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HomeMy WebLinkAboutCounty of Orange - 2020-09-01 131V City of Huntington Beach ', Al File #: 20-1836 MEETING DATE: 9/8/2020 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Robin Estanislau, CMC, City Clerk PREPARED BY: Robin Estanislau, CMC, City Clerk Subject: Approve and authorize execution of Vote Center Entry Permit (License) Agreements with the County of Orange for use of certain City facilities as five-day Vote Centers for the November 3, 2020 General Municipal Election Statement of Issue: California Senate Bill 450, known as the California Voter's Choice Act passed by the Legislature and signed by the Governor in 2016, authorizes counties to conduct all-mailed ballot elections if the jurisdiction can meet certain criteria. The Orange County Registrar of Voters (ROV) has transitioned to this new model of voting, and is seeking approval to use certain City facilities as five-day Vote Centers for the November 3, 2020 General Municipal Election. Financial Impact: Not applicable. Recommended Action: Approve and authorize the City Manager to execute the Orange County Registrar of Voters "Vote Center Entry Permit (License) Agreements" approved as to form by the City Attorney for use of the following sites as five-day Vote Centers: A) Huntington Beach Civic Center, Meeting Room B-7, 2000 Main Street, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, B) Huntington Beach Central Library, Rooms C/D, 7111 Talbert Avenue, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, C) Huntington Beach City Gym and Pool, 1600 Palm Avenue, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, D) Main Street Branch Library, Blue Room, 525 Main Street, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, City of Huntington Beach Page 1 of 3 Printed on 9/2/2020 powerelilh LegistarTM File #: 20-1836 MEETING DATE: 9/8/2020 E) Edison Community Center, Studio, 21377 Magnolia Street, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, F) Michael E. Rodgers Senior Outreach Center, Auditorium, 1706 Orange Avenue, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, G) Murdy Community Center, Studio, 1900 Norma Drive, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020. Alternative Action(s): Deny the request and provide staff alternate direction. Analysis: The California Voter's Choice Act, passed in 2016, allows counties to conduct all-mailed ballot elections to provide greater flexibility and convenience for voters, so that elections are no longer a one-day event. In February 2019, the County Board of Supervisors voted to enact the Voter's Choice Act, and starting with the March 3, 2020 Presidential Primary Election, all voters in Orange County received a vote-by-mail ballot and could choose to: 1) return their ballot by mail (postage-paid)through the United States Postal Service; 2) drop their ballot in an official and secure Ballot Drop Box; or deliver their ballot to any four or eleven-day Vote Center within the County. The same process will be followed for the November 3, 2020 General Municipal Election and subsequent elections that follow, with the County electing to operate five-day Vote Centers only, rather than the four and eleven-day Vote Center options that were previously used. Benefits of Vote Centers Vote Centers are designed to improve the voter experience. While polling places have been a mainstay of voting for many years, the use of them has dropped dramatically in the past 20 years. Voters have gravitated towards more convenience, choosing instead to receive a vote-by-mail ballot and, in many instances, drop it off at a polling place, rather than vote in-person. Vote Centers adapt to these changes and offer many more conveniences. Features Traditional Polling Place Vote Center Electronic voting system X X Drop off ballot at any site X X Disabled access voting X X Ballot on-demand X Electronic secure check-in X Provisional ballots nearly eliminated X Trained employees X Vote at any location X Multi-day voting X Reduced costs X Orange County Registrar of Voters (ROV) Neal Kelley and staff worked with City staff to assess and secure potential sites suitable to serve as five-day Vote Centers. Site selection considerations included Vote Center proximity to: • Public transportation • Communities with historically low vote by mail usage • Population centers • Language minority communities • Voters with disabilities • Communities with low rates of household vehicle ownership • Low-income communities • Communities of eligible voters who are not registered to vote and may need access to same day voter registration • Geographically isolated populations,including Native American reservations City of Huntington Beach Page 2 of 3 Printed on 9/2/2020 power22b2j LegistarW File #: 20-1836 MEETING DATE: 9/8/2020 Other considerations include: • Access to accessible and free parking • The distance and time a voter must travel by car or public transportation to a vote center • The need for alternate methods for voters with disabilities for whom vote by mail ballots are not accessible to cast a ballot • Traffic patterns near vote centers • The need for mobile vote centers in addition to the number of vote centers established pursuant to this section • Room size and location • Facility availability for multiple days and extended hours,including weekends The City Clerk, Director of Community Services, and Director of Library Services worked with ROV representatives in the site selection process. In early August, the ROV provided a communication that requested specific site use for Vote Center purposes. Department Directors provided preliminary approval for use of the requested sites [Vote Center Entry Permit (License)Agreements approved as to form by the City Attorney are attached]. In response to COVID-19, the ROV has provided assurance that each in-person voting location will have detailed plans for disinfecting, maintaining physical distance, and will have personal protective equipment and increased signage on site. Registrar of Voters Neal Kelley stated, "My priority is to provide safe voting options for all voters and safe working environments for our staff amid COVID-19. Whether a voter prefers to vote at home or in-person at a Vote Center, every effort will be made to ensure they have a positive experience that promotes health and safety." He continued, "Voters should consider voting safely at home using the ballot they will receive in the mail prior to the election." The ROV's COVID-19 Election Response Report can be accessed at: <https://www.ocvote.com/election-library/docs/2020`/`2000VID-1 9%2 0 Report.pdf>. County and City staff have also agreed to offer voters a drive-thru ballot drop off option at select locations (Edison Community Center, Michael Rodgers Senior Center, Murdy Community Center)to limit the number of voters entering each facility. Past voting data shows that many voters go to the nearest Vote Center/Polling Place simply to turn in their mail-in ballot. A map depicting the drive-thru ballot drop-off process is attached to each of the aforementioned license agreements. Environmental Status: Not applicable. Strategic Plan Goal: Non-Applicable-Administrative Item Attachment(s): 1. Vote Center Facility Use Agreement- Huntington Beach Civic Center, Meeting Room B-7, 2000 Main Street, Huntington Beach 2. Vote Center Facility Use Agreement- Huntington Beach Central Library, Rooms C/D, 7111 Talbert Avenue, Huntington Beach 3. Vote Center Facility Use Agreement- Huntington Beach City Gym and Pool, 1600 Palm Avenue, Huntington Beach 4. Vote Center Facility Use Agreement- Main Street Branch Library, Blue Room, 525 Main Street, Huntington Beach 5. Vote Center Facility Use Agreement- Edison Community Center, Studio, 21377 Magnolia Street, Huntington Beach 6. Vote Center Facility Use Agreement- Rodgers Senior Outreach Center, Auditorium, 1706 Orange Avenue, Huntington Beach 7. Vote Center Facility Use Agreement- Murdy Community Center, Studio, 1900 Norma Drive, Huntington Beach City of Huntington Beach Page 3 of 3 Printed on 9/2/2020 powereZ%'�LegistarTM City Council/ Public Financing Authority ACTION AGENDA September 8, 2020 21. 20-1836 Approved and authorized execution of Vote Center Entry Permit (License) Agreements with the County of Orange for use of certain City facilities as five-day Vote Centers for the November 3, 2020 General Municipal Election Recommended Action: Approve and authorize the City Manager to execute the Orange County Registrar of Voters "Vote Center Entry Permit (License) Agreements" approved as to form by the City Attorney for use of the following sites as five-day Vote Centers: A) Huntington Beach Civic Center, Meeting Room B-7, 2000 Main Street, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, B) Huntington Beach Central Library, Rooms C/D, 7111 Talbert Avenue, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, C) Huntington Beach City Gym and Pool, 1600 Palm Avenue, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, D) Main Street Branch Library, Blue Room, 525 Main Street, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, E) Edison Community Center, Studio, 21377 Magnolia Street, Huntington Beach from Friday, i October 30, 2020 through Tuesday, November 3, 2020; and, I F) Michael E. Rodgers Senior Outreach Center, Auditorium, 1706 Orange Avenue, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020; and, G) Murdy Community Center, Studio, 1900 Norma Drive, Huntington Beach from Friday, October 30, 2020 through Tuesday, November 3, 2020. Approved 7-0 as amended by Supplement Communication 22. 20-1845 Approved and authorized execution of a Five-Year License Agreement with Southern California Edison (SCE) for use of 2.48 acres of land southeast of Atlanta Avenue and Brookhurst Street to be used as a Community Garden Recommended Action: Approve the License Agreement with Southern California Edison for the use of the 2.48 acre parcel to be used for the Huntington Beach Community Garden (HBCG). and authorize the Mayor and City Clerk to execute all documents necessary to execute this transaction. Approved 7-0 Registrar of Voters 1300 S Grand Ave,Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit") executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as"Party"or jointly as "Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code, which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters,Permitter hereby grants to County use of the HUNTINGTON BEACH CIVIC CENTER, MEETING ROOM B-7 property located at 2000 Main St, Huntington Beach, CA ("Property") on October 23,2020, and terminating on November 10,2020("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose, nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday, October 28 8am—5pm n/a Thursday, October 29 8am—5pm n/a Friday, October 30 7:30am-9 m 8am-8pm Saturday, October 31 7:30am-9 m 8am-8 m Sunday,November 1 7:30am-9 m 8am-8pm Monday,November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-10 m 7am-8pm Wednesday November 4 8am—5 m n/a DL:2000 Main St,Huntington Beach Pagel of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday, October 23 through Tuesday, October 27 Pick-up Date Period: Thursday,November 5 through Tuesday,November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday,October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES. The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted,the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate.lighting both inside the Property and outside the Property. DL:2000 Main St,Huntington Beach Page 2 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26, 2020. 