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HomeMy WebLinkAboutMemo - Read Before Packet - 3/22/2022 - Memorandum From Anissa Hollingshead Re: Work Session Item #1 - November Coordinated Elections And Ranked Choice Voting City Clerk 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6515 970.221-6295 - fax fcgov.com/cityclerk MEMORANDUM DATE: March 22, 2022 TO: Mayor and Councilmembers THROUGH: Kelly DiMartino, Interim City Manager Kyle Stannert, Deputy City Manager FROM: Anissa Hollingshead, City Clerk RE: Work Session Item #1 - November Coordinated Elections and Ranked Choice Voting Attached is the slide deck of the presentation for tonight’s work session. This was finalized following the March 21 Election Code Committee meeting. Also being provided are timelines illustrating the elements involved in planning for elections in 2023. First is a combined timeline, bringing together the different potential paths the 2023 election could follow. Then, there are broken out timelines specific to: the redistricting process that must be completed ahead of the 2023 election; participation in the November 2022 coordinated election to place potential questions on the ballot; preparing for the April 2023 municipal election; and planning for ranked-choice voting (RCV) to be potentially implemented in either April or November of 2023. DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Election Timing & Administration Options Recommendations from the Election Code Committee relating to potential ballot questions City Council Work Session 03/22/2022 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Topics to Cover •Potential Ballot Questions •Ranked-choice voting •Move forward with work to place a question to implement RCV on an upcoming ballot? •Election Timing •April municipal or November coordinated elections? •If November, even or odd years? 2 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Primary drivers to consider 3 •Voter participation •Maximizing voter turnout and participation in municipal races •Costs •Responsible and effective use of funding •Professional administration / effective governance •Confidence in results and integrity of process •Strong ability to be responsive to voter needs •Ability to fulfill election responsibilities that cannot be coordinated DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Ranked choice voting •Method of voting that allows ranking 3 or more candidates in order of preference •Provides ability for voters to potentially select from more candidates and express preferences in a single election event 4 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 RCV Factors to Consider 5 •Will voters have options to be notified of ballot errors? Requires in person voting options using equipment. •Paid postage for ballots (in any election) –not possible in coordinated elections. •Voting locations and timing available for in person voters. •Determining voter intent in different scenarios involving over votes or under votes. •Batch elimination of non- viable candidates. •Ballot layout –number of rankings, order of contests, instructions, etc. •Use of equipment for tabulation. •Manual tabulation alternatives. •Recount scope and cost if required. Voting Options Rules and Procedures Tabulation and Certification DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 6Voter outreach and education campaigns DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Supporting Voter Participation Tools for supporting voter participation by making voting easier and more convenient: •Voter outreach and education •Voting options •Postage paid ballot return •Translation of key voting information •Candidate support Ballot content is a primary driver of turnout 7 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Costs Administering RCV in April elections •Equipment cost increases likely –can be negotiated and potential options with partnerships & grants •Initial quote from current equipment vendor shifts from $14k to $75k •Possibly higher temporary staffing costs to support •Use of consultant(s) to assist in implementation RCV in any election •Voter outreach and education costs Coordinated elections •Cost sharing formula means costs not determined until all participating jurisdictions sign IGAs & certify ballots •All RCV costs will be passed on to City –equipment, software licensing, additional ballot length, staff processing time, other implementation expenses 8 This Photo by Unknown Author is licensed under CC BY-SA DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Professional Administration Confidence in results and integrity of process •Both Larimer County & City of Fort Collins run excellent elections •Timing of certification of results likely needs to shift in any scenario Strong ability to be responsive to voter needs •Serving Fort Collins residents and voters as a priority Ability to fulfill election responsibilities that cannot be coordinated •Only regular municipal elections can be coordinated •Retaining election readiness without doing regular elections 9 This Photo by Unknown Author is licensed under CC BY DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Running for