HomeMy WebLinkAboutCounty of Orange - Registrar of Voters - 2021-01-07 City of Huntington Beach
t i
File #: 21-028 MEETING DATE: 1/19/2021
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 the Huntington Beach Civic Center, Huntington Beach Central
Library, and Murdy Community Center as Vote Centers for the March 9, 2021, Special
Municipal Election
Statement of Issue:
The County of Orange has called for a Special Municipal Election to be held on Tuesday, March 9,
2021, to fill a vacancy in the office of Second District Supervisor. California Senate Bill 450, aka the
California Voter's Choice Act enacted by the Orange County Board of Supervisors in February 2019,
authorizes the County to conduct all-mailed ballot elections if the jurisdiction can meet certain criteria.
The Orange County Registrar of Voters (ROV) has transitioned to this elections model, and is
seeking approval to use certain City facilities as Vote Centers for the March 9, 2021, Special
Municipal Election.
Financial Impact:
Not applicable.
Recommended Action:
Approve and authorize the City Manager to execute "Vote Center Entry Permit (License)
Agreements" with the County of Orange approved as to form by the City Attorney on the following
sites.-
A) Huntington Beach Civic Center, Meeting Room B-7, 2000 Main Street, Huntington Beach from
Thursday, February 25, 2021 through Wednesday, March 10, 2021 (11-day Vote Center); and,
B) Huntington Beach Central Library, Rooms C/D, 7111 Talbert Avenue, Huntington Beach from
Thursday, February 25, 2021 through Wednesday, March 10, 2021 (11-day Vote Center); and,
C) Murdy Community Center, Studio, 7000 Norma Drive, Huntington Beach from Thursday, March 4,
2021 through Wednesday, March 10, 2021 (4-day Vote Center).
City of Huntington Beach Page 1 of 2 Printed on 1/13/2021
powere237y Legistar'"^
File #: 21-028 MEETING DATE: 1/19/2021
D) Authorize the City Manager to execute future Vote Center Entry Permit (License) Agreements with
the County of Orange in a form approved by the City Attorney.
Alternative Action(s):
Deny the request and direct staff accordingly.
Analysis:
In March 2020, the County of Orange transitioned to an all-mailed ballot election system for the March 3, 2020,
Presidential Primary. This election system was again utilized to conduct the November 3, 2020, General Municipal
Election, and is expected to continue for future elections.
On January 7, 2021, the City received a formal request from the Orange County Registrar of Voters to execute Vote
Center Entry Permit(License)Agreements to operate Vote Centers at select City sites for a special election held on
March 9, 2021, to fill a vacancy in the office of Second District Supervisor.
The City Clerk and the Director of Community and Library Services have provided preliminary approval for use of the
requested sites, identified in the attached Vote Center Entry Permit(License)Agreements.
Environmental Status:
Not applicable.
Strategic Plan Goal:
Non-Applicable -Administrative Item
Attachment(s):
1. Vote Center Entry Permit (License)Agreement- Huntington Beach Civic Center, Meeting Room B-7, 2000 Main
Street, Huntington Beach
2. Vote Center Entry Permit (License)Agreement- Huntington Beach Central Library, Rooms C/D, 7111 Talbert
Avenue, Huntington Beach
3. Vote Center Entry Permit (License)Agreement- Murdy Community Center, Studio, 1900 Norma Drive,
Huntington Beach
City of Huntington Beach Page 2 of 2 Printed on 1/13/2021
powere23(p LegistarTI
ATTAC H M E N T # 1
Registrar of Voters
�. 1300 S Grand Ave.Building C
Santa Ana
VOTE CENTER ENTRY PERMIT (LICENSE)
THIS IS A LICENSE TO ENTER ('Permit") executed January 7. 2021 ('Effective Date"), by and
between CITY OF HUNTINrGTON BEACH. (hereinafter referred to as "Permitter") and the COUNTY
OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "Count}" or
"Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be
individually referred to as "Party'orjointly 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 February 19, 2021, and terminating on March 16, 2021 (`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
Thursday, February 25 8am —5pm r/a
Friday, February 26 8am— 5pm n/a
Saturday, February 27 7:30am — 6 m 8am— 5pm
Sunday, February 28 7:30am —6 m 8am —5pm
Monday, March 1 7:30am—6pm 8am — 5pm
Tuesdav, March 2 7:30am —6 m 8am — 5pm
Wednesday, March 3 7:30am—6 m 8am — 5pm
Thursday, March 4 7:30am —6 m 8am — 5pm
Fridav, March 5 7:30am—6 m 8am — 5pm
Saturday, March 6 7:30am —9 m 8am — Rpm
Sunday, March 7 7:30am — 9 rn 8am — 8pm
Monday, March 8 7:30am — 9 m 8am — 8pm
DL:3000 Main St.,Huntington Beach Page I of6
Vote Center Entry Permit(Go,smment Facility)
Registrar of Voters
Tuesday, March 9 6:30am — 10 m 7am —8pm
Wednesdav, March 10 8am - 5 m n/a
Vote Center Equipment Delivery and Pick-Up
Delivery Date Period: Friday, February 19 through Thursday, February 25
Pick-up Date Period: Thursday, March 1 I through Tuesday, March 16
Permitter shall provide County staff with the means necessary to access the Property no later than
Thursday, February 25, 2021. 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, February
12, 2021.
