017-2018. Budget Workshop to be held on Thursday, August 31, 2017 in Council Chamber. ***Attached are consolidated notes provided by Jan Perkins, facilitator, Management Partners. (Consolidated notes are for both the July 11, 2017 and August 8, 2017 Strategic Planning Sessions). ADJOURNMENT at 3:58 PM Tracy Weaver, City Clerk 406 City of EI Segundo Strategic Planning Council Sessions Held July 11 and August 8, 2017 August 2017 Management Partners 407 Strategic Planning Council Sessions Table of Contents Management Partners Table of Contents StrategicPlanning Sessions Report.......................................................................................................1 Overview..................................................................................................................................1 Strategic Planning Session 1-Held July 11,2017..............................................................................2 SessionObjectives.....................................................................................................................2 SessionAgenda.........................................................................................................................2 Overview of Strategic Planning.................................................................................................3 Discussion of Accomplishments and Progress on the Strategic Plan............................................4 Review of Regional and State Trends with Local Implications.....................................................6 Overviewof Financial Outlook................................................ . .................................. . .........7 Affirmor Modify Key Goals.......................................................................................................7 Discussionof Priorities..............................................................................................................7 Wrap-up of July 11 Session and Next Steps...............................................................................:8 Strategic Planning Session 2-Held August 8,2017...........................................................................9 SessionObjectives................................................................................... ..............................9 SessionAgenda.................................................................. . ...................................................9 Overview of Preliminary FY 2017-18 Budget............................................................................10 Council Consensus on Priorities for FY2017-18.........................................................................10 Council Feedback on Allocation of General Fund Reserves for FY 2017-18.................................13 Reporting on Goals and Staying on Track with Priorities Established Today..............................13 Wrap-up and Next Steps.........................................................................................................14 Attachment A-Priorities By Tier With Added Detail....................................................................15 Attachment B-PowerPoint Presentation from July 11,2017.........................................................22 Attachment C-PowerPoint Presentation from August 8,2017.....................................................33 1 408 Strategic Planning Council Sessions Strategic Planning Sessions Report Management Partners iStrategic Planning Sessions Report Overview The City of El Segundo held two strategic planning sessions for Council to review, revise and affirm components of the strategic plan on July 11, 2017 and August 8, 2017.Both sessions were held at the El Segundo Public Library in El Segundo, CA and were facilitated by Jan Perkins of Management Partners. This report contains the results of both sessions. Participants Session participants included members of the City Council and members of the City's executive team. City Council City Staff ■ Mayor Suzanne Fuentes • City Manager Greg Carpenter • Mayor Pro Tem Drew Boyles ■ Assistant City Attorney David King • Council Member Don Brann Finance Director Joseph Lillio ■ Council Member Michael Dugan • Human Resources Director Lynn Lindberg ■ Council Member Carol Pirsztuk ■ Director of Planning and Building Safety Sam tee • Director of Recreation and Parks Meredith Petit • Fire Chief Christopher Donovan • Director of Library Services Debra Brighton • Public Works Director Ken Berkman ■ Police Chief Bill Whalen Preparations for Strategic Planning Sessions To prepare for the sessions, facilitator Jan Perkins conducted individual interviews with members of the City Council, and she worked with City staff in developing handouts and a PowerPoint presentation.The purpose of the Council interviews was to obtain input about priorities in the coming year.The results of the interviews were consolidated into handouts discussed during the sessions. Management Partners' PowerPoint presentations for both sessions are shown in Attachment B. 1 409 Strategic Planning Council Sessions Strategic Planning Session 1—Held July 11,2017 Management Partners SessionStrategic Planning • July 11, 2017 Session Objectives • Orientation to strategic planning ■ Understand trends and financial context for FY 2017-18 • Understand progress on existing strategic plan • Orientation to list of potential priorities for FY 2017-18 Session Agenda • Welcome • Public Comment • Comments from the City Manager • Overview of Strategic Planning • Discussion of Accomplishments and Progress on the Strategic Plan' ■ Review of Regional and State Trends with Local Implications • Discussion of Financial Outlook • Affirm or Modify Key Goals • Discussion of Priorities ■ Wrap-up and Review Next Steps Session Ground Rules At the start of the session, facilitator Jan Perkins identified several ground rules to help participants successfully achieve their intended results. • Engage fully • Listen to understand • Seek consensus ■ Stay focused • Enjoy the afternoon! 2 410 Strategic Planning Council Sessions Strategic Planning Session 1 -Held July 11,2017 Management Partners Overview of Strategic Planning Jan explained what a strategic plan is and shared the following graphic. Vision Mission Values Goals Strategies Implementation Action Plan She then provided a brief overview of the strategic planning process to outline its major components. Table 1 describes each of the components of a strategic plan. Table 1. Explanation of Components of a Strategic Plan ComponentsStrategic Plan A vision sets the focus for the future. The mission states the purpose of the organization. Values provide the basis for how the organization and its members will work to achieve II the vision and mission. Goals provide direction and focus over several years. Strategies are the means to achieve the goals. An implementation action plan is the structure for accountability for carrying out the strategic plan. 3 411 Strategic Planning Council Sessions Strategic Planning Session 1—Held July 11,2017 Management Partners She then reviewed the City's current mission, vision,values and goals. Table 2. El Segundo's Current Mission, Vision, Values and Goals Current Strategic Plan Mission "Provide a great place to live,work and visit." Vision "Where Big Ideas Take Off"-a hub for innovation. Values - Accountability • Productivity ■ Ethics • Stewardship • Service + Challenging ourselves ■ Continuous improvement and reflection Goals ■ Enhance Customer Service and Engagement ■ Support Community Safety and Preparedness ■ Develop as a Choice Employer and Workforce ■ Develop Quality Infrastructure and Technology ■ Champion Economic Development and Fiscal Sustainability After reviewing the strategic plan components,Jan shared the differing roles of Council and staff in the strategic planning process. Council Roles:Establish or confirm vision, key goals and policy priorities. Staff Roles:Develop departmental strategies and implementation approaches. Discussion of Accomplishments and Progress on the Strategic Plan Prior to the session, City staff and Council identified recent accomplishments as well as the progress the City has made on achieving the goals from the previous strategic plan. These ideas were consolidated into a handout for Council to easily review during the session.Jan provided background information and then divided participants into small groups so that they could discuss the identified accomplishments. They were asked to identify key factors that contributed to the City's success. Each group reported out their ideas to the larger group. Key Factors The success factors identified by the group included the following: ■ We have working department heads who"roll up their sleeves." 4 412 Strategic Planning Council Sessions Strategic Planning Session 1-Held July 11,2017 Management Partners • Council and city manager were not afraid to cast wide net to find good candidates. • Council identified new revenue streams(e.g.,TOT). + The creation of the strategic plan and work plan was beneficial in several ways, including: ■ Opened up collaboration and communication, including with community. • Gave a roadmap for the Council's vision, and allowed departments to align its goals with that vision. + Having a strategic plan gives insights about the City and where we are heading to prospective employees. • The feeling created by Centennial was productive;mindset change. ■ People:workforce, department heads(several new department heads);good collaboration. + Success in public works capital projects due to Council decisions on resources, community involvement and good planning • Increased training budgets. • More use of surveying of our community. • We have been disciplined about spending;Council increased reserves;TOT;new hotel. ■ Increased economic development. ■ We have stayed focused on being great place to live,work and visit. The group also identified other factors to consider in the future, including: ■ Including all department heads in more discussions. ■ Filling critical vacancies. • More thorough surveying of our residents,businesses and employees. • With planned technology changes, design where we're going and not just replicate existing processes with new technology. • Determine how to prioritize our work plan and understand the implications of taking resources from one area for another. After reviewing the key factors that contributed to success,Jan shared what staff had identified prior to the session as factors that helped or hindered the City's achievements. 5 413 Strategic Planning Council Sessions Strategic Planning Session 1—Held July 11,2017 Management Partners ImpededFactors that Contributed to Achievement Factors that Achievement • Clear Council direction ■ Too many competing priorities based on + Having a uncork plan staff resources • Having clear assignments • Vacancies in executive team and other • Dedicated staff staff positions • New department head leadership • Budget limitations ■ lack of technology High attrition rate Review of Regional and Sate Trends with Local Implications To help set the stage for discussion of the future,Management Partners prepared a set of slides containing trends that affect the national landscape, California, the region and El Segundo.The presentation focused on changing demographics, major changes in the economy, the impacts of climate change, and federal policy shifts likely to impact local governments.The entire set of presentation slides is provided in Attachment B. After the presentation, the Council and executive staff offered their thoughts on which of the trends were likely to affect the City in the coming years. Comments: • Ability to change quickly is important. • Sharing economy bypasses revenue to cities. • Income inequality is showing up in housing being unaffordable. ■ Job tenure of millennials is short — need the right employment packages. ■ We're seeing changes in how office spaces are being used; impacts on our office buildings. o Potential changes in taxation of goods and services. . Focus on revenue side of our gap will be important. We need to sell ourselves as a city for economic development. Talent pool issues—need succession planning. • Innovations in industry are happening that we need to be aware of so we can be ready to attract them here. ■ Rising pension costs. ■ Focus on being business-friendly. 6 414 Strategic Planning Council Sessions Strategic Planning Session 1 -Held July 11,2017 Management Partners Overviews of Financial Outlook The Finance Director provided an overview of the five-year financial forecast and identified key financial issues that will need to be addressed. He indicated that more in depth discussion will occur at the August 8 session. Affirm or Modify Key Goals The Council was asked whether the existing five goals reflect the desired outcomes of the City of El Segundo over the next few years.A discussion occurred about environmental awareness and whether it should be incorporated in some way.The suggestion was made that being conscious of the environment should be one factor along with other important factors as decisions are made, such as cost, financial impact on residents and businesses, and other items. Another comment was made that the goals could be rephrased in the present as"we are....". Additionally, it was noted that using the "SMART"criteria for the goals can be helpful. SMART is an acronym for Specific,Measurable, Achievable, Realistic and Timely. The general consensus of the Council was the existing five goals remain appropriate for the present. In the future, there may be refinement but since the goals are only a year old, they appear to remain relevant for the present. Strategic Plan Goals • Enhance customer service and engagement • Support community safety and preparedness Develop as a choice employer and workforce • Develop quality infrastructure and technology Champion economic development and fiscal sustainability Discussion of Priorities The final activity for the July 11 session was for Council to review and ask questions about potential priorities for the City to include in the new strategic plan. In effort to help the City develop a shared understanding of what Councilmembers view as priorities for the next fiscal year as well as understand other critical unmet needs as identified by staff, a worksheet was prepared collaboratively by City staff and Management Partners.Jan led the participants through an overview of the worksheet and explained its various components, including its tiered structure. 7 - — 415 Strategic Planning Council Sessions Strategic Planning Session 1-Held July 11,2017 Management Partners The City Manager and department heads provided information on each of the items listed in the priorities worksheet which was distributed to Council and the public. Clarifications were offered by staff as needed and Councilmembers offered comments on a variety of items. At the end of this discussion, the facilitator explained that the priorities worksheet would be revised to reflect the comments and clarifications made,and will be distributed in advance of the August 8 session. Wrap-up of July 11 Session and Next Steps Councilmembers, the City Manager and several department heads offered comments at the end of the session, indicating that it was useful to allocate time for the discussions held.A session evaluation form was also distributed. L The next steps of the strategic planning process were explained as follows: 1. Management Partners prepares notes from the session; 2. Second strategic planning session to be held on August 8; 3. Management Partners prepares report covering both the July 11 and August 8 sessions;and, 4. Staff prepares FY 2017-18 budget and updates strategic plan. S 416 Strategic Planning Council Sessions Strategic Planning Session 2—Held August 8,2017 Management Partners ' • • • August 8, 2017 iStrat Session Objectives • Council feedback on preliminary FY 2017-18 budget • Council direction on priorities for FY 2017-18 ■ Council feedback on allocation of General Fund reserves Session Agenda • Welcome • Public Comment • Comments from the City Manager • Recap of the July 11 Session • Overview of Preliminary FY 2017-18 Budget ■ Council Consensus on Priorities for FY 2017-18 ■ Council Feedback on Allocation of General Fund Reserves for FY 2017-18 • Reporting on Goals and Staying on Track with Priorities Established Today • Wrap-up and Review Next Steps Ground Rules At the start of the session,Jan identified several ground rules to help participants successfully achieve their intended results. ■ Engage fully • Listen to understand • Seek consensus • Stay focused • Enjoy the afternoon! 9 417 Strategic Planning Council Sessions Strategic Planning Session 2-Held August 8,2017 Management Partners Overview of Preliminary FY 2017-18 Budget The Finance Director presented an overview of the preliminary FY 2017- 18 budget. This presentation conveyed the resources that will likely be available for the upcoming budget and showed the demands being requested. After the presentation, Council was asked questions and provided feedback. Comments: • Current financial model unsustainable • Even with revenue increases, they won't be 20%per year to keep pace with pension cost increases—costs must be addressed • Forecast does not include dollars toward capital infrastructure • Fee study will be ready for council in March 2018 • When budget is presented,build in a recession scenario in the five-year forecast to show what the impact may be • Interest in fiber in other parts of community for economic development purposes • Need to examine parking revenue options (need comprehensive review, downtown committee would be a good venue to discuss this) ■ Business license tax—do we have process to audit headcount Council Consensus on Priorities for FY 2017-18 A dot voting exercise was conducted to determine Council's top priorities for the next few years. Each councilmember was provided with 10 dots to place next to their top priorities and five dots to place next to items that could be deferred or removed.When compiled, this voting identified the Council's priorities. Attachment A contains additional detail about each of the items shown below. Table 3. Definition of Tier 1 and Tier 2 Priorities Priority Type Definition Tier 1 Council's top priorities which will receive primary staff attention Tier 2 Projects which will be pursued as resources permit Deferred or Removed:These are items to be deferred to the future or removed from the list. Through dot voting and discussions, the Council agreed on six Tier 1 and 26 Tier 2 priorities. Two items on the original list were identified to be deferred or removed. Tables 4, 5 and 6 show the results of the dot voting. 10 418 Strategic Planning Council Sessions Strategic Planning Session 2-Held August S, 2017 Management Partners Table 4. City Council's Tier I Priorities Tier 1: Priorities To Receive Primary-Staff A- ention 2.Obtain customer feedback and use it to improve services(Goal A:Enhance customer service and engagement_) 2.Increase focus on crime prevention including greater community engagement(Goal 8:Support community safety and preparedness.) 3.Engage a third-party to conduct a Human Resources audit to ascertain updates needed to the municipal code,systems and other components(Goal C.Develop as a choice employer and workforce.) 4.Successful implementation of new technology(Goal D:Develop quality infrastructure and technology.) 5.Downtown(Goal E:Champion economic development and fiscal sustainability.) a. Implement downtown beautification b. Develop a vision for the downtown c. Promote the downtown and create a funding source for marketing the downtown 6.Address pension liability(Goal E: Champion economic development and fiscal sustainability.) Comments on Tier 1 Items: • Item 1: This was a combination of two items on the priorities worksheet used for discussions. A consultant will be engaged for business and residential surveys and staff will use the results as a baseline and to identify improvements needed. Focus is on service delivery improvement. • Item 2: Interest is in sharing successes with the community(e.g., crime reductions relative to surrounding cities),expanded use of volunteers. • Item 5: Interest in establishing a funding source for downtown projects. • Item 6: This will be addressed through multiple means;rapidly rising costs. Table 5. Tier 2 Priorities Tier 2: Projects To Receive Attention as Resources Permit Goal A:Enhance Customer Service and Engagement 1. Refine the strategic plan and create a short version to use as a communication vehicle 2. Proactively identify City successes and highlight them to the public 3. Streamline the purchasing policy for business process improvement 4. Update the website and create a mobile app for full interface with the website 5. Implement the business center for increased customer service and efficiency 6. Develop an operations and management plan for the new aquatics center A 11 419 Strategic Planning Council Sessions Strategic Planning Session 2—Held August 8, 2017 Management Partners Tier 2: Projects To Receive Attention as Resources Permit Goal B:Support Community Safety and Preparedness 1. Enhance pedestrian and bike safety in certain areas 2. Become a city that is prepared to respond to emergencies and disasters 3. Implement a new Computer Aided Dispatch(CAD)system 4. Implement a new Automated License Place Recognition (ALPR)system Goal C:Develop as a Choice Employer and Workforce 1. Complete labor negotiations 2. Focus on employee development and engagement(e.g.,develop leadership bench-strength professional development plans,employee evaluations,succession planning) 3. Conduct an employee survey(e.g., gauge morale,gather information about employee needs) 4. Enhance employee safety and reduce accidents and costs 5. Improve the hiring process in order to efficiently fill vacant positions Goal D:Develop Quality Infrastructure and Technology 1. Develop a plan to utilize increased transportation funding 2. Conduct a facilities needs assessment Goal E: Champion Economic Development and Fiscal Sustainability 1. Complete the economic development strategic plan and implement its goals 2. Begin the General Plan update (or determine if this is a good expenditure of funds) 3. Implement the accessory dwelling unit ordinance 4. Advocate for City concerns regarding impacts of LAX expansion 5. Assess trash services, rebid the contract and determine how to pay for it 6. Determine future of The Lakes Golf Course including resolution of Top Golf question 7. Develop options for increased revenue for operations and infrastructure 8. Conduct a water/sewer rate study 9. Research insurance options(liability and workers'compensation) Comments on Tier 2 Items: ■ Item 8: Timeline for water/sewer rate study will be presented to Council in approximately January 2018. Table 6. Items Deferred or Removed Deferred Goal A:Enhance Customer Service and Engagement -Assess the variety of transportation options including effectiveness of current shuttle (transit) services Goal E:Champion Economic Development and Fiscal Sustainability -Discuss potential of residential/live-work/mixed-use development on the east side of Sepulveda Blvd Comments on Items to be Deferred or Removed: • Deferred: Transportation options item was determined it could be deferred to some future date. • Removed: East side of Sepulveda Blvd discussion noted for removal from the list as written. If Council desires, the economic 12 420 Strategic Planning Council Sessions Strategic Planning Session 2-Held August 8,2017 Management Partners issues pertaining to this area of the community could be studied as part of the General Plan update; scope of discussion will need to be defined. Council Feedback on Allocation of General Fund Reserves for FY 2017-15 City staff presented information on the allocation of General Fund reserves in reference to key categories of needs as identified by staff. They then requested Council's input on the categories;this input will be used by staff so that they can bring a specific recommendation to Council as part of the FY 2017-18 budget. • Park Place Roadway extension: question of time requirements • Bollards on Main Street: grants for this are unlikely ■ Access control system:public safety impact fees available • Park projects with potential liability:hockey rink replacement • Facility needs assessment: will be helpful with prioritization,how much money is needed • Earmark money for the downtown;potentially repurpose the $200,000 from facilities needs assessment item • Main and Imperial entry: redesign rather than only fix;do planning for this • Concern about recreation and park facilities funding;need for replacement fund • Interest in having data on the numbers of people who use our parks and recreation facilities ■ Technology plan to be funded is fine • Landscape maintenance: interest in information regarding who is doing what(contracts vs staff) Reporting on Goals and Staying on Track with Priorities Established Today City staff reviewed their current progress report structure and requested feedback from Council on ways to improve its effectiveness.They also requested Council provide feedback on how they would like to address new projects or requests that arise during the course of the year so as not to affect the focus of the strategic plan. Comments: • Agreement to stay with quarterly reports;keep them at a summary level 13 421 Strategic Planning Council Sessions Strategic Planning Session 2-Held August 8,2017 Management Partners ■ Agreement to stay focused on the agreed-upon priorities • Staff reports now tie into the strategic plan and that will continue ■ Interest in consistency of measurements between departments, benchmarks with other cities on simple items(e.g., crime); could use the website to convey this to the community • Interest in knowing what has changed as a result of key performance indicators(KPIs) • Communication is important with the community and from department heads Wrap-up and Next Steps Participants completed a session evaluation form. Councilmembers and several executive staff offered comments at the end of the session. Highlights included: ■ We have good alignment between staff and Council • Candor and respect is apparent L ■ Sees growth in understanding ■ These sessions help us see the big picture and to get clear direction • The prioritization process is important • It's good to be talking about priorities • We have a general plan for technology Next Steps: The next steps to implement the results of these two sessions are as follow: ■ Management Partners prepares report documenting the discussions and results;and ■ City staff prepare FY 2017-18 budget and updates strategic plan. 14 422 Attachment C — PowerPoint Presentation from August 8, 2017 SegundoCity of El City Council Strategic Planning Session t; August 8,2017 Jan Perkins I Management Partners ROOM PdF111FF5� r CommentPublic • - from 5F Today's Agenda Today's Objectives •Welcome by mayor •Public Comment •Comm anis from tie Ci ty Manager COUricd FQ�,,db,,Ick Council Feedback •Recap of July 11 Session nlin'Ifyon Allocation of f7wervrew Df Preliminary FY 2017.18 H.dgo[ General • •Council Consensus an Pfiarities forty 2017.18 Reserves NO•Council Feedback on,411ocatron of General Fund Reserves for FY 2011.18 •Reporting on Goals and St•ying M Track wIlh Pnmllles WaWshad Way •Wrap Up and Aon iew Bleat Steps 1 423 Ground Rules Bike Rack Engage fully r Listen to understand Time management too Seek consensus Things to discuss at Stay focused anothertime will be tracked on a flipchart Enjoy the afternoon! Recap of Discussions ■oGoals 1. Accomplishments from prior year discussed and success factors identified 2. National,state and regional trends � � reviewed 3. Financial outlook presented Rec ) M M 4. Goals reviewed and confirmed I•GLr� 5. Priorities worksheet reviewed Goals • Planning • Keep goals the same for the coming Council and Staff Each Play Essential Roles year • In making decisions,consider environmental stewardship among other factors(e.g.,financial,impact on the business community,impact �FIISiaii;.lfy •Departmental on residents) goals,policy strategies priorities •Implementation approaches 2 424 A Better El Segundo Results From.. Strategic Plan Framework viWn hHsslon t � � ® � � •.vNuas ft Our focus today is on strategies(priorities)–the '91►4tf71� means to achieve goals. Overview of Preliminary FY 2017-18 Budget FY 2016—2017 Fund Balance Update 'Mad Vw4i= wostan:uwererkr�t.r; 4Javt*w;wtdMMrt xlOvi L NJ$ - "if.iwc76Sr Iw rpr ne7 rvxr end a In.—d revenu+t+m FY 201G.a C1 f 3ri 9Co � K ptri [60..a C4Po}A — Ending unxulxd wnd-*' wmorr lo.lot7 ra.9s•..9sc � vgwred.eeerre o+ta:s P•r❑tr ewrnrlt 4rna eu•nr. pvf;e"Nor, f::��.wc Proposed . 117—2018 Proposed Reserves for12018 Iteurne xtwnmunn. •GenerdlPu,,d ftesmve Reserve A5stimettons • Council's Policy is to reach 20%of General Fund expenditures • Currently at l8%,orS122Min FY2016-17 +• E[onomicUncertaintyReserve • Staff is proposing to maintain the current reserve level of 1846 in FY 2017-18,deferring an •Council Policy is to maintain a$2M reserve increase in reserve levels for subsequent years • •Maintain current balance of$2M(fully funded) 18%=$12.4M •Alternative of 19%=$13.1M • Combined GF reserve and Economic Uncertainty reserve of$2OAM • Strategic use of 1%reserve towards paying down CalPERS unfunded liability •The City would save approximately$1M in interest payments vs.$4k in interest earnings if left in City reserves •Total pension liability reduced by$1.7M($1M in interest+–$700k principal) 3 425 Preliminary FY 1 • Five Year • - 12018 • 2021-2022 Exavnditure Assumatlons and 6rlvers �' • OperalingB Maintenance(00M1 Budgets -Departmental O&M budgets status quo wdh CPI,crease reflected per contractual requirement • Personnel Casts ?ryfN T•Id1a3Ga•rKIIM7[J4iT Sl'{A.Is�.l Ef New MOUS for POA&PSSEA -01—d in the proposed budget Prpjt(i[d My.nur $6?.1oo.,MB $ • Based on current salary schedule wdh step increases .1.f•11lA�' � X1.156000 Minimum hourly wage effective each January 1.2017=$10.50,2018=$11,2019=$12,2020= $13,2021=$14,2022=$15 trt..1(•i 5450,gco $RSpp00 •CaIPER5 pension costs continue to rise I'd"PswO•ofw"M PtfWJM P 11450USI fO W.426.m Public Safety Rates.46.6%(FY 15-16),49.97%(16-17),55.03%(17-18),61296(18-19),67,6%(19- 20),75.596120-211,&00.1%(21-22) O.ei£n and 2,1­R�quwrmenl 17,743.000 Sg.931:.40 -' 29.6?R20-21),&31 IFY 15-161,19.0]!6(16-17),20 6%(17-18), 235%(18-19),264%(19-20). Ifrty_(sk=lteta.f 41 rrarrrrt f7.4AE/0 g.tdlMl 29.696(20-211.&31.6°6(21-22) PensionKey Contributing Factors to Rising - Proposed • Enhanced Benefits Based upon Unrealistic Expectations • Recession and Poor CaIPERS Investment Returns wru ars r s•wr .�r+r� to • Increased cash outflows($20.5 Killion annually)from CaIPERS uymf! aLsm • loweringthe CaIPERS Discount Rate(Assumed Rate of Return)on Investment Pool Assets p—.r..r�w ivn,m�sa.,+�xtcTnen'irn�sl:,�pl : .ei.••e..•„e:r..�,....�...•�„-,,,,..,, 7wtn nvl un nti•. WWI—Date FY Re9wred Y•w.ei naM cont,J,..on PRrltwnnn£atw•wdnaar r•1! June 302015 2017-1B 780•b June 30 2016 201&19 7375% W+p �"'• Jure 302017 201320 ]2s% June30 2018 2020-21 ]00Y. +.tvie-rte r..er.•z•w a'• on s zscr.z •]ya,c • Revising Mortality Tables and other Actuarial Assumptions tm w 1 s 2 s� 3 tg • Shrinking Ratio of Active vs.Retired Employees �I�11•.I 1r r• rl i li I CaIPFRS Projected Impact of Proposed Changes: r`w••' rRR•••' MiscellaneousForecast tdkn ni e la/r ses N•µ zozo-u� xom'i� zvzz.zzn maw z.n wl�wrr•...r.Ar �sW s LaIlmo 5�l Sal !stlr tla!lbw! 1(ura)i rssal t s/+•Ir4�•.nar1•.++11nw�,n re•aa l I 'iutom II II i I I ■u 1.li I I •�•••aap�aer�ri••rrr...n•••- s1a µµ.. unt{�+ xuingpe sllagt n atseq n!yt ISs_aal ttR rlarF ztrAlt F+w{adl4W l+lMw1011-•p% s,s (Sala•9 _� r+t>`tr legatl rmlt z -- r•• aRre C-.••w•rFr.y szz S t ox S v me 5 1 ow S r asLom s z S isry�]r 5•IEr I+ara s 4ul fWy n-iJ#1n•a.M,Iw�r aaa t s>sa 1 alma 1��1 rinf_1 Pr¢ptr t_A1ria� ser SSSSW nre.aes mantl 1-ilrrr� I.•.0 th usx a+. �� �iairvn saa neq.rr n nn nn.>r nras:� nmev ..+a>:n 4 426 Fiscal Policy • Decisions Over • Years • Whether to pass a,credit card convenience fee on to end-user OF A.Whether to seek new revenue sources continue to subsidize as a cost of doing business and absorb into D.How to tackle the CalPERS unfunded liability operating budget C.Prioritizing and funding implementation of new technology • FY 2017-18 credit card fees are anticipated to increase by$91k for a totat of D.Cost recovery policy discussion and implementation of fee study $190k E.Top Golf • User fee cost recovery policy F.Review of current business modetfor trash and water/sewer • Whether to seek new revenue sources or enhance existing revenue G.Land use discussions sources H.Infrastructure financing I.Storm water costs •Business License Tax,UFJT,local Use&Sales Tax I Future salary and compensation model loo— �./ Council Comments About Preliminary Budget Next Steps on the Budget ■/��f■� • Prepare budget based on Council feedback today,including the `..! Priorities that will be set next • Schedule: •August 31 Budget Study Session •September 5th Budget hearing •September 1911,Budget adoption PrioritiesSetting • 1 Priority Setting Process: The End Result You can do anything—but i not everything." •These will be •These wilt be •items thal David Allen the council's the Projects to could be 'Productivity Principles" top prfAfitf e5. be pursued as deferred do F.ACompony •Wilt receive resnunes the future,or primary pwmit. removed aitentim altogether 5 427 Explanation of Priority Setting Process Dot Voting on Priorities Irsdicate your Tier 1 Indicate items that can priorities be deferred ar Siam 3-Uisnt;:.the re%uls-vrl a r:,-�.. � fAr�Y zb17-18 fERYOYed [tlnsph'•if4 [30 dntsJ IS dots} Slop d:V;tlld7cn filer 1 hnd'Cu�2 bri;erl on ylalF and other�a;ot�rce Ca,Yirlty Consensus on Priorities Feedback from Council on Allocating General Fund Reserves 'nps•pYp�tic11t6: 53.SR1 v+na7n-G.nu Available tmpr-;vement�- Reporting Progress and Staying on Track Next Steps fS 1 F t n{� don i6;e nenLfartners Starf;;.ap.ir9> 1 prCl;ttre5 reoo�l train 7-i8�;ca2[�ru_ �odny'S session rJ-at_;:a�alr�CC o;,<in requests that emerge? --r f Final Comments and Evaluation sE Thank you! fan Derhins 949102 8870 jpec4ins@managementpaMem com 1 r ftnnen ,,oOw- 7 429 Strategic Planning Council Sessions Attachment A—Priorities By Tier With Added Detail Management Partners PrioritiesBy • • ' • Detail City of El Segundo City Council Priorities for FY 2017-18 Previous Council Additional Direction Resources Provided Underway Needed Tier 1 Priorities (Yes/No) (Yes/No) (Yes/No) Comments Goal A:Enhance Customer Service and Engagement 1. Obtain customer feedback and Yes Yes Yes Survey is being planned now;implementation use it to improve services.(Goal anticipated during FY 2017/18. Some councilmember A:Enhance customer service and interest in using net-promoter tool. engagement.) The interest is in customer feedback at the point of contact with our services. Plan to get community input during FY 2017-18. Goal B: Support Community Safety and Preparedness 't` 1. Increase focus on crime Yes Yes Unknown The scope of this item will determine whether prevention including greater additional resources would be required.Police Chief community engagement will provide information about what is taking place now and options for increasing this focus. Goal C: Develop as a Choice Employer and Workforce 1. Engage a third-party to conduct a No No Yes Scope to be determined. Human Resources audit to ascertain updates needed to the municipal code,systems and other components. 15 430 Strategic Planning Council Sessions Attachment A—Priorities By Tier With Added Detail Management Partners Council Additional Direcjion Resources Provided Und�mrway Needed Tier 1 Priorities (Yes/No) (Yes/No] (Yes/No) Comments Goal D: Develop Quality Infrastructure and Technology 1. Successful implementation of new Yes Yes Yes Technology Committee assisting with prioritization; technology numerous technology needs and options have been identified to date(e.g.,recreation,library,planning, police,fire,finance,human resources,public works,city clerk).Some key technology improvements have already been implemented or are underway. Goal E. Champion Economic Development and Fiscal 5ustainabi ity 1. Downtown: a. Implement downtown Yes Yes Yes • Formation of Downtown Advisory Group underway beautification . Direction and funds for downtown landscape b. Develop a vision for the No No Yes underway. downtown • Direction and funds for additional public c. Promote the downtown Partial Partial Unknown improvements for downtown not yet provided. and create a funding • Supporting the downtown is in the economic source for marketing the development strategic plan. Creating a funding downtown source for promoting the downtown is not a formal Council policy(e.g.,general fund,PBID,other sources). 2. Address pension liability Yes No Yes Options for addressing pension liability include making advance payments from reserves. 16 431 Strategic Planning Council Sessions Attachment A—Priorities By Tier With Added Detail Management Partners Previous Council Additional Direction Resources Provided Underway Needed Tier 2 Priorities (Yes/No) (Yes/No) (Yes/No) Comments Goal A:Enhance Customer Service and E11 111111111111111 ngagement _.. 1. Refine the strategic plan and Yes No No Strategic plan will be refined. A short version will be create a short version to use as a placed on the City's website and for distribution to communication vehicle employees and community members. 2. Proactively identify City successes Yes Yes No City should be sharing more of its achievements with the and highlight them to the public community(and internally with our staff).Current methods include bi-monthly newsletter to the public(first published March 2017),successes disseminated via Facebook and City's web page. 3. Streamline the purchasing policy No Yes No This is a project to increase efficiency through for business process improvement streamlining purchasing and contracting processes. Results of staff research may require Council discussion and ordinance change. There is an interest in evaluating the City's approach to risk as pertains to purchasing and contracts.Internal workinggroup underway. 4. Update the website and create a Yes Yes No Involves developing a new website to make it user- mobile app for full interface with friendly with a mobile interface the website 5. Implement the business center for Yes Yes No Intent is improved customer service through a one-stop increased customer service and shop and integrated processes.Will open in 2018. Fee efficiency surcharge was added for construction of this center;may need to consider extending surcharge for technology to aid efficiency of processes at the center. 6. Develop an operations and Yes Yes Yes Involves additional staff and maintenance For this facility. management plan for the new aquatics center 17 432 Strategic Planning Council Sessions Attachment A—Priorities By Tier With Added Detail Management Partners DirectionPrevious Council Additional PrioritiesProvided Underway Needed Tier 2 Goal B: Support Community Safety and Preparedness 1. Enhance pedestrian and bike Yes Yes Yes Scope will need further definition.The interest is in safety in certain areas focusing in on enhancing safety in the areas with known safety issues. May need to provide signage to aid people from outside the community who are driving in town. 2. Become a city that is prepared to Yes Yes No Staff position has been filled. Plans being updated.EOC respond to emergencies and drill to be held in fall 2017. disasters 3. Implement a new Computer Yes Yes Yes This is a regional project through the JPA.Partially Aided Dispatch(CAD)system funded.Planning is underway with the partner agencies. 4. Implement a new Automated Yes No Yes Funding plan approved but additional funds are needed License Place Recognition(ALPR) to support the new system. system Goal C: Develop as a Choice Employer and Workforce 1. Complete labor negotiations Yes Yes Yes 2. Focus on employee development Yes Yes Yes Executive team nearly at full staffing;teambuilding held. and engagement(e.g.,develop Research to begin in FY 2017-18 regarding employee leadership bench-strength recognition and wellness. Hiring process improvements professional development plans, underway.Employee training will be an area of emphasis employee evaluations,succession in FY 2017-18. planning) 3. Conduct an employee survey Yes No Yes In strategic plan;survey research planned for FY 2017-18- (e.g.,gauge morale,gather Rollout survey in late FY 2017-18. information about employee needs) 18 433 Strategic Planning Council Sessions Attachment A—Priorities By Tier With Added Detail Management Partners Previous Council Additional Direction PrioritiesProvided Underway Needed Tier 2 4. Enhance employee safety and Yes Yes No Fit Responder training(risk mitigation training)conducted reduce accidents and costs by Fire in FY 2016-17.Additional City-wide training to be scheduled for FY 2017-18 5. Improve the hiring process in Yes Yes No Vacancies have been prioritized. Recruitments are order to efficiently fill vacant underway.Hiring process will be reviewed to identify positions opportunities to streamline. Goal D: Develop Quality Infrastructure and Technology 1. Develop a plan to utilize increased Yes Yes Yes Regional funds are available to the city to be allocated transportation funding and a multi-year plan is needed. 2. Conduct a facilities needs Yes No Yes A comprehensive needs assessment would include assessment improvements to the Plunge. Goal E. Champion Economic Development and Fiscal Sustainability 3. Complete the economic Yes Yes No Economic development strategic plan was approved in development strategic plan and July 2018. implement its goals 4. Begin the General Plan update for No Yes Yes Research underway to bring this to the Council for determine if this is a good determination if the City will pursue a General Plan expenditure of funds) update.Scheduled for August 15. 5. Implement the accessory dwelling Yes Yes No Monitor the level of construction and reporting back to unit ordinance the Council regarding necessary changes to the ordinance 6. Advocate for City concerns No No Unknown regarding impacts of LAX expansion 7. Assess trash services,rebid the No No Yes After 20 years of existing contract,time to analyze service contract and determine how to needs and options,including how to pay for this service. pay for it 19 434 Strategic Planning Council Sessions Attachment A—Priorities By.Tier With Added Detail Management Partners Previous Council Additional Direction Resources Provided Underway Needed Tier 2 Priorities (Yes/No) (Yes/No) (Yes/No) Comments 8. Determine future of The takes No Yes No Anticipated for September 2017 Council meeting;golf Golf Course including resolution operations must be determined regardless of outcome of of Top Golf question Top Golf proposal(management contract for The Lakes would need to be determined if a contract with Top Golf is not approved) 9. Develop options for increased Yes/No Yes Yes Includes identifying new revenue options.Work plan calls revenue for operations and for development of comprehensive master fee schedule infrastructure (has not been updated in 10 years);cost recovery policy; business license tax review. 10. Conduct a water/sewer rate study No No Yes This would be a Proposition 218 study.Pending Council direction. 11. Research insurance options No Yes No Identify available liability risk pools and options for (liability and workers' workers'compensation third party administrators to compensation) ensure the City has the best providers. 20 435 Strategic Planning Council Sessions Attaclunent A—Priorities By Tier With Added Detail Management Partners Previous Council Additional Direction Resources Provided Underway Needed Deferred or Removed Goal A:Enhance Custamer5erv'tce and Engagement 1. Assess the variety of No No Unknown Council determined this is a low priority for the present transportation options including and can be deferred. effectiveness of current shuttle (transit)services Gaal E. Champion Economic development and fiscal Sustainability 1. Discuss potential of No No Unknown Council determined this as written should be removed residential/live-work/mixed-use from consideration. The future of the east side of development on the east side of Sepulveda will be part of the General Plan Update. Sepulveda Blvd 22 436 Attachment B — PowerPoint Presentation from July 11, 2017 SegundoCity of El City Council Strategic Planning Session July 11,2017 Jan Perkins J Management Partners menus PiIb1lq 1 CommentPublic • from —Sr f L Today's •. August 8, 2017Agenda •Nllmmc by Mmw 1. •Welcome by Mayof •PotFtfommwn LpmmeMs bpmthe LaylNuul¢r I •Public Comment •owVvpf Slntrgu PI—g •Recap July 11 Discussion Di&msrpnof Accompilihmentf and Prg"im Straie&Mn ' •Council Direction on Priorities for FY 2017-18 •Ppn of nevi l Wd Supe herds%HIh toes tmpbr t.ms _ _J .Overview of the Prelbnfnary FY 2017.18 Budget •oisemsrpnd FMMn .l 6urinpk FI•Affarnv mamtir K"..Gosh l •Council Feedback on Allocation of GenCraF Fund Reserves •tliscp km of Prioritfnt Wolkshoel •Staying Focused on Our Priorities Owing the Year Ifs•Wrap up Pnd Ruvim Nrn snips .Wrap-up and Next Steps 22 437 Today's Objectives Ground Rules Engagefully Listen to understand Seek consensus Stay focused Enjoy the afternoon! Bike Rack • Better El Segundo Results From.... Time management tool ® � ar• wt•� Things to discuss at another time will be tracked on a flipchart Strategic Plan Framework •• Vision �. Vision Y AviSionsets the focusfor aft S ! the future.It is a statement of where the City is going, "Where Big Ideas Take Off" a hub for innovation. 1 JAs � rw 23 438 El 's Mission .. ALMission emission isastatemento} "Provide a great place to the purpose of the ��organization.It fundamentally live, work and visit.defines what the organization stands for and what it will do, �tsfn 9 irlskm # I Values provide the basis for how the organization and its K}� P'11s members will work to achieve the mission and vision. BroadGoals • Accountability • Productivity Vubn • Ethics y Mhsion I • Stewardship • Service vat•as • Challenging ourselves Gnats Goals are what you want ro achieve through investing • Continuous improvement and SVhFjies resources.They are multi-year in reflection nature and provide direction based on vision. 