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10, 2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs(including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein, per Clause 2 (AREA AND USE) above, and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service, and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims, loss,demands,damages,cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant, County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 'aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a $1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a DL:2000 Main St,Huntington Beach Page 3 of 6 Vote Center Entry Pennit(Government Facility) Registrar of Voters court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach, CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin.Estanislau@surfcity-hb.org Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow-- DL:2000 Main St,Huntington Beach Page 4 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PER TER Office of County Counsel C' o u 'fro each Orange County, California B Name Oliver Chi B Title City Manager eputy Date:—el /91 Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Kelley, Registrar of V rs Per Resolution No. 20-091 and Minute Order dated July 14, 2020 Date: 4p I;!-&A* APPROVED AS TO FORM By: Q1lchael Gates, Clty Lorne y DL:2000 Main St,Huntington Beach Page 5 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT(LICENSE) Attachment 1 Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four(4) six-foot tables and six (6)chairs. If Permitter is unable to provide this equipment, it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs, if applicable. 3. If Permitter Staff is assigned to open facility and is running late, they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap,water, paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DL:2000 Main St,Huntington Beach Page 6 of 6 Vote Center Entry Pennit(Government Facility) Registrar of Voters VOTE CENTER FACILITY INFORMATION November 3, 2020 Presidential General Election LVote Center Name Huntington Beach Civic Center City Huntington Beach Thank you for partnering with the Registrar of Voters and serving as a Vote Center location for the November 2020 Presidential General Election. To help ensure a smooth Election, we ask that you please complete required information below. Please return the completed form by Tuesday, October 6th, 2020. Primary Contact Name: bJ' / 7 ES f�c,•� �S�G � Primary Contact Phone Number: 7 � 43 050 /� / Primary Contact Email: R'a 1J' !n �i 5 ��is a-�L'j'5 L"x Emergency contact must be available during Vote Center opening and closing times. Emergency Contact Name: Facilities Maintenance On-call Staff Emergency Contact Phone Number: 714-951-7395 Emergency Contact Email: SQ�e Gi 5 �^jfyj C�7 Q�� Will facility be open to the public ❑ Yes No ❑ Unknown (other than for voting)? Will our office be required to pick up ❑ Yes l]! No facility keys? Will facility staff be onsite to open and close voting room every day? Yes ❑ No Will our Vote Center staff require Yes ❑ No parking passes? Will your facility provide four (4) six- t/Yes ❑ No foot tables and six (6) chairs? Facility notes: VC1D HBEA-005 POD Placement Recommendation Huntington Beach Civic Center 2000 Main St • Huntington Beach VCID# HBEA-005 Thank you for partnering with us to host a Vote Center for the November Presidential Election. To help ensure a smooth process, we want to review a few items as it pertains to equipment delivery. • The voting equipment will be delivered by a vendor via Portable on Demand Storage Unit (POD) which is 7'x7' in size and will need 2 parking spaces for placement. • You do not need to be present for delivery. • Vote Center Staff will be responsible for the contents in the POD. For easy access, we ask for placement near a curb ramp. • Date and window delivery schedule will be provided once it's received from our vendor. Our placement recommendation is below. The yellow square represents the PODS. Please acknowledge approval of placement by initialing. 7 ' Confirm placement t w .. W j • • '`— Vote Center Registrar of Voters 1300 S Grand Ave,Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit") executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as "Party"or jointly as "Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code, which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters, Permitter hereby grants to County use of the EDISON COMMUNITY CENTER STUDIO property located at 21377 Magnolia St, Huntington Beach, CA ("Property")on October 23, 2020,and terminating on November 10, 2020 ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose,nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.L DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday, October 28 8am—5pm n/a Thursday, October 29 8am—5pm n/a Friday, October 30 7:30am-9pm 8am-8prn Saturday, October 31 7:30am-9 m 8am-8 m Sunday,November 1 7:30am-9 m 8am-8pm Monday, November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-10 m 7am-8pm Wednesday November 4 8am—5 m n/a DL:21377 Magnolia St,Huntington Beach Page 1 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday, October 23 through Tuesday, October 27 Pick-up Date Period: Thursday,November 5 through Tuesday,November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday,October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES.The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted, the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate lighting both inside the Property and outside the Property. 2.3.10. The Permitter shall, if identified by County, allow for drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be responsibility of County staff. DL:21377 Magnolia St,Huntington Beach Page 2 of 6 Vote Center Entry Pennit(Government Facility) Registrar of Voters 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26, 2020. 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10, 2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs(including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein,per Clause 2 (AREA AND USE)above, and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service, and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims, loss, demands, damages, cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant,County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a$1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a DL:21377 Magnolia St,Huntington Beach Page 3 of 6 Vote Center Entry Pennit(Government Facility) Registrar of Voters court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach, CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin.Estanislau@surfcity-hb.org Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow— DL:21377 Magnolia St,Huntington Beach Page 4 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel Cit rZ ngto h Orange County, California By me Oliver Chi B Title City Manager >,ty Date: (.- /.ZC,2-c Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Kelley, Registrar of Vo2rs Per Resolution No. 20-091 and Minute Order dated July 14,2020 Date: 9��� — 1_01 '1 APPROVED AS TO FORM By: Michael Gates, Ci Attorney DL:21377 Magnolia St,Huntington Beach Page 5 of Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT(LICENSE) Attachment 1 Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four(4) six-foot tables and six (6) chairs. If Permitter is unable to provide this equipment, it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs, if applicable. 3. If Permitter Staff is assigned to open facility and is running late, they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap, water,paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DL:21377 Magnolia St,Huntington Beach Page 6 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters Edison Community Center Drive Thru Drop Off Proposal Voters going into the Vote Center and voters using the drive-thru drop off option will both enter off Magnolia. Voters who would like to vote in person will park in the lot to the left. Voters dropping off ballots will continue to the right and exit off Stilwell Dr. Orange arrow: Drop off entrance Red arrow: Where car interacts with ROV Staff Green arrow: Drop off exit Blue arrow: Where voters enter/exit vote center Cmm o' DI'Op Off 4 J UVi{�./AGA� t I Ilk ¢d f. � o 0 Vote Center 0 Voting Parking s, VOTE CENTER FACILITY INFORMATION � � i 113 November 3, 2020 Presidential General Election Vote Center Name Edison Community Center City Huntington Beach Thank you for partnering with the Registrar of Voters and serving as a Vote Center location fol tlrte November 2020 Presidential Generai Election. To help ensure a smooth Election, we ask that you please complete required information belo,-•r, Please return the completed form by Tuesday, October 6th, 2020. Primary Contact Name: 1 t Primary Contact Phone Number: !{I r i _ y Primary Contact Email: 4=? — -- — -- Emergency contact must be available during Vote Center opening and closing times. _ Emergency Contact Name: Emergency Contact Phone Number: Emergency Contact Email: QM� Ck Will facility be open to the public — r other than for votin o El Yes ❑ No C known Un I Will our office be required to pick up T � a facility keys? r- Yes ❑ No Will facility staff be onsite to open ❑ Yes ❑ No i and close voting room every day? rWlll out Vote Center staff require M Yes ❑ No parking passes? Will your facility provide four (4) six- foot tables and six (6) chairs? Yes ❑ No -Facility notes: -----------.