HAS NOT YET Been Implemented but Will BE in the Future –

R10

The Santa Cruz County Clerk should outline steps that have been taken to make voter registration data more secure by September 30, 2023. (F9) _X_ HAS BEEN IMPLEMENTED – summarize what has been done HAS NOT YET BEEN IMPLEMENTED BUT WILL BE IN THE FUTURE – _X_ summarize what will be done and the timeframe REQUIRES FURTHER ANALYSIS – explain the scope and timeframe __ (not to exceed six months) __ WILL NOT BE IMPLEMENTED – explain why Required response explanation, summary, and timeframe: 2022-2023 Consolidated Final Report with Responses 373 The County Clerk/Elections department has had discussions with the election management vendor and the California Secretary of State’s office regarding the date of birth field on the voter file. VoteCal is the statewide voter registration database that is the system of record for California, and how the data is transmitted to counties is determined by the Secretary of State. Currently, the date of birth is sent as an 8-digit numeric number (MMDDYYYY). Through our election management vendor, we have submitted a “system change request” to the Secretary of State to get the date of birth in two 4-digit numeric fields (MMDD) and (YYYY). Until that change request is approved by the Secretary of State, the department has removed the date of birth field from any file requests fulfilled by the department. To change the field into MMDD would be a manual process that would be resource consuming and prone to error. Once the change request is approved, it will be implemented. The County Clerk/Elections department has redesigned the voter data application to highlight the permissible and non-permissible uses of the voter file per the California Elections Code. The department updated the form for the November 2020, and for process improvement and usability, it has been redesigned again to be used for the 2024 elections. Training – the Department has strengthened the training of employees and election officers (those working in the voting locations) around the importance of securing the data files during election time (voting locations and employees) and non-election time (employees). A request was made for the County Clerk/Elections department to use the training session the California Secretary of State is mandated to provide when a statewide voter file is purchased from them. To date, the Secretary of States office has NOT created a security training session, and as far as the County Clerk knows, there is not a plan to implement one soon. The California Elections Code does not mandate counties to have a training for people who are purchasing a data file. It does not list the items to be included in the training, the timing of the training, what happens if the training doesn’t occur, etc. Without a state model or clear direction in the Elections Code, the County Clerk is unsure what this type of training would entail, whether there is a method of enforcement or even if there can be enforcement, if any type of training needs to be approved by the Secretary of State since they have the mandate, and more. The County Clerk will implement something more around the security of voter data beyond what is on the application, for the 2024 election cycle, however at this time it is unknown as to the form and the actual implementation date. Santa Cruz County Civil Grand Jury Grand Jury Capitola Response - Honoring Commitments to the Public Moss, Julia Fri, Sep 15, 2023 at 9:46 AM To: "Syda.Cogliati@santacruzcourt.org" , Santa Cruz Grand Jury Good Morning, Please see attached response to the “Honoring Commitments to the Public” SCC Civil Grand Jury Report. I have also attached draft minutes from our meeting showing this approval. Please respond to confirm receipt. Julia Moss City Clerk - City of Capitola 831.475.7300 x228 2 attachments 09-14-2023 Draft Minutes.pdf 251K Capitola SC Grand Jury Response - Honoring Commitments.docx.pdf 390K 2022-2023 Consolidated Final Report with Responses 375 City of Capitola City Council Meeting Minutes Thursday, September 14, 2023 – 6:00 PM City Council Chambers 420 Capitola Avenue, Capitola, CA 95010 Mayor: Margaux Keiser Vice Mayor: Kristen Brown Council Members: Yvette Brooks, Joe Clarke, Alexander Pedersen Closed Session – 5:15 PM i. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION (Gov. Code § 54956.9) Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9: one case Regular Meeting of the Capitola City Council – 6 PM 1. Roll Call and Pledge of Allegiance – The meeting was called to order at 6:00 PM. In attendance: Council Members Brooks, Clarke, Pedersen, Vice Mayor Brown, and Mayor Keiser. 2. Additions and Deletions to the Agenda – None 3. Presentations A. The Mayor presented a Proclamation honoring the life of Sterling "Nathan" Cross. 4. Report on Closed Session – The City Council met and discussed one item on the Closed Session agenda. No reportable action was taken. 5. Additional Materials – None 6. Oral Communications by Members of the Public • Goran Klepic, Santa Cruz County resident, spoke about the condition of the restroom at Jade Street Park. • Gerry Jensen, resident, spoke about upcoming fundraisers for the Wharf on September 27th and October 14th. 7. Staff / City Council Comments • Chief Dally reminded the City Council and public of the Gun Buy Back Program at the County Sheriff’s Office September 15th. • Council Member Brooks requested that staff provide an update on the Jade Street Park restroom conditions, and commended the City Manager on his appointment as the Vice Chair of the Central Coast Community Power Board. • Council Member Clarke reminded the public of the Capitola Beach Festival. 