Resolution No. 2011-152RESOLUTION NO. 2011-152
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
AN AGREEMENT FOR PROFESSIONAL SERVICES BY AND
BETWEEN THE CITY OF VERNON AND LINDA HUDSON, D/B/A
HUDSON CONSULTING SERVICES, FOR CONSULTING SERVICES
RELATED TO A SPECIAL MAILED BALLOT ELECTION TO BE
HELD ON NOVEMBER 22, 2011
WHEREAS, the City of Vernon (the "City") is a municipal
corporation and a chartered city of the State of California organized
and existing under its Charter and the Constitution of the State of
California; and
WHEREAS, the City desires to utilize the services of a
consultant to assist in conducting its November 22, 2011, Special
Mailed Ballot Election; and
WHEREAS, Linda Hudson, d/b/a/ Hudson Consulting Services
("Hudson") has provided such election consulting services to the City
in the past; and
WHEREAS, by memo dated August 25, 2011, the City Clerk has
recommended that the City enter into an agreement with Hudson setting
forth the terms and conditions under which Hudson will provide such
services for the November 2, 2011, Special Mailed Ballot Election (the
Agreement"); and
WHEREAS, the City Council of the City of Vernon has
determined that, pursuant to the provisions of subsection (b)(1) and
(7) of Section 2.27 of the Vernon City Code, it is in the public
interest and necessity to enter into the Agreement with Hudson.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves the Agreement with Hudson, in substantially the same form as
the copy which is attached hereto as Exhibit A.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Mayor or Mayor Pro-Tem to execute the Agreement for,
and on behalf of, the City and the City Clerk, or Deputy City Clerk,
is hereby authorized to attest thereto.
SECTION 4: The City Council of the City of Vernon hereby
instructs the City Administrator, or his designee, to take whatever
actions are deemed necessary or desirable for the purpose of
implementing and carrying out the purpose of this Resolution and the
transactions herein approved or authorized.
SECTION 5: The City Council of the City of Vernon hereby
directs the City Clerk, or the City Clerk's designee, to send one
executed Agreement to:
Hudson Consulting Services
Attn. Linda Hudson
11865 Ann Arbor Court
Riverside, CA 92505
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SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
the City Clerk's certification to be entered in the File of
Resolutions of the Council of this City.
APPROVED AND ADOPTED this 20th day of September, 2011.
ATT T:
w
I
Will rd G. Yam g chi ity Clerk
Name: H?''' Gonzales
Title: Mayor / Mayor,-PI-ClIciiih
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution
No. 2011-152, was duly passed, approved and adopted by the City Council
of the City of Vernon at a regular meeting of the City Council duly
held on Tuesday, September 20, 2011, and thereafter was duly signed by
the Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this day of September, 2011, at Vernon, California.
(SEAL)
Wi
r,
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EXHIBIT A
AGREEMENT FOR ELECTION CONSULTANT SERVICES
THIS AGREEMENT is entered into this 20th day of September, 2011 by and between the
CITY OF VERNON hereinafter referred to as CITY and HUDSON CONSULTING
'SERVICES hereinafter referred to as CONSULTANT pursuant to these terms and conditions,.
A, 'file City wishes to employ the services of Consultant to assist in the conduct of the
November 22, 2011, Special Mailed Ballot Election for the City; and
B. The City and Consultant desire to provide for certain procedures, benefits, and
requirements regarding the engagement of Consultant by the City; and
C. The Consultant: is willing to work as an election consultant of said. City under the terms
and conditions recited herein,
NOW, THEREl;ORE, City and Consultant agree to the following:
SECTION 1. DUTIES:
City agrees to retain Hudson Consulting Services as election consultant, and Consultant agrees to
perform all duties as specified. The parties acknowledge that Consultant is being engaged as an
independent contractor. The Consultant shall not be construed, for any purposes, to be an
employee of the City.
