Resolution 01-12RECORD OF RESOLUTIONS
Inc.. Forth No 30 5
Resolution No.
01 -12
Passed
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
20
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 that the City
of Dublin execute memorandums of understanding to formalize the voting
location arrangements for the calendar year ending December 31, 2012.
NOW, THEREF�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(a) of the Revised Charter.
Passed this 91L day of
2012.
WA-;.. . Office
ATTEST:
Clerk of Council
Office of the City Manager
Emerald Parkway - City of Dublin Pho 614-410-4400 Faax:b614 --410 -4490 1090
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager
Date: January 5, 2012
Initiated By: Michelle Crandall, Director of Administrative Services
Re: Resolution 01 -12 - Franklin County Board of Elections
Memorandums of Understanding
Background
Memo
Attached is legislation authorizing two memorandums of understanding with the Franklin County
Board of Elections for public elections administered in City Hall and the Dublin Community
Recreation Center during the calendar year 2012. The proposed memorandums of understanding
are intended to clarity 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;
• designation of 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.
Staff's review of the memorandums indicates no concerns with the City's ability to meet any of the
obligations to ensure safe and accessible polling locations for Dublin residents.
Recommendation
Staff recommends adoption of Resolution 01 -12 at the January 9, 2012 Council meeting.
Franklin County
Where Government Works
BOARD OF ELECTIONS
William A. Anthony Jr., Director Nathan Burd, Deputy Director
Re: Public Facilities used as Voting Locations
To Whom It May Concern:
On behalf of the Franklin County Board of Elections, I personally want to thank you and all
of the physical facility managers, staff, and other administrators who have assisted the
Board in holding our elections by providing space to be used on Election Day as a voting
location. Due to your assistance, voters in your immediate neighborhood are able to
exercise their right to vote.
The year 2012 is going to be a busy year for elections administration in Franklin County
with many contests on the ballot on March 6, June 12, and November 6. To help us
accomplish our statutory duty to provide voting locations for Election Day, we trust that
we will be able to contract with you this year for space in your facility to be used as a
voting location.
To assist us with managing expectations, you will find a copy of the Logistics Form. This
will allow us to communicate key information such as the voting machine delivery
schedule, availability of accessible parking and voting spaces, equipment requirements
such as tables and chairs, and power availability. Most importantly, this information
allows for accurate contact information for your local personnel who may need to be
contacted in the event of an emergency before, during, or after Election Day.
We continue to build on our commitment to full accessibility to our voting locations for
voters with disability - not only because the Board of Elections has a statutory
responsibility to do so, but also because we want to ensure that all voters can take full
advantage of their right to vote in an independent and uncompromised manner. As a
public facility, you may have the same federal and state accessibility requirements that
govern elections administrators. Our most ubiquitous challenge continues to be accessible
parking spaces. Please have any upgrades complete by February 15 so that we can verify
compliance. In the event that we determine a facility to be noncompliant with
accessibility requirements, we will install temporary signage and additional equipment to
mitigate situations that might cause an accessibility liability to the Board of Elections on
Election Day.
Over
FRANKLIN COUNTY
BOARD OF ELECTIONS
280 East Broad Street
Columbus, Ohio 43215
(614) 525 -3100
(614)525 -3489 FAX
littp://Vo,e.Frankl,nCountv0hio.gov
BOARD MEMBERS
Doualas J. Preisse - Chairman
Michael F. Colley, Esq.
Kimberly E. Marinello
Zack Manifold
As your guest, our goal is to reduce the inconvenience of our presence in your facility as
much as possible. To this end, we seek to enhance the relationship between your facility
management and our operation through meaningful two -way communication. Prior to
each election, we will send each facility two postcards reminding them to make the facility
available for Election Day and our planned dates for voting equipment delivery. We will
also send a notice with the date we will retrieve the voting equipment.
Please fill out the Logistics form making any corrections as needed and return it in the
prepaid enclosed envelope. If you have any questions about this form or our planned use
of your facility, do not delay in contacting us by calling 525 -5213.
If you are not the correct individual to whom this important information should be sent,
please forward these documents to the proper person.
Thank you again for ensuring a safe, accessible and convenient place to vote for your
community.
Sincerely,
William A. Anthony Jr.