__ __ I POD Placement Recommendation Edison Community Center 21377 Magnolia St Huntington Beach VCID# HBEA-003 Thank you for partnering with us to host a Vote Center for the November Presidential Election. To help ensure a smooth process, we want to review a few items as it pertains to equipment delivery. • The voting equipment will be delivered by a vendor via Portable on Demand Storage Unit ;POD) which is 7'x7' ir. size and wit! need 2 p-arkinn %--Ps for placement. • You do not need to be present for delivery. • Vote Center Staff will be responsible for the contents in the POD. For easy access, we ask for placement near a curb ramp. • Date and window delivery schedule will be provided once it's received from our vendor Our placement recommendation is below. The yellow square represents the PODS. Please acknowledge approval of placement by initialing. Confirm placement ❑ Vote Center Edison Community Center Drive-Thru Drop Off _ Voters going into the Vote Center and voters using the drive-thru drop off option will both e-111 I till Magnolia. Voters who would like to vote in person will park in the lot to the left. Voters dropping off l,;Ali.l i will continue to the right and exit off Stilwell Dr. The drive-thru drop off is a canopy with a table, 2 chairs, and a ballot box staffed by 2 ROV employslwo It takes tip 2 parking spaces. Recommended signage placement for drive-thru is noted below. Placenimil ,it the portable storage container is included on this diagram for reference. Green arrow: Drop off entrance Red arrow: Where car interacts with RONJ fit 01 Orange arrow: Drop off exit Blue arrow: Where voters enter/exit vote coi,loi Please acknowledge approval of placement by initialing. Confirm placement ❑ x t _ .� drop bA k, k •8- Vote Center p ,► o fJ Registrar of Voters 1300 S Grand Ave,Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit') executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as "Party"or jointly as"Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code, which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters,Permitter hereby grants to County use of the HUNTINGTON BEACH CENTRAL LIBRARY C/D Room property located at 7111 Talbert Ave, Huntington Beach, CA("Property") on October 23, 2020,and terminating on November 10, 2020 ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose,nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday, October 28 gain —5pm n/a Thursday,October 29 8am—5pin n/a Friday, October 30 7:30am-9pm 8am-8pm Saturday, October 31 7:30am-9 m 8am-8 m Sunday,November 1 7:30am-9 m 8am-8pm Monday,November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-10 m 7am-8pm Wednesday November 4 8am—5 m n/a DL:7111 Talbert Ave,Huntington Beach Pagel of 6 Vote Center Entry Permit(Govemment Facility) Registrar of Voters Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday, October 23 through Tuesday, October 27 Pick-up Date Period: Thursday,November 5 through Tuesday, November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday, October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES. The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted, the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate lighting both inside the Property and outside the Property. 2.3.10. The Permitter shall, if identified by County, allow for drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be responsibility of County staff. DL:7111 Talbert Ave,Huntington Beach Page 2 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters f 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26, 2020. 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10,2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs (including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein,per Clause 2 (AREA AND USE) above, and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service, and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims,loss,demands,damages, cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant,County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs,expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a$1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a DL:7111 Talbert Ave,Huntington Beach Page 3 of6 Vote Center Entry Permit(Government Facility) Registrar of Voters court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach, CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin.Estanislau@surfcity-hb.org Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow— DL:7111 Talbert Ave,Huntington Beach Page 4 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel City "'toma�h Orange County, California By ��•-- Name Oliver Chi B Title City Manager eputy Date: Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Kelley, Registrar of k4rters Per Resolution No. 20-091 and Minute Order dated July 14,2020 Date: APPROVED AS TO FORM I By: r U-�LL - Michael Gates, City ttomey DL:7111 Talbert Ave,Huntington Beach Page 5 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT (LICENSE) Attachment 1 Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four(4) six-foot tables and six (6) chairs. If Permitter is unable to provide this equipment, it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs, if applicable. 3. If Permitter Staff is assigned to open facility and is running late, they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap, water,paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DL:7111 Talbert Ave,Huntington Beach Page 6 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters i Huntington Beach Central Library Drive-Thru Drop Off Voters going into the Vote Center and voters using the drive-thru drop off option will enter off Talbert. Voters going into the Vote Center will park closest to Goldenwest. Voters using the drive-thru option will continue towards the parking closest to the Sports Complex. All voters will exit towards Goldenwest. The drive-thru drop off is a canopy with a table, 2 chairs, and a ballot box staffed by 2 ROV employees. It takes up 2 parking spaces. Recommended signage placement for drive-thru is noted below. Placement of the portable storage container is included on this diagram for reference. Please acknowledge approval of placement by initialing. Confirm placement ❑ - v Arrows: Yellow = entering vehicle paths from both Talbert and Goldenwest Red = vehicles in line for drive thru polling Green = exit path for vehicles after polling Box: Purple (w/white outline) —drive thru polling location, driver's side of vehicle Gold outline—Area where parking would be prohibited Small orange — Barricades prohibiting traffic in both directions Circle: Small Yellow— Sign directing exiting vehicles to the right ub ° s i PODIlk „ Tt- n � 00h dr I • • I • aw y� y G Ak r xy+ Nt y iF 0 y i 4 -; t cn 0 1 .. Arrows: • Yellow=entering vehicle paths from both Talbert and Goldenwest • Red =vehicles in line for drive thru polling • Green = exit path for vehicles after polling Box: • Purple (w/white outline)—drive thru polling location,driver's side of vehicle • Gold outline—Area where parking would be prohibited • Small orange—Barricades prohibiting traffic in both directions Circle: 0 Small Yellow—Sign directing exiting vehicles to the right VOTE CENTER FACILITY INFORMATION - - November 3, 2020 Presidential General Election [Vote Center Name Huntington Beach Central Library City Huntington Beach Thank you for partnering with the Registrar of Voters and serving as a Vote Center location for the November 2020 Presidential General Election. To help ensure a smooth Election, we ask that you please complete required information below. Please return the completed form by Tuesday, October 6th, 2020. Primary Contact Name: Jessica Framson Primary Contact Phone Number: (503) 913-0854 Primary Contact Email: jessica.framson@surfcity-hb.org Emergency contact must be available during Vote Center opening and closing times. Emergency Contact Name: Steven Park Emergency Contact Phone Number: (562)964-3416 Emergency Contact Email: steven.park@surfcity-hb.org Will facility be open to the public ® Yes ❑ No ❑ Unknown (other than for voting)? Will our office be required to pick up ❑ Yes 0 No facility keys? Will facility staff be onsite to open 8 Yes ❑ No and close voting room every day? Will our Vote Center staff require ❑ Yes W No parking passes? Will your facility provide four (4) six- foot tables and six (6) chairs? 8 Yes C No Facility notes: VCID HBEA-003 POD Placement Recommendation Huntington Beach Central Library 7111 Talbert Ave Huntington Beach VCID# HBEA-003 Thank you for partnering with us to host a Vote Center for the November Presidential Election. To help ensure a smooth process we want to review a few items as it pertains to equipment delivery. • The voting equipment will be delivered by a vendor via Portable on Demand Storage Unit (POD) which is 7'x7' in size and will need 2 parking spaces for placement. • You do not need to be present for delivery. • Vote Center Staff will be responsible for the contents in the POD. For easy access, we ask for placement near a curb ramp. • Date and window delivery schedule will be provided once it s received from our vendor. Our placement recommendation is below The yellow square represents the PODS. Please acknowledge approval of placement by initialing. Confirm placement P+ p II C° 1 Vote Center s a 4- I 8 I S a e 4 Registrar of Voters 1300 S Grand Ave,Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit") executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as"Party"or jointly as"Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code, which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters, Permitter hereby grants to County use of the MICHAEL E RODGERS SENIOR CENTER - RODGER'S CENTER property located at 1706 Orange Ave, Huntington Beach, CA ("Property") on October 23, 2020, and terminating on November 10, 2020 ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose, nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday, October 28 8am—5pm n/a Thursday, October 29 8am—5pm n/a Friday,October 30 7:30am-9 m 8am-8pm Saturday, October 31 7:30am-9 m 8am-8 m Sunday,November 1 7:30am-9 m 8am-8pm Monday,November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-10 m 7am-8pm Wednesday November 4 8am—5 m n/a DL:18041 Goldenwest St,Huntington Beach Page t of 6 Vote Center Entry Permit(Government Pacility) Registrar of Voters Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday, October 23 through Tuesday, October 27 Pick-up Date Period: Thursday,November 5 through Tuesday,November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday,October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES.The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted,the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate lighting both inside the Property and outside the Property. 2.3.10. The Permitter shall, if identified by County, allow for drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be responsibility of County staff. DL:18041 Goldenwest St,Huntington Reach Page 2 of 6 Vote Center Entry Permit(Govertunent Facility) Registrar of Voters 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26, 2020. 