Title
Adopt a Resolution Amending Title 4 of the Administrative Code and adding Section 4.4 - Electronic Filing of Campaign Disclosure Documents
Staffreport
SUMMARY AND RECOMMENDATIONS
In an effort to increase election transparency, the Governor signed a law in September2020 requiring all campaign filings to be posted on the City’s website within 72 hours of receipt. Currently, filings are accepted on paper which requires significant staff time to redact appropriate information and post on the website. Staff recommends that the City Council adopt the resolution to amend title 4 of the Administrative Code and add section 4.4 Electronic Filing of Campaign Disclosure Documents.
BACKGROUND
Historically, City Council candidates and campaign committees have filed paper copies of required campaign statements and reports. Once filed, the documents are made available for review by the public. The City Clerk’s Office spends a significant amount of staff time to make such paper filings readily available to the public, online and in-person. Senate Bill 1383 requires jurisdictions to purchase recycled-content paper for products that are recyclable with the goal to keep compostable items out of landfills to reduce emissions that contribute to climate change. In compliance with SB 1383, the City Clerk’s office is increasing its efforts to go paperless. Fortunately, Assembly Bill 2452 authorizes local jurisdictions to receive campaign statements and reports solely in an electronic format.
Public access to campaign disclosure information is a vital and integral component of a fully informed electorate. Transparency in campaign financing is critical to maintain public trust and support of the political process. Nevertheless, these values require staff resources to implement. As a means to more cost-effectively maintain the public trust, the City contracted with SouthTech Systems, Inc. (Granicus) for the installation of two electronic programs for online submittal and posting of Fair Political Practices Commission (FPPC) forms related to Conflict of Interest (Disclosure Docs) and Campaign Disclosure documents (Campaign Docs). Both programs have been installed and are operational, however, there is one remaining authorization necessary by Council in order to make Disclosure Docs fully electronic.
Pursuant to California Government Code §84615, the City Council must officially adopt a Resolution memorializing its approval to require and authorize electronic signatures and submission of electronic campaign disclosure forms with a local filing officer. The City Clerk is the local filing officer for the City of San Leandro. The electronic filing system will operate securely and effectively and will not unduly burden filers. In order for the City to accept electronically filed statements, the City Council must adopt a resolution permitting the use of an online filing system as an option for filing and designating the filings received electronically by the City Clerk’s Office as the filings of records for the City. In addition, the system must operate securely and effectively, be at no cost to filers, be available to the public to view filings, not place an undue burden on filers, and include procedures for filers to comply with the requirement that they sign statements and reports under penalty of perjury. Additionally, the proposed resolution will only apply to those filers who exceed a threshold of $1,000 for expending or receiving campaign funds. The threshold is consistent with Government Code §84615.
By eliminating manual processing of filings, electronic filing requirements will conserve resources and ensure the public has access to information disclosed in campaign statements and reports in a timelier manner, and as such, is consistent with the City Clerk’s goal of providing quality services and organizational effectiveness.
Fiscal Impacts
The City entered into an agreement with Southtech Systems, Inc., in July 2019 for the electronic filing of campaign disclosure statements and Form 700 Statements of Economic Interest. The annual subscription charges for this service are included in the in Fiscal Year 2022-2023 budget.
ATTACHMENT
Attachment A - Draft Resolution
PREPARED BY: Kelly B. Clancy, Acting City Clerk