24 439 El Segundo's Key Goals Strategies vltlan f nrl.,iun values finals Strategies a+s the means>ro Strategies acklevethe goals.They are the specific projects and Initiatives Athat move the City toward achieving big,long range goal& Strategic Planning Roles • • • • Council and Staff Each Play Essential Roles • Review handout • Identify the key factors Council contributing to these successes 7P-r,-o1r,,,tP--1'1cY bepartmentai strategies•Implementation Approaches Review Progress on Strategic Plan Factors that Helped and Hindered Achievement •STe:+CanerA dire t7im •7YAmiMXGee9dFnf yrlrantirti. •crty Fra4pt+• O:fC�q•lGn ef50 it 1:1 •�[Ly�r;bra+ifvEbrsatrsry i�[G:tiur[•l/n•alel olhEl'rOlf. •Pt,.4candf:al7 .atarrcrcc •fifty rkpxtrr.ant ha:9 irad1+'SMp •Mprlrlelmn tk,es • Lack oylahrolory 11000% •V."I POA]n rife 25 440 Los Angeles County's Population is Projected Trends, Risks and Challenges: Big Shifts Underway Grow from 9,837,011 to 11,161,569 luso 2010 A 9GPL YC MtIfiVPiN Implsaliani lcf F1 � �� ' 7xcYr2Ts:anry ul•naf Scb^lndn •i �i r r ity`�j uaY �rvv Los Angeles County • . • County IA■ tial tf�Jr✓��Ilit1•■•fair• •IK t1�711.11.vlllf California's unemployment v rate in 2010 was 12.3%and �.. it - - �� has declined to 4.7%in May of 2017. ••i s- - — - — — Similar to California, • Los Angeles County's g■tl /- � unemployment rate continued am • - — [a decline from 22-5%in 2010 .r f to 4.0%in May of 2017. � •p■ W i4■1 4i MY •.lft +b1fM• i41 Ll >� 1••• i■tl■ ■ON ■ala• ■" ■00 own ■M �. Income • on .r Workers Are Expected to Rise in California Share of Income Captured by the Top 1%,hom 1917 t,2013 �� atirewrrs� i � ■ California is 7th most — "� Wuyes in Los Angeles 2s unequal state in the County are predicted 4 country. _ to drop slightly below 77f a °�► the California average, Los Angeles County Is _ while the wage among the tap 2% a u'w"0iw growth rote is m05tunequal predicted taparrllet +� �o 1W oft loon coon kesin the . Callfornia's through In the United States,the share of income captured by the Co Uniry, aM r i in Ed=an i 111 in n• s 2ASQ, tap l%hascl—bled nrtfnnalM W!!toM4; creasing from L0%to 20.1% 26 441 Five Generations •rking Together Each GenerationOffers By ZM, Millerimals.wiii W.7Baby Boomers GenX Millennials .� • Silent (l9aam 1964), Gen 19aol GenZ be nearly halt ,aLoybefor•19e5) Campetitrve 9kepC¢al I11611a199>) IepmaRer19981 of ail workers.' D[scipalined Think wo,hers •bdependen4 •Like IeartwrpM1,aM a reer muhi- nouldpa,,00, mi"da feetlWcYsYers •Resp_ •Focused on Will techrwbBY .'red�nphef authority and fte5 qualRy resW[s 'View wort as an - (2-�; rules 'xppmcw[e wodHue expressos or a. bai— memsewea r•� 3i7 City of El Segundo's Workforce is Mostly Generation X and Baby Boorner �� •a+seerwert+.eewsecalots x+a n•a Especially for... 2638 • Experienced executives,managers and supervisors _ • Police officers • Engineers • Planners Public finance professionals 1WO�.� • Human resources experts • Water treatment and distribution specialists �� I Advanced Technology Will Have Major Impacts • Alrbrib has exceeded 10 Now do coral governmtnts • 30 printing revenue is expected to Flaw will these regulate thCse rtrwPiavets7 grow from$3 billion worldwide for rC million guest-stays since its 2013 to over$21 billion by 2020 technologies... launch and now has more Arethtey:.. • 31)printing allows for colt-competitive production w th minimal sla Ring ' orlptics the manufdcrering rrcl+++o10 than half a million properties 0Y-mpvnlrsT rld trtlgSporYotltln of listed Toxnbki hofel'opefova"O • Self-dANng urs may replace 3,4 goods? Vnlirenied'tPxl'xersir[sT million truck,taxi,bus and delivery drivers by 2050 change0b oppofturllfle5 • Uber claims to be doubling its whaIImpatrdothey himeen... rransponationjobs are someofthe incammunlries? few remaining careers that do no[ revenue every six months liolrs7nq ondrurrafpricesT lie du�anon require aroge e • tkahk wages and fnbar morfrers7 27 442 CaliforniaArtificial Intelligence Is Here • Poses Artifidal intelligence(All: 201'4and 2015 are the two "A romputer'z abilfy to direst large amounts al information,le--Ik and apply W t Ynowledr in a vanety of ways:' —meest Kn on record for nosns••re �Itwerwrvwn�wt ar.•...r•w , fahfornia Examples of All Applications 'i •"•+�� 2011 to 2015 are the state's • legal SerWces-AI can review,extract How eaR Al be driest on record • and organize information from used as a tm for [AOre tftar,lfgmgaon Gees thousands of documents in minutes focal governments are dead in California • Health 5ervlms-Al can suggest to process ri 9mi•ion acranof[otcsc l:M cancer treatments using patient health are at riskfor catastrophic data and a review of current scientific I/IfO/matioR7 .j fires research y ��� � � � ��� may Va•q'ore in take,Napa and � y Sonoma Counties in 2015 destroyed 1,95S structures and burned 76,067 acres Sea-level Rise Likely toImpact •• Revenue Gap Persists in Many Cities Recurring General Fund Revenue per Capita • Large gap between past • El Segundo is likely to Average of Nine UdIrniaCks revenue expectationsand experience significant —Adorra ------Me.+nr shorelire loss with.IN mote u' �r current reality in many cities me ten of sits-lovas rise s>a • Beach etwionandshwnkn/ • State and local government loss Impact property, y, .fwnmra revenue gap expected to infrastructure and tourism continue Power generation and other 7e utilities may be impacted by ­­ warTpT.fT)U UUMGi sea-level rise - ...w.a•w.wrnw-.w�� The Next Recession • • • Safety Projections t•.r[r�re..r. '+•+•-+•+•�•'• Pension costs are --- '�•^' rising in the short term due to planned * increases caused by j .. CalPERS actuarial changes • Costs may rise in the tlii4"s� e!ili4iit4slF!€� 4t"selelt�lE€iiiifi;;x longterm due to r�..��..v....•.r....--- lower investment -- • Since 1927,13 recessions have occurred on average every 6.8 years; returns now 7 years since"official"end of Great Recession - • Another recession is Inevitable 28 443 Health Care Costs Rising Throughout California • All health plans face major premium n■w26_*Illli f„ increases haft S yr.rss.�uM�r • PEMCHA Kaiser premiums soared f•. s - 249%in 15 years(8.1%average lain annual growth rate) Ine • Labor MOUS dictate percent of I premiums paid by agencies and S• employees "_..or >An•i•v...rnrup. • Major uncertainty for federal health ur. 1 •'� policy and future costs remains } Shifting Federal Policies Pose Uncertainties • Shift in federal policies pose © •�ca+u++cnrer...+r*16e,femm woii+%nr,.rrUlf un.er uncertainties for California local governments ) r v:,s.•...se true"rdEar StPr ortrsx-.r.x;rra. • Energy .^'ftc Cl"gf WrU faR:•ER•r,%e:FYIOCYL%..ervnnl • Environment •Sanrs�Trn.:■+r if■rrr:WRxve�'rKh+bOp •Water I • Immigration © •6icu+ne.ara»+rr tr C..m• • Housing Regulations Fm.wrrrrs—rooM:M'=ar.�ndlleYv:circ[csK rilr! • __ • other. .[,nl.ttT Wfnglr4j m.rtnaMrruin:pso What Do These Trends Mean to Us? Multi-Year Forecast for City of 11 Segundo A. ® •IMnarW3Cy duiW Nrly el�kcl WtC liaeo-r� s.s s•s su _, s,s �IfRW t,r �r •, : ass 29 444 We Have Pluses • Challenges Future Financial DecisionsOver • Years A.Whether to seek new revenue sources B.How to tackle the CaIPERS unfunded liability . •t:l'+E63cc5n ulWrg v/ C.Prioritizing and funding implementation of new technology •travy rmwalnc•N•cvc_tt:e!v •v.tralnucmre-�.t?.yrr•r.:yr•r_ 0.Cost recovery policy discussion and implementation of fee study lia,a nrjibr,•�r.Gn.v^rIp J rl9plyd•trr.a.trrd tygrr rllwrr •f7eaclrrVhrrird[t�s►iet aY.i E.Top Golf •C+^i•rr'I"'�+A hpNlYkel .rV wa}5•j :Mnrlsr.I,rahvitrLAW. j014I ' F.Review of current business model for trash and water/sewer .. 3.•ur r.rn hOra rc- vrrlrw tai.rr.t .cy.r1!rny .0APr z rrynalr G.Land uf•dfuum.on$ •Cu.11d:S rCY rA0 Mi Uinh 94%—IV .�iO4wall""I •pinpanti,;xt om,�isnr r,om M , r=,Urvxri H.Infrastructure financing cy,•m.ry�If•,errAyH I.Storm water costs J'.Future salary and compensation model Council •mments About Financial Outlook Remaining Discussi•n Toda —MBORk •Affirm or modify the five key goals - 11�__ •Discussion of priorities worksheet Affirm or Modify Key Goals Affirm or Modify Key Goals Do our goals capture our desired outcomes? t L 30 445 Orientation to FY 2017-18 Priorities Worksheet i Priority Setting Process: The End Result y��� T[Rr 1 ,���� Other Opportunities Priorities listed include: •Items indicated by for the Future Councilmembers Priorities placed into the I��5 five key goal categories [= attention- Explanation of Priority Setting Process � Next Steps � 31 446 l r .. f,ta-, ,- � SPw�d 4rarei,•P t--.'.�,�a ega :,.;ff^r-r;�s�.=,� Sten:.U.ci itis fire , it•-,ii,ri[I�- -i l�:"- " �oJ>f E _ � _�.. Step I;�l,dlda[r 11er 1 drrl Iler 2 bA:qd on �.t.rff and other ieiourc:ca n'.�dry August 8 Session Objectives Final Comments and Evaluation OEvrlop Counol Ohn,in Counul Determine how �/ Um:,rnsiiti on f��dback cn Counal and staff mill % prioritic;,for allooaion of�,enrrl stay focused on the � — FY2017-1° fund resGr:e: prionLes .,{ Thank • � Yan►Crkins 949 202.6870 jperYins@managemenfpartners<om 32 447 MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 1, 2017 — 5:00 PM 5:00 P.M. SESSION — Due to lack of quorum; meeting postponed to 6:30 PM CALL TO ORDER — Mayor Pro Tem Boyles at 6:30 PM ROLL CALL Mayor Fuentes - Absent Mayor Pro Tem Boyles - Present Council Member Dugan - Present Council Member Brann - Present Council Member Pirsztuk - Present PUBLIC COMMUNICATION — (Related to City Business Only— 5 minute limit per person, 30 minute limit total) None SPECIAL ORDER OF BUSINESS: 1. Approve agreement with labor counsel and appoint labor negotiator. Mark Hensley, City Attorney, announced the agreement and appointment of Labor Negotiator, Irma Rodriquez Moisa, as a result of closed session interviews. Council Discussion Council consensus to approve the agreement no. 5371 and appointment with a unanimous voice vote. 4/0 Mayor Pro Tem Boyles announced that Council would be meeting in closed session pursuant to the items listed on the Agenda. CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(d)(1): -0- matters CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION MINUTES OF THE REGULAR COUNCIL MEETING AUGUST 1,2017 PAGENO.] 448 Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -2- matters. Initiation of litigation pursuant to Government Code §54956.9 (d)(4): -1- matters. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -0- matters APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter PUBLIC EMPLOYMENT (Gov't Code § 54957) -0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -3- matters 1. Employee Organizations: Police Management Association; Supervisory and Professional Employees Association; City Employees Association. Agency Designated Representative: City Manager, Greg Carpenter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters Adjourned at 5:50 PM MINUTES OF THE REGULAR COUNCIL MEETING AUGUST 1,2017 PAGE NO.2 449 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 1, 2017 - 7:00 P.M. SPECIAL MEETING RAN SIMULTANEOUSLY WITH REGULAR MEETING. ITEM IS PRESENTED DURING CITY ATTORNEY REPORT. 7:00 P.M. SESSION CALL TO ORDER — Mayor Pro Tem Boyles INVOCATION — Pastor George Lopez, The Bridge Church PLEDGE OF ALLEGIANCE — Council Member Brann PRESENTATIONS - None ROLL CALL Mayor Fuentes - Absent Mayor Pro Tem Boyles - Present Council Member Dugan - Present Council Member Brann - Present Council Member Pirsztuk - Present PUBLIC COMMUNICATIONS — (Related to City Business Only— 5 minute limit per person, 30 minute limit total) Joyce Genius, believes she is being harassed by the Police Department concerning her RV and where she chooses to park. Dickie Van Breene, Rotary President, invited the Community to attend the Movie in the Park on Saturday, August 5, 2017 at Chevron Employee Park. Jack Axelrod, resident, commented on items of concern. Julia Lillis Cohen, resident, commented on the Recreation and Parks Commission and her items of concern with the various park facilities. CITY COUNCIL COMMENTS — (Related to Public Communications) Council Member Brann asked Meredith Petit, Recreation and Parks Director to speak concerning the Recreation and Parks Commission. A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MINUTES OF THE REGULAR COUNCIL MEETING AUGUST 1,2017 PAGE NO.3 450 MOTION by Council Member Dugan, SECONDED by Council Member Brann to read all ordinances and resolutions on the agenda by title only. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) C. UNFINISHED BUSINESS 1. Consideration and possible action to receive and file a preliminary plan to form a Downtown Committee to address maintenance and possible improvements to Downtown EI Segundo. (Fiscal Impact: None) Greg Carpenter, City Manager and Council Member Pirsztuk recused themselves due to possible conflict of interest on the item. Sam Lee, Building Director, gave a report and suggested forming a Downtown Committee, to be led by Barbara Voss, Economic Development Manager, to discuss beautification and revitalization of Downtown EI Segundo. The committee will then report back to Council. Council Discussion and suggestions. Council consensus to receive and file the report. The committee will report back to Council in the coming months. Greg Carpenter and Council Member Pirsztuk returned to the meeting. D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 2. Consideration and possible action to announce the appointments to the Environmental Committee and Senior Housing Corporation Board. (Fiscal Impact: None) Mayor Pro Tem Boyles announced the appointment of Tracey Miller-Zarneke and Jack Ashworth to full terms on the Environmental Committee, both terms expiring 6/30/21 and announced the appointment of James Latta and Marjolein Oakley to full terms on the Senior Citizen Housing Corporation Board, both terms expiring 6/30/21. 3. Consideration and possible action to receive and file an annual report of the Senior Housing Corporation Board. (Fiscal Impact: None) Martin Stone, Senior Housing Corporation Board Member, gave the annual report of the Senior Housing Corporation Board. MINUTES OF THE REGULAR COUNCIL MEETING AUGUST 1,2017 PAGE NOA 451 Council Discussion Council consensus to receive and file the annual report of the Senior Housing Corporation Board. 4. Consideration and possible action to receive and file an annual report of the Golf Course Subcommittee. (Fiscal Impact: None) John Gutt, Golf Course Subcommittee Member, gave the annual report of the Golf Course Subcommittee. Council consensus to receive and file the annual report of the Golf Course Subcommittee. 5. Consideration and possible action to adopt the revised Library of Trustees' Bylaws of July 11, 2017, which change the Library Board of Trustees term of office from serving two- 3 year terms to no cap on the term of office. Every three years seated Board members may participate in the interview process with the City Council before possible re-appointment. (Fiscal Impact: None) Greg Carpenter, City Manager, introduced and answered Council questions. Debra Brighton, Library Director, answered Council questions. Council discussion MOTION by Council Member Brann, SECONDED by Mayor Pro Tem Boyles to adopt Resolution No. 5050. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 6. Consideration and possible action to increase the number of members from seven to eleven for the Arts and Culture Advisory Committee and alter the selection process for new members in that they would be interviewed by the Committee and, if selected, submitted to the City Council for approval. (Fiscal Impact: None) Greg Carpenter, City Manager, introduced the item. Meredith Petit, Recreation and Parks Director, gave a presentation. Council Discussion MOTION by Council Member Pirsztuk, SECONDED by Mayor Pro Tem Boyles to increase the number of members from seven to eleven for the Arts and Culture Advisory Committee and alter the selection process for new members in that they would be MINUTES OF THE REGULAR COUNCIL MEETING AUGUST 1;2017 PAGE NO.5 452 interviewed by the Committee and, if selected, submitted to the City Council for approval. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 7. Approve Warrant Numbers 3017327 through 3017468 on Register No. 20 in the total amount of$718,281.26 and Wire Transfers from 7/10/17 through 7/23/17 in the total amount of $11,752,999.25. Ratified Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and/or adjustments; and wire transfers. 8. Approve Special City Council Meeting Minutes of July 10, 2017 and Regular City Council Meeting Minutes of July 18, 2017. 9. Approve the re-appointment of Elyse Beardsley to the South Bay Workforce Investment Board (SBWIB) and request the City Clerk to forward a certified copy of Council's actions to the SBWIB. (Fiscal Impact: None) 10. PULLED BY COUNCIL MEMBER BRANN MOTION by Council Member Pirsztuk, SECONDED by Council Member Brann to approve Consent Agenda items 7, 8, and 9. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 PULLED ITEM: 10. Consideration and possible action to approve the use of the City of EI Segundo logo and vehicle graphics of the EI Segundo Fire and Police Department on a new special edition "Hot Wheels" die-cast replica toy fire and police vehicles to be designed and produced by Mattel, Inc. (Fiscal Impact: None) Greg Carpenter, City Manager and Fire Chief Donovan answered Council questions. MOTION by Council Member Brann, SECONDED by Council Member Dugan authorizing the City Manager to execute a License Agreement, amendment no. 3746D with Mattel, Inc., in a form approved by the City Attorney, to allow the use of the City of El Segundo logo and vehicle graphics of the EI Segundo Fire Department for production of die-cast replica toy fire vehicles. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 MINUTES OF THE REGULAR COUNCIL MEETING AUGUST 1,2017 PAGE NO.6 453 F. NEW BUSINESS 11. Consideration and possible action to authorize the City Manager to execute a contract amendment with The Phelps Group (dba Phelps) for expanded economic development and hospitality and tourism marketing services. (Fiscal Impact: FY 16-17 - $565,000 in Economic Development Division Advertising and Publishing budget and Chevron Grant Fund expenditures.) Greg Carpenter, City Manager, introduced the item. Erin Culling, Team Leader and Kristen Bergevin, Vice President, Public Relations, with the Phelps Group, gave a presentation and answered questions. Al Keahi, Economic Development Advisory Committee Chair, commented and answered questions. Council Discussion MOTION by Council Member Dugan, SECONDED by Council Member Pirsztuk to authorize the City Manager to execute Contract Amendment No. XXX with The Phelps Group (dba Phelps), in a form approved by the City Attorney, for expanded economic development and destination marketing services. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 G. REPORTS — CITY MANAGER — Commented and updated on the Clutter's Bluff situation and mentioned there will be a Community Meeting conducted by the Police Department concerning Clutter's Bluff. Captain answered questions at the request of Mayor Pro Tem Boyles. H. REPORTS — CITY ATTORNEY— Introduced Item #1 on Special Meeting Agenda —TopGolf. See Special Meeting Minutes for details. I. REPORTS — CITY CLERK - None J. REPORTS — CITY TREASURER — Not Present K. REPORTS — CITY COUNCIL MEMBERS Council Member Brann — Attended the last Art Walk and gave a shout out to George Renfro for his work on the event and attended the Cambria Hotel Ribbon Cutting. Council Member Pirsztuk —Gave a shout out to George Renfro for the excellent job on the Art Walk and encouraged everyone to attend Rotary's Movie in the Park at Chevron on August 5, 2017. MINUTES OF THE REGULAR COUNCIL MEETING AUGUST 1,2017 PAGE NO.7 454 Council Member Dugan — Commented on the public comment regarding Police Harassment and the individual on parking her RV and commented on the recent Art Walk. At the request of Council Member Dugan, Captain Turnbull commented on the Public speaker and her comments concerning Police harassment and her RV parking situation. Mayor Pro Tem Boyles — Commented on Clutter's Bluff situation and the upcoming meeting, mentioned the recent issue regarding a dog situation and the community outreach concerning the situation, commented on DWP and what is the current situation with the empty tank on Grand Avenue and gave an update concerning Vista Del Mar restriping, thanked Supervisor Hahn for helping with the situation. 12. Consideration and possible action to direct staff to add an Environmental Impact statement to all policy decisions brought before the City Council. (Fiscal Impact: None) Mayor Pro Tem Boyles introduced the item. Council Discussion MOTION by Mayor Pro Tem Boyles, SECONDED by Council Member Pirsztuk directing staff to work with the Environmental Committee to develop policy/criteria for environmental considerations on staff reports that have a potential environmental impact. The policy would be mainly for purchases and not for SEQA projects. MOTION PASSED BY VOICE VOTE. 3/1 Yes: Boyles, Dugan, Pirsztuk No: Brann Mayor Fuentes — Absent; visiting the Republic of China on a business diplomacy trip. PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Ryan Baldino, resident, commented on the Top Golf item. Mr. Baldino went on record asking for the Golf Subcommittee to publish meeting dates so the public can attend the meetings. Dave Atkinson, resident, commented on the Top Golf item. Council Member Dugan and Council Member Pirsztuk commented on the Public Communication. TopGolf update to be presented at the August 15, 2017 MEMORIALS — None ADJOURNMENT at 10:01 PM Tracy Weaver, City Clerk MINUTES OF THE REGULAR COUNCIL MEETING AUGUST 1,2017 PAGE NO.8 455 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, AUGUST 1, 2017 — 7:00 P.M. MEETING RAN SIMULTANEOUSLY WITH THE REGULAR CITY COUNCIL MEETING 7:00 P.M. SESSION CALL TO ORDER— Mayor Pro Tem Boyles at 7:00 PM ROLL CALL Mayor Fuentes - Absent Mayor Pro Tem Boyles - Present Council Member Dugan - Present Council Member Brann - Present Council Member Pirsztuk - Present PUBLIC COMMUNICATION — (Related to City Business Only— 5 minute limit per person, 30 minute limit total) Ryan Baldino, resident, commented on the 24 hour meeting notice and mentioned residents would like more forthcoming information concerning the TopGolf project. SPECIAL ORDER OF BUSINESS: 1. Consideration and possible action to direct staff to undertake revisions related to the CenterCal Lease Agreement related to the proposed Top Golf project at the City's golf course and driving range (the Lakes). The potential revisions include, but are not limited to issues related to golf professionals, youth camps, and other City use of the driving range facility, security issues, Chevron's grant deed and extension of the due diligence period. Greg Carpenter, City Manager, introduced the item. Mark Hensley, City Attorney, reported on the item and answered Council questions. Council Discussion Meredith Petit, Recreation and Parks Director, answered Council questions. MOTION by Mayor Pro Tem Boyles, SECONDED by Council Member Brann instructing the City Attorney not move forward with a second reading of a resolution concerning TopGolf until the Chevron Grant Deed is updated showing the TopGolf project falls within the acceptable use of the property. MOTION PASSED BY A UNANIMOUS VOICE VOTE. 4/0 456 Council consensus to have the golf subcommittee meet with TopGolf and CenterCal to discuss issues concerning the Golf Pro's and Youth Programs at The Lake's Golf Course during construction of the TopGolf project. Council directed the City Manager to update Council weekly on TopGolf/CenterCal, with reports on the status of negotiations. Mark Hensley, City Attorney, will address the security issues and draft language with CenterCal's attorneys. Council consensus directing staff to provide the Council with an update regarding the satisfaction of the due diligence conditions (conditions that must be satisfied before the Lease becomes effective) at the next Council Meeting to be held on August 15, 2017. Adjourned at 10:01 PM Tracy Weaver, City Clerk 457 EL SEGUNDO CITY COUNCIL MEETING DATE: September 5,2017 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding approval of an amendment extending the management agreement between the El Segundo Senior Housing Board Corporation and the Cadman Group for the property management of Park Vista Senior Apartments, 615 East Holly Street. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Approve the amendment extending for three years the agreement between the El Segundo Senior Citizen Housing Corporation Board and the Cadman Group for operation of Park Vista Senior Apartments, 615 East Holly Street; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Contract Amendment 2. Park Vista Management Fee Analysis FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 5b El Segundo approaches its work in a financially strategic and responsible way Objective: 2 The City will maintain a stable,,pffleieril, and transparent financial environment PREPARED BY: Arecia Yee,Recreation Superintenden REVIEWED BY: Meredith Petit, Director of Recreation nd PJks APPROVED BY: Greg Carpenter, City Manager , BACKGROUND & DISCUSSION: The contract for management services of the City of El Segundo's Park Vista Senior Housing Complex between the El Segundo Senior Housing Corporation and the Cadman Group terminates on October 31, 2017. The Cadman Group has successfully managed the Senior Housing Complex/Park Vista for 13 years, since 2004. In addition to maintaining a 24 hour on-site staff, the Cadman Group's scope of services includes leasing, management, unit inspections, repair, maintenance and landscaping of the Park Vista Senior Housing Complex premises. 6 At the regular meeting of the Senior Housing Corporation Board on Wednesday, July 26, 2017,Neil 458 Cadman presented a proposal for a contract extension. Mr. Cadman proposed an increase to the management company fee from$13,000 to$14,500 monthly to allow him to provide a pay increase to his on-site employees who have not received an increase in three years. The proposed increase is at half of the market rate for regular property management. The fee also includes all of the staff's total compensation which is currently not at the industry standard. The Senior Housing Corporation Board unanimously approved the proposal and directed staff to initiate an amendment to the current contract for three additional years,through October 31, 2020. 459 FOURTH AMENDMENT TO PROPERTY MANAGEMENT AGREEMENT BETWEEN THE EL SEGUNDO SENIOR CITIZEN HOUSING CORPORATION AND CADMAN GROUP,A CALIFORNIA CORPORATION This FOURTH AMENDMENT ("Amendment")to the PROPERTY MANAGEMENT AGREEMENT BETWEEN THE EL SEGUNDO SENIOR CITIZEN HOUSING CORPORATION AND NEIL R. CADMAN DBA CADMAN GROUP (since incorporated as Cadman Group, Inc., a California Corporation) dated October 1,2004 ("Agreement")is made and entered into this th day of September, 2017,by and between the El Segundo Senior Citizen Housing Corporation, a California nonprofit public benefit corporation("Owner") and Cadman Group,Inc., a California Corporation("Manager"). 1. Section 1.4 of the Agreement is hereby amended to read as follows: 1.4 TERM The term of this Agreement shall extend to and including October 31, 2020, subject to the provisions set forth in Section 19 regarding termination. 2_ Section 15.1 of the Agreement is hereby amended to read as follows: 15.1 FEE FOR MANAGEMENT SERVICES For its proper performance of all the services as set forth herein,MANAGER will be paid the fee of$14,500.00 per month. Management fees may be increased or otherwise modified in subsequent years by written addenda to this Agreement. 3. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitute one instrument executed on the same date. 4. Except as otherwise provided herein, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS HEREOF,the parties hereto have affixed their respective signatures on the date first hereinabove written. EL SEGUNDO SENIOR CITIZENS CADMAN GROUP, INC. HOUSING CORPORATION NEIL R. CADMAN,PRESIDENT President Neil R. Cadman Chief Financial Officer Taxpayer ID 460 Park Vista/Cadman Group Management Fee Analysis Current Scheduled Gross Gross Potential GPI at EI Segundo Income* Income** Market Rents*** Current Gross Management Fee: $13,000.00 $55,365.00 $75,858.00 $151,716.00 On-site Payroll Expense: $9,366.17 Net Management Fee: $3,633.83 Net Management Fee as a percent of Gross: 8.31% 6.06% 3.03% Proposed Management Fee 11/1/2018: $14,500.00 On-site Payroll Expense: $9,740.82 Net Management Fee: $4,759.18 Net Proposed Management Fee as a percent of Gross: 8.60% 6.27% 3.14% NOTE: NetManagement Fee is Park Vista were privately owned at market rent: $9,102.96 Plus Payroll: $9,740.82 4�1 Gross Management Fee: $18,843.78 rn *Denotes current rents from rent roll. **Denotes total maximum rent at 50%of Market ***El Segundo Market Rents EL SEGUNDO CITY COUNCIL MEETING DATE: September 5, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agcnda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager to enter into an agreement approved by the City Attorney with Pyro Spectaculars for the amount of $30,000 to operate a fireworks show on October 7, 2017, as part of the Centennial Celebration event, Celebrate!, at El Segundo High School. (Fiscal Impact: Centennial Celebration Sponsorship Funds $30,000) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute agreement approved by the City Attorney with Pyro Spectaculars; and/or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Pyro Spectaculars Contract and Proposal FISCAL IMPACT: None Amount Budgeted: $30,000 Additional Appropriation: N/A Account Number(s): 702-200-5418-2606 - $30,000 STRATEGIC PLAN: Goal: lb El Segundo's engagement with the community ensures excellence Objective: 1 The City is transparent regarding services and performance ORIGINATED BY: Meredith Petit,Director of Recreation and Parks REVIEWED BY: Meredith Petit,Director of Recreation and Parks APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Celebrate!A Fireworks Spectacular is a dynamic show depicting the last 100 years of history in El Segundo through narration, animation, projection, lighting and pyrotechnics, produced by Jeff Cason. The event will be one to remember, and will take place on Saturday, October 7, 2017, at Library Park and El Segundo High School. The El Segundo Unified School District supports the event and is working in partnership to coordinate logistics and ensure a safe environment. The Centennial Celebration Committee has reviewed and approved the event budget and authorized the expense of$30,000 for the pyrotechnic services. These funds have been donated and collected through corporate and community sponsorships specifically designated to organize and implement events and activities to celebrate the City's Centennial year. The El Segundo Recreation and Parks Department has utilized the services of Pyro Spectaculars for the annual 4t` of July fireworks show for five consecutive years, including this past summer's 462 special Centennial Finale. Pyro Spectaculars is the largest fireworks company on the West Coast and one of the largest in the country. The company has been responsible for fireworks display shows at Disneyworld and Disneyland, the 2002 Salt Lake Olympic Winter Games, the Macy's 4t' of July Spectacular and many other grand events. With over 2,000 licensed pyrotechnic operators,entertainers and technicians,they produce a safe and organized fireworks entertainment package. 463 Fl Segundo C Ontennial Celebration October 7, 2017 Pyrotechnic Proposal PYRO r ` NOW lop � � t r EW August 9, 2017 City of EI Segundo Centennial Meredith Petit 3S0 Main Street EI Segundo, CA. 90245 Dear Ms. Petit, Thank you for the opportunity to be a part of the historic EI Segundo Centennial Celebration. We are proud of the relationship we have enjoyed with you and the many EI Segundo stakeholders, and of the successful events we have safely and effectively produced for your audience through the years. We are proposing our custom designed Sky ConcertT"", Program "B" in the amount of$30,000.00. ' Please note the product synopsis has improved with this program. We doubled the proximate effects to enhance the platform looks using the four (4) elevated platforms flanking the sides of the historic EI Segundo Bell Tower; two (2) lifts on stage left and two (2) lifts on stage right. The plan for the aerial site will be balanced single shot 3 inch aerial shells accompanying the lifts as well as chained finale barrages of 3 inch aerial shells to fill the sky during the "HUGE" pyro moments of the story line. We continue to be excited to work with your team on this event. It is our goal to use the best people, products and service to provide a safe and entertaining fireworks experience. Attached you will find the revised synopsis of shells and effects choreographed to the score and a Production Agreement for your t signature. Kindest regards, PYRO SPECTACULARS, INC. Christopher Souza PYRO Show Producer CS/mm Enclosures PYRO SPECTACULARS, INC. P.O. Box 2329 -Rialto, CA 92377 •Phone: (909)355-8120 or(888)477-PYRO -Fax:(9605)355-9813 Pyro Spectaculars,Inc. City of El Segundo P.O.Box 2329 Program B Rialto,CA 92377 October 7,2017 Tel: 909-355-8120 :::: Fax: 909-355-9813 Page 1 of 4 PRODUCTION AGREEMENT This agreement("Agreement")is made this day of_,20 17 by and between Pyro Spectaculars,Inc.,a California corpoalion,hereinafter referred to as("PYRO"),and City of EI Segundo,hereinafter referred to as("CLIENT"). PYRO and CLIENT are sometimes referred to as"Party"or collectively as"Parties"herein. I. tttca>_enleut-CLIENT hereby engages PYRO to provide to CLIENT one fireworks production("Production"),and PYRO accepts such engagement upon all of the promises,terns and conditions hereinafter set forth.The Production shall be substantially as outlined in Program"B",attached hereto and incorporated herein by this reference. 1.1 PYRO Doilies—PYRO shall provide all pyrotechnic equipment,trained pyrotechnicians,shipping,pyrotechnic products,application for specific pyrotechnic pennits(the cost of which,including standby fees,shall be paid by CLIENT)relating to the Production,insurance coveting the Production and the other things on its part to be performed as more specifically set forth below in this Agreement and in the Scope of Work("Scope of Work"),attached hereto,incorporated herein by this reference,and made a part of this Agreement as though set forth fully herein. 1.2 ('11 JEN I'Mifles--CLIENT shall provide to PYRO a suitable site("Site")for the Production,security for the Site as set forth in Paragraph 6 hereof,access to the Site,any permission necessary to utilize the Site for the Production,and the other things on its part to be performed as more specifically set forth below in this Agreement and in the Scope of Work. All Site arrangements are subject to PYRO's reasonable approval as to pyroteelmic safety,suitability,and security.All other conditions of the Site shall be the responsibility of CLIENT,including,but not limited to,access, use,control,parking and general safety with respect to the public,CLIENT personnel and other contractors. 2. Tune and Place-The Production shall take place on 01cluber 7.2017,at approximately 7:30 PM,at_El Senuudo I Iiah School.black too 4chind hcll lower,EI Sertrtnde,CA,Site. 3. Fees.Inferrst,and F%tics sus- 3.1 Fee-CLIENT agrees to pay PYRO a fee of$30,000.00 USD CI'IORTY THOUSAND DOLL.-ARS)("Fee")forthe Production.CLIENT shall pay to PYRO515.uan.00 USD(FI F rFEh!'I I10I)SAND DOLLARS)of the Fee plus estimated permit and standby fees,specified production costs,and other regulatory costs approximated at$95.00 OR an amount to be determined,for a total of$15 ,as a deposit("Deposit")upon the execution of this Agreement by both parties but no later than Nei)temher 1.2417. The balance of the Fee shall be paid no later @ran Orfabar 9.2017. CLIENT authorizes PYRO to receive and verify credit and financial infornation concerning CLIENT from any agency,person or entity including but not limited to credit reporting agencies. The"PRICE FiRM"date,the date by which the executed Agreement must be delivered to Pyro,is set forth in paragraph 20- 3.2 Interest-In the event that the Fee is not paid in a timely manner,CLIENT will be responsible for the payment of 1.5%interest per month or 18%annually on the unpaid balance. if litigation arises out of this Agreement,the prevailing party shall be entitled to reasonable costs incurred in connection with the litigation,including,but not limited to attorneys'fees. 3.3 Extiensrs PYRO shall pay all normal expenses directly related to the Production including freight,insurance as outlined,pyrotechnic products,pyrotechnic equipment,experienced pyrotechnic personnel to set up and discharge the pyrotechnics and those additional items as outlined as PYRO's responsibility in the Scope of Work. CLIENT shall pay all costs related to the Production not supplied by PYRO including,but not limited to,those items outlined as CLIENT's responsibility in this Agreement and Scope of Work. 4. Pronriciary Intuits-PYRO represents and warrants that it owns all copyrights,including performance rights,to this Production,except that PYRO does not own CLIENT-owned material or third-party-owned material that has been included in the Production,and as to such CLIENT-owned and third-party- owned material,CLIENT assumes full responsibility therefore CLIENT agrees that PYRO shall retain ownership of',and all copyrights and other rights to,the Production,except that PYRO shall not acquire or retain any ownership or other rights in or to CLIENT-owned material and third-party-owned material and shall not be responsible in any way for such material. If applicable,CLIENT consents to the use of CLIENTownedmaterial and represents that it has or will obtain any permission from appropriate third parties sufficient to nuthorize public exhibition of any such material in connection with this Production.PYRO reserves the ownership tights in its trade names drat are used in or are a product of the Production. Any reproduction by sound,video or other duplication or recording process without the express written permission of PYRO is prohibited, S. Safetv-PYRO and CLIENT shall each comply with applicable federal,state and local laws and regulations and employ safety programs and measures consistent with recognized applicable industry standards and practices At all times before and during the Production,it shall be within PYRO's sole discretion to determine whether or not the Production may be safely discharged or continued. Ii shall not constitute a breach of this Agreement by PYRO for fireworks to fail or malfunction,or for PYRO to determine that the Production cannot be discharged or continued as a result of any conditions or circumstances affecting safety beyond the reasonable control of PYRO. 6. Securit -CLIENT shall provide adequate security personnel,barricades,and Police Deportment services as maybe necessary to preclude individuals other than those authorized by PYRO from entering an area to be designated by PYRO as the area for the set-up and discharge of the Production,including a fallout area satisfactory to PYRO where the pyrotechnics may safely rise and any debris may safely fall. PYRO shall have no responsibility for monitoring or controlling CLIENT'S other contractors,providers or volunteers;the public;areas to which the public or contractors have access;or any other public orcontractor facilities associated with the Production. 7. Chapiring-PYRO shall be responsible for the removal of all equipment provided by PYRO and clean up of any live pyrotechnic debris made necessary by PYRO. CLIENT shall be responsible for any other clean up which may be required of the Production or set-up,discharge and fallout areas including any environmental clean-up. PS V 1-2c 466 Pyro Spectaculars,Inc. City of El Segundo P.O.Box 2329 Program B Rialto, CA 92377 October 7,2017 Tel: 909-355-8120 ::::Fax:909-355-9813 Page of 8. Permits-PYRO agrees to apply for permits for the firing of pyrotechnics only from the El Segundo Fire Department,FAA,and USCG,if required. CLIENT shall be responsible for any fees associated with these permits including standby fees, CLIENT shall be responsible for obtaining any other necessary permits,paying associated fees,and making other appropriate arrangements for Police Departments,other Fire Departments,road closures,event/activity or land use permits or any permission or permit required by any Local,Regional,State or Federal Government. 9. Instirance-PYRO shall at all times during the performance of services herein ensure that the following insurance is maintained in connection with PYRO's performance of this Agreement:(1)commercial general liability insurance,including products,completed opLiations,and contractual liability under this Agreement;(2)automobile liability insurance,(3)workers'compensation insurance and employer liability insurance. Such insurance is to protect CLIENT from claims for bodily injury,including death,personal injury,and from claims of property damage,which may arise from PYRO's performance of this Agreement, only. The types and amounts of coverage shall be as set forth in the Scope of Work. Such insurance shall not include claims which arise from CLIENT's negligence or willful conduct or from failure of CLI ENT to perform its obligations under this Agreement,coverage for which shall be provided by CLIENT. The coverage of these policies shall be subject to reasonable inspection by CLIENT. Certificates of Insurance evidencing the required general liability coverage shall be furnished to CLIENT prior to the rendering of services hereunder and shall include that the following are named as additionally insured:CLIENT; Sponsors,Landowners,Barge Owners,if any;and Permitting Authorities,with respect to the operations of PYRO at the Production. Pyrotechnic subcontractors or providers,if any,not covered under policies of insurance required hereby,shall secure,maintain and provide their own insurance coverage with respect to their respective operations and setvices. 10. tndaianificadon-PYRO represents and warrants that it is capable of furnishing the necessary experience,personnel,equipment,materials,providers, and expertise to produce the Production in a safe and professional manner. Notwithstanding anything in this Agreement to the contrary,PYRO shall indemnify, hold harmless,and defend CLIENT and the additional insureds from and against any and all claims,actions,damages,liabilities and expenses,including but not limited to,attorney and other professional fees and court costs,in connection with the loss of life,personal injury,and/or damage to property,arising from orout of the Production and the presentation thereof to the extent such are occasioned by any act or omission of PYRO,their officers,agents,contractors,providers,or employees. CLIENT shall indemnify,hold harmless,and defend PYRO from and against any and all claims,actions,damages,liability and expenses,including but not limited to,attorney and other professional fees and court costs in connection with the loss of life,personal injury,and/or damage to property,arising from or out of the Production and the presentation thereof to the extent such are occasioned by any act or omission of CLIENT,its officers,agents,contractors, providers,or employees. in no event shall either party be liable for the consequential damages of the other party. 11. Linlihrlion of 1lamaees fur Orrlivary Ii:e11e0-Except in the case of bodily injury and property damage as provided in the insurance and indemnification provisions of Paragraphs 9 and 10,above,in the event CLIENT claims that PYRO has breached this Agreement or was otherwise negligent in performing the Production provided for herein,CLIENT shall not be entitled to claim or recover monetary damages from PYRO beyond the amount CLIENT has paid to PYRO under this Agreement,and shall not be entitled to claim or recover any consequential damages from PYRO including,without limitation,damages for loss of income,business or profits. 12. Farre illaicare-CLIENT agrees to assume the risks of weather,strike,civil unrest,terrorism,military action,governmental action,and any other causes beyond the control of PYRO which may prevent the Production from being safely discharged on the scheduled date,which may cause the cancellation of any event for which CLIENT has purchased the Production,or which may affect or damage such portion of the exhibits as must be placed and exposed a necessary time before the Production. If,for any such reason,PYRO is not reasonably able to safely discharge the Production on the scheduled date,or at the scheduled time,or should any event for which CLIENT has purchased the Production be canceled as a result of such causes,CLIENT may(i)reschedule the Production and pay PYRO such sums as provided in Paragraph 13,or(ii)cancel the Production and pay PYRO such sums as provided in Paragraph 14,based upon when the Production is canceled, 13. Resehcduline OF Event-If CLIENT elects to reschedule the Production,PYRO shall be paid the original Fee plus all additional expenses made necessary by rescheduling plus a 13%service fee on such additional expenses, Said expenses will be invoiced separately and payment will be due in full within 5 days of receipt. CLIENT and PYRO shall agree upon the rescheduled date taking into consideration availability of permits,materials,equipment,transportation and labor.The Production shall be rescheduled for a date not more than 90 Days subsequent to the date first set for the Production. The Production shall not be rescheduled to a date,or for an event,that historically has involved a fireworks production. The Production sltall not be rescheduled between June 151h and July 15th unless the original date was July 4th of that same year,or between December 151h and January I Sth unless the original dale was December 31st of the earlier year unless PYRO agrees that such rescheduling will not adversely affect normal business operations during those periods. 14. ItiehI TO Cntltel—CLIENT shall have the option to unilaterally cancel the Production prior to the scheduled date. If CLIENT exercises this option, CLIENT agrees to pay to PYRO,as liquidated damages,the following percentages of the Fee asset forth in Paragraph 3.1. 1)50%if cancellation occurs 30 to 90 days prior to the scheduled date,2)75%if cancellation occurs 15 to 29 days prior to the scheduled date,3)100%thereafter. In the event CLIENT cancels the Production,it will be impractical or extremely difficult to fix actual amount of PYRO's damages. The foregoing represents a reasonable estimate of the damages PYRO will suffer if CLIENT cancels the Production. 15. rNo Joiur Venlure-It is agreed,nothing in this Agreement or in PYRO's performance of the Production shall be constued as forming a partnership or joint venture between CLIENT and PYRO. PYRO shall be and is an independent contractor with CLIENT and not an employee of CLIENT. The Patties hereto shall be severally responsible for their own separate debts and obligations and neither Party shall be held responsible for any agreements or obligations not expressly provided for herein. 