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.
2.3. 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.
2.3A. 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 Centu Entry Pamir(Gosemmcnt Facility)
Registt of Vomn
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.
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 February 22, 2021.
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 March 16, 2021.
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,
FIVAC 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,
intemet 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 suchjudgment 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 $1,000,000 per
occurrence, Workers Compensation with statutory limit and Employers' Liability with a 51,000,000
limit. Evidence of the County's self-insurance shall be provided upon request with Property Owner
named as an Indemnified Party.
6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit,
or where any provision hereof is validly asserted as a defense, the Parties shall bear their own
attomeys' fees, costs and expenses.
7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of
DI.:2000 Main$L.Hunlington reach Page 3 of 6
Vote Center Ent,Permit(Goremment Facility)
Registrar of Voters
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, Califomia, 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 Par-ties shall be addressed as follows:
COUNTY PERMITTER
County of Orange City of Huntington Beach
Registrar of Voters 2000 Main Street
Facilities Services Huntineton 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 Si.,Huntington Beach Page a of
Vole Censer Entry Pamir(Gov<mmem Facility)
Regim.of Vows
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 L 6-k-
Name Oliver Chi
eputy Title City Manager
Date: t L2 /1\
Date: 01/06/2021
COUNTY
COUNTY OF ORANGE
By
-
Neal Kelley,
Registrar of Votes
Per Resolution No. 20-091
and Minute Order dated July 14, 2020
Date: ?/
r
PAPDTOt E.GATES
CM ATTORNEY
CITY OF HUNTINGTON BEACH
DL'.2000 Main Si..Hantingion Beach Page E of6
Voie Center Entry Pemrii(GoKmmmnt F'acilirv)
Registrar of Vaters
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 County 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.
I 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.,Humingon Beach Pag 6 of 6
Vole Center Fntry Permii(Government Facility)
Repurar of Voters
VOTE CENTER FACILITY INFORMATION
qu March 9, 2021 2"d Supervisorial District Vacancy Election
Vote Center Name i Huntington Beach Civic Center City Huntington Beach
Thank you for partnering with the Registrar of Voters and serving as a Vote Center. To help ensure a smooth
Election, we ask that you please complete the required information below and return the completed form
by Friday, February 5, 2021 ,
Primary Contact Name: Robin Estanislau
Primary Contact Phone Number. 714-536-5405 Office;714-916-4360 Cell
Primary Contact Email: Robin.Estanislau@surfcity-hb.org
Emergency contact must be available d ring Vote Center opening and closing times.
Emergency Contact Name: Facilities Maintenance On-Call Staff
Emergency Contact Phone Number. 714-951-7395
Emergency Contact Email: Same as Primary
Will facility be open to the public
(other than for voting)? ❑ Yes ❑ No [I Unknown
Will our office be required to pick up
facilitykeys?
® Yes ❑ No
Key Contact Name: Robin Estanislau
Key Contact Phone Number. 714-536-5405
Will facility staff be onsite to open and
® Yes ❑ No
close voting room every day?
Opening/Closing Contact Name: Tejas Mandayam
Opening/Closing Contact Phone
Number. 714-960-8855 Office;714-721-5550 Cell
Will our Vote Center staff require
parkingpasses? El Yes ® No
Will your facility provide four(4)six Fxl-
foot tables and six (6)chairs? Yes ❑ No
Facility notes: Entrance doors will be programmed to allow entry at agreed-upon
hours. An entrance key will be provided to ROV Vote Center
Lead.
VCID AND ID
POD Placement Recommendation
Huntington Beach Civic Center
2000 Main St
Huntington Beach
VCID# HBEA-001
Thank you for partnering with us to host a Vote Center for the March 2nd Supervisorial Election
To help ensure a smooth process we want to review a few items as it pertains to equipment deliv-
ery
• 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
1j*i! r +ia►i .