The duties of Consultant shall be:
Assist in conducting and i nplementing all requirements of a Municipal Election,
including coordination between the City Clerk, City Attorney, Martin & Chapman
Co., the Los Angeles County Registrar -Recorder, and all other necessary entities to
insure cohesiveness; assistance with all necessary election processes to comply with
current Election Code; coordination, in conjunction with the City Clerk and all other
necessary entities; impartiality as to all issues on the ballot including, but not limited
to, political action committees and their representatives; and ensuring that all .election
time lines will be adhered to as required by the current Election Code;
Coordination with said entities in connection with Vote by Mail Voters, including but
not limited to, processing of vote by snail ballots, voter signature verification through
VIMS, and coordination with the Registrar -Recorder's office regarding the same;
Assistance with planning and coordination of election day activities including central
counting boards;
All other election related services as reasonably requested by the City Clerk of the
City;
Completion of post -election processing including, but not limited to, the certificate of
canvass and declaration of results.
SECTION 2. COMPENSATION:
The compensation shall be $75.00 per hour. The parties agree that such compensation is all
inCILISive and that the City is not obligated to pay any additional compensation (i.e. benefits
including, but not limited to, PE12S contribution) or mileage charges unless expressly agreed to
in this agreement or required by State Law.
The City will pay Consultant a $150 round trip charge for each required visit to City hall.
If Consultant is required to purchase supplies specific to this election, said purchases shall be
reimbursed on the basis of cost plus ten percent (10%).
The Consultant shall bill the City on a monthly basis for actual hours worked. The Consultant
sliall be paid at such times as the City normally and regularly pays its warrants.
SECTION 3. TERM OF CONTRACT:
A. Consultant shall complete the duties outlined in Section I of this contract by November
30, 2011, unless such term of contract is extended by the City.
B. City may terminate this agreement, without cause, by giving seventy-two (72) hours
written notice to Consultant.
C. Consultant may terminate this agreement by giving seven (7) days written notice to City.
D. Upon receipt of notice of termination or the effective date of the resignation, Consultant
shall immediately cease all services except as may be specifically approved by the City.
Consultant shall be entitled to compensation for all services rendered prior to the date of
termination of services. Upon termination, the City has the right to any and all
documents and work products of the City.
E. This agreement shall be deemed effective upon the date of approval and execution by the
City and Consultant's compensation shall commence as of said effective date.
1-. Any services performed prior to the Effective Date listed above, but on or after the
Commencement Date, shall for all purposes be deemed to have been performed pursuant
to this Agreement, subject to the terms and conditions hereof.
SECTION 4. INSURANCE:
Consultant shall he responsible for maintaining automobile liability insurance with the City.
2
SIsCTION 5. NOTICE:
Any notice or communication that either party desires or is required to give the other party shall
be in writing and shall be given by personal service or by deposit in the United States Mail,
addressed as follows:
CITY: City Administrator
City of Vernon
4305 S. Santa Fe Avcnue
Vernon, CA 90058
CONSULTANT: Linda Hudson
Hudson Consulting Services
11865 Arun Arbor Court
Riverside, CA 92505
Notices shall be deemed to be given as of the date of personal service, or two (2) days following
the deposit with the United States Postal Service,
IN NVITNESS WHEREOF, the parties hereto have caused this agreement to be executed as
follows:
CITY OF VERNON
B v:
NAME:
TITLE.
ATTEST:
B y:
Willard G. Yamaguchi, City Clerk
APPROVED AS TO FORM:
CONSULTANT
Hudson Consulting Services
y l�U�
Linda Hudson, Principal
13 y:
Michael B. Montgomery, Interim City Attorney
3
OFFICE OF THE CITY CLERK
4305 Santa Fe Avenue, Vernon, California 90058
Telephone (323) 583-8811
September 21, 2011
Linda Hudson
Hudson Consulting Services
11865 Ann Arbor Court
Riverside, CA 92505
Re: Consulting Services Agreement
Dear Ms. Hudson:
The insurance requirements have been met. Transmitted herewith is one fully executed
agreement, as referenced above, approved by City Council on September 20, 2011, through
Resolution No. 2011-152.