Office in November Timing shifts •Time for circulating nomination petitions shifts from 70-49 days prior to Election Day to 91-71 days prior to Election Day •Deadline to withdraw from nomination shifts from 42 days to 63 days prior to the election •All ballot content must be finalized and certified 60 days prior to a coord.election Costs •Potential increased costs to campaign in a more crowded election –especially Presidential election years –and challenge in gaining airtime 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Nov. 2022 •Potential coordinated election to place question(s) on ballot April 2023 –with/without RCV •No way to know there will not be an April election until after Nov. 2022 results •All regular plans must move forward •RCV implementation plans also must be part of planning •Candidate communication to identify potential shift in election date and/or voting method •Opportunity for ballot questions with or without candidates Nov. 2023 –with/without RCV •Unclear when Larimer County will know definitively if prepared for RCV in 2023 •Determination of responsibilities with County on voter education if RCV moves forward •Cost estimates not known until September 2023 •No risk limiting audit in 2023 if using RCV –will require hand counting for post election review Timing in 2023 Planning for Multiple Elections DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Overview of potential future year elections –Odd years * For potential implementation of RCV, election dates in yellow squares may allow use of RCV with some concerns, while green squares indicate possible to use RCV without significant timing-based concerns 2023 2025 2027 April Mayor + 2,4,6 Mayor + 1,3,5 Mayor + 2,4,6 November Mayor + 2,4,6 (all current terms +7 months) Mayor + 1,3,5 (current terms except mayor +7 months) Mayor + 2,4,6 Nov. starting in 2025 Mayor + 2,4,6 (elect in April for new terms + 7 months) Mayor + 1,3,5 (current terms for 1,3,5 + 7 months) Mayor + 2,4,6 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Questions for Council to consider •Should staff proceed with preparing a ballot question relating to implementing ranked- choice voting (RCV) in Fort Collins municipal elections, and if so, are there parameters Council would like to include as part of its direction? •Should staff proceed with preparing a ballot question to shift to coordinated elections for regular municipal elections to be held in November and administered by the County, and if so,are there parameters Council would like to include as part of its direction? 13 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 For Questions or Comments, Please Contact: THANK YOU! Anissa Hollingshead, City Clerk ahollingshead@fcgov.com 970-416-2995 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Timeframe Combined List of Tasks heading into 2023 elections early 2021 Research, development & approval of budget request for funds for consultant to assist with redistricting process Varies Candidate affidavits to be filed before a potential candidate accepts a donation or makes an expenditure (first new affidavit filed 4/16/2021) Sep-21 Update to ECC on redistricting process, with direction to staff to complete well in advance of Oct. 22 deadline and to move ahead without use of a consultant Sep-21 Consideration of shift to Nov. as well as implementation of RCV identified by ECC as current term priorities potentially requiring ballot questions, likely in a coordinated election in Nov. 2022 Sep-21 First ECC meeting with new Council; discussed priorities of the committee and desired timing: 1)Redistricting 2)Campaign Finance Provisions 3)Nov. elections 4)RCV 5)Public financing of elections 6)Election Oversight Board 7)Partisan/Non-Partisan Elections Sep-21 Research initiated on all provisions as to potential impact to planning for April 23 and to facilitate timing of potential shifts with expectations for future elections Fall 2021 Census data release delayed until Dec. 1 - all jurisdictions must adjust boundaries sequentially, as state boundaries are required for county which are required for municipal Oct-21 Reported to ECC on potential need to still use a redistricting consultant due to capacity issues in IT Oct-21 Comparison of April and November elections prepared and presented to ECC along with duties that remain with the City Clerk in coordinated elections Oct-21 Monthly ECC meeting including presentation on publicly funded elections by CSU graduate student Oct-21 ECC targets potential Nov. 22 ballot question(s) relating to RCV and/or coordinated elections, (April 23 another option) Nov-21 Potential term transition paths developed & presented to ECC Nov-21 Angela Myers at ECC to answer questions on coordinated elections and RCV, including odd vs. even year & how cost sharing is determined Jan-22 Discussion at ECC monthly meeting on preparing for a work session in March or April including consideration of potential ballot questions for coordinated elections and RCV Jan-22 Discussion at ECC on working with IT to identify resources to complete redistricting in house by April or May & tagged need for looking at prongs to require future redistricting Jan - Mar 2022 