HomeMy WebLinkAboutCounty of Santa Clara ROV 2025 Vote Center Facility Use AgreementCounty of Santa Clara
Registrar of voters
155513erger Drive, Bldg. 2, San .lose. C\ 95112
Mailing Address: PO Box 611360. Sat i Jose, CA 95161-1360
(408) 299 -VOTE (8683) (8(56) 430 -VOTE (8683) FAX: (408) 998-7314
www.sccvole.org
Vote Center Facility Use Agreement
VOTER'S CHOICE
Registrar of Voters
Santa Clara County
Election Name
November 4, 2025 — Special Election
December 30, 2025 — Special Runoff Election
Facility Name
Town of Los Altos Hills
Facility Owner Name
Town of Los Altos Hills
Building/Room Reserved
Council Chambers
Physical Address
26379 Fremont Rd,
City/Zip
Los Altos Hills, Ca 94022
Mailing Address
26379 Fremont Rd,
City/Zip
Los Altos Hills, Ca 94022
Primary Contact Name
Arika Miller
Phone#
650-941-7222/Cell-650-947-2513
Email Address
Arika Miller <amiller@losaltoshills.ca.gov>
Fax #
Secondary Contact Name
Peter Pirnejad
Phone #
(650)947-2514/ 650-941-3160
Email Address
ppirnejad@losaltoshills. ca.gov
Fax#
After Hours Emergency Contact
Name
Peter Pirnejad
Phone #
(650)947-2514/ 650-941-3160
Email Address
ppirnejad@losaltoshills.ca.gov
Alternate
Phone #
This agreement allows The County of Santa Clara, through its Registrar of Voters, to access and use of the above-named
Facility subject to the following terms and conditions:
1. Facility Use and Hours. Facility Owner agrees that the Registrar of Voters shall be allowed to use the Facility and the
Facility will be open to voters for the days before and including Election Day as set forth on Addendum A. Facility Owner
acknowledges and agrees that the dates and times on Addendum A will be printed in publications by the Santa Clara
County Registrar of Voters. Facility Owner agrees that there shall be no cancellations or room changes outside of a
natural disaster or unforeseen structural damage to the Facility. The Registrar of Voters shall be responsible for staffing
all vote -related activities and is responsible for the security of the ballots and vote -casting activities.
2. Facility Requirements. Facility Owner agrees to the specifications regarding the Facility use set forth on Addendum B.
Board of Supervisors: Sylvia Arenas, Betty Duong, Otto Lee, Susan Ellenherg, Margaret Abe-Koga
County Execufive:.lames R. Williams
1l Page
3. Facility Use Payment. The Registrar of Voters shall pay Facility Owner for use of the Facility in accordance with
the below:
0 Facility will not charge a rental fee or agrees to waive the payment. The facility will not charge the Registrar
of Voters any money for use of the facility.
Facility Owner initial here
❑ $ total cost for the use of the Facility as set forth in this agreement. A detailed breakdown of the
total cost is included below or attached to this agreement as Addendum D. The breakdown must include each
amount and/or service included in the total cost. In the event that the Registrar of Voters elects not to use
the Facility for the December runoff, whether because the runoff is unnecessary or for any other reason, the
Registrar of Voters may terminate this Agreement. If it chooses to do so, the Registrar of Voters will not pay
Facility Owner the remaining balance owed for the December runoff.
4. Registrar of Voters Insurance and Indemnity.
The County of Santa Clara ("County") shall indemnify, defend, and hold harmless the Facility Owner, its officers,
agents, and employees (collectively "owner") from and against any judgment, loss, damage, liability, cost, charge, or
expense (including reasonable attorney's fees) arising out of the designation and utilization of the Facility as a polling
place or election site, except to the extent such claims arise through the negligent act(s) or omission(s) or willful
misconduct of the owner. The foregoing indemnity obligation shall not be limited by the types and amounts of
insurance or self-insurance maintained by County or owner. Please see Addendum C for the Santa Clara County
certificate of Self -Insurance.
5. General Conditions:
No alteration or variation of the terms of this agreement shall be valid unless made in writing and signed by the
parties; no oral understanding or agreement not incorporated herein shall be binding on either of the parties; and
no exceptions, alternatives, substitutes or revisions are valid or binding on the County unless authorized by the
County in writing. Nothing in this agreement shall be construed to create any duty to, any standard of care with
reference to, or any liability or obligation, contractual or otherwise, to any third party. At any time and without
reason, The Santa Clara County Registrar of Voters' may revoke this request and not use the above-named facility.
The undersigned have executed this agreement as of the dates set forth below.