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10,2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs(including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein, per Clause 2 (AREA AND USE)above,and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service,and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims, loss,demands,damages,cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant,County shall notify Permitter of such fact and shall represent Permitter, in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a $1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS'FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the DL:18041 Goldenwest St,Huntington Beach Page 3 of 6 Vote Center Entry Pennit(Goverment Facility) Registrar of Voters event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach, CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin.Estanislau@surfcity-hb.org Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow— DL:18041 Goldenwest St,Huntington Beach Page 4 of 6 Vote Center Entry Pennit(Government Facility) Registrar of Voters IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel City tirs, $each Orange County, California (/By �-- Name Oliver Chi B Title City Manager eputy Date: Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Kelley, Registrar of V rs Per Resolution No. 20-091 and Minute Order dated July 14,2020 Date: I APPROVED AS TO FORM t UBr. ')'�' hael Gates, City 4tomey DL:18041 Goldenwest St,Huntington Beach Page 5 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT(LICENSE) Attachment 1 Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four(4) six-foot tables and six(6) chairs. If Permitter is unable to provide this equipment, it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs, if applicable. 3. If Permitter Staff is assigned to open facility and is running late, they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap, water,paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DL:18041 Goldenwest St,Huntington Beach Page 6 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters 4 f Michael Rodgers Senior Center Drive Thru Drop Off Proposal Voters going into the Vote Center and voters using the drive-thru drop off option will both enter off Pecan. Voters who would like to vote in person will go straight, and park in the area of the lot closest to 17th St. Voters dropping off ballots will immediately turn right and go down the first row of stalls. Both types of voters will exit off 18th. Orange arrow: Drop off entrance Red arrow: Where car interacts with ROV Staff Green arrow: Drop off exit Blue arrow: Where voters enter/exit vote center a, C a y y�~ Vote Center x r Voting Parking VI tie r 1. "e'• v' •Y VOTE CENTER FACILITY INFORMATION November 3, 2020 Presidential General Election Vote Center Name Michael E. Rodgers Senior Center City Huntington Beach Thank you for partnering with the Registrar of Voters and serving as a Vote Center location for the November 2020 Presidential General Election. To help ensure a smooth Election, we ask that you please complete required information below. Please return the completed form by Tuesday, October 6th, 2020. Primary Contact Name: Codl Tennessen Primary Contact Phone Number: 714-374-1583 1 714-614-2986 Primary Contact Email: codi.tennessen@surfcity-hb.org Emergency contact must be available during Vote Center opening and closing times. Emergency Contact Name: Ashley Wysocki Emergency Contact Phone Number: 714-916-7102 Emergency Contact Email: ashley.wysocki@surfcity-hb.org Will facility be open to the public El Yes No ❑ Unknown (other than for voting)? Will our office be required to pick up Yes ❑ No facility keys? Will facility staff be onsite to open ❑ Yes 4 No and close voting room every day? Will our Vote Center staff require ❑ Yes 0 No parking passes? Will your facility provide four (4) six- W Yes ElNo foot tables and six (6) chairs? Facility notes: Alarm code: OFF: 15921 ON: 15922 Vuo HBEA-007 POD Placement Recommendation • Michael E Rogers Seniors Center 1706 Orange Ave Huntington Beach VCID# HBEA-007 Thank you for partnering with us to host a Vote Center for the November Presidential Election. To help ensure a smooth process, we want to review a few items as it pertains to equipment delivery. • The voting equipment will be delivered by a vendor via Portable on Demand Storage Unit (POD) which is 7'x7' in size and will need 2 parking spaces for placement. • You do not need to be present for delivery. • Vote Center Staff will be responsible for the contents in the POD. For easy access, we ask for placement near a curb ramp. • Date and window delivery schedule will be provided once it's received from our vendor. Our placement recommendation is below. The yellow square represents the PODS. Please acknowledge approval of placement by initialing. Confirm placement e t , ti Vote Center 9 • 61,000010 F 1 s: t_ • . .ate . Michael Rodgers Senior Center Drive-Thru Drop Off Voters going into the Vote Center and voters using the drive-thru drop off option will both enter off Pecan. Voters who would like to vote in person will go straight, and park in the area of the lot closest to 17th St. Voters dropping off ballots will immediately turn right and go down the first row of stalls. Both types of voters will exit off 18th. The drive-thru drop off is a canopy with a table, 2 chairs, and a ballot box staffed by 2 ROV employees. It takes up 2 parking spaces. Recommended signage placement for drive-thru is noted below. Placement of the portable storage container is included on this diagram for reference. Green arrow: Drop off entrance Red arrow: Where car interacts with ROV Staff Orange arrow: Drop off exit Blue arrow: Where voters enter/exit vote center Please acknowledge approval of placement by initialing. Confirm placement (y\ G AM Af •�..r J ofP i voter Parking ` t .1° POD R a " • +# * =4 �f/{)\ �~ . • fay, ::S'a �. Registrar of Voters 1300 S Grand Ave,Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit') executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as "Party"or jointly as"Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code,which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters,Permitter hereby grants to County use of the MAIN STREET BRANCH LIBRARY, BLUE ROOM property located at 525 Main St, Huntington Beach, CA ("Property") on October 23, 2020, and terminating on November 10, 2020 ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose,nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday, October 28 8am—5pm n/a Thursday, October 29 8am—5pm n/a Friday, October 30 7:30am-9pm 8am-8pm Saturday, October 31 7:30am-9 m 8am-8 pm Sunday,November 1 7:30am-9 m 8am-8pm Monday,November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-10 in 7am-8pm Wednesday November 4 8am—5pm n/a DL:525 Main St,Huntington Beach Page I of 6 Vote Center Entry Pennit(Government Facility) Registrar of Voters Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday, October 23 through Tuesday, October 27 Pick-up Date Period: Thursday,November 5 through Tuesday,November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday,October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES.The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted, the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate lighting both inside the Property and outside the Property. DL:525 Main St,Huntington Beach Page 2 of 6 Vote Center Entry Pennit(Government Facility) Registrar of Voters 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26, 2020. 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10, 2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs (including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein,per Clause 2 (AREA AND USE) above, and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service, and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims, loss, demands, damages, cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant, County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a $1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS'FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a DL:525 Main St,Huntington Bcach Page 3 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach, CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin.Estanislau@surfcity-hb.org Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow— DL:525 Main St,Huntington Beach Page 4 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters i IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel City H n ' gton ch Orange County, California _ By Name Sliver Chi g Title City Manager eputyy Date: Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Kelley, Registrar of Voters Per Resolution N . 20-091 and Minute Order dated July 14,2020 Date: ; S & APPROVED AS TO FORM U A--=Zz. By: rtr. Vu Michael Gates, City Itomey DL:525 Main St,Huntington Beach Page 5 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT(LICENSE) Attachment 1 Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four(4) six-foot tables and six (6) chairs. If Permitter is unable to provide this equipment, it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs, if applicable. 3. If Permitter Staff is assigned to open facility and is running late,they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap,water, paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DL:525 Main St,Huntington Beach Page 6 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters VOTE CENTER FACILITY INFORMATION November 3, 2020 Presidential General Election m '+ Vote Center Name Main Street Branch Library Clty Huntington Beach Thank you for partnering with the Registrar of Voters and serving as a Vote Center location for the November 2020 Presidential General Election. To help ensure a smooth Election, we ask that you please complete required information below. Please return the completed form by Tuesday, October 6th, 2020. Primary Contact Name: Richard Crosthwaite Primary Contact Phone Number: (714)765-9441 Primary Contact Email: rcrosthwaite@surfcity-hb.org Emergency contact must be available during Vote Center opening and closing times. Emergency Contact Name: Steven Park Emergency Contact Phone Number: (562) 964-3416 Emergency Contact Email: steven.park@surfcity-hb.org Will facility be open to the public ❑ Yes © No ❑ Unknown (other than for voting)? Will our office be required to pick up facility keys? ❑ Yes No Will facility staff be onsite to open and close voting room every day? 8 Yes ElNo Will our Vote Center staff require parking passes? ® Yes ❑ No Will your facility provide four (4) six- foot tables and six (6) chairs? ® Yes ❑ No Facility notes: VCID HBEA-006 POD Placement Recommendation Main Street Branch Library 525 Main St Huntington Beach VCID# HBEA-006 Thank you for partnering with us to host a Vote Center for the November Presidential Election. To help ensure a smooth process, we want to review a few items as it pertains to equipment delivery. • The voting equipment will be delivered by a vendor via Portable on Demand Storage Unit (POD) which is 7'x7' in size and will need 2 parking spaces for placement. • You do not need to be present for delivery. • Vote Center Staff will be responsible for the contents in the POD. For easy access. we ask for placement near a curb ramp. • Date and window delivery schedule will be provided once it's received from our vendor. Our placement recommendation is below. The yellow square represents the PODS. Please acknowledge approval of placement by initialing. Confirm placement ,.