16. Aunlivable Lim -This Agreement and the rights and obligations of the Parties hereunder shall be construed in accordance with the laws of California. It is further agreed that the Central Judicial District of San Bernardino County,California,shall be proper venue for any such action_in the event that the scope of the Production is reduced by authorities having jurisdiction or by either Party for safety concerns,the full dollar amounts outlined in this Agreement are enfomeabie. 17. Nallnes- Any Notice to the Parties pennitted or required under this Agreement may be given by mailing such Notice in the United States Mail, postage prepaid,first class,addressed as follows: PYRO—Pyro Spectaculars,Inc.,P.O, Box 2329,Rialto,California.92377,or for overnight delivery to 3196 N. Locust Avenue,Rialto,California 92377. CLIENT -City-!) j-1,,S tl)►r% 101�)�itlrn►51. 1 1 Yc a St,..{'I��HJ245-U9$9_ PS V 1-2e 467 Pyro Spectaculars,lnc. City of El Segundo P.O.Box 2329 Program Rialto,CA 92377 October 7,2017 Tel: 909-355-8120 ::::Fax: 909-355-9813 Page 3 of 18. Modification of Terms—All terns of the Agreement are in writing and may only be modified by written agreement of both Parties hereto. Both Parties acknowledge they have received a copy of said written Agreement and agree to be bound by said teens of written Agreement only. 19. ScverulrllltF—if there is more than one CLIENT,they shall be jointly and severally responsible to perfonn CLIENT's obligations under this Agreement. "is Agreement shall became effective after it is executed and accepted by CLIENT and after it is executed and accepted by PYRO at PYRO's offices in Rialto,California. This Agreement may be executed in several counterparts,including faxed and emailed copies,each one of which shall be deemed an original against the Party executing same. This Agreement shall be binding upon the Parties hereto and upon their heirs,successors,executors,administrators and assigns. 20. Price Firm—If any changes or alterations are made by CLIENT to this Agreement or if this Agreement is not executed by CLIENT and delivered to PYRO on or before the PRICE FIRM date shown below,then the price,date,and scope of the Production are subject to review and acceptance by PYRO fora period of 15 days following delivery to PYRO of the executed Agreement. In the event it is not accepted by PYRO,PYRO shall give CLIENT written notice,and this Agreement shall be void. PRICE FIRM through September 1,2017 EXECUTED AGREEMENT MUST BE DELIVERED TO PYRO BY THIS DATE. See PRICE FIRM conditions,paragraph 20,above. EXECUTED as of the date first written above: PYRO SPECTACULARS,INC. City of El Segundo ' r Y; r By. Its: President Its: Print Name SHOW PRODUCER:Christopher Souza PS V 1-2e 468 Pyro Spectaculars,Inc. City of El Segundo P.O.Box 2329 Program B Rialto,CA 92377 October 7,2017 Tel: 909-355-8120 :::: Fax: 909-355-9813 Page 4 of 4 SCOPE OF WORK PYRO SPECTACULARS,INC. ("PYRO") and City of El Segundo ("CLIENT") Pyro shall provide the following goods and services to CLIENT: • One Pyro Spectaculars,Inc.,Production on October 7.2017, at approximately 7:30 PM at 10 See undo IIit!b School,1421c top hehind hell tower,LQ Sepundo.CA. • All pyrotechnic equipment,trained pyroteclinicians,shipping,and pyrotechnic product. • Application for specific pyrotechnic permits relating to the Production. • Musical soundtrack for the Production supplied in agreed upon format. • Insurance covering the Production as set forth in the Agreement with the following limits: Insureinve I eamire nseuts Limifs Commercial General I.inbility $1,000,000.00 Combined Single Limit-Each Occurrence (Bodily Injury&Property Damage) l3psiness Auto I.' bili - $5,000,000.00 Combined Single Limit-Each Occurrence Owned Non-0%YnLcLpndlIired Autos (Bodily Injury&Property Damage) Workers' Comettsat iatt Statutory I-Aiplover Liabiiilx $1,000,000 Per Occurrence CLIENT shall provide to PYRO the following goods and services: • All on-site labor costs, if any, not provided or performed by PYRO personnel including, but not limited to, local union requirements, all Site security, Police and Fire Dept. standby personnel, stagehands, electricians, audio and fire control monitors, carpenters,plumbers, clean-up crew. All these additional personnel and services shall be fully insured and the sole responsibility of CLIENT, Coordination and any applicable non-pyrotechnic permitting with the local, state or federal government that may hold authority within the Production. • Costs of all permits required for the presentation of the Production and the event as a whole. • Provision of a Safety Zone in accordance with applicable standards and all requirements of the authorities having jurisdiction throughout the entire time that the pyrotechnics are at the Site or the load site (if different) on the date of the Production and all set-up and load-out dates,including water security to keep unauthorized people,boats,etc.from entering the Safety Zone. A professional grade Audio System including all necessary equipment, installation of such equipment and trained audio engineers for operation based on audio and communications requirements provided by PYRO. • General Services including,but not limited to,Site and audience security, fencing,adequate work light,dumpster accessibility,a secure office for PYRO personnel within the venue,secure parking for PYRO vehicles,access to washrooms, tents,equipment storage,hazmat storage, electrical power, fire suppression equipment,access to worksites,necessary eredentialing,etc.,will be required as necessary. PS V 1-2e 469 ProductSynopsis Pyrotechnic Proposal for El Segundo Centennial Program "B „ $30,000.00 Aerial Display Shells Description Quantity 4 3 inch Sousa Sky ConcertTm Selections 35 Total of Aerial Display Shells 35 Pyrotechnic Devices Description Quantitv Sousa Diamond Line Custom Multishot Device 1800 Shots ♦ Sousa Emerald Line Custom Multishot Device 720 Shots 4 Sousa Pearl Line Custom Multishot Device 400 Shots 4 Sousa Pro-formance Mulitshot 400 Shots 4 Sousa Ruby Line Custom Multishot Device 600 Shots # Sousa Sapphire Line Custom Multishot Device 180 Shots ! Sousa Silver Line Custom Multishot Device 200 Shots Total of Pyrotechnic Devices 4,30( Custom Manufactured Proximate Pyrotechnics Description Quantitv ♦ Comet 30 mm Color Changing 30 ! Comet 44 mm 200 f Mine 60 mm 120 Total of Custom Manufactured Proximate Pyrotechnics 350 Grand Finale Description QuantitM f 3" Sousa Designer Bombardment Shells 300 Total of Grand Finale 300 Grand Total 4,985 470 EL SEGUNDO CITY COUNCIL MEETING DATE: September 5, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to award a standard Public Works Contract to Rojas Construction for the FY 16/17 Sidewalk, Curb and Gutter Replacement Project. Project No. PW 17-19 (Fiscal Impact: $221,444.85) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a standard Public Works Contract in a form as approved by the City Attorney with Rojas Construction in the amount of$201,313.50 plus a 10% contingency of$20,131.35. 2. Alternatively, discuss and take other possible actions related to this item. ATTACHED SUPPORTING DOCUMENTS: Project Locations List FISCAL IMPACT: Included in Adopted Budget Amount Budgeted: $233,500 Additional Appropriation: No Account Number(s): 301-400-8203-8705 (Sidewalk/Curb and Gutter Construction) STRATEGIC PLAN: Goal: 4 Develop Quality Infrastructure and Technology Objective: (a) El Segundo's physical infrastructure supports an appealing, safe, and effective City ORIGINATED BY: Floriza Rivera, Principal Enginee REVIEWED BY: Ken Berkman, Public Works Director APPROVED BY: Greg Carpenter, City Manager Ip BACKGROUND AND DISCUSSION: On July 18, 2017, the City Council adopted plans and specifications for the FY 16/17 Sidewalk, Curb and Gutter Replacement Project and authorized staff to advertise for bids. This project will repair defective sidewalks, curbs and gutters throughout the City. The engineer's estimate was $196,000. 471 On August 8, 2017, the City Clerk received and opened two (2) bids as follows: Combined Base Bid Alt.Bid I Alt.Bid 2 Alt.Bid 3 Alt.Bid 4 Total Rojas Construction $153,344.50 $6,157.00 $5,252.00 $4,560.00 $32,000.00 $201,313.50 FS Contractors,Inc. $157,269.00 $9,170.00 $7,070.00 $31,920.00 $50,000.00 $255,429.00 The lowest responsive and responsible bidder was Rojas Construction. Staff checked their references and contractor's license status. They are in good standing and have successfully completed projects of a similar nature to this one for the Los Angeles Unified School District at the Woodland Hills Charter Academy and at Northridge Madison Middle School. Rojas Construction has also successfully completed past Sidewalk, Curb and Gutter Improvement Projects for the City of El Segundo. Four alternate bid items were presented to bidders with the base bid items. Alternative Bid Items 1 and 2 propose to remove and replace median curbs, 7-inch and 9-inch high, respectively, on El Segundo Boulevard between Isis Avenue and Sepulveda Boulevard. This section of El Segundo Boulevard may be resurfaced in the future. Concrete repairs constructed prior to any resurfacing project would prevent cuts and unnecessary damage to new asphalt pavement later. Alternative Bid Item 3, within the same El Segundo Boulevard boundaries, proposes to remove and replace damaged sidewalk. Alternative Bid Item 4 proposes to remove the existing end panels from the Main Street 100, 200, 300, and 400-block mid-block crosswalks between El Segundo Boulevard and Pine Avenue. The removals would include the nonworking in-roadway lights and related equipment, which would be permanently discarded and not replaced in preparation for the new crosswalk lighting project's construction. The existing concrete panels would be replaced with matching stamped colored concrete. The current project budget is $233,500. The following project costs are proposed: Base bid concrete work $ 153,344.50 Repair El Segundo Blvd. 7-inch-high median curb $ 6,157.00 Repair El Segundo Blvd. 9-inch-high median curb $ 5,252.00 Repair El Segundo Blvd. sidewalk $ 4,560.00 Remove and replace Main St. mid-block crosswalk end panels $ 32,000.00 Construction cost $ 201,313.50 10% Contingency $ 20,132.00. Subtotal $ 221,445.50 Advertising cost $ 960.00 Total Recommended Project Cost $ 222,405.50 Adopted Project Budget $ 250,000.00 Fiscal Year Budget Expenditures to Date (PW 17-24) $ 16,500.00 Available Project Budget $ 233,500.00 Recommended Project Cost $ 222.405.50 Surplus $ 11,094.50 472 Staff respectfully recommends that Council award a standard public works contract to Rojas Construction in the amount of $201,313.50 and approve an additional 10% contingency of $20,132.00 for unforeseen conditions. All funds not expended will be returned to the General Fund. With Council approval, construction is anticipated to commence in November 2017 and be completed in April 2018. 473 FY 16117 SIDEWALK,CURB AND GUTTER REPLACEMENT PROJECT LOCATIONS RASE BID 4"THICK CURB ONLY CURB and CURB and 2' DRIVEWAY ItemSIDEWALK Remove! 1.5'GUTTER GUTTER Removal No. Additional Description Remove! Remove/ Remove! Replace (LF)Replace Replace Replace Replace (SF) ( (LF) (LF) (SF) 1 806 California 170 25 5 54 2 California BC north at Walnut to 5'south of 844 California dwy 136 app-east side 3 California BC north Walnut to 5'south of 841 California dwy app 254 'west side 4 839 California 60 5 840 California 119 6 841 California 108 65 100 7 844 California 103 8 B49 California 100 9 850 California 112 10 875 California 1028 11 1420 E Elm Ave 80 12 1427 E Elm Ave sidewalk,dwy approach 48 52 13 850 Eucalyptus 80 14 862 Eucalyptus 65 15 509 E Grand 216 38 16 533 Hillcrest 80 17 631 Hillcrest 240 55 18 2260 Imperial Hwy Just west of Douglas 296.25 19 500 Kansas r Pine Ave side 208 35 20 222 Loma Vista 40 6 21 1232 E Maple 46 I 22 1360 E Mariposa 116 37 23 441 Nevada IE Pine Ave side,parkway sidewalk 68 24 441 Nevada IE Pine Ave side,sidewalk 392 25 645 E Palm 72.5 26 1568 E Palm 202.5 46 27 527 Penn Driveway approach 217 28 606 Penn 130 25 29 655 Sycamore Sidewalk 100 30 659 Sycamore 16 31 1507 Sycamore 36 50 32 1511 Sycamore IReplace curb and gutter to west 25 111 54 33 745 Virginia 205,5 475 34 401 Washington (Holly side across street from 157 5 35 401 Washington iHolly side of 324 36 100 Whiling 249 37 101 Whiling iEast side 276 38 138 Whiling 2 driveway approaches 47.5 39 142 Whiting 60 53 474 BASE BID Continued 4"THICK Remove Remove and Remove Install earth SIDEWALK CURB ONLY lace existing backfill In I and re HARDSCAPE Nu rep lace P Additional Description Remove/ DRIVEWAY parkway/ Replace with CURB APPROACH In parkway/ landscaped (SF) and 1.5'wide (SF) areas areas(LS) GUTTER(LF) areas(LS) 40 663 Sycamore Shared driveway between 663/659 Sycamore 87 56 61 41 519 Walnut (Driveway approach,remove curb and install curb and 56 37 79 gutter 42 Recreation install concrete slab at Clubhouse Lower Playground 149 Park 43 East side 800 End of curb and gutter at 844 California to BC at 97 (block California CalifornialSycamore 44 West side 800 End of curb and gutter south of 641 California dwy 101 69 block California app to BC at California/Sycamore 45 Parkway hardscape removal includes 441 Nevada 1 1 and other locations as necessary BASE BID Continued GRINDING 4"THICK CROSS- curb or SIDEWALK GUTTER sidewalk to Additional 6" Item (ADA RAMP match deep Additional Description Remove/ (EA) SPANDREL existingcurb ASPHALT No. Replace Repair and/or REPAIR (SF) (SF) sidewalk grade (LF) 46 Campus Dr south side east of Campus Sq 25 4? Campus Dr/ SSW corner,install ADA Ramp 1 Campus Sq 48 Douglas I (NW corner,spandrel,291 f striping 50 Rosecrans 49 2260 Imperial Hwy .Just west of Douglas 20 50 1232 E Maple 36 ALTERNATE WORK Remove and Replace Only 4"THICK CURB and 10" CURB and 2' Portions of SIDEWALK Stamped (tern Description Remove/ GUTTER GUTTER Crosswalk No. P Removal Removal with R(SF)a Replace(LF) Replace(LF) Embedded Roadway Lights(LS) Al El Segundo Blvd-Sidewalk 456 A2 EI Segundo Blvd-Median curb,7 inches high,with 10"gutter 131 A3 EI Segundo Blvd-Median curb,9 inches high,with 21"gutter 101 Remove and replace end panels only of 4 Main Street mid-block A4 crosswalks. D scard embedded roadway lighting and related 1 equipment 54 475 EL SEGUNDO CITY COUNCIL MEETING DATE: September 5, 2017 AGENDA ITEM STATEMENT AGENDA HEADING: Consent Calendar AGENDA DESCRIPTION: Consideration and possible action to waive second reading and adopt ordinance streamlining EV charging station permitting process. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Waive second reading and adopt the Ordinance; 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Proposed Ordinance 2. City Council Staff Report Dated August 15, 2017 FISCAL IMPACT: N/A Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 1(a). El Segundo provides unparalleled service to internal and external customers Objective: City services are convenient, efficient and user-friendly for all residents, businesses, and visitors Activity: Amend building code to provide expedited process for electric vehicle charging stations, as required by state law. ORIGINATED BY: Lukas Quach, Building Safety Manager REVIEWED BY: Sam Lee, Director of Planning and Buil ng Safet APPROVED BY: Greg Carpenter, City Manager'c' • BACKGROUND AND DISCUSSION: On August 15, 2017, the City Council introduced an Ordinance for expediting and streamlining the EV charging station permitting process. It amends building code to provide expedited process, as required by state law. Assembly Bill 1236, which was adopted in 2015 and amended Government Code Section 65850.7 requires cities with a population of less than 200,000 residents to establish procedures for expedited, streamlined processes for permitting of electric vehicle charging stations. Accordingly, the City must adopt an ordinance for the expedited, streamlined process on or before September 30,2017. The Council may waive second reading and adopt Ordinance 1550. If adopted, Ordinance will become effective in 30 days. 1 476 ORDINANCE NO. AN ORDINANCE AMENDING TITLE 13 OF THE EL SEGUNDO MUNICIPAL CODE BY ADDING CHAPTER 21 TITLED "PERMIT PROCESS FOR ELECTRIC VEHICLE CHARGING STATIONS." The City Council of the city of EI Segundo does ordain as follows: SECTION 1. The City Council finds and declares as follows: A. Government Code § 65850.7 provides that the implementation of consistent statewide standards to achieve the timely and cost-effective installation of electric vehicle charging stations is a matter of statewide concern. B. California law requires cities with populations of less than 200,000 to adopt an expedited, streamlined electric vehicle charging station permitting process that complies with Government Code § 65850.7 on or before September 30, 2017. C. The City Council desires to increase the statewide deployment of electric vehicle charging stations, remove obstacles to and minimize the costs of permitting for electric vehicle charging stations, improve the state and City's ability to reach its clean energy goals, and generate jobs, while protecting public health and safety. SECTION 2. A new chapter 21 titled "Permit Process for Electric Vehicle Charging Stations," is added to Title 13 of the EI Segundo Municipal Code to read as follows: "CHAPTER 21: PERMIT PROCESS FOR ELECTRIC VEHICLE CHARGING STATIONS 13-21-1. Purpose. 13-21-2. Definitions. 13-21-3. Applicability. 13-21-4. Electric Vehicle Charging Station Requirements. 13-21-5. Application and Documents. 13-21-6. Permit Review Requirements; Appeals. 13-21-7. Fees. 13-21-1. Purpose. This Chapter is adopted to provide an expedited, streamlined permitting process for Electric Vehicle Charging Stations, as defined, that will encourage the timely and cost-effective installation of such stations, in compliance with Government Code § 65850.7. This Chapter is intended to achieve these goals while protecting public health and safety. 477 13-21-2. Definitions. Unless the contrary is stated or clearly appears from the context, the following definitions will govern the construction of the words and phrases used in this Chapter: "Building Official" or "Official" means the City's building official or designee. "Electric Vehicle Charging Station" or"Charging Station" means an electric vehicle supply equipment station, of any level, that delivers electricity from a source outside an electric vehicle into a plug-in electric vehicle and is designed and built in compliance with 24 California Code of Regulations §§ 625.1, et seq., as it reads on the effective date of this Chapter, or as it may be amended. "Nonconforming Charging Station" means any Charging Station that was lawfully established and in compliance with all applicable laws at the time it was installed, but which, due to enactment of this Chapter, no longer complies with all the applicable regulations and standards of the zone in which the property is located. "Specific, adverse impact" means a significant, quantifiable, direct, and unavoidable impact, based on objective, identified, and written public health or safety standards, policies, or conditions as they existed on the date the City found the Electric Vehicle Charging Station application complete. 13-21-3. Applicability. A. Except for any Charging Station located on publicly-owned property, this Chapter applies to the permitting of all Charging Stations in the City. B. Unless modified after the effective date of this Chapter, a Nonconforming Charging Station is exempt from this Chapter. The routine operation and maintenance of such Nonconforming Charging Station, or like-kind replacements, do not require a permit. 13-21-4. Electric Vehicle Charging Station Requirements. A. All Electric Vehicle Charging Stations must meet all applicable health and safety standards and requirements, as set forth in federal, state, county, and municipal codes and regulations. B. Electric Vehicle Charging Stations must meet all applicable safety and performance standards established by applicable law including, without limitation, the Society of Automotive Engineers, the National Electrical Manufacturers Association, and accredited testing laboratories such as Underwriters Laboratories and, where applicable, rules of the Public Utilities Commission regarding safety and reliability. Page 2 of 5 478 13-21-5. Application and Documents. A. All documents required for the submission of a Charging Station application will be made available on the City's website and at City Hall. B. Applicants may submit the required permit application and documents by submitting them either via electronic mail or the Internet or by delivering them to the Planning and Building Department. An applicant's electronic signature will be accepted on all forms, applications, and other documents in lieu of a wet signature. C. The Building Official, or designee, will adopt a checklist of all requirements with which the Charging Stations must comply to be eligible for expedited review. The electric vehicle permit process, standard(s) and checklist(s) must substantially conform to recommendations for permitting of the "Zero-Emission Vehicles in California: Community Readiness Guidebook" published by the Office of Planning and Research, including the checklist and standards contained in the "Plug-In Electric Vehicle Infrastructure Permitting Checklist." D. If the Building Official deems the application incomplete, a written correction notice detailing all deficiencies in the application and any additional information or documentation required to be eligible for expedited permit issuance must be sent to the applicant within 10 days after submission of the application. 13-21-6. Permit Review Requirements; Appeals. A. Review of an Electric Vehicle Charging Station Permit application is limited to whether the application meets local, state, and federal health and safety requirements, and whether the Charging Station poses any specific, adverse impact on public health or safety. If the application meets the requirements of the approved checklist and standards, and the proposed Charging Station does not pose any specific, adverse impact upon public health or safety, the Building Official must approve the application and issue any required, nondiscretionary permits. B. If the Building Official determines, based on the application, that the proposed Charging Station could have a specific, adverse impact upon the public health and safety, the Building Official may require an "Electric Vehicle Charging Station Use Permit." The permit may include conditions designed to mitigate the specific, adverse impact upon health and safety at the lowest possible cost. C. The Building Official must notify an applicant whether the application has been approved and that a nondiscretionary permit will be issued, or, alternatively, whether the applicant must obtain an Electric Vehicle Charging Station Use Permit, within 30 days after the submission of a complete application. Page 3 of 5 479 D. An application for an Electric Vehicle Charging Station can only be denied if the Building Official finds that (1) the proposed installation would have a specific, adverse impact upon public health or safety, and (2)there is no feasible method to satisfactorily mitigate or avoid the adverse impact. These findings must be presented in writing, must include the basis for the rejection of the potential feasible alternative for preventing the adverse impact, and must be based upon substantial evidence in the record. E. A feasible method to satisfactorily mitigate or avoid the specific, adverse impact may include, but is not limited to, any cost-effective method, condition, or mitigation imposed by the City on a prior successful application for an Electric Vehicle Charging Station Use Permit, where the proposed Charging Station is similarly situated to the Charging Station in that prior successful application. F. Any decision by the Building Official made pursuant to this Chapter may be appealed to the Board of Appeals in accordance with the California Building Code, as adopted and amended by Title 13, Chapter 1 of this Code. 13-21-7. Fees. The applicant must pay to the City an application fee. Such fee will be fixed and established by the City Council from time to time by resolution." SECTION 3. Environmental Review. The Ordinance is exempt from additional review under the California Environmental Quality Act (Public Resources Code §§ 21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§ 15000, et seq.) because it establishes rules and procedures in compliance with recently- enacted State law; does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, the Ordinance does not constitute a "project" that requires environmental review(see specifically CEQA Guidelines § 15378(b)(2, 5). In addition, because the Ordinance is proposed, in part, for protection of the environment, it is exempt from further review under CEQA Guidelines § 15308. SECTION 4. Construction. This Ordinance must be broadly construed in order to achieve the purposes stated in this Ordinance. It is the City Council's intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance. SECTION 5. Severability. If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable. SECTION 6. The City Clerk, or her duly appointed deputy, is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of EI Page 4 of 5 480 Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. SECTION 7. This Ordinance will take effect on the 31st day following its final passage and adoption. PASSED AND ADOPTED this day of 2017. Suzanne Fuentes, Mayor APPROVED AS TO FORM- Mark D. Hensley, City Attorney ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. was duly introduced by said City Council at a regular meeting held on the day of 2017, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk Page 5 of 5 481 EL SEGUNDO CITY COUNCIL MEETING DATE: August 15, 2017 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action regarding first reading and introduction of ordinance which sets forth an expedited, streamlined permitting process for electric vehicle charging stations as required by state law. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Introduce ordinance which sets forth an expedited, streamlined permitting process for electric vehicle charging stations. 2. Schedule second reading and adoption of the Ordinance for September 5, 2017 and/or 3. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Proposed Ordinance FISCAL IMPACT: N/A Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 1(a). El Segundo provides unparalleled service to internal and external customers Objective: City services are convenient, efficient and user-friendly for all residents, businesses, and visitors Activity: Amend building code to provide expedited process for electric vehicle charging stations, as required by state law. ORIGINATED BY: Lukas Quach, Building Safety Manager REVIEWED BY: Sam Lee, Director of Planning and Building Safety APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Background Assembly Bill 1236, which was adopted in 2015 and amended Government Code Section 65850.7 requires cities with a population of less than 200,000 residents to establish procedures for expedited, streamlined processes for permitting of electric vehicle charging stations. Accordingly, the City must adopt an ordinance for the expedited, streamlined process on or before September 30, 2017, and must adopt a checklist of requirements with which a permit application for an electric vehicle charging station will be eligible for expedited review. 1 482 This process includes the establishment of a checklist containing objective requirements for the installation of an electric vehicle charging station and a process for electronic submittal of permit applications. The content of the checklist requires the permit applicant to check the features of the existing electrical service such as rating in amperes, system voltage, connected or calculated load, spare capacity in amperes, voltage and ampere rating of the electric vehicle supply equipment, circuit rating of the electric vehicle supply equipment, location of the electric vehicle supply equipment, if ventilation is/or is not required, and clearances of the charging equipment to comply with all applicable building and fire safety laws. The checklist also assists the applicant in confirming that the location of the electric vehicle supply equipment will comply with any vehicle clearance requirements in the City's Zoning Ordinance. Section 65850.7 requires that the City's checklist may be based on the "Plug-In Electric Vehicle Infrastructure Permitting Checklist" of the "Zero-Emission Vehicles in California: Community Readiness Guidebook" of the Governor's Office of Planning and Research. Next Stens Concurrent with Council's consideration of the ordinance, staff is taking the measures to meet all requirements of Assembly Bill 1236 by September 30, 2017. This includes finalizing the application checklist in conjunction with the "Plug-In Electric Vehicle Infrastructure Permitting Checklist" of the "Zero-Emission Vehicles in California: Community Readiness Guidebook", measures for electrical compliance, and standard items for fire prevention safety. Building and Fire inspection staff are also developing procedures for expedient and thorough inspection of the electric vehicle charging stations. Recommendation Staff recommends that City Council introduce the attached proposed ordinance, given state law's requirement that local agencies adopt such an ordinance to create an expedited, streamlined permitting process for electric vehicle charging stations on or before September 30, 2017. If introduced by the City Council, staff also"request the Council schedule second reading of the ordinance for the Council's regularly scheduled meeting on September 5, 2017. 2 483 EL SEGUNDO CITY COUNCIL MEETING DATE: July 18, 2017 AGENDA STATEMENT AGENDA HEADING: Reports—City Clerk AGENDA DESCRIPTION: Consideration and possible action regarding Introduction of an Ordinance consolidating future stand alone municipal elections in the City with statewide November even year elections to comply with the California Voter Participation Rights Act (California State Senate Bill 415). (Fiscal Impact: Estimated Savings of$20,000.00) RECOMMENDED COUNCIL ACTION: 1. City Council adopt an Ordinance establishing new General Municipal Election Dates to be held in November of even years beginning in November 2020 (Option A) or November 2022 (Option B). 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Draft Ordinances Option A—Consolidate November 2020 Option B—Consolidate November 2022 2. Staff report, attachments and presentation dated July 18, 2017 FISCAL IMPACT: Amount Budgeted: $73,000.00 (Preliminary FY 17/18) Estimated Savings: ($20,000.00) Account Number(s): Professional & Technical 001-400-1302-6214 STATEGIC PLAN: Goal: n/a Objective: n/a WRITTEN BY: Mona F. Shilling, Deputy Cit Clerk I1��� ORIGINATED BY/APPROVED BY: Tracy Weaver, City Clerk REVIEWED BY: City Attorney's office APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: Local Election Must be Consolidated with Statewide Election no later than 2022 On September 1, 2015, Governor Brown signed into law Senate Bill No. 415 (Hueso) ("SB 415") regarding consolidation of municipal elections with statewide elections. Commencing 10 1 484 January 1, 2018, SB 415 prohibits certain political subdivisions, as defined, from holding an election other than on a statewide election date. SB 415 requires political subdivisions to compare the voter turnout in the political subdivision's regularly scheduled election to the voter turnout within the political subdivision for the previous four statewide general elections. If the voter turnout for political subdivision's regularly scheduled election is at least 25% less than the average voter turnout within the political subdivision for the previous four statewide general elections, then the political subdivision must consolidate its election with the state. The voter participation (Voter Turnout) rates for the City of El Segundo for the past four statewide general elections (Los Angeles County) in November and four stand alone- municipal elections (City of El Segundo) in April are below: ELECTION YEAR STATEWIDE ELECTION MUNICIPAL ELECTION 2010 63.78% 22.13% 2012 80.91% 32.84% 2014 41.12% 29.17% 2016 80.40% 33.49% The City of El Segundo's average voter turnout for the previous four statewide elections was 66.55%, while the voter turnout for the most recent municipal stand-alone elections was 33.49%. Although the law does not specify which municipal election is to be compared with the statewide general elections, if we compare the most recent City Elections the difference exceeds 25% in voter turnout. Thus, that the new law applies to the City of El Segundo. Because the new law applies to the City, the issue is whether to consolidate with a statewide election sooner or later. If, by January 1, 2018, the City adopts a plan to consolidate future elections with a statewide election not later than the November 8, 2022 statewide general election, then the City may continue its current practice of holding elections on non- statewide election dates until the plan is adopted. In other words, if it adopts such a plan, the City may continue its current practice of holding City elections in April through 2020. RECOMMENDATION: Staff recommended the City Council consolidate with Los Angeles County Statewide Elections in for November 2018 for various reason. (Refer to attachment 2). Staff provided other options for the City Council to consider. Council chose Option #1 (Refer to attachment 2). City Council requested staff to bring back two draft Ordinances for consideration to consolidate with the Statewide November even year elections in either 2020 (Attachment 1, Option A) or 2022 (Attachment 1, Option B). ENVIRONMENTAL REVIEW: The City Council finds that the Ordinance does not have the potential to cause significant effects on the environment and, therefore, the project is exempt from the California Environmental Quality Act (CEQA) pursuant to 14 Cal. Code Regs. § 15061(b)(3). The proposed Ordinance would amend the El Segundo Municipal Code as far as timing of the City's election, and it can 2 485 be seen with certainty that there is no possibility that the Ordinance will have a significant effect on the environment. 3 486 ATTACHMENT 1 - OPTION A ORDINANCE NO. ("NOVEMBER 2020 VERSION") AN ORDINANCE ESTABLISHING THE DATE OF THE CITY'S GENERAL MUNICIPAL ELECTION TO THE FIRST TUESDAY AFTER THE FIRST MONDAY IN NOVEMBER OF EVEN- NUMBERED YEARS BEGINNING IN NOVEMBER 2020; AMENDING TITLE 1 OF THE EL SEGUNDO MUNICIPAL CODE AND REQUESTING CONSOLIDATION WITH LOS ANGELES COUNTY PURSUANT TO ELECTIONS CODE SECTION 10403. The City Council of the City of EI Segundo does ordain as follows: SECTION 1 : The City Council finds and declares as follows: A. The general municipal elections for the City of EI Segundo are currently held the second Tuesday of April in each even-numbered year; B. Government Code § 14052 prohibits a city from holding an election other than on a statewide election date, if holding an election on a non-concurrent date -has previously resulted in voter turnout for a regularly scheduled election in that city, being at least 25% less than the average voter turnout within the city for the previous four statewide general elections; C. The City did not meet the qualifying criteria to continue to conduct stand- alone elections and is legally required to move its elections to the date of the statewide general election; D. The City desires to change its municipal election to the first Tuesday after the first Monday in November 2020, an established election date listed in Elections Code § 1000 and the date of the statewide general election; E. In order to accomplish the change in election date, the term of incumbent City Council Members, the City Clerk and the City Treasurer, who would otherwise be up for election in April 2020 would be extended to November 2020. SECTION 2: Environmental Assessment. Adoption of the proposed Ordinance is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because the proposed Ordinance would amend the EI Segundo Municipal Code as far as timing of the City's election, and it can be seen with certainty that there is no possibility that the Ordinance will have a significant effect on the environment. SECTION 3: ESMC Title 1 (Administration and Personnel) is amended to add the following new chapter and section as follows: 487 Chapter 4A: ELECTIONS. Section 1-4A-1: Beginning in November 2020, general municipal elections for the election of Council members, the City Clerk and the City Treasurer, and for such purposes as the City Council may prescribe, will be held in the City on the first Tuesday after the first Monday in November in each even- numbered year. SECTION 4: Adjustment of Terms of Office. In accordance with Elections Code §§ 1301 and 10403.5(d), due to the change of election date, the terms of office of the City Clerk, the City Treasurer, and those members of the City Council presently serving whose terms would previously have expired in April 2020 will instead expire at the next regularly scheduled Council meeting after receipt of the certification of the results of the November 2020 General Municipal Election and administration of oaths of office. SECTION 5: Consolidated Election. Pursuant to Elections Code § 1301, the City Council requests the County of Los Angeles approve consolidation of the City's November City Council election with the statewide general election conducted by the County in November of each even-numbered year. SECTION 6: Notice to Voters. Pursuant to Elections Code § 10403.5, within 30 days after this Ordinance becomes effective, the City Clerk must cause a notice to be mailed to all registered voters of the City of EI Segundo (pursuant to the last report of registration by the County Clerk to the Secretary of State) informing the voters of the change in the election date. The notice must also inform the voters that as a result in the change in election date, elected city officeholders' terms in office will be changed. SECTION 7: Date of the First City Council Election in November. If this Ordinance becomes effective, the first City Council election to be held in November will be November 2020. SECTION 8: Request to the County. The City Clerk is directed to forward, without delay, a certified copy of this Ordinance to the Los Angeles County Board of Supervisors and the County Election Department. SECTION 9: Construction. This ordinance must be broadly construed in order to achieve the purposes stated in this ordinance. It is the City Council's intent that the provisions of this ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this ordinance. SECTION 10: Severability. If any part of this ordinance or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this ordinance are severable. SECTION 11: The City Clerk is directed to certify the passage and adoption of this ordinance; cause it to be entered into the City of EI Segundo's book of original ordinances; 2 488 make a note of the passage and adoption in the records of this meeting; and, within 15 days after the passage and adoption of this ordinance, cause it to be published or posted in accordance with California law. SECTION 12: This Ordinance will become effective on the thirty-first day following its passage and adoption. PASSED AND ADOPTED this day of 2017. Suzanne Fuentes, Mayor ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. was duly introduced by said City Council at a regular meeting held on the day of , 2017, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 3 489 ATTACHMENT 1 - OPTION B ORDINANCE NO. ("NOVEMBER 2022 VERSION") AN ORDINANCE ESTABLISHING THE DATE OF THE CITY'S GENERAL MUNICIPAL ELECTION TO THE FIRST TUESDAY AFTER THE FIRST MONDAY IN NOVEMBER OF EVEN- NUMBERED YEARS BEGINNING IN NOVEMBER 2022; AMENDING TITLE 1 OF THE EL SEGUNDO MUNICIPAL CODE AND REQUESTING CONSOLIDATION WITH LOS ANGELES COUNTY PURSUANT TO ELECTIONS CODE SECTION 10403. The City Council of the City of EI Segundo does ordain as follows: SECTION 1: The City Council finds and declares as follows: A. The general municipal elections for the City of EI Segundo are currently held the second Tuesday of April in each even-numbered year; B. Government Code § 14052 prohibits a city from holding an election other than on a statewide election date, if holding an election on a non-concurrent date has previously resulted in voter turnout for a regularly scheduled election in that city, being at least 25% less than the average voter turnout within the city for the previous four statewide general elections; C. The City did not meet the qualifying criteria to continue to conduct stand- alone elections and is legally required to move its elections to the date of the statewide general election; D. The City desires to change its municipal election to the first Tuesday after the first Monday in November 2022, an established election date listed in Elections Code § 1000 and the date of the statewide general election; E. In order to accomplish the change in election date, the term of City Council Members elected in'April 2018, who would otherwise be up for election in April 2022, would be extended to November 2022. SECTION 2: Environmental Assessment. Adoption of the proposed Ordinance is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because the proposed Ordinance would amend the EI Segundo Municipal Code as far as timing of the City's election, and it can be seen with certainty that there is no possibility that the Ordinance will have a significant effect on the environment. SECTION 3: ESMC Title 1 (Administration and Personnel) is amended to add the following new chapter and section as follows: Chapter 4A: ELECTIONS. 490 Section 1-4A-1: Beginning in November 2022, general municipal elections for the election of Council members, the City Clerk and the City Treasurer, and for such purposes as the City Council may prescribe, will be held in the City on the first Tuesday after the first Monday in November in each even- numbered year. SECTION 4: Adjustment of Terms of Office. In accordance with Elections Code §§ 1301 and 10403.5(d), due to the change of election date, the terms of office of those members of the City Council elected in April 2018, whose terms would previously have expired in April 2022, will instead expire at the next regularly scheduled Council meeting after receipt of the certification of the results of the November 2022 General Municipal Election and administration of oaths of office. SECTION 5: Consolidated Election. Pursuant to Elections Code § 1301, the City Council requests the County of Los Angeles approve consolidation of the City's November City Council election with the statewide general election conducted by the County in November of each even-numbered year. SECTION 6: Notice to Voters. Pursuant to Elections Code § 10403.5, within 30 days after this Ordinance becomes effective, the City Clerk must cause a notice to be mailed to all registered voters of the City of EI Segundo (pursuant to the last report of registration by the County Clerk to the Secretary of State) informing the voters of the change in the election date. The notice must also inform the voters that as a result in the change in election date, elected city officeholders' terms in office will be changed. SECTION 7: Date of the First City Council Election in November. If this Ordinance becomes effective, the first City Council election to be held in November will be November 2022. SECTION 8: Request to the County. The City Clerk is directed to forward, without delay, a certified copy of this Ordinance to the Los Angeles County Board of Supervisors and the County Election Department. SECTION 9: Construction. This ordinance must be broadly construed in order to achieve the purposes stated in this ordinance. It is the City Council's intent that the provisions of this ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this ordinance. SECTION 10: Severability. If any part of this ordinance or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this ordinance are severable. SECTION 11: The City Clerk is directed to certify the passage and adoption of this ordinance; cause it to be entered into the City of EI Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within 15 2 491 days after the passage and adoption of this ordinance, cause it to be published or posted in accordance with California law. SECTION 12: This Ordinance will become effective on the thirty-first day following its passage and adoption. PASSED AND ADOPTED this day of 2017. Suzanne Fuentes, Mayor ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. was duly introduced by said City Council at a regular meeting held on the day of , 2017, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 3 492 ATTACHMENT 2 - 2017 JUL 18 CC STAFF REPORT, ATTACHMENTS AND PRESENTATION EL SEGUNDO CITY COUNCIL MEETING DATE: July 18, 2017 AGENDA STATEMENT AGENDA HEADING: Reports—City Clerk AGENDA DESCRIPTION: Consideration and possible action regarding Introduction of an Ordinance consolidating future stand alone municipal elections in the City with statewide November even year elections to comply with the California Voter Participation Rights Act (California State Senate Bill 415). (Fiscal Impact: Estimated Savings of$ 20,000.00) RECOMMENDED COUNCIL ACTION: 1. That the City Council introduce an Ordinance establishing new General Municipal Election dates to be held in November of even years beginning November 2018; and/or 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Ordinance 2. SB 415 3. Staff report/attachments and Minutes dated March 15, 2016 4. Study by the Kinder Institute's Center for Local Elections in American Politics (LEAP) 5. Los Angeles County Voting Systems Assessment Project(VSAP) (website www.VSAP.lavote.net } FISCAL IMPACT: Amount Budgeted: $73,000.00 (Preliminary FY 17/18) Estimated Savings: ($20,000.00) Account Number (s): Professional 8z Technical 001-400-1302-6214 STATEGIC PLAN: Goal: n/a Objective: n/a �1= WRITTEN BY: Mona F. Shilling, Deputy City Clerk 1I�� ORIGINATED/APPROVED BY: Tracy Weaver, City Clerk REVIEWED BY: City Attorney's Office APPROVED BY: Greg Carpenter, City Manager��r alu 1 493 BACKGROUND AND DISCUSSION: Local Election Must be Consolidated with Statewide Election no later than 2022 On September 1, 2015, Governor Brown signed into law Senate Bill No. 415 (Hueso) ("SB 415") regarding consolidation of municipal elections with statewide elections. Commencing January 1, 2018, SB 415 prohibits certain political subdivisions, as defined, from holding an election other than on a statewide election date. SB 415 requires political subdivisions to compare the voter turnout in the political subdivision's regularly scheduled election to the voter turnout within the political subdivision for the previous four statewide general elections. If the voter turnout for political subdivision's regularly scheduled election is at least 25% less than the average voter turnout within the political subdivision for the previous four statewide general elections, then the political subdivision must consolidate its election with the state. The voter participation (Voter Turnout) rates for the City of El Segundo for the past four statewide general elections (Los Angeles County) in November and four stand alone- municipal elections (City of El Segundo)in April are below: ELECTION YEAR STATEWIDE ELECTION MUNICIPAL ELECTION 2010 63.78% 22.13% 2012 80.91% 32.84% 2014 41.12% 29.17% ` 2016 80.40% 33.49% The City of El Segundo's average voter turnout for the previous four statewide elections was 66.55%, while the voter turnout for the most recent municipal stand-alone elections was 33.49%. Although the law does not specify which municipal election is to be compared with the statewide general elections, if we compare the most recent City Elections the difference exceeds 25% in voter turnout. Thus, that the new law applies to the City of El Segundo. Because the new law applies to the City, the issue is whether to consolidate with a statewide election sooner or later. If, by January 1, 2018, the City adopts a plan to consolidate future elections with a statewide election not later than the November 8, 2022 statewide general election, then the City may continue its current practice of holding elections on non- statewide election dates until the plan is adopted. In other words, if it adopts such a plan, the City may continue its current practice of holding City elections in April through 2020. STAFF RECOMMENDATION: On March 15, 2016, the then-seated City of El Segundo City Council unanimously voted to direct staff to prepare a plan to consolidate future elections with the statewide elections, and directed the plan to be brought back to the City Council for its consideration by mid-2017. Staff is recommending the City to consolidate the 2018 Municipal election with the County's statewide election. 2 494 Staff recommends the City Council consolidate with Los Angeles County Statewide Elections in for November 2018 for the following reasons: • Increase Voter participation (November Los Angeles County statewide elections have highest participation) • Cost Savings to the City (November Los Angeles County statewide elections costs likely to be lower than June's) • Consistency for the Voter experience when voting if consolidate with Los Angeles County verses continue to conduct Stand Alone Municipal Elections (through 2020) ■ Reduces staff support to manage Stand Alone Elections, enabling staff to focus on voter. education and voter participation • Build relationship/partnership with the Los Angeles County Registrar-Recorder/County Clerk Office — City Clerk Services, two year prior to the 2020 anticipated roll-out of the new voting system (Voting Systems Assessment Project, "VSAP") • City of El Segundo Municipal Election and El Segundo Unified School Board Election would be on the same voting cycle and both consolidated with Los Angeles County. • Uncertainty of current City's consultant's (sole source) future business model for stand- alone elections OTHER OPTIONS FOR CITY COUNCIL TO CONSIDER: Option #1 — As noted above, the City Council may continue to hold stand alone elections in April of 2018 and 2020, provided that it approves a plan by the end of this year which would consolidate by 2022. Option #2 —Rather than consolidating with the November election, the City Council can choose to consolidate the City's election with the other available statewide election date, the first Tuesday after the first Monday in June in each year. Staff has evaluated the June statewide election date and determined that consolidating with the June election will likely be more costly to the City than consolidating with the November statewide election date. In addition, due to other pending legislation, the June statewide election dates could be changing in the near future. Thus, staff is recommending consolidating to the November statewide election date. ENVIRONMENTAL REVIEW: The City Council finds that the Ordinance does not have the potential to cause significant effects on the environment and, therefore, the project is exempt from the California Environmental Quality Act (CEQA) pursuant to 14 Cal. Code Regs. § 15061(b)(3). The proposed Ordinance would amend the El Segundo Municipal Code as far as timing of the City's election, and it can be seen with certainty that there is no possibility that the Ordinance will have a significant effect on the environment. 3 495 ORDINANCE NO. AN ORDINANCE ESTABLISHING THE DATE OF THE CITY'S GENERAL MUNICIPAL ELECTION TO THE FIRST TUESDAY AFTER THE FIRST MONDAY IN NOVEMBER OF EVEN- NUMBERED YEARS BEGINNING IN NOVEMBER 2018; AMENDING TITLE 1 OF THE EL SEGUNDO MUNICIPAL CODE AND REQUESTING CONSOLIDATION WITH LOS ANGELES COUNTY PURSUANT TO ELECTIONS CODE SECTION 10403. The City Council of the City of EI Segundo does ordain as follows: SECTION 1: The City Council finds and declares as follows: A. The general municipal elections for the City of EI Segundo are currently held the second Tuesday of April in each even-numbered year; B. Government Code § 14052 prohibits a city from holding an election other than on a statewide election date, if holding an election on a non-concurrent date has previously resulted in voter turnout for a regularly scheduled election in that city, being at least 25% less than the average voter turnout within the city for the previous four statewide general elections; C. The City did not meet the qualifying criteria to continue to conduct stand- alone elections and is legally required to move its elections to the date of the statewide general election; D. The City desires to change its municipal election to the first Tuesday after the first Monday in November 2018, an established election date listed in Elections Code § 1000-and the date of the statewide-general election; E. In order to accomplish the change in election date, the term of incumbent City Council Members who would otherwise be up for election in April 2018 would be extended to November 2018, and the term of incumbent City Council Members, the City Clerk and the City Treasurer, who would otherwise be up for election in April 2020 would be extended to November 2020. SECTION 2: Environmental Assessment. Adoption of the proposed Ordinance is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because the proposed Ordinance would amend the EI Segundo Municipal Code as far as timing of the City's election, and it can be seen with certainty that there is no possibility that the Ordinance will have a significant effect on the environment. SECTION 3: ESMC Title 1 (Administration and Personnel) is amended to add the following new chapter and section as follows: 496 Chapter 4A: ELECTIONS. Section 1-4A-1: General municipal elections for the election of Council members, the City Clerk and the City Treasurer, and for such purposes as the City Council may prescribe, will be held in the City on the first Tuesday after the first Monday in November in each even-numbered year. SECTION 4: Adjustment of Terms of Office. In accordance with Elections Code §§ 1301 and 10403.5(d), due to the change of election date, the terms of office of those members of the City Council presently serving whose terms would previously have expired in April 2018 will instead expire at the next regularly scheduled Council meeting after receipt of the certification of the results from the November 2018 General Municipal Election and administration of oaths of office. The terms of office of the City Clerk, the City Treasurer, and those members of the City Council presently serving whose terms would previously have expired in April 2020 will instead expire at the next regularly scheduled Council meeting after receipt of the certification of the results of the November 2020 General Municipal Election and administration of oaths of office. SECTION 5: Consolidated Election. Pursuant to Elections Code § 1301, the City Council requests the County of Los Angeles approve consolidation of the City's November City Council election with the statewide general election conducted by the County in November of each even-numbered year. SECTION 6: Notice to Voters. Pursuant to Elections Code § 10403.5, within 30 days after this Ordinance becomes operative, the City Clerk must cause a notice to be mailed to all registered voters of the City of EI Segundo (pursuant to the last report of registration by the County Clerk to the Secretary of State) informing the voters of the change in the election date. The notice must also inform the voters that as a result in the change in election date, elected city officeholders' terms in office will be changed. SECTION 7: Date of-the First City Council Election in November. If this Ordinance becomes effective, the first City Council election to be held in November will be November 2018. SECTION 8.- Request to the County. The City Clerk is directed to forward, without delay, a certified copy of this Ordinance to the Los Angeles County Board of Supervisors and the County Election Department. This ordinance will become operative once the City's request is officially approved by the Board of Supervisors. SECTION 9: Construction. This ordinance must be broadly construed in order to achieve the purposes stated in this ordinance. It is the City Council's intent that the provisions of this ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this ordinance. SECTION 10: Severability. If any part of this ordinance or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity 2 497 will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this ordinance are severable. SECTION 11: The City Clerk is directed to certify the passage and adoption of this ordinance; cause it to be entered into the City of EI Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within 15 days after the passage and adoption of this ordinance, cause it to be published or posted in accordance with California law. SECTION 12: This Ordinance will become effective on the thirty-first day following its passage and adoption. PASSED AND ADOPTED this day of 2017. Suzanne Fuentes, Mayor ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES } SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. was duly introduced by said City Council at a regular meeting held on the day of . 2017, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN-- Tracy BSTAIN-Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 3 498 Bill Text- SB-415 Voter participation. Page 1 of 2 C�ccr�ru��, it UGiSLATIVE 1NFOR?'`°1ATION Home Bill Information California Law Publications Other Resources My Subscriptions My Favorites SB-415 Voter participation. (2015-2016) SHARE THIS: Senate Bill No.415 CHAPTER 235 An act to add Chapter 1.7 (commencing with Section 14050) to Division 14 of the Elections Code, relating to elections. Approved by Governor September 01, 2015. Filed with Secretary of State September 01, 2015. ) LEGISLATIVE COUNSEL'S DIGEST SB 415, Hueso. Voter participation. Existing law generally requires all state, county, municipal, district, and school district elections be held on an established election date. Existing law also establishes certain dates for statewide elections. Existing law requires any state, county, municipal, district, and school district election held on a statewide election date to be consolidated with a statewide election, except as provided. This bill, commencing January 1, 2018, would prohibit a political subdivision, as defined,from holding an election other than on a statewide election date if holding an election on a nonconcurrent date has previously resulted in voter turnout for a regularly scheduled election in that political subdivision being at least 25% less than the average voter turnout within the political subdivision for the previous 4 statewide general elections, except as specified. This bill would require a court to implement appropriate remedies upon a violation of this prohibition. The bill would authorize a voter who resides in a political subdivision where a violation is alleged to file an action in superior court to enforce this prohibition, and it would allow a prevailing plaintiff other than the state or political subdivision to collect a reasonable attorney's fee and litigation expenses, as provided. Vote: majority Appropriation: no Fiscal Committee: no Local Program: no THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS: SECTION 1. Chapter 1.7 (commencing with Section 14050) is added to Division 14 of the Elections Code, to read: CHAPTER 1.7.Voter Participation 14050.This chapter shall be known and may be cited as the California Voter Participation Rights Act. 14051. As used in this chapter: (a)"Political subdivision" means a geographic area of representation created for the provision of government services, including, but not limited to, a city, a school district, a community college district, or other district organized pursuant to state law. https://Ieginfo.leoislature.ca.orov/faces/billTextClient.xhtml?bill_ld=201520160SB415 4�/�0/2017 Bill Text- SB-415 Voter participation, Page 2 of 2 (b)"Significant decrease in voter turnout"means the voter turnout for a regularly scheduled election in a political subdivision is at least 25 percent less than the average voter turnout within that political subdivision for the previous four statewide general elections. (c)"Voter turnout" means the percentage of voters who are eligible to cast ballots within a given political subdivision who voted. 14052. (a) Except as provided in subdivision (b), a political subdivision shall not hold an election other than on a statewide election date if holding an election on a nonconcurrent date has previously resulted in a significant decrease in voter turnout. (b) A political subdivision may hold an election other than on a statewide election date if, by January 1, 2018, the political subdivision has adopted a plan to consolidate a future election with a statewide election not later than the November 8, 2022, statewide general election. 14053.Upon a finding of a violation of subdivision (a) of Section 14052, the court shall implement appropriate remedies, including the imposition of concurrent election dates for future elections and the upgrade of voting equipment or systems to do so. In imposing remedies pursuant to this section, a court may also require a county board of supervisors to approve consolidation pursuant to Section 10402,5. 14054.In an action to enforce subdivision (a) of Section 14052, the court shall allow the prevailing plaintiff other than the state or political subdivision of the state, a reasonable attorney's fee consistent with the standards established in Serrano v. Priest (1977) 20 Cal3d 25, 48-49, and litigation expenses including, but not limited to, expert witness fees and expenses as part of the costs. A prevailing defendant shall not recover any costs, unless the court finds the action to be frivolous, unreasonable, or without foundation. 14055.A voter who resides in a political subdivision where a violation of subdivision (a) of Section 14052 is alleged may file an action pursuant to that section in the superior court of the county in which the political subdivision is located. 14056.This chapter does not apply to special elections. 14057.This chapter shall become operative on January 1, 2018. https://leginfo.legislature.ca.gov/faces/billTextClient.xhtml?bill_id=201520160SB415 7/10/2017 102017 EL SEGUNDO CITY COUNCIL MEETING DATE: March 15, 2016 AGENDA STATEMENT AGENDA HEADING: Reports-City Clerk AGENDA DESCRIPTION: Consideration and possible action regarding the City's plan to consolidate future municipal elections with the statewide election in light of Senate Bill 415. (Fiscal Impact:None) RECOMMENDED COUNCIL ACTION: 1. Direct staff to prepare a plan to consolidate future elections with the statewide election no later than the November 8, 2022 election, with the plan to be brought back to the City Council for its consideration by mid-2017; and/or 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. SB 415 2. Comparison of the City's Stand Alone Election 2014 turnout against average of last four(4)November Statewide General Elections FISCAL IMPACT: N/A ORIGINATED BY: Tracy Weaver, City Clerk 44- REVIEWED BY: City Attomey's office &d- APPROVED BY: Greg Carpenter, City Manager,? BACKGROUND AND DISCUSSION: Local Election Must be Consolidated with Statewide Election no later than 2022 On September 1, 2015, Governor Brown signed into law Senate Bill No. 415 (Hueso) ("SB 415") regarding consolidation of municipal elections with statewide elections. Commencing January 1, 2018, SB 415 prohibits certain political subdivisions, as defined, from holding an election other than on a statewide election date. SB 415 requires political subdivisions to compare the voter turnout in the political subdivision's regularly scheduled election to the voter turnout within the political subdivision for the previous four statewide general elections. If the voter turnout for political subdivision's regularly scheduled election is at least 25% less than the average voter turnout within the political subdivision for the previous four statewide general elections, then the political subdivision must consolidate its election with the state. According to the data compiled by the City's election consultant, Martin & Chapman, (Refer to attachment 2), El Segundo's average voter turnout for the previous four statewide elections was 68.96%, while the voter turnout for the most recent municipal stand-alone election was 28.451yo. Although the law does not specify which municipal election is to be compared with the statewide 1 154 501 general elections, if we compare the most recent City election, the difference exceeds 25% in voter turnout. Thus, it appears that the new law applies to El Segundo. If, by January 1, 2018, the City adopts a plan to consolidate a future election with a statewide election not later than the November 8, 2022 statewide general election, then the City may continue its current practice of holding elections on non-statewide election dates until the plan is adopted. In other words, the City may continue its current practice of holding City elections on non-statewide election dates for now, but the City must begin to create a plan that would consolidate future City elections with statewide elections. The new law does not impact the City's upcoming April 2016 election. RECOMMENDATION: Staff recommends the City Council direct staff to develop a plan to consolidate the City's future elections with the statewide election not later than the November 8, 2022 statewide general election. 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Ipo�Cl 00e�I'yylNOMs� NpppfC.fOOf1� Ypp1p�ptR.NCV �HpploapOaNppO p � W_ C" ODD1� 1� aO � a0a0-ODIp � D � 000lo0P9 � Stc-0 O C: J Ii W UI I e ao I 1 U y U U U U U U J_ d m ` H m of0i � x > ° t2EE � c'SEsyc rma`► clE C E E-6 0 oEEF4 � � Im n da2Ty � � .� . �, �' a33 � 3 � o LO I'� ���, u°Qivaic� 00toic� tooIn ml�nctooba toir— innr � 159 504 10. Change the employee group that retired and current City Council Member's Public Employees' Medical and Hospital Care Act ("PEMHCA") medical benefits are tied to from the Executive Management Group to the Police Support Services Employees' Association ("PSSEA") to approximately maintain the PEMHCA medical benefits currently provided to the retired and current elected officials. Continue to have the City Clerk and Treasurer tied to the Executive Management group for PEMHCA medical benefits (reducing their medical benefits from $1200 per month to $125 per month) but increase their respective monthly stipends by $1,075 per month to offset the reduction in medical benefits. These potential actions arise from a change made to the Executive Management Group's medical benefits that adversely affects the retired and current elected officials' medical benefits. (Fiscal Impact: Approximate monthly savings of$7590.79 if the Council continues to be tied to the Executive Management Group and $157.16 if the Council is tied to the PSSEA. The change to the City Clerk's and Treasurer's medical benefit and stipend have no net fiscal impact.) Mark Hensley, City Attorney, introduced and clarified the item. Council Discussion MOTION by Council Member Atkinson, SECONDED by Mayor Pro Tem Jacobson to change the employee group that the retired and current Council Members' PEMHCA medical benefits, are tied to from the Executive Management Group to-PSSEAand continue to have the City Clerk and Treasurer tied to Executive Management Group for PEMHCA medical benefits (reducing their medical benefits from $1200.00 per month to $125 per month) and adopt Resolution No. 4973, increasing their respective monthly stipends by $1,075.00. MOTION PASSED BY VOICE VOTE. 312 YES: Atkinson, Fuentes, Jacobson NO: Dugan, Fellhauer G. REPORTS — CITY MANAGER — Mentioned Council passed over $4.5 million in infrastructure projects on the Consent Agenda this evening. The City was able to do so due to water funds, sewer funds and Federal and State Grants. Mr. Carpenter credits this to the increased engineering staff, we were not in a position to do this several years ago. The Council Chamber is getting a makeover in the next several weeks. Thanked Misty Cheng for her role as Interim Finance Director over the last 10 months and introduced the City's new Finance Director, Joe Lillio. H. REPORTS — CITY ATTORNEY - None I. REPORTS — CITY CLERK 11 Consideration and possible action regarding the City's plan to consolidate future municipal elections with the statewide election in light of Senate Bill 415. (Fiscal Impact: None) MINUTES OF THE REGULAR CITY COUNCIL MEETING MARCH 15,2016 PAGE NO.6 505 Tracy Weaver, City Clerk and Mona Shilling, Acting Deputy City Clerk II gave a presentation and answered Council questions concerning SB 415. Council Discussion MOTION by Council Member Fellhauer, SECONDED by Council Member Atkinson directing staff to prepare a plan to consolidate future elections with the statewide election no later than the November 8, 2022 election, with the plan to be brought back to the City Council for its consideration by mid-2017. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 J. REPORTS —CITY TREASURER— Report given during presentations, K. REPORTS — CITY COUNCIL MEMBERS Council Member Fellhauer— 12. Consideration and possible action to direct staff to analyze and report back on traffic issues at the intersection of Main Street and Maple Ave. (Fiscal Impact: None) Council Member Fellhauer introduced the item. Mitch Tavera, Chief of Police and Stephanie Katsouleas, Public,Works Director gave a presentation and answered Council questions. Council Discussion Council consensus directed staff to implement less expensive safety measures immediately and report back with a broader strategy for Main Street with respect to trcffic and pedestrian safety and report what the expenses associated with the suggested safety measures. MOTION PASSED BY UNANIMOUS VOICE VOTE, 5/0 Council Member Atkinson —Thanked the residents for attending the forums. Council Member Dugan — None Mayor Pro Tem Jacobson — Mentioned the forums are broadcast on our YouTube channel and the City's website. Mayor Fuentes — Mentioned the meetings she attends as Mayor, partnering with businesses and that the EI Segundo Air Force Base inducted both the Mayor and Chief Tavera as honorary Commanders. Announced the State of the City address will take place April 6, 2016 at the Air Force Base in the Gordon Conference Center. MINUTES OF THE REGULAR CITY COUNCIL MEETING MARCH 15,2016 PAGE N0. 7 506 Shilling, Mona From: City clerks <city_clerks-bounces@lists.cacities.org> on behalf of Nicholas Romo <nromo@cacities.org> Sent: Friday,August 12, 2016 12:03 PM To: 'city clerks@lists.cacities.org' Subject: (City_clerks] SB 415 and Study on the Effect of Election Timing on Voter Turnout Attachments: ATT00001.txt Hello Clerks, The National League of Cities forwarded this recently completed study by the Kinder Institute's Center for Local Elections in American Politics (LEAP) about the effect of on vs off cycle elections on voter turnout in mayoral elections in California between 1995 and 2014.The highlights of the report are below and are found on page 1 of the report. The report can be found here: httr)://kinder,rice.edu/ur)loadedFiles/Urban Research Center/Publications/FINAL CA LEAP REPORT 0310.r) df This report also contemplates the effect of Senate Bill 415 a law that requires cities with low voter participation (at least 25 percent below its own average during the last four statewide general elections) to consolidate their elections with the state elections. 1. Executive Summary Political observers' assumptions about local election trends are often based on anecdotes, incomplete observation or simply conventional wisdom. However, the Kinder Institute for Urban Research and its Center for Local Elections in American Politics offer a first-of-its-kind way to analyze elections. In California cities where mayoral elections coincide with the presidential elections, voter turnout is more than double that of cities where mayoral elections are conducted off cycle, LEAP found. This study confirms existing work on the relationship between the timing of elections and turnout but also sheds important new empirical light on the nature and magnitude of this relationship. Policymakers will find this analysis helpful when seeking ways to improve political participation and strengthen local democracy in America. Background The study focuses on direct elections of California mayors, which occur in 168 of the state's 482 cities. Mayoral election dates may coincide with presidential elections, Congressional midterm elections or neither(known as off-cycle elections). This research comes on the heels of a 2015 state law requiring cities with low voter turnout to move their election dates so they coincide with state elections in an effort to improve turnout. Findings • Mayoral elections held concurrently with presidential elections have the highest turnout (39.6 percent), while those held off cycle have the lowest turnout (17.5 percent). Those that coincide with midterm elections fall in the middle (28.5 percent). 507 • Off-cycle elections are disproportionately held in California's largest cities (populations greater than 100,000), where they make up 45 percent of the mayoral contests. In the state's smallest cities (populations below 20,000), off-cycle elections make up fewer than 14 percent of contests. 69 percent of all California municipalities holding off-cycle elections are located in Los Angeles County. The larger number of off-cycle elections among the state's largest cities, combined with low average turnout in these elections (17 percent), means turnout is disproportionately suppressed in those cities. • Over the last two decades,turnout for off-cycle mayoral elections in medium and large cities has declined from about 20 percent to about 10 percent. • Cities that voluntary switched to election dates that coincided with midterm or presidential elections saw turnout improve by an average of nearly 15 percentage points. Happy Friday! Nicholas Romo I Legislative Policy Analyst League of California Cities 11400 K Street I Sacramento, Calif. P(916) 658-8254 E nromo(Mcacities.orR www.cacities.ore Twitte I Facebook PLEASE CONSIDER THE ENVIRONMENT BEFORE PRINTING THIS EMAIL z 508 f Center for Local Elections in American Politics LEAP I r , Ht L1 F A Melissa Marschall John Lappie46 =. a Knight Founda I n ` 509 sustainable so that it can continue to provide data, research and LEAP information to scholars, practitioners and policymakers long into the future. By creating a database that updates automatically—and About the Center for Local Elections in constantly—we are able to ensure we have the most current American Politics information available to help researchers, journalists and others effectively study government While the presidential campaign Me C011er fior local Ehxtious in Amorican 1101ilics(LEAP)is continues to generate headlines,the heart of democracy is at damlopinq palhhreaking solutions to lbep'ohlem of collecling, the local level. We believe LEAP's database will allow us to digitizing, and dlsscmtinalinb dala on local elections.Mare better understand the process and outcomes of these elections. oiforuuriion is available at htlp:/Jurwru.lc�ap-elc�Cllatrs,ot l The United States is viewed as an archetype of democracy, yet RICE I KKINDER fundamental questions about the nature of our government INSTITUTE FI N RESEARCH KINDER- and its electoral processes and outcomes are often difficult to answer because of a simple problem: a lack of data, Rice University's Kinder Institute for Urban Research is a"think Because elections are decentralized in this country, basic and do" tank that advances understanding of the challenges information about local contests is difficult to access. To date, facing Houston and other urban centers through research, there has been no comprehensive source of data on U.S.local policy analysis and public outreach. By collaborating with civic elections.The situation has vexed political scientists, journalists and political leaders, the Kinder Institute aims to help Houston and other researchers for decades. As a result, much of what and other cities. For more, visit www.kinder.rice,edu. we think we know about local government,particularly trends over time,is based on anecdotes and generalizations—not empirical evidence. We're helping to change that. With a grant from the ;F Knlp _Nht Foundation National Science Foundation in 2010, principal investigators kg ht Marschall and Paru Shah launched the Local Elections The John S. and James L. Knight Foundation advances in America Pro)eci (l.l':AP).Since then, LEAP has developed journalism in the digital age and invests in the vitality the most comprehensive database of local election results in of communities where the Knight brothers owned existence.In 2015, the Knight Foundation provided funding to turn LEAP into the Center for Local Elections in American newspapers. Knight Foundation focuses on projects that Politics within Rice University's Kinder Institute for Urban promote informed and engaged communities and lead to Research. transformational change. The Knight Foundation Community LEAP developed a suite of software application tools Initiative focuses on 26 communities. Resident program to systematically collect, digitize and disserninate data on directors oversee grant-making in eight communities: elections across the United SlatCs. LEAP's innovation was in Akron, Ohio; Charlotte, V C; Detroit; Macon, Ga; Miami; creating a digital archive of past election results, as well as Philadelphia; San Jose, Calif,; and St. Paul,Minn. In the automating data collection for current and future elections remaining 18 communities, the Knight Foundation partners At present, the database contains results from 22 states that, with other community foundations The foundation has in some cases, date as far back as the 1980s.The database invested more than 5841 million in community initiatives contains the names of local candidates,their party affiliations, since its creation in 1950, The Knight Foundation Aunts the number of votes they received, how(hose votes were cast its national network of learning to inspire the actions of (e.g., in person,by absentee ballol,or by early voting), and residents in each of its communities and help build a better whether they ran at-large or by dbarict(and the district name democracy and a successful future For more, visit wwvv. or number). Other fields include government level (county; knightfoundation org, municipal,school district or special district), office type (executive,legislative, judicial/law enforcement,athrr),,and election type(primary, general, runoff,special or initiative/ Future Reports referendum). In addition, cacti candidate record is geocoded, making connectivity to other data seamless. We have records The California study is the first of several reports on of hundreds of thousands of candidates who've run for office municipal elections to be released in 2016 by the Kinder in the U.S. institute for Urban Research's Center for Local Elections The database is dynamic and continues to be updated in American Politics. Forthcoming reports will examine as new elections come online, which is a truly pathbreaking trends in municipal contests in Indiana, Kentucky. Virginia, feature. And, white we continue to add new election results; Louisiana, Minnesota, South Carolina, forth Carolina and we are also expanding data collection to other states and Washington. developing new technology that will not only make it possible to expedite the collection of data tlhai's ordinarily difficult to Afarscball,Melissa andJobn lappie.2016 Matibral Elections in acre* bur will allow uc to enhanrr:our(tela by adding new California, 1995-2014, Centerfor Locrtl Eleclior7s in American fields that measure other candidate, election and campaign Politics Kinderinstitutefor Urban Research,Rice t-nicersilt', features. Houston, 7X Finally, we are working with the Kinder Institute and a large network of stakeholders to make the database and LEAP Mayoral Elections in California,1995-2014 510 I-,.-,--..- Table _ate._—_._Table of Contents 1. Executive Summary 1 2. List of Tables and Figures 2 3. California Municipal Elections Overview 3 4. Basic Information About Mayors and Mayoral Elections 3 in California 5. Mayoral Elections 5 Turnout and Demcgr-apbics Electoral Participation and Election Timing Timing and Electoral Competition Incumbency and Election Timing Mayoral Elections and City Size City Size and Candidate Supply City Size and Electoral Competition City Size and Incumbency Trends Over Time Trends in Turnout by City Size and Election Timing Trends in Candidate Supply Trends in Incumbency 6. A Closer Look at How Election Timing Affects Participation: 12 Analyzing the effects of changing from off- to on-cycle elections 7. Appendices 14 Knigbi Community Cities.. Long Beach and San Jose Table of Cities 8. References 18 Mayoral Elections in California,1995-2014 511 1 . Executive Summary Political observers'assumptions about local election trends are often based on anecdotes, incomplete obseivation or simply conventional wisdom. However, the Kinder Institute for Urban Research and its Center for Local Elections in American Politics offer a first-of-its-kind way to analyze elections. In California cities where mayoral elections coincide with the presidential elections, voter turnout is more than double that of cities where mayoral elections are conducted off cycle, LEAP found. This study confirms existing work on the relationship between the timing of elections and turnout but also sheds important new empirical light on the nature and magnitude of this relationship. Policymakers will Find this analysis helpful when seeking ways to improve political participation and strengthen local democracy in America. Background The study focuses on direct elections of California mayors, which occur in 168 of the state's 482 cities. Mayoral election dates may coincide with presidential elections, Congressional midterm elections or neither(known as off-cycle elections). This research comes on the heels of a 2015 state law requiring cities with low voter turnout to hove their election dates so they coincide with state elections in an effort to improve turnout. Methodology LEAP software automates the collection of election results, resulting in a database containing records on municipal elections in 22 states dating as far back as the 1980s The California dataset includes 1,062 mayoral elections from February 1995 to November 2014. Findings • Mayoral elections held concurrently with presidential elections have the highest turnout(39.6 percent), while those held off cycle have the lowest turnout(17.5 percent). Those that coincide with midterm elections fall in the middle(28.5 percent). • Off--cycle elections are disproportionately held in California's largest cities(populations greater than 100,000), where they make up 45 percent of the mayoral contests. In the state's smallest cities(populations below 20,000), off-cycle elections make up fewer than 14 percent of contests, ' • 69 percent of all California municipalities holding off-cycle elections are located in Los Angeles County • The larger number of off-cycle elections among the state's largest cities, combined with low average turnout in these elections (17 percent), means turnout is disproportionately suppressed in those cities. • Over the last two decades, turnout for off-cycle mayoral elections in medium and large cities has declined from about 20 percent to about 10 percent. • Cities that voluntary switched to election dates that coincided with midterm or presidential elections saw turnout improve by an average of nearly 15 percentage points. Figure 5.3; Turnout in Mayoral Elections Figure 5.7: Average Turnout by City Size by Election Timing and Election Timing 45.0 50 39.6 41 39 41 40.0 40 37 35.0 2030 28 r 30� 30.0 28.5 30 25 25.0 20 II 16 17 16 20.0 17.5 10 15.0 10.0 0 5.0 Under 20k 20-50k 50.100k Over 100k 0.0 1 ■Off Cycle ■Midterm `=Presidential Off Cycle Midterm Presidential Mayoral Elections in California,1995-2014 1. 512 2. List of Tables and Figures Table 4.1: California Counties With Local Off-Cycle Elections Table 5.1: Electoral Features by Level of Municipal Mayoral Compensation Table 6.1: Turnout Pre- and Postswitch to On-Cycle Elections Figure 5.1: Turnout in Mayoral Elections by Educational Attainment Figure 5.2: Turnout in Mayoral Elections by Median Household Income Figure 5.3: Turnout in Mayoral Elections by Election Timing Figure 5.4: Competitiveness of Mayoral Elections by Election Timing Figure 5.5: Incumbents in Mayoral Elections Figure 5.6: Number of California Cities by Election Timing and City Size Figure 5.7: Average Turnout by City Size and Election Timing Figure 5,8: Average Number of Mayoral Candidates by City Size and Election Timing Figure 5.9: Average Margin of Victory by City Size and Election Timing Figure 5.10: Percentage of Uncontested Races by City Size and Election Timing Figure 5.11: Percent Races with Incumbents, by City Size and Election Timing Figure 5.12: Average Turnout in Mayoral Elections, by Election Timing, 1995-2014 Figure 5.13a,. Average Turnout by City Size: Presidential Elections Figure 5.13b: Average 'Turnout by City Size: Off-Cycle Elections Figure 5.14: Mean Candidates in Mayoral Races, 1995-2014 Figure 5.15: Percent Unopposed Races, 1995-2014 Figure 5.16: Percent Incumbents Running and Winning, 1995-2014 Figure 6.1: Cities Switching from Off- to On-Cycle Elections Figure 6.2: Interrupted Time Series Data for Four Cities Figure 7.1: Mayoral Elections in San Jose, 1998-2014 Figure 7.2: Mayoral Elections in Long Beach, 1994-2014 2. [Vayoial Elections in California,199-2014 513 3. California Municipal Elections 0For at-large council races, the average number of candidates is 5.5 (min=1, max=22). Overview • For single-member races, the average number of The original source of the California local election data candidates is 2,73 (min=1, max=17). compiled by LEAF' costes frons the California Elections . 1,413 elections for"Other" offices, most commonly city Data Archive (CEDA). This archive is prepared for the treasurer (668), city clerk (618), and city attorney California Secretary of State as a joint project with the (54). Elections were also held for rent board (21 Cenrer for California Studies and the InstilUte for Social elections), city auditor(19), city controller (4), police Research (ISR) at the California State University. While the chief(2) and city prosecutor). 217 cities held elections CEDA archive is mostly complete, we observed missing for at least one of these offices between 1995 and 2014 elections for some cities, paricicularly in the 1990s and for cities that held elections in odd years or noncurrently with statewide elections.'At present, we have not completed data collection for these missing elections, so they are also 4. Basic Information About excluded from this report. Mayors and Mayoral Elections Election Coverage: in California Feb. 28, 1995—Nov. 4, 2014 In this report, we will analyze election patterns in California with a focus on election timing.The report's release comes Total Number of Elections: just six months after the state assembly pas2wd SB 415, a law tivzt reclvires titles with low voter participation(at • 187 election dates over this time period, including least 25 percent below its own average during the last four 85 unique election dates for mayor and 181 for council. statewide general elections) to consolidate their elections with the state elections. The law, designed to improve local • 79.7 percent of all mayoral elections (including runoffs) election turnout, will take effect Jan. 1, 2018. took place in even years. Previous research has demonstrated that election timing plays a significant role in the level of voter participation in • 70 percent of all mayoral elections (including runoffs) mtulicipnl elections(Anzia 2014). For example, based on a were held simultaneously with the presidential or survey of city clerks in all California cities,liainal and Lewis midterm elections (2003) found that half the difference in reported turnout • Most rnulnic i alities have held at least one councii (based on elections in 1998, 1999 or 2000)was explained P by election riming alone.' Specifically, their res%dL4 show election �iions r ertth s Lime the 0d (3 3 ou or slid that cifics Nall local 610(-Lions(mayoral and/or Council)held term c lett ions rn er this tittle I�eriCul Cif i out of 493). concurrently-with presidential elections were as.Foeiated with 36 percent higher turnout than cities that held Off- Total Number of Races: cycle elections. Cities holding elections during midterm congressional elections or presidential primaries.vere • 1,062 mayoral race,,,(including runolfs) v'iLh a total associated with murt.icipal titrnoors of 26 and 25 percent of 2;793 Candidates. The average nusnber of candidates more registered voters, respectively, than cities with off- per race is 2.6 (min=1, max=15), cycle elections. NX'ood(2002) found similar effects in his analysis of tur'llnut in 57(fitics with populations between • 231 mayoral races included single candidates who ran 25,000 and I Million. Timing was a&11n the single largest unopposed (22 percent). predictor of voter turnout.Their findings indicate that tiosieut'restt elections increaseii voter turnout by about 29 • 5,442 city council races with a total of 2/1,985 percent.^ candidates- The average number of candidates per race While these studies have shed important empirical light is 4.6 (min =1; max=22). on the relationship between election timing and turnout., LheV are limited in terms of their scope and method, and bloninpalities are subcounty genelai-pserpose local govemimnts.We use this term 13lher than`dty"because municipalities include all"incorporated places"(those with municipal corporations that estahiishgeneral heal gavvnmenis foi sp"ilic population concemations in defined areas)regardless of size or urbanicity. In most cases,these gaps resvk hom the ahsence of these elections on count'registrar viebsites_ Response rate was 79 percent(350 of 474 cities completed the questionnaire). Voter turnout was measured as the average petcentage of registered voters voting in the past two city elections(between 1993 and 2000).Voter turnout in the mayoral contest was used it the mayor was directly elected,while the voter turnout for the council election was used if the council selected the mayor.Wood did not distinguish between presidential,midterm o�primary elections,but compared elections held concurrently with aly state or national election to elections held during odd years. Mayoral t;ections in California,1995--2014 3. 514 additional research is still needed. For example; no prior For the most part, California municipalities hold their shady has examined this relationship over lain@ or looked elections on Election Day or concurrent with other specific-ally at mayoral elecL1011S Our ,analysis not only does statewide elections. A study by Swanbeck ct al. (2015) this,lull 1t also looks in mare cicrtail at the conditions under found that more than three-quarters of California cities (369 which election timing matters most. Vie find that California of the 482) held their elections concurrently with statewide cities holding electlons during odd years vnd/or on dates elections in June and November of even years. indeed, only o lien than Election Day have lower turnout. than those with 113 cities (23 percent) held municipal elections on dates elections during presidential and midterm election cycles. other than.june and November of even years. We also examined how participation in mayoral Interestingly, off-cycle municipal elections (which elections has changed in cities that took steps to alter the may or may not include mayors) are concentrated in a timing or their elections before SB 415 took effect, Those small number of counties(11). XX[hat is more, one county that switched to election dates that coincided with midterm (Los Angeles) contains the lion's share of these(78 cities). or presidential elections saw turnout improve by an average Indeed, as Table 4.1 indicates, 69 percent of all California of nearly 15 Percentage points, municipalities holding off-cycle elections are located in Los Roughly three-quarters of California cities'use the Angeles County. council-manager form of goveramen.t, which means that the oppoinled city manager(suinetimes referred 10 as city Table 4.1: California Counties With Local adminisLrator ox chief administrative officer) rather than the mayor directs city departments in carrying out policy. Off-Cycle Elections In these atunicipalitics, mayors are actually meml.wrs of the city council and serve as the ceremonial head and { 0axyeieCMOs oa.eyci.errt.r rlrevsfOrr Cyrr.ta presiding officer of the council. Except for very large cities, Alameda 13 1 7!i it is usual/ thr case that the office of mayor las well as Imperial u 1 7Y• y y Imperial 4 3 43% city council position)is a parr.