If you have any questions regarding this matter, please call contact the undersigned at (323) 583-
8811 ext. 175.
Very t y yours,
WILLARD G. Y M HI
City Clerk
WGY:dj
Enclosure
c: Ana Barcia
Purchasing Department
Resolution No. 2011-152
Agreement File No. 11-106
Exclusively Industrial
AGREEMENT FOR ELECTION CONSUI,.TANT SERVICES
THIS AGREEMENT is entered into this 20th day of September, 2011 by and between the
CITY OF VERNON Hereinafter referred to as CITY and IIUI7SON CONSULTING
SERVICES hereinafter referred to as CONSULTANT pursuant to these terms and conditions:
A. fhe City wishes to employ the services of Consultant to assist in the conduct of the
Novernbcr 22, 201I, Special Mailed Ballot Election for the City; and
B. The City and Consultant desire to provide for certain procedures, benefits, and
requirements regarding the engagement of Consultant by the City; and
C. The Consultant is willing to work as an election consultant of said City under the terms
and conditions recited herein.
NOW, ' HE'REFORE, City and Consultant agree to the following:
SECTION 1. DUTIES:
City agrees to retain Hudson Consulting Services as election consultant, and Consultant agrees to
perform all duties as specified. The parties acknowledge that Consultant is being engaged as an
independent contractor. The Consultant shall not be construed, for any purposes, to bean
employee of the City.
T11C duties of Consultant shall be:
Assist in conducting and implementing all requirements of a Municipal Election,
including coordination Between the City Clerk, City Attorney, Martin & Chapman
Co., the I-os Angeles County Registrar -Recorder, and all other necessary entities to
instn•e cohesiveness; assistance with all necessary election processes to comply with
current Election Code; coordination, ill conjutrctioti with the City Clerk and all other
necessary entities; impartiality as to all issues oil the ballot including, But not limited
to, political action committees and their representatives; and ensuring that all election
tinge lines will Be adhered to as required by the current Election Code;
Coordination with said entities in connection with Vote by Mail Voters, including but
not limited to, processing of vote by mail ballots, voter signature verification through
VIMS, and coordination with the Registrar -Recorder's office regarding the same;
Assistance with planning and coordination of election day activities including central
counting boards;
All other election related services as reasonably requested by the City Clerk of the
City;
Completion of post -election processing including, but not limited to, the certificate of
canvass and declaration of results.
SL`CTION 2. COMPENSATION:
The compcnsadon shall be $75,00 per hour. The parties agree that such compensation is all
incliIsive and that [fie City is not obligated to pay any additional compensation (i.e. benefits
incauding, but not limited to, PERS contribution) or mileage charges unless expressly agreed to
in this agreement: or required by State Law.
The City will pay Consultant a $150 round trip charge for each required visit to City Hall.
if Consultant is required to purchase supplies specific to this election, said purchases shall be
reimbursed on the basis of cost plus ten percent: (10%).
The Consuham shall Dill the City on a monthly basis for actual hours worked. The Consultant
shall be paid at such times as the City normally and regularly pays its warrants.
SECTION 3. TERM OF CONTRAur:
A. Consultant sliall complete the duties outlined in Section 1 of this contract by Novein_ber
30, 2011, unless such terin of contract is extended by the City.
B. City may terminate this agreement, without cause, by giving seventy-two (72) hours
written notice to Consultant.
C, Consultant may terminate this agreement by giving seven (7) days written notice to City.
D. Upon receipt of notice of termination or the effective date of the resignation, Consultant
shall immediately cease all services except as may be specifically approved by the City.
Consultant shall be entitled to compensation for all services rendered prior to the date of
termination of services. Upon termination, the City has the right to any and all
dOCtimedhts and work products of the City.