FACILITY OWNER SIGNATURE:
U Iy
PRINTED NAME AND TITL
OF AUTHORIZED AGENT OF FACILITY OWNER
REGISTRAR OF VOTERS SIGNATURE:
SIGNATURE OF AUTHORIZED AGENT
Board of Supervisors: Sylvia Arenas, Betty Duong. Ouo Lee, Susan Ellanherg, Margaret Ahe-Koga
County Executive: James R. Williams
DATE
2 1 P a g e
COUNTY OF SANTA CLARA,
a political subdivision of the State of California
By:_
Name:
Title:
Date:
APPROVED AS TO FORM AND LEGALITY:
By:
Name:
Title: Deputy County Counsel
Board of Supervisors: Sylvia Arenas, Betty Duong, Otto Lee, Susan Ellenberg, Margaret Abe-Koga
County Executive: James R. Williams
31 Page
Addendum A (Part 1)
Vote Center Facility Use Agreement (November 2025)
Vote Center Hours
The tables below indicate what hours the Facility will be open to the public as a Vote Center as well as hours for
which the Facility is reserved for Vote Center staff to have access. California Election code requires Vote Centers
to be open a minimum of 8 hours per day for three (3) or ten (10) consecutive days prior to Election Day and on
Election Day from 7 a.m. to 8 p.m., inclusive. Vote Center staff need access a minimum of an hour before and after
voting hours, and on Election Day will need access for a minimum of two hours after voting concludes.
Important: Please ensure the accuracy of the information as these dates and hours will be published and made
public by the Santa Clara County Registrar of Voters.
Facility Name Town of Los Altos Hills
Building/Room Reserved Council Chambers
Physical Address 126379 Fremong Rd, Los Altos Hills, Ca 94022 J
Wednesday
10/22/25
NSA
NSA
Thursday
10/23/25
N/A
NSA
Friday
10/24/25
N/A
N/A
Saturday
10/25/25
N/A
N/A
Sunday
10/26/25
N/A
N/A
Monday
10/27/25
N/A
N/A
Tuesday
10/28/25
N/A
N/A
Wednesday
10/29/25
Equipment Delivery/Set up
8:00 a.m. - 5:00 p.m
Thursday
10/30/25
Equipment Delivery/Set up
8:00 a.m. - 5:00 p.m
Friday
10/31/25
Equipment Delivery/Set up
8:00 a.m. - 5:00 p.m
Saturday
11/1/25
8:00 a.m. - 5:00 p.m
8:00 a.m. - 6:00 p.m
Sunday
11/2/25
8:00 a.m. - 5:00 p.m
8:00 a.m. - 6:00 p.m
Monday
11/3/25
8:00 a.m. - 5:00 p.m
8:00 a.m. - 6:00 p.m
Tuesday
11/4/25
Election Day 7:00am — 8:00pm
6:00am—10:00pm
Wednesday
11/5/25
Equipment Pick up
8:00 a.m. - 5:00 p.m
Thursday
11/6/25
Equipment Pick up
8:00 a.m. - 5:00 p.m
Friday
11/7/25
Equipment Pick up
8:00 a.m. - 5:00 p.m
Saturday
11/8/25
Sunday
11/9/25
Board of Supervisors: Sylvia Arenas, Betty Duong, Otto Lee, Susan Ellenberg, Margaret Abe-Koga
County_ Executive: James R. Williams
41 Page
Addendum A (Part 2)
Vote Center Facility Use Agreement (December 2025)
Vote Center Hours
The tables below indicate what hours the Facility will be open to the public as a Vote Center as well as hours for
which the Facility is reserved for Vote Center staff to have access. California Election code requires Vote Centers
to be open a minimum of 8 hours per day for three (3) or -ten (10) consecutive days prior to Election Day and on
Election Day from 7 a.m. to 8 p.m., inclusive. Vote Center staff need access a minimum of an hour before and after
voting hours, and on Election Day will need access for a minimum of two hours after voting concludes.
Important: Please ensure the accuracy of the information as these dates and hours will be published and made
public by the Santa Clara County Registrar of Voters.