8. Consent Items A. City Council Meeting Minutes Recommended Action: Approve minutes from the regular meeting on August 24, 2023. B. City Check Registers Recommended Action: Approve check registers dated August 04, 2023 and August 18, 2023. Santa Cruz County Civil Grand Jury City Council Meeting Minutes – September 14, 2023 C. Grand Jury Response – Honoring Commitments to the Public Recommended Action: Approve the responses to the Grand Jury Report and direct the City Clerk to submit the completed response packet pursuant to California Penal Code Section 933.05. D. Purchasing and Procurement Policy and Ordinance Recommended Action: Introduce, by title only, waiving further reading of the text, an ordinance amending Chapter 3.16 of the Capitola Municipal Code pertaining to Purchasing and Purchasing Contracts; and adopt revised Administrative Policy III-4: Purchasing and Procurement Policy. E. Chapter 18.02 Affordable (Inclusionary) Housing Recommended Action: Adopt an ordinance of the City of Capitola amending Chapter 18.02 of the Capitola Municipal Code, Affordable (Inclusionary) Housing. F. CalOES Designated Agents for Disaster Assistance Recommended Action: Adopt a resolution certifying the Capitola staff members who are authorized to submit CalOES paperwork. G. Designation of Loading Zone for the Capitola Hotel Recommended Action: Adopt a resolution establishing a loading zone adjacent to the frontage of 210 Esplanade (Capitola Hotel). H. Surf Cameras on the Capitola Wharf and the Bandstand Pavilion Recommended Action: Authorize the City Manager to execute an agreement with Surfline/Wavetrak, Inc. to install and maintain new surf camaras on the Capitola Wharf and maintain existing surf cameras on the Bandstand Pavilion at no cost to the City. Motion to approve the Consent Calendar: Vice Mayor Brown Seconded: Council Member Brooks Voting Yea: Council Members Brooks, Clarke, Pedersen, Vice Mayor Brown, and Mayor Keiser 9. General Government / Public Hearings A. Mall Redevelopment Land Use Study Recommended Action: Authorize the City Manager to execute an agreement with Kosmont Companies for the Capitola Mall Redevelopment Land Use Study in the amount of $25,000. Community Development Director Herlihy presented the staff report. Council Member discussion included a request to include Housing Element outcomes in the scope of work for this agreement, and a request for a White Paper to be created and distributed in conjunction. Motion to authorize the City Manager to execute an agreement with Kosmont Companies: Council Member Brooks Seconded: Vice Mayor Brown Voting Yea: Council Members Brooks, Clarke, Pedersen, Vice Mayor Brown, and Mayor Keiser B. City Hall Needs Assessment and Alternatives Analysis Recommended Action: Authorize the City Manager to execute a Professional Services Agreement with Group 4 Architecture for Phase 1 of the City Hall Sites Needs Assessment and Alternatives Analysis Report in the amount of $49,950. City of Capitola 2022-2023 Consolidated Final Report with Responses 377 City Council Meeting Minutes – September 14, 2023 Community Development Director Herlihy presented the staff report. Council Member discussion included requests to modify the scope of work to remove certain elements that staff could conduct. Motion to authorize the City Manager to execute an agreement with Group 4 Architecture with additional direction to negotiate the scope of work: Vice Mayor Brown Seconded: Council Member Clarke Voting Yea: Council Members Brooks, Clarke, Pedersen, Vice Mayor Brown, and Mayor Keiser C. Pedestrian Pathway from the Upper Beach and Village Parking Lot to Monterey Avenue Recommended Action: Direct staff to proceed with developing the final design of pedestrian pathway from the Upper Beach and Village Parking Lot to Monterey Avenue consistent with pathway configuration Alternative 3, as described in the staff report. Public Works Director Kahn presented the staff report. Council Member discussion included clarification on tree replacement sizing. Motion to adopt the resolution: Council Member Clarke Seconded: Council Member Pedersen Voting Yea: Council Members Brooks, Clarke, Pedersen, Vice Mayor Brown, and Mayor Keiser D. Long-Term Strategic Planning Recommended Action: Provide feedback regarding the development process for a longer-term City of Capitola Strategic Plan. Chloe Woodmansee, Assistant to the City Manager, presented the staff report. The City Council provided feedback to staff and recommended creation of a living document, recognition of the importance of priorities and strategies for the City, a request for a regional element of the plan, and the importance of an operational element which aligns with annual City Council goals. E. Interim Building Official Recommended Action: Adopt a resolution for an exception to the 180-day wait period per Government Code Section 7522.56 & 21221(h) and approve the appointment of Robin Woodman as the Interim Building Official-Retired Annuitant. Chloe Woodmansee, Assistant to the City Manager, presented the staff report. Motion to adopt the resolution: Vice Mayor Brown Seconded: Council Member Pedersen Voting Yea: Council Members Brooks, Clarke, Pedersen, Vice Mayor Brown, and Mayor Keiser F. City Council Appointments to City Advisory Bodies Recommended Action: Appoint members of the public to the City of Capitola Arts and Cultural Commission. City Clerk Moss presented the staff report. Motion to appoint Mario Beltramo to a term expiring 12/31/2024: Vice Mayor Brown City of Capitola 378 Santa Cruz County Civil Grand Jury City Council Meeting Minutes – September 14, 2023 Seconded: Council Member Brooks Voting Yea: Council Members Brooks, Clarke, Pedersen, Vice Mayor Brown, and Mayor Keiser 10.Adjournment – Adjourned at 7:19 PM to the next regularly scheduled meeting on September 28, 2023. ____________________________ A TTEST: Margaux Keiser, Mayor ____________________________ Julia Moss, City Clerk City of Capitola DocuSign Envelope ID: F25E9C29-2A02-43D6-9ABD-9CCE21563C2A 2022-2023 Consolidated Final Report with Responses 379 The 2022–2023 Santa Cruz County Civil Grand Jury Requires the Capitola City Council to Respond by September 5, 2023 to the Findings and Recommendations listed below which were assigned to them in the report titled Honoring Commitments to the Public County Agency Actions in Response to 2019–2020 Grand Jury Recommendations Responses are required from elected officials, elected agency or department heads, and elected boards, councils, and committees which are investigated by the Grand Jury. You are required to respond and to make your response available to the public by the California Penal Code (PC) §933(c). Your response will be considered compliant under PC §933.05 if it contains an appropriate comment on all findings and recommendations which were assigned to you in this report. Please follow the instructions below when preparing your response. Honoring Commitments to the Public Published on June 7, 2023