� IF Vote Center t1 rvr��� Registrar of Voters 1300 S Grand Ave,Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit") executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as"Party"or jointly as "Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code,which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters, Permitter hereby grants to County use of the MURDY COMMUNITY CENTER STUDIO property located at 7000 Norma Drive, Huntington Beach, CA ("Property") on October 23, 2020, and terminating on November 10, 2020 ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose, nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday, October 28 8am—5pm n/a Thursday, October 29 8am—5pm n/a Friday, October 30 7:30am-9pm 8am-8pm Saturday, October 31 7:30am-9 m 8am-8 m Sunday,November 1 7:30am-9pm 8am-8pm Monday, November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-10 m 7am-8pm Wednesday November 4 8am—5 m n/a DL:7000 Norma Drive,Huntington Beach Pagel of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday, October 23 through Tuesday, October 27 Pick-up Date Period: Thursday,November 5 through Tuesday,November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday,October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES.The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted, the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate lighting both inside the Property and outside the Property. 2.3.10. The Permitter shall, if identified by County, allow for drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be responsibility of County staff. DL:7000 Norma Drive,Huntington Beach Page 2 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26, 2020. 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10, 2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs(including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein,per Clause 2 (AREA AND USE) above, and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service, and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims, loss,demands, damages,cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant, County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a $1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees,costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a DL:7000 Norma Drive,Huntington Beach Page 3 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach, CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin.Estanislau@surfcity-hb.org Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow— DL:7000 Norma Drive,Huntington Beach Page 4 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERM TER Office of County Counsel Cit of H gton each Orange County, California By Name Oliver Chi B Title City Manager �Uty c Date: Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Cel y, Registrar of Vot Per Resolution No. 20-091 and Minute Order dated July 14, 2020 Date: APPROVED AS TO FORM 6y: Mi hael Gates, City orney DL:7000 Norma Drive,Huntington Beach Page 5 of b Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT (LICENSE) Attachment 1 Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four(4) six-foot tables and six (6) chairs. If Permitter is unable to provide this equipment, it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs, if applicable. 3. If Permitter Staff is assigned to open facility and is running late,they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap, water,paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DL:7000 Norma Drive,Huntington Beach Page 6 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters i 0 0 0 xU �I"� �. G i► O O l� 4 ui 70 v N O N O am a. Z ••- •X o c c r 0 ocn ,g 0 o L U > O � . L. o _ a.Y Q > 4- O cn p 0 ., 0 *. . a c cp to 70 o � i m m i C a� o c d > L 0) C =� 0 0 x � ' ui L E Ifa� o ` 0 c a� o 0 0 a Q O — U O r Drop Of/ . C O C O t L U) L O N C 0 O O cu O1 C O _-0 (� s L - (u Q 0 �ca ;� � a. C to C Q) O 0 .� > a VOTE CENTER FACILITY INFORMATION' November 3, 2020 Presidential General Election 41 f 'r._ Vote Center Nartle Mirdy Community Center City Huntington Beach Thank you for partnering with the Registrar of Voters and serving as a Vote Center location for the November 2020 Presidential General Election. To help ensure a smooth Election, we ask that you please complete required information below. Please return the completed form by Tuesday, October bth, 2020. Primary Contact Name: Kaci Thol Primary Contact Phone Number: 714 960-8895 Primary Contact Email: kaci.thol@surfcity-hb.org Emergency contact must be available during Vote Center opening and closing times. Emergency Contact Name: Krystie Franco Emergency Contact Phone Number: 714-960-8895 Emergency Contact Email: krystie.franco@surfcity-hb.org [Will facility be open to the public (other than for voting)? ❑ Yes ❑ No W Unknown Will our office be required to pick up facility keys? El Yes W No F ill facility staff be onsite to open d close voting room every day? ® Yes ❑ No Will our Vote Center staff require parking passes? ❑ Yes W No Will your facility provide four(4) six- foot tables and six (6) chairs? ® Yes ❑ No Facility notes: Murdy Community Center Drive-Thru Drop Off Voters going into the Vote Center and voters using the drive-thru drop off option will both off Norma Dr. Voters who would like to vote in person will park by the basketball courts. Voters dropping off ballots will the lot near the baseball fields. Additional directional signage will be placed on the corner of Norma and Goldenwest. The drive-thru drop off is a canopy with a table, 2 chairs, and a ballot box staffed by 2 ROV employees. It takes up 2 parking spaces. Recommended signage placement for drive-thru is noted below. Placement of the portable storage container is included on this diagram for reference. Green arrow: Drop off entrance Red arrow: Where car interacts with ROV Staff Orange arrow: Drop off exit Blue arrow: Where voters enter/exit vote center Please acknowledge approval of placement by initialing. Confirm placement ❑ w\4 � A'«N'� �ur v... �I • � av1 � �"ap,'r"�' �' o �e.4 A Vohs .,. ,. Parkin { POD ote Center / l : F*' ► -AL0, y, �. lf i • K POD Placement Recommendation Murdy Community Center 7000 Norma Drive Huntington Beach VCID# HBEA-008 Thank you for partnering with us to host a Vote Center for the November Presidential Election. To help ensure a smooth process, we want to review a few items as it pertains to equipment delivery. • The voting equipment will be delivered by a vendor via Portable on Demand Storage Unit (POD) which is 7'x7' in size and will need 2 parking spaces for placement. • You do not need to be present for delivery. • Vote Center Staff will be responsible for the contents in the POD. For easy access we ask for placement near a curb ramp. • Date and window delivery schedule will be provided once it's received from our vendor. Our placement recommendation is below. The yellow square represents the PODS. Please acknowledge approval of placement by initialing. Confirm placement ❑ orma t • • s a � Rai ism oriv s� Vote Center �Y� w Registrar of Voters 1300 S Grand Ave,Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit") executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as"Party"or jointly as"Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code, which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters,Permitter hereby grants to County use of the HUNTINGTON BEACH CITY GYM& POOL, GYM property located at 1600 Palm Avenue,Huntington Beach, CA ("Property") on October 23, 2020, and terminating on November 10, 2020 ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose, nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday, October 28 8am—5pm n/a Thursday, October 29 8am—5pm n/a Friday, October 30 7:30am-9pm 8am-8pm Saturday, October 31 7:30am-9 m 8am-8 m Sunday, November 1 7:30am-9 m 8am-8pm Monday, November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-10 m 7am-8pm Wednesday November 4 8am—5 m n/a DL:t600 Palm Avenue,Huntington Beach Pagel of6 Vote Center Entry Permit(Government Facility) Registrar of Voters Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday, October 23 through Tuesday, October 27 Pick-up Date Period: Thursday,November 5 through Tuesday,November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday, October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES. The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted, the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate lighting both inside the Property and outside the Property. 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26, 2020. DL:1600 Palm Avenue,Huntington Beach Page 2 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10,2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs(including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein,per Clause 2 (AREA AND USE) above, and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service, and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims,loss,demands,damages, cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant, County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a$1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. DL:1600 Palm Avenue,Huntington Beach Page 3 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters F 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach, CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin.Estanislau@surfcity-hb.org Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow— DL:1600 Palm Avenue,Huntington Beach Page 4 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters IN WITNESS WHEREOF,the Patties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel City f H ti go eac Orange County, California ' By Name Oliver Chi g Title City Manager uty Date: Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Kelley, Registrar of Vot6d Per Resolution No. 20-091 and Minute Order dated July 14,2020 Date: �l'1l,3 APPROVED AS TO FORM By: V Y chae{Gates, City ttorney DL:1600 Palm Avenue,Huntington Beach Page 5 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT(LICENSE) Attachment 1 Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four(4) six-foot tables and six (6)chairs. If Permitter is unable to provide this equipment, it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs, if applicable. 