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Home My WebLink AboutAgenda - 09-19-2006-9aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 19, 2006 SUBJECT: BOCC District Elections Education Process Action Agen a Item No. -G DEPARTMENT: BOCC PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Updated Process Document Charge far Education Committee Copy of July Public Notice Proposed Electoral District Map with Hagan Farms Precinct Boundary Information (under separate cover) INFORMATION CONTACT: Barry Jacobs, Chair Orange County Board (919)245-2130 of Commissioners PURPOSE: To consider tools and a process to increase public awareness of the November 7, 2006 District Elections Referendum. BACKGROUND: The Orange County Board of Commissioners, with input from the public, has put forth a referendum for November 2006 to modify the number of Commissioners who serve on the Orange County Board from five to seven members and to establish residential districts for the election of some Board members, Members of the Board have discussed a public awareness /education campaign to improve public knowledge of the referendum. At the September 12, 2006 BOCC regular meeting, the Board reviewed a draft Process document and noted several revisions, An updated Process document is provided at Attachment 1, The Board also requested that staff develop a proposed charge fora BOCC- appointed District Elections Education Committee (see Attachment 2), It should be noted that one of the items provided with the updated Process document (Attachment 1) is a Sampling of Potential Advertising Opportunities and Costs through various media in the County, At least one of the advertising opportunities detailed is contemplated to begin in early October, With the appointment of District Elections Education Committee members scheduled for the October 3, 2006 regular Board meeting, there would be limited opportunity for the Committee to provide input/design (as described in the proposed Committee charge) for any early October advertising initiatives. It is requested that the BOCC provide staff any direction regarding moving forward with any advertising initiatives in early October or withholding any advertising pending Committee review, The Board also asked staff on September 12 to research information on the County's expenditures for previous public education efforts related to school and County capital bond referenda. According to County Finance Director Ken Chavious, those expenses, excluding normal County staff time, were as follows: 1992 Bond Referendum - $10,373 1997 Bond Referendum - $11,726 2001 Bond Referendum - $16,62,5 The Board also requested a copy of the required official legal public notice of the district election referendum which the County provided as part of the referendum process. This notice, provided at Attachment 3, appeared in a black and white format during July 2006 in The Chapel Hill News, The Chapel Hill Herald, the News of Orange, and the News of Orange Extra. The total cast for these notices was $1,385.48. Following the September 12~h meeting, the Chair requested that staff provide information for the Board on the current funds available in the BOCC Contingency and Manager's Contingency. Those amounts are $33,000 and $5,500, respectively. Based on the funds expended during the past bond referenda as noted above, the Board may want to consider allocating $15,000 from the BOCC Contingency account for the District Elections Education Process for the November 2006 referendum. If the Board does choose to allocate $15,000, that amount, along with the funds already spent for the official public notice in .)uly as discussed above, would almost equal the funds spent for the 2001 Bond Referendum Public Education Process. The Board also requested, at the September 12`h meeting, the precinct boundary map information for the new Hogan Farms Precinct, which is provided at Attachment 4 along with a proposed electoral district map. Lastly, the Board also discussed at the September 12`h meeting the issue of staff support for the District Elections Education Process. Staff from the Clerk to the Board's Office and the County Manager's Office will provide primary support for the District Elections Education Committee, and it is expected that those same staff members as well as the County Attorney and staff from other County departments will help address other public education needs as necessary. FINANCIAL IMPACT: As noted under Background, the Board may want to consider allocating $15,000 from the BOCC Contingency account for the District Elections Education Process for the November 2006 referendum. If the Board does choose to allocate $15,000, that amount, along with the funds already spent for the official public notice in July as discussed above, would almost equal the funds spent for the 2001 Bond Referendum Public Education Process. The allocation of $15,000 from BOCC Contingency would leave a balance of $18,000 in that account. RECOMMENDATION(S): As the Board decides, including approval of any funding amount for the Education Process and any direction to staff regarding moving forward with any advertising initiatives in early October or withholding any advertising pending District Elections Education Committee review. Public Education on District Election Referendum Overview On the November 7, 2006 General Election ballot the registered voters in Orange County will decide whether to change the current process of electing the County Commissioners, Primary Objectives Increase public awareness of the referendum Inform and educate the voters on the details of the referendum Education Methods and Tools Brochures News Media Newspaper Paid ads Public Service Announcements (PSA) Radio Paid ads Public Service Announcements (PSA) Orange County Website Additional options - -Submit guest articles to newspapers and/or letters to the editor -Radio interviews by BOCC members - Host a media awareness session - Invite public to a Q and A session - Speak at meetings for local civic groups and/or Chambers - Expand the information provided on Web discussion groups (blogs) - Be a guest speaker at a local event - Team with local nonpaztisan political action groups (League of Women Voters) -Booth at public events -Set up display tables with large maps and information in public locations Ad Copy (See sample of simplified ~~orking example, back page) Previous Ads On July 19, 2006, as required by North Cazolina General Statute, a paid ad/ public