Research into and preparation of potential campaign finance shifts for ECC consideration Feb-22 Precinct data received from Larimer County and sent to IT Feb-22 Discussion at ECC monthly meeting on preparing for a work session in March relating to two potential ballot questions Feb - Mar 2022 Research and review of current election processes and timelines Feb - Mar 2022 Research into potential process improvements for accessible voting and post-election verification processes Election Preparations Required for 2023 Page 1 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Feb - Mar 2022 Research into equipment options for different potential election shifts and initial equipment quotes with RCV tabulation capabilities requested from multiple vendors Mar-22 Intensive clerk staff research on potential RCV implementation components, including equipment, tabulation and reporting options, voter education, and legal landscape for municipal implementation versus coordinated Mar-22 Development of options for potential external support from neutral parties for RCV implementation Mar-22 Discussion at additional ECC meeting on preparing for a work session in March relating to two potential ballot questions Mar-22 Development of planning process to allow for simultaneously planning for four different potential variations of the 2023 municipal election Mar-22 Monthly ECC meeting focused on vetting campaign finance potential revisions as well as final review of information to be provided at work session Mar-22 Work session to be held 3-22-2022 for Council guidance on how to proceed with any ballot questions relating to RCV or coordinated elections Mar-22 Work session to be held on potential ballot questions relating to elections Mar-22 Following work session, development of ballot language to include all necessary Charter provisions to effectuate desired direction of Council Mar-22 Clerk staff met with Larimer County staff to review precinct data and issues with City precincts until City redistricting process complete Mar-22 IT identifying resources for completing mapping work Apr-22 Bring ballot language to ECC for review Apr-22 Update planned for ECC meeting on redistricting progress May-22 Present final redistricting process to ECC meeting May - June 2022 Council to adopt redistricting Q2 2022 Council consideration and adoption by ordinance of campaign finance changes Jun-22 Monthly ECC meeting Jun-22 Present ballot language to full Council for adoption (will be an ordinance requiring 2 meetings) Jun-22 Call for Special Election by City Council Q2-Q3 2022 If implementing RCV in April of 2023 is possible, need to identify vendor of choice to move forward with on equipment for tabulation capable of working with RCV Q2-Q3 2022 Development of voter instructions Q2-Q3 2022 Development of voter education materials and plan Q2-Q3 2022 Development of potential rules and procedures, including ordinance provisions, for implementing RCV in municipal elections Jul-22 All internal tools and resources updated with new district and precinct information Q3 2022 Development of potential voter education plans and materials specific to April 2023 Q3 2022 Preparation and posting of candidate guidelines for April 2023 election - if either RCV or a coordinated election are possible in 2023, guidelines will need to outline different potential paths and contingencies for candidates, including potential changes to campaign finance deadlines 7/11/2022 Earliest date to publish notice of Charter amendments (120 days before election) Ongoing Coordinate any campaign finance filings relating to ballot questions on the Nov. 2022 ballot Election Preparations Required for 2023 Page 2 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 7/29/2022 Deadline to notify County of intent to participate in the election with ballot questions (100 days before election) Aug-22 District & precinct updates made in state voter database starting 60 days after June primary when system is unlocked for updates Aug-22 Execute IGA with Larimer County for coordinated election with special election question - deadline is August 30, 2022 - 70 days before the election Fall 2022 Finalize coordination with all election vendors including equipment rental for tabulation and adjudication, ballot design, ballot printing and mailing Sep-22 Larimer County provides cost estimate for coordinated election 9/9/2022 Last day to publish notice of election and deadline to certify ballot language to the County (60 days before the election) Oct-22 Accelerated soft deadline from our existing vendors for ordering envelopes and ballot paper for April 2023 Oct-22 Deadline for redistricting to be complete before April 2023 municipal election Oct-22 Typical time frame to begin working with contractual election coordinator who assists with ballot design, printing & mailing Oct - Nov 2022 Finalize envelope artwork, UOCAVA letter, and voter instructions to get to contractual election coordinator 11/8/2022 Election Day Nov-22 After receipt of election results from Larimer County, certify results of questions and submit to DOLA Nov-22 Typical timeframe to coordinate with Dominion on ballot artwork, eqiupment rental and on-site support (for 2021 this was challenging to complete and should be considered to be done earlier) Nov-22 Typical timeframe to coordinated with ES&S regarding rental of signature verification equipment and onsite support Mid-Nov. 2022 As soon as results of any ballot questions with potential to affect administration of April 2023 are known, all eqiupment contracts must be negotiated and finalized Mid-Nov. 2022 If ballot questions are being decided in Nov. 2022, once results are known deploy appropriate voter education plan Nov-22?Finalize equipment contract including RCV capabilities late Nov-22 Deployment of voter education plan and information to candidates on voting process specifics late Nov-22 Finalize ordinance language for changes needed to implement RCV Early December 2022 Typical time frame for ordering ballot envelopes and ballot paper - supply chain issues for jurisdictions planning April 2022 elections are coming up leading to consideration of need for earlier ordering to ensure availability and on time delivery Early December 2022 Request voter lookup access to SCORE (statewide election system) from SOS for Clerk staff and election workers Dec-22 Pay final invoice from Larimer County for coordinated election costs Dec-22 Adopt ordinances for changes needed to implement RCV Q1 2023 Recruit and hire election workers Early Jan. 2023 Get list of UOCAVA voters from County to get to consultant for ballot handling Jan-23 Earliest day for voters to request an absentee ballot 1/24/2023 Earliest day to circulate nomination petition (70 days before election) Election Preparations Required for 2023 Page 3 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Jan. 24 - Feb. 14 Financial Disclosure Statement due at same time nomination petition is filed Jan-23 Start providing equipment/ballot vendor with candidate names and ballot questions as they are determined Jan-23 Work with Larimer County on signature images Jan-23 Continue preparations with mail ballot vendor including creating ballot range table and pre-paying postage January - April 2023 Work with IT on data files going to and coming back from vendor 2/14/2023 Deadline to file nomination petitions (49 days before election) Feb-23 Provide mail ballot vendor with initial voter file 2/21/2023 Deadline to withdraw from candidacy (42 days before election) 2/21/2023 Deadline for write in candidates to file affidavits (42 days before election) 2/22/2023 Finalize ballot for printing 2/28/2023 Campaign Reports due (35 days before election) 3/13/2023 Residency deadline to participate in the election (22 days before election) 3/13/2023 Set up ballot processing center including delivery of signature verification equipment 3/14/2023 Campaign Reports due (21 days before election) 3/17/2023 Ballots mailed out (18 days before election) 3/20/2023 Deadline to mail out ballots to voters (15 days before election) 3/20/2023 Open City Clerk's Office as onsite polling locatoin 3/20/2023 Train election workers and begin ballot processing 3/21/2023 Campaign Reports due (14 days before election) 3/31/2023 Campaign Reports due (Friday before election) 3/31/2023 Deadline to apply for an absentee ballot (Friday before election) 4/4/2023 Election Day Apr-23 Final Certificate of Election Posted (right now 10 days after election) April or May 2023 Swearing In (right now at first regular or special meeting after results are certified) Election Preparations Required for 2023 Page 4 of 10 *Not shown in this chart are the needed contributions of other departments to the electoral process, including most notably IT, HR, and CPIO. DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Timeframe Redistricting Tasks early 2021 Research, development & approval of budget request for funds for consultant to assist with process Sep-21 Update to ECC on process, with direction to staff to complete well in advance of Oct. 22 deadline and to move ahead without use of a consultant Fall 2021 Census data release delayed until Dec. 1 - all jurisdictions must adjust boundaries sequentially, as state boundaries are required for county which are required for municipal Oct-21 Report to ECC on potential need to still use a consultant due to capacity issues in IT Jan-22 Discussion at ECC on working with IT to identify resources to complete redistricting in house by April or May & tagged need for looking at prongs to require future redistricting Feb-22 Precinct data received from Larimer County and sent to IT Mar-22 Clerk staff met with Larimer County staff to review precinct data and issues with City precincts until City process complete Mar-22 IT identifying resources for completing mapping work Apr-22 Update planned for ECC meeting on redistricting progress May-22 Present final redistricting process to ECC meeting May - June 2022 Council to adopt redistricting Jul-22 All internal tools and resources updated with new district and precinct information Aug-22 District & precinct updates made in state voter database starting 60 days after June primary when system is unlocked for updates Election Preparations Required for 2023 Page 5 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Timeframe Nov. 22 Coord. Election Tasks Sep-21 Consideration of shift to Nov. as well as implementation of RCV identified by ECC as current term priorities potentially requiring ballot questions, likely in a coordinated election in Nov. 2022 Oct-21 Comparison of April and November elections prepared and presented to ECC along with duties that remain with the City Clerk in coordinated elections Nov-21 Potential term transition paths developed & presented to ECC Nov-21 Angela Myers at ECC to answer questions on coordinated elections and RCV, including odd vs. even year & how cost sharing is determined Jan-22 Discussion at ECC on preparing for a work session in March or April including consideration of potential ballot questions for coordinated elections and RCV Feb-22 Discussion at ECC on preparing for a work session in March relating to two potential ballot questions Mar-22 Discussion at ECC on preparing for a work session in March relating to two potential ballot questions Mar-22 Work session to be held 3-22-2022 for Council guidance on how to proceed with any ballot questions relating to RCV or coordinated elections Mar-22 Following work session, development of ballot language to include all necessary Charter provisions to effectuate desired direction of Council Apr-22 Bring ballot language to ECC for review Jun-22 Present ballot language to full Council for adoption (will be an ordinance requiring 2 meetings) Jun-22 Call for Special Election by City Council 7/11/2022 Earliest date to publish notice of Charter amendments (120 days before election) Ongoing Coordinate any campaign finance filings relating to ballot questions on the Nov. 2022 ballot 7/29/2022 Deadline to notify County of intent to participate in the election with ballot questions (100 days before election) Aug-22 Execute IGA with Larimer County for coordinated election with special election question - deadline is August 30, 2022 - 70 days before the election Sep-22 Larimer County provides cost estimate for coordinated election 9/9/2022 Last day to publish notice of election and deadline to certify ballot language to the County (60 days before the election) 11/8/2022 Election Day Nov-22 After receipt of election results from Larimer County, certify results of questions and submit to DOLA Dec-22 Pay final invoice from Larimer County for coordinated election costs Election Preparations Required for 2023 Page 6 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Timeframe April 2023 Tasks Varies Candidate affidavits to be filed before a potential candidate accepts a donation or makes an expenditure (first new affidavit filed 4/16/2021) Sep-21 First ECC meeting with new Council; discussed priorities of the committee and desired timing: 1)Redistricting 2)Campaign Finance Provisions 3)Nov. elections 4)RCV 5)Public financing of elections 6)Election Oversight Board 7)Partisan/Non-Partisan Elections Sep-21 Research initiated on all provisions as to potential impact to planning for April 23 and to facilitate timing of potential shifts with expectations for future elections Oct-21 Monthly ECC meeting including presentation on publicly funded elections by CSU graduate student Oct-21 ECC targets potential Nov. 22 ballot question(s) relating to RCV and/or coordinated elections, (April 23 another option) Nov-21 Monthly ECC meeting Jan-22 Monthly ECC meeting Jan - Mar 2022 Research into and preparation of potential campaign finance shifts for ECC consideration Feb - Mar 2022 Research and review of current election processes and timelines Feb - Mar 2022 Research into potential process improvements for accessible voting and post-election verification processes Feb - Mar 2022 Research into equipment options for different potential election shifts and initial equipment quotes with RCV tabulation capabilities requested from multiple vendors Mar-22 Development of planning process to allow for simultaneously planning for four different potential variations of the 2023 municipal election Mar-22 Monthly ECC meeting focused on vetting campaign finance potential revisions as well as final review of information to be provided at work session and review of code language relating to redistricting Mar-22 Work session to be held on potential ballot questions relating to elections Apr-22 Monthly ECC meeting focused on consideration of ballot language (if directed at work session), campaign finance code language May-22 Monthly ECC meeting Jun-22 Monthly ECC meeting Q2 2022 Council consideration and adoption by ordinance of campaign finance changes Q3 2022 Development of potential voter education plans and materials specific to April 2023 Q3 2022 Preparation and posting of candidate guidelines for April 2023 election - if either RCV or a coordinated election are possible in 2023, guidelines will need to outline different potential paths and contingencies for candidates, including potential changes to campaign finance deadlines Fall 2022 Finalize coordination with all election vendors including equipment rental for tabulation and adjudication, ballot design, ballot printing and mailing Election Preparations Required for 2023 Page 7 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Oct-22 Accelerated