04-09 ResolutionRECORD OF RESOLUTIONS
Bland, Inc.. Form No. 30045
Resolution No.
04-09
Passed _ . 20
A RESOLUTION AUTHORIZING THE CITY
MANAGER TO ENTER INTO MEMORANDUMS
OF UNDERSTANDING WITH THE FRANKLIN
COUNTY BOARD OF ELECTIONS FOR USE
OF MUNICIPAL PROPERTY IN THE
ADMINISTRATION OF PUBLIC ELECTIONS
WHEREAS, the City of Dublin recognizes the need to support our democratic
system with the facilitation of public elections; and
WHEREAS, the City of Dublin strives to provide accessibility to and
functionality of the polls for all residents, including those with disabilities, by
maintaining compliance with the Americans with Disabilities Act; and
WHEREAS, the Franklin County Board of Elections has requested thattheCity
of Dublin execute memorandums of understanding to formalize the voting
location arrangements for the calendar year ending December 31, 2009.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
State of Ohio, ~ of the elected members concurring that:
Section 1. The City Manager is hereby authorized to execute the "Dublin 4-C
Memorandum of Understanding," attached hereto as Exhibit "A" regarding the
use of Dublin City Hall as a polling location.
Section 2. The City Manager is hereby authorized to execute the "Dublin 2-E
Memorandum of Understanding," attached hereto as Exhibit "B" regarding the
use of the Dublin Community Recreation Center as a polling location.
Section 3. This Resolution is effective upon passage, in accordance with
Section 4.04(x) of the Revised Charter.
Passed this day of ~Ot.Y'C~, , 2009
Mayor -Presiding Officer
ATTEST:
Clerk of Council
CITY OF DUBLIN
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017-1090
Phone: 614-410-4400 • Fax: 614-410-4490
Memo
To: Members of Dublin City Council
From: Terry Foegler, City Manager
Date: February 26, 2009
Initiated By: Sara Ott, Senior Project Manage~~
Summary
Re: Resolution 04-09, Franklin County Board of Elections Memorandums
of tinderstanding
Attached is legislation authorizing two memorandums of tinderstanding with the Franklin
County Board of Elections for public elections administered in the Dublin City Hall and Dublin
Community Recreation Center during the calendar year 2009. The proposed memorandums of
understanding are intended to clarify the City's role in providing space for elections.
Key areas include:
• The City shall furnish heat, light, electric power, and sufficient space to host the elections
• Access for Franklin County Board of Elections to the buildings for proper conduct of the
elections and access to voting equipment
• Designates city personnel responsible for opening and closing the facilities on election
day(s)
• Requires that the City notify the Board of Elections not later than 60 days prior to any
election if the facilities are vacated by the owner.
Furthermore, the resolution reaffirms the City of Dublin's commitment to providing accessibility
to the polls for voters with disabilities by maintaining compliance with the Americans with
Disabilities Act.
The Franklin County Board of Elections requested these memorandums to formalize its
relationship with entities providing all polling sites. Staff's review of the memorandums
indicates no concerns with the City's ability to meet any of the obligations for ensuring safe and
accessible polling locations for Dublin residents.
Recommendation
Staff recommends adoption of Resolution 04-09.
Exhibit A
Dublin 2-E
Memorandum of Understanding
O.R.C. Sec. 3501.18 (AJ, 3501.29(AJ
The Franklin County Board of Elections, 280 East Broad Street, Columbus, Ohio
43215, by and through its statutory authority to determine public schools and public buildings
as suitable and available for use as a polling place enters into this Memorandum of
Understanding with the undersigned facility occupant for purpose of establishing
communication between, determining obligations for, and managing expectations of the
Franklin County Board of Elections and undersigned facility occupant in the Board's use of
this facility as a voting location for the calendar year ending December 31, 2009.
It is agreed that heat, light, electric power and sufficient space to conduct Elections
will be furnished to the Board of Elections by the undersigned facility occupant when such
space is occupied by the Board.
It is further agreed that authorized representatives of the Board of Elections shall have
peaceable and unhampered possession of and access to the undersigned occupant's facility
during such hours as the Board may require for the necessary and proper conduct of
elections, including but not limited to, the delivery, retrieval, and maintenance of voting
equipment.
It is agreed that on Election Day precinct election officials, representatives of the Board
of Elections, and other individuals authorized by Ohio law will have access to the location no
later than 5:30 a.m. until such time as the precinct election officials have departed, generally,
not later than 9:00 p.m.
It is agreed that the undersigned facility occupantwill designate a responsibleperson to
open and close the location, not later than 5:30 a.m. nor earlier than 9:00 p.m., respectively, or
provide a key to the facility for use by the Board of Elections. The Board of Elections certifies
that it will maintain the key in a safe and secure place while in its possession.
It is agreed that the Board of Elections will, at its option, self-indemnify or purchase a
single blanket Owners, Landlords and Tenants Liability Insurance Policy affording the
undersigned facility occupant proper protection during such times as the premise is used for
election purposes.
In the event the undersigned facility occupant shall vacate said room at any time during
the life of this agreement, the signer shall notify the Board of Elections of such vacation at
once. Proper notice shall be given to the Board of Elections not later than sixty (60) days prior
to any election. The Board shall not be held responsible for payment of fees to any other
person or entity. The Board of Elections reserves the right to vacate this Memorandum of
Understanding for any reason and at any time.
