STAFF REPORT
City of Lancaster
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10/28/2025
TN
Date: October 28, 2025
To: Mayor Parris and City Council Members
From: Andrea Alexander, City Clerk
Subject: General Municipal Election-April 14, 2026
Recommendation:
1. Adopt Resolution No. _____, calling for the holding of a General All-Mail Ballot Municipal Election to be held on Tuesday, April 14, 2026, for the election of two (2) City Council Members as required by the provisions of the applicable laws of the state of California and the City of Lancaster, City Charter.
2. Adopt Resolution No. _______, and requesting the Board of Supervisors of the County of Los Angeles to render specified services to the City relating to the conduct of a General Municipal Election to be held Tuesday, April 14, 2026.
3. Adopt Resolution No. ______, adopting regulations for candidates for elective office, pertaining to filing fees and candidate statements submitted to the voters at an election to be held Tuesday, April 14, 2026.
4. Adopt Resolution No. _______, providing for the conduct of a special runoff election for elective offices in the event of a tie vote at any municipal election.
5. Direct staff to conduct a standalone all-mail ballot general municipal election and approve the following Professional Services Agreements to provide election support services.
A. Hart InterCivic for ballot design, tabulation software, equipment, and associated services in an amount of $95,836.32, plus any delivery return cost for the equipment which may not exceed $5,000 and
B. ProVote Solutions for ballot production, print and mail services in an amount of $205, 045.40 plus an additional $5,000 for postal services rendered by this vendor; C. SnailWorks for mail tracking for approximately of $2,994.61.
D. City of Whittier/GEM for ballot tracking in an amount not to exceed $30,000.
E. Los Angeles County for Voter data, Ballot Drop-off Boxes and other services.
6. Authorize the City Manager, or his designee with the concurrence of the City Attorney to approve, finalize and execute any and all such documents necessary to complete the contemplated transactions.
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G.C. Section 84308: No
Fiscal Impact:
The estimated cost for the election was allocated in the adopted 2025-2026 fiscal year budget.
Background:
During odd numbered years, the City Council adopts the necessary resolutions to proceed with the General Municipal Election in April of even-numbered years. These resolutions fulfill certain legal requirements to conduct the General Municipal Election; request information and supplies from the County of Los Angeles; establish guidelines and costs associated with candidate statements; and provide provisions to conduct a special runoff election to resolve a tie vote.
The General Municipal Election of the City of Lancaster will be held on Tuesday, April 14, 2026, for the purpose of filling the position of two (2) Council Member seats and submitting a ballot measure to voters.
On September 14, 2021, Ordinance No. 1086 was adopted which re-established the City’s General Municipal Election to the second Tuesday in April of even-numbered years. The term for the position of two (2) Council Member seats to be voted on at the April 14, 2026 General Municipal Election will be for a full term of four years.
Election Vendors
Hart InterCivic is recommended for certified ballot processing and counting software and equipment, (Attachment “A”), a company that provides election technologies and services to government jurisdictions. Hart InterCivic has an excellent reputation for producing safe, secure, and transparent election results. Hart InterCivic successfully provided services in the City’s 2022 and 2024 election. Consistent with services provided in the 2024 Election, the equipment continues to use the latest technology in scanning and data-breach security to meet all State and Federal standards. The closed-system is not dependent on outside service providers, and it is not connected to the internet. Since the ballot scanning computer is not connected to the tabulation computer, and ballot scanning and inspection takes considerable time, staff is currently planning to start scanning qualified vote-by-mail ballots on the separate computer the week prior to the election so ballots will be ready for tabulation on a separate computer after the close of polls. The estimate for Hart to provide the necessary services and equipment rental is $95,836.32, this does not include delivery and return cost for the equipment or taxes.
ProVote Solutions is recommended for a certified election printer for ballot printing, mailing services provider (Attachment “B”). ProVote provides specialty elections printing in its two manufacturing facilities in California. They are one of only five international printers who have achieved NASPO/ANSI security certification for complying with strict risk mitigation standards.
Like Hart InterCivic, ProVote successfully provided service for the City’s 2022 and 2024 election. The estimate for ProVote to provide the necessary services is $205, 045.40 (we are requesting approval of $210, 045.40, an additional $5,000) to provide for additional services that may be needed from this vendor such as postal service.
SnailWorks is recommended for mail tracking as it allows election staff to determine mail data such a delivery or return of a ballot at a specific location. The estimate for SnailWorks is approximately $2,994.61.
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The City of Lancaster partnered with the City of Whittier to utilize its GEM software. The GEM software program allows staff to track ballots as received. The estimate for the GEM software and services is $30,000.
The City will request that the County of Los Angeles provide specified services, pursuant to Elections Code § 10002. The County of Los Angeles will provide such information as Voter data, Ballot Drop-Off boxes and other data. The City successfully used Ballot Drop-Off boxes in its 2022 and 2024 election.
Candidate Statements
Candidates have the option of providing a candidate statement of not more than 400 words, stating the candidate’s background, education, and qualifications as expressed by the candidate.
Consistent with the last election in 2024, the candidate statements will appear in the voter information guide in both English and Spanish. Pursuant to Election Code § 10228 and the Lancaster Municipal Code, all candidates filing nomination papers are required to pay a filing fee of $25.00. Additionally, the City Clerk shall estimate the costs associated with candidate statements and is not bound by this estimate, as the price of paper fluctuates, and the cost of printing and mailing varies depending upon how many candidates qualify for the ballot and choose to submit candidate statements.
Nomination Period
The filing period for the April 14, 2026 Election begins Monday, December 22, 2025 and ends at 5:00 p.m. on Friday, January 16, 2026. According to Elections Code § 10225, if any incumbents for a specific office fail to file by the close of office hours on January 16, 2026, the filing period will be extended (5) five calendar days for that specific office, for non-incumbents only, thus closing Wednesday, January 21, 2025 at the close of office hours – 5:00 p.m.
Conclusion
Staff is requesting Council approval of all resolutions for compliance with the Elections Code and to move forward with the election process.
Attachment:
Resolution-Calling for the Election
Resolution-County Services
Resolution-Candidate Statements
Resolution- In Case of Tie
Attachment A-Agreement with Hart InterCivic
Attachment B-Agreement with ProVote Solutions