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Home My WebLink AboutAGR-7700.A - COUNTY OF ORANGE - REGISTRAR OF VOTERS - VOTE CENTER ENTRY PERMIT - EL MODENA BRANCH LIBRARYDocusign Envelope ID:7050D837-C2F4-49C3-B421-A1267F6B55D9 r—OS AK_1b00,7 m Registrar of Voters 1300 S Grand Ave,Building C li/, 0\ 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 ORANGE,(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 EL MODENA BRANCH LIBRARY, COMMUNITY ROOM property located at 380 S HEWES ST, ORANGE, CA ("Property") on October 20, 2025, and terminating on November 11, 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 an early voting location on the dates and hours as follows: Vote Center Dates Hours of Use* Thursday, October 23 8am—5pm Friday, October 24 8am—5pm Saturday,October 25 7:30am-6pm Sunday, October 26 7:30am-6pm Monday, October 27 7:30am- 6pm Tuesday, October 28 7:30am- 6pm Wednesday, October 29 7:30am- 6pm Thursday, October 30 7:30am-6pm Friday,October 31 7:30am-6pm Saturday,November 1 7:30am-9pm Sunday,November 2 7:30am-9pm _ DL:380 S HEWES ST,ORANGE Page 1 of 7 Vote Center Entry Permit(Government Facility)v7.28.22 Registrar of Voters Docusign Envelope ID:7050D837-C2F4-49C3-B421-A1267F6B55D9 Monday,November 3 7:30am-9pm Tuesday,November 4 6:30am— 12am Wednesday,November 5 8am—5pm 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 Delivery Date Period: Monday, October 20,2025 through Wednesday, October 22, 2025 Pick-up Date Period: Thursday,November 6, 2025 through Tuesday,November 11, 2025 Specific dates and hours to be provided by County by October 10, 2025. Permitter shall provide County staff with the means necessary to access the Property by Monday, October 20, 2025. 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 1. 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 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. 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. DL:380 S HEWES ST,ORANGE Page 2 of 7 Vote Center Entry Permit(Government Facility)v7.28.22 Registrar of Voters Docusign Envelope ID:7050D837-C2F4-49C3-B421-A1267F6B55D9 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 Friday,October 17,2025. 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. 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 Term. The Permitter will provide an invoice to the County on the Permitter's letterhead describing the service rendered and the permit fee amount. 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. DL:380 S HEWES ST,ORANGE Page 3 of 7 Vote Center Entry Permit(Government Facility)v7.28.22 Registrar of Voters Docusign Envelope ID:7050D837-C2F4-49C3-B421-A1267F6B55D9 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: COUNTY PERMITTER County of Orange CITY OF ORANGE Registrar of Voters 300 E Chapman Ave Facilities Services Orange, CA 92866 1300 South Grand Avenue Building C Attention: Pamela Coleman Santa Ana, CA 92705 pcoleman@cityoforange.org Attention: Administrative Manager Email: Kimberly.Hostler@ocvote.gov Signatures Follow-- DL:380 S HEWES ST,ORANGE Page 4 of 7 Vote Center Entry Permit(Government Facility)v7.28.22 Registrar of Voters Docusign Envelope ID:7050D837-C2F4-49C3-B421-A1267F6B55D9 IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel CITY OF ORANGE Orange County, California Signed by: By 5064 (,. {ail rtu4 ocrz rDCzc4o4ro By Jarad L. Hildenbrand, City Manager DV ty County Counsel Date: 9/17/2025 Date: TEMPLATE APPROVED 06282023 ATTEST: DocuSigned by: Cb 116C8C310DCD4BC.., Pamela Coleman, City Clerk APPROVED AS TO FORM: DocuSigned by: 0D0307000k7540A... Nathalie Adourian Senior Assistant City Attorney COUNTY COUNTY OF ORANGE Signed by: By Pt, k PAIL 3300,D2002 S4D2 Bob Page, Registrar of Voters Per Resolution No. 20-091 and Minute Order dated July 14, 2020 Date: 9/17/2025 DL:380 S HEWES ST,ORANGE Page 5 of 7 Vote Center Entry Permit(Government Facility)v7.28.22 Registrar of Voters Docusign Envelope ID:7050D837-C2F4-49C3-B421-A1267F6B55D9 ENTRY PERMIT(LICENSE) Attachment 1 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 the event 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. 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 fmalized 20 days before Election period begins. 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:380 S HEWES ST,ORANGE Page 6 of 7 Vote Center Entry Permit(Government Facility)v7.28.22 Registrar of Voters Docusign Envelope ID:7050D837-C2F4-49C3-B421-A1267F6B55D9 FEE SCHEDULE Attachment 2 N/A DL:380 S HEWES ST,ORANGE Page 7 of 7 Vote Center Entry Permit(Government Facility)v7.28.22 Registrar of Voters