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Transmittal - 7/4/2021 CITY COUNCIL TRANSMITTAL ________________________________________________________________________ TO: Salt Lake City Council DATE: April 19, 2021 Council Chair Fowler FROM: Lauren Shafer, Deputy City Recorder – Elections Specialist Cindy Lou Trishman, City Recorder SUBJECT: REVISED: 2021 Municipal Election Resolution and Interlocal Agreement with the inclusion of the District Two Midterm Election Option STAFF CONTACT: Cindy Lou Trishman, City Recorder 801-535-6223 Lauren Shafer, Deputy City Recorder Elections Coordinator 801-535-6221 DOCUMENT TYPE: Resolution, and Interlocal Cooperation Agreement. RECOMMENDATION: Request the City Council adopt the proposed Resolution authorizing the approval of an Interlocal Agreement between Salt Lake City Corporation and Salt Lake County for the County to provide Vote-by-Mail election services for the 2021 Municipal Election as outlined and attached. The County has requested adoption by April 30, 2021. BUDGET IMPACT: Salt Lake County’s good faith estimate for the 2021 Municipal Election is $145,642. The estimate is based on variables including the offices scheduled for election, number of registered voters, jurisdictions participating, and any direct costs incurred. The City will be invoiced for its pro-rated share of the actual costs of the elections, which will not exceed the estimate. BACKGROUND/DISCUSSION: Salt Lake County intends to run a predominantly Vote-by-Mail election with the possibility of consolidated polls throughout the City at the discretion of the County. If determined to use Ranked Choice Voting, Salt Lake County’s software has a limitation of 10 rankings per race. There is no limitation on how many candidates are in any given race, but only 10 rankings can be made. The limitation is due to the width of the ballot and the timing marks required for the border of the ballot for scanning and tabulation. Assumptions for providing the 2021 estimate of $145,642 consist of: •Active voters (as of 3/8/2021): 70,027 •Possible Ranked Choice Voting (RCV) Primary Election •Possible RCV General Election for Council Districts 1, 2, 3, 5 and 7 and a possible ballot proposition PUBLIC PROCESS: None. EXHIBITS: 1) Resolution 2)Interlocal Cooperation Agreement County Contract No._________________ D.A. No. _________________ 1 INTERLOCAL COOPERATION AGREEMENT between SALT LAKE CITY CORPORATION and SALT LAKE COUNTY on behalf of the COUNTY CLERK’S ELECTION’S DIVISION FOR MUNICIPAL ELECTION THIS AGREEMENT is made and entered into the ____ day of _______________, 2021, by and between SALT LAKE COUNTY (the “County”), a body corporate and politic of the State of Utah, on behalf of the Salt Lake County Clerk’s Office, Elections Division; and SALT LAKE CITY CORPORATION (the “City”) a municipal corporation created under the laws of the State of Utah. RECITALS: WHEREAS, the County desires to provide the services of its clerk’s office, elections division, to the City for the purpose of assisting the City in conducting the City’s 2021 primary and general municipal elections; and WHEREAS, the City desires to engage the County for such services; and WHEREAS, the parties are public agencies and are therefore authorized by the Utah Interlocal Cooperation Act, UTAH CODE ANN. §§ 11-13-101 to -608 (2018), to enter into agreements to cooperate with each other in a manner which will enable them to make the most efficient use of their resources and powers. AGREEMENT: NOW THEREFORE, in exchange for valuable consideration, including the mutual covenants contained in this Agreement, the parties covenant and agree as follows: 2 1. Term. The County shall provide election services described below to the City commencing on the date this Agreement is executed and terminating on December 31, 2021. Either party may cancel this Agreement upon thirty (30) days written notice to the other party. Upon such cancellation, each party shall retain ownership of any property it owned prior to the date of this Agreement, and the City shall own any property it created or acquired pursuant to this Agreement. 2. Scope of Work. The services to be provided by the County shall be as set forth in the Scope of Work, attached hereto and incorporated by reference as Exhibit “A.” Generally, the County shall perform the listed election functions as set forth in Exhibit “A” and as needed to ensure implementation of the City’s 2021 primary and general municipal elections. 