Submitted by: Laura Reams
Submitting Department: City Clerk
Agenda Section: Action
Item Title:
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Hyattsville Ordinance 2020-06: Vote-by-Mail Election Procedures
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Suggested Action:
recommendation
I move the Mayor and Council adopt Hyattsville Ordinance 2020-06, an ordinance whereby the City Council amends Chapter 8 of the Hyattsville Code to change the day of the election, provide for an all Vote-by-Mail election, update, reorganize, and refine Chapter 8 to improve its overall clarity and better define the City’s election policies and procedures (SECOND READING & ADOPTION)
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Summary Background:
In November 2018, Mayor Hollingsworth and Councilmembers Ward, Suiter, and Lawrence submitted a motion proposing the City make revisions to the Election Code necessary to enable the Board of Elections Supervisors to distribute, proactively, a Vote-by-Mail ballot to all registered voters in the City of Hyattsville (on State and city-only registries) and appropriate funds necessary to support this effort in the 2021 municipal election. Council discussed the motion on November 19, 2018. Council indicated support for bringing the proposal back for further discussion after evaluation by the Board of Supervisors of Elections. The Board made a commitment to Council to research the feasibility and logistics of moving to a Vote-by-Mail system post-Election 2019.
Since that time, and with the onset of the COVID-19 pandemic there has been a renewed national push for Vote-by-Mail elections. Locally, several elections have been held by mail including the State primary and the Cities of Rockville and New Carrollton. Benefits of an all Vote-by-Mail election include increased voter turnout and civic engagement.
The Board and Clerk’s office have worked with the City Attorney to review and make recommended changes to the City Charter and Code for an all Vote-by-Mail election in 2021. Attached is the draft legislation and draft election calendar.
A high-level summary of the proposed changes is below. These changes were discussed in detail on July 20, 2020 and a first reading was held on October 19, 2020.
Election Code
• Enabling Legislation - Council determines method of voting for future elections via resolution, allows future Council's flexibility
• Provides for all VBM election, includes provision for issuance of new ballot if one is lost or damaged via completion of an affidavit by the voter
• Allows for continued early voting
• Provides for Election Day polling location with Same Day Voter Registration
• Requires a minimum of 4 communications to voters
Next Steps:
A first reading was held on October 19, 2020 with adoption scheduled for November 2, 2020. The ordinance will be effective 20 days post adoption. Upon adoption, the City Attorney will prepare a resolution for the Council to formally declare the May 2021 City Election as an all Vote-by-Mail election. It is anticipated this resolution will be presented to the Council on December 7, 2020.
Fiscal Impact:
TBD - There is currently $55,000 budgeted for the 2021 Election. An all Vote-by-Mail election will likely require a budget amendment, related to infrastructure and increased communication costs. Staff issued a Request for Proposal in the summer and received one response. Staff and the Election Board is evaluating the response as well as seeking out additional vendor quotes.
City Administrator Comments:
The revised legislation includes and/or considers many lessons learned and new legislative, staff and Election Board initiatives discussed over the past few years.
Community Engagement:
There will be a communications strategy planned for Vote-by-Mail.
Strategic Goals:
Goal 1 - Ensure Transparent and Accessible Governance
Legal Review Required?
Complete