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Home My WebLink About1997-03-28 EC CORRESPONDENCEI• City of Englewood March 28, 1997 Honorable Donetta Davidson Arapahoe County Clerk & Recorder 5334 South Prince Street Littleton , CO 80166 Dear Ms . Davidson , 3400 S. Elat i Street Englewood , Colorad o 80 11 0-2 304 Phone (303) 762 -2300 (303 ) 762 -2301 FAX (303 ) 789 -1 125 Attached is a copy of my Written Plan for the May 13 , 1997 Vacancy Election to be conducted by mail ballot, which was approved by the Secretary of State on February 27 , 1997. Monday, April 14, 1997 is the last day to register to vote for this election. I would like to request a registered voter list, alphabetical by last name, for Englewood City Council District I. District I includes County precincts 101, 104, 105 , 106 , 107 and 11 O. County precinct 105 is a split precinct. The portion of County precinct 105 included in City District I is bounded by East Yale Avenue, South Broadway, South Logan Street and East Floyd Avenue . Brenda or I can pick up this list when it is ready . Additionally , Paragon will need the same voter registration records for District I in the following format: ../ All fields included in file ../ ASCII format ../ Record layout ../ Supplied on 3 Yi " diskette They need this disk with the preliminary voter list by April 11, 1997 and the disk with the final voter list by April 18, 1997. Please advise Paula Jones, of Paragon, at 433-7481 when she can pick up the records. If these deadlines present a problem please let me know . Thank you for your assistance . If I can help at all , just let me know! Loucrishia A. Ellis, CMC/AAE City Clerk cc: Catherine Kraft Paragon Systems Group 1500 West 4ih Avenue Denver, CO 80211-0519 DEPARTMENT OF STATE 1560 Broadway -Suite 200 Denver, Colorado 80202 Administration 894-2200 Corporations 894-2251 Uniform Commercial Code 894-2200 Elections 894-2680 Licensing & Enforcement 894-2680 TDD 894-2389 FAX 894-2242 FAX 894-7732 February 27 , 1997 Loucrishia A. Ellis City Clerk City of Englewood 3400 S. Elati Street Englewood, CO 80110-2304 Dear Ms . Ellis : VICTORIA BUCKLEY Secretary of State On February 24, 1997, our office received the written plan for conduct of a mail ballot election for the City of Englewood Vacancy Election. The plan has been reviewed pursuant to C.R.S. Title 1, Article 7.5 and the Secretary of State Rules 10.1 -10.19 concerning Mail Ballot Elections. This letter shall serve as written notice of approval to the political subdivision as required by C.R.S . 1-7 .5-105 (2). A cost analysis form has been enclosed for the designated election official to fill out after the election. A copy of the ballot, instructions to electors, and a copy of the verification envelope should be on file with our office. We also recommend that the designated election official, all designated assistants, and judges review mail ballot laws prior to the election. If you have any questions, please do not hesitate to call. Sincerely , xi?t lava(f JL, ~hanna Billmyer Program Specialist Licensing and Elections Division Enclosure • City of Englewood February 21, 1997 Victoria Buckley Secretary of State 1560 Broadway , Suite 200 Denver, CO 80202 Dear Ms. Buckley 3400 S. Elati Street Eng lewood, Co lorado 801 10-230 4 Phone (303 ) 762 -2300 (303 ) 762-230 1 FAX (303 ) 789-1125 The Englewood City Council has set a Vacancy Election for May 13 , 1997 , to be conducted by mail ballot. Resolution No . 33 , Series of 1997 , which set the election , is attached. Pursuant to CRS 1-7 .5-105 I am remitting the proposed Written Plan for your approval. If you have any questions just give me a call at 762-2407 . Thank you for your assistance! Loucrishia A. Ellis City Clerk • e •• •• WRITTEN PLAN For the Conduct of a Mail Ballot Section Name of Person Submitting Pl an : Loucrishia A. Ellis, City Clerk City of Englewood 1. Legal name o f Jurisdiction: 2. Type of Jurisdiction: Horne Rule... City 3. Description of type of election to be held: !Please check onel ___ Regular election ___ Spec i al Section on a ballot issue ___ Coordinated election (Complete exhibit 1 l X o~er Vacancy Election 4. Statute or Home Rule Charter which authorizes your ability to hold this election: C i t y of Englewood Horne Rule Charter, Article IV, Section 34 5. Estimated n umber of eligible electors: 5 , 0 0 0 ------------------ 6. Name of a d esignated election offi c i al who will be responsible for all aspects of the election: Louc~~s hi a A. El l is , Ci tv Clerk 7 . What assistance will the County Cl erk and Recorder provide for this election? X Prov i de lis.:s of regis.:ered el ec-::ors ___ Be Respons i ble for t he El ecti on 8. Number of pl aces of deposit ____ 1 ___ _ (Complete exhi bit .::1 For each of the following, explain what you will do: 9. If ballot packets are returned as undeliverable : Ballot packets returned as undeliverable will be recorded and secured in locked room in City Hall, 3400 South Elati Street, and not rernailed. 