3. Legal Requirements. a. The County and the City understand and agree that the 2021 City primary and general municipal elections are the City’s elections. The City shall be responsible for compliance with all legal requirements for these elections. The City agrees to translate ballot issues, if any, into Spanish. The County will provide the remaining Spanish translations for the ballot and other election materials as required by law. The County agrees to work with the City in complying with all legal requirements for the conduct of these elections and conduct these elections pursuant to the direction of the City, except as provided in this Agreement and Exhibit “A.” The County agrees to disclose and maintain election results through its website merely as a courtesy and convenience to the City. The City, and not the County, is responsible to resolve any and all election 3 questions, problems, and legal issues that are within the City’s statutory authority. b. The County and the City understand and agree that if the County offers services or resources to conduct an instant runoff voting election, or rank choice voting, as described in sections 20A-4-603 and -604, UTAH CODE ANN. (2018), the County will provide the estimated cost of administering such an election. c. In accordance with 20A-4-602(3)(a), the City shall provide the Lt. Governor and the County notice of its intent to use Rank Choice Voting as its selected method of voting, no later than April 15, 2021. 4. Cost. In consideration of the services performed under this Agreement, the City shall be obligated to pay the County. If the City selects a traditional vote election, the City shall pay an amount not to exceed the estimate attached hereto and incorporated by reference as Exhibit “B,” If the City selects an instant runoff voting election/rank choice voting election, an estimate of such services shall be provided attached hereto and incorporated by reference as Exhibit “B.” The County shall provide a written invoice to the City at the conclusion of the elections, and the City shall pay the County within thirty days of receiving the invoice. The invoice shall contain a summary of the costs of the election and shall provide the formula for allocating the costs among the issues and jurisdictions participating in the elections. In the case of a vote recount, election system audit, election contest, or similar event arising out of the City’s election, the City shall pay the County’s actual costs of responding to such events, based on a written invoice provided by the County. The invoice amount for these additional services may cause the total cost to the City to exceed the estimate 4 given to the City by the County. For such consideration, the County shall furnish all materials, labor and equipment to complete the requirements and conditions of this Agreement. 5. Governmental Immunity. The City and the County are governmental entities and subject to the Governmental Immunity Act of Utah, UTAH CODE ANN. §§ 63G-7-101 to –904 (2018) (the “Governmental Immunity Act”). Nothing in this Agreement shall be deemed a waiver of any rights, statutory limitations on liability, or defenses applicable to the City or the County under the Governmental Immunity Act or common law. Each party shall retain liability and responsibility for the acts and omissions of their representative officers. In no event shall this Agreement be construed to establish a partnership, joint venture or other similar relationship between the parties and nothing contained herein shall authorize either party to act as an agent for the other. Each of the parties hereto assumes full responsibility for the negligent operations, acts and omissions of its own employees, agents and contractors. It is not the intent of the parties to incur by this Agreement any liability for the negligent operations, acts, or omissions of the other party or its agents, employees, or contractors. 6. No Obligations to Third Parties. The parties agree that the County’s obligations under this Agreement are solely to the City. This Agreement shall not confer any rights to third parties. 7. Indemnification. Subject to the provisions of the Act, the City agrees to indemnify and hold harmless the County, its agents, officers and employees from and against any and all actions, claims, lawsuits, proceedings, liability, damages, losses and expenses (including attorney’s fees and costs), arising out of or resulting from the 5 performance of this Agreement to the extent the same are caused by any negligent or wrongful act, error or omission of the City, its officers, agents and employees and including but not limited to claims that the County violated any state or federal law in the provision of election services under this Agreement. 8. Election Records. The City shall maintain and keep control of all records created pursuant to this Agreement and from the elections relevant to this Agreement. The City shall respond to all public record requests related to this Agreement and the underlying elections and shall retain all election records consistent with the Government Records Access and Management Act, UTAH CODE ANN. §§ 63G-2-101 to -901 (2018), and all other relevant local, state and federal laws. 9. Service Cancellation. If this Agreement is canceled by the City as provided above, the City shall pay the County on the basis of the actual services performed according to the terms of this Agreement. Upon cancellation of this Agreement by either party, the County shall submit to the City an itemized statement for services rendered under this Agreement up to the time of cancellation and based upon the dollar amounts for materials, equipment and services set forth herein. 10. Legal Compliance. The County, as part of the consideration herein, shall comply with all applicable federal, state and county laws governing elections. 11. Agency. No agent, employee or servant of the City or the County is or shall be deemed to be an employee, agent or servant of the other party. None of the benefits provided by either party to its employees including, but not limited to, workers’ compensation insurance, health insurance and unemployment insurance, are available to the employees, agents, or servants of the other party. The City and the County shall 6 each be solely and entirely responsible for its own acts and for the acts of its own agents, employees and servants during the performance of this Agreement. 12. Force Majeure. Neither party shall be liable for any excess costs if the failure to perform arises from causes beyond the control and without the fault or negligence of that party, e.g., acts of God, fires, floods, strikes or unusually severe weather. If such condition continues for a period in excess of 60 days, the City or the County shall have the right to terminate this Agreement without liability or penalty effective upon written notice to the other party. 13. Notices. Any notice or other communication required or permitted to be given under this Agreement shall be deemed sufficient if given by a written communication and shall be deemed to have been received upon personal delivery, actual receipt, or within three (3) days after such notice is deposited in the United States mail, postage prepaid, and certified and addressed to the parties as set forth below: Salt Lake County Salt Lake County Mayor 2001 South State Street, N2-100 Salt Lake City, Utah 84190 and Michelle Blue Fiscal Manager Salt Lake County Clerk's Office 2001 South State, Suite S1-200 Salt Lake City, Utah 84190-1050 email: mblue@slco.org City __________________________ __________________________ __________________________ __________________________ __________________________ email: _____________________ 7 14. Required Insurance Policies. Both parties to this Agreement shall maintain insurance or self-insurance coverage sufficient to meet their obligations hereunder and consistent with applicable law. 15. Independent Contractor. Because the County is consolidating election functions in order to conduct multiple, simultaneous elections on August 10, 2021, and on November 2, 2021, certain decisions by the County referenced in Exhibit “A” may not be subject to review by the City. It is therefore understood by the parties that the County will act as an independent contractor with regard to its decisions regarding resources, procedures and policies based upon providing the same scope and level of service to all participating jurisdictions made for the benefit of the whole as set forth in Exhibit “A.” 16. No Officer or Employee Interest. It is understood and agreed that no officer or employee of the County has or shall have any pecuniary interest, direct or indirect, in this Agreement or the proceeds resulting from the performance of this Agreement. No officer or employee of the City or any member of their families shall serve on any County board or committee or hold any such position which either by rule, practice or action nominates, recommends or supervises the City’s operations or authorizes funding or payments to the City with respect to this Agreement. 17. Ethical Standards. The City represents that it has not: (a) provided an illegal gift to any County officer or employee, or former County officer or employee, or to any relative or business entity of a County officer or employee, or relative or business entity of a former County officer or employee; (b) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, other than bona fide employees of bona fide commercial agencies established for the purpose of securing business; (c) breached any of the 8 ethical standards set forth in State statute or section 2.07, Salt Lake County Code of Ordinances; or (d) knowingly influenced, and hereby promises that it will not knowingly influence, any County officer or employee or former County officer or employee to breach any of the ethical standards set forth in State statute or Salt Lake County ordinance. 18. Interlocal Agreement. In satisfaction of the requirements of the Utah Interlocal Cooperation Act, UTAH CODE ANN. §§ 11-13-101 to -608 (2018), (the “Interlocal Act”), in connection with this Agreement, the City and the County agree as follows: a. This Agreement shall be approved by each party, pursuant to section 11-13-202.5 of the Interlocal Act; b. This Agreement shall be reviewed as to proper form and compliance with applicable law by a duly authorized attorney on behalf of each party, pursuant to Section 11-13-202.5 of the Interlocal Act; c. A duly executed original counterpart of this Agreement shall be filed with the keeper of records of each party, pursuant to section 11-13-209 of the Interlocal Act; d. Except as otherwise specifically provided herein, each party shall be responsible for its own costs of any action performed pursuant to this Agreement, and for any financing of such costs; and e. No separate legal entity is created by the terms of this Agreement. No real or personal property shall be acquired jointly by the parties as a result of this Agreement. To the extent that a party acquires, holds or disposes of any real or personal property for use in the joint or cooperative undertaking contemplated 9 by this Agreement, such party shall do so in the same manner that it deals with other property of such party. To the extent that this Agreement requires administration other than as set forth herein, it will be administered by a joint board of the County Clerk and the City Recorder, or their designees. f. County and City Representatives. i. The County designates the County Clerk as the County’s representative to assist in the administrative management of this Agreement and to coordinate performance of the services under this Agreement. ii. The City designates the City’s City Recorder as the City’s representative in its performance of this Agreement. The City’s Representative shall have the responsibility of working with the County to coordinate the performance of its obligations under this Agreement. g. Either party may withdraw from the joint or cooperative undertaking described in this Agreement only upon the termination of this Agreement. h. Voting by the respective County Clerk and City Recorder will be based on one vote per party. i. The functions to be performed by the joint or cooperative undertaking are those described in this Agreement. j. The powers of the joint board are those described in this Agreement. 19. Counterparts. This Agreement may be executed in counterparts by the City and the County. 10 20. Governing Law. This Agreement shall be governed by the laws of the State of Utah both as to interpretation and performance. All actions including but not limited to court proceedings, administrative proceedings, arbitration and mediation proceedings, shall be commenced, maintained, adjudicated and resolved within Salt Lake County. 21. Integration. This Agreement embodies the entire agreement between the parties relating to the subject matter of this Agreement and shall not be altered except in writing signed by both parties. 11 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year first above written. SALT LAKE COUNTY: __________________________________ Mayor or Designee Date: ______________________________ Recommended for Approval: _________________________________ Sherrie Swensen Salt Lake County Clerk Approved as to Form: _________________________________ By: ______________________________ Deputy District Attorney Date: ____________________________ SALT LAKE CITY CORPORATION: By:________________________________ Title: ______________________________ Date: ______________________________ Exhibit “A” 2021 Municipal Elections Scope of Work Traditional Voting The City agrees to the consolidation of all election administrative functions to ensure the successful conduct of multiple, simultaneous municipal, local district elections and county elections and the County agrees to conduct vote by mail/consolidated polls elections for the City. In a consolidated election, decisions made by the County regarding resources, procedures and policies are based upon providing the same scope and level of service to all the participating jurisdictions and the City recognizes that such decisions, made for the benefit of the whole, may not be subject to review by the City. Services the County will perform for the City include, but are not limited to: • Ballot layout and design • Ballot ordering and printing • Machine programming and testing • Delivery of supplies and equipment • Provision of all supplies • Election vote center/early vote locations • Vote by Mail administration • Updating state and county websites • Tabulating, reporting, auditing and preparing canvassing election results • Conducting recounts as needed • All notices and mailings required by law (except those required by Utah Code Ann. Ch. 11-14, Part 2 and § 20A-9-203) • Direct payment of all costs associated with the elections to include vote center workers, training, polling places, rovers. The City will provide the County Clerk with information, decisions, and resolutions and will take appropriate actions required for the conduct of the elections in a timely manner. The County will provide a good faith estimate for budgeting purposes (Exhibit “B”). Election costs are variable and are based upon the offices scheduled for election, the number of voters, the number of jurisdictions participating as well as any direct costs incurred. The City will be invoiced for its pro-rata share of the actual costs of the elections which will not exceed the estimate in Exhibit B. In the event of a state or county special election being held in conjunction with a municipal election, the scope of services and associated costs, and the method of calculating those costs, will remain unchanged. Rank Choice Voting The City agrees to the consolidation of all election administrative functions to ensure the successful conduct of multiple, simultaneous municipal, local district elections and county elections and the County agrees to conduct vote by mail/consolidated polls elections for the City. The City agrees and understands that choosing to hold Rank Choice Voting will eliminate the need for a primary election. The City agrees and understands that the County can perform Rank Choice Voting for races that rank up to 10 candidates. The County is unable to rank more than 10 candidates in any given race. In a consolidated election, decisions made by the County regarding resources, procedures and policies are based upon providing the same scope and level of service to all the participating jurisdictions and the City recognizes that such decisions, made for the benefit of the whole, may not be subject to review by the City. Services the County will perform for the City include, but are not limited to: • Ballot layout and design • Ballot ordering and printing • Machine programming and testing • Delivery of supplies and equipment • Provision of all supplies • Election vote center/early vote locations • Vote by Mail administration • Updating state and county websites • Tabulating, reporting, auditing, and preparing canvassing election results • Conducting recounts as needed • All notices and mailings required by law (except those required by Utah Code Ann. Ch. 11-14, Part 2 and § 20A-9-203) • Direct payment of all costs associated with the elections to include vote center workers, training, polling places, rovers. The City will provide the County Clerk with information, decisions, and resolutions and will take appropriate actions required for the conduct of the elections in a timely manner. The City will provide all voter education outreach related to Rank Choice Voting. The County will provide a good faith estimate for budgeting purposes (Exhibit “B”). Election costs are variable and are based upon the offices scheduled for election, the number of voters, the number of jurisdictions participating as well as any direct costs incurred. The City will be invoiced for its pro-rata share of the actual costs of the elections which will not exceed the estimate in Exhibit B. In the event of a state or county special election being held in conjunction with a municipal election, the scope of services and associated costs, and the method of calculating those costs, will remain unchanged. Exhibit “B” 2021 Election Costs Salt Lake City Below is the good faith estimate for the upcoming 2021 Municipal Election for Salt Lake City. Assumptions for providing this estimate consist of the following: A. Active voters (as of 3/8/2021): 70,027 B. Election for the offices below: Salt Lake City may select either a traditional vote election, or an instant runoff vote election (rank choice voting). If the City selects a traditional vote election, the City will be billed for actual costs, which will not exceed this estimate. Traditional Voting Election NTE Cost: $134,923 If the City selects an instant runoff voting election/rank choice voting election, the City will be billed for actual costs, which are estimated below. Rank Choice Voting Election Estimated Cost for both Primary & General: $135,642* Rank Choice Voting Election Estimated Cost for General Election Only: $81,673* *Annual licensing fees of $10,000 will be shared by all municipalities that select Rank Choice Voting (RCV). If your jurisdiction alone were to select this option, you would solely bear all licensing costs associated with RCV, in addition to the estimated costs above. 2021 Offices Council District 1 Council District 2 Council District 3 Council District 5 Council District 7 RESOLUTION ________ OF 2021 Authorizing approval of an Interlocal Cooperative Agreement between Salt Lake City Corporation and Salt Lake County regarding the County provided Election Assistance Services for the City. WHEREAS, Title 11, Chapter 13, Utah Code allows public entities to enter into cooperative agreement to provide joint undertakings and services; and WHEREAS, the attached agreement has been prepared to accomplish said purposes; THEREFORE, BE IT RESOLVED, by the City Council of Salt Lake City, Utah as follows: 1. It does hereby approve the execution and delivery of the following: AN INTERLOCAL COOPERATION AGREEMENT BETWEEN SALT LAKE CITY CORPORATION AND SALT LAKE COUNTY, ON BEHALF OF THE COUNTY CLERK ELECTION DIVISION, EFFECTIVE ON THE DATE IT IS SIGNED BY ALL PARTIES, REGARDING THE COUNTY PROVIDING ELECTION ASSISTANCE SERVICES TO THE CITY. 2. Erin Mendenhall, Mayor of Salt Lake City, Utah or her designee is hereby authorized to approve, execute, and deliver said agreement on behalf of Salt Lake City Corporation, in substantially the same form as now before the City Council and attached hereto, subject to such minor changes that do not materially affect the rights and obligations of the City there under and as shall be approved by the Mayor, her execution thereof to constitute conclusive evidence of such approval. PASSED by the City Council of Salt Lake City this day of , 2021. SALT LAKE CITY COUNCIL CHAIRPERSON ATTEST: CITY RECORDER APPROVED AS TO FORM: Salt Lake City Attorney’s Office 23-Mar-21 1 MEMORANDUM TO CITY LEADERSHIP ______________________________________________________________________________ TO: Salt