Director
Exhibit A
FRANKLIN COUNTY BOARD OF ELECTIONS
Memorandum of Understanding for Polling Places in Public Buildings
Supported by Taxation G1
LID# 1078
Dublin 4 -C
Dublin City Hall
5200 Emerald Parkway
The Franklin County Board of Elections, 280 East Broad Street, Columbus,
Ohio 43215 (hereinafter, the "Board "), 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 Board
and undersigned facility occupant in the Board's use of this facility as a voting
location for any election authorized by Title XXXV of the Ohio Revised Code for
the calendar year ending December 31, 2012, including but not limited to the
2012 March 6, primary, June 12, primary, and November 6, general elections.
Section I. ADEQUATE FACILITIES FOR EACH POLLING PLACE
PURSUANT TO R.C. 3501.29(A)
It is agreed that sufficient space to conduct elections, as determined by
the Board, as well as heating, cooling, light, electric power, and other such
public utilities will be furnished to the Board by the undersigned facility
occupant when such space is occupied by the Board.
It is further agreed that authorized representatives of the Board shall
have peaceable and unhampered possession of and access to the undersigned
occupant's facility during such hours as the Board may required for the
necessary and proper conduct of elections, including but not limited to Election
Day and the delivery, retrieval, and maintenance of voting equipment prior to
and following Election Day.
It is further agreed that on Election Day precinct election officials,
representatives of the Board, and other individuals authorized by Ohio law will
have access to the location beginning not later than 5:30 a.m. until such time
as the precinct election officials have departed and delivered to the Board all
required materials and supplies necessary to certify unofficial election results
and as are otherwise required by state law, generally, not later than 11:00 p.m.
It is further agreed that the undersigned facility occupant will designate a
responsible person to open and close the location on Election Day, not later
than 5:30 a.m. nor earlier than 11:00 p.m., respectively, or provide a key to
the facility for use by the Board. The Board certifies that it will maintain the key
in a safe and secure place while in its possession. In the event that the Board
requires access to the facility outside of these agreed upon times, the
undersigned facility occupant will provide immediate, peaceable, and
unhampered access to the facility as is necessary and proper for the conduct of
elections.
It is further agreed that the undersigned facility occupant will abide by all
relevant federal and state laws that may be incumbent upon it as a result of its
execution of this Agreement except those rights reserved to or by the
undersigned facility occupant to which the undersigned facility occupant.
SECTION II. ACCESSIBLE FACILITIES FOR EACH POLLING PLACE
PURSUANT TO R.C. 3501.29(B)(1)
Notwithstanding any other section of federal or state law to the contrary,
it is agreed that the undersigned facility occupant shall provide the following:
(a) a facility that is free of barriers that would impede ingress and
egress of handicapped persons on the shortest accessible route
from the parking lot to the room in which the polling place is
located inside the facility or that has been temporarily retrofitted to
accommodate handicapped persons, including but not limited to
entrances that are level or are provided with a nonskid ramp of not
over eight per cent gradient, if applicable and doors that are a
minimum of thirty -two inches wide; and
(b) the minimum number of special parking locations, also known as
handicapped parking spaces or disability parking spaces, for
handicapped person in accordance with 28 C.F.R. Part 36, Appendix
A, and in compliance with division (E) of section 4511.69 of the
Revised Code and any other relevant municipal ordinance (see
Appendix A).
(c) additional items required under section 3501.29 of the Ohio
Revised Code, as outlined in Appendix A.
It is further agreed that in all circumstances the Board has the right to
install temporary equipment, including but not limited to traffic cones and
signage, to mitigate the circumstances that, in the opinion of the Board, render
the facility inaccessible for use as a polling place.
SECTION III. TERMINATION AND TRANSFER
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
such vacation at once. Proper notice shall be given to the Board 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 reserves the right to
terminate this Memorandum of Understanding for any reason and at any time
without notice to the undersigned facility.
SECTION IV. COMPENSATION
Whereas Ohio law requires the authority which has the control of any
building or grounds supported by taxation under the laws of this state to make
available the necessary space therein for the purpose of holding elections and
adequate space for the storage of voting machines, without charge for the use
thereof upon application of the Board, the undersigned parties agree that the
Board shall pay a reasonable sum for necessary janitorial service at the rate of
$20.00 for every hour on each Election Day for which the facility is used a
polling place under this Agreement, beginning at 5:00 a.m. and concluding at
11:00 p.m., during which the building is not otherwise normally and customarily
open to the public. The undersigned facility occupant shall bill the Board, not
later than ten days following the Election Day on which the facility was used as
a polling place under this agreement, for janitorial fees as herein agreed_ to.