soft deadline from our existing vendors for ordering envelopes and ballot paper for April 2023 Oct-22 Deadline for redistricting to be complete before April 2023 municipal election Oct-22 Typical time frame to begin working with contractual election coordinator who assists with ballot design, printing & mailing Oct - Nov 2022 Finalize envelope artwork, UOCAVA letter, and voter instructions to get to contractual election coordinator Nov-22 Typical timeframe to coordinate with Dominion on ballot artwork, eqiupment rental and on-site support (for 2021 this was challenging to complete and should be considered to be done earlier) Nov-22 Typical timeframe to coordinated with ES&S regarding rental of signature verification equipment and onsite support Mid-Nov. 2022 As soon as results of any ballot questions with potential to affect administration of April 2023 are known, all eqiupment contracts must be negotiated and finalized Mid-Nov. 2022 If ballot questions are being decided in Nov. 2022, once results are known deploy appropriate voter education plan Early December 2022 Typical time frame for ordering ballot envelopes and ballot paper - supply chain issues for jurisdictions planning April 2022 elections are coming up leading to consideration of need for earlier ordering to ensure availability and on time delivery Early December 2022 Request voter lookup access to SCORE (statewide election system) from SOS for Clerk staff and election workers Q1 2023 Recruit and hire election workers Early Jan. 2023 Get list of UOCAVA voters from County to get to consultant for ballot handling Jan-23 Earliest day for voters to request an absentee ballot 1/24/2023 Earliest day to circulate nomination petition (70 days before election) Jan. 24 - Feb. 14 Financial Disclosure Statement due at same time nomination petition is filed Jan-23 Start providing equipment/ballot vendor with candidate names and ballot questions as they are determined Jan-23 Work with Larimer County on signature images Jan-23 Continue preparations with mail ballot vendor including creating ballot range table and pre-paying postage January - April 2023 Work with IT on data files going to and coming back from vendor 2/14/2023 Deadline to file nomination petitions (49 days before election) Feb-23 Provide mail ballot vendor with initial voter file 2/21/2023 Deadline to withdraw from candidacy (42 days before election) 2/21/2023 Deadline for write in candidates to file affidavits (42 days before election) 2/22/2023 Finalize ballot for printing 2/28/2023 Campaign Reports due (35 days before election) 3/13/2023 Residency deadline to participate in the election (22 days before election) 3/13/2023 Set up ballot processing center including delivery of signature verification equipment 3/14/2023 Campaign Reports due (21 days before election) 3/17/2023 Ballots mailed out (18 days before election) 3/20/2023 Deadline to mail out ballots to voters (15 days before election) Election Preparations Required for 2023 Page 8 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 3/20/2023 Open City Clerk's Office as onsite polling locatoin 3/20/2023 Train election workers and begin ballot processing 3/21/2023 Campaign Reports due (14 days before election) 3/31/2023 Campaign Reports due (Friday before election) 3/31/2023 Deadline to apply for an absentee ballot (Friday before election) 4/4/2023 Election Day Apr-23 Final Certificate of Election Posted (right now 10 days after election) April or May 2023 Swearing In (right now at first regular or special meeting after results are certified) Election Preparations Required for 2023 Page 9 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024 Timeframe RCV specific tasks Sep-21 Direction from ECC to pursue potential ballot question on RCV with information on potential for implementation in 2023 Feb-22 Discussion of RCV at ECC meeting Feb - Mar 2022 Research into equipment options for different potential election shifts and initial equipment quotes with RCV tabulation capabilities requested from multiple vendors Mar-22 Intensive clerk staff research on potential RCV implementation components, including equipment, tabulation and reporting options, voter education, and legal landscape for municipal implementation versus coordinated Mar-22 Development of options for potential external support from neutral parties for RCV implementation Q2-Q3 2022 If implementing RCV in April of 2023 is possible, need to identify vendor of choice to move forward with on equipment for tabulation capable of working with RCV Q2-Q3 2022 Development of voter instructions Q2-Q3 2022 Development of voter education materials and plan Q2-Q3 2022 Development of potential rules and procedures, including ordinance provisions, for implementing RCV in municipal elections Nov-22?Finalize equipment contract including RCV capabilities late Nov-22 Deployment of voter education plan and information to candidates on voting process specifics late Nov-22 Finalize ordinance language for changes needed to implement RCV Dec-22 Adopt ordinances for changes needed to implement RCV Election Preparations Required for 2023 Page 10 of 10 DocuSign Envelope ID: 338EEEB9-2BC8-49E1-8822-5AB9C0C53024