notice ran in The Chapel Hill News, The Chapel Hill Herald, and the News of Orange County announcing the referendum. The ads were approximately 2 columns by 14 inches. The ad contained the exact wording of the referendum, as it will appear on the ballot and a map of the Electoral Districts. The combined ads cost $1385.48. Questions How much funding should be devoted to paid advertising? What is the best timing for running ads? Possible Education Committee Possible members - Geof Gledhill, Greg Wilder, and 1 or 2 Commissioners Members of the public, particularly those who have already expressed interest (Size and make-up of committee?) Brochure Brochure could include map, formal wording of ballot, and an easy to understand version of the referendum. • Include a Countywide map showing the proposed district elections plan, with sufficient clazity to be readily readable. • Inset map detailing the proposed boundazy sepazating Districts 1 and 2. • Explain that approval of the proposed plan would expand the Boazd from five to seven members. • Explain the proposed timeframe for the expansion of the Boazd to seven members, • Explain the proposed number of members from each district and the at-large members. • Explain the use of nominating districts during the May primaries, meaning that any candidates for seats from either of the two districts must live in those respective districts and be nominated in May by the voters of their respective political pazty in those respective districts. • Explain that At-]azge candidates are nominated in May by the voters of their respective political pazty from the entire County and elected in November by all voters across the entire County. • Explain that all candidates, both those nominated by district and those nominated At-Large, are elected in November by all voters across the entire County. • Explain when the respective Commissioner seats would be up for election, • Provide contact information for further information. • Explain situation if the referendum is not approved.. • Other relevant points. Distribute brochure at libraries, convenience stores, senior centers, town halls, community centers, civic clubs, County volunteer boards, Boazd of Commissioner meetings, county offices, animal shelter, etc, 5 Sample draft of simplified wording for public ad In 1954 the Orange County Board of Commissioners was expanded from three members to five members. Commissioners have been elected "at lazge," which means registered Orange County voters could select from all candidates, On November 7, 2006, the people of Orange County will decide if there will be changes in the way Commissioners are elected, A referendum will appear on the ballot to possibly alter the number of Commissioners and how they are elected, The referendum proposes to increase the Board from five to seven members. This same referendum splits Orange County into two voting districts. District 1 would consist of the southern two-thirds of Chapel Hill Township, The divider line generally runs along I-40 east of Hwy 86 and the Chapel Hill - Cazrboro School District boundazy west of Hwy 86, (A detailed description of the boundazy is contained in the wording of the referendum.) District 2 will be the remainder of Orange County, Three Board members will reside in District 1, two members will reside in District 2, and two members will be elected At-Large and may live anywhere in Orange County. Irr the Primazy, only residents of a District may vote for the Commissioner candidate or candidates who reside in that District and seek to represent that District, All eligible voters in Orange County may vote in the primary and general election for At-Large candidates, For the general election, all Orange County voters can vote for candidate(s) representing District 1 and District 2, and serving At-Large, Commissioners will continue to serve four-year terms staggered with half of the Board members elected every two years. T/zis is a simplified description. The detailed referendum wording is available on the Oz•ange County website and in public libraries, Sampling of Potential Advertising Opportunities and Costs For District Election Referendum Education Chapel Hill Herald - A display ad of 2 columns by 14 inches, full color, for four printings, October 18, 25, 29, and November 5. Contract rate $2,613.28 The Chapel Hill News - A display ad of 2 columns by 14 inches, full color, for four printings, Octoberl8, 25, 29 and November 5. Contract rate $2,0.38.88 News of Orange County - A display ad of 2 columns by 14 inches full color for four printings, October 11, 18. 25, and November 1. This would include both the News of Orange County and the Northern Orange Xtra, $1,639.30 The Daily Tar Heel - A display ad of 2 columns by 14 inches, full color for one printing, October 25,. $560.80 WCHL Radio- Four weeks of 14 - .30 second commercials per week from October 9 to November 5 $1,680.00 Levi's Printing - 10,000 brochures printed on both sides, black ink on paste] color paper, trifalded Approximately one-week turnaround $888.31 Total $9420.57 CHARGE TO ORANGE COUNTY DISTRICT ELECTION EDUCATION COMMITTEE NOVEMBER 7, 2006 REFERENDUM On the November 7, 2006 Genera] Election ballot the registered voters in Orange County will decide whether to change the current process of electing the County Commissioners. The Commissioners have requested an Education Committee to increase public awareness of the referendum. The change far the committee follows: • Become familiar with the specific details contained in the referendum • Develop appropriate informational materials that will address the District Election Referendum • Design and implement a campaign to distribute relevant factual information about the District Election Referendum for Orange County citizens in the most effective and efficient manner possible • Design and implement a process for informational meetings with civic groups, non-profit agencies, neighborhood associations, and other interested parties in the community • Ensure that equal access to factual information is provided to all individuals and groups, regardless of their position for or against the referendum • Encourage all eligible voters to participate in the November 7, 2006 election ;r Plan I = 3 Members = 2 Members ~e District 2 38 aunty Rural Buffer E~wn wuG 2000 Census Blocks Votlng Precincts Orange County Electoral Districts Map /Vew (-In~a~, ~~MS P~«„~~--- Poi-(-ra,. ~-F ~l~ S~~. 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