3. If Permitter Staff is assigned to open facility and is running late, they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap, water,paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DL:1600 Palm Avenue,Huntington Beach Page 6 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters VOTE CENTER FACILITY INFORMATION ; November 3, 2020 Presidential General Election Vote Center Name City Gym and Pool City Huntington Beach Thank you for partnering with the Registrar of Voters and serving as a Vote Center location for the November 2020 Presidential General Election. To help ensure a smooth Election, we ask that you please complete required information below. Please return the completed form by Tuesday, October 6th, 2020. Primary Contact Name: Kaci Thol Primary Contact Phone Number: 714-960-8895 Primary Contact Email: kaci.thol@surfcity-hb.org Emergency contact must be available during Vote Center opening and closing times. Emergency Contact Name: Kaitlynn Williams Emergency Contact Phone Number: 7143231112 Emergency Contact Email: kaitlynnsue14@yahoo.com Will facility be open to the public (other than for voting)? 8 Yes El No ❑ Unknown Will our office be required to pick up facility keys? ❑ Yes 0 No Will facility staff be onsite to open and close voting room every day? 8 Yes ❑ No Will our Vote Center staff require parking passes? El Yes 0 No Will your facility provide four (4) six- foot tables and six (6) chairs? 8 Yes El No Facility notes: VCID HBEA-001 POD Placement Recommendation • City Gym & Pool 1600 Palm Ave Huntington Beach VCID# HBEA-001 Thank you for partnering with us to host a Vote Center for the November Presidential Election. To help ensure a smooth process, we want to review a few items as it pertains to equipment delivery. • The voting equipment will be delivered by a vendor via Portable on Demand Storage Unit (POD) which is 7'x7' in size and will need 2 parking spaces for placement. • You do not need to be present for delivery. • Vote Center Staff will be responsible for the contents in the POD. For easy access, we ask for placement near a curb ramp. • Date and window delivery schedule will be provided once it's received from our vendor. Our placement recommendation is below. The yellow square represents the PODS. Please acknowledge approval of placement by initialing. Confirm placement Ballpark ' + .oi nue Vote Center +^��` 410 el IVRegistrar of Voters 1300 S Grand Ave,Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit") executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as"Permitter")and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee")without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as"Party"or jointly as"Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code,which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters, Permitter hereby grants to County use of the MICHAEL E RODGERS SENIOR CENTER - RODGER'S CENTER property located at 1706 Orange Ave, Huntington Beach, CA ("Property") on October 23, 2020, and terminating on November 10, 2020 ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose,nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.L DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday,October 28 8am—5 m n/a Thursday,October 29 8am—5 m n/a Friday,October 30 7:30am-9 m 8am-8pm Saturday,October 31 7:30am-9 m 8am-8 pm Sunday,November 1 7:30am-9 m 8am-8pm Monday,November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-10 m 7am-8pm Wednesday November 4 8am—5 m n/a SUPPLEMENTAL DL:18041 Goldenwest St,Huntington Beach COMMUNICATION Page I of6 Vote Carter Entry Permit(Government Facility) Registrar of Votcrs Dale: o p( Agenda ilwn NO.; Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday,October 23 through Tuesday,October 27 Pick-up Date Period: Thursday,November 5 through Tuesday,November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday,October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES.The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted,the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate lighting both inside the Property and outside the Property. 2.3.10.The Permitter shall, if identified by County, allow for drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be responsibility of County staff. M.:18041 Goldenwest St,Huntington Beach Page 2 ofG Vole Center Entry Permit(Government Facility) Registrar of Voters 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26,2020. 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10,2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs(including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein,per Clause 2(AREA AND USE)above, and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service,and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims,loss,demands,damages,cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant,County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs,expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a $1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS'FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees,costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the DL:18041 Goldenwest St,Huntington Beach Page 3 of 6 Vote Center Entry Pemtt(Govenunent Facility) Registntr of Voters event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County,California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two(72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach,CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin,Estanislau@surfcity-hb.org Santa Ana,CA 92705 Attention:Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow— DL:18041 Gol6enwest St,Huntington Beach Page 4 of6 Vote Center Entry Pennit(Government Facility) Registrar of Voters IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel City of Huntington Beach Orange County, California By .� Name Oliver Chi $ Title City Manager eputy Date: Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Kelley, Registrar of Voters Per Resolution No. 20-091 and Minute Order dated July 14,2020 Date: APPROVED A3 TO FORM r � 1 By: v hael Gates,City torney DL:18061 Goldemvest St,Huntington Beach Page 5 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT (LICENSE) Attachment I Pursuant to Section 2.2 of this Permit,Permitter shall 1. Provide four(4) six-foot tables and six(6) chairs. If Permitter is unable to provide this equipment,it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs,if applicable. 3. If Permitter Staff is assigned to open facility and is running late,they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap, water, paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DI,:18041 Goldemvest St,Huntington Beach Page 6 of 6 vote Center Entry Permit(Government Facility) Registrar of Voters Michael Rodgers Senior Center Drive Thru Drop Off Proposal Voters going into the Vote Center and voters using the drive-thru drop off option will both enter off Pecan. Voters who would like to vote in person will go straight, and park in the area of the lot closest to 17th St. Voters dropping off ballots will immediately turn right and go down the first row of stalls. Both types of voters will exit off 18th. Orange arrow: Drop off entrance Red arrow: Where car interacts with ROV Staff Green arrow: Drop off exit Blue arrow: Where voters enter/exit vote center r ti ap c • 4, R r, 1 O . Voting Parking +(� Y • r r.. �r r. F.. +� City of Huntington Beach INTER-DEPARTMENT COMMMUNICATION HUNTINGTON BEACH TO: Honorable Mayor and City Councilmembers FROM: Robin Estanislau, City Clerk DATE: September 8, 2020 SUBJECT: SUPPLEMENTAL COMMUNICATION FOR CONSENT ITEM NO. 21 — VOTE CENTER ENTRY PERMIT (LICENSE) AGREEMENTS On Saturday, September 5, the City was contacted by the Orange County Registrar of Voters (ROV) requesting to add a drive-thru ballot drop off option at the Huntington Central Library located at 7111 Talbert Avenue. The Director of Library Services Stephanie Beverage has provided support for the option, and is working with the ROV to finalize a map that upon receipt will be added to the updated agreement (attached) that now includes drive-thru ballot drop of language: 2.3.10 The Permitter shall, if identified by the County, allow for a drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be the responsibility of County Staff. Att. Vote Center Entry Permit (License) Agmt— Huntington Central Library c: Stephanie Beverage, Director of Library Services SUPPLEMENTAL COMMUNICATION Meeting Dato: /�G<C) Agenda Item No.: • Registrar of Voters 1300 S Grand Ave,Building C Santa Ana • VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit") executed September 1, 2020 ("Effective Date"), by and between CITY OF HUNTINGTON BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as "Party" or jointly as "Parties." 1. PURPOSE: Pursuant to Section 12283 of the Election Code,which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters,Permitter hereby grants to County use of the HUNTINGTON BEACH CENTRAL LIBRARY C/D Room property located at 7111 Talbert Ave, Huntington Beach, CA ("Property") on October 23, 2020, and terminating on November 10, 2020 ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose, nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS: Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location as follows: Vote Center Dates Vote Center Vote Center Staff Hours Public Hours Wednesday, October 28 8am—5pm n/a Thursday, October 29 8am—5pm n/a Friday, October 30 7:30am-9pm 8am-8pm Saturday, October 31 7:30am-9 m 8am-8pm Sunday,November 1 7:30am-9pm 8arn-8pm Monday,November 2 7:30am-9 m 8am-8pm Tuesday,November 3 6:30am-IO m 7am-8pm Wednesday November 4 8am—5pm n/a DL:7111 Talbert Ave,Huntington Beach Page 1 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters Vote Center Equipment Delivery and Pick-Up Delivery Date Period: Friday, October 23 through Tuesday, October 27 Pick-up Date Period: Thursday,November 5 through Tuesday,November 10 Permitter shall provide County staff with the means necessary to access the Property no later than Wednesday, October 28, 2020. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. Permitter shall provide any necessary parking passes to County staff no later than Friday, October 16, 2020. 