...
f � Votr Ccntci
ATTAC H M E N T #2
Registrar of Voters
1300 S Grand Ave,Building C
�+ Santa Ana
VOTE CENTER ENTRY PERMIT (LICENSE)
THIS IS A LICENSE TO ENTER ("Permit') executed January 7, 2021 (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" orjointly 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 2000 Main St 7111 Talbert Ave,
Huntington Beach, CA ("Property") on February 19, 2021, and terminating on March 16. 2021
("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
Thursday, February 25 8am— 5pm n/a
Friday, February 26 8am —5pm n/a
Saturday, February 27 7:30am—6 m 8am — 5pm
Sunday, February 28 7:30am— 6 m 8am — 5 m
Monday, March 1 7:30am— 6 m 8am — 5prn
Tuesday, March 2 7:30am— 6 m 8am — 5pm
Wednesday, March 3 7:30am —6 m 8am — 5pm
Thursday, March 4 7:30am—6 m 8am — 5pm
Friday. March 5 7:30am — 6 m 8am — 5pm
Saturday, March 6 7:30am — 9 m 8am — 8pm
Sunday, March 7 7:30am —9 m 8am — 8pm
DL:7111 Talkrr Ave„Huntington Beach Page I of 6
Vote Center Emry Permit(Gavemmem Facility)
Registrar of Voters
Monday, March 8 7:30am —9 m 8am — 8pm
Tuesday, March 9 6:30am — 10 m 7am — 8pm
Wednesday, March 10 Ram — 5pm n/a
Vote Center Equipment Delivery and Pick-Up
Delivery Date Period: Friday, February 19 through Thursday. February 25
Pick-up Date Period: Thursday, March I 1 through Tuesdav, March 16
Permitter shall provide County staff with the means necessary to access the Property no later than
Thursday, February 25, 2021. 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, February
12, 2021.
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.
2.3. 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.).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:7111 Talben Ave..Harrington leach Page 3 of 6
Vote Center[Entry Permit(Government Facility)
Hegislmr of Voters
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.
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 February 22, 2021.
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 March 16, 2021.
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. A'17ORNIEYS' 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
DLt 7111 Talbcn Air..Hunrington Bcach Pagc 3 of 6
Vote Center Entry Pmnii(Governmcni Facility)
Regmtrn of Voters
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.
S. 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 Age.,Huntington Beach Page 4 of6
Vote Center Entry Permit(Government Facility)
Regisma 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 o untington Beach
Orange County; California �
B�
B Name Oliver Chi
eputy Title City Manager
Date: ILa ` a �
Date: 0 I/06/202 I
COUNTY
COUNTY OF ORANGE
By
Neal Kelley.
Registrar of Voters
Per Resolution N . 20-091
and Minute Order dated July 14, 2020
Date: ZAZ- -
APP CO) AST `Gkf+.
By.
-�� C RL R. GA S
CITY ArrottNey
CITY OF HUNnNaMN OPPrp
El.:71l I'I'albc Ave.,Huntington Beach Page 5of6
Vote Center Entry Permit(Government Facility)
Registrar of Voters
ENTRY PERMIT (LICENSE)
Attachment 1
Pursuant to Section 2.2 of this Permit. Permitter shall
I. Provide four (4) six-foot tables and six (6) chairs. If Permitter is unable to provide this equipment, it shall
notifv the County 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.
I 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:71 11 Talbert Avc..Huntington Bench Page 6 of 6
Vote Centcr Entry Pennil(Government Facilily)
Registrar of Voters
VOTE CENTER FACILITY INFORMATION y
March 9, 2021 2"d Supervisorial District Vacancy Election
Vote Center Name - n Beach Central Library City Huntington Beach
I
Thank you for partnering with the Registrar of Voters and serving as a Vote Center. To help ensure a smooth
Election, we ask that you please complete the required information below and return the completed form
by Friday, February 5, 2021 .
Primary Contact Name: Steven Park
Primary Contact Phone Number. (562) 964-3416
Primary Contact Email: steven.park@surfcity-hb.org
Emergency contact must be available d ring Vote Center opening and closing times.
Emergency Contact Name: Richard Crosthwaite
Emergency Contact Phone Number. (714)765-9441
Emergency Contact Email: richard.crosthwaite@surfcity-hb.org
Will facility be open to the public
(other than for voting)?