DESCRIPTION OF LOCATION
(Please Print)
Facility Name: Dublin Community Recreation Center
Address: 5600 Post Road
City: Dublin State: OH Zip: 43017
Daytime Telephone: 410-4550
Key to voting location provided: N
Voting machine hauling schedule: REG
A?ame and contact numbers of person responsible for opening and closing voting Location:
Name: Brian Ashford
Daytime Phone Number: (614) 410-4774
Home Phone Number: (On Ca1124-Hours via Cell Phone) Celi Phone Number (614) 419-2505
Entrance to be used by voters: North & West Entrances
Barrier free access (if other than main voter entrance): N/A
Handicap Parking Spaces Available: NO YES X QTY 15
Shall the Board supply Tables and Chairs: YES NO X
Additional Information:
If questions arise concerning the space needed by the Board a Logistics Representative will
visit youv facility to deterznizze if it is suitable to conduct Elections.
Agreed and entered into by and between the Franklin County Board of Elections and
undersigned facility occupant this day of , 20
FACILITY OCCUPANT:
Authorized Signature: _
Print Name:
Title:
FRANKLIN COUNTY BOARD O ELECTIONS:
Authorized Signature: ~~X
Print Name: Harold E. Fielder
Title: Logistics Manager, Franklin County Board of Elections
Scheduled Election dates for 2009:
Primary Election May 5, 2009
Special Election August 4, 2009 (if necessary)
General Election November 3, 2009
Please complete and sign both copies of this Memorandum of Understanding, keeping the
yellow copy for your files, and return the white copy in the envelope provided to:
Franklin County Board of Elections
Logistics Division
1719 Alum Creek Drive
Columbus, Ohio 43207
If you have any questions, please call 462-5213.
District Gl
Exhibit B
Dublin 4-C
Memorandum of Understanding
O.R.C. Sec. 3507.78 (A), 3501.29(A)
The Franklin County Board of Elections, 280 East Broad Street, Columbus, Ohio
43215, by and through its statutory authority to determine public schools and public buildings
as suitable and available for use as a polling place enters into this Memorandum of
Understanding with the undersigned facility occupant for purpose of establishing
communication between, determining obligations for, and managing expectations of the
Franklin County Board of Elections and undersigned facility occupant in the Board's use of
this facility as a voting location for the calendar year ending December 31, 2009.
It is agreed that heat, light, electric power and sufficient space to conduct Elections
will be furnished to the Board of Elections by the undersigned facility occupant when such
space is occupied by the Board.
It is further agreed that authorized representatives of the Board of Elections shall have
peaceable and unhampered possession of and access to the undersigned occupant's facility
during such hours as the Board may require for the necessary and proper conduct of
elections, including but not limited to, the delivery, retrieval, and maintenance of voting
equipment.
It is agreed that on Election Day precinct election officials, representatives of the Board
of Elections, and other individuals authorized by Ohio law will have access to the location no
later than 5:30 a.m. until such time as the precinct election officials have departed, generally,
not later than 9:00 p.m.
It is agreed that the undersigned facility occupant will designate a responsible person to
open and close the location, not later than 530 a.m. nor earlier than 9:00 p.m., respectively, or
provide a key to the facility for use by the Board of Elections. The Board of Elections certifies
that it will maintain the key in a safe and secure place while in its possession.
It is agreed that the Board of Elections will, at its option, self-indemnify or purchase a
single blanket Owners, Landlords and Tenants Liability Insurance Policy affording the
undersigned facility occupant proper protection during such times as the premise is used for
election purposes.
In the event the undersigned facility occupant shall vacate said room at any time during
the life of this agreement, the signer shall notify the Board of Elections of such vacation at
once. Proper notice shall be given to the Board of Elections not later than sixty (60) days prior
to any election. The Board shall not be held responsible for payment of fees to any other
person or entity. The Board of Elections reserves the right to vacate this Memorandum of
Understanding for any reason and at any time.
DESCRIPTION OE LOCATION
(Please Print)
Facility Name: Dublin City Hall
Address: 5200 Emerald Parkway
City: Dublin State: OH Zip: 43017
Daytime Telephone: 410-4400
Key to voting location provided: N
Voting machine hauling schedule: REG
Name and contact numbers of person responsible for opening and closing voting location:
Name: Brian Ashford Daytime Phone Number: (614) 410-4774
Home Phone Number: (On Call 24-Hours via Cell Phone) Cell Phone Number (614) 419-2505
Entrance to be used by voters: West Entrance
Barrier free access (if other than main voter entrance): N/A
Handicap Parking Spaces Available: NO YES X QTY 2
Shall the Board supply Tables and Chairs: YES X NO
Additional Information:
If questions arise concerning the space needed by the Board a Logistics Representative will
visit your facility to determine if it is stcitable to conduct Elections.
Agreed and entered into by and between the Franklin County Board of Elections and
undersigned facility occupant this day of , 20_
FACILITY OCCUPANT:
Authorized Signature:
Print Name:
Title:
FRANKLIN COUNTY BOARD O ELECTIONS:
Authorized Signature:
Print Name: Harold E. Fielder
Title: Logistics iVlanager, Franklin County Board of Elections
Scheduled Election dates for 2009:
Primary Election May 5, 2009
Special Election August 4, 2009 (if necessary)
General Election November 3, 2009
Please complete and sign both copies of this Viemorandum of Understanding, keeping the
yellow copy for your files, and return the white copy in the envelope provided to:
Franklin County Board of Elections
Logistics Division
1719 Alum Creek Drive
Columbus, Ohio 43207
District Gl
If you have any questions, please call 462-5213.
2