Facility Name Town of Los Altos Hills
Building/Room Reserved Council Chambers
Physical Address 126379 Fremong Rd, Los Altos Hills, Ca 94022
Wednesday
12/17/25
NSA
NSA
Thursday
12/18/25
NSA
NSA
Friday
12/19/25
N/A
N/A
Saturday
12/20/25
N/A
N/A
Sunday
12/21/25
N/A
N/A
Monday
12/22/25
N/A
N/A
Tuesday
12/23/25
N/A
N/A
Wednesday
12/24/25
Equipment Delivery/Set up
8:00 a.m. - 5:00 p.m
Thursday
12/25/25
Equipment Delivery/Set up
8:00 a.m. - 5:00 p.m
Friday
12/26/25
Equipment Delivery/Set up
8:00 a.m. - 5:00 p.m
Saturday
12/27/25
8:00 a.m. - 5:00 p.m
8:00 a.m. - 6:00 p.m
Sunday
12/28/25
8:00 a.m. - 5:00 p.m
8:00 a.m. - 6:00 p.m
Monday
12/29/25
8:00 a.m. - 5:00 p.m
8:00 a.m. - 6:00 p.m
Tuesday
12/30/25
Election Day 7:00am — 8:00pm
6:00am—10:00pm
Wednesday
12/31/25
Equipment Pick up
8:00 a.m. - 5:00 p.m
Thursday
1/1/26
Equipment Pick up
8:00 a.m. - 5:00 p.m
Friday
1/2/26
Saturday
1/3/26
Board of Supervisors: Sylvia Arenas, Betty Duong, Otto Lee, Susan Ellenberg, Margaret Abe-Koga
County Executive: James R Williams
51 Page
Addendum 0 ® (Part 1)
November 4,2025 Special Election
Vote Center Facility Use Agreement
Checklist of Needs and Equipment
Facility Requirements. Please check each box acknowledging you are able to allow or provide:
Q Facility access for Vote Center staff one hour before and one hour after voting hours. On Election Day, Vote
Center Staff will have access for one hour before voting hours and two hours after voting concludes.
0 Accessibility survey conducted by Registrar of Voters Representatives; additional visits to the facility may be
required to test equipment or obtain additional information for Vote Center layout.
Q Acceptance and secured storage of voting equipment delivered up to 3 day(s) prior to the opening of the
Vote Center, for the duration that the Vote Center is open, and up to 3 day(s) following Election Day.
❑■ Reserved room for Vote Center will be cleared of any unused furniture and equipment prior to Vote Center
equipment delivery.
X Functioning grounded electrical outlets in designated voting area.
❑® Designated Building/Room for voting is free of any activities during
the 10 days listed in Addendum A (Part 1).
Q Restroom access for Vote Center staff.
0 Gender -neutral restroom available? Accessible restroom available?
0 Sufficient inside/outside lighting.
❑■ Air Conditioning/Heating is available each and every day listed in Addendum A (Part 1).
Free parking for voters and Vote Center staff.
No plans to remodel the facility or changes to the path of travel or parking area between the date of the accessibility
survey and the end of the period described in Addendum A (Part 1).
Optional items you can provide. Check any of the following that you will have available for the dates listed in Addendum
A (Part 1):
0 *Key access for Vote Center staff.
❑ *Badge access for Vote Center staff, if needed.
❑® *Alarm code access for Vote Center staff, if needed.
❑ *Parking passes for free Vote Center staff Parking, if needed.
0 (4) 8 ft. tables or (6) 6 ft. tables.
0 (15) chairs.
*The assigned Vote Center Lead will contact the facility up to 2 weeks prior to the opening of the Vote Center
and arrange a time to pick up these items.
Board of Supervisors: Sylvia Arenas, Betty Duong, Otto Lee, Susan Ellenberg, Margaret Abe-Koga
County Executive: James R. Williams
6Page
Addendum 0 — (Part 2)
December 30, 2025 Special Runoff Election
Vote Center Facility Use Agreement
Checklist of Needs and Equipment
Facility Requirements. Please check each box acknowledging you are able to allow or provide:
0 Facility access for Vote Center staff one hour before and one hour after voting hours. On Election Day, Vote
Center staff will have access for one hour before voting hours and two hours after voting concludes.
Accessibility survey conducted by Registrar of Voters Representatives; additional visits to the facility may be
required to test equipment or obtain additional information for Vote Center layout.
❑Q Acceptance and secured storage of voting equipment delivered up to 3 day(s) prior to the opening of the
Vote Center, for the duration that the Vote Center is open, and up to 2 day(s) following Election Day.
Reserved room for Vote Center will be cleared of any unused furniture and equipment prior to Vote Center
equipment delivery.
0 Functioning grounded electrical outlets in designated voting area.
❑■ Designated Building/Room for voting is free of any activities during
the 9 days listed in Addendum A (Part 2).
❑® Restroom access for Vote Center staff.
X Gender -neutral restroom available? Accessible restroom available?
❑® Sufficient inside/outside lighting.
Q Air Conditioning/Heating is available each and every day listed in Addendum A (Part 2).
Free parking for voters and Vote Center staff.
No plans to remodel the facility or changes to the path of travel or parking area between the date of the accessibility
survey and the end of the period described in Addendum A (Part 2).
Optional items you can provide. Check any of the following that you will have available for the dates listed in Addendum
A (Part 2):
no *Key access for Vote Center staff.
❑ *Badge access for Vote Center staff, if needed.