X Yes ❑ No El Unknown
Will our office be required to pick up p Yes
facilitykeys? X No
Key Contact Name:
Key Contact Phone Number.
Will facility staff be onsite to open and X Yes ❑ No
close voting room every day?
Opening/Closing Contact Name: Richard Crosthwaite
Opening/Closing Contact Phone
(714)765-9441
Number.
Will our Vote Center staff require ❑ Yes
parkingpasses? X No
Will your facility provide four(4)six- X Yes ❑ No
foot tables and six(6)chairs?
Padlity notes:
VCID AND 0
POD Placement Recommendation
Huntington Beach Central Library
7111 Talbert Ave
Huntington Beach
VCID# HBEA— 002
Thank you for partnering with us to host a Vote Center for the March 2nd Supervisonal Election.
To help ensure a smooth process we want to review a few items as it pertains to equipment deliv-
ery.
• 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 ❑ 1
� r
top
vote Center
7
a �
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 Goldenweat. Voters using the drive-thru option will
continue towards the parking closest to the Sports Complex All voters will exit towards Goldenweat.
Please acknowledge placement by initialing Confirm Placement S C
Arrows:
Yellow = entering vehicle paths from both Talbert and
Goldenwest
Red = vehicles in line for drive thru polling
Green = exit path for vehicles after pilling
Box: •
Purple (whvhde 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
M
diredions
Circle: r
Small Yellow- Sign directing exiting vehicles to the right
_J
4
:v
n'vlln?irQ�
1 �
7
I
tilaalt� •
' Huntington Beach Central Library
Drive-Thru Drop Off
Larger View of drive-thru
of
r
' r
ATTACHMENT #3
Regu(mr of Voters
1300 S Graml Aw.Building C
Santa Ana
VOTE CENTER ENTRY PERMIT (LICENSE)
THIS IS A LICENSE TO ENTER ("Permit") executed January 7, 2021 ("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 Dr, Huntington Beach, CA
("Property")on February 26, 2021, and terminating on March 16,2021 ("Term'J.
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 he 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
Thursday, March 4 8am- 5 m n/a
Friday, March 5 8am- 5 m Na
Saturday, March 6 7:30am -9 m 8am - 8pm
Sunday, March 7 1 7:30am-9pm I gain -8pm
Monday, March 8 7:30am-9pm 8am -8pm
Tuesday, March 9 6:30am- I Opm lam-8pm
Wednesday, March 10 Sam - 5 m n/a
DI. 7000 Nona Dt,f!u+myim R ach NO 1 ora
VW,Cana Em,Veran(fn.<m qm iau.ny!
Repwnw of Vasa
Vote Center Equipment Delivery and Pick-Up
Delivery Date Period: Friday, February 26 through Thursday, March 4
Pick-tip Date Period: Thursday, March I I through Tuesday. March 16
Permitter shall provide County staff with the means necessary to access the Property no later than
Thursday, March 4, 2021. If Permitter is unable or unwilling to provide Count)' 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, February
19, 2021.
II PROPERTY EQUIPMENT AND SUPPLIES. The Permitter acknowledges and agrees that it will
supply the County with the equipment and supplies listed in Attachment 1.
2.3. PERN117TER 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 Properm
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 V13M 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.
2.4. EQUIPMENT DELIVERY DATES. The Permitter shall coordinate with the County designated
DL:7000 Norma Dr..Numinymn acuch Page S of e
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equipment delivery company to establish a mutually agreed upon date and time for portable
storage container delivery for delivery no later than March 1, 2021.
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 ,March 16, 2021.
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 heatingon 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 detcnse of any lawsuit arising therefrom. In the event Permitter is named as co-
defendant, County shall notify Permitterofsuch 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,thcirofficers,agents, or employees,an apportionment of liability to pay such judgment shall
be made by a court of competent jurisdiction. Neither Patty 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. ATFORNIEYS' FEES: In any action or proceeding to enforce or interpret any provision ofthis 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. i
UL:7000 donna Uc,tlunnagiar:leach Pale 3 of 6
Vac Center Dar)Penno IGo•crmnm Facihiy)
R,wrar.1 vw.,
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.Golde a rov.ocgov.com
--Signatures Follow--
DL:7000 Name Di..Hwningiw.Ik;.h 4 of 6
Vac Cana Duy Pcrnm(G.ra,nn mFxilin)
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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 of Huntington Reach
Orange County, California
Name Oliver Chi
uty Title City Manager
Date: I /al l &I
Date: Ol/06/2021
COUNTY
COUNTY OF ORANGE
By
Neal Kelley,
Registrar of Vot
Per Resolution . 20-091
and Minute Order dated July 14,2020
Date:
AS 1
p FORM
ay:�r-'-Offbqkl£ GATES
CITY ATTORNEY
CITY or HuKnNGTnN MACH
DE. 7000'4 .Ih.Munugion BncY N'S d e
VMe COO.Eery Pmmn f.day)
Repulr of Vam
ENTRY PERM IT (LICENSE.)
