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Home My WebLink AboutC-7790-4H - Vote Center Facility Use Agreement - Community Room' f , Registrar of Voters 1300 S Grand Ave, Building C Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER ("Permit") effective upon execution of all required signatures ("Effective Date"), by and between CITY OF NEWPORT BEACH, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as "Party" or jointly as "Parties." 1. PURPOSE: Pursuant to Section 12283 and 12284 of the Election Code, which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in -person voting sites for voters free of charge, Permitter hereby grants to County use of the NEWPORT COAST COMMUNITY CENTER, NEWPORT RIDGE/PELICAN ROOMS property located at 6401 SAN JOAQUIN HILLS RD, NEWPORT COAST, CA ("Property") for the 2025 State Senate District 36 Special Primary Election held on February 25, 2025, and for the 2025 State Senate District 36 Special General Election held on April 29, 2025. This Permit shall commence on the Effective Date and terminate on May 2, 2025; except that, if the 2025 State Senate District 36 Special General Election is not held, this Permit shall terminate on February 28, 2025. ("Term"). 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose, nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS. 2.1.1. Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing a voting location on the dates and hours as follows: Special Primary Vote Center Dates Hours of Use Friday, February 21 8am - 5pm Monday, February 24 8am - 5 m Tuesday, February 25 16:30am — 1 Opm Wednesday, February 26 8am — 5 m DL: 6401 San Joaquin Hills Rd, Newport Coast Page l of 8 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters Special General Vote Center Dates Hours of Use* Friday, April 25 8am - 5pm Monday, April 28 8am - 5pm Tuesday, April 29 6 : 3 Oam — 1 Opm Wednesday, April 30 8am — 5p *Vote Center hours are subject to change at any time by County based on the operational needs presented by the election turnout. 2.1.2. Permitter specifically grants County permission to enter and use the Property for the purpose of delivering and picking up Vote Center equipment on the dates and hours as follows: Vote Center Equipment Delivery and. Pick -Up for the Special Primary Election Delivery Date Period: Wednesday, February 19, 2025 Pick-up Date Period: Thursday, February 27, 2025 *Specific dates and hours to be provided by County by February 4, 2025. Vote Center Equipment Delivery and Pick -Up for the Special General Election Delivery Date Period: Wednesday, April 23, 2025 Pick-up Date Period: Thursday, May 1, 2025 *Specific dates and hours to be provided by County by April 8, 2025. Permitter shall provide County staff with the means necessary to access the Property by Wednesday, February 19, 2025 for the Special Primary Election and by Wednesday, April 235 2025 for the Special General Election. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. 2.2. PROPERTY EQUIPMENT AND SUPPLIES. The Permitter acknowledges and agrees that it will. supply the County with the equipment and supplies listed in Attachment I., 2.3. PERMITTER OBLIGATIONS. The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1, above. To that -end, the Permitter agrees to the following: 2.3.1. If Permitter is not providing County staff with the means necessary to access the Property without the assistance of Permitter staff (i.e., Permitter is not providing County staff with the necessary keys to the Property), then Permitter shall close and secure the Property at the end DL: 6401 San Joaquin Hills Rd, Newport Coast Page 2 of 8 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters of the hours stated in, or the end of the hours as provided by County pursuant to, Section 2.1.1 and Section 2.1.2. Permitter also shall secure the Property during the hours outside those stated in, or those provided by County pursuant to, Section 2.1.1. and Section 2.1.2. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. I . 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted, the organization or layout of the Property. 2.3.5. The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroom access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. If parking passes are necessary for County staff parking, the passes shall be provided no later than Monday, February 10, 2025 for the Special Primary Election and no later than Monday, April 14, 2025 for the Special General Election. 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Permitter shall ensure the Property has adequate and functioning lighting both inside the Property and outside the Property. 