Elections Commission
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Department of Elections
Elections Commission
City and County of San Francisco
Elections Commission
Approved: 10-02-02
Minutes of the Meeting held
September 18, 2002
1. President Mendelson called the meeting to order at 7:01 pm.
2. COMMISSION MEMBERS PRESENT: Commissioner Robert Kenealey, Commissioner Brenda Stowers, Commissioner Richard Shadoian, Vice President Alix Rosenthal, President Michael Mendelson.
ABSENT: Commissioner Thomas Schulz.
3. FLAG SALUTE
4. PUBLIC COMMENT. Peter Fries spoke about a newspaper account that a prior meeting may have been illegal.
11. D President Mendelson asked that closed session be taken out of order.
PUBLIC COMMENT. Peter Fries spoke against going into closed session to accommodate counsel. Mr. Fries suggested counsel wait until the item is scheduled on the agenda.
Vice President Rosenthal replied that it would be better to talk to counsel now than to have counsel wait and charge the City for the time spent waiting for the agenda to reach this item.
MOTION to move into closed session PASSED.
Meeting went into closed session at 7:13 pm.
Meeting reconvened in open session at 7:42 pm.
MOTION 091802-1 - To disclose action taken in closed session. Vice President Rosenthal moved to disclose the action taken by the Commission. President Mendelson stated that during Closed session it was moved, seconded and passed that the Elections Commission waive the attorney client privilege regarding the February 21, 2002 opinion wherein the City Attorney advised the Elections Commission of its authority to appoint the Director of Elections. Roll Call Vote: Kenealey – yes, Rosenthal – yes, Stowers – yes, Shadoian – yes, Mendelson – yes. PASSED.
PUBLIC COMMENT: Peter Fries commented about his concerns about the order of items on the agenda.
5. MOTION to approve the Elections Commission Minutes for August 7 and 21.
Public Comment. Peter Fries asked why the Budget Committee minutes for June 4th were not included in this motion.
MOTION
That the Minutes for 8/7 and 8/21 be approved. PASSED.
MOTION to approve the Budget and Policy Committee Minutes for June 4.
Public Comment. Peter Fries stated that there could have been one vote for all the minutes.
MOTION
That the Minutes for the 6/4 Budget and Policy Committee be approved. PASSED
6. OFFICERS’ REPORTS: None
7. COMMITTEE REPORTS:
Personnel Policy Committee – Vice President Rosenthal stated that she had nothing to report at this point on the agenda but there was a report she would make under New Business.
Special Department of Human Resources (DHR) Mandated Committee for the Selection of Provisional Director - Vice President Rosenthal reported that this committee interviewed candidates for the Provision Director of Election position and voted to release the following statement: This special committee was composed of Commissioners Rosenthal, Stowers and Mendelson. This was a Department of Human Resources mandated special committee which was formed to recommend a provisional director. The special committee has selected Mr. John Arntz based on the criteria enumerated by DHR. The special committee utilized these criteria in the interviews with the individuals who applied for said position. The criteria used were listed on the back of the application for the provisional director. The interview process was intensive, thorough, face-to-face and in all matters consistent with the DHR regulations. The special committee makes the recommendation of John Arntz to the full Commission.
8. DIRECTOR’S REPORT: Mr. Arntz introduced Rick Ruvolo of the Green Fleet Team who reported that with an innovative partnership with Thrifty Car Rental, the City has negotiated a contract that will save 31% in rates compared to the last election. The Ford Motor Company has donated fifty (50) electric vehicles to support the 2002 elections. Additionally, Mr. Ruvolo reported that the DOE has been given access to 4 pool vehicles, two of which are electric Toyota RAV-4s.
Acting Director Arntz reported that the Department has the number of vehicles it needs for the November and December elections at a cost of $50,000. The relationship with Central Shops has improved thanks to the efforts of DOE staff. President Mendelson asked what is the cost savings compared to the last election. Acting Director Arntz stated that over $100,000 was spent on vehicles for last March’s election alone.
Mr. Arntz reported that the ballots have been printed and he showed the Commission samples. All four ballots will be in house by next Monday. Having the ballots this early allows the DOE staff to concentrate on other issues and challenges earlier. Poll worker and inspector recruitment is going well – fewer than 100 (total) more workers are needed. This number includes clerks as well. The Acting Director explained that there will, of course, be some turnover, so recruiting and assignments to polling places will continue.
Mr. Arntz reported that the Voter Information Pamphlet (VIP) is now being printed. It is expected that the VIP will be dropped off at the post office on September 23 to be mailed on September 26. This will give San Francisco voters the maximum amount of time to review the information – 40 days – before the election.
Additionally, contracts with all vendors have been prepared. Last year this was not in place. This is seen as a major achievement by the Department.
Registration cards have been updated. All but fifteen (15) Polling Places have been located.