Attachment I
Pursuant to Section 2.2 of this Permit, Permitter shall
I. Provide four (4) six-foot tables and six (6) chairs. If Permitter is unable to provide this equipment, it shall
notify the County 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.
I 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.
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i
DL:7000 N.,.Dr.,Huwm,tm Hczch P.,6or6
Vac Ca Hwy Nm,w ICa.crnimm raility)
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POD Placement Recommendation
Murdy Community Center
7000 Norma Drive
Huntington Beach
VCID# HBEA-003
Thank you for partnering with us to host a Vote Center for the March 2nd Supervisonal Election
To help ensure a smooth process we want to review a few items as it pertains to equipment deliv-
ery
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 El
Norma Dr Norma Dr Norma
r. ..
All
Vote Center, �
►1
VOTE CENTER FACILITY INFORMATION '. -
March 9, 2021 2nd Supervisorial District Vacancy Election
Vote Center Name Murdy Community Center City Huntington Beach
Thank you*or partnering with the Registrar of Voters and serving as a Vote Center.To help ensure a smooth
Election, we ask that you please complete the required information below and return the completed form
by Friday, February 5,2021.
Primary Contact Name: [
Primary Contact Phone Number. —t I c 1 C) (C C I CI S`
Primary Contact Email: ICC ICI j}—t 1, Sl ''r (11 tI — 145 C/(I
Emergency contact must be available d ring Vote Center ;;ing and closing times.
Emergency Contact Name: K(1 ( + 1 C l_
Emergency Contact Phone Number. —1I t- LA �(S
KC,
Emergency Contact Email: I (.I -r7-X' (. c Sl ( tit 1 — 449. UYt
Will facility be open to the public ❑ Yes ❑ No Unknown
(other than for voting)?
Will our office be required to pick up ❑ Yes No
facility keys?
Key Contact Name:
Key Contact Phone Number: YV
Will facility staff be onsite to open and Yes ❑ No
dose voting room eve ?
Operring/Closing Contact Name: + x.L t ' ' T �fry C,
Opening/Closing Contact Phone
'1 i Cl CA cc(' Q'Yct
Number.
Will our Vote Center staff require
parking passes? ❑ Yes No
Will your facility provide four(4)six- xy Yes ❑ No
foot tables and six(6)chairs? �l
Facility notes:
NEAL KELLEY
Registrar of Voters
0 y 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
February 22, 2021
Robin Estanislau
City Clerk
City of Huntington Beach
2000 Main Street, 2nd Floor
Huntington Beach, CA 92648
Dear Robin,
Enclosed please find copies of the executed Vote Center Agreements for use of your
facilities for the 2nd Supervisorial District Vacancy Election.
If you have any questions, please call me at (714) 567-5039 or Adele Tagaloa at (714)
567-7576.
Thank you for your continued support.
Sin rely,
I Ida o
E ection Services Manager
City of Huntington Beach
- 2000 Main Street ♦ Huntington Beach, CA 92648
(714) 536-5227 ♦ www.huntingtonbeachca.gov
FB "'190g p Office of the City Clerk
Robin Estanislau, City Clerk
January 21, 2021
County of Orange
Registrar of Voters
Facilities Services
Attn: Kimberly Golden, Administrative Manager
1300 South Grand Avenue
Building C
Santa Ana, 92705
Dear Ms. Golden:
Enclosed are partially executed originals of the "Vote Center Entry Permit (License)
Agreements with the County of Orange for the Use of the Huntington Beach Civic
Center, Huntington Beach Central Library and Murdy Community Center as Vote
Centers for the March 9, 2021 Special Municipal Election" approved by the Huntington
Beach City Council on January 19, 2021.
Upon complete execution, please return copies of the fully executed agreements to us.
Please mail the Agreements to:
Robin Estanislau
City Clerk
2000 Main Street, 2"d Floor
Huntington Beach CA 92648
Your attention to this matter is greatly appreciated. _
Sincerely,
`&
Robin Estanislau, CMC
City Clerk
RE:ds
Enclosures
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