2.2. PROPERTY EQUIPMENT AND SUPPLIES. The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that end, the Permitter agrees to the following: 2.3.1. The Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted, the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate lighting both inside the Property and outside the Property. 2.3.10. The Permitter shall, if identified by County, allow for drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be responsibility of County staff. DL:7111 Talbert Ave,Huntington Beach Page 2 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters 2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container delivery for delivery no later than October 26, 2020. 2.5. EQUIPMENT REMOVAL DATES. The Permitter shall coordinate with the County designated equipment delivery company to establish a mutually agreed upon date and time for portable storage container removal which shall occur no later than November 10, 2020. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs (including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein,per Clause 2 (AREA AND USE) above, and excluding normal wear and tear. County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service, and any other costs not provided for in this section. 4. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims,loss, demands,damages, cost,expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant, County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. Permitter shall be covered under County's program of self-insurance. 5. COUNTY INSURANCE: County shall maintain a program of self-insurance at its own expense for its liability exposures including commercial general liability with a minimum limit of$1,000,000 per occurrence and a $2,000,000 aggregate, auto liability with a minimum limit of $1,000,000 per occurrence, Workers Compensation with statutory limit and Employers' Liability with a $1,000,000 limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner named as an Indemnified Party. 6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a DL:7111 Talbert Ave,Huntington Beach Page 3 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange City of Huntington Beach Registrar of Voters 2000 Main Street Facilities Services Huntington Beach, CA 92648 1300 South Grand Avenue Attention: Robin Estanislau Building C Robin.Estanislau@surfcity-hb.org Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Golden@rov.ocgov.com --Signatures Follow— DL:7111 Talbert Ave,Huntington Beach Page 4 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel City of Huntington Beach Orange County, California By Name Oliver Chi Title City Manager B ePuty Date: Date: TEMPLATE APPROVED 07212020 COUNTY COUNTY OF ORANGE By Neal Kelley, Registrar of Voters Per Resolution No. 20-091 and Minute Order dated July 14, 2020 Date: APPROVED AS TO FORM U"By: cry Michael Gates, City ttomey DL:7111 Talbert Ave,Huntington Beach Page 5 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters ENTRY PERMIT (LICENSE) Attachment 1 Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four(4) six-foot tables and six (6) chairs. If Permitter is unable to provide this equipment, it shall notify the Registrar of Voters within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items, except for the provided tables and chairs, if applicable. 3. If Permitter Staff is assigned to open facility and is running late, they are to contact the County immediately at (714) 954-1901. 4. Permitter shall provide soap, water, paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. DL:7111 Talbert Ave,Huntington Beach Page 6 of 6 Vote Center Entry Permit(Government Facility) Registrar of Voters NEAL KELLEY Registrar of Voters REGISTRAR OF VOTERS Mailing Address: 1300 South Grand Avenue, Bldg. C P.O. Box 11298 Santa Ana, California 92705 Santa Ana, California 92711 (714)567-7600 FAX(714)567-7627 ocvote.corn Re: Approval for Use of Huntington Beach Central Library for Vote Center Dear City Clerk of Huntington Beach: This letter formalizes our lawful request for access to the Huntington Beach Central Library for use as a 5- day vote center pursuant to California Election Code section 12283. The Legislature passed AB 2540 in late 2018,which extended the requirement that local governments make government owned buildings available free of charge for use as a polling place or a vote center. Under AB 2540, public buildings must be made available for use as a vote center beginning up to ten days before the election and continuing through election day. Section 12283, subdivision (a), of the Elections Code defines, "public building"to mean "a building owned or controlled by a city, county, or other local governmental agency" and in part provides if a city or county elections official specifically requests the use of a school building or public building for polling places, or vote centers beginning up to ten days before the election and continuing through election day, as well as during key dates necessary for drop-off, set-up, and pick-up of election materials, as determined by the elections official, the governing body having jurisdiction over the particular school building or public building shall allow its use for the purpose requested." Please note that Section 12283 is not permissive. Election officials are expressly authorized to specifically request the use of public buildings for vote centers up to 10 days before an election and requires the local agency, which owns the building to plan for the public building's use as a polling place or vote center upon receiving such a request. While the legislative analysis and plain language of the statute provide that the facilities must be made available at no charge,we will review, on a case-by-case basis requests for additional charges due to operational costs (such as janitorial,security, room access,etc.). The bill's cost provisions recognize that providing Orange County citizens with ready access to voting facilities so that they can meaningfully participate in the upcoming election is a shared state, county and local government obligation, and we look forward to working with your staff to plan for the use of your facility as a vote center. Sincerely, Registrar of Voters Orange County, CA NEAL KELLEY Registrar of Voters REGISTRAR OF VOTERS Mailing Address: 1300 South Grand Avenue, Bldg. C P.O. Box 11298 Santa Ana, California 92705 Santa Ana, California 92711 (714)567-7600 • FAX(714)567-7627 ocvote.com Re: Approval for Use of City Gym& Pool for Vote Center Dear City Clerk of Huntington Beach: This letter formalizes our lawful request for access to the City Gym & Pool for use as a 5-day vote center pursuant to California Election Code section 12283. The Legislature passed AB 2540 in late 2018, which extended the requirement that local governments make government owned buildings available free of charge for use as a polling place or a vote center. Under AB 2540, public buildings must be made available for use as a vote center beginning up to ten days before the election and continuing through election day. Section 12283, subdivision (a), of the Elections Code defines, "public building"to mean "a building owned or controlled by a city, county, or other local governmental agency" and in part provides if a city or county elections official specifically requests the use of a school building or public building for polling places, or vote centers beginning up to ten days before the election and continuing through election day, as well as during key dates necessary for drop-off, set-up, and pick-up of election materials, as determined by the elections official, the governing body having jurisdiction over the particular school building or public building shall allow its use for the purpose requested." Please note that Section 12283 is not permissive. Election officials are expressly authorized to specifically request the use of public buildings for vote centers up to 10 days before an election and requires the local agency, which owns the building to plan for the public building's use as a polling place or vote center upon receiving such a request. While the legislative analysis and plain language of the statute provide that the facilities must be made available at no charge,we will review, on a case-by-case basis requests for additional charges due to operational costs (such as janitorial,security, room access, etc.). The bill's cost provisions recognize that providing Orange County citizens with ready access to voting facilities so that they can meaningfully participate in the upcoming election is a shared state, county and local government obligation, and we look forward to working with your staff to plan for the use of your facility as a vote center. Sincerely, Registrar of Voters Orange County, CA NEAL KELLEY :. Registrar of Voters REGISTRAR OF VOTERS Mailing Address: 1300 South Grand Avenue, Bldg. C P.O. Box 11298 Santa Ana, California 92705 Santa Ana, California 92711 (714)567-7600 • FAX(714)567-7627 ocvote.corn Re: Approval for Use of Huntington Beach Civic Center for Vote Center Dear City Clerk of Huntington Beach: This letter formalizes our lawful request for access to the Huntington Beach Civic Center for use as a 5-day vote center pursuant to California Election Code section 12283. The Legislature passed AB 2540 in late 2018, which extended the requirement that local governments make government owned buildings available free of charge for use as a polling place or a vote center. Under AB 2540, public buildings must be made available for use as a vote center beginning up to ten days before the election and continuing through election day. Section 12283, subdivision (a), of the Elections Code defines, "public building"to mean "a building owned or controlled by a city, county, or other local governmental agency" and in part provides if a city or county elections official specifically requests the use of a school building or public building for polling places, or vote centers beginning up to ten days before the election and continuing through election day, as well as during key dates necessary for drop-off, set-up, and pick-up of election materials, as determined by the elections official, the governing body having jurisdiction over the particular school building or public building shall allow its use for the purpose requested." Please note that Section 12283 is not permissive. Election officials are expressly authorized to specifically request the use of public buildings for vote centers up to 10 days before an election and requires the local agency, which owns the building to plan for the public building's use as a polling place or vote center upon receiving such a request. While the legislative analysis and plain language of the statute provide that the facilities must be made available at no charge,we will review, on a