Exhibit A Special Mail Ballot ProceduresEXHIBIT "A"
LINCOLNROADBUSINESSIMPROVEMENTDISTRICT
SPECIALMAILBALLOTELECTIONPROCEDURES
Thefollowing procedures shallgovernthe specialmailballot election,
whichshallbe
conducted
by the Office of
the
City Clerk andOffice oftheCityAttorney, todetermine
whetheramajority (50% plusone)
oftheaffectedpropertyownersapprovethecreation
ofthe proposedLincolnRoadBusiness ImprovementDistrict (the "District") (altogether,
the "Election").
1. TheLincolnRoad Property Owners Association, Inc. ("LRPOA") shallprovidethe
CityClerkwithaCertifiedList, approvedbytheLRPOApresidentandattestedtoby
theLRPOA secretary, ofeachbenefited property addresswithinthe District, and
each property owner'smailing address. In addition,
theLRPOAwillprovidetheCity
witha mailing label andareturn-mailing labelfor eachaddress. Theformatofthe
mailing labels andreturn-mailing labels (the "Labels")
shallbeasdeterminedbythe
City.
2.
TheCityreservestherighttohireaconsultanttoverifythepropertyownersand
mailingaddressessubmittedbyLRPOApursuanttoSection1above.
3.
TheOfficeoftheCityAttorneyshalldrafttheballotquestion.
4. UponLRPOA'sapprovalof
the ballot question,
andtheCity'sreceiptoftheLabels
andCertifiedList, the Office oftheCity Clerk, inconsultationwiththeOfficeofthe
City Attorney, shall preparetheOfficialBallot. TheCity'ssealwillbeembossedon
eachOfficialBallot.
5.
TheCityshalltranslateorarrangethetranslationofanydocumentsnecessaryto5 y 9 Y
effectuatetheElection,
includingtheOfficialBallot.
6. ThemailpackageforeachOfficialBallotshallbeasfollows:
shallbeaffixedwithamailinglabelEnvelope 1:Envelope1, the outer envelope,
g
provided
by LRPOA.
This envelopeshall contain (i) theOfficial
Ballot, (ii)
aformaffidavitaffirmingthevoter'sauthoritytovoteon
behalf ofthe property owner (the "Affidavit"), (iii) an instruction
sheetdetailingwhentheOfficialBallotmustbereturnedandthe
date, time, andlocationofwhentheOfficialBallotsreceivedwillbe
opened, (iv) Envelope2, and (v) Envelope3.
Envelope2:Envelope2, whichwillbe placedinsideEnvelope 1, shallbe
stampedandpre-addressedformailingtotheOfficeoftheCity
Clerk. A returnaddress label printedwiththefolio number, nameof
1
thepropertyowner, andmailingaddressofthepropertyownershall
beaffixedtoEnvelope2.
Envelope 3:Envelope3is theballot secrecy envelope.
Topreservethesecrecy
of
the ballot,
thepropertyownerwillbeinstructedtoremovethe
Official BallotfromEnvelope1,
andcastavotebydrawingacircle
around theappropriateballot response. After voting, theproperty
ownerwillbeinstructedtoplacethecompletedOfficialBallotinside
Envelope3, seal Envelope3, andplaceEnvelope3intoEnvelope
2.
ThepropertyownerwillbeinstructedtoplacetheAffidavitinside
Envelope2 and notto placetheAffidavit insideEnvelope3, to
preservethe secrecy oftheballot. Thepropertyownershallreturn
a sealedEnvelope2, containing theAffidavit anda sealed
Envelope
3, tothe
Cityby (i)
mailingthepre-addressedEnvelope2
totheOffice ofthe
City Clerk or (ii)
physicallybringingEnvelope2
directlytotheOfficeoftheCityClerk.
7.
TheOfficeoftheCityClerkshallmailallOfficialBallotstothepropertyownerson
the same
day, via FirstClassU. S. Mail,
unlessLRPOAnotifiestheCityinwriting
thatLRPOAdesiresthattheOfficialBallotsbesentviaFedExoranyotherdelivery
service, at LRPOA'sexpense; in suchevent,
LRPOAshallprovidetheCitywithpre-
addressedlabelsandanyandallnecessarypackingandmailingmaterialsforthat
particular
delivery service.
IntheeventthatLRPOAelectstouseadeliveryservice
otherthanU.S. Mail, the procedureinSection6 shallstill apply, exceptthat
Envelope1shallbeplacedinsideapostageprepaidenvelopeforthatparticular
deliveryservice.
8. As voting envelopes arereturned, the Office oftheCity Clerk shalltrack,
onadaily
basis, the numberofballots received,
by property address,
usingtheCertifiedList.
ThecountwillbepostedontheCity'swebsiteattheendofeachday.
OfficeoftheCityClerkreceivestwoormoreenvelopesreferencingthesame9. Ifthe0 y p
folio number, theballotsinthose envelopesshall
be voided,
andthatpropertyowner
willbeconsideredtohavenotvoted.
10.TheCanvassing Boardforthismailballotelectionshallconsistofthefollowing
individuals:
a. RafaelE.
Granado, CityClerk
b. RaulJ. Aguila, CityAttorney
c. Nick
E.
Kallergis, AssistantCityAttorney
11.A "yes" vote of
the ownersofa simplemajority (50% plusone) oftheaffected
propertiesisrequiredtoapprovetheproposedDistrict.
2
12.ApropertyownerwhofailstoreturnanOfficialBallottotheOfficeoftheCityClerk
within the allottedtimeframe willbe consideredtohave voted "no" tothecreationof
theDistrict.
13.The City Clerk shall
keep the LRPOApresidentinformedofallelection-related
activities,
andthe.LRPOApresidentisresponsiblefordisseminatingallinformation
totheownersofpropertieswithintheDistrict.
14.Theballots will
be openedata publicly noticedmeeting ofthe
Canvassing Board, at
aprescribeddate, time, andlocation, asfollows:
a. Envelope2willbeopenedandEnvelope3andtheAffidavitwillberemovedfrom
Envelope2.
b. Envelope2willbeplacedinaseparatestack.
c.
TheCanvassingBoardwillreviewtheAffidavittoensurethatitiscompleteand
validly executed andnotarized.
IftheAffidavitisnotcompleteorvalidlyexecuted
ornotarized,
theAffidavitwillbestapledtothecorrespondingEnvelope3and
rejected. If theAffidavitis complete andvalidly executed andnotarized, the
AffidavitandEnvelope3willbeplacedinseparatestacks.
d. IftheAffidavitisdeemed valid,
thecorrespondingEnvelope3willbeopenedand
theOfficialBallotwillberemovedandplacedinaseparatestack.
e. ThoseOfficial Ballotsdeemed valid pursuanttoSection14(d) hereinwillbe
counted. TheOffice of
the
City Clerk willpreparea
tally of"yes" votes, "no" votes,
unreturnedballots, andrejectedballots.
f.
TheCanvassingBoardwillreviewanyballotlackingaclearballotresponseto
determine, ifpossible, thevoter'sintent.
15.Oncethe counthasbeenfinalized andthe countis reconciled,
theOfficeoftheCity
ClerkwillprepareanOfficialElectionCertification.
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