President Mendelson asked about the cost of mailing the VIP. Acting Director Arntz replied that the DOE has worked with the Post Office and the Mailing Vendor. The price range is estimated at between $500,000 and $600,000 to mail these very large VIPs. President Mendelson asked what the cost had been during the last election. Mr. Arntz stated that the cost had been $1.8 million. He said the Post Office has been very cooperative. Vice President Rosenthal asked what has been the savings due to purging of registration rolls? Mr. Arntz replied that 5,000 to 6,000 names have been purged. The names were purged because voters failed to reply after several notices were sent to the voter’s address, the Post Office informed the DOE that the person has moved or the voter is registered in another county. Mr. Arntz reprted that for these reasons, during the last two years, the number of voters have dropped from 480,000 to 430,000.
Vice President Rosenthal asked if the Acting Director had the final number regarding how many ballots were ordered. Mr. Arntz stated that he didn’t remember the exact number but that it was around 2 million cards for the 4 card ballot – this is the first time San Francisco has had a four-card ballot. He said an extra 400,000 cards had to be ordered due to the extra card. Vice President Rosenthal asked how many were ordered last March. Acting Director Arntz responded that $4.6 Million had been ordered for the March election. Commissioner Kenealey offered his congratulations to Mr. Arntz for his efforts to lower costs. Mr. Arntz stated that the congratulations belonged to the hard working DOE staff. Commissioners Rosenthal and Mendelson echoed Commissioner Kenealey’s congratulations.
9. OLD BUSINESS: - None
10. NEW BUSINESS
A. Discussion and possible action to appoint a Provisional Director of the Department of Elections.
Public Comment: Kay Burke stated that the number of ballots needed for past March’s election was greater because it was a primary. Peter Fries stated that the Director’s Report should be enumerated on the agenda. Francisco De Costa congratulated the Department and the Commission and said that transparency and stability are important. Espanola Jackson said she was elated with the Acting Director’s report and that the upcoming election looks to be a very good one. Ms. Jackson also asked to be put on the Commission’s mailing list.
MOTION 091802-2 (Rosenthal/Stowers)
To appoint John Artnz to the position of Provisional Director. DISCUSSION: Vice President Rosenthal reiterated that the special committee found that John Arntz was the most qualified candidate and that the committee gives its strongest recommendation that Mr. Arntz be appointed to the position.
Public Comment: Peter Fries stated that he had public comment on this item and that the Commission didn’t ask for public comment on item #7. President Mendelson asked that the record show that public comment had been requested and taken on this item before Mr. Fries got up to speak.
MOTION 091802-2, PASSED unanimously.
.
B. Discussion and possible action to adopt Elections Department Policies and Procedures. President Mendelson asked Acting Director Arntz to give an overview of the policies and procedures. Mr. Arntz stated that this is the first time the DOE had attempted to put such a project together and it was not complete yet. He expects that it will take one to two years to have it completed. All the managers in the Department came together to review what is done in their areas and put that information on paper to describe the procedures and policies of those areas so that the public or members of the Department can come and look at the policies and procedures. President Mendelson asked Mr. Arntz if these were the procedures he will be using in the upcoming election and Mr. Arntz stated that they were.
Commissioner Stowers asked if DHR had been involved in putting together the policies and procedures. Mr. Arntz answered that DHR would not be involved in the procedures portion, however the policies are very basic, (i.e. show up to work; if you are not coming in to work, let your manager know) but he will show them to DHR. Mr. Arntz stated that what was being presented today was an operations manual to show the tasks that must be done to implement an election. The Acting Directed said that the DOE plans to incorporate the personnel policies manual of DHR.
President Mendelson stated that he would like to see this item passed as a general statement of operations policy. Commissioner Shadoian asked if the City Attorney has reviewed it. Mr. Arntz answered that the City Attorney had not. Commissioner Stowers stated that these seem to be compliance concerns and asked the Acting Director what were his plans regarding compliance. Mr. Arntz answered that he will show the materials to the City Attorney. Commissioner Shadoian asked that the page numbering be consecutive. Vice President Rosenthal MOVED that the Policies and Procedures for 2002 be adopted.
Public Comment: Kay Burke voiced concerns for recruitment and training for election day. Peter Fries said that he was confused by the agenda’s description of the approval of the policies.
MOTION 091802-3 (Rosenthal/Kenealey)
To adopt Elections Department Policies and Procedures.
PASSED unanimously.
President Mendelson asked the Acting Director to elaborate on his plans for personnel policies. Mr. Arntz stated that he plans to adopt the policies put forth by DHR which are the standard for all City departments. President Mendelson asked if these standard rules had been applied in the Department in the past. Mr. Arntz answered that this had not been the case on a consistent basis. Every employee of the Department has now received the manual and signed off on it.
Public Comment: Peter Fries said that union MOUs and CSC Rules govern the rights and duties of employees.
FIFTEEN MINUTE BREAK 8:30 PM - 8:45 PM
MOTION 091802-4 (Mendelson)
To adopt the City’s DHR Employee Handbook dated July 2002 as the general guidelines for the Elections Department in its relations with employees and as part of the Policies and Procedures for the Department. PASSED. (one dissenting vote – Commissioner Shadoian)
.
C. Discussion and possible action to approve the Election Plan for the November 5, 2002 election. TABLED until next meeting. President Mendelson asked the Acting Director to put the information in a cohesive format and have it available to the Commission at least one week prior.
MEETING ADJOURNED at 8:55 pm.
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