-time position. finally, in Los Angeles 10 78 69% most California cities, these "weak mayors"etre not elected Merin 4 7 64% directly by voters Util instead are selected by their peers Merced 3 L 0% on the city council. 11) fact, the majority of Cal'rfarnia'S Monterey It t sh municipalities alities(6S errant) do not direr;l y elect their Riverside zz 1 001 17 p ) San Frenclaco 0 L 100'�i mayors. San Mateo 8 12 60% There are several other important features Of mayoral Stanislaus 7 2 22% elections in California to point out before we move on M Total 98 113 to our analysis, First is the fact that all mayoral. (and ",trrt: _or4 lntlnicipal) elections are strictly nonpartisan.This means 1h.lL party I.A illations coo rsc)t al-)Peat can the 13a.110t, and ninyoral candidates Cann()[caMIMign wait party labels of any kind. Second, voters in all Qthfosnia citit's 11ave thr right to exercise the initiative, refurendunt incl recall, as these insi.mitions of direct democtsey-gte included in the state constitution. This means that we sometimes see elections to recall elected officials, including mayors' Finally, the timing of mayoral elections in California is extremely varied, As is the case in most states, election rinsing in California is dmermined by the state le)islaLLIIV. According to Section 100 of the California Election Cnde, there are four established election dates:' 1. The second Tuesday of April in each even- numbered year 2. The first Tuesday after the first Monday in March of each odd-numbered year 3. The first Tuesday after the first Monday in June in each year 4. The first 'Tuesday after the first Monday in November of each vcar (know as Flection Day) When a recall is on the ballot,voters are first asked whether or not the sitting official should be recalled(yes or no)and then choose their preferred candidate to replace him or her should the recall succeed.If the recall measure passes with a majority of the vote,the candidate on the"replace"side of the ballot with the plurality of votes wins.If the recall measure does not pass,.he sitting officer retains his/her position. 6 However,as specified in Section 1 CO3,exceptions to these dates are peimisslble 4. Mayoral Eiect,ons in Califoinia,1995-2014 515 5. Mayoral Elections Figure 5.2: Turnout in Mayoral Elections by In our database, only 35 percent of cities (168 of 482) Median Household Income have directly elected their mayors at some point between 40 1995 and 2014. This means that residents in the majority 35 32.8 33.7 of California cities do not vote for their mayors. However, 30 26.2 both general and charter law cities are able to change their 25 23 method of selection for the mayor, and over time, a number 20 of cities have done just this.'While it is difficult to identify 15 precisely when cities switch selection methods, when we 10 compare our data to the roster of directly elected mayor 5 cities compiled by the 1,eague of Women Voters, we find 0 11 cities that switched to directly elected mayors in the Under$50k $50.60k $60.75k Over$75k past decade."Given this trend,the data we present in this (n=280) (n=268) (n=231) (n=256) report not only provide insights about the main features A and patterns with regard to turnout,candidate supply and the competitiveness of mayoral races in C:aliromia, but can also be used by cities contemplating the switch to directly aggregates?In other words, do municipalities with higher elected mayors to make more informed decisions. shares of educated and higher income residents also have higher turnout? Based on the data reported in Figures 5.1 and 5.2, Turnout and Demographics the answer is yes. Figure 5.1 shows a positive relationship between educational attainment, measured as the per- Our analysis of mayoral elections in California begins with centage of municipal residents 25 years and older with at sortie general descriptive features, starting with turnout, least a bachelor's degree, and turnout, measured as the Stu(lks of voter turnout consistently find that one of the total votes cast in the mayoral racev divided by the voting strangest predictors of whether individuals vote is their age population.'"`There is a roughly 14 percentage point socioeconomic status. Specifically, individuals who are gap in turnout between cities in the highest and lowest more educated and who earn more money are significantly category or educational atiall Another way of looking more likely to vote than those with less education and at this is that residents in cities where 30 percent or more income. Does this relationship hold when we consider of the population has a bachelor's degree are 14 percent more likely to vote in mayoral elections, compared'to cities Figure 5,1: Turnout in Mayoral Elections by where less than 10 percent of residents have a bachelors Educational Attainment When we look at turnout by income categories (all 40 35,8 years adjusted to 2013 dollars),we find a similar pattern. 35 30,8 As Figure 5.2 shows, cities with lower median household 30 income have lower voter participation rates, while cities 24.9 with higher median incomes have higher participation rates 25 21.6 The turnout difference between the two highest-income 20 groups is insignificant,while the difference between the 15 lowest income category and the highest two categories is 10 about 10 percentage points.The current national median 5 household income is about$51,000,while it is about 0 561,000 in California. The biggest jump in participation rates Under 10% 10.20% 20.30% Over 30% therefore appears to occur between cities with above- and Number of tides In each category=152,367,210,286 below-average median household incomes. 'Charter law(or"home rule")cities are those whose governing systems are defined by the cities'own charters rather than by state law(general law).In Charter law cities,voters can exercise a greater degree of local control than that provided by the California Legislature. 'These include:Atascadero(San Louis Obispo),Elk Grove(Sacramento),Encinitas(San Diego),Gonzales(Monterey),Grand Terrace(San Bernardino),Gustine(Merced),Hollister (San Benito),Menifee(Riverside),Ridgecrest(Kern),Sanger(Fresno)and Solvang(Santa Barbara). 'Note,due to the structure of the CEDA data,total votes cast does not include write-in votes.A small percentage of elections included write-ins and in the majority of cases,these votes were negligible. 10 We use voting age population because voter registration data at the municipal level is not available for all cities and years.Census of Population and Housing(SF3)data are used for 1990 and 2000.To calculate figures for 2010 and 2011,we use the five-year American Community Survey(ACS);2008-12 and 2009-13,respectively.We interpolate the values of demographic variables for intercensal years.For 2012-2014,we use the values reported in the 2009-13 ACS.We use the five-year ACS because the one-year and three- year ACSs do not survey all municipalities. Mayoral Elections in California,1995-2014 5. 516 Electoral Participation and Election Timing them win office (Anzia 2013). Since there is no centralized data on the timing of In addition to the socioeconomic characteristics of the nitulicipaI crleciions now or during this pericxi, it is difficult Ixtpulation, another critical factor inlfucncit►g turnout is to identity when cities might have adopted riff--cycle election timing(Anzia 2014). In fact, stitches a] municipal elections. In addition, the causal connection between off- turnout in California find that election timing is perhaps cycle elections and the Progressive Era is based primarily ['he most i[nportant predictor of turnout differences across on case study research. Thus we cannot say for sure cities(Hajnal, Lewis and Louch 2[102): Since mayoral whether off-cycle elections in California are definitively elections in California take place at all tunes of the year, rooted in the Progressive Era. and during even and odd years, it is critical to factor this in However, San Francisco surely fits the pattern. In ,when making comparisons in mayoral turnout across cities. particular, the Irish who moved west from the East Coast We consider three main categories for election timing: (1) during the Gold Rush brought the Tammany Hall-style elections that are held on Election Day during presidential political organization with them. Machine politics and election years, (2) elections that are held on Flection Day corruption dominated San Francisco in the mid-1850s during midterm elections and (3)elections that etre held off (1-ochtan 1997). However, corruption was the impetus for cycle, which includes all elections held during odd years the People's Party, a local San Francisco party that drew :t,well a. even-year elections [hat are: not held on Election its support from both the financial elite and anti-Irish Day. Looking across all California mayoral elections nativists. According to Zucker(2015), during their decade between 1995-2014, the largest ntunher of elections were of control of over San Francisco politics, the People's Party held during midterm elections (412), while roughly the led a successful push to switch San Francisco to off-cycle same number,were held during presidential elections (318) elections by allying with Republicans in the state legislature or off cycle(305). to change the city's charter. The relationship between election timing and voter turnout is well established; though not until recently did scholars and journalists begin to pay much attention to Figure 5.3: Turnout In Mayoral EleCtlons it.'S'ince voting is costly and the benefits are relatively by Election Timing small, particularly when conceptualized as the likelihood that one's vote is decisive(i.e., de.ternnines the otttconme), 45.0 electoral rules and procedures that increase these costs will 39.6 adversely af'fec:t Wr�trr I7artieipation. Elections held.off cycle 40.0 typically receive less puhlicit.y,snaking it more dificult for 35.0 voters to get information about candidates and the elections 30.0 28'5 thernse.lves. In addition,elections with fearer races on the 25.0 ballot further reduce the saliency of elections. Finally, since 20,10 19,5 most municipal electicms are nonpartisan, off-cycle elections 15.0 may have little or no involvement on the part of political parties, which means that the some of the mobilization 10,0 forces that typically help get people out to vote are simply 5.0 not there. 0.0 The Public Policy Institute of California study of Off Cycle Midterm Presidential municipal elections (Hajnal, Levis and Louch 2002) did much to shine the spotlight on just how much off- cycle elections contribute to the lower levels of voter participation in municipalities whose elections are not held While we cannot go all the way back in time to concurrently wilt n►islterrt► or presitieIII iol Cluctions. More evaluate ho,�\7 election timing has impacted electoral recent work (Anzia 301;#, 2012a. 2012b. Trounstine 2008) participation in mayoral races, our data do allow us to look provides bosh Further support for this link and a broader at this relationship in the contemporary period. For now, historic look at when and ,,,hy riff-cycle elections came we focus on overall differences; later we will examine about. trends over time as well. 'File scheduling of municipal elections off cycle is How does turnout in mayoral election vary by election 1�,pically thought to have originalcd in the Progressive Era timing?As Figure 5.3 reports, mayoral elections held on (1890-1920s). Municipal reformers; including the 'National cycle (during presidential and midterm elections) have Municipal League, favored off-cycle elections for three significantly Higher voter turnout than mayoral elections reasons. First reformers believed that separating local held off cycle. In fact, average participation is more than politics from slate and national clectio.ns wbUld herrefit lural twice as higli v hen mayoral elft-tions are held during democracy. Second, it Was 1110LIght that Uf1'-cycle elections pt'e,%jdctitial elections compared to off cycle(,39Ai percent ,would undc.rtnine party m.tchines, which controlled ]oc it ►'s 17.5 I)ercen(). 1.01'rlfunirilMhEies considering shiftilig politics and government in many of the largest U.S. cities at from council-appointed or council-elected mayors to the turn of the last century. And third, progressive reformers directly elected mayors, the decision of when to hold these believed that switching to off-cycle elections would help elections is critical. Municipalities that want to include as 6. kfayoral Elections in California,1995-2014 517 many residents as possible in this important decision would Figure 5A Competitiveness of clearly do best to hold their mayoral elections concurrently, Mayoral Elections by Election Timing during presidential elections. In addition to turnout, the timing of mayoral elections may affect the number of candidates who decide to 30.0 run and the competitiveness of the elections. In terms of candidates, we find only slight differences when we 20.0 look across all mayoral elections held between 1995 and 2014. In fact, there is no difference at all when it comes 10.0 to the average number of mayoral candidates uY zlt:ctions during presidential and midterm years. In both cases, the 0.0 average is 2.4 candidates per election. On the other hand, Off Cycle Midterm Presidential the average number of mayoral candidates is significantly ra Avg.Margin of Victory i Pct Uncontested higher in elections held off cycle: 3.3. As we will see later, election timing is not randomly distributed across municipalities, but it is instead highly correlated with population si7.e. Larger cities are significantly more likely to hold off-cycle mayoral.rlcctions. Incumbency and Election Timing Indeed,shifting elections off cycle was promoted by Progressive 1?ra reformers to decrease the influence of Another feature of elections that is closely connected immigrant voters and machine politicians,which were to competitiveness is the presence of an incumbent. distinguishing features of many large u.S. cities during Incumbents tend to discourage challengers from running, dic turn of the last century.As Figure 5.3 shows,off- which in turn tends to further reduce the competitiveness cycle elections continue to be effective at reducing voter of the electoral contest. In Figure 5.5, we examine the turnout in California cities, mostly because the costs of percentage of mayoral races with incumbents on the voting are real, and many residents face nontrivial barriers ballot and the re-election rate of incumbents, by election to registering and participating in elections.For cxa.mple, timing. What we see here is a slightly higher percentage the Absence of media aacntioll and cite reduced party of incumbents running in midterm mayoral elections (74 involvement in off-cycle elections reduces the saliency of percent)compared to either off cycle(68 percent)or elections and makes it harder for prospective voters to get presidential.elections (66 percent). On the other hared, information about candidates, as well as polling locations incumbents are roost likely to get re-elected if they compete and hours. In addition, the absence of national- or state- in mayoral elections that take place during presidential level offices, and more generally, the reduced number years (87 percent), and they're least likely to win re- of races on the ballot during off-cycle elections may not election when they run in cities with off-cycle elections provide sufficient interest or incentive for voters to turnout, (83 percent). These small differences should not mask the particularly if it means taking time off work. most striking pattern in Figure 5.5,which is the high rate of Timing and Electoral Competition Figure 5.5; Incumbents in Mayoral Elections "1'o assess competitiveness or the contests, we compare 100.0 the average marlin of victory in mayond elections and the percentage o.f unc•ontestctl elections acrcass the tllr•ec 90.0 categories of cicction tIining. looking across all mayoral 80.0 elections from 1995-2014, winners in municipalities with 70.0 off-cy+:le elections have only,slightly larger margii3s of 60.0 victory(25 percen0 than municipalities with ntickerin (24 percent)or presidential elections(23 i-wrcent). In 50.0 - addition, as Figure 5.4 shows, "nunicipalitics with off-cycle 40.0 elections actually have on average somewhat lower rates of 30.0 - unconiesicd mayorzil races than municipalities with niidterin 20.0 or presidential elections(21 percent c•011111ared ro raugltly 2.3 percent). Again, this may be partly explained by the fact 10.0 that many municipalities in this category ars large cities, 0.0 where the mayor's office tends to be more prestigious and Off Cycle Midterm Presidential better compensated, compared to smaller cities. 'Thus, While (n=305) (n=412) (n=318) voter participation may be lower in off-cycle elections, there is effecti-mly no difference when it conies to the rr Pct Incubment Ran s Re-election Rate competitiveness of mayoral elections across election timing Mayoral Elections in California.1995-2014 7. 518 both incumbents running and winning in California mayoral Figure 5.6: Percentage of Elections Held elections, in Each Election Cycle, by City S(ze To conclude the analysis of the general features of California's mayoral elections,we report data on how 50 each of the indicators we have examined thus far varies 45 according to the financial compensation cities award to 40 their mayors. As Table 5.1 demonstrates, while there is a relatively strong, linear relationship between the level of 35 - - - compensation and the supply of mayoral candidates, this 30 — relationship does not exist for voter turnout or margin of 25 victory. In other words, as the financial compensation for 20 _ the mayor increases,the average number of candidates 15 increases(from 1.6 to 5.1)and the percentage of 10 unopposed mayoral contests decreases(from 50 to 8.7 percent). But [here appears to be no relationship at all 5 1 ,- between compensation and turnout or margin of victory. 0 r - Under 20k 20-50k 50-100k Over look Table 5.1: Electoral Features by Level of ■off cycle ■Midterm : Presidential Municipal Mayoral Compensation Mayoral Avg Avp M of My.Mu61n % Fnqugiry Corggnalon Tumour randl4a,q oirirtZy Univ ud Lir``IQQlQQhan :I.Bi4 I.bd d5.6 SO'� N >5.Ot100 ],.e 1 6 27.8% 16.70 30 will boost turnout in mayor elections in the largest 15°04 municipalities more than in small municipalities. In fact, u5.000 to 23.6 3.12 24% 3?tse 66 when we break down turnout by both city size and election sbsaooco d4.6 173 U6% 23, it 30 timing, this is exactly what we see. The larger number 675.000 Mom than 22.4 5-I3 74.1% L7% n of off-cycle elections among cities with populations over 575.000 100,000,combined with low average turnout in these elections(16 percent), disproportionately suppresses average turnout for the largest cities, while the opposite is true for the smallest cities. However,there is another striking pattern in the data reported in Figure 5.7. Mayoral Elections and City Size While turnout in mayoral elections held during presidential and midterm elections does not appear to vary much As noted above, there is a correlation between city size by city size, the same is not true for turnout in off-cycle and the timing of municipal elections. Thus in states like elections. In cities with less than 20,000 inhabitants, there California, where municipal elections occur on and off is almost no difference in average turnout rates across off cycle, it is important to take into account both the size of cycle and midterm mayoral elections. However, for all other the city and election timing when examining turnout and city sizes, off-cycle elections have far lower average turnout other features of mayoral contests. Figure 5.6 illustrates the strength of this correlation for California cities. It's striking that for cities in the largest population category(over 100,000 residents), off-cycle elections are Figure 5.7; Average Turnout by City Size most prevalent(44.5 percent of all elections held in cities over 100,000), while only 13.6 percent of elections in and Election Timing the smallest population category (under 20,000)were off 5o cycle. When it comes to medium-sized cities, 27.3 percent 41 39 41 of elections in cities with populations between 20-50,000 40 37 and 35.7 percent of elections in cities with populations 28 28 30 between 50-100,000 were off cycle, On the other hand, 30 2S midterm elections are the most prevalent among cities 20 16 17 16 of all population categories except those over 100,000 11 1 11 (46.3 percent of those under 20,000, 40 4 percent with 10 populations 20-50,000 and 39 percent of those 50-100,000). o Smaller cities are also more likely to hold elections during presidential cycles. Clearly, if off-cycle elections Under 20k 20.50k 50.100k Over 100k have a negative effect on turnout, these effects will be ■Off Cycle ■Midterm 1 Presidential disproportionately felt in California's largest cities. In contrast, the positive effects of concurrent elections 8. Mayoral Elections in California,1995-2014 519 rates than on-cycle elections. Finally, municipal races that Figure 5,9: Average Margin of Victory occur during presidential elections have higher participation b Ci Size and Election Timing rates no matter what. Who are the 20-25 percent of y � residents in large cities who do not turn out in off-cycle elections, and what difference would these residents make Over look if they were exercising their franCiliSC in these cities?It appears ihtu shifting to presidential years would lead to a significant Roost in turnout for all but the smallest cities in 50k to look California.The question is,why hasn't this happened? - 20k to 50k Figure 5.8: Average Number of Mayoral Candidates by City Size and Election Timing Under20k 10.0 15.0 20,0 25,0 30,0 35,0 Over look ■Off Cycle w Midterm n Presldential 50.100k 20.50k between 50-100,000, the average margin of victory for off- cycle elections ranges from nearly 25 to 30 percent.The Under20k � data in Figure 5.9 also indicate that mayoral elections in California's largest cities are less competitive than elections 1.0 3.0 5.0 in medium and small cities. In fact, the least competitive ■Off Cycle aMid term Presidential elections reported in Figure 5.9 are midterm mayoral contests in cities over 100,000,with an average margin of victory of 30 percentage points. In medium and small municipalities, midterm and presidential mayoral elections have margins of victory closer to 20 percentage points. Overall, the picture portrayed here is one of relatively City Size and Candidate Supply uncompetitive elections. Another way to look at competitiveness is from a How does candidate supply vary by city size?In Figure 5.8, candidate supply perspective. In Figure 5.10,we compare vc=c report the average rzu:nbe.r of mayoral candidates by the percentage of uncontested mayoral races by election City S1Re and[13113i1�,of election. As 11715 graph shows. for the timing and city size. Herewe find a very strong, negative must part there is more variation in the average number of correlation between city size and uncontested elections: mayoral candidates acro&.-,city size than by election tinning. the smaller the city, the larger the percentage of mean number of catsdiciates declines as ill�e category of uncontested elections. In cities with populations less than The city size decreases. For example,ecities under e cat have 50,000, on average around 30 percent of mayoral elections roughly two candidates on average, regardless of election are uncontested,whereas in cities over 100,000, around timing, whereas cities with populations between 50-100,000 10 percent are uncontested. This finding suggests that have roughly 2.5 mayoral candidates, and cities over 100,000 have at least three candidates. However, it is the Figure 5.10: Percentage of Uncontested case that the mean number of candidates across each city Races by City Size and Election Timing size category is highest for off-cycle elections. For all but the largest cities (those over 100,000) these differences are relatively small. por the largest cities though, on average, Over 100k oft'-cycle elections feature 4.5 mayoral candidates, cornpared to three for inidierm or presidential year mayoral races. 50-100k i 20-50k City Size and Electoral Competition Under 2ok 1be pattern for margin of victory is somewhat more varied,11 For the most part, off-cycle elections tend to be 0.0 10.0 2010 30.0 40.0 less competitive (higher margins of victor),), particularly in smaller cities. Indeed, except for cities with populations ■Off Cycle it Midterm N Presidential "Note:Runoffs are not included in these analyses. Mayoral Elections in California,1995-2014 9. 520 candidates are more attracted to the office of mayor in average have the highest rates(between 83-92 percent for big cities. cities 50-100,000 and 82-90 percent for cities over 100,000). The relationship between election timing and uncontested races varies somewhat by city size, Perhaps mast striking is the fact that in the smallest California cities, Trends Over Time mayoral races are least likely to be uncontested if they are held off cycle.This relationship does not hold for medium One of the most pressing questions with regard to elections and large cities, where mayoral elections are most likely to and political participation in the United States is whether be uncontested when held off cycle(in cities over 100,000 and hove much turnout has declined over time. Though off cycle and midterm elections yield nearly identical no report or study has ever documented this systematically percentages of uncontested races) for local elections, it is assumed that declining turnout is not simply a feature of federal and state elections but local elections as well. When we look at the data for California, City Size and Incumbency the picture is not as bleak as one might assume. Finally, we return to the question of incumbency. What we find is that first, there is no clear pattern with regard Figure 5.12: Average Turnout in Mayoral to the percentage of incumbents who run and tite size Elections, by Election Timing, 1995--2014 Of the city As Figure 5.11 reveals, on average, there is a slightly higher rate of incumbents running in mediurn-size-d V. cities than large and small cities, but the more striking pattern is the considerably higher rates of incumbency for mayoral races held during midterm elections. Across all • city sire categories, these elections had the highest rates of incumbency, ranging from 68 percent for cities under Aj �R 20,000, to 75 percent and 73 percent for the two medium sized city categories, to 82 percent for cities over 100,000.. The lowest rates of incumbency are found in mayoral races held during presidential years in California's largest o 1994 1996 1996 2000 2002 ��a 2006 2006 2010 2012 2014 cities (56 percent). In no other category does the average ONC)jlecn"", incumbency rate fall below 60 percent Prewenml tn•316f 1 Figure 5.11; Percent Races With Incumbents As Figure 5.12 shows, since 1995, turnout in California by City Size and Election Timing mayoral elections held during presidential election years has remained relatively stable, increasing slifhtly from 2000 Over 100 to 2004 to just over 40 percent and then returning to slightly less than 40 percent by 2012. Turnout in mayoral elections 50-100k held during midterm years is also not strictly declining. Here we also see an uptick after 2002, with turnout 20.50k reaching 30 percent in 2008. Given historic low rates of overall Vurnout in the 2014 midterm election, it is not Under 2ok surprising that we see a decline in turnout for mayoral races in California as well, Indeed, mayoral turnout is at its lowest 50.0 60.0 70.0 80.0 9010 point in the time series in 2014 (23.8 percent). Turnout in ■Presidential ■Midterm d Off Cycle off-cycle mayoral elections is not only the lowest, but also fluctuates more over time than on-cycle mayorttl elections. It tends to increase in even-numbered years, though overall, the trend is declining. Indeed the gap in turnout over time in mayoral elections held a different time is quite striking. When it comes to re-election rates of incumbents, there is some variation across city size and election timing, but as indicated previously,these rates are high across the l.Ioard. Trends in Turnout by City Size and Election Timing The highest rate,92 percent, is found in medium-sized municipalities(50-100,000) for mayoral races that occur In Figures 5.13a and 5.13b, we take a closer look at these during presidential years.whilv. the lowest, 75 percent, trends over time by again considering potential differences occurs in off cycle elections in California's smallest cities. by city size. In the first panel, we plot average turnout for In general,small cities have the lowest rates of incumbent mayoral races concurrent with presidential elections, while re-election (between 75-90 percent), while larger cities on in the second panel we include data over time for off-cycle 10. Mayoral Elections in California,1995-2014 521 Figure 5.13a: Average Turnout by City Size: Figure 5.14: Mean Candidates in Mayoral Races, Presidential Elections 1995-2014 a. \ 33 / •• tar a Fj . - •� 2 ;A • 1 0.5 0 y 1f F6 2000 �Y Y 2006 201: ^LfN1Hn20.000p-1U) ---- .'6.0007767.00}f�H) l --^ iDOMG160.ODOtrr-63 �1.oe7nn100007M1-671 j Figure 5.13b: Average Turnout by City Size: Figure 5.15: Percent Unopposed Races, Off-Cycle Elections 1995-2014 a - 35 30 �- 25 -- -r 3 20 IS - 10 R � ',-`'��..-:--~ � •'} r ,.��:. °ti`?`'`�P},`P1�°f�'ti`P'°jti�ti$t�h$h����'r��+iP�i°ti�h°~'tph'ti4~* sff! 1"7 off :001 =14I Om 2007 :ew :C+1 2013 ^Leeetrnn20.0001n^391 "-'•20.000p60000(n�77) -^�-'604t01o1f0.M(A-761 6VMFlr%IMOO){n-1011 mayoral races. Figure 5.16: Percent Incumbents In the presidential cycle, we can see the overall positive Running and Winning,1995-2014 trend in turnmil quite clearly, though for the largest cities and those between 20-50,000 there was also a decline from 2008 to 2012. We can also see that turnout has changed 100 very little in cities between 50-100,000, holding constant 90 bemreen 40-42 percent. This is also true for the smallest vn 4 municipalities, where turnout has flut.tuated between 38-42 60 — — -- percent. 50 The picture looks quite different when it comes to mayoral elections held off cycle. We average turnout each biennium for off-cycle electims, to 111ake the resulis —PetRunNng —Incumbent R"IeWanRate less erratic. Even so, turnout is erratic in [he smallest cities, probAbly a result of the relatively small number of obsen,ations held in each hiennitim. While there is no evidence of a dovmward trend for small cities, the same is not true for mayoral elections in medium and large cities. In these series, turnout fluctuates much less and has witnessed Trends in Candidate Supply a relatively steady decline over time, shifting from around 20 percent to figures closer to 10 percent by 2013. When we look over time at the average number of mayoral candidates running for office,we see relatively little change. The peaks in this time series occur during off-cycle election Mlayoral Elections in California,1995-2014 11. 522 years,when a relatively small number of cities—typically 6. A Closer Look at How Election the largest by population—holds elections. As shown in Figure 5.14, the average number of candidates never Timing Affects Participation reaches three for on-cycle elections,which occur in even years. Analyzing the effects of changing from off- to on- With regard to the incidence of uncontested races (Figure 5.15), we do see a gradual increase over time. In cycle elections the 1990s, unopposed races averaged 14 percent per year. Between 2000-2009, the average increased to 23 percent One of the most striking findings from the data in this and and over the past five years, on average, 26 percent of other studies of turnout in California municipal elections is mayoral races in California were uncontested the significant effect of election timing. Cities with elections during odd years and/or on dates other than Election Day have lower turnout than those with elections during Trends in Incumbency presidential and midterm election cycles. The record-setting low turnout in the November 2014 midterm election— Finally, we consider the question of incumbency. Has the 42 percent of registered voters and 31 percent of eligible presence of incumbents in mayoral elections changed voters in California(McGreevy 2015), caused lawmakers over tune?Are incumbents more likely to win elections in the Golden State to pay more attention to the issue. today than they were in previous years? In Figure 5.16, we Consequently, in 2015 the state assembly passed SB 415, compare the percentage of races with incumbents on the a law that requires cities with low voter participation (at ballot and die incumbent re-election rate(the percent of least 25 percent below its own average during the last four incumbents winning a given race)from 1995 to 2014, statewide general elections)to consolidate their elections The data show that on average, there has actually been with the state elections The law will take effect Jan. 1, a slight decline in the percentage of Incumbents seeking 2018. re-election. Between 1995-1999, on average 74 percent Li this final section of our report, we examine the of mayoral races featured incumbents, whereas between possible impact that this law will have on turnout in 2000-2009, 72 percent of races included incumbents, and mayoral elections. We do this by analyzing a set of cities between 2010-2014 only 65 percent of mayoral races that has already(voluntarily) changed their election dates did. At the same time, the data show fluctuations in the from off to on cycle. Did turnout increase when these cities incumbent re-election rate, but no overall trend. The made this switch, and if so, by how much? average incumbent re-election rate across all three decades We identified 16 cities that changed from off to on cycle has remained constant, between 83 and 84 percent, between 1995 and 2014. In Lemon Grove, Oakland and Ukiah, elections were originally concurrent with statewide primaries held in March or June, All other cities that made the switch previously held their elections in odd years, Figure 6 1 provides a list of these cities along with the year in which their election timing change went into effect Figure 6.1; Cities Switching From Off-to On-Cycle Elections ler 5000 SOY 100{ 7aa J010 70,7 7074 Utile UOWNI p41ap ryny YM Ori..ON.M 4KM f1HMIQ Iwewn UNw. 1khmM! H1v1 �,,,,.,, H XWNu NYMl1 1'eVMM 12. f%�ayoial Flection:in Calico nia,1995-20'i4 523 To assess the impact of the change in election timing, we First computed the average tttrnout In mayoral elections Figure 6.2: Interrupted Time Series Data for Four Cities pre-and posLcllange.'3 As the results in Table 6.1 indicate, Ve Tage U11-11VAll in the 16 cities was 21.1 percent when City of St. Helena mayoral elections were held offcycle and 36.3 percent after elections were changed to he concurrent with presidential 80 - and/or midterm elections. This difference of nearly 15 percentage points is statisLically significant. While not as 60 - — large as the nearly twofold increase that Hajnal et al. (2002) 40 - report, it neVerLheless represents a sizable boost in electoral participation. 20 0 Table 6.1: Turnout Pre- and Postswitch to 1997 1999 2001 2003 2006 2008 2010 2012 2014 On-Cycle Elections City of Perris HOAM SEa Day, Min MAK H 30 prorhAnsd 21.4 a. 4 6.1 46.4 50 {off-CrIc aloctiontl paltC sn2+ 36.3 9.99 14.3 59.1 49 20 fob���v'cl�a]■ tlart�l Dlff+r+nw Ito tt,u(t.-&13)it stilrtncAutat p r 0.001. 10 0 • 1999 2001 2003 2006 2008 2012 As with any policy intervention, there are many potential threats that make it difficult to say for sure whether and how much the change in behavior can be City of Richmond attributed to the shift in policy as opposed to some other 40 factor(s). For example, heightened attention to the problem of low voter turnout could lead to a temporary increase 30 in participation. Over time, however, the effects of this attention could wear off, leading voters to resume to more 20 normal levels of political participation. To investigate this possibility and to look more 10 - closely at how the effects of changes in election timing 0 manifest themselves over time, we look at time series data 1997 2001 2006 2010 2014 for individual cities Figure 6.2 displays interrupted time series data for the four cities adopting the election timing reform for the 2006 November election(St. Helena, Perris, City of Yountvike Richmond and Yountville)- For each city; we plot turnout for all elections in our database, adding a marker to the 60 time series to denote the change in election timing so that trends pre- and poateleciion ethnic can he compared. 40 In each city, the trend is positive for the t vo mtlynral races after the change to cont.'tisrrent elections was adopted. 20 However, in each city we also see subsequent declines in turnout. That said, turnout levels remain higher postchange 0 for each city, and since in three out of four cases, the drop 1997 1999 2001 2008 2006 2010 2014 in turnout occurred in 2014, where turnout hit a record low statewide, there is certainly reason to believe that the shift to on-cycle elections will have an overall positive and lasting effect on voter participation in mayoral elections. 1'To hold election date constant in each group,we excluded special elections and runoffs. Mayoral Elections in California,1995-2014 13. 524 in comparing these caries across other indicators, 7. Appendices we fines virtually no differences pre-and posiswitrh. Por example,the mean numlXr of candidates is 2.6 befure Knight Community Cities: Long Beach and San Jose and after the change in election noting, and inctnnllents run an average in 70 nercc:nt of contests. In addition, the In this section of the report, we shine the spotlight on mean margin of victory is 43 percentage points before the change and 45 percentage points after. Only with regard to the two Knight community cities in California—Long the percentage of uncontested elections do we see much Beach and San Jose. In these cities, and 24 others where difference, Uncontested contests totaled 22 percent of brothers John S. and James t.. Knight owned newspapers, mayoral elections before the switch and 34 percent after. the Knight Foundation has invested more than $891 million It appears that the shift to concurrent elections has in community initiatives since its creation in 1950. Based load a negative effect on candidate supply. perhaps the on the premise that cities will only succeed when people prospects of running and campaigning in an environment feel responsible for actively shaping the future of their where higher level offices are on the ballot and most in the communities, Knight invests in ideas that crt•at.e a Culture of spotlight discourage potential candidates for the mayor's civic engagement. Together with its national network, the office to enter the race. And the lack of candidates surely Knight Foundation seeks to inspire the actions of residents has effects on voters interest in and attention to the race. If to each of its communities toward the goal of building a this pattern persists or worsens, it could very well wipe out better democracy the positive boost to turnout that results from shifting on- San Jose,located in Santa Clara County, boasts a cycle elections, population of nearly 1 million(986,320 based un the 2014 ACS). It is the third-largest city in California and the 10th- largest in the United States. It is the center of high tech industry and is known by many as the Capital of Silicon Valley. San Jose is a multiracial city, with Asians and Hispanics making up roughly one-third of the population,non- Hispanic whites about 29 percent and African-Americans ahout 3 percent. In 2010, median household income for San Jcue residents was$82,531, putting diem considerably above the national median. Not surprisingly, residents of San Jose are also very well educated: wit11 37 percent having at least a bachelors degree. At the same time, a considerable share of the population is foreign born (38 percent), and many of these residents are not naturalized citizens (18 percent). This means that many residents are legally unable to vole in municipal(or other)elections. Looking at the summary statistics of all mayoral elections in San,lose, average turnout is 21.5 percent. about 8 percentage points below the average turnout for all mayoral elections in California On the other hand,San Jose is significantly above average when it comes to the mean number of candidates per mayoral contest: 6.4 (compared San Jose d.w�, 4l�MrM' 1.W oo# ;.if 1 �. �j�Y:•SS MA awl l 3��t+Ckrr.�,• � Yl�M1�TMh ! ^moi 'Ly'�� i'{.,, ` iM,,y,`„•= 14. Mayoral Elections in California,1995-2014 525 residents. The percentage of Long Beach residents with at Figure 7.1: Mayoral Turnout in San Jose least a bachelor's degree was 29 percent in 2012, whereas 1998-2014 median household income was $52,721 —below (lie national median and significantly below that of San Jose, 30 Finally, roughly 26 percent of Long Beach residents are is foreign born, and in 2012 about 15 percent of these were not naturalized citizens. zo Like San Jose, elections in Long Beach occur in the LS spring of even years. However the general election takes 10 place in April and is not concLin•enl with the statewide 6 primary. If a runoff is necessary, these elections are held o concurrently with the primary in June. Long Beach mayors (6/1995)(11/1995)(1/Z003) (6/3006)111/7006)(6/7010) (6/3014)(11/7014) served and were appointed by the city council until 1994, when the city switched to directly electing their mayors. The first directly elected mayor was Beverly O'Neill, who served three terns and is to date the only mayor of Long Beach to have won three consecutive elections. to 2.6 statewide). San Jose's mayoral elections are also quite Interestingly, in 1994 Long Beach also adopted term limits. competitive compared to statewide averages: 100 percent However, after being termed out in 2002, O'Neill ran for a were contested, and the average margin of victory was third term as a write-in and won. 19 percent. Finally, incumbents ran in only Looking across all of the Long Beach mayoral P }, } 38 percent of contests and had a re-election rate of 75 percent. elections in our database, average turnout is 13.8 percent, considerably lower than turnout in San Jose and average San Jose's mayors servefour-year terms, and mayoral turnout in mayoral elections statewide. However, these elections are held concurrently with statewide primary elections are highly contested, averaging seven candidates elections in the spring. Run-off elections are held on per race in first-round elections, and there were no races Election Day in November and are concurrent with midterm where candidates ran unopposed. Runoffs have also been elections. In Figure 7.1, we report turnout for all San Jose relatively frequent in Long Beach, 'rich four of the last mayoral elections in our database. sl k mayoral races requiring a second round to produce Long Beach is the other Knight community in a majority winner. The average margm of victory is 22 California. It is located in Los Angeles County and had a percent, putting Long Beach on par with San Jose. In little less than half a million residents (468,594) in 2014. addition, incumbents ran in 40 percent of Long Breach Long Beach is the seventh-largest city in California and the 36th largest city in the United States. While Long Beach mayoral elections—about as frequently as they ran in San is also a multiracial city, its I lispanic population is 41 Jose. In Figure 7.2 we report turnout for all Long Beach percent, making it the largest racial/ethnic group in the mayoral elections in the LEAP database city. Compared to San Jose, the percentage of non-hispanic whites in Lang Beach is nearly identical (29 percent): hoxvever its Asian population represents only about 13 Figure 7.2; Mayoral Turnout in Long Beach percent of the total population. Finally, African-Americans 1994-2014 make up a considerably larger share of Long Beach's population at 13 percent. Residents of Long Beach arc also not as educated or as economically advantaged as San,Jose Uc 20.0 Long Beach io,o - 0.01 _ p1 j qal qwl pl ryl ryl b1 bl 01 Fl Ml {�Lekewood �'r�� Cerritos h\�" tin �'� tidy (�� tiOb b0 VW l lb\ `�\ `A\ `b` !— gLei Palma ; Fill 611 7/ ` }.os cypress �.rss, lhongCh. (a{�iiob ' \ t Loi Robs Alamitos "f L wodo 0 Lillllf0 _ n I Worn Mayoral Elections in California,1995-2014 15. 526 7. Appendix List of Cities and Number of Mayoral Elections in the LEAP Database City name Elections Escondido, Calif. 6 Eureka, Calif. 5 Adelanto, Calif. 5 Fairfield, Calif. 5 Alameda, Calif. 5 Ferndale, Calif. 7 American Canyon, Calif. 4 Fontana, Calif. 5 Anaheim, Calif. 5 Fremont, Calif. 5 Antioch, Calif. 5 Fresno, Calif. 7 Arroyo Grande, Calif, 9 Garden Grove, Calif. 10 Arvin, Calif. 6 Gardena, Calif. 2 Atascadero, Calif. 1 Gilroy, Calif. 6 Atwater, Calif. 5 Gonzales, Calif. 2 Avalon, Calif. 6 Grand Terrace, Calif, 3 Azusa, Calif. 5 Greenfield, Calif. 5 Bakersfield, Calif. 5 Grover Beach, Calif. 3 Baldwin Park, Calif. 5 Guadalupe, Calif. 10 Barstow, Calif. 5 Gustine, Calif. 4 Benicia, Calif. 5 Hawthorne, Calif. 10 Berkeley, Calif. 5 Hayward, Calif. 5 Brentwood, Calif. 8 Hollister, Calif, 2 California City, Calif. 10 Hughson, Calif. 10 Calistoga, Calif. 9 Huron, Calif, 4 Carlsbad, Calif. 5 Imperial Beach, Calif. 5 Carmel-by-the-Sea, Calif. 5 Inglewood, Calif. 10 Carson, Calif. 4 Irvine, Calif. 10 Cathedral City, Calif. 10 Kerman, Calif. 8 Ceres, Calif, 8 La Mesa, Calif. 5 Chino, Calif. 4 La Quinta, Calif. 10 Chula Vista, Calif. 8 La Verne, Calif. 2 Coachella, Calif. 5 Lancaster, Calif. 5 Colfax, Calif. 3 Lathrop, Calif. 8 Colton, Calif. 8 Lawndale, Calif. 5 Compton, Calif. 7 Lemon Grove city, Calif. 6 Corning, Calif. 10 Livermore, Calif, 9 Coronado, Calif. 5 Livingston,Calif. 8 Del Rey Oaks, Calif. 7 Lompoc, Calif. 10 Desert Hol Springs, Calif.: 9 Long Beach, Calif. 6 Dixon, Calif. 6 Los Angeles, Calif, 5 Dos Palos, Calif. 6 Los Banos, Calif. 9 Dublin, Calif. 10 Manteca, Calif. 5 El Cajon, Calif. 5 Marina, Calif. 14 El Monte, Calif. 5 Martinez, Calif. 5 Elk Grove, Calif. 2 Marysville, Calif. 5 Encinitas, Calif. 1 McFarland, Calif. 2 16. Mayoral Elections in California,1995-2014 527 Menifee, Calif. 2 Riverside, Calif, 6 Merced Calif. 10 Sacramento, Calif, 7 Milpitas, Calif. 10 Salinas, Calif. 9 Modesto, Calif, 7 San Bernardino, Calif. 7 Monrovia, Calif, 5 San Bruno, Calif. g Montclair Calif, 5 San Diego, Calif 72 Monterey, Calif. 9 San Dimas, Calif. 5 Moorpark, Calif. 10 San Jose, Calif. 8 Morgan Hill, Calif, 10 San Leandro, Calif. 6 Morro Bay, Calif. 12 San Luis Obispo, Calif. 10 Napa, Calif, 4 San Marcos, Calif. 4 National City,Calif. 5 San Rafael, Calif. 5 Needles, Calif. 4 San Ramon, Calif. 5 Newark, Calif. 9 Sand City, Calif. 9 Newman, Calif. 9 Sanger, Calif. 2 Oakdale, Calif. 4 Santa Ana, Calif. 10 Oakland, Calif. 5 Santa Barbara, Calif. 4 Oceanside, Calif. 5 Santa Clara, Calif. 5 Ontario, Calif. 6 Santa Maria, Calif. 6 Orange, Calif. 9 Santee, Calif. 4 Orange Cove, Calif. 4 Seaside, Calif. 10 Oroville, Calif. ( Sitni Valley, Calif. 10 Oxnard, Calif. 10 Soledad, Calif, 6 Pacific Grove, Calif. 10 Solvang, Calif. 4 Palm Springs, Calif. 5 South El Monte, Calif. 3 Palmdalc, Calif, 10 St. Helena, Calif. 9 Parlier, Calif. 4 Stockton, Calif, 7 Pasadena, Calif. 5 Suisun City, Calif. 5 Paso de Robles (Paso Robles), Calif. 8 Torrance, Calif. 4 Patterson, Calif. 10 Tracy, Calif. 10 Perris, Calif. 7 Turlock, Calif. 5 Petaluma, Calif. 5 Ukiah, Calif. 5 Pismo Beach, Calif. 6 Union City, Calif. 5 Pleasanton, Calif. 10 Upland, Calif. 5 Pomona, Calif 7 Vacaville, Calif, 4 Poway, Calif. 5 Vallejo, Calif. 5 Rancho Cucamonga, Calif. 5 Vista, Calif, 5 Redondo Beach, Calif. 8 Waterford, Calif 8 Rialto, Calif, 5 W. Sacramento, Calif. 6 Richmond, Calif. 5 Westminster, Calif. 10 Ridgecrest, Calif. 2 Younwille, Calif. 7 Rio Vista, Calif, 7 Riverbank, Calif. 8 Mayoral Elections in California,1995-2014 17. 528 8. References Anzia, Sarah F. "Timing and'I urnout: Hoa' Off-Cycle Elections Favor Organized Groups" (University of Chicago Press, 2013). 2012x. "Partisan Power Play: The Origins of Local Election Timing as an American Political Institution," Studies in American Political Development 26 (1): 24-49. 2012b. "The Election Timing Effect: Evidence from a Policy Intervention in Texas,' Quarterly Journal of Political Science 7 (3): 209-248. Bridges, Amy. "Morning Glories: Municipal Reform in the Southwest" (Princeton tiniversity Press, 1997). Hajnal, Zoltan and Paul Lewis. 2003• "Municipal Institutions and Voter Turnout in Local Elections," Urban Affairs Review 38: 645-67. Hajnal, Zoltan, Paul G-eorge Lewis, and Hugh Louch, 2002. Municipal Elections in California: Turnout,Timing and Competition.San Francisco: Public Policy Institute of California. Johnson v. Bradley, 4 Cal.. 4th 389, 399 (1992). League of Women Voters of California. 2012. California State Government Guide to Government: About Municipal Government www.guidetogov.org, Extracted August 2012. Legislative Counsel of California. California Election Cale. Section 1000-1003. http://www.legir�f'u.ra.gov/.l�tr7�llelec ta[�]e�crF i•(nitents.html LOchtan, Roger W. `San Francisco 1846-1856: From Hamlet to City" (university of Illinois Press, 1997). McGreevv, Patrick. 2015. "L.A.'s Low Voter Numbers Push State Officials"Cowards Easing Voter Process," The Los Angeles Times, March 14, 2015. Available at: http:,!w-w'a,.l atimes.com,/local/california/1 a-me-pol-clection-tu rnout-20150315-story.h tml McGreevey. 201.5. "California Assembly OKs measure: to Boost Voter Turnout in City l lections." Me Las Angeles;Ti mess July 16, 2015. Availzb1v at; litlp://V�IWW.[aLblieS.com/local/political!la-me-pc-lai+,nlakers-approve-measure-ta-I)oost- Wter'-ttrPnoui-in-titins-2[13.50716-story.htmI Swanbeck, Sarah, Leila Pedersen, Hinnaneh Qazi, &Iiathay Feng, 2015. Getting to 100%How Changing the Election Date Can Improve Voter Turnout. Sacramento: California Common Cause. Trounstine,Jessica. "Political Monopolies in American Cities: The Rise and Fall of Bosses and Reformers' (University of Chicago Press, 2008). U.S. Census Bureau, 2013. Census of Govenunents, Individual State Descriptions: 2012, U.S. Government Printing Office; Washington, D.C. Wood, Curtis. 2002. "Voter Turnout in City Elections," urban Affairs Review 38(2): 209-231, Zucker, Lucas. 2015. `The Discriminatory Roots of Odd-Year Elections," It Bends Toward justice Blog. Nov. 8, 2015. Available at: http://itIDencistowardjustice.com/category/electoral-politics% 18. Nlayoial Elections in California,1995-2014 529 RICE I KINDER INSTITUTE FORURBAN RESEARCH The mission of the Kinder Institute is to: • Advance understanding of the most important issues facing Houston and other leading urban centers through rigorous research, policy analysis and public outreach • Collaborate with civic leaders to implement promising solutions to these critical urban issues 530 T� LL f i�5 Lml A A I A N PI: V,- SA P r f I - ,� VOTING SYSTEMS ASSESSMENT PROJECT �r i J i � ri � � r� ir � r r n,� 531 r"I F.I-A Ir PF1.1C I IFC T SII�'N AIN!EID ENGIREERIkING Table of Contents I. Words from Dean II. Project Overview III. Voting System Design and Development a. IDEO 7 b. Human-Centered Design 7 c. Agile Approach 7 IV. Current Voting Experience 11 V. New Voting Experience 9-16 a. Ballot Marking Device 12-13 b. Interactive Sample Ballot 14 c. Electronic Pollbook 15 d. Vote Centers 15 e. Vote by Mail 16 f.Tally 16 VI. Community and Stakeholder Engagement 17-25 a. Advisory Committees 17-18 b. General Voting System Principles 19-20 c. Community Engagement Activities 21-24 d. Communication Strategy 25 VII. Legislative Efforts 26-27 a. SB 360 26 b. SB 439 26 c. SB 450 27 VII. Exhibits 28-61 a. List of Awards 28 b. VSAP Committee Members 29-43 c. Media Coverage 44-48 d. Community Events 49-58 e. Internal Project Team 59-60 f. Design Evolution 61 VIII. Stay Connected 1 ;%CTIIJG SYSTSN�S ASSESSMENT PROJEC- ■ vSAP.iEdote.,et 532 VOTING SYSTIEir r5 ASSESSMENT PIRCI)IEC'If PHASE III: SYSTEM (DESIGN AND ENGINEERING Words from Dean I am excited to share with you this culminating report detailing the accomplishments and milestones during the System Engineering and Design Phase (Phase III) of the Voting Systems Assessment Project (VSAP).We are one step closer to providing a new and improved voting experience for the County's electorate that ensures the delivery of accessible, secure,trustworthy and transparent election services.This report provides a comprehensive detailing of the design process, the development of the various components of the new voting system, research, partnership with stakeholders, and the activities that led into the final system design and specifications. As detailed in this report, we have developed functional prototypes that feature sophisticated hardware and software specifications that allow for an interactive demonstration of the voting process.We produced the final system design for the Ballot Marking Device (BMD), an improved Vote By Mail (VBM) ballot, an Interactive Sample Ballot (ISB), a modernized tally system, and developed the concepts for expanded election services including vote centers and early voting. We actively supported legislation that would allow for the regulatory environment needed to implement the new voting experience. With the voting experience model now identified, our work continues as we refine the systems and develop specifications for the manufacturing of the device. I am grateful to the individuals who have contributed their time and effort into the project. This process was truly a collaborative effort among the members of the VSAP Advisory Committee and Technical Advisory Committee, Board of Supervisors, community leaders, stakeholders, and the general public. The VSAP allowed voters to have a voice in the development of their voting system and shape a fundamental democratic process. We continue to encourage your participation and engagement as we move forward to the next phases in the project and the full implementation in 2020. DEAN C. LOGAN Registrar-Recorder/County Clerk Los Angeles County VSAF.lavcte.net ■ VOTING SYSTEMS AASHSSENT PROJECT 2 VOTING SYSTEMS A55ESSI-TENT PPO.IECT PHASE III:SYSTEM DESIGN AND ENGINEEWNG Project Overview os Angeles County established the Voting Systems Assessment Project(VSAP)to modernize its aging voting system and create a voting experience that meets the needs of its electorate.The InkaVote Plus system, currently used by Los Angeles County, is nearing the end of its service life and relies on major components that were developed in the 1960s. Due to the size and complexity of Los Angeles County,finding a voting system to replace the aging InkaVote Plus system is not an easy task. The County provides election services to over 5 million registered voters in 10 languages. The VSAP takes a collaborative and data driven approach that focuses on the needs of voters and maximizes stakeholder participation. The VSAP is a comprehensive multi-phase project. These phases represent significant and important efforts towards voting system modernization and are a testament to the thorough and unprecedented approach taken by the VSAP. • Phase I: Public Opinion Baseline Research (September 2009 — July 2010) • Phase II: Process Assessment (January 2011 — December 2011) ■ Phase III: System Design and Engineering (January 2012 — September 2016) ■ Phase IV: Manufacturing and Certification (October 2016 — December 2019) • Phase V: Implementation Project Timeline Public Opinion Process System Design and Manufacturing and Baseline Research Assessment Engineering Certification (Sep 2009-Jul 2010) (Jan 2011-Dec 2011) (Jan 2012-July 2016) (Aug 2016-Dec 2019) Objective:Phase I of the project Objective:Phase II of the project Objective:Phase III of the project Objective:Phase IV of the project sought to compile an array of sought to define fundamental will Identify the development will result in the manufacturing baseline data from multiple guiding principles of the project, strategy for a new voting system, and certification of the new voting stakeholders that included voters, establish a formalized stakeholder establish a formal advisory system and its components. pollworkers,advocates,key Input body for the duration of the committee with technical community organizations project,and to evaluate and assess expertise,design a new voting representing traditionally the landscape for acquiring a new system and develop the underserved voter constituencies, voting system. engineering specifications for and elections staff. manufacturing and certification. 2010 2011 2016 2020 534 VOTING SYSTEMS ASSESSMENT PROJECT ' PHASE III: SYSTEM DESIGN AND ENGINEERING Project overview PhPus e I In Phase I of the project, an array of baseline data that would shape the overarching strategy for voting system modernization was gathered. This data was gathered from election stakeholders and subject matter experts such as voters, pollworkers, advocates, key community organizations and elections staff through a variety of research and engagement activities. This research focused on evaluating the current voting system and experience, and learning what users expect of the future voting system.The research revealed that users expect more than just an upgrade in voting technology, and modernization efforts needed to improve the entire voting experience. Phase 11 Building on the research and [earnings from Phase I, the VSAP Advisory Committee (AdCom) was established in Phase 11 to ensure the voice of the voter continued to guide the voting system design process. The AdCom is a formal engagement body composed of stakeholders and experts in elections that represent different communities within the Los Angeles County electorate. As their first task, the AdCom took the results from the research conducted in Phase I and used that data to create and adopt the General Voting System Principles which acts as a guide for voting system modernization. These principles ensure that the new voting system meets the diverse needs of Los Angeles County voters. Following the development of the General Voting System Principles, the Registrar-Recorder/County Clerk (RR/CC) began its search for a new voting system by assessing the voting systems market and regulatory environment in which these systems are implemented. Prior to conducting this research,the RR/CC had participated in a Request for Information (RFI) issued by the City of Los Angeles in search of federally certified and state approved voting system, and found that none of the seven voting systems evaluated met the City's requirements. The RR/CC also evaluated the acquisition models by which it could acquire a new voting system that would meet the needs of Los Angeles County and its voters. The RR/CC collaborated with a research team of graduate students from UCLA Luskin School of Public Affairs to conduct research on regulations governing voting systems testing and certification process and its impact on Los Angeles County's goal to implement a new voting system.The research found that without changes to the regulatory environment, it would be very difficult for the RR/CC to meet its goals of acquiring and implementing a new voting system. These factors along with feedback from the AdCom made a strong case for the RR/CC to acquire a new voting system by engaging in a voting system development project. VSAP.Eavotenei ■ VGING 5VSTEM5 ASEESSr3lfa PnC.iEt7 4 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING ProJect Overview Phase III of the project marked a major transition from voting system research to the design and development of the new voting system. The work in Phase III of the project was spread across three distinct and coordinated efforts: Voting system design, stakeholder engagement, and proactive legislative action. In order to continue engaging stakeholders and incorporate the expertise needed in voting system design, the VSAP Technical Advisory Committee (TAC) was established. The TAC was established to provide the VSAP with the necessary technical expertise in technology, security, transparency, and accessibility during voting system design. The 12 member TAC is a diverse group composed of subject matter experts from a variety of industries and fields. The expertise and guidance provided by the TAC has been an invaluable component to the completion of Phase III. In addition to engaging the members of the TAC, communication and outreach efforts engaged the public and kept them informed about project developments. To begin to envision and design a new voting system and in an effort to remain aligned with the VSAP values of transparency, citizen participation, and utilizing sound data during this stage, the VSAP launched an "Open Design Search" in January 2012. The Open Design Search engaged a broad range of experts, designers, and the general public to begin to gather ideas for the design of an innovative voting system that will meet the unique needs of Los Angeles County's large and diverse electorate. There were two primary components to the Open Design Search: 1) Open Innovation Challenge and 2) Voter Experience Brainstorming Workshops. This Open Design Search was conducted in partnership with the Information Technology Innovation Foundation Accessible Voting Technology Initiative, Election Verification Network, OpenIDEO, and with funding from the Election Assistance Commission and resulted in over 150 concepts for improving the voter experience for Los Angeles County voters.A full report of this Open Design Search is available on the VSAP websites. In 2013,the RR/CC identified and engaged IDEO to begin to analyze all the data and concepts gathered since project kick-off and to begin to translate that information into refined designs. IDEO is an award- winning global design firm that specializes in human-centered design. This design methodology focuses on users and finds innovative solutions to meet their needs.The engagement with IDEO produced design and engineering specifications for a new voting experience which consists of a new Ballot Marking Device(BMD),an improved Vote by Mail(VBM) ballot,an innovative Interactive Sample Ballot(ISB),and a modernized Tally System. Each of these components was the product of extensive research,stakeholder engagement,the human-centered design process, iterative prototyping,and consultation with the VSAP AdCom and VSAP TAC.Together these components provide voters with an improved modernized voting experience that is more accessible, reliable, secure, and transparent. 'ut}J��Vsap.IcVo'e.11C't�VJi�-C01�(Efli��.���.CGIS�GQJr����O�CI�_QC-SI01_a�'afC _I"e�JO" . 5 ra-,NC-SVs7EM5S ASS ESSMF1gT PROJECT r VSARlauote.net 536 V0T11�KG:3Y5TZ7K5 AS-SESS'i*NT P R')I F t T MASE III: SYSTEM (DESIGN AND IEIh GIINEIEIRING Project Overview Given the wide scope of the VSAP's modernization efforts, it became apparent that legislative action would be required to make the necessary changes to the regulatory environment to support the VSAP and implement the new voting experience. The VSAP took a proactive role in monitoring and influencing election legislation. These efforts resulted in the passing of SB 360, SB 450, and SB 439. SB 360 allows for the development and implementation of publicly owned voting systems. SB 439 and SB450 expand accessibility and options for voters by authorizing same day voter registration,the ability to vote anywhere within their county's jurisdiction, and requiring counties to provide an early voting period beginning ten days before election day. The project will continue these legislative efforts and leverage the unique research, county resources and political capital available. The VSAP has gained national recognition for its innovative approach and important achievements. The VSAP has received awards from respected organizations such as the Election Verification Network, the National Association of County Officials, and Government Technology Magazine. For a complete list of awards, please refer to Exhibit A. With the defined voter experience and system engineering and specifications completed in Phase III,the project will transition into Phase IV: Manufacturing and Certification. New partners need to be identified and engaged for system manufacturing and certification where necessary. \1SAP.1avote.net ■ VOTING SYSTEIVIS ASSESSL/ PROJECT 6 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Voting System Design and Development IDEO IDEO's experience and approach is well aligned with the VSAP's values and goals and has proven to be a great asset to the project. IDEO is an award-winning global design firm that takes a human-centered, agile design approach to helping organizations in the public and private sectors innovate, develop new products,and provide better customer service.IDEO has great experience developing new ways to serve and support customers(or the public) by uncovering latent needs, behaviors, and desires. Furthermore, IDEO has a proven track record envisioning and bringing to life new products, services and spaces. IDEO's engagement has allowed us to achieve great accomplishments. IDEO's design efforts, which focused on human factors such as usability and accessibility, generated key findings that shaped the design of the voting system. IDEO incorporated data gathered since the launch of the project into a new and improved voting experience which satisfies the needs of Los Angeles County voters. y Historically,voting system design has not been driven by the needs of the voters.Primarily,voting systems have been developed to satisfy regulatory requirements and the needs of election administrators.The VSAP's approach to voting system design aimed to focus on voters' needs. With that in mind,the VSAP adopted a non-traditional human-centered design approach to modernize the current voting system. By engaging the public, advisory committees, and key stakeholders, the VSAP prioritizes the needs of voters throughout the development of the new voting system.This process helps facilitate transparency, which in turn builds public trust. Throughout the design process, IDEO and the VSAP team conducted research with the public and incorporated their input with each prototype design iteration. These research efforts were comprised of focus groups and multiple user testing sessions to collect qualitative data.The data gathered was a combination of observing user interactions with the design prototypes, interviewing users to document feedback,and having users complete surveys.This data was analyzed and used to refine each prototype. This agile, iterative process was repeated until the final design was developed. at g i,10 Jkpp,,,i,x Ao a e- The agile approach utilized in this project is an iterative, incremental method of managing the design and build activities for the project. This approach allows for requirements and solutions to evolve through collaboration of the project teams, designers, committee members and project stakeholders. By following the agile development methodology, there was an opportunity to assess the direction of the project throughout the design and development process. Utilizing this approach, the new voting experience went through an iterative design process,which involved developing prototypes for various system components, testing prototypes, gathering and analyzing data from each test, and continuing to refine the components to arrive at a design that satisfies the needs of the County's diverse voters. Exhibit F shows the design evolution of the voting system. 7 VOTING 5YS'CEMS ASSES5wXNT PROJECT ■ V5AR1�vote.nc; 538 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Current Noting Experience In the current voting system, voters are assigned a polling place based on their residential address and precinct. Precincts are used to identify what contests a voter is eligible to vote for based on their residential address. Voters must go to that polling place on Election Day between the hours of 4 ` 7:00 a.m.and 8:00 p.m.to vote. Each polling place is equipped with a paper roster of eligible voters residing in the precinct, a ballot box, paper ballots, and marking devices necessary for voters to mark and cast their ballots. Los Angeles County currently uses the I nkaVote Plus system,which consists of a Vote Recorder, an Accessibility Booth, a Precinct Ballot Reader (PBR), an Audio Ballot Booth (ABB) and a central ballot box.Voters are required to check-in and sign the roster where they are given a ballot. A voter takes their ballot to the vote recorder and makes their selection using the stylus on the device.The voter uses an ink stylus to stamp the vote mark in the desired vote position, and the voter's selections are captured in the corresponding ovals on the paper ballot. Voters who prefer to vote in a language other than English, as well as voters with visual impairments who prefer or require an audio ballot, utilize the Audio Ballot Booth to AIM make their selections on a ballot. Once a voter has finished marking their ballot,they take it to the PBR which is situated above the ballot box.The voter inserts their ballot into the PBR, which checks for blank ballots or over-votes. An over-vote occurs when more than the maximum number of selections allowed for a contest were made. If a ballot has over-votes or is blank,the PBR notifies the voter,who can choose to cast their vote as is, or spoil it and be issued a new ballot. If a ballot has no errors, it is simply inserted into the ballot box. After the polls close, the paper ballots are returned to the RR/CC where they are inspected,sorted, and tallied. In addition to voting at the polls on Election Day, voters also have the option to go to the office in Norwalk 29 days before Election Day and cast a ballot in-person. Alternatively, voters can request a Vote by Mail ballot that allows voters to vote at their own convenience and return their ballot through the mail at anytime up until Election Day or return it in-person at any polling place on Election Day. �+ The current processes and technology used to administer elections has remained relatively unchanged over the last 45 years.Over that time there ,.. have been significant changes in the size and diversity of the electorate as well as the lifestyles of these voters. Furthermore,the public's expectation of the public sector has evolved. Finally, technology has greatly evolved during this period. VSAF,iZV[JI@,iei ■ VOTING SYSTEMS ASSESSUiLIC aaOJEC1 B VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING New [Toting Experience The vision for the new voting experience includes: Isa • Modern Tally System: Interactive Sample Ballot: Supports ballot-level auditing for a Provides voters the opportunity to mark and save their more open and transparent counting selections on an electronic sample ballot which generates process.The improved system can a selections QR code which can then be taken to a vote capture and store ballot images, center and scanned on a Ballot Marking Device to transfer tally both BMD and VBM ballots, and selections onto the Ballot Marking Device for verification ensures accurate reporting of results. and printing of an official ballot. { r� F,lectronic Pollbooks: Allows poRworkers to verify registration eligibility of any County voter.This new roster eliminates the need for the voter to go to one pre-assigned polling place with a paper roster that lists the voters for that precinct. 'D'OTIN'G SYS1EMS AfSSESSMEN7 PROJECI • vsARiavve,net 540 I I I 7 A Ballot Marking device: 'Early Voting: Note Centers: Allows voters to use technology Allows voters to mark and Allow voters to mark and cast a for an easy and accessible cast a ballot over an extended ballot at any vote center location experience,while maintaining a period of days.The voter will throughout the county.The voter paper ballot for the security and no longer be limited to voting will no longer be limited to voting integrity of the election. on one particular day. at an assigned polling place. New Vote by Mail Experience: Will provide voters with a much more user friendly voting experience.The new ballot and envelope design makes voting a Vote by Mail ballot much clearer and easier to understand. VSAP.Iavo%.,net ■ VOTING SYS i EI�5 ASSESS 1941 PROJECT i 0 VOTING SYSTEMS ASSESSMENT PRQJECT PHASE ill: SYSTEM DESIGINk AND ENGINEERING New Voting Experience The new and improved voting systems developed by the VSAP addresses many of the concerns with the current system and represents a complete transformation of the voting experience in Los Angeles County. This transformation extends beyond the polling place and the equipment voters use to mark their ballot. It entirely redefines the voting process and expands the opportunities voters have to cast their ballot. The new voting experience provides significant improvements by: Providing all voters the ability to vote on the same device,regardless of their need to use accessibility features or vote in a language other than English • Granting voters the option to vote at any vote center location in the County • Protecting all voters' rights to privately and independently mark and cast their ballot • Expanding the opportunity for early voting prior to Election Day • Recording vote selections on paper in human readable text which more clearly captures voter intent and increases public trust • Providing a more accessible and usable Vote by Mail experience The voting experience is comprised of multiple components that include: • A Ballot Marking Device (BMD), which is a new voting device that incorporates a customizable touchscreen interface, an audio interface, and a paper ballot. • An Interactive Sample Ballot (ISB)which is an online platform where voters can pull up their sample ballot electronically, pre-mark their selections, generate a quick response (QR) code that can be scanned at any vote center to transfer selections onto an official ballot. • An electronic pollbook for voter check-in at vote centers where pollworkers can access the voter registration data necessary to determine voters' registration status and capture their signature. • Vote centers which will allows voters to cast their ballot anywhere in the county. • A new Vote By Mail (VBM) ballot that provides a more user-friendly and accessible experience for voters with a full-faced marked sense ballot which contains contests and selections on one document. • A modernized tally system that includes scanners to capture ballot images, software to read and tabulate the vote selections, and an interface to report the results. _2 VOTINC SYSTEMS ASSESSMENT PROJECT ■ VSAP.lavote.net 542 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING New Noting Experience Ballet Marking Device (BMD) i r The new BMD is noticeably more modern in appearance than the current InkaVote Plus voting system.At a glance, the new BMD has a contrasting yellow and black color scheme, it has a privacy shield around the top, an adjustable touchscreen display that looks like a tablet,a set of headphones,a tactile keypad, a pathway for ballots, and four standing legs with noticeable clearance for wheelchair accessibility. Only after interacting with the device will a lot of the features come to surface. Voters have a number of options to navigate the voting process: using only the touch screen, using the touch screen with the audio ballot, using the touch screen and tactile key pad, using the audio ballot with the tactile key pad,or using an assistive device via the dual-switch port with either the touchscreen or the audio ballot. Both the touch screen and audio ballot are customizable by the voter. The touchscreen user interface also allows voters to adjust screen contrast and font size.The audio ballot allows for volume and speed adjustment. Both the audio ballot and the touchscreen will support the mandated 10 languages. The voter will be able to select their preferred voting language and toggle between languages at any time during the voting process.The device offers the ability to add additional languages as necessary in the future. Voters can navigate either the touchscreen user interface or the audio ballot using the tactile key pad that can be useful to voters who have difficulties touching and/or seeing the touchscreen.The control pad can be removed from its nested area and put on the lap of the voter for easier reach. Key pad buttons are uniquely shaped and labeled to assist visually impaired voters. In addition, the device is equipped with audio and dual-switch ports for voters who would like to use their own assistive devices to navigate the voting process. :]7I,%G SYS-,EMS A5 SE SSV ;RWECT =2 .I r u: S h iF i:\�r P R�_),I IF(sir PHASE III: SYST'EIhl IDESIGN AND ENGINEERING New Voting Ex perience A built-in printer, scanner and integrated ballot box will streamline the voting process for voters. The new device will allow voters to make their selections, print and review their ballot, and cast their ballot into the ballot box all in one location without the requirement to go to another device or even pick up and hold the ballot. The QR code reader will scan the blank ballot at initiation and display the voter's ballot style so the voter can begin the voting process. If a voter has made their selections on the ISB, they can scan the QR code on the ISB and go directly to reviewing their selections, and make any changes if needed. Voters then print and cast the ballot on the same device. Each ballot box will be secured and has the capacity to hold up to 250 ballots. If the ballot box becomes full, there will be a secure process to replace the ballot box while protecting the confidentiality of the ballots and allowing voting to continue seamlessly. The BMD is designed to protect a voter's privacy while voting.The yellow privacy shield as well as the security screen prevent other people from being able to easily view the voter's screen. Additionally, if a voter is navigating the voting process using the audio feature and controller, they have the option to turn off the screen so nothing appears on the display. Finally, a voter's selections are not stored in memory on the BMD to maintain privacy of the vote. The BMD combines the functions of five current separate devices into one. The new device combines all the functions and accessibility features of: 1) the polling booth with ballot recorder, 2) Precinct Ballot Reader 3) Audio Ballot Booth, 4) wheelchair accessible voting booth and 5) ballot box.Voters can go to any of the new BMDs to mark their ballot and use any of the desired accessibility features. The BMD design also takes into account the needs of the election administrator. The BMD utilizes modular components for easy set-up/breakdown,,transportation, storage, maintenance, and updates to system software and hardware. s i3 d0 T RSG�YSTEN;S<,SSESS'�ENr°RGJEC- 1�SAP.lavote.net 544 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Neter Voting Experience Interactive Sample Ballot (ISB) The development of the ISB is one of the most innovative enhancements to the voting experience. Currently, voters can mark their sample ballot booklet, take it into a polling place, manually copy the selections from the sample ballot booklet onto the ballot, and then cast their ballot. Using the new ISB, voters can mark their choices on an electronic device, save selections as a QR code, go to the polling place,scan the QR code to instantly transfer their selections onto a BMD,verify them,print and cast their ballot. The new ISB will make the voting process much quicker and easier for voters by eliminating the need to manually transfer each individual selection. The ISB can be accessed through a responsive website from any computer or mobile device with an internet connection. Voters have the flexibility to interact with the ISB using a preferred assistive device, such as a screen reader. Once the voter has made their pre-selections on the ISB, they can take it into the polling place in two different ways. The voter can print their selections on a sheet of paper or they can save their selections on their mobile device. Along with the selections which will be encoded in a QR code, the voter will be provided next steps to complete casting the vote, information on interacting with the BMD using the ISB at the polling place, and an area for the voter to write down the address of their desired vote center. L+SARIP,vote.nel • VOrINC SYSTEMS ASSESSI�E; PROJECT 14 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING New Voting Experience jA AA An electronic pollbook is an alternative to a paper roster for checking in voters at a polling site, and is key to making the vote center experience possible. Through an electronic pollbook, a pollworker can access a voter's registration status and ballot style, as well as capture the voter's signature. The new BMD has been designed to be compatible with many existing electronic pollbook solutions with little customization requirements. Electronic pollbook solutions primarily consist of a hardware component,such as a laptop or tablet used by the pollworker, and a software component that provides access to voter registration information through a user interface. The voter registration data may be stored locally on electronic pollbooks or may be hosted on a central database accessed by networked electronic pollbooks. Many of the benefits and capabilities of an electronic pollbook are dependent on a central database and a network connection.The benefits for voters include a faster and more accurate voter check-in,and the ability for their registration status to be verified at any vote center. Electronic pollbooks also benefit election administrators. Electronic pollbooks allow for more accurate, voter rolls since the time delay for printing and delivering paper rosters is eliminated. Pollworkers can have real time rosters instead of rosters printed days or weeks prior to Election Day.Electronic pollbooks allow for real-time vote center monitoring and turnout statistics. They also improve the post-election reconciliation process by eliminating the need to convert data from paper records into electronic records.The streamlining of these processes has the potential for major cost savings. 176,6(a. With our current system, voters who prefer to vote in person are limited to casting their ballot at their assigned polling place, or cast a provisional ballot if they choose to cast their ballot at a polling place that is not their assigned polling place.The provisional voting process is not clearly understood or liked by voters and costly for election administrators. Furthermore, voters may not be presented with all the contests they are eligible to vote in. In the vote center model,voters can cast a ballot at any vote center location in the County. Pollworkers will be able to verify a voter's registration status and provide them the correct ballot style, preventing the need for the voter to cast a provisional ballot. Furthermore,there will be a 10 day early voting period where a voter can go to any vote center to cast their ballot. This new vote center model allows voters more flexibility and options for casting an in-person ballot. It is more aligned with the lifestyle of Los Angeles County voters. 15 VOTING SYSTEKS ASSESSMENT PROJECT + V5AP.18V0*.rie1 546 4 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Neter Voting; Experience Votc-lby Mall With the development of a new in-person voting experience, comes an enhanced Vote by Mail (VBM) ballot system. The proposed VBM ballot sets out to satisfy the needs of election administrators, while presenting a simple usable design for voters. The new VBM packet contains a secrecy sleeve, a foldable double-sided ballot, and a return envelope. Features such as the ballot size, paper thickness, font size, and multilingual ballot styles offer voters a simple and easy voting experience. The ballot dimensions bay be 8x11 inches or 11x17 inches to accommodate to elections with a small number of contests as well as elections with a large number of contests while minimizing the number of pages.Paper thickness enhances the durability and life span of the ballot. Vote by mail ballots will be available in bilingual formats with a font size and layout that makes it easy for voters to understand and mark the ballot. Secrecy Z727 `=' �. 5tee�e !—J - ��:•:;'•-.«..�__ ^—. � ` fir.-......-.-. _. ........• P+"�'�r«.."7.�'�".^�'W' , jar • - ••°••-�• 1 TI.e.Mh,A4M10111t.. ]]1522 1 ,r W M Re,turn .wn,ww.e..�•,.., 4 r.F..h.� _ En . •e.w•rrr Ie.,.,n.—r Loa Anyd• • 1 W. l+r[wkre � Tally The scanning of paper ballots and the tally of votes will need change with the implementation of the new voting system. Currently, ballots are scanned and tallied at a central facility using optical mark-sense technology. With the new tally system, paper ballots will be scanned to a digital image and those images will be used to tally the votes using image processing technology. Although votes will continue to be tallied at a central location, the RR/CC will explore the option of implementing remote ballot scanning locations strategically placed throughout the County. Since the results of image processing can be transported more quickly over a secure network than paper ballots can be driven to a central facility, it may be possible to reduce the time it takes to produce tally results. An early prototype of a tally system is currently being developed. VSAI-.ieitrte.r.£; • V07;NG Sv57c'NS ASSESS�4/ P;oj_C1 :� VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Community and Stakeholder Engagement AM Advisory Committees The system design and engineering process was greatly guided by the VSAP Advisory Committee(AdCom) and the VSAP Technical Advisory Committee (TAC.) The VSAP established the committees to provide guidance throughout system design, development and implementation. The members of the VSAP AdCom are representatives from various community organizations that represent the County's diverse electorate. Also represented are critical stakeholders such as election administrators, political parties, and members of academia. The VSAP TAC is composed of individuals who have profound expertise in election technology,accessibility, usability,and security.These individuals come from non-profit groups and academic institutions across the country. For a complete list of the committee members and their biographies, please refer to Exhibit B. Committee members actively participated in the consultation process throughout Phase III. Regular in- person meetings were held at the RR/CC headquarters and at the IDEO offices.These meetings were an avenue for the members to provide their technical input and recommendations for further refinements to the system and design.In addition,the VSAP team facilitated conference calls for committee members to provide their input on usability, accessibility, security, and other key design decisions. These committees have served to safeguard the integrity and transparency of the process.The committee members contributed valuable time and input to the project. Their engagement to the project will continue as the project transitions into the Phase IV: Manufacturing and Certification. c+ t i r w Aek boom IT YO-,11'G SYSTEikS ASSESSMEIQT PRu!ECT ■ VSAP.iavote,net 548 VOTING SYSTEMS ASSESSMENT PF40JEC' PHASE IH: SYSTEM DESIGN AND ENGINEERING Community and Stakeholder Engagement �' ul PROT[?TYAES, , f � t R I Votl-ey-Mail Design Process r �. vas — r AGENDA Ik Y 4 w W l D J r — 4 �HSOPI��uw3 PI �rt- VSAPlavote.net VGTiMG SYSTEMS ASSESS dzPRGJECT i8 1` - PHASE III: SYSTEM DESIGN AND ENGINEERING Community and Stakeholder Engagement General Voting System Principles At the forefront of the design process was a set of 14 design principles that were adopted by the VSAP AdCom to ensure that the new design meets the diverse needs of current and future Los Angeles County voters.The specific goal of these principles is to articulate the importance of: voter access and interaction with the voting system,security and auditability,as well as the operational requirements for transporting,setting-up, and operating the voting system. Transparency Ablltty to Instill Public Trust Minimal Power Requirements • • Q ,n O Cost-Effectiveness 1� • r Flexibilty ,• i �0 �' Integrity of Options to Cast Vote S- I ' Ease of Use Scalability Safe and Secure Storage k Trust Accessbility Portability 1. The voting s�stem must provide for transparency.The processes and transactions associated with how the system is set up, run, and stored should be easy for the public to understand and verify. This should include making hardware components available for inspection, and source code to the extent that the manner of doing so would not jeopardize system security or availability. 2. The voting system must be scalable. The system must provide sufficient technical and physical capacity to accommodate large and complex ballot styles,growing language needs,extremely large numbers of brecincts and consolidation of elections with local districts and municipalities. 3. The voting system must be flexible. it must provide the ability to adapt to different election types, environments,and changing regulatory requirements,without the need to replace the entire system or to undertake costly system modifications that potentially compromise security. 4. The voting system must instill public trust by having the ability to produce a physical and tangible record of a voter's ballot to verify the ballot was marked as intended before it is cast and to ensure auditability of the system. It must demonstrate to voters,candidates,and the general public that all votes are counted as cast. 5. The voting system must have integrity and be accountable to voters and follow existing regulations. System features must protect against fraud and tampering. It should also be easy to audit and produce useful, accessible data to verify vote counts and monitor system performance. 6. The voting system must offer a variety of options to cast a vote to ensure that a single/fixed method of voting does not prove to be a barrier and source of disenfranchisement for any group of voters. The system should allow for variety in the location,time,and equipment used to cast a ballot. 1� VC-,NG SYS EMS ASSESSMENT PROJECT ■ VSAP,lavote.net 550 V0'FI'46 SYSTEMS ASS ESSMEWIF PR'UJEt;I PHASE III; SYSTEM DESIGN AND ENGINEERING Community and Stakeholder Engagement 7. The voting system must guarantee a private and independent voting experienct for all voters, including voters with a full range of types of disabilities and voters with limited English proficiency. Voting system features must allow the voter to select the language,adjust display features,alternate ballot formats(e.g.Audio Ballot),and method of controlling the marking tool,allowing voters to cast a ballot independently. 8. The voting system must be easy for all voters to use, in particular, for voters with a full range of types of disabilities and voters with limited English proficiency. The system must support plain language and be intuitive, user-friendly,and accessible to all,in order to minimize and easily identify voter errors. It should also provide all voters the ability to easily correct any errors that appear on their ballot prior to casting their ballot. 9. The voting system should be easy and reliable for election workers to use, set-up, breakdown, and explain. 10.The voting system must be portable.It should be lightweight and compact enough for transportation, setup, and efficient storage. A portable system could include features such as hand grips, handles, straps,and wheels that make transporting and maneuvering the voting system easy. 11.The voting system must include features for safe and secure storage. It should include features such as locks and security seals to protect the integrity of the machine while in the custody of election workers or in storage with election officials. 12.The voting system must have minimal and/or flexible power and connectivity requirements. It should not require such an extensive amount of power and connectivity that it limits locations where the voting system can be deployed. 13.The voting system must have minimal requirements for system boot/programming at polling sites and/or vote centers. It must also provide intuitive and quick fix troubleshooting solutions to empower election workers on Election Day. It should be easy to set up for operation by election workers at polling sites and/or vote centers. 14.The voting system must be cost-effective.Costs considered should include procurement,operating, and maintenance costs as well as consideration of expected system/equipment lifespan. VSAP.Iavote.net ■ VOTING SYSTEMS ASSESSMENT PROJECT 20 551 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Community andtakeholder Engagement Community Engagement Activities Since its launch, the VSAP has engaged voters and other key stakeholders through a collaborative and participatory process. This has allowed for extensive data to be gathered regarding the needs and preferences of the diverse Los Angeles County electorate. To date, the Department has engaged over 3,700 voters, poll workers, and election administrators through surveys, focus groups,community discussions, user testing, brainstorming sessions, workshops, interviews and prototype demonstrations to gather the public's feedback and input into the voting system design.The VSAP team has conducted prototype demonstrations and project updates for various organizations. These demonstrations provide a simulation of the voting experience utilizing the BMD.Various community organizations were actively involved during Phase III. Among these organizations are the California Council of the Blind, United Cerebral Palsy of Los Angeles (UCPLA), Native American Veterans Association (NAVA) and the Voter Accessibility Advisory Committee (VAAC), the League of Women Voters, the NALEO Educational Fund, Asians American Advancing Justice, and many others. Organizations assisted us in recruiting participants for various user testing and research activities. These presentations were opportunities to gather feedback from stakeholders and guide decisions around the design. I 1 � , I I 21 0 AG SYST=EMS ASSESSMENT PROJECT ■ vsA?'.avate.ret 552 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Community and Stakeholder Engagement 1 r ` a _ r y .I J I V5A?[avote_net . VOTN,G SYSTEMS ASS - 553 �__ PHASE tll: SYSTEM DESIGN AND ENGINEERING Community and Stakeholder Engagement The following table shows the community engagement activities conducted to ensure active involvement of the public since the launch of the project.For a full description of these events,please refer to Exhibit C. Date Actvi#y Number of Participants "Technology, Diversity,and Democracy:The September 21, 2009 Future of Voting Systems in Los Angeles County" 100 Symposium March 11-29, 2010 Countywide Voter Survey- Phone 651 1 March 16-28, 2010 Countywide Voter Survey- Online 500 March 31 - April 2, 2010 Focus Groups- RR/CC Staff 64 4 April 5-6, 2010; Focus Groups - Registered Voters 100 April 29 - May 3, 2010 April 29 - June 8, 2010 Poll worker Survey- Onlin6 1,100 Focus Groups - Local Election Officials, City May 7-11, 2010 Clerks 26 July 21, 2010 Community Discussion - LaiInguage Groups 9 August 11, 2010 Community Discussion -Vgter Integrity Groups 9 September 20, 2010 Community Discussion - Di'sability Groups 6 January 24 - March 28, 2012 Open Innovation Challenge 154 January 25 - February 23, Brainstorming Workshops'-AVTI 32 I March 30, 2012 Election Verification Network(EVN) Conference 24 Session April 5-6, 2012 Brainstorming Workshops,- RR/CC Staff 25 October 1-2, 2013 User Testing -Atkins Research 40 November 4-5, 2013 User Testing 8 November 7, 2013 User Testing - United Cerebral Palsy of Los 20 Angeles January 27 - February 1, Focus Groups-Atkins Research 95 2014 March 13, 2014 City of Los Angeles Presentation and Project 25 Update September 20, 2014 Tri-League of Women Voters Los Angeles Chapter I 30 September 30, 2014 Industry Hills Rotary Club 20 October 2, 2014 Empowerment Congress I 24 23 VOTING SYSTE^'S ASSESSME'N'T PROJECT ■ VSAPlavote.ne_ 554 !U4 UTF C-,C if li'i,,, 1Q j c i PHASE lll: SYSTEM IDESIIOIN AND IENGIEINIEIEBIING Community and Stakeholder Engagemen DateMMEEN etivit. Number of Participants February 5, 2015 User Testing - General Population 5 ` February 27, 2015 User Testing -Spanish Speakers and Seniors 57 March 3 and 26, 2015 User Testing -Visually Impaired 5 April 29, 2015 User Testing - Election Workers 22 May 26, 2015 User Testing - Seniors 27 May 28, 2015 User Testing -Veterans with Disabilities 40 May 28, 2015 User Testing -Spanish Speakers and Visually 39 Impaired I May 30, 2015 User Testing Session - Korean Speakers and 39 Young Voters May 30, 2015 User Testing Session - General Population 39 i June 13, 2015 Native American Veterans Association'(NAVA) 16 October 10, 2015 California Council of the Blind Prototype 12 Demonstration November 9-20, 2015 Vote By Mail User Testing 76 November 18, 2015 Kiwanis Club of Downey Presentation 20 November 20, 2015 United Cerebral Palsy of Los Angeles Vote By Mail 20 Focus Group June 30, 2016 Phase III Capstone Event 50 July 13-14, 2016 CACEO Conference Prototype Demo 100 July 21, 2016 City of Los Angeles Votes Committee Prototype 30 Demo July 22, 2016 2016 National Association of Counties Annual 20 Conference and Expo July 27, 2016 Community &Voter Outreach Committee(CVOC) 25 Prototype Demo August 5, 2016 United Cerebral Palsy of Los Angeles Prototype 20 Demo Voter Accessibility Advisory Committee(VAAC) 10 August 16, 2016 Meeting Prototype Demo TOTAL - !� 3734 VSAP.Iadote.nei ■ VOTINC SYSTEMS ASSESS555 PROJECT 24 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING i Communit and Stakeholder Engagement - : w pct? :Is�'Al�i�tfll�;r�.�tion Stra y; The VSAP remains committed to a process of transparency and public engagement. To support this commitment, the VSAP prepares a quarterly report submitted to the Los Angeles County Board of Supervisors (Board). These reports are intended to keep the Board updated on the project's progress and accomplishments. In addition, a quarterly VSAP Newsletter is distributed to the Board, the VSAP Committees, and other County Departments. All quarterly reports and newsletters are made available to the public on the VSAP websitez. The VSAP team also provides regular project updates at Community and Voter Outreach Committee (CVOC) and the Voting Accessibility Advisory Committee (VAAC) meetings. These committees are composed of city clerks, voter advocacy groups, and community based organizations. The VSAP also utilizes various media platforms as a platform for providing information to the public. Various news organizations, both local and national, are kept updated regarding developments in the project. Requests for interviews and documentation are accommodated to allow for accurate reporting of information to the public. During this phase, the project has received extensive media coverage, ranging from print to television. Outlets such as Bloomberg, CBS, The Washington Post, and LA Times have followed and reported on the project. For a complete list of feature articles and television news segments on the VSAP, please refer to Exhibit C. Furthermore, the VSAP utilizes the RR/CC's social media presence to engage the public in the digital platform.This ensures that we are reaching a wide audience through various communication platforms. The RR/CC is committed to encouraging participation and input in this critical process to ensure the public will have access to information regarding the project. In order to continue increasing the level of project transparency and access to project data, during this phase, the VSAP launched an improved website that showcases the various iterations of the design, full research reports, media coverage, on-going activities and outreach efforts.The website features an engaging and user-friendly design as well as up-to-date information on the project.The VSAP website is regularly updated to provide access to these resources. 5 VM ING SYSTEMS ASSESS MOO 7gOjECT • VSAR1avate.r1e1 556 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING LegYslative Efforts The regulatory environment is an important influence to the voting experience of Los Angeles County voters. In order to develop and implement a new modernized voting experience, it was evident that laws, regulations and policies needed to be updated. During Phase III of the project, legislative efforts resulted in significant progress towards creating the framework needed to implement the modernized voting experience developed through the VSAP. These efforts consisted of monitoring and recommending formal positions on bills and active participation with lawmakers and stakeholder groups on the creation of legislation.These efforts involved working with internal partners such as Los Angeles County Chief Executive Office (CEO) Governmental and Legislative Affairs and our advisory committees as well as external partners such as stakeholder groups,elected officials,and other election jurisdictions.Consistent with the project's data driven approach,significant research and data gathering was completed to guide legislative efforts. The key legislative milestones of Phase III are the passing of Senate Bill 360, Senate Bill 439 and Senate Bill 450. These legislative efforts will continue beyond Phase III of the project and will continue to be an integral part of the VSAP. The VSAP collaborated with CEO Governmental and Legislative Affairs and Secretary of State Alex Padilla to draft and introduce legislation that supports the VSAP's voting system modernization efforts. The legislation 1) streamlined the voting system approval and certification process for the state; 2) allows counties to contract for the development of voting systems that use non-proprietary software and firmware and disclosed source code; and 3) allows counties to utilize Voting Modernization Fund monies for the initial development of voting systems using nonproprietary software and firmware and disclosed source code. SB 360 was signed into law on October 5, 2013. This bill strengthened the voting system approval and certification process by streamlining the process and requiring that the state establish standards,which meet or exceed federal standards, for systems used in the state. Establishing these standards provided clarity for voting system design and development. Senate Bili 439 (SB 431M, The VSAP collaborated with CEO Governmental and Legislative Affairs and State Senator Allen to draft language and gather support for SB 439. The legislation 1) allows a county elections official to offer conditional voter registration and provisional voting at satellite offices other than on election day; 2) requires the Secretary of State to adopt and publish electronic pollbook standards and regulations governing the certification and use of electronic pollbooks, and prohibits the use of an electronic pollbook not certified by the Secretary of State;and 3)requires the Secretary of State to adopt regulations governing ballot on demand systems and develop a certification program for their use in California. SB 439 was signed into law on October 10, 2015.The Bill marked a step forward toward the modernized voting experience. The expansion of conditional voter registration to satellite offices expands the options voters have for casting their ballot.The electronic pollbook is a critical component to the vote center experience. The creation of the regulatory framework governing their use will be important to the continued integrity of the election process as the new voter experience is implemented. VSAP,{a+,.s:e.r.e, ,C'NGSYS.TEMSASS ESS�5� �'RO,ECT �6 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Legislature Effort Senate Bili 450(SB 450) SB 450 was introduced by State Senators Ben Allen and Robert Hertzberg.SB 450 is a comprehensive bill that changes how elections are conducted in California.The Bill 1) requires counties mail all registered voters a VBM ballot, 2) replaces traditional election day polling places with vote centers, 3) requires that counties open vote centers during the early voting period beginning ten days before the election; and 4) requires counties to create and publish a comprehensive election plan and provide the public with the opportunity to provide input. The VSAP worked with the authors of SB 450, community stakeholders and the Secretary of State to include a provision that allows Los Angeles County to conduct elections under the requirements of SB 450 without mailing all registered voters a VBM ballot.This exemption from mailing all voters a ballot is offset by an increase in the minimum number of vote centers required. The Bill was signed into law on September 29, 2016, providing the RR/CC the regulatory framework necessary to implement the new comprehensive voting experience that has been designed in Phase III. 00000 • • ALL VOTER 00000 00000 00000 10 DAYS ' In ate 0 ONE • • UP TO 645 �� -•• �LOCATIONS - • • Future ALL DEVICES■ R Voters can only vote at one Voters can vote at any' vote was location on one day between center throughout the County 7:00am and 8:00 m p "645 on Election Day Voting equipment is Fully accessible voting outdated and inaccessible equipment available at to many voters; limited to every vote center;all one device per location devices Limited early voting only I Full early voting available available at one, location in for at vote the County center in the County Paper rosters are printed in Electronic rosters accessing advance and often require = — data in real time and allow supplemental printing — for same day registration VBM is difficult to use for VBM is accessible and easier many with no drop-off to use with 104 drop-offs Locations available available across the County 27 • tiwA;-.,L%'J.e.;iL! 558 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit A: Awards Outstanding IT Project Award — Los Angeles Digital Summit Election Verification Network - Outstanding Innovation in Election Technologies Award 1,01 = Election Center - Professional Practices Freedom Award for Innovation Election Verification Network Award Quality and Productivity Commission - Certificate of Recognition National Association of County Officials - 2010 Achievement Award aw ... r li Y T W Lf fv r- Outstan • � ft i - to stdft COO,Llow.00 _ PaE=E�rEo,0 4 L V*qp Team ` 1S CS I'.11i"iwakirl, @Jt l;altMC&I"lol NFILY iiiilhrll Pl:iA.rlfiln�Irl'W".1 iln),I!Iytrf" 'Ili,. rr'rl r 11 rt �.1:rlll+H � ll1 . 111 1.111�N1 �.� 1 I11'.•. � ` ir4 'f',{�f�F!;�'f.f:f'I'�'1't•�.�.i.�.lr}.t a.�.fr1.....I:�r�.�.Irr••'t�r NSAP.iavote.net ■ lfGTir,'GSYE'ErA.SASSESS '�PROJ:C= i8 1 C�FIN, SYS'i EI.1S i,SSES'SWN i PROJECT PHASE III: SYSTEM DESIGN AND ENGINEEIR'JNIG AL B V AP Committee Members -4- 1 - - VSAP TECHNICAL ADVISORY CtOMMITTEE Henry Balta Senior Associate CIO County of Los Angeles Henry Balta has been with the Los Angeles County Chief Information Office since August, 2006. In his role as Senior Associate CIO, Mr. Balta is responsible for working with L.A. County departments to provide strategy and creative technical solutions to everyday government business challenges. He is involved in the review and approval of departmental Business Automation Plans and technology acquisitions, as well as providing oversight for major information technology projects. Prior to joining L.A. County, Mr. Balta served for 4 years as Senior Director of Information Technology for California State University, Los Angeles. Before that, he served in various IT Management positions over 14 years with Farmers Insurance Group, including providing leadership for the corporation's business and technology integration initiatives. Operationally, Mr. Balta has experience in multiple information technology disciplines, including data center operations, network engineering and service delivery. Mr. Balta has a Bachelor's Degree in Communications from California State University, Fullerton as well management and leadership training from the Kellogg Business School, Northwestern University. Michael Byrne Professor of Psychology and Computer Science Rice University Mike Byrnes:research is concerned with usability of technological systems and mathematical/computational models of human cognition and performance.This includes basic scientific work on theories of human cognition and performance as well as applied usability testing efforts, particularly in the area of voting. His research has been funded by the NSF, NASA,the Office of Naval Research, and NIST. Mike received a B.S. in Engineering and a B.A. in Psychology from the University of Michigan in 1991.The Georgia Institute of Technology awarded him an M.S. in Psychology in 1993, an M.S. in Computer Science in 1995, and a Ph.D. in Experimental Psychology in 1996. He is currently an associate editor for thejournal Human Factors, was previously an associate editor for the journal Cognitive Science, and has served on the editorial boards of the journals Journal of Experimental Psychology: Applied, Cognitive Engineering and Decision Making, and Human Factors. 29 VOTING SYSTEMS ASSESSMENT PROJECT ■ VSAP.Iavote.riet 560 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit B: VSAP Committee Members Joshua Franklin IT Specialist (Security) at NIST Washington D.C. Metro Area Computer & Network Security Joshua Franklin is an IT Specialist (Security) at the National Institute of Standards and Technology. Currently, Joshua is working on voting standards and mobile security. Prior to NIST, Joshua was with the U.S. Election Assistance Commission for three years. Joshua gleaned extensive experience with voting technologies and the certification of voting systems. At the EAC, Joshua managed multiple federal certification efforts and worked closely with local election officials, laboratories, and manufacturers across the United States. Projects included incorporating static and dynamic analysis tools and software assurance practices into the federal Testing and Certification Program, and surveying Internet voting systems across the globe. Joshua spent four years working as a technician at the Center for Election Systems in Kennesaw, GA, providing support for Georgia's statewide voting system. Joshua's research interests include cryptography, penetration testing, and securing mobile platforms. He graduated with an M.S. in Information Security and Assurance from George Mason University and with a B.S. in Information Systems from Kennesaw State University in 2009. i Diane Cordry Golden Policy Coordinator Association of Assistive Technology Act Programsy Dr. Diane Cordry Golden has 35 years of experience working in the disability, education, assistive/ accessible technology field at the local, state and national level. She served on both federal Access Board Committees providing recommendations for the Section 508 information technology accessibility standards. She has provided testimony for Congressional hearings on issues surrounding accessible voting equipment and served as the technical assistance contractor for the national network of state Protection and Advocacy agencies funded by HAVA. She has provided training for Department of Justice staff on accessible voting systems and has developed multiple technical assistance documents reviewing and analyzing the access features of current voting systems. Dr. Golden currently serves on the Technical Guidelines Development Committee established by HAVA. She holds a Ph.D. in Special Education Administration with an emphasis in Disability Policy and is currently employed by the Association of Assistive Technology Act Programs. VSARIaeate,net o VOTJNC SYSTEMS A55LSSIO 61 PR(.'r7 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit B: VSAP Committee Members Joseph Lorenzo Hall Senior Staff Technologist The Center for Democracy and Technology Joseph Lorenzo Hall is the Senior Staff Technologist at the Center for Democracy 0 Technology, a Washington, DC-based non-profit organization dedicated to ensuring the internet remains free, open and innovative. Prior to joining CDT in 2012, Hall was a postdoctoral research fellow with Helen Nissenbaum at New York University, Ed Felten at Princeton University and Deirdre Mulligan at University of California, Berkeley. Hall's current work focuses on policy mechanisms that promote trustworthiness and transparency in information systems, as core functions of society and government become networked and computerized. Hall's work at CDT is split between Consumer Privacy, Health Privacy and National Security & Cybersecurity. Hall received his Ph.D. in information systems from the UC Berkeley School of Information in 2008. His Ph.D.thesis used electronic voting as a critical case study in digital government transparency. In his postdoctoral work, he developed techniques to increase the efficiency and usability of accountability mechanisms in electronic elections. Hall holds master's degrees in astrophysics and information systems from UC Berkeley and was a founding member of the National Science Foundation's ACCURATE Center (A Center for Correct, Usable, Reliable, Auditable and Transparent Elections). He has served as an expert on independent teams invited by the States of California, Ohio and Maryland to analyze legal, privacy, security, usability and economic aspects of voting systems. Hall is the Vice-Chairman of the Board of Directors of the California Voter Foundation and a member of the Board of Directors of the Verified Voting Foundation. In 2012, Hall received the John Gideon Memorial Award from the Election Verification Network for contributions to election verification. Jared Marcotte Owner The Turnout Jared Marcotte is Owner of The Turnout, a consultancy that offers custom web development, interface design, and IT strategy. Recently, he was Officer of Elections Technology at The Pew Charitable Trusts where he worked across all projects in the election initiatives portfolio.One of his primary roles was overseeing the technical work on the Voting Information Project,a collaboration with state and local officials,Google, and Pew to create an open, standardized repository of election-related information for all 50 states and DC. In addition to many years of programming experience in various languages, Jared is also an accomplished interface and interaction designer, having worked on various eCommerce sites and an inappropriately-named polling place lookup tool. Jared has previously worked at Six Apart and IBM, and is a graduate of the University of Vermont. Find him on twitter as @jungshadow, where he mostly catalogs his various interactions with his two kids. 31 V'UTIWw SYSTEMS ASSESSMEh1 PROJEi.' 1'S1 r.lovCae.r.[= 562 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit B: VSAP Committee Members Brian I Hancock Director, Testing and Certification ' U.S. Election Assistance Commission Brian Hancock has served on the staff of the U.S. Election Assistance Commission (EAC) since its establishment under the Help America Vote Act(NAVA) in 2003. As Director the Testing and Certification Division, Mr. Hancock's programmatic areas of responsibility include overseeing the EAC's efforts in testing and certifying voting systems,working with the National Voluntary Laboratory Accreditation Program (NVLAP) of NIST to accredit independent testing laboratories, and developing and maintaining the EAC's Voluntary Voting System Guidelines. From 1984 to 2003, Mr. Hancock served on the staff of the Federal Election Commission (FEC). For the last thirteen of those years, he served as an Elections Research Specialist in the FEC's Office of Election Administration. A native of Pittsburgh, Pennsylvania, Mr. Hancock received his undergraduate degree in Political Science from Thiel College in Greenville, Pennsylvania, and earned his master's degree in American Government at the University of Virginia,in Charlottesville. Whitney Quesenbery Co-Director Center for Civic Design Whitney Quesenbery is the co-director of the Center for Civic Design. Her work in civic design began with her appointment to the U.S. Election Assistance Commission advisory committee writing federal voting system guidelines. She brings to her work expertise in user research, accessibility, and plain language along with a passion for understanding the story behind the data. She is proud to have worked on the plain language update to the California Voter Bill of Rights.The Center for Civic Design is home to the Field Guides to Ensuring Voter Intent,the Anywhere Ballot, and design research to understand how to design election materials to be useful, usable, and accessible. Current projects include work on election materials from voter registration forms to voter guides in states from California to Virginia and Pennsylvania. She is proud to have worked on the plain language update to the California Voter Bill of Rights. VSARlavcte.net ■ VOTING SYS T EMS ASSESS1N'JPROJECT 32 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit B: VSAP Committee Members Noel Runyan Owner Personal Data Systems With his degree in Electrical Engineering and Computer Science, Noel Runyan has been working in human factors engineering for over 40 years, primarily developing access technologies for helping persons with visual impairments to use computers and other electronic devices. Since February 2009, he has been a member of the National Braille Press Center for Braille Innovation,working to promote development of low cost and full page braille display technologies. For the last nine years, he has been seriously studying and testing the accessibility of electronic voting systems, and he was an expert witness in six court cases,wrote the "Improving Access to Voting" report,testified at the PFAW Forum on Election Systems, testified to the US House Administration Subcommittee on Election Reform,testified to the Texas State House Committee on Voting Systems, and led the access testing teams for the California Secretary of State's 2007 Top-To-Bottom Reviews of voting machines. Richard Sanchez � ► Chief Information Officer (retired) County of Los Angeles Richard Sanchez was appointed to the position of Los Angeles County Chief Information Officer (CIO) on August 11, 2009. As Chief Information Officer, Mr. Sanchez provides guidance and advice regarding Information Technology(IT)to the County's Board of Supervisors, Chief Executive Officer, and County departments. Particular focus within the CIO's Office is the enterprise level and/or multi- departmental projects; reviewing, monitoring, and reporting on major county IT projects and making recommendations to the governing body of the County; and responsible for the preparation and recommendation of County IT standards. The County's Security Information Officer and Geographic Information System Officer report to the CIO. Mr. Sanchez is a long-term IT professional and has been a Los Angeles County employee for over 35 years. His career experience has spanned application development, systems programming, data center and network operations, and telecommunications service (voice and data) delivery. He has held numerous senior IT management positions for over 26 years. Prior to his appointment, he was the General Manager for the County's Information Technology Services which is the largest IT service delivery organization within the County providing application development, computing infrastructure, and communication (voice and data) services to all County departments. 33 ■ VSAP.Imotemet . 564 i ra : �, rr 5 t• E- i it NT PP�J�L(,-T PHASE fll: SYSTEM DESIGN A;ND ENGINEERING Exhibit B: VSAP Committee Members Pamela W. Smith President Verified Voting Foundation Pamela Smith is President of Verified Voting, a non-partisan nonprofit working to r safeguard elections in the digital age. She provides information and public testimony on verified voting issues at federal and state levels throughout the US, including to the US House of Representatives Committee on House Administration.She oversees an extensive information resource on election equipment and the regulations governing its use at the federal level and across the 50 states. Ms.Smith is co-editor of the Principles and Best Practices in Post Election Audits,co-author of"County Votes 2012: A State by State Look at Election Preparedness" and the author of an introductory chapter on audits for Confirming Elections: Creating Confidence and Integrity through Election Auditing. She has been a small business and marketing consultant and nonprofit executive for a Hispanic educational organization working on first language literacy and adult learning. Charles Stewart III •- Professor of Political Science r. Massachusetts Institute of Technology gy Charles Stewart III is the Kenan Sahin Distinguished Professor of Political Science at MIT, where he has taught since 1985. His research and teaching areas include election, congressional politics, and American political development. Since 2001, Professor Stewart has been a member of the Caltech/MIT Voting Technology Project, a leading research effort that applies scientific analysis to questions about election technology,election administration, and election reform. He is currently the MIT director of the project. Professor Stewart is an established leader in the analysis of the performance of election systems and the quantitative assessment of election performance. Professor Stewart has been recognized at MIT for his undergraduate teaching, being named to the second class of MacVicar Fellows in 1994, awarded the Baker Award for Excellence in Undergraduate Teaching, and the recipient of the Class of 1960 Fellowship. Professor Stewart received his B.A. in Political Science from Emory University, and S.M. and Ph.D.from Stanford University. VSA.Plavote.net ■ VOTING SYS-EIIS ASSESSMENT PROJECT 34 565 VOTING SYSTEMS ASSESSMENT 111,Bli PHASE III: SYSTEM DESIGN AND ENG'INErIEIRIh G Exhibit B: VSAP Committee Members David Wagner Professor of Computer Science T LIC Berkeley Professor David Wagner is Professor of Computer Science at the University of California at Berkeley, with expertise in the areas of computer security and electronic voting. He has published over 100 peer-reviewed papers in the scientific literature and has co-authored two books on encryption and computer security. His research has analyzed and contributed to the security of cellular networks, 802.11 wireless networks, electronic voting systems,and other widely deployed systems. He is a member of the Election Assistance Commission's Technical Guidance Development Committee and a founding member of the ACCURATE center. VSAP ADVISORY COMMITTEE Nancy Mahr Pal- President League of Women Voters of Los Angeles County Nancy Mahr earned her BA in Political Science from Occidental College.She received a Teaching Credential in Social Studies and English from CSULA and a Certificate in Corporate Communications from CSULB. Prior to starting a family, Ms. Mahr taught high school, including two years in Kampala, Uganda, East Africa,through a Columbia University program. From 1984 to 1995, she worked in community and governmental relations for the Palos Verdes Peninsula Unified School District and the Palos Verdes Library District. In 1996, she became the Public Information Officer for the County of Los Angeles Public Library. Ms. Mahr retired from the County Library in 2007. Currently, Ms. Mahr is president of both the Palos Verdes and Los Angeles County League of Women Voters. She also serves on the Legislative Committee for AAUW California. She is in her second term as an elected member of the Board of Trustees of the Palos Verdes Library District. 35 VOTING SYST EI,/:S ASSESSMENT PROJECT • VSAP.1avoLe.net 566 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit B: VSAP Committee Members Eric Bauman Chair f Los Angeles County Democratic Party Eric C. Bauman is the Vice Chair of the California Democratic Party and is also serving his sixth term as Chair of the Los Angeles County Democratic Party,the largest local Democratic Party organization in the nation. Professionally, he is the Senior Advisor to California Assembly Speaker John A. Perez and the Director of the Speaker's Office of Member Services - Los Angeles (SOMS-LA). Prior to joining the Speaker's office, Mr. Bauman held various senior-level positions throughout California government, including serving as Senior Advisor to California Senate Majority Leader Dean Florez, Senior Advisor to Lieutenant Governor John Garamendi, and as Deputy Insurance Commissioner - overseeing the Community Relations Branch of the California Department of Insurance. Prior to joining the Department of Insurance, he was Special Assistant to Governor Gray Davis and Director of the Governor's Los Angeles Regional Office. Mr. Bauman is a Registered Nurse with graduate education in Health Care Administration. He is a member of the advisory board of the Medical Reserve Corps of Los Angeles and until recently was on the board of Glendale Memorial Hospital and the Latino Coalition Against AIDS. Theresa Devoy City Clerk City of Norwalk Theresa Devoy is the City Clerk for the City of Norwalk. She has been in the Office of the City Clerk since December 2004,when she was recruited to be the Assistant' City Clerk.A year later, Ms. Devoy was promoted to City Clerk. Prior to her positions in the Office of the City Clerk, Ms. Devoy worked as a Management Analyst in the City Manager's office for a number of years. In total, she has over 26 years of experience working in municipal government with the City of Norwalk. She has managed projects such as the creation and installation of public art pieces within the City, overseen the City's waste franchise agreements, and assisted with the 1-5 Consortium Cities Joint Powers Authority in its efforts to work with the State to widen the 1-5 freeway. In addition to her role as City Clerk, she also manages the City's IT division. Ms. Devoy earned her Bachelor of Science Degree in Business Management from California State University, Dominguez Hills and a Certified Municipal Clerk designation from the International Institute of Municipal Clerks Association. She served as a Director and Communications Coordinator for the Southern California City Clerk's Association. 1'SA�'.lava4e,net VQ71lMG SYSTEt+s.$Rj5=55lrrty7�R�JsC7 :: 567 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit B: VSAP Committee Members Efrain Escobedo VP for Civic Engagement and Public Policy California Community Foundation Efrain Escobedo is the vice president in charge of civic engagement, multi-sector collaboration and public policy at California Community Foundation, responsible for promoting collaboration and advocacy efforts across the nonprofit, public and private sectors to address community problems. Escobedo is recognized nationally and locally as an active leader and expert in Latino civic engagement and elections policy. He has worked extensively with academia, civic and community organizations, as well as with elected officials in developing research, strategies and program to increase voter participation. Prior to joining CCF, Escobedo was the manager of governmental and legislative affairs for the Registrar of Voters in Los Angeles County, the largest election jurisdiction in the nation with more than 4.5 million registered voters.There, he worked with elected officials to enact numerous initiatives aimed at making the voting process easier for Angelenos, including the electronic delivery of sample ballots and the authorization of online voter registration. Escobedo also served as senior director of civic engagement for the National Association of Latino Elected and Appointed Officials (NALEO) Educational Fund, where he led the development of innovative voter contact strategies and technologies that have helped to engage more than one million young, newly registered and infrequent Latino voters across the country. Escobedo earned his bachelor's degree in American studies and ethnicity from the University of Southern California and is a recent graduate of the Los Angeles County Executive Leadership Program. Kathay Feng Executive Director G California Common Cause Kathay Feng is the Executive Director of California Common Cause. Under Ms. Feng, California Common Cause has taken a leadership role in election and redistricting reform, government sunshine and accountability laws, campaign finance reform, media access, and championing the voting rights of traditionally disenfranchised communities. Prior to joining Common Cause, Ms. Feng directed the Voting Rights and Hate Crimes at the Asian Pacific American Legal Center (APALC), where she worked in a variety of civil rights areas including voting rights and redistricting, hate crimes, police accountability, and anti-discrimination law. She has served on the California Secretary of State's Advisory Committee on Help America Vote Act, the California Secretary of State's Advisory Committee on Voter Participation and Outreach, LA County's Community Voter Outreach Committee (founder), and the LA County Human Relations Commission. Having graduated from Cornell University, she went on to earn her JD from UCLA School of Law. 37 • V5AP.1avwe.rc't 568 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit B: VSAP Committee Members Carolyn Fowler Election Protection Board Co-Chair Los Angeles County Democratic Party Carolyn is currently Executive Associate for the California Senior Leaders Alliance and an active member of the Community Voter Outreach Committee. She has provided consulting,training, meeting facilitation,focus groups, speaking and organizational development services to nonprofits, corporations and public sector entities. She is a retired AT&T Executive and previously served as the Chief Operating Officer for the Smiley Group, Inc., a communications corporation focused on human rights. Active in the community Carolyn is "Boot Camp Chair" for the California Democratic Party's Women's Caucus encouraging more women to seek appointments and run for elected office. She is past president of New Frontier Democratic Club and a founding member of California Election Protection Network. She was recently honored by the National Action Network with the Los Angeles 2014 Vanguard Award for Extraordinary Leader. She holds a BA in Business Administration from the University of Michigan and has also completed the Wharton Global MBA International Certificate program at Pennsylvania State University. .491Maria de la Luz Garcia City Clerk City of Long Beach Appointed to public office in 2015, Maria de la Luz Garcia currently serves as the City Clerk for the City of Long Beach where she is responsible for administering municipal elections, maintaining municipal records, informing the public of upcoming City Council and Commission meetings, and officiating marriages. She has been working in the field of elections both as a voter engagement advocate and as an elections administrator for the past 15 years. Prior to being City Clerk, Garcia was a Senior Project Coordinator in the Office of the Los Angeles City Clerk. In that capacity, she supervised several election operations, co-chaired the Department's Los Angeles Votes committee, which seeks to incorporate community voices in the electoral process, and created and launched the Department's first voter outreach and education campaign known as, "L.A. City Votes!" in partnership with community organizations. Prior to working for the Los Angeles City Clerk's Office, Garcia oversaw the NALEO Educational Fund's Voces del Pueblo voter engagement program where she focused on mobilizing low propensity Latino voters. She has certificates in the area of Leadership from CORO Southern California and the Los Angeles Fire Department's Leadership Academy. Garcia is a graduate of Vassar College where she obtained a Bachelor of Arts degree in Sociology and Anthropology and is currently a candidate for a Master's in Public Administration and a Dean's Merit Scholar at the USC Price School of Public Policy. She lives in Long Beach with her husband and two dogs. VSkR.Iaua,anet r VOTING SYSTEMS ASSE5SMeLNT PR,i--,i 3° 569 ••55F'5P•'Fi� F .:'IE::i' PHASE III: SYSTEP•i DESIGN AND ENGINEERING Exhibit Be. VSAP Committee Members - Richard L. Hasen Chancellor's Professor of Law & Political Science University of California, Irvine p Professor Richard L. Hasen is Chancellor's Professor of Law and Political Science at the University of California, Irvine. Hasen is a nationally recognized expert in election law and campaign finance regulation, and is co-author of a leading casebook on election law. Professor Hasen holds a B.A.degree (with highest honors)from UC Berkeley, and a J.D., M.A., and Ph.D. (Political Science)from UCLA.After law school, Hasen clerked for the Honorable David R.Thompson of the United States Court of Appeals for the Ninth Circuit, and then worked as a civil appellate lawyer at the Encino firm Horvitz and Levy. From 1994-1997, Hasen taught at the Chicago-Kent College of Law and from 1998- 2011 he taught at Loyola Law School, Los Angeles,where he was named the William H. Hannon Distinguished Professor of Law in 2005. He joined the UC Irvine School of Law faculty in July 2011, and is a faculty member of the UC Irvine Center for the Study of Democracy. From 2001-2010, he served (with Dan Lowenstein) as founding co-editor of the quarterly peer-reviewed publication, Election Law Journal. He is the author of more than 80 articles on election law issues, published in numerous journals including the Harvard Law Review, Stanford Law Review and Supreme Court Review. He was elected to The American Law Institute in 2009 and serves as an Adviser on ALI's ongoing law reform project, Principles of Election Law: Resolution of Election Disputes. Professor Hasen was named one of the 100 most influential lawyers in America by The National Law Journal in 2013. 39 VOTING SYSTEMS ASSESSMENT PROJECT 1+SAP.Iavore,net 570 i T .1(-; SYSTEi°iS AIS SES5'c•1EN'I P'R0jECT PHASE 111. SYSTEM DESIGN AND ENGINEERING Exhibit B: ATSQAP Committee Members Ron Hasson President Beverly Hills/Hollywood NAACP Mr. Hasson leads the Beverly Hills/Hollywood branch of the National Association for the Advancement of Colored People,the nation's largest and oldest civil rights organization. He also chairs the California State Conference Branch Development Committee and serves as Southwest Area Director. Ron Hasson is a retired Human Resource Manager. During his years of employment in HR his responsibilities included traveling across the United States monitoring Government Affirmative Action requirements He also coordinated training to educate the workforce on Valuing and Managing Diversity. Mr. Hasson continues to consult and speak in Cultural and Diversity events. Ron spends much of his NAACP time fund raising and implementing educational and advocacy programs for the Beverly Hills/Hollywood Branch of the NAACP, which has over 300 members. He is serving his fifth term as president of the Branch. Mr. Hasson continues to address issues concerning people of color in Southern California and the Hollywood Industry. He leads a team of volunteers who work many hours on branch committees implementing and designing events which address Youth Development, Education,Veterans,Women of Excellence,and Performing Arts Events. During his tenure, as President, he has overseen the production of nine NAACP Theatre Awards which acknowledges the best of the best in theatre. In addition to The Award Show, the Beverly Hills Hollywood Branch coordinates a theatre festival. Ron is a native of Tallahassee, Florida and long-time resident of California; he graduated from California Polytechnic University in San Luis Obispo with a B.A. in Business Administration and graduate work in Guidance and Counseling. \ISA iuvote.net ■ VOTING S"S'EMS ASSESSI5�1 PROJECT 40 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit P: VSAP Committee Members Jaclyn Tilley Hill J " " Chair Emeritus Quality and Productivity Commission, County of Los Angeles I Commissioner Hill's County career began in 1993 as Foreman of the Grand Jury. She was the first woman to Chair the Economy and Efficiency Commission and the Quality and Productivity Commission. She chaired the Countywide Communications Team and Productivity Investment Board. Ms. Hill championed the Commissioner's Leadership Conference, Plain Language Initiative, and presented "Plain Speak" at the Clarity Conference, Lisbon in 2010. She is a former member of the Whittier Area Literacy Council Advisory Board and former Chair of the Whittier Social Services Commission. She serves on the Board of Governors of Long Beach City College Foundation. Ms. Hill has extensive experience in local elections serving as a voting inspector in Whittier and Long Beach. Commissioner Hill is a successful fundraiser and event organizer. She attended California Western University and University of Southern California. Mimi Kennedy Board Chair Progressive Democrats of America Ms. Kennedy is an actress ("MOM" "Dharma Er Greg") and author who has been Advisory Board Chair of Progressive Democrats of America since PDA's founding in 2004. She is a founding member of California Election Protection Network and has been an LA County Poll Inspector and member of the Registrar's Community Voter Outreach Committee since 2005. Deanna Kitamura Senior Staff Attorney Asian Americans Advancing Justice Deanna Kitamura is the Voting Rights Project Director at Advancing Justice-LA. She works on issues related to language access and voter protection and co-authored Voices of Democracy: Asian Americans and Language Access During the 2012 Elections. Deanna serves on the California Secretary of State's Language Accessibility Advisory Committee, Los Angeles County's Voting System Assessment Project and the Community Voter Outreach Committee, and Orange County's Community Election Working Group. From 2009-2012, Deanna was the Statewide Redistricting Manager at Advancing Justice-LA and advocated to keep AAi=tNHPI communities whole during the Los Angeles City and statewide redistricting processes. Deanna previously worked for the City of LA, Western Center on Law & Poverty, California Rural Legal Assistance, National Consumer Law Center, and a civil rights firm. She graduated from Pomona College and UCLA School of Law. til VOTING SYSTEMS ASSESSM Nl PROACT ■ VS*Jzyoie^e1 572 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit E: VSAP Committee Members Terri Lantz Client Rights Advocate United Cerebral Palsy of Los Angeles Terri Lantz has worked at United Cerebral Palsy of Los Angeles,Ventura 8 Santa Barbara Counties (UCP) for more than 42 years. During her first 28 years, as Director of the UCP Westside Activities Center, she developed and implemented a wide range of programs including an afterschool Program for children with disabilities; adult advocacy and activities programs; and LA's first supportive employment program for adults with cerebral palsy and other developmental disabilities. For the past 15 years, as UCP's Client Rights' Advocate,Terri has developed and facilitated UCP client advocacy groups and a UCP Parent Support Group, coordinated grass roots and legislative advocacy and provided information, resources and referrals to UCP's community.Terri serves on several Access Services advisory committees, L. A. County voter education committees and an L.A. Emergency Management Advisory Committee. Terri is an alumna of SMC, CSULA, and UCLA. Her family includes her husband of 42 years, a son, a daughter, and a large rescue dog. Ofelia M. Medina Director of State Civic Engagement Policy NALEO Educational Fund Ofelia M. Medina is the Director of State Civic Engagement Policy for the National Association of Latino Elected and Appointed Officials (NALEO) Educational Fund. In her role, Ms. Medina is responsible for implementing the organization's technical assistance and professional development program activities on a broad range of efforts related to state voting and civic engagement policy, including language assistance, online voter registration and NVRA compliance. Prior to joining the NALEO Educational Fund, Ms. Medina was a Policy Director at the Alliance for a Better Community (ABC) where she analyzed and advanced local and state birth- to-college education policies and initiatives that were culturally and linguistically relevant for Latino children and their families. Ms. Medina completed her undergraduate career at Loyola Marymount University double majoring in Political Science and Chicana/o Studies and received a Master's of Public Policy from the University of Southern California. 