0 *Alarm code access for Vote Center staff, if needed.
❑ *Parking passes for free Vote Center staff Parking, if needed.
n (4) 8 ft. tables or (6) 6 ft. tables.
(15) chairs.
*The assigned Vote Center Lead will contact the facility up to 2 weeks prior to the opening of the Vote Center and
arrange a time to pick up these items.
Board of Supervisors: Sylvia Arenas, Betty Duong, Otto Lee, Susan Ellenberg, Margaret Abe-Koga
County Executive: James R. Williams
7Page
Schedule for Equipment Delivery and Pick -Up
A deployment schedule for Vote Center equipment delivery and pick-up will be created based on the information you provide
below. You will receive an email, to the Primary Contact (unless another contact is listed below), 2-3 weeks before the Vote
Centeropens to confirm the details of equipment coming to yourfacility.
Please provide the name, phone number, and email information of the person, if different than the Primary Contact on
page 1, who will be accepting delivery of the Vote Center equipment.
Name:
Phone:
Email:
Arika
Miller
Desk-650-941-7222/Cell-650-947-2513
ArikaMiller <amiller@losaltoshilis.ca.gov>
If you would like others in your organization copied with the Vote Center Equipment Confirmation email, please list their
email addresses here:
Delivery of Equipment:
Equipment delivery will be scheduled for the following dates and times:
Special Election (November 2025): 10/29/25 to 10/31/25 8 to 5 pm
Runoff Election (December 2025): 12/24/25 to 12/26/25 8 to 5 pm
0 Equipment and Vote Center furnishings can be set up at this time. There are no other events occurring in this room.
If the Vote Center cannot be set up until a later time, state when the Vote Center can be set up:
Pick-up of Equipment:
Equipment pick-up will be scheduled for the following dates and times:
Special Election (November 2025): 11/5/25 to 11/7/25 8 to 5 pm
Runoff Election (December 2025): 12/31/25 to 1/1/26 8 to 5 pm
0 Equipment can remain set up in the room on Election Day until pick-up occurs.
io
❑ After close of voting, equipment cannot be left out in Vote Center. All equipment must be packed up and stored
until Vote Center staff arrive to remove it. The equipment will be packed up and securely stored in the following
location (name of room/building) until Vote Center staff arrive -to pick it up:
Board of Supervisors: Sylvia Arenas, Betty Duong, Otto Lee, Susan Ellenberg, Margaret Abe-Koga
County Executive: James R. Williams
81 Page
Addendum C
Vote Center Facility Use Agreement
Certificate of Insurance Coverage
Count• of Santa Clara
Office of the Count- Executive
Department of Risk \fama;ement
Liability -Property Iasurance Division
2310 Nottb First Street, Suite 203
San Jose, California 9513I
Tel. No. (40S) 441-4340 F,1.x (403) 441-1341
CERTIFICATE OF COVERAGE
ISSUCD DY
COUNTY OF SANTA CLARA
"ouNr
Ins. Cert. No. FY26-044
This is to Certify to Ali Vote Centers, Training Sites, Outreach and Presentation Sites
And Election Related Activity Sites in County of Santa Clara
County of Santa Clara Registrar Voters
That the following described coverages are in force on this date as set forth below:
Assured: Counly of Santa Clara
70 W_ Heddina Street
San Jose. CA 95110
Insurer
1. Self -Funded Retention
2. Self -Funded Retention
3. Self -Funded Retention
4 Self -Funded Retention
5 PRISM, Excess Insurance
Type of Coverage
1. Comprehensive General
& Automobile liability
2. Workers' Compensation
3. Physical Damage
4. Pollution Liability
5. Pollution Liability
Expiration
Continuous
&9AUOb U1%
QZ0049ll;i.
&AAtI0WRA,
06/30/2026
$5,000.000 Per Occurrence
Statutory
$ 50,000 Per Occurrence
$ 75n non Per Occurrence
$1,000,000 Per Occurrence
This certificate of coverage is provided by the County of Santa Clara to the ahnve named certificate holder.
The coverage specified herein will not be cancelled or reduced vdthout thirty (30) des vmtten notice from
Coffin of Santa Clara to the certificate holder. This certificate pertains to the County of Santa Clara,
Registrar of Voters for 2025 and 2026 elections, Election Officer Training, delivPt_ set-up and retrieval of
equipment. This certificate expires June 30, 2026.
�L
Hank Ford
Insurance Contracts & Claims Manager
May 21, 2025
HF
FY2M44Novembe2025&20260ElectionROV
Board of SupervisorS: Sylvia Arenas, Belly vuong, Otto Lee. Susan Ellenberg, Margaret \I�e-Koga
County ExeCUTIVC: James R. Williams
9 1 P a g e