Lake City Leadership DATE: March 23, 2021 Mayor Mendenhall and City Council Chair Amy Fowler FROM: Lauren Shafer, Deputy City Recorder SUBJECT: UPDATE: Ranked Choice Voting and Participation in the Municipal Alternative Voting Method Pilot Program * Ranked Choice Voting (RCV) and the “pilot program” are used interchangeably in this memo; however, RCV is the method of voting which falls under the pilot program. IMPORTANT DATES: • By April 29, 2021: Provide notice to overseas and military voters under the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) if a Primary election will be held. • By April 30, 2021: Publish election notice that identifies: (i) the municipal offices to be voted on in the municipal general election; and the (ii) dates for filing a declaration of candidacy for the offices identified. o Due to Newspaper deadlines and the current calendar year, the publication would need to be provided to the Salt Lake Tribune by Thursday April 22 (3 pm) or to the Deseret News by Tuesday, April 27 (4 pm). • By May 9, 2021: Provide notice to Lt. Governor & County Clerk by resolution indicating intention to participate in the Pilot Program and assurance the municipality has the resources and capability to participate. o Considering the Council meeting schedule, the resolution consideration date (provided the publishing and notification information provided above) is suggested for April 20 at the Formal meeting. • Tuesday, November 2, 2021: Municipal General Election. o Primary election is optional in the Pilot Program BACKGROUND: In February 2021, the Council was briefed on the potential of conducting the 2021 Municipal election as part of the Municipal Alternative Voting Pilot Program otherwise known as Ranked Choice Voting. This memorandum is for the follow-up briefing addressing the impact of state legislation and upcoming deadlines. At the initial briefing two videos were discussed – please click on these links to view the video contents: • Post It Note Video • City of Vineyard Ranked Choice Voting Video (created by the Lieutenant Governor’s Office) The purpose of the memo is to outline components of the Municipal Election timing impacted by the determination to participate in the Pilot Program. The determination to participate is crucial to the Recorder’s office providing clear timelines and community outreach efforts. Providing an informal response to this question, allows the Recorder’s office to return with the Interlocal Agreement outlining costs, to prepare a draft resolution to notify the office of the Lt. Governor and the County Clerk formally of the determination, and to begin outreach material creation and strategy. Upon the determination of the election method, the timeline to declare candidacy is defined. Currently individuals are opening campaign finance committees but do not declare candidacy officially until the election method is determined. BUDGET: The Recorder’s Office received a draft Interlocal Agreement from Salt Lake County Elections with the following costs: • $119,108 – Traditional Voting Method with a Primary and General Election • $120,218 – Ranked Choice Voting Method with a Primary and General Election* • $72,387 – Ranked Choice Voting Method without a Primary * *Ranked Choice Voting methods may go over the estimate based the participation of other municipalities, not exceeding $10,000. Prior to receiving the estimates from the County, the Recorder’s office had requested $275,000 in the budget proposed to the Mayor. If opting into the Pilot Program, the determination to hold a Primary Election involves various considerations including: • Voters and Candidates expectations of a Primary Election • Potentially fewer candidates to rank on the November General Election ballot • Voters may experience Ranked Choice Voting prior to the General Election • Holding a Primary Elections contributes to overall costs, limiting educational outreach funds • Timing to educate voters about Ranked Choice Voting is decreased • Potential candidates would be afforded additional time to collect signatures (if desired) prior to the Declaration of Candidacy period • Impact of the timing on the COVID-19 vaccination efforts, potential in-person voting and campaigning efforts COMMUNITY OUTREACH: If selected as the chosen method, the Ranked Choice Voting method will require additional community outreach to ensure voters have been provided the opportunity to practice and understand how Ranked Choice Voting works. Voter education plays a large role in elections and it has been noted that candidates are the initial educator in their conversations with the public. Building upon the 2015 Vote by Mail campaign efforts, outlined below are some of the anticipated community outreach efforts through funding joined with the State or from fiscal savings if the Primary election is not held. Stages of Preparation (all being evaluated for multiple languages and alternative communication methods) • Candidates o Use of informational material within the Candidate Guide o Listed in the Candidate Guide, scheduled open conversation/practice opportunities conducted by the Recorder’s