10. Indicate how postage will be handled for ballot packets returned as undeliverable: { i.e "Returned postage guaranteed .. ) Ballot oackages will be mailed with first-class postage, marked "DO NOT FORWARD." U.S. Postal Service guarantees return of an .deliverable mail . " ·e · • e 1 J. Indicate the procedures to be followed to ensure compliance with statutes and rules; please include the names of people responsible for each stage: The Citv Clerk shall establish orocedures to ensure compliance with applicable statutes, Charter provisions and the Secretary of State's Rules concernina Mail Ballot Ele~tions, 12. Describe the procedures to ensure ballot security at all stages of the process: Voted ballots and ballots returned as undeliverable will be secured and the verification process _ will take place in a locked inter~or room near the City Cl~rk's office. 13. Describe the procedures for signature verification: 14 . 15. Voter information on retur~ affidavit envelooes will be verified aaainst voter recristrat io n records. Descri be the procedures to ensure privacy or secrecy of :he ballot: We will be using AIS ballots which fold and create a secrecy envelope within the return envelope. (S.O.S. 10.7.3.1) Describe the procedures to reconcile batlots issued, ballots received, defec::ive ballots and substitute bailots: Ballot tracking system will generate periodic and cumulative reports. Title: Ci tv Clerk August'· ,,,& wodoc:slmailplan. wo Do not forget to enclose your written timetable WRITTEN TIMETABLE ATTACHED 2 , Exhibit 2 PLACES TO DEPOSIT MAIL BALLOT Address City of Englewood, City Hall 3400 South Elati Street, Englewood The vacancy election will be conducted in accordance with the Colorado Municipa~ Election Code of 1965 and the Uniform Electi.on Code of 1992, Article 7.5 (Mail Ballot Elections). TIMETABLE For the conduct of a Mail Ballot Section Please ind i cate dates by which each item will be completed 2 I 3 I 9 7 Written plan submitted to governing body. (Resolution No. 33, Series pf 1997 ) 2/3 /97 3 /19 /97 4 /3 /97 3 /1 9 /9 7 N /A 4 /3 /97 4/1 1 /97 Election approved by governing body. Submission of written plan t o Secretary ot State (55 days prior to electi on) Last date t or approval by Secretary of State ( 15 days after r ecei pt in Secretary of State 's office.) Notice of electi on to County Cl erk & Recorder Notice of el ecti on to County A ssessor Registration records ordered by designated elec-::ion offi cial from County Cl erk and Recorder (At least 40 days prior t o election) List of el ecrnrs submitted t o electi on Official (at l east 30) days prior to electi on ! (Prel i minary 4 I 1 4 I 9 7 -5 : 0 0 P · m ·Close of r eg i stration (29 days prior) 4 I 18 I 9 7 -4 I 2 8 I 9 7 Ballots mai l ed (not sooner than 25 days and no later than 1 5 days prior) 4 I 2 8 I 9 7 Ballots available at electi on official 's office (No sooner than 25 days prior) 4 I 2 3 I 9 7 Supplemental li st of electors submitted (At least 20 days prior) 5 /1/97 5 /3 /97 5 /13 /97 5 /20 /97 Notice of election to el ectorate (at least 10 days pri or) Verification of ballot numbers to pollbook (may beg i n at any time during the 10 days before ) El ection day Canvass dates /certi fication issued (no later than 7 days after the election) Rule 10.3.3.2a Ru l e 10. 1 .2.2 Rule 10.3 .3.2b 1-7.5-1 05 (1 ) Rule 10.3.1 .1 Rule 10.3.3 .2c 1-7.5-105 (2) Rule 1 0 .3.3.2 d Ru l e 1 0.3.1 .3 Ru l e 10.3 .3.2f Ru le 10 .3 .1 .5 Ru l e 1 0.3 .3 .2g 1-5-303 (1 ) 1-7 .5-1 0 7(2 )(a ) Ru l e 1 0.4.1 Rule 1 0.4.2 ~X~XYA<:X31-10-20 4 Ru l e 1 0.3 .3.2h 1-7.5-107 (3)(a l Rule 1 0.3 .3.2i 1-7.5-1 07(3)(c) 1-7 .5-1 07 (2) (b l Ru l e 1 0.4 .8 ~~X!l9{X~ 31-10-501 Ru l e 10.3. 1 .2 Ru l e 10.3 .3.2e Ru l e 10.12.3 Ru l e 10.3.3.2j Ru i e 10.3.3.2k ~X"Ml'~XlXX 31-10-1201 Ru l e 10 .1 6