case-by-case basis requests for additional charges due to operational costs (such as ianitorial,security, room access, etc.). The bill's cost provisions recognize that providing Orange County citizens with ready access to voting facilities so that they can meaningfully participate in the upcoming election is a shared state, county and local government obligation, and we look forward to working with your staff to plan for the use of your facility as a vote center. Sincerely, Registrar of Voters Orange County, CA t NEAL KELLEY Registrar of Voters REGISTRAR OF VOTERS Mailing Address: 1300 South Grand Avenue, Bldg. C P.O. Box 11298 Santa Ana, California 92705 Santa Ana, California 92711 (714)567-7600 • FAX(714)567-7627 ocvote.corn Re: Approval for Use of Huntington Beach Main Street Branch Library for Vote Center Dear City Clerk of Huntington Beach: This letter formalizes our lawful request for access to the Huntington Beach Central Library for use as a 5- day vote center pursuant to California Election Code section 12283. The Legislature passed AB 2540 in late 2018, which extended the requirement that local governments make government owned buildings available free of charge for use as a polling place or a vote center. Under AB 2540, public buildings must be made available for use as a vote center beginning up to ten days before the election and continuing through election day. Section 12283, subdivision (a), of the Elections Code defines, "public building"to mean "a building owned or controlled by a city, county, or other local governmental agency" and in part provides if a city or county elections official specifically requests the use of a school building or public building for polling places, or vote centers beginning up to ten days before the election and continuing through election day, as well as during key dates necessary for drop-off, set-up, and pick-up of election materials, as determined by the elections official, the governing body having jurisdiction over the particular school building or public building shall allow its use for the purpose requested." Please note that Section 12283 is not permissive. Election officials are expressly authorized to specifically request the use of public buildings for vote centers up to 10 days before an election and requires the local agency, which owns the building to plan for the public building's use as a polling place or vote center upon receiving such a request. While the legislative analysis and plain language of the statute provide that the facilities must be made available at no charge,we will review,on a case-by-case basis requests for additional charges due to operational costs (such as janitorial,security, room access, etc.). The bill's cost provisions recognize that providing Orange County citizens with ready access to voting facilities so that they can meaningfully participate in the upcoming election is a shared state, county and local government obligation, and we look forward to working with your staff to plan for the use of your facility as a vote center. Sincerely, Registrar of Voters Orange County, CA NEAL KELLEY x Registrar of Voters REGISTRAR OF VOTERS Mailing Address: 1300 South Grand Avenue, Bldg. C P.O. Box 11298 Santa Ana, California 92705 Santa Ana, California 92711 (714)567-7600 • FAX(714)567-7627 ocvote.com Re:Approval for Use of Edison Community Center for Vote Center Dear City Clerk of Huntington Beach: This letter formalizes our lawful request for access to the Edison Community Center for use as a 5-day vote center pursuant to California Election Code section 12283. The Legislature passed AB 2540 in late 2018,which extended the requirement that local governments make government owned buildings available free of charge for use as a polling place or a vote center. Under AB 2540, public buildings must be made available for use as a vote center beginning up to ten days before the election and continuing through election day. Section 12283, subdivision (a), of the Elections Code defines, "public building"to mean "a building owned or controlled by a city, county, or other local governmental agency"and in part provides if a city or county elections official specifically requests the use of a school building or public building for polling places, or vote centers beginning up to ten days before the election and continuing through election day, as well as during key dates necessary for drop-off, set-up, and pick-up of election materials, as determined by the elections official, the governing body having jurisdiction over the particular school building or public building shall allow its use for the purpose requested." Please note that Section 12283 is not permissive. Election officials are expressly authorized to specifically request the use of public buildings for vote centers up to 10 days before an election and requires the local agency, which owns the building to plan for the public building's use as a polling place or vote center upon receiving such a request. While the legislative analysis and plain language of the statute provide that the facilities must be made available at no charge,we will review, on a case-by-case basis requests for additional charges due to operational costs (such as janitorial,security, room access, etc.). The bill's cost provisions recognize that providing Orange County citizens with ready access to voting facilities so that they can meaningfully participate in the upcoming election is a shared state, county and local government obligation, and we look forward to working with your staff to plan for the use of your facility as a vote center. Sincerely, Registrar of Voters Orange County, CA NEAL KELLEY .., Registrar of Voters • REGISTRAR OF VOTERS Mailing Address: 1300 South Grand Avenue, Bldg. C P.O. Box 11298 Santa Ana, California 92705 Santa Ana, California 92711 (714)567-7600 • FAX(714)567-7627 ocvote.com Re:Approval for Use of Murdy Community Center for Vote Center Dear City Clerk of Huntington Beach: This letter formalizes our lawful request for access to the Murdy Community Center for use as a 5-day vote center pursuant to California Election Code section 12283. The Legislature passed AB 2540 in late 2018, which extended the requirement that local governments make government owned buildings available free of charge for use as a polling place or a vote center. Under AB 2540, public buildings must be made available for use as a vote center beginning up to ten days before the election and continuing through election day. Section 12283, subdivision (a), of the Elections Code defines, "public building"to mean "a building owned or controlled by a city, county, or other local governmental agency" and in part provides if a city or county elections official specifically requests the use of a school building or public building for polling places, or vote centers beginning up to ten days before the election and continuing through election day, as well as during key dates necessary for drop-off, set-up, and pick-up of election materials, as determined by the elections official, the governing body having jurisdiction over the particular school building or public building shall allow its use for the purpose requested." Please note that Section 12283 is not permissive. Election officials are expressly authorized to specifically request the use of public buildings for vote centers up to 10 days before an election and requires the local agency, which owns the building to plan for the public building's use as a polling place or vote center upon receiving such a request. While the legislative analysis and plain language of the statute provide that the facilities must be made available at no charge,we will review, on a case-by-case basis requests for additional charges due to operational costs (such as janitorial,security, room access, etc.). The bill's cost provisions recognize that providing Orange County citizens with ready access to voting facilities so that they can meaningfully participate in the upcoming election is a shared state, county and local government obligation, and we look forward to working with your staff to plan for the use of your facility as a vote center. Sincerely, Registrar of Voters Orange County, CA NEAL KELLEY Registrar of Voters REGISTRAR OF VOTERS Mailing Address: 1300 South Grand Avenue, Bldg. C P.O. Box 11298 Santa Ana, California 92705 Santa Ana, California 92711 (714)567-7600 • FAX(714)567-7627 ocvote.com Re: Approval for Use of Michael E Rodgers Senior Center for Vote Center Dear City Clerk of Huntington Beach: This letter formalizes our lawful request for access to the Senior Outreach for use as a 5-day vote center pursuant to California Election Code section 12283. The Legislature passed AB 2540 in late 2018,which extended the requirement that local governments make government owned buildings available free of charge for use as a polling place or a vote center. Under AB 2540, public buildings must be made available for use as a vote center beginning up to ten days before the election and continuing through election day. Section 12283, subdivision (a), of the Elections Code defines, "public building"to mean "a building owned or controlled by a city, county, or other local governmental agency" and in part provides if a city or county elections official specifically requests the use of a school building or public building for polling places, or vote centers beginning up to ten days before the election and continuing through election day, as well as during key dates necessary for drop-off, set-up, and pick-up of election materials, as determined by the elections official, the governing body having jurisdiction over the particular school building or public building shall allow its use for the purpose requested." Please note that Section 12283 is not permissive. Election officials are expressly authorized to specifically request the use of public buildings for vote centers up to 10 days before an election and requires the local agency, which owns the building to plan for the public building's use as a polling place or vote center upon receiving such a request. While the legislative analysis and plain language of the statute provide that the facilities must be made available at no charge,we will review, on a case-by-case basis requests for additional charges due to operational costs (such as ianitorial,security, room access, etc.). The bill's cost provisions recognize that providing Orange County citizens with ready access to voting facilities so that they can meaningfully participate in the upcoming election is a shared state, county and local government obligation, and we look forward to working with your staff to plan for the use of your facility as a vote center. Sincerely, Registrar of Voters Orange County, CA