office • Promotional Asset Development used and distributed through: o Social Media Campaign efforts o Website – multiple locations throughout the City o Ranked Choice Voting Instructional video development o Citywide Mailing (postcards) o Newspaper publishing notices o Outside organization distribution (including recognized community organizations, religious groups, community & senior centers, individual schools and districts, libraries, large employers, business associations o Pins, banners, promotional materials o Multiple press released, interviews, email updates o Paid promotional spots on radio, social media and digital advertising • SLCTV/Media Services Outreach in multiple languages o Capitol City News segments o Ask Me Anything (AMA) Events The Lieutenant Governor’s Office has roughly $200,000 available for outreach and public education on Ranked Choice Voting. However, until it is known how many cities will opt into the Pilot Program, the funding and education cannot be outlined. As of March 22, 2021, cities opting into the Pilot Program include: Draper, Lehi, Payson, Riverton, Springville, Vineyard, and Heber City. 23-Mar-21 4 TIMELINE OVERVIEW: Election Calendar Task Due dates if current voting method is selected OR Ranked Choice Voting with a Primary is selected Number of Calendar Days from date of the Memo: March 23 Adjusted Date if RCV is selected (without a Primary election) Number of Calendar Days from date of the Memo: March 23, 2021 Election Official must prepare a notice for UOCAVA voters for the primary election April 30 38 Not applicable 38 Publish a notice that identifies: (i) the municipal offices to be voted on in the municipal general election; and (ii) the dates for filing a declaration of candidacy for the offices identified May 1 39 May 1 39 Last day for Council members to use Communication Budget Funds to distribute newsletters (A.19)(d) May 11 (last day to postmark) 50 August 3 (last day to postmark) 135 Declaration of Candidacy period begins June 1 70 August 10 140 Declaration of Candidacy period ends June 7 76 August 17 147 Ballots must be transmitted to UOCAVA voters June 25 94 Not applicable 94 First day to send mail / absentee ballots to active registered voters July 20 119 Not applicable 119 Last day to register to vote for Municipal Primary Election July 30 129 Not applicable 129 Municipal Primary Election August 10 140 Not applicable 140 Municipal General Election November 2 224 November 2 224 Request to the Council: 1. Would the Council consider a straw poll indicating interest to participate (or not participate) in the Pilot Program for Ranked Choice Voting? 2. If the Council chooses to participate in the Pilot Program, will there be a Primary Election? A RESOLUTION REQUESTING INCLUSION OF SALT LAKE CITY, UTAH IN THE MUNICIPAL ALTERNATE VOTING METHODS PILOT PROJECT WHEREAS the State of Utah by its General Assembly has made available a pilot project for participation in the alternate voting methods for municipal elections beginning January 1, 2019 and ending on January 1, 2026, and WHEREAS House Bill 35 as passed during the 2018 General Session allows municipalities to conduct nonpartisan races using instant runoff voting in accordance with the requirements of 20A-4 of the Utah Code and all other applicable provisions of law, during any odd-numbered year that the pilot project is in effect, and WHEREAS Salt Lake City, before May 10 of the odd-numbered year, must provide written notice to the lieutenant governor stating that the municipality intends to participate in the pilot project for the year specified in the notice, and WHEREAS Salt Lake City intends to contract with Salt Lake County to conduct municipal elections and does have the resources and capability necessary to participate in the pilot project, and WHEREAS the Salt Lake City Council finds that it would be in the best interest of Salt Lake City and of its citizens to hold its 2021 municipal elections by instant runoff voting with the inclusion of a primary election. NOW, THEREFORE BE IT RESOLVED that the Salt Lake City Council adopts instant runoff voting with a primary for the 2021 municipal election, and that by this resolution, gives notice to the Lieutenant Governor to enter the pilot project by use of instant runoff voting for its 2021 municipal elections, and BE IT FURTHER RESOLVED that the City Recorder and City Attorney are hereby authorized and directed to do all things necessary to cause the 2021 Salt Lake City municipal elections to be held in accordance with the instant runoff voting process. Adopted this ___ day of April 2021 ________________________ _________________________ Erin Mendenhall Amy Fowler, Chair Salt Lake City Mayor Salt Lake City Council Member, District Seven _________________________ ____________________________ James Rogers, Vice Chair Andrew Johnston Salt Lake City Council Member, District One Salt Lake City Council Member, District Two ___________________________ ____________________________ Chris Wharton Ana Valdemoros Salt Lake City Council Member, District Three Salt Lake City Council Member, District Four ___________________________ ____________________________ Darin Mano Dan Dugan Salt Lake City Council Member, District Five Salt Lake City Council Member, District Six A RESOLUTION REQUESTING INCLUSION OF SALT LAKE CITY, UTAH IN THE MUNICIPAL ALTERNATE VOTING METHODS PILOT PROJECT WHEREAS the State of Utah by its General Assembly has made available a pilot project for participation in the alternate voting methods for municipal elections beginning January 1, 2019 and ending on January 1, 2026, and WHEREAS House Bill 35 as passed during the 2018 General Session allows municipalities to conduct nonpartisan races using instant runoff voting in accordance with the requirements of 20A-4 of the Utah Code and all other applicable provisions of law, during any odd-numbered year that the pilot project is in effect, and WHEREAS Salt Lake City, before May 10 of the odd-numbered year, must provide written notice to the lieutenant governor stating that the municipality intends to participate in the pilot project for the year specified in the notice, and WHEREAS Salt Lake City intends to contract with Salt Lake County to conduct municipal elections and does have the resources and capability necessary to participate in the pilot project, and WHEREAS the Salt Lake City Council finds that it would be in the best interest of Salt Lake City and of its citizens to hold its 2021 municipal elections by instant runoff voting, NOW, THEREFORE BE IT RESOLVED that the Salt Lake City Council adopts instant runoff voting for the 2021 municipal election, and that by this resolution, gives notice to the Lieutenant Governor to enter the pilot project by use of instant runoff voting for its 2021 municipal elections, and BE IT FURTHER RESOLVED that the City Recorder and City Attorney are hereby authorized and directed to do all things necessary to cause the 2021 Salt Lake City municipal elections to be held in accordance with the instant runoff voting process. Adopted this ___ day of April 2021 ________________________ _________________________ Erin Mendenhall Amy Fowler, Chair Salt Lake City Mayor Salt Lake City Council Member, District Seven _________________________ ____________________________ James Rogers, Vice Chair Andrew Johnston Salt Lake City Council Member, District One Salt Lake City Council Member, District Two ___________________________ ____________________________ Chris Wharton Ana Valdemoros Salt Lake City Council Member, District Three Salt Lake City Council Member, District Four ___________________________ ____________________________ Darin Mano Dan Dugan Salt Lake City Council Member, District Five Salt Lake City Council Member, District Six A RESOLUTION REQUESTING INCLUSION OF SALT LAKE CITY, UTAH IN THE MUNICIPAL ALTERNATE VOTING METHODS PILOT PROJECT WHEREAS the State of Utah by its General Assembly has made available a pilot project for participation in the alternate voting methods for municipal elections beginning January 1, 2019 and ending on January 1, 2026, and WHEREAS House Bill 35 as passed during the 2018 General Session allows municipalities to conduct nonpartisan races using instant runoff voting in accordance with the requirements of 20A-4 of the Utah Code and all other applicable provisions of law, during any odd-numbered year that the pilot project is in effect, and WHEREAS Salt Lake City, before May 10 of the odd-numbered year, must provide written notice to the lieutenant governor stating that the municipality intends to participate in the pilot project for the year specified in the notice, and WHEREAS Salt Lake City intends to contract with services available to conduct the municipal elections and does have the resources and capability necessary to participate in the pilot project, and WHEREAS the Salt Lake City Council finds that it would be in the best interest of Salt Lake City and of its citizens to hold its 2023 municipal elections by instant runoff voting, NOW, THEREFORE BE IT RESOLVED that the Salt Lake City Council adopts instant runoff voting for the 2023 municipal election, and that by this resolution, gives notice to the Lieutenant Governor to enter the pilot project by use of instant runoff voting for its 2023 municipal elections, and BE IT FURTHER RESOLVED that the City Recorder and City Attorney are hereby authorized and directed to do all things necessary to cause the 2023 Salt Lake City municipal elections to be held in accordance with the instant runoff voting process. Adopted this ___ day of April 2021 ________________________ _________________________ Erin Mendenhall Amy Fowler, Chair Salt Lake City Mayor Salt Lake City Council Member, District Seven _________________________ ____________________________ James Rogers, Vice Chair Andrew Johnston Salt Lake City Council Member, District One Salt Lake City Council Member, District Two ___________________________ ____________________________ Chris Wharton Ana Valdemoros Salt Lake City Council Member, District Three Salt Lake City Council Member, District Four ___________________________ ____________________________ Darin Mano Dan Dugan Salt Lake City Council Member, District Five Salt Lake City Council Member, District Six