1. This agreement shall be deemed effective upon the date of approval and execution by the
City and Consultant's compensation shall commence as of said effective date.
h'. Any Services performed prior to the Effective Date listed above, but on or after the
Coinniencement Date, shall for all purposes be deemed to have been performed pursuant
to this Agreement, subJect to the terms and conditions hereof.
six,nQN 4. INSURANCI?:
Consultant shall be responsible for maintaining automobile liability insurance with the City.
2
Sp,cuON 5. NOTim
Any notice or communication that either party desires or is required to give the other party shall
be in writing and shall be given by personal service or by deposit in the United States Mail,
addressed as follows:
CITY: City Administrator
City of Vernon
4305 S. Santa Fe Avenue
Vernon, CA 90058
CONSULTANT: Linda Huclson
Hudson Consulting Services
11865 Ann Arbor Court
Riverside, CA 92505
Notices shrill be deemed to be given as of the date of personal service, or two (2) days following
the deposit. with the United States Postal Service.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed as
follows:
CITY OF VERNON
d .1 I3y:
NAME: Hilario Gonzales
TITLE: Mayor
A
B
APPROVED AS TO FORM:
CONSULTANT
Hudson Consulting Services
1
W
y: a
Linda Hudson, Principal
By
Michael B. Montgomery, Intcrin y Attorney
3
Juarez, Debbie
From: Barcia, Ana
Sent: Wednesday, September 21, 2011 9:26 AM
To: Juarez, Debbie
Subject: RE: Linda Hudson Consulting - Insurance Inquiry
Yes, current insurance on file. O
Ana Barcia
City of Vernon
T: 323) 583-8811 ex 286
F: 323) 826-1439
abarciagci.vernon.ca. us
From: Juarez, Debbie
Sent: Wednesday, September 21, 2011 9:25 AM
To: Barcia, Ana
Subject: Linda Hudson Consulting - Insurance Inquiry
Hi Ana. Does she have valid insurance on file? Thanks
'De6ora( Juarez
,ecorcfrYlana�jenrent Ass'is!-a��t
City of'Vernon - City CferCs Office
4305 Santa Tewenue
Vernon, CA 90058
(332.3) 58.3-8811
� Of VER
R C I V E D
AUG 2 9 2011 STAFF REPORT
CITY CLERK'S OFFICE City Clerk
DATE:
TO:
FROM
RE:
Background:
August 25, 2011
Honorable Mayor and City Council
Willard G. Yamaguchi, City Clerk
Hudson Consulting Services -
Special Mailed Ballot Election on November 22, 2011
RECEIVED
AUG 2 9 2011
CITY ADMINISTRATION
On November 22, 2011, the City of Vernon will be conducting a Special Mailed Ballot Election.
The City Clerk's office requests assistance of an independent election consultant to conduct said
election. For this election, the City Clerk's Office wishes to retain the services of Linda Hudson
d.b.a. Hudson Consulting Services ("Hudson").
Hudson will advise and assist in conducting, coordinating, and implementing all aspects of the
Special Election. Her services include coordinating between the City Clerk, City Attorney,
Martin & Chapman Co., the Los Angeles County Registrar -Recorder, and all other necessary
entities to comply with the current Election Code.
Hudson has assisted with previous City of Vernon Municipal Elections. Based on the services
provided by Hudson in the past, it would be in the City's best interest to retain her services for
the Special Mailed Ballot Election.
Recommendation:
I recommend that the Council approve the Agreement for Election Consulting Services between
the City of Vernon'and Hudson for the Special Mailed Ballot Election on November 22, 2011.
WGY/ab
Phut S��F,cY IN OU"e,P
CITY ATTORNEY'S OFFICE
INTER -DEPARTMENT MEMORANDUM
DATE: August 25, 2011
TO: Willard G. Yamaguchi, City Clerk
FROM: Mike Montgomery, Interim City Attorne ,e
RE: Hudson Consulting Services
I have received and reviewed the agreement and the attachments
thereto.
The agreement for election consultant services is approved as to form.
MM:em
Enclosures