The URL can be used to link to this page

Home My WebLink About18 - 2-5-08 Election CostsCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 18 May 27, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Clerk's Office LaVonne M. Harkless, City Clerk 949 -644 -3005, Harkless@city.newport-beach.ca.us SUBJECT: BUDGET AMENDMENT —FEBRUARY 5, 2008 ELECTION COSTS RECOMMENDATION: Approve a budget amendment (08BA -_) transferring $116,000 from the unappropriated General Fund balance to Professional and Technical Services Account (0220 -8080) to cover the costs for the February 5, 2008 Special Municipal Election. BACKGROUND: On October 9, 2007 the City Council approved the certification of the "Initiative Measure Amending the City of Newport Beach Charter to Locate a New City Hall at Newport Center", adopted resolutions calling the election and requesting the Board of Supervisors to allow the City to consolidate the election with the Presidential Primary scheduled for February 5, 2008. At the same time the Council approved a budget amendment in the amount of $42,000 to cover the cost of the signature verification ($36,958) plus an additional $5,042 for ancillary expenses associated with the election. The cost for the County to conduct the special election was $117,425.38 (detailed breakdown attached). Since there are still funds available in the election account (0220- 8080), a budget amendment in the amount of $116,000 is required in order to pay the invoice to the County for the services they provided for this election. Environmental Review: Not applicable. Submitted by: LaVonne M. Harkless, City Clerk Attachments: Budget Amendment Billing from County of Orange COUNTY OF ORANGE SOLD TO AUDITO G.QNTRO _ Lt.ER_., -. P do SANTA ANA, CALI FURNIA 92702 NAME City of Newport Beach - fl, Newport ADDRESS 3300 Newport Blvd. Newport Beach, CA 92663 Attn: City Clerk PHONE SS.# ACCOUNTING CODE INVOICE No. 237322 DATE 5 -7 -08 REFERENCE THIS NUMBER ON YOUR REMITTANCES FOR PROPER CREDIT. ® PUT "v FND AGY ORG ACTV RE' E' SOURCE SUB REV JOB NUMBER REPT CATG B ACCT OBJ SUB OBJ AMOUNT IN THE BOX IF 100 031 441 RE03 7340 03 GV321 V099 $117,425.38 GOVERNMENT' AGENCY P.O. THIS INVOICE PREPARED BY: Jennifer Martinez PHONE# (714) 567 -7403 QUANTITY DESCRIPTION PRICE AMOUNT Billing for Registrar of Voters services related to the Primary Election conducted on February 5, 2008. Absentee Operations $ 13,415.61 Regular Operations $104,009.77 Detailed breakdown of costs attached. TOTAL DUE: $117,425.38 PLEASE RETURN BLUE COPY OF INVOICE WITH YOUR REMITTANCE. PERSONAL CHECKS MUST BE IMPRINTED WITH - NAME, ADDRESS AND TELEPHONE NUMBER. DRIVERS LICENSE AND SOCIAL SECURITY NUMBERS ARE ALSO REQUESTED. 003- F8500 -5 (8193) WHITE - ORIGINAL; BLUE - CUSTOMER'S RETURN COPY: PINK - AUDITOR- CONTROLLER COLLECTIONS ACCOUNTING: GOLD - DEPT. FILE PRESIDENTIAL PRIMARY ELECTION February 5, 2008 NEWPORT BEACH OPERATIONS TALLY CENTER SAMPLE BALLOT CANDIDATE FILING POLUOFFICER OPERATIONS PHONE BANK OPERATONS SUPPLY BOX W /CONTENTS & VOTING BOOTHS POSTAGE (EXCEPT AV) OFFICIAL BALLOTS LABOR SPREAD BY PRECINCT LABOR SPREAD BY VOTER COUNT POLLING PLACE RENTAL TRAINING CLASS FACILITY EARLY VOTING OUTREACH ACTIVITIES OUTSIDE LABOR PRECINCTICANVASS OFFICER AGENCY LABOR- WAREHOUSE WORKERS AGENCY LABOR - VOTER CLERK CTS TRANSLATION DISTRIBUTION WORKERS CLASS TRAINER SHARED COSTS BY BREAKDOWN TOTAL OF SHARED COST ABSENTEE OPERATIONS COST 1.7173% 1.9111% BASED ON VOTERS PRECINCTS VOTER 923.18 0.00 VOTER 15.371.94 0.00 VOTER 20.09 7.086.06 POLLS VOTER 5.387.93 VOTER 291.18 POLLS 3,453.72 VOTER 5,149.42 POLLS 4,474.74 POLLS 32,662.47 VOTER 12,269.37 POLLS 905.27 POLLS 0.00 POLLS 2,746.65 POLLS 36.82 POLLS 12,696.89 VOTER 264.22 VOTER 95.44 VOTER 63.31 VOTER 0.00 VOTER 0.00 34,448.15 62,364.49 M :iF, pxg BALLOTS /SUPPLIES VOTER 3,255.59 POSTAGE VOTER 2,022.97 AGENCY LABOR - AV DATA ENTRY VOTER 0.00 AGENCY LABOR -AV PROCESSING VOTER 0.00 IN -HOUSE ABSENTEE LABOR VOTER 7.086.06 LABOR (E -NIGHT PAYROLL) VOTER 1.050.99 TOTAL ABSENTEE 13,415.61 UNIQUE COSTS MEASURE B CANDIDATE STATEMENTS (200 WORDS) MAPS SIGNATURE VERIFICATION "INVOICE LAYOUT- BALLOTS/SAMPLE BALLOTS POLLING PLACE OPERATIONS POSTAGE OTHER SERVICES AND SUPPLIES LABOR CANDIDATE STATEMENTS (200 WORDS) MEASURE B CANDIDATE STATEMENTS COST QTY TAX TOTAL 6.217.22 1 INCLUDED 6,217.22 0.00 0 INCLUDED 0.00 2.53 7 INCLUDED 17.71 3.40 283 WA 962.20 19,846.68 25,227.28 5,149.42 2,214.36 45,354.81 0.00 6.217.22 0.00 104,009.77 39483 PRESIDENTIAL PRIMARY ELECTION February 5,2008 NEWPORT BEACH ABSENTEE OPERATIONS BALLOTSISUPPLIES POSTAGE LABOR REGULAR OPERATIONS BALLOTS/SAMPLE BALLOTS POLLING PLACE OPERATIONS POSTAGE OTHER SERVICES AND SUPPLIES LABOR CANDIDATE STATEMENTS (200 WORDS) MEASURE B TOTAL COST PER VOTER 3,255.59 2,022.97 8,137.05 19,846.68 25,227.28 5,149.42 2,214.36 45,354.81 0.00 6,217.22 60,415 13,415.61 104,009.77 117,425.38 1.94 City of Newport Beach BUDGET AMENDMENT 2007 -08 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: NO. BA- 08BA -073 AMOUNT: $116,000.00 Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase expenditure appropriations from unappropriated General Fund Fund Balance to cover the costs for the February 5 2008 special municipal election. T ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit 010 3605 General Fund - Fund Balance $116,000.00 REVENUE ESTIMATES (3601) Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) Description Division Number 0220 City Clerk - Elections Account Number 8080 Services - Professional & Technical $116,000.00 Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number " Automatic System Entry. Signed: /%L� �� Financial Approval: Administrativ Services Director Date Signed: CJ !Administrative Approv City Manager to Signed: City Council Approval: City Clerk Date