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Home My WebLink AboutORANGE, COUNTY OF - REGISTRAR OF VOTERS (13)Docusign Envelope ID: 76FDD4DA-3276-4535-AFAB-DFC166DF8F05 SEP 1 5 7025 N-2025-241 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 SANTA ANA, (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." 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 ALBERT D. SALGADO COMMUNITY CENTER, MPR property located at 706 N NEWHOPE ST, SANTA ANA, CA ("Property") on October 20, 2025, and terminating on November 11, 2025 ("Term"). County will not assign this Entry Permit and/or License. 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.L 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 - 6 m Sunday, October 26 7:30am - 6 m Monday, October 27 7:30am - 6pm Tuesday, October 28 7:30am - 6 m Wednesday, October 29 7:30am - 6 m Thursday, October 30 7:30am - 6 m Friday, October 31 7:30am - 6 m Saturday, November 1 7:30am - 9 m Sunday, November 2 7:30am - 9 m DL: 706 N NEWHOPE ST, SANTA ANA Page 1 of 7 Vote Center Entry Permit (Government Facility) v7.2822 Register of voters Docusign Envelope ID: 76FDD4DA-3276-4535-AFAR-DFG166DF8FO5 Monday, November 3 7:30am - 9 m Tuesday, November 4 6:30am —12am Wednesday, November 5 gam — 5 m *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. Permitter shall secure the Property. 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. 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 DL: 706 N NEWHOPE ST, SANTA ANA Page 2 of 7 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters Docusign Envelope ID: 76FDD4DA-3276-4535-AFAB-DFC165DFBF05 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. 4. AUTHORIZATION FOR USE OF PROPERTY: Parties acknowledge and agree that the use of this property is provided pursuant to Elections Code section 12283. 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 DL: 706 N NEV LOPE ST, SANTA ANA Page 3 of 7 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters Docusign Envelope ID: 76FDD4DA-3276-4535-AFA8-DFe766DF8FO5 and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. EMPLOYMENT: No County employee shall be considered an employee of the Permitter under the jurisdiction of the Permitter, nor shall such County employees have any Permitter pension, civil service, or other statute while an employee of County. County shall have no authority to contract on behalf of Permitter. It is expressly understood and agreed by both Parties hereto that County, while engaged in carrying out and complying with any terms of this Permit, is not acting as an agent, officer, or employee of Permitter. 9. CONDITION OF PERMIT AREA UPON TERMINATION: Except as otherwise agreed to herein, at its sole cost, County shall, at the expiration or earlier termination of this Permit, restore the Permit Area to its original condition in which it existed immediately prior to the Permit, leave the Permit Area in a neat and clean condition to the sole satisfaction of Permitter, free of trash, and debris and remove all property and materials of County. 10. RELATIONSHIP OF PARTIES: The relationship of the parties hereto is that of Permitter and County, and it is expressly understood and agreed that Permitter does not in any way or for any purpose become a partner of or a joint venture with County in the conduct of County's business or otherwise. 11. 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 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 CITY OF SANTA ANA 20 Civic Center Plaza Santa Ana, CA 92702 Attention: Jennifer Hall jhall@santa-ana.org --Signatures Follow— DL: 706 N NPWHOPR ST, SANTA ANA Page 4 of 7 Vole Center Entry Penn it (Government Facility) v7.28.22 Registrar of Voters Docusign Envelope ID: 76FDD41-)A-3276-4535-AFAR-DFC156DFBF05 IN WITNESS WHEREOF, the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: Office of County Counsel Orange County, California By — Deputy Ronnie Magsaysay Deputy County Counsel Date: TEMPLATE APPROVED 08/31/25 DL: 706 N NEWHOPE ST, SANTA ANA Vote Center Entry Permit (Government Facility) v7.28.22 Aegistru of Voters CITY OF SANTA ANA By See Attached Signature Page Name Title COUNTY COUNTY OF ORANGE E�Sigred by: y B " k past, nnneaaocua� Bob Page, Registrar of Voters Per Resolution No. 20-091 and Minute Order dated July 14, 2020 9/11 /2025 Page 5 of 7 Docusign Envelope to: 76FDD4DA-3276-4535-AFA8-DFC166DF8FO5 ATTEST: Signed by: B Jennifer L. Hall City Clerk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney Signed by: By:)aS.....auwa Brandon Salvatierra Deputy City Attorney CITY OF SANTA ANA E'51�ged by: Alvaro Nufiez City Manager RECOMMENDED FOR APPROVAL: —Signed Hawk Scott Executive Director, Parks, Recreation & Community Services ENTRY PERMIT (LICENSE) DL: 706 N NEWHOPE ST, SANPA ANA Page 6 of 7 Vote Center Entry Permit (Government Facility) v7.28.22 Registrar of Voters Docusign Envelope ID: 76FDD4DA-3276-4535-AFAB-DFC166DFBF05 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 finalized 20 days before Election period begins. 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: 706 N NEWHOPE ST, SANTA ANA Page 7 of 7 Vote Center Entry Perroit (Government Facility) v718.22 Registrar of Voters