SECTION V. LOCATION(S) COVERED BY THIS AGREEMENT
Dublin City Hall
5200 Emerald Parkway
Dublin, OH 43017
Agreed to and entered into by and between the Franklin County Board
of Elections and undersigned facility occupant this day of
, 2012.
FACILITY OCCUPANT:
Authorized Signature:
Print Name:
Title:
FRANKLIN COUNTY BOARD OF ELECTIONS:
William A. Anthony Jr.
Director
Complete and sign both copies of this Memorandum of Understanding,
keeping the yellow copy for your files, and return the white copy to:
Franklin County Board of Elections
Logistics Division
1719 Alum Creek Drive
Columbus, Ohio 43207
If you have any questions, please call 525 -5213.
APPENDIX A
This appendix is not intended to provide a legal interpretation of, replace, or supersede the
requirements of 28 C.F.R. Part 36, Appendix A nor R.C. 4511.69(E) but is provided as a
courtesy to the public facility occupant as to the minimum expectations of the Franklin County
Board of Elections as it relates to accessible parking spaces for persons with disabilities.
MINIMUM NUMBER OF HANDICAP ACCESSIBLE PARKING SPACES RELATIVE TO TOAL
PARKING SPACES
1 to 25
1
26 to 50
2
51 to 75
3
76 to 100
4
101 to 150
5
151 to 200
6
201 to 300
7
301 to 400
8
401 to 500
9
501 to 1000
2 percent of total
In the event that the facility has parking spaces greater than 1,000 in number, there should be
20 handicap accessible parking spaces plus 1 for each 100 spaces over 1,000.
HANDICAP ACCESSIBLE PARKING SPACE DESIGN
Handicap accessible parking spaces in the minimum number described above need not be
provided in the same lot as is normally and customarily available for all othervoters but may be
provided in a different location if equivalent or greater accessibility, in terms of distance from
an handicap accessible entrance on the shortest accessible route from the parking lot to the
room in which the polling place is located inside the facility, cost convenience is ensured.
Except as is required for "van accessible' parking spaces, access aisles adjacent to handicap
accessible spaces shall be 60 inches (1525 mm) wide minimum.
One in every eight handicap accessible spaces, but not less than one, shall be considered "van
accessible' and served by an access aisle 96 inches (2440 mm) wide minimum
HANDICAP ACCESSIBLE PARKING SPACE SIGNAGE
A sign must be displayed for each handicap accessible parking space. The handicapped
accessible parking space sign must be located in a manner so it cannot be obscured by a vehicle
parked in the space. Signs should be placed 60 inches (5 feet) minimum above the finish floor
or ground surface measured from the bottom of the sign. Sign size shall be a minimum of 12
inches (1 foot) wide by 18 inches (1 foot -6 inches) high. The color of the sign shall be blue with
white lettering and icons.
The words HANDICAPPED PARKING must be contained on the handicap accessible parking
space sign and appear above the international symbol for accessibility.
The words VAN ACCESSIBLE must be contained on the handicap accessible parking space
sign and appear below the international symbol for accessibility for signs designating a "van
accessible" parking space.
The sign (or an additional sign attached to the same sign post but below the primary
signage) must contain language stating the dollar amount of the fine that can be applied to
unauthorized persons parking in the handicap accessible parking space. Recommended
language for the placard is "UP TO $500 FINE" for handicap accessible parking spaces
serving buildings located within the City of Columbus and "UP TO $250 FINE" for all others.
Note that painting the international symbol for accessibility on the ground alone does not
sufficiently designate a parking space as handicap accessible.
LOCATION LOGISTICS FORM
(Please Print)
LID# 1078 Dublin 4 -C
At present occupied as: Dublin City Hall
5200 Emerald Parkway
Dublin OH 43017
Telephone # 410 -4400
Key to voting location provided: N
Voter entrance:
Barrier free access (if other than main voter entrance)
Shall the Board supply Tables & Chairs: Yes No
Additional Information:
Voting machine hauling schedule: REG
Name and phone number of person responsible for opening and closing voting location:
Name: Brian Ashford
Phone # 419 -2505
Contact Name and Phone Number for an Emergency Only Contact
Name
Phone
GI
Exhibit B
FRANKLIN COUNTY BOARD OF ELECTIONS
Memorandum of Understanding for Polling Places in Public Buildings
Supported by Taxation G1
LID# 1079
Dublin 2 -E
Dublin Community Recreation Center
5600 Post Road
The Franklin County Board of Elections, 280 East Broad Street, Columbus,
Ohio 43215 (hereinafter, the "Board "), 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 Board
and undersigned facility occupant in the Board's use of this facility as a voting
location for any election authorized by Title XXXV of the Ohio Revised Code for
the calendar year ending December 31, 2012, including but not limited to the
2012 March 6, primary, June 12, primary, and November 6, general elections.
Section I. ADEQUATE FACILITIES FOR EACH POLLING PLACE
PURSUANT TO R.C. 3501.29(A)
It is agreed that sufficient space to conduct elections, as determined by
the Board, as well as heating, cooling, light, electric power, and other such
public utilities will be furnished to the Board by the undersigned facility
occupant when such space is occupied by the Board.
It is further agreed that authorized representatives of the Board shall
have peaceable and unhampered possession of and access to the undersigned
occupant's facility during such hours as the Board may required for the
necessary and proper conduct of elections, including but not limited to Election
Day and the delivery, retrieval, and maintenance of voting equipment prior to
and following Election Day.
It is further agreed that on Election Day precinct election officials,
representatives of the Board, and other individuals authorized by Ohio law will
have access to the location beginning not later than 5:30 a.m. until such time
as the precinct election officials have departed and delivered to the Board all
required materials and supplies necessary to certify unofficial election results
and as are otherwise required by state law, generally, not later than 11:00 p.m.
It is further agreed that the undersigned facility occupant will designate a
responsible person to open and close the location on Election Day, not later
than 5:30 a.m. nor earlier than 11:00 p.m., respectively, or provide a key to
the facility for use by the Board. The Board certifies that it will maintain the key
in a safe and secure place while in its possession. In the event that the Board
requires access to the facility outside of these agreed upon times, the
undersigned facility occupant will provide immediate, peaceable, and
unhampered access to the facility as is necessary and proper for the conduct of
elections.
It is further agreed that the undersigned facility occupant will abide by all
relevant federal and state laws that may be incumbent upon it as a result of its
execution of this Agreement except those rights reserved to or by the
undersigned facility occupant to which the undersigned facility occupant.
SECTION II. ACCESSIBLE FACILITIES FOR EACH POLLING PLACE
PURSUANT TO R.C. 3501.29(B)(1)
Notwithstanding any other section of federal or state law to the contrary,
it is agreed that the undersigned facility occupant shall provide the following:
(a) a facility that is free of barriers that would impede ingress and
egress of handicapped persons on the shortest accessible route
from the parking lot to the room in which the polling place is
located inside the facility or that has been temporarily retrofitted to
accommodate handicapped persons, including but not limited to
entrances that are level or are provided with a nonskid ramp of not
over eight per cent gradient, if applicable and doors that are a
minimum of thirty -two inches wide; and
(b) the minimum number of special parking locations, also known as
handicapped parking spaces or disability parking spaces, for
handicapped person in accordance with 28 C.F.R. Part 36, Appendix
A, and in compliance with division (E) of section 4511.69 of the
Revised Code and any other relevant municipal ordinance (see
Appendix A).
(c) additional items required under section 3501.29 of the Ohio
Revised Code, as outlined in Appendix A.
It is further agreed that in all circumstances the Board has the right to
install temporary equipment, including but not limited to traffic cones and
signage, to mitigate the circumstances that, in the opinion of the Board, render
the facility inaccessible for use as a polling place.
SECTION III. TERMINATION AND TRANSFER
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
such vacation at once. Proper notice shall be given to the Board 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 reserves the right to
terminate this Memorandum of Understanding for any reason and at any time
without notice to the undersigned facility.
SECTION IV. COMPENSATION
Whereas Ohio law requires the authority which has the control of any
building or grounds supported by taxation under the laws of this state to make
available the necessary space therein for the purpose of holding elections and
adequate space for the storage of voting machines, without charge for the use
thereof upon application of the Board, the undersigned parties agree that the
Board shall pay a reasonable sum for necessary janitorial service at the rate of
$20.00 for every hour on each Election Day for which the facility is used a
polling place under this Agreement, beginning at 5:00 a.m. and concluding at
11:00 p.m., during which the building is not otherwise normally and customarily
open to the public. The undersigned facility occupant shall bill the Board, not
later than ten days following the Election Day on which the facility was used as
a polling place under this agreement, for janitorial fees as herein agreed to.