1'rSAF.�S.'G:.. E: • :'.. 'tiv tY�T_I!c f.c[ircr'- - --t.�c - �� 573 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit B: VSAP Committee Members Mark Vafiades Chair Republican Party Los Angeles County Mark Vafiades is an actor, producer, reserve LA County Sheriff's Deputy, and hospital administrator. He also serves as the Chair of the Republican Party of Los Angeles oversees an area with 26 Assembly Districts and dozens of other local offices for the Republican Party of Los Angeles County. Holly L. Wolcott City Clerk City of Los Angeles Holly L.Wolcott is the City Clerk for the City of Los Angeles. She has worked for the City of Los Angeles for 26 years and served in the Office of the City Clerk for 13 of those years as Management Analyst, Chief Management Analyst, and Executive Officer. Serving one of the largest voting jurisdictions in terms of population,during her tenure, Ms. Wolcott has managed the City Clerk's office with unprecedented reduced funds. Among her many accomplishments are, assisting with the development of the Department's Five Year Plan, leading the Election Division to successfully conduct its Municipal, Special, and Neighborhood Council elections and working closely with the Department's five Division's to modernize and systemize its procedures to carry out its work,serving as the official secretary for the Los Angeles City Council, providing administrative, fiscal and personnel services to the Mayor and City Council, managing the City's Business Improvement District(BID) program, and maintaining the City's records management services and official archives. Ms.Wolcott earned two Bachelor of Arts Degrees from UCLA; one in Communications and the other in Sociology. Bryce Yokomizo Adjunct Faculty, School of Public Administration California State University, Northridge Bryce Yokomizo formerly served as Director of the Los Angeles County Department of Public Social Services, managing public welfare services with a budget of $3 billion, and staff of over 14,000. Bryce Yokomizo also served as Deputy Chief Executive Officer for Los Angeles County, and has served on Governing Boards of numerous management and non-profit human services organizations. F3 t T+hG SvS7 MS ASS ISMENT PI OJECT 574 VOTING SYSTEMS' Ar5SESSMEffl' PRUYELI PHASE 111,11: SYSTEM DESIGN AND IEN&IINEERUNG Exhibit Q Media Coverage 2016 July 5, 2016 –"Building a Better Ballot" https://vimeo.com/173499637 July 3, 2016 –"LA County implementing new digital voting system" http://abc7.com/society/la-county-implementing-new-digital-voting-system/1411913/ July 1, 2016 –"L.A. County Plans to Overhaul its Voting System with Touchscreen Devices" http://www.govtech.com/dc/articles/LA-County-Plans-Overhaul-Voting-System-Touchscreen- Devices.html July 1, 2016 –"California: Los Angeles County unveils new voting system prototype" http://thevotingnews.com/los-angetes-county-unveils-new-voting-system-prototype-scv-signal/ July 1, 2016 –"Touchscreen ballots and a choice in polling stations could be the future of voting in L.A. County" http://www.latimes.com/local/lanow/la-me-ln-county-voting-system-20160630-snap-story.htmt July 1, 2016 - AlJ—`o (New Voting System) https://www.youtube.com/watch?v=cJ5_kwnQH3c&feature=youtu.be June 30, 2016 – "Here's what LA County's voting booth of the future will be like" http://www.scpr.org/news/2016/06/30/62185/l-a-county-aims-to-rollout-new-voting-system- by-20/ June 30, 2016 –"Los Angeles County unveils new voting system prototype" - Santa Clarita Valley Signal http://www.signatscv.com/section/36/article/153961/ March 21, 2016 - "Beyond chads:Voting Technology Catches Up" -The Washington Post March 13, 2016 –"A Brand New Way of Voting at the Polls" - PBS SoCal https://www.youtube.com/watch?v=xB[wJ7PsGZI February 16, 2016 –"Human-Centered Design for the Voting Experience" - Stanford Social Innovation Review http://ssir.org/articles/entry/human_centered_design_for_the_voting–experience VSAP.lavote.net ■ VOTII\'O SYSTEMS ASSESSI✓EI\'T PROJECT 44 575 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit C: Media Coverage 2015 December 8, 2015 — "Upgrading California's Elections for the 21st Century" http://www.cafwd.org/reporting/entry/bringing-ca[ifornia-elections-into-the-21st-century November 9, 2015 — "Election Administration Reports" - Volume 45, Number 22 November 3, 2015 —"Democracy for Everyone: Designing a Better Voting Machine" - Bloomberg Business http://www.bloomberg.com/news/videos/2015-11-03/democracy-for-everyone-designing-a-better- voting-machine October 12, 2015 —_"America's Aging Voting Machines" - The New York Times http://mobite.nytimes.com/2015/10/12/opinion/americas-aging-voting-machines.html?—r=3 October 12, 2015 - LA County's $13M touch-screen voting system gets previewed at Austin's SXSW http://www.scpr.org/news/2015/10/09/54919/la-county-s-voting-overhaul-gets-a-preview-in-aust/ October 2, 2015 — "L.A. County reboot of voting machine tech makes progress" CA FWD http://www.cafwd.org/reporting/entry-new/l.a.-county-project-to-reboot-voting-machine-tech- making-progress September 15, 2015 — "Design firm tackles aging voting machines" - CBS This Morning http://www.cbsnews.com/news/design-firm-tackles-aging-voting-machines/ September 15, 2015 — "Group in Los Angeles working to develop new high-tech ballots" -NEWSCHANNEL 3 WWMT.com http://wwmt.com/news/nation-world/group-in-los-angetes-working-to-develop-new-high-tech- ballots#.VgMm7N9VhBd September 15, 2015 "The Dismal State of America's Decade-Old Voting Machines" - Wired https://www.wired.com/2015/09/dismal-state-americas-decade-old-voting-machines/ September 15, 2015 — "Report: America's Aging Voting Machines Could Present Election Problems" - NPR http://www.npr.org/sections/itsallpolitics/2015/09/15/440255752/report-americas- aging-voting-machines-could-present-election-problemshttp://www.npr.org/sections/ itsallpolitics/2015/09/15/440255752/report-americas-aging-voting-machines-could-present- election-problems September 15, 2015 — "America's Voting Technology Crisis" The Atlantic http://www.theatlantic.com/politics/archive/2015/09/americas-voting-technology-crisis/405262/ September 15, 2015 — "America's Voting Machines at Risk" - Brennan Center for Justice 4S VOi NG S'YST EMS ASSESSMENT PRC_fC T ■ VSAP.Iavole.net 576 VOTING SYSTEM5 ASSESSMENT PROJEC-r PHASE III: SYSTEM DESIGN AND ENGINEERING ExhibiLt C: Media Coverage August 7, 2015 — "What L.A. County Is Doing to Make Voting Suck Less" CITYLAB http://www.citylab.com/cityfixer/2015/08/what-cities-are-doing-to-make-voting-not-suck/400637/ July 31, 2015 —"Voting Needs a Serious Overhaul And L.A. Might Have The Solution" Fast Company http://www.fastcodesign.com/3049203/voting-needs-a-serious-overhaul-and-la-might-have-the- solution July 15, 2015 —"Tech Overhaul to Help Los Angeles Improve Voting Experience" - Gov Tech http://www.govtech.com/dc/articles/Tech-Overhaul-to-Help-Los-Angeles-Improve-Voting- Experience.html July 15, 2015 —"Can LA County solve America's voting problem?" - LA Observed http://www.laobserved.com/archive/2015/07/can—la—solve—americas—vot.php July 15, 2015 —"Los Angeles Is Redesigning the Voting Experience To Be Not Awful" Gawker Media http://www.gizmodo.in/news/Los-Angeles-Is-Redesigning-the-Voting-Experience-To-Be-Not-Awful/ articleshow/48062933.cros July 14, 2015 —"Voting in Los Angeles is about to get a lot cooler" - LA Sun Times July 11, 2015 —"In Los Angeles,Voting is Getting the Silicon Valley Treatment" Bloomberg Businessweek: Politics http://www.bloomberg.com/politics/articles/2015-07-11/in-los-angeles-voting-is-getting-the- silicon-valley-treatment July 8, 2015 - "Voting Revolution" LA County Channel June 13, 2015 - Los Angeles County voting to shift from inkblots to open source -ars technica http://arstechnica.com/tech-policy/2015/06/los-angeles-county-moves-to-open-source-voting- technology/ June 1, 2015 - New High-tech voting "Touch screen" system appears in Koreatown - Korea Daily LA http://www.koreadaily.com/news/read.asp?page=10&branch=NEWS&source=&category=society&art— id=3421325 May 29, 2015 - Nuevo sistema digital para votar, un paso hacia una mayor participaci6n civica HOY Los Angeles http://www.hoylosangetes.com/noticias/local/hoyla-loc-un-sistema-digital-para-votar-que-sea-- story.html VSAP.lavcte.net ■ VOTING SYSTEI,/,S ASSESSMENT PPO.i'CT 46 577 VOr1NG SYSTEMS ASSES5MEi,!I P'K)JEC I PHASE III:SYSTEM DESIGN AND ENGINEERING Exhibit Co. ]media Coverage October 30, 2014—"3 Technologies that Could Boost Voter Participation" - Government Technology http://www.govtech.com/local/3-Technologies-that-Could-Boost-Voter-Participation.htmI October 23, 2014—'A 21st century voting system for Los Angeles" - LA Times http://www.iatimes.com/nation/la-ed-voting-touch-screen-los-angeles-county-20141024-story.htmt October 23, 2014—"LA County's New Voting System I Maven's Morning Blog" - KPCC http://www.scpr.org/blogs/politics/2014/10/22/17458/maven-s-morning-coffee-la-county-s-new- voting-syst/ October 23, 2014—"LA County OK's Contract to Design New Touchscreen Voting System" - LA Times http://www.tatimes.com/local/countygovernment/la-me-voting-system-20141022-story.html October 22, 2014— "Los Angeles County takes step toward voting system overhaul" - LA Times http://www.tatimes.com/local/lanow/la-me-ln-new-voting-system-20141021-story.htmt September 15, 2014—"Impending Voting Crisis in the USA' - Al Jazeera September 2, 2014—"California,Texas Serve as Testing Grounds for Open-Source Voting Technology" Public CEO Magazine http://www.publicceo.com/2014/09/california-texas-serve-as-testing-grounds-for-open-source- voting-technology/ August 1, 2014— "Voting:What's Next" - NCSL http://www.ncst.org/research/elections-and-campaigns/what-s-next-635420903.aspx July 16, 2014—"How Los Angeles County is Rethinking Antiquated Voting Technology" - NationSwell http://nationswell.com/los-angeles-county-rethinking-antiquated-voting-technology/ July 7, 2014 —"L.A. County Designs a Whole New Voting System" - Governing Magazine http://www.governing.com/topics/politics/gov-why-los-angeles-county-wants-to-design-a-new- voting-system.html June 5, 2014 —"Votings future: #Fixit" -Zev Yaroslaysky(District Supervisor) May 7, 2014—"Problem at the polls:Tech Stuck in Past" -The Hill Magazine http://thehili.com/blogs/ballot-box/205401-problem-at-the-polls-tech-remains-stuck-in-the-past March 28, 2014— "California Experiments with Open Source Voting" - Cal Watchdog http://calwatchdog.com/2014/03/28/california-experiments-with-open-source-voting/ 47 VOTING SYSTEMS ASSESSMENT PROJECT w VSADAavote.net 578 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit Q Media Coverage 2013 December 27, 2013 — "County eyes voting system improvements" - Signal News http://www.signa[scv.com/archives/111454/ November 13, 2014 — "County has designs on voting" - Zev Yaroslaysky's Blog October 7, 2013 —"Gov. Brown signs bill to modernize California voting machines" - California Forward http://www.cafwd.org/reporting/entry/gov.-brown-signs-bill-to-modernize-california-voting-machines September 9, 2013 — "SB 360: A Ticket to the 21st Century for California Voting Machines" -CalForward http://www.cafwd.org/reporting/entry/sb-360-a-ticket-to-the-21st-century-for-california-voting-machines August 15, 2013 — "Voting Technology with Dean Logan" - National Conference of State Legislatures http://www.ncsl.org/research/elections-and-campaigns/voting-technology-video-with-dean-logan.aspx August 8, 2013 — "Presidential Commission Pondering Futuristic Voting" - Huffington Post Politics April 18, 2013 — "Building the new voting machine of the future - right here in California" - California Forward http://www.cafwd.org/reporting/entry/building-the-new-voting-machine-of-the-future-right-here-in- california April 16, 2013 — "Los Angeles Registrar-Recorder/County Clerk Makes Groundbreaking Efforts to Change the Way Citizens Vote in L.A. County" - California Newswire http://californianewswire.com/los-angetes-registrar-recordercounty-clerk-makes-groundbreaking- efforts-to-change-the-way-we-vote-in-1-a-county/ April 8, 2013 — "California: Los Angeles County Developing a Voting System for the Digital Age" - KPCC http://www.scpr.org/blogs/politics/2013/04/04/13162/l-a-county-is-reinventing-voting-by-turning- to-the/ February 25, 2013 — "Padilla Legislation Would Facilitate Creation of California Public Voting Systems" - California Newswire http://californianewswire.com/padilla-legislation-would-facilitate-creation-of-california-public-voting- systems/ February 25, 2013 —"Will California Counties Develop Public Voting Systems?" - Gov Tech http://www.govtech.com/e-government/Will-California-Counties-Develop-Public-Voting-Systems.htm1 2012 March 9, 2012 — "LA County Crowdsources Ideas for New Voting System" - KPCC http://www.scpr.org/programs/offramp/2012/03/09/25546/la-county-crowd-sourcing-ideas-for- new-voting-syst/ January 26, 2012 — "L.A. County "Challenge" Could Be the Future of Voting Technology" - Election Academy VSAI?i�V4F2.R8: ■ VU1�' '"o_'�S .`"� r-�S:.cc.77`J' . .=�.I�:�i C.i? VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events ' August 16, 2016 — Voting Accessibility Advisory Committee (VAAC) Meeting VSAP team members presented the most recent voting system prototype, accessibility features of the system and the next phase of the project.The members were given the opportunity to experience the touch screen, audio user interface and the interactive sample ballot. August 9, 2016 — National Conference of State Legislatures (NCSL) Legislative Summit Jeramy Gray, Principal Project Manager and Assistant Registrar-Recorder/County Clerk for Information Technology, was invited to the NCSL Summit in Chicago, IL. He was a speaker for the"Technology: Improving Elections One Bit or Byte at a Time?" panel where he discussed LA County's efforts at modernizing the voting process to provide a more accessible service to its electorate. August 5, 2016 - Voting System Demonstration at United Cerebral Palsy of Los Angeles UCPLA invited the VSAP team to conduct a demo of the touch screen and audio interface of the latest prototype at their Culver City location.Their clients and staff interacted with the prototype and gave their feedback. July 27, 2016 - Quality Er Productivity Commission of Los Angeles County Meeting The VSAP team gave a status update and presented the latest prototype to the members of the Commission. July 27, 2016 — Community and Voter Outreach Committee (CVOC) Meeting VSAP team members introduced the latest voting system prototype and the different components of the new voting experience to the members of the CVOC.We also update the committee on the next steps in the project and encouraged their continued involvement in the project.The members interacted with the prototype and gave their feedback. July 22, 2016 - 2016 National Association of Counties (NACo) Conference and Exposition We shared the VSAP's collaborative and participative approach in designing the new voting system to the different representatives from various jurisdictions across the nation at the NACo Conference in Long Beach, CA.The attendees interacted with the prototype to experience the new voting experience. July 21, 2016 - Los Angeles Votes Committee Meeting The VSAP team presented a project update, and gave a demonstration of the voting system prototype to members of the LA Votes Committee and staff of the Los Angeles City Clerk. July 13-14, 2016 - California Association of Clerks and Election Officials (CACEO) Annual Conference The VSAP team displayed two prototypes at the CACEO conference in Redondo Beach, CA. Election officials from different jurisdictions across the state interacted with the prototypes and provided their feedback. May 24, 2016 — Voting Accessibility Advisory Committee (VAAC) VSAP team members updated the VAAC on project developments including design updates that provide for universal accessibility and usability, committee activities, and upcoming events. Members who had the opportunity to interact with the latest prototype shared their feedback and provided an overview of the experience with the group. �g VOTING rycrEMS ASSESSMENT DRGj:GT 15l•e.:s'.c.e.srEs 580 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events M A& MJ May 11, 2016 — Community and Voter Outreach Committee (CVOC) VSAP team members provided CVOC members an update on the project including latest milestones and upcoming project activities. February 29, 2016 — Voting Accessibility Advisory Committee (VAAC) VSAP team members met with the VAAC to provide a project update.The VSAP team presented a brief overview of the Vote by Mail user testing and an update on engaging various voting accessibility organizations. An open invitation was extended to members to observe the upcoming Advisory Committee Meeting on March 16, 2016. January 27, 2016 - Community and Voter Outreach Committee (CVOC) VSAP team members met with the CVOC to provide a project update.This included sharing the findings from the Vote By Mail user testing, a summary of community engagement efforts and other on-going activities.The members were also informed that the most recent reports and newsletters are available on the VSAP website. January 25, 2016 - Los Angeles County Quality & Productivity Commission Jeramy Gray, Assistant Registrar-Recorder/County Clerk for Information Technology and Principal Project Manager, presented an update on the BMD design, extensive qualitative research, user testing, community engagement activities and the latest images of the voting system prototype to the Quality & Productivity Commission.This generated positive responses and continued support from the Commission. 2015 November 20, 2015 - United Cerebral Palsy of Los Angeles (UCPLA) UCPLA members were invited to participate in the Vote By Mail user testing.The participants interacted with the proposed Vote by Mail ballot and were asked to rate its usability and accessibility. A focus group discussion was also conducted where the members provided significant feedback on the proposed Vote by Mail ballot design. November 18, 2015 - Kiwanis Club of Downey The VSAP team was invited by the Downey City Clerk's Office to give a project overview to the members of the Kiwanis Club of Downey.The VSAP team presented the appearance model and explained the process of the proposed new voting experience. October 28, 2015 - Civic Tech Showcase The VSAP was invited to conduct a presentation at the Civic Tech Showcase at Draper University in San Mateo, California.The showcase was coordinated by"Innovate Your State", a non-profit organization that is dedicated to educating and encouraging public participation to fundamentally improve government.The presentation's focus was on the unique partnership between the public and private sector. October 22-24, 2015 - National Conference of State Legislatures Forum (NCSL) The VSAP was invited to a meeting in Boulder, Colorado hosted by the NCSL to discuss election funding for election-related technology. In attendance were legislators, professionals and experts in the field of election administration. Participants shared their experiences, challenges, and recommendations as the NCSL shapes a two-year program to address election funding concerns. V5ANP_V01eAet ■ VC)T•J@GSYSTE145ASSLSS:eLN1 'PC_EC- 581 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events October 10, 2015 - California Council of the Blind The VSAP team presented the current state of the project and conducted a demonstration of the audio features of the latest prototype model.The members of the organization interacted with the BMD prototype and provided their feedback. October 5, 2015 South by Southwest Eco (SXSW Eco) The VSAP was featured in a session "Creating the Voting Experience of the Future" at the SXSW Eco Convention in Austin,Texas.The presentation showcased the collaboration between the Department and IDEO, and how technology and innovation is used to design the new voting system that will serve the large and complex LA County electorate. September 29, 2015 — Voting Accessibility Advisory Committee (VAAC) VSAP team members met with the VAAC to provide a status update.The VSAP team presented the updated BMD prototype and discussed the results of the May user testing sessions.The members were also informed that the most recent reports may be accessed on the VSAP website. Requests from committee members for prototype demonstrations were noted and will be followed-up when the final design prototype-is available. September 4-27, 2015 - Los Angeles County Fair The prototype appearance model was on display at the LA County Fair from September 4-27, 2015.The display allowed visitors to learn about our past through the history of the Voting Rights Act of 1965, and look into the future of voting. September 16, 2015 — Community and Voter Outreach Committee (CVOC) VSAP team members met with the CVOC to provide a project update.This included showing the updated Ballot Marking Device prototype,the findings from the May user testing sessions,and other project activities.The members were also informed that the most recent reports are available on the VSAP website. June 18, 2015 — Voting Accessibility Advisory Committee (VAAC) VSAP team members met with VAAC to provide a status update.The VSAP team presented the updated prototype Ballot Marking Device and discussed the results of the user testing sessions that occurred in previous months. June 13, 2015 — Native American Veterans Association (NAVA) VSAP team members met with NAVA to provide a status update.The VSAP team presented the updated prototype Ballot Marking Device and discussed the results of the user testing sessions that occurred in previous months. June 10, 2015 — Community and Voter Outreach Committee (CVOC) VSAP team members met with CVOC to provide a status update.The VSAP team presented the updated prototype Ballot Marking Device and discussed the results of the user testing sessions that occurred in previous months. May 30, 2015 —User Testing Session for Korean speakers and Young Voters We met with 35 voters at the Korean Resource Center in downtown Los Angeles. Focus for this session included young voters and voters whose primary language is Korean. Voters provided feedback on the systems Korean language user interface and audio ballot as well as general system usability, accessibility, and privacy. �3 V0rNG 5"S"E-ME ASSE5SKENT DRCGjECT • VSARIavp:E.-*l 582 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events Am - - 46t -A- May 30, 2015 — User Testing Session for a Mixed Demographic We met with 39 voters of varying demographics at the Registrar-Recorder/County Clerk's office in Norwalk. Users in this session included a diverse group of individuals representing various age groups, literacy levels, cognitive disabilities and ethnic groups. During this session, participants provided feedback on the system's usability, accessibility, privacy and overall experience. May 28, 2015 — User Testing Session for Military Veterans and Individuals with Disabilities We engaged 40 veterans and individuals with disabilities at the Bob Hope Patriotic Hall in downtown Los Angeles. During this session, participants provided feedback on the system's accessibility features and overall usability and privacy of the experience. May 28, 2015 — User Testing Session for Spanish-speakers We met with 39 voters in Huntington Park at the Old Timers Foundation to test the latest prototype iteration with a focus on individuals whose primary language is Spanish. During this session, participants provided feedback on the system's Spanish language user interface and audio ballot as well as general system usability, accessibility, and privacy. May 26, 2015 — User Testing Session for Seniors We engaged 27 voters from Los Angeles County at the Altadena Senior Center to test the latest version of the ballot marking device. During this session, participants provided feedback on the system's usability, accessibility, privacy and overall experience. May 7, 2015 — Meeting with Supervisor Hilda Solis VSAP team members met with Supervisor Hilda Solis to provide an executive overview of the VSAP and demonstrate an early generation prototype of the ballot marking device. May 6, 2015 — Meeting with Supervisor Sheila Kuehl VSAP team members met with Supervisor Sheila Kuehl to provide an executive overview of the VSAP and demonstrate an early generation prototype of the ballot marking device. April 29, 2015 —User Testing Session for Election Staff We conducted three user testing sessions. One session with each of the following groups: Los Angeles County poll workers, poll worker trainers, and election operations staff. The feedback received was used to further refine the design of the system.These sessions focused on the storage,transportation, set up and break down of the devices. Once finalized, a full report of research findings will be posted on the Department website. March 26, 2015 — IDEO Inspiration Research: visually-impaired We engaged 5 participants with varying degrees of visual impairments (from low vision to completely blind) and varying levels of proficiency with technology to further refine and expand on usability and accessibility of the device. Participants engaged with an early prototype of the audio user interface and various tactile key pads. A full report of research findings is available on our website. March 9, 2015 —User Testing Sessions for Seniors and Spanish-speakers We engaged 57 participants using three voting systems, two experimental prototypes,and one comparison system (InkaVote). Participants included a range of individuals varying in age, ethnicity, and language capabilities with a focus on senior citizens and voters whose primary language was Spanish. A full report of research findings is available on our website. VSP.P.{avolexet - VQ,NIU SY5ts.5 4SS,' r'K i_f,;: 583 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events February 27, 2015- User Testing Session A full-day of user sessions to test the usability and accessibility of the latest versions of the ballot marking device prototype was conducted in IDEO's Palo Alto office in January. Approximately 50 voters representing older voters, Spanish-speaking voters, new voters, and long-time voters were invited to participate in the study. 2014 December 11, 2014 New Law Conference Presentation VSAP staff discussed vote center research at the New Law Conference in Sacramento. This conference engages both elected official and election administrators. October 21, 2014 Board of Supervisors Meeting Los Angeles County Registrar-Recorder County Clerk staff and IDEO presented their proposal to the Board of Supervisors at their meeting. Board approved contract. October 17, 2014 Meeting with the Long Beach Election Oversight Commission Dean Logan met with the Long Beach Election Oversight Commission and discussed the Voting Systems Assessment Project October 8, 2014 Community Voter Outreach Meeting (CVOC) VSAP staff provided an update at our quarterly CVOC meeting in order to keep the public up to date with our project. October 4, 2014 Voting Modernization Board Meeting VSAP staff met with Michael Bustamante of the Voting Modernization Board to discuss the progress of our project. October 2, 2014 Presentation at Empowerment Congress RR/CC executive staff discussed the Voting Systems Assessment Project and answered questions related to the project. September 30, 2014- Presentation to the Industry Hills Rotary Club RR/CC staff presented our prototype device to the local Industry Hills Rotary Club and discussed our project. Participants were enthusiastic and interested in our progress. September 29, 2014- Meeting with 1st District Supervisor Gloria Molina VSAP staff presented our prototype device to the district supervisor and provided a project progress update. September 25, 2014- Board of Supervisors Operations Cluster VSAP team members attended the Board of Supervisors' Operational Cluster meeting to discuss our contract with IDEO and the proposed Statement of Work for the next phase of the project. September 25, 2014- Presentation at the Conditional Voter Registration Subcommittee of the California Association of Clerks and Elected Officials VSAP team members gave a presentation concerning the research conducted on Vote Centers. Questions were answered about how vote centers can assist in same-day voter registration. - 584 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events September 24, 2014 - VSAP Advisory Committee Meeting The VSAP team hosted our Advisory Committee members for a half-day long meeting to bring them up to date on our project status, as well as where it is heading in the next few months. The VSAP team answered any and all questions related to our project. September 23, 2014 - Voting Accessibility Advisory Committee Meeting VSAP staff attended the VAAC meeting to inform members of the committee about the status of our project. September 22, 2014 - Meeting with 3rd District Supervisor Zev Yaroslaysky VSAP staff presented our prototype to the third district supervisor and provided an update on our project. September 20, 2014 -Tri-League of Women Voters Los Angeles Chapter Presentation Outreach staff presented the ballot marking device prototype to the local Tri-League of Women Voters chapter in Los Angeles. September 3, 2014 - EAC Roundtable Discussion -Expanding the Body of Knowledge of Election Administration Presentation to EAC about Election Administration, highlights included the Voting Systems Assessment Project's approach to having a human-centered design, and the importance of voters. August 21-22, 2014 - Election Center Conference Dean Logan gave a presentation on the VSAP and our innovative approach to creating a voter-centered design. August 19, 2014 - USINEX Electronic Voting Technology Workshop/Workshop on Trustworthy Elections Dean Logan led a workshop concerning security and technology and our approach with the VSAP. August 14, 2014 - Presentation to the Quality and Productivity Commission VSAP staff presented our current prototype device to the Quality and Productivity Commission, as well as updated them on the status of our project and what we expect in the future. July 31, 2014 - Presentation to RR/CC Elections Operation Command staff VSAP team members gave a demo with our current prototype device, informed staff of future changes, and answered questions relating to our project and its developmental phases. July 30, 2014 - Community Voter Outreach Committee Meeting (CVOC) VSAP staff attended the CVOC meeting and gave a brief update on the status of our project. July 14-18, 2014 - California Association of Clerks and Election Officials Conference VSAP staff attended the CACEO conference and attended several breakout sessions. June 23, 2014 - Meeting with 2nd District Supervisor Mark Ridley Thomas VSAP staff met with office staff representatives to demonstrate the current prototype device and inform him of our project's goals and status. VSArP.lzvote,net ■ 1i�_'T N G Sy S.L"S AS` 585 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events AA A&N� . June 12, 2014 - Election Assistance Commission Webinar- Reforming the Testing and Certification Process VSAP staff viewed webinar to keep informed of the changes that may take place in the testing and certification processes of new voting systems. June 10, 2014 - Clemson University Conference Call with Juan Gilbert VSAP staff met with Clemson University personnel to discuss their work on voting systems. May 29, 2014 - Meeting with 4th District Supervisor Don Knabe VSAP staff met with district supervisor Don Knabe to demonstrate the current prototype device and inform him of our project's goals and status. May 19, 2014 - University of Chicago School of Public Policy: Blueprint to Implementation Dean Logan delivered a presentation on the status of the VSAP. Dean discussed the VSAP's progress towards transforming the voting experience for LA County voters. Dean answered questions about the VSAP design process and overall plan for system development and implementation. May 15, 2014 - Webinar: STAR-Vote: A Secure,Transparent,Auditable and Reliable Voting System Staff participated in a webinar presented by Dan Wallach which concerned the STAR vote system in Travis County, Texas. This meeting provided an overview of Travis County's STAR project,which aims to develop and implement a new voting system for Travis County voters. The Department will continue to follow Travis County's journey to implement a publicly-owned voting system. May 8, 2014 - Board of Supervisors Operations Cluster Members of the Department's Executive management team met Board of Supervisor Deputies to provide a status update on the VSAP and an overview of the upcoming system refinement and engineering, including the intent to sole source for consulting services to lead the department through that process. April 17, 2014 - Community Voter Outreach Committee (CVOC) Department staff attended the quarterly CVOC meeting. At this meeting, staff brought the prototype device so meeting participants could interact with it and learn more about its features. Staff also answered questions and concerns that were brought up by the committee members. April 15, 2014 - Voting Accessibility Advisory Committee (VAAC) Department staff attended the VAAC meeting to provide an update of the VSAP. Department staff also set up the looks-like prototype so members of the committee could both view and interact with it. March 13, 2014 - City of Los Angeles Presentation and Updates Department staff provided an update on the VSAP and presented the looks-like prototype of the proposed ballot marking device to approximately 25 City of Los Angeles' election staff. This hour long presentation provided an update on the recent system design efforts of the VSAP and its focus on a human-centered design process. This meeting allowed the Department to continue to foster positive relations with the City of Los Angeles. March 5-7, 2014 - Election Verification Network (EVN) Conference Department staff presented an overview of the VSAP at the EVN Conference in San Diego. The conference was attended by academics, advocates, and subject matter experts. Staff displayed and demonstrated the features of the looks-like prototype of the proposed ballot marking device. 55 VC III G SYS7EIOS AFSESSrCEi%T :IRGlEC' 586 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events LM Am L February 25, 2014 - Voting Accessibility Advisory Committee Meeting VSAP staff attended the VAAC meeting and presented progress updates to the committee. Particular attention was paid to our work with individuals with cerebral palsy and our continued commitment to accessibility for people with disabilities as our program progresses towards implementation. January 27, 2014 - Quality and Productivity Commission Executive and VSAP staff met with the Commission to provide an update on the progress of the project and present the system prototype. In August 2012,the Q&P provided the VSAP program with $470k in funding ($235k loan/ $235 grant) to begin the development and system design phase. January 15, 2014 - Community Voter Outreach Committee (CVOC) VSAP staff attended the quarterly CVOC meeting. At this meeting, staff provided a status update on VSAP efforts and invited members to visit our website for more detailed information on the project. 210M November 7, 2013 - United Cerebral Palsy Los Angeles (UCPLA) VSAP staff and IDEO project team met with members of UCPLA to gather feedback on a preliminary voting system prototype. VSAP and IDEO staff gathered feedback regarding the needs and desires in a voting system from voters with a wide-range and degree of disabilities. October 29, 2013 - Voting Accessibility Advisory Committee (VAAC) VSAP staff and IDEO project team met with the VAAC to provide an update on the VSAP and answer member questions. October 15, 2013 - Clemson University VSAP staff met with Clemson University to update each other on the progress of their work around voting system design and development. October 2, 2013 - Community Voter Outreach Committee (CVOC) VSAP staff met with the CVOC to provide an update on the VSAP and answer member questions. September 9, 2013 - Georgia Tech Research Institute (GTRI) VSAP staff met with GTRI to provide a VSAP status update and to discuss how the projects align and may support each other. August 1, 2013 - Chief Executive Office and Chief Information Office The VSAP and IDEO Project Teams met with the County's Chief Executive Officer, Chief Information Officer and some of their key staff to present the three initial design concepts and gather initial feedback from this group. July 31, 2013 - VSAP Advisory Committee Meeting The VSAP and IDEO Project Teams met with the VSAP Advisory Committee to present the three initial design concepts and gather initial feedback from Committee members. Members were presented the concepts and information on how the concepts were derived, and provided initial feedback. 'i C.�.�c•t7; .�E! • V:..%11�C:SNS ENS ASS 55N �,T,PnC•!�! 5F VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events A -- - July 30, 2013 - VSAP Technical Advisory Committee Meeting The VSAP and IDEO Project Teams met with the VSAP Technical Advisory Committee to present the three initial design concepts and gather initial feedback from Committee members. Members were presented the concepts and information on how the concepts were derived, and provided initial feedback. July 23, 2013 - Voting Accessibility Advisory Committee (VAAC) VSAP staff met with the VAAC to provide an update on the VSAP. Members were informed that initial design concepts would be shared at the next VAAC meeting. May 29, 2013 - VSAP Advisory Committee Meeting The VSAP Advisory Committee met via conference call to discuss current VSAP activities related to the voting system related legislation,the VSAP design phase, and the VSAP Technical Advisory Committee. February 26-28, 2013 - Future of Voting Systems Symposium Department staff engaged in a three day symposium with academics, researchers,election officials, and other stakeholders to discuss the future of the voting system market and regulatory environment. During this symposium, I participated in a panel discussion with other election officials to discuss voting system modernization efforts being led by election jurisdictions. January 28-29, 2013 - GTRI Meeting Brad Fein, Principal Research Scientist and his team presented to and met with department staff and VSAP Advisory Committee members. The GTRI team presented initial findings of their work on usability and accessibility, and discussed how their continued research may align and help support VSAP efforts. January 28-29, 2013 - NIST Meeting John Wack and Mary Brady from NIST visited RR/CC headquarters to learn more about LA County's election operations and the VSAP. The VSAP Advisory Committee and Department staff met with the NIST representatives to discuss the role of NIST in the voting system certification process and LA County's election process and voting system modernization efforts. 2012 November 9, 2012 - Chief Executive Office, Chief Information Office and County Counsel The Department has been working closely with staff from the Chief Executive Office, Chief Information Office and County Counsel in preparing the Statement of Work for the development of system design options. Constant communication has been maintained with these departments following an initial conference call on November 9, 2012. October 30, 2012 - VSAP Advisory Committee The VSAP Advisory Committee met on October 30, 2012 to discuss VSAP funding,the upcoming design phase, and the plan to establish a VSAP Technical Advisory Committee. The VSAP Advisory Committee continues to provide the Department guidance as the VSAP moves from conceptualizing to designing and prototyping. The VSAP Advisory Committee is composed of experts, stakeholders, and community leaders from critical constituency groups and communities of interest. The Committee was established in response to a motion adopted by your Board in September 2010, establishing a platform for continued citizen participation and transparency. 5'. VC3 FNG SYS i EMS ASSESS!'+e NT PRC,^ EC i ■ JSAF.Io.roteAV 588 VOTI-N6 SYSTEMS ASS ESS HENT PRO.IECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit D: Community Events August 28, 2012 - Voting Accessibility Advisory Committee VSAP staff provided VAAC members an update on VSAP activities. August 8, 2012 - Chief Executive Office and Board of Supervisor Deputies CEO,William T Fujioka hosted a meeting to provide Board of Supervisors staff an update on the VSAP. The RR/CC presented an overview of VSAP accomplishments, next steps, and challenges. July 30, 2012 - Chief Information Office The RR/CC met with CIO Richard Sanchez and Henry Balta with the purpose of discussing next steps for the VSAP and a strategy for continued collaboration. July 16, 2012 - CEO, Governmental and Legislative Affairs The RR/CC met with CEO Intergovernmental and External Relations(IGEA) staff to provide an overview of VSAP legislative/regulatory hurdles and discuss what support will be need from IGEA to address those hurdles. June 14, 2012 - Chief Executive Office The RR/CC met with CEO William T Fujioka, and staff to provide an overview of VSAP accomplishments, next steps, and challenges. VSAP.1avote.net ■ VOTING SYSTEMS ASSESSN.ENT PROJECT 58 589 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit E: Internal Project Team Dean Logan Registrar-Recorder/County Clerk 140 1? 0'P Executive Sponsor Debbie Martin Chief Deputy Project Advisor Jeramy Gray Assistant Registrar-Recorder/County Clerk, Information Technology Principal Project Manager Kenneth Bennett Information Technology Manager Project Manager - Technology Monica Flores Executive Assistant Project Manager - Administration and Public Engagement Aaron Nevarez Government and Legislative Affairs Manager Project Advisor Rita Figueroa Assistant Registrar-Recorder/County Clerk, Administration Project Advisor S° Vo-:NG SYSTEMS ASSESSME14T PR:iz'CT ■ %,SF,.Iavwwnet 590 VOTING SYSTEMS ASSES`li'�II N' 17,�.e:UECT PHASE III: SY57EM :DESIGN AND ENGINEERING Exhibit E: Internal Project Team Tim McNamara Assistant Registrar-Recorder/County Clerk, Election Operations Project Advisor Adrian Avelar VSAP Research and Legislation Project Assistant p: Kenny Ling VSAP Contract Management and Budget Project Assistant �' Marianne Felix VSAP Public Relations Project Assistant Oscar Olmos VSAP Business Processes and Facilities, Vote Centers Project Assistant Vinh Do VSAP Business Processes and Facilities, Vote by Mail Project Assistant VSAP.Iavote.net ■ VOTNG SYSTEMS A.SSESS1591 PROJECT 60 VOTING SYSTEMS ASSESSMENT PROJECT PHASE III: SYSTEM DESIGN AND ENGINEERING Exhibit F: Design Evolution 1 a r• r� I E's �'^`"CG 5vc�f:NS k55ES5NFld'. SPC}}k�T ■ i'SkA.l�t'Ole.n@t 592 VOTING SYSTEMS 4',55IESSH1EIhVT PIROJECI PHASE 111. SYSTEM DIESIGIA AI{ND EIi GIItNEERI G Stwu Connected For more information on the Voting Systems Assessment Project, visit our website at VSAP.lavote.net. For inquiries, please email vsap@rrcc.lacounty.gov. f Im �� >� ✓, s ■ Aw I @lacountyrrcc F'- VOTING SYSTEMS ASSESSMENT PROJECT '.net • VOTING SYSTEMS ASSESS 1941 PROJECT 62 iY SA P VOTING SYSTEMS ASSESSMENT PROJECT Phase III: System Design and Engineering VSAP.lavote.net 594 8/29/2017 CITY OF EL SEGUNDO 2018 AND FUTURE ELECTIONS - City of EI Segundo Elections Consolidating Stand-Alone April Election with los Angeles County Statewide iNovemk)er 2018 Election ML BACKGROUND On September 1, 2015 California State Legislature passed the California Voter Participation Rights Act also known as, SB 415. This new legislation prohibits a local government from holding an election on any date other than a statewide election date if doing so in the past resulted in a significant decrease in voter turnout. This new law will go into effect January 1, 2418. SB 415 requires cities with insufficient voter turn out to either change their election dates to June or November of even years Or Prior to January 1, 2018, adopt a plan to consolidate its election with the statewide election no later than the November 8, 2022 general election. 595 1 8/29/2017 BACKGROUND (cont. . .) Below is the Voter turnout of the City of EI Segundo for the past four statewide general elections (Los Angeles County) in November and the past four stand-alone municipal elections ELECTION YEAR STATEWIDE ELECTION MUNICIPAL ELECTION 2010 63.78% 22.13% .� 2012 80.91% 32.84% 2014 !.� 41.12% 29.17 2016 !� 80.40% 3 .4 " RECOMMENDATION o Staff recommends the City Council consolidate with the Los Angeles County Statewide Election November 2018 for the following reasons: • Increase Voter participation • immediate Cost Savings • Consistency for the Voter experience • City of El Segundo Municipal Election and EI Segundo !Unified School Board Election would be on the same voting cycle starting November 2018 • City Clerk staff able to focus on Vater education and Voter 00 -VAw • Build relationship/partnership with Los Angeles County Registrar-Recorder/County Clerk Office two years prior to the 2020 anticipated roll-out of the new Los Angeles County lair} 5 stem >. 596 2 8/29/2017 OPTIONS FOR CITY COUNCIL TO CONSIDER Option#1— Continue to conduct Stand-Alone Elections in April of 2018 and 2020 Option #2— Rather than consolidate with the November statewide general election (Los Angeles County) the City Council can choose to consolidate with the June statewide election (Las Angeles County). a *In evaluating the June statewide election date staff determined the foIIowin 8 • The June statewide election date would be more costly. • Pending legislation could move the June statewide election date a ear future. VSAP (VOTING SYSTEM ASSESSMENT PROJECT) Los Angeles County's new Voting System The vicivv for the new voting..peri l,.c iIn'I.d- 1 � fes® � �/ ..Mq..wr r.n.uwxrrMr>•rw • c.,y►.a. L� CR 597 3 8/29/2017 VSAP (VOTING SYSTEM ASSESSMENT PROJECT) (cont. . . ) Los Angeles County's new Voting System Check out Los Angeles County's Website! www.VSAP.lavote.net VSAP I It a'aA �tA l.. &T MAL i A& MLF. , 3lu+ryprYY.nlfiNi'MouynwrI + 598 4