2.3.10. The Permitter shall, if identified by County, allow for drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be responsibility of County staff. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2. 1, above. Permitter shall be responsible for all maintenance and repairs (including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein, per Clause 2 (AREA AND USE) above, and excluding normal wear and tear. Upon mutual agreement in advance of a not to exceed cost, County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service and any other costs not provided for in this section if approved in writing and noted in section 4 below. An estimated cost breakdown of fees shall be included in Attachment 2. DL: 6401 San Joaquin Hills Rd, Newport Coast Page 3 of 8 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters 4. AUTHORIZATION FOR USE OF PROPERTY: Parties acknowledge and agree that the use of this property is provided pursuant to Elections Code section 12283. 4.1. PERMIT FEE. If applicable, County agrees to pay Permitter in arrears a one-time payment in an amount not to exceed N/A dollars ($N/A) as a fee for the use of the Property ("Permit Fee") during the Tenn for both the Special Primary Election and the Special General Election. The Permitter will provide a separate invoice to the County on the Permitter's letterhead describing the service rendered and the permit fee amount for each election. Invoice and support documentation are to be sent to: ROV Attn: Accounts Payable PO Box 11298 Santa Ana, CA 92711 Said Permit Fee shall be submitted to N/A 5. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims, loss, demands, damages, cost, expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant, County shall notify Permitter of such fact and shall represent Permitter, in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter, their officers, agents, or employees, an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. 6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: DL: 6401 San Joaquin Hills Rd, Newport Coast Page 4 of 8 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters COUNTY County of Orange Registrar of Voters Facilities Services 1300 South Grand Avenue Building C Santa Ana, CA 92705 Attention: Administrative Manager Email: Kimberly.Hostler@ocvote.gov DL: 6401 San Joaquin Hills Rd, Newport Coast Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters PERMITTER CITY OF NEWPORT BEACH PO Box 1768 Newport Beach, CA 92658 Attention: Leilani I. Brown lbrown@newportbeachea.gov --Signatures Follow-- Page 5 of 8 IN WITNESS WHEREOF, the Parties have executed this Permit on the date set forth next to their signatures. APPROVED AS TO FORM: Office of County Counsel Orange County, California By ttty County CounseF Date: TEMPLATE APPROVED 06282023 Attest: Leilwni I. Brown MMC, City Clerk Date: DL: 6401 San Joaquin Hills Rd, Newport Coast Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters PERMITTER CITY OF NEWPORT BEACH By 6-1— GpdcWk. Leung dK Manager Date: 1123 r'�7.-S COUNTY COUNTY OF ORANGE By a/ee Bob Page, Registrar of Voters Per Resolution No. 20-091 and Minute Order dated July 14, 2020 Date: 1 21 (zS- APPRO%1ED AS TO FORM: CITY ATTORNEY'S OFFICE Date: I By: 3 on C. Harp, City Attorney Page 6 of 8 ENTRY PERMIT (LICENSE) Attachment I Pursuant to Section 2.2 of this Permit, Permitter shall 1. Provide four (4) six-foot tables and six (6) chairs. If Permitter is unable to provide this equipment, it shall notify the County within 20 days before each Election if the facility cannot provide tables and chairs. 2. Remove any and all items from Property (Voting Room referenced in Section 1), except for the provided tables and chairs, if applicable. Said room shall be free and clear by Set Up Day. 3. Permitter shall provide soap, water, paper towels in restrooms to ensure proper hygiene. Provide stock supplies available over the weekend as well. 4. If Permitter Staff is assigned to open facility and is running late, they are to contact the County immediately at (714) 954-1901. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before each Election period begins as stated in Section 2.1. 7. Permitter shall ensure exclusive, secure access to the Voting Room for the County and all doors shall have the ability to lock. When the permitter needs access to the room, the permitter shall coordinate access with the County. DL: 6401 San Joaquin Hills Rd, Newport Coast Page 7 of 8 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters FEE SCHEDULE Attachment 2 Special Primary Election Fee: N/A Special General Election Fee: N/A DL; 6401 San Joaquin Hills Rd, Newport Coast Page 8 of 8 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters