Loading...
HomeMy WebLinkAboutDocumentation_Regular_Tab 10_10/14/2021Agenda Item #10. Regular Council STAFF MEMO Meeting: Regular Council - Oct 14 2021 Staff Contact: Lori McWilliams, Village Clerk Department: Village Clerk Approve 2022 Municipal Election Vote Processing Equipment Use and Elections Services Agreement with the Palm Beach County Supervisor of Elections for the March 8, 2022 Municipal Election The cost for the elections office to provide their services to the Village run between $10,000 - $15,000 (depending on the number of participating municipalities). These services include: a flat rate charge, precinct services, vote -by -mail (VBM) ballot costs, ballot printing, poll worker training, and staff time. This does not include advertising costs, candidate petitions verification costs, equipment delivery fees, and poll worker payroll. Additionally, the elections office cost can increase depending on the number of VBM ballots that are requested by voters and returned. This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443. am� 2022 Municipal Agreement Red Line 2022 SOE Municipal Agreement FEE SCHEDULE Page 75 of 293 Agenda Item #10. i Wendy Sartory link Palm Beach County Supervisor of Elections 2022 MUNICIPAL ELECTION VOTE PROCESSING EQUIPMENT USE AND ELECTIONS SERVICES AGREEMENT This Vote Processing Equipment Use and Elections Services Agreement (hereinafter referred to as the "Agreement") is hereby entered into by and between the Palm Beach County Supervisor of Elections Office (hereinafter referred to as "SOE") and , Florida (hereinafter referred to as "MUNICIPALITY"). WITNESSETH: WHEREAS, pursuant to Section 101.34, Florida Statutes, SOE is the legal custodian of certified vote processing equipment owned by Palm Beach County, Florida, and is hereby charged with the responsibility for custody and maintenance of said equipment; and, WHEREAS, MUNICIPALITY desires, or is otherwise statutorily obligated, to conduct an election that requires the use of vote processing equipment to count ballots; and, WHEREAS, all vote processing equipment requires specially trained and knowledgeable individuals to program, operate and maintain said equipment; and, WHEREAS, the Palm Beach County Board of County Commissioners has authorized SOE to provide any necessary terms and conditions for the use of such voting equipment; and, WHEREAS, SOE can provide the necessary personnel to program, operate and maintain said equipment; and, WHEREAS, MUNICIPALITY hereby acknowledges full responsibility for all applicable requirements under the Florida Election Code and any provision of the City Charter or municipal ordinances which may not be addressed or included in this Agreement. NOW THEREFORE, in consideration of the premises and of the mutual promises, terms and conditions stated herein, SOE and MUNICIPALITY agree as follows: ARTICLE 1— RECITALS The above recitals are true and correct and incorporated herein. Page 76 of 293 Agenda 102e�m #10.ELECTIONS AGREEMENT Page 2 of 8 ARTICLE 2 — AGREEMENT SOE shall provide MUNICIPALITY such necessary vote processing equipment and election services according to the terms and conditions stated in this Agreement, for the purposes of conducting a Municipal Election to be held on March 8, 2022, and a Run -Off Election, if necessary, along with the necessary vote processing equipment and election services to facilitate any early voting sites, polling locations and polling places as may be necessary and agreed upon by the parties. ARTICLE 3 — OPERATION AND PROGRAMMING SERVICES 3.1 Municipal Services. For each election, MUNICIPALITY shall pay SOE for election operations. 3.2 Vote -By -Mail Ballots. MUNICIPALITY shall pay SOE for vote -by -mail operations and materials. 3.3 Repairs. For any election, all maintenance, repairs or other troubleshooting services for vote processing equipment, including any tabulators, check -in devices, and other voting equipment, will be performed exclusively by SOE and such services are included in all stated charges. However, SOE does reserve the right to seek reimbursement from MUNICIPALITY for any repairs or maintenance caused by any neglect or unauthorized acts by any employee or representative of MUNICIPALITY. ARTICLE 4 — OTHER ELECTION CHARGES 4.1 Precinct Services. For each election, MUNICIPALITY shall pay SOE for precinct preparation and poll worker training. 4.2 Other. For each election and upon proper notice to MUNICIPALITY, MUNICIPALITY shall pay SOE for any other election services not contemplated herein which may be needed to conduct an orderly election. ARTICLE 5 — TERM For each election, the terms of this Agreement begin with ballot layout and conclude when ballots have been processed, election results have been certified, all vote processing equipment has been returned to the SOE's warehouse and an audit, if applicable, has been completed. In the event of an election contest or challenge, SOE agrees to cooperate in providing any public records which the SOE maintains or otherwise controls. ARTICLE 6 — APPLICABLE REQUIREMENTS OF FLORIDA'S ELECTION CODE MUNICIPALITY shall properly call the election in accordance with any Florida Statutes, applicable charter provisions or city ordinances. MUNICIPALITY agrees that the Municipal Clerk is responsible for the conduct of the city's elections and for ensuring compliance with all applicable Florida Statutes, including the Florida Election Code and any municipal charter provisions and ordinances. Any obligations or duties not set forth in this Agreement shall be the sole responsibility of MUNICIPALITY. Page 77 of 293 Agenda Item2EL#�TIONS AGREEMENT Page 3 of 8 ARTICLE 7 —NOTICE AND ADVERTISEMENT OF ELECTIONS 7.1 Uniform Municipal Election. MUNICIPALITY shall prepare and arrange for publication of all legal advertising required by state and federal statutes, city charter and city ordinances. MUNICIPALITY agrees that all advertisements of elections conducted in Palm Beach County shall be published in both English and Spanish and that MUNICIPALITY shall be responsible for the accurate and complete translation of any such notices. SOE shall, if available, provide samples of required advertising upon request. 7.2 Run -Off Election. In the event of a run-off election, MUNICIPALITY shall prepare and arrange for publication of all legal advertising required by state and federal statutes, city charter and city ordinances. MUNICIPALITY agrees that all advertisements of elections conducted in Palm Beach County shall be published in both English and Spanish and that MUNICIPALITY shall be responsible for the accurate and complete translation of any such notices. SOE shall, if available, provide samples of required advertising upon request. ARTICLE 8 — QUALIFYING OF CANDIDATES MUNICIPALITY may provide qualifying packets to candidates. MUNICIPALITY shall accept and process all qualifying papers and fees. For audio ballots, MUNICIPALITY shall collect pronunciation guides from candidates at the time of qualifying and shall submit them to SOE at the close of qualifying. If petitions are part of qualifying process, MUNICIPALITY shall pay SOE Ten Cents ($. 10) per name, or such other amount as determined per Florida Statutes or the Florida Administrative Code, checked to verify any signatures on qualifying petitions. SOE agrees to verify any signatures for any qualifying petitions timely submitted by MUNICIPALITY in the order such petitions are received. In no event shall SOE issue any recommendations or make any legal determinations as to the qualifications of eligibility of any candidate for municipal office. ARTICLE 9 — PRINTING OF BALLOTS AND BALLOT SERVICES 9.1 Uniform Municipal Election. SOE shall place an order for sufficient quantity of Election Day ballots with a third -party printer as selected exclusively by SOE. MUNICIPALITY shall furnish, immediately upon the conclusion of the qualifying period, all ballot information in English, c4nni sL n�� including the name of the candidates as they are to appear on the ballot, the name of the Municipality, the name of the election, the title of office or referendum title, explanation, and questions. SOE agrees to provide the layout of the ballot(s) based on the information furnished by MUNICIPALITY and deliver ballot layout to the approved printer. Both SOE and MiJNICIPALITY must sign off on ballot proof(s). SOE will provide all necessary translations of ballots, in accordance with Section 203 of the Voting Rights Act, as well as Creole translations for the ExpressVote machine. MUNICIPALITY shall be responsible for all translation costs. Page 78 of 293 Agenda 102e�m #10.ELECTIONS AGREEMENT Page 4 of 8 The SOE will be responsible for ordering test ballots. Once test ballots are received from the printer, SOE will test all vote processing equipment in accordance with the standards established by the Florida Division of Elections and any applicable Florida Statutes. Upon receipt of the printed ballots from the printer, SOE shall receive, securely store, and account for all ballots until disbursed to poll workers. SOE shall also control and limit all access to un-voted ballots while in possession of SOE. 9.2 Run -Off Election. In the event of a run-off election, MUNICIPALITY will be responsible for providing all information stated in 9.1. MUNICIPALITY must approve ballot content and layout prior to printing. MUNICIPALITY will be responsible for reimbursing SOE for any and all costs incurred. ARTICLE 10 — POLL WORKERS 10.1 Selection and Training of Poll Workers. SOE will hire and train all poll workers in accordance with the Florida Election Code and other guidelines, procedures or regulations as followed or adopted for the conduct of elections in Palm Beach County. The clerk for MUNICIPALITY, or a representative, shall be in attendance for poll worker training sessions. Poll workers shall undergo job specific training and complete required number of training hours as specified by SOE poll worker department management. All necessary supplies and ballots will be provided by SOE and stored in precinct cabinets or transported in poll worker clerk bags. 10.2 Uniform Municipal Election. MUNICIPALITY shall pay poll workers directly for their services. 10.3 Run -Off Election. In the event of a run-off election, MUNICIPALITY shall pay poll workers directly for their services. ARTICLE 11— SELECTION OF POLLING PLACES MUNICIPALITY shall provide ADA compliant Polling Places. The MUNICIPALITY will be responsible to pay for all costs incurred with Polling Place changes, including the mailing of Polling Place change notices to voters. ARTICLE 12 — SAMPLE BALLOTS 12.1 Uniform Municipal Election. MUNICIPALITY shall review the sample ballot(s) and confirm the accuracy of the election date, office, candidate name(s), polling locations, polling places and all other information contained therein. At MUNICIPALITY'S option and expense, SOE shall coordinate the mailing of the sample ballots to all registered voters in the municipality prior to the election. 12.2 Run -Off Election. In the event of a run-off election, SOE shall not create or mail sample ballots. Page 79 of 293 Agenda 102e�m #10.ELECTIONS AGREEMENT Page 5 of 8 ARTICLE 13 — TRANSPORTATION OF ELECTIONS EQUIPMENT AND SUPPLIES 13.1 Uniform Municipal Election. SOE will be responsible for delivery and pick up of any vote processing equipment. Election equipment will be delivered by SOE, or a third party representative of SOE on an agreed upon date, up to eight (8) days prior to the election. SOE, or a third party representative of SOE, will pick up voting equipment on an agreed upon date. SOE shall have full discretion and authority to hire and employ any outside third parties to assist with or perform delivery and pick up of voting equipment. 13.2 Run -Off Election. SOE will maintain responsibility for transportation of equipment and supplies as stated in 14.1. MUNICIPALITY shall reimburse SOE for any and all costs incurred for equipment delivery and pickup. 13.3 MUNICIPALITY is not permitted to deliver any election equipment. ARTICLE 14 — LOCATION AND STORAGE OF VOTING EQUIPMENT All voting equipment shall be stored, maintained, and located in a well -protected, secure, temperature -controlled, indoor room or facility. Once the voting equipment is delivered to a voting site, no equipment shall be relocated without the prior written approval of SOE. ARTICLE 15 — CANVASSING OF ELECTION RESULTS 15.1 County Canvassing Board. If MUNICIPALITY is using the County Canvassing Board, SOE shall schedule and coordinate the date on which the Canvassing Board is to assemble to canvass the results of the election. SOE shall notice and advertise, as needed, the dates of any canvassing board meetings. SOE shall convene the Canvassing Board to determine which voted Vote -By -Mail ballots are to be tabulated. SOE shall provide for collection of results from each precinct. 15.2 Municipal Canvassing Board. If MUNICIPALITY is using its own, separate Canvassing Board, MUNICIPALITY shall coordinate with SOE and schedule the date(s) on which MUNICIPALITY'S Canvassing Board is to assemble to canvass the results of the election. Supervisor of Elections will not be a member of the MUNICIPALITY'S Canvassing Board. The Supervisor of Elections may be a substitute member. MUNICIPALITY shall notice and advertise in both English and Spanish, as needed, the dates of any Canvassing Board meetings. MUNICIPALITY shall convene the Canvassing Board to determine which voted ballots are to be tabulated. MUNICIPALITY shall provide for collection of results from each precinct. 15.3 Run -Off Election. In the event of a run-off election, MUNICIPALITY shall schedule and coordinate the date on which MUNICIPALITY'S Canvassing Board is to assemble to canvass the results of the election. If applicable, MUNICIPALITY shall coordinate for the use of SOE facilities to conduct the Canvassing Board activities. MUNICIPALITY shall notice and advertise in both English and Spanish, as needed, the dates of any Canvassing Board meetings. MUNICIPALITY shall convene the Canvassing Board to determine which voted ballots are to be tabulated. MUNICIPALITY shall provide for collection of results from each precinct. Page 80 of 293 Agenda 102e�m #10.ELECTIONS AGREEMENT Page 6 of 8 ARTICLE 16 — AUDITS MUNICIPALITY agrees to pay SOE for any additional costs as may be necessary, including overtime expenses, for conducting an audit, if necessary. ARTICLE 17 — POST -ELECTION RECORDS RETENTION SOE shall process affirmation forms and sort, inventory, and pack all election materials for pickup by SOE for retention and disposition. SOE shall store or cause to be stored all necessary election records and ballots until expiration of retention period as prescribed by applicable Florida Statutes and Rules. The MUNICIPAILITY is responsible for maintaining candidate qualifying documents and certified results in accordance with Florida Law. ARTICLE 18 — VOTER HISTORY MUNICIPALITY and SOE will make mutually acceptable arrangements for recording and maintaining voter history. MUNICIPALITY is responsible for determining whether voters are eligible electors, pursuant to municipal charters and ordinances. ARTICLE 19 — OTHER NECESSARY COSTS Any additional costs or fees that may be incurred by SOE in compliance with the Florida Election Code and as a direct result of a municipal election, that are not specified in this Agreement, shall be paid for by MUNICIPALITY at rates and fees as established by SOE. Examples of such additional costs or reimbursements include, but are not limited to, the following: A. Recounts. Any expenditure for conducting a recount, including any overtime expenses for reprogramming voting equipment, and other expenses as may be necessary to conduct a recount; and, B. Attorneys' Fees and Costs. Actual attorneys' fees and costs incurred by SOE for research or representation on any election -related matter shall be invoiced by SOE for reimbursement by MUNICIPALITY. ARTICLE 20 — HOLD HARMLESS COVENANT MUNICIPALITY shall at all times hereafter indemnify, hold harmless and, at SOE's option, defend or pay for an attorney selected by SOE to defend SOE, its officers, agents and employees against any and all claims, damages, injuries, losses, liabilities and expenditures of any kind, including attorneys' fees, court costs and expenses arising out of or resulting from any or all acts of omission or commission of or by the MUNICIPALITY, its officers, agents or employees with respect to any election conducted pursuant to this Agreement. MUNICIPALITY also agrees to indemnify SOE against any administrative challenges, civil suits or other legal challenges or appeals that may arise, including all attorneys' fees and costs, from the contest of election results or the validation of any candidate qualifications arising from MUNICIPALITY'S actions. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth at Sec. 768.28, Florida Statutes. In no case shall such limits for SOE or MUNICIPALITY extend beyond $200,000 for any one person or beyond $300,000 for any judgment which, when totaled with all other judgments, arises out of the same incident or Page 81 of 293 Agenda 102e�m #10.ELECTIONS AGREEMENT Page 7 of 8 occurrence. Furthermore, nothing herein shall be construed as consent by SOE, as a state agency or subdivision of the State of Florida, to be sued by third -parties in any matter arising out of any contract. These provisions shall not be construed to constitute agreement by either party to indemnify the other for such others' negligent, willful or intentional acts or omissions. ARTICLE 21— ENTIRETY AND AMENDMENTS The Agreement embodies this entire agreement between SOE and MUNICIPALITY and supersedes all prior agreements and understandings relating to the conduct of elections. No modification, amendment or alteration to this Agreement shall be effective of binding unless submitted in writing and executed by the duly authorized representatives of both SOE and MUNICIPALITY. ARTICLE 22 — EFFECTIVE DATE The effective date of this Agreement shall be the latest date of execution by duly authorized representatives of SOE and MUNICIPALITY as shown on the signature page hereto. IN WITNESS WHEREOF, we, the undersigned, do hereby state that we have the authority to bind and obligate as promised herein, SOE and MUNICIPALITY for purposes of executing this agreement on the dates set forth below. Signature Signature Wendy Sartory Link Name (Printed or Typed) Name (Printed or Typed) Palm Beach County Supervisor of Elections Title Title Date Date Witness Signature Witness Signature Witness Name (Printed or Typed) Witness Name (Printed or Typed) Page 82 of 293 Agenda Item #10. Page 83 of 293 Agenda Item #10. n l Ipal Election Cost Examples Uniform Municipal Election (riot in a Presidential Election lie 1 EXAMPLE Municipal Size* Small Medium # of Precincts 4 17 47 # of Registered Voters 20000 25jOOO 45,000 Estimated Voter Turnout 0 0 0 Estim. # of Voters Actually Voting 400 5j.000 90000 Estim. ## of Vote By M a i I Ballots Sent Out (40 of 4 Registered) 800 1Q.,000 19?000 Esti rn. # of Dote By fl a i l Ba l lots I n (40 of # Actu al ly Voti ng) 160 2..000 31600 E time of Regula r Ballots (60 of # Regi ter ed) 1.o200 15=0 27,000 # of PaII Worker Training Locations 1 B 5 Staff Time Multiple 1 Municipal Size: Unit Cost Small Medium 1, rye Muni Package Flat Rate (Uniform Election) * $3,905.00 $ ,905.00 $3,905.00 $30905.00 Precinct Services $ 64. 7 $ 1.p457.08 $6+19 .59 $17,1 0.69 Vote -By -Mail Ballots Ballots Out (To All Registered Voters) $5.