SECTION V. LOCATION(S) COVERED BY THIS AGREEMENT
Dublin Community Recreation Center
5600 Post Road
Dublin, OH 43017
Agreed to and entered into by and between the Franklin County Board
of Elections and undersigned facility occupant this day of
, 2012.
FACILITY OCCUPANT:
Authorized Signature:
Print Name:
Title:
FRANKLIN COUNTY BOARD OF ELECTIONS:
William A. Anthony Jr.
Director
Complete and sign both copies of this Memorandum of Understanding,
keeping the yellow copy for your files, and return the .white copy to:
Franklin County Board of Elections
Logistics Division
1719 Alum Creek Drive
Columbus, Ohio 43207
If you have any questions, please call 525 -5213.
APPENDIX A
This appendix is not intended to provide a legal interpretation of, replace, or supersede the
requirements of 28 C.F.R. Part 36, Appendix A nor R.C. 4511.69(E) but is provided as a
courtesy to the public facility occupant as to the minimum expectations of the Franklin County
Board of Elections as it relates to accessible parking spaces for persons with disabilities.
MINIMUM NUMBER OF HANDICAP ACCESSIBLE PARKING SPACES RELATIVE TO TOAL
PARKING SPACES
1 to 25
1
26 to 50
2
51 to 75
3
76 to 100
4
101 to 150
5
151 to 200
6
201 to 300
7
301 to 400
8
401 to 500
9
501 to 1000
2 percent of total
In the event that the facility has parking spaces greater than 1,000 in number, there should be
20 handicap accessible parking spaces plus 1 for each 100 spaces over 1,000.
HANDICAP ACCESSIBLE PARKING SPACE DESIGN
Handicap accessible parking spaces in the minimum number described above need not be
provided in the same lot as is normally and customarily available for all othervoters but may be
provided in a different location if equivalent or greater accessibility, in terms of distance from
an handicap accessible entrance on the shortest accessible route from the parking lot to the
room in which the polling place is located inside the facility, cost convenience is ensured.
Except as is required for "van accessible" parking spaces, access aisles adjacent to handicap
accessible spaces shall be 60 inches (1525 mm) wide minimum.
One in every eight handicap accessible spaces, but not less than one, shall be considered "van
accessible" and served by an access aisle 96 inches (2440 mm) wide minimum
HANDICAP ACCESSIBLE PARKING SPACE SIGNAGE
A sign must be displayed for each handicap accessible parking space. The handicapped
accessible parking space sign must be located in a manner so it cannot be obscured by a vehicle
parked in the space. Signs should be placed 60 inches (5 feet) minimum above the finish floor
or ground surface measured from the bottom of the sign. Sign size shall be a minimum of 12
inches (1 foot) wide by 18 inches (1 foot -6 inches) high. The color of the sign shall be blue with
white lettering and icons.
The words HANDICAPPED PARKING must be contained on the handicap accessible parking
space sign and appear above the international symbol for accessibility.
The words VAN ACCESSIBLE must be contained on the handicap accessible parking space
sign and appear below the international symbol for accessibility for signs designating a "van
accessible" parking space.
The sign (or an additional sign attached to the same sign post but below the primary
signage) must contain language stating the dollar amount of the fine that can be applied to
unauthorized persons parking in the handicap accessible parking space. Recommended
language for the placard is "UP TO $500 FINE" for handicap accessible parking spaces
serving buildings located within the City of Columbus and "UP TO $250 FINE" for all others.
Note that painting the international symbol for accessibility on the ground alone does not
sufficiently designate a parking space as handicap accessible.
LOCATION LOGISTICS FORM
(Please Print)
LID# 1079 Dublin 2 -E
At present occupied as: Dublin Community Recreation Center
5600 Post Road
Dublin OH 43017
Telephone # 410 -4550
Key to voting location provided: N
1 a i n nfi Za✓t C -e -h ��c �ev E L✓
Voter entrance: � V �'
Barrier free access (if other than main voter entrance)
Shall the Board supply Tables & Chairs: Yes
Additional Information:
Voting machine hauling schedule: REG
No
Name and phone number of person responsible for opening and closing voting location:
Name: Brian Ashford
Phone # 419 -2505
Contact Name and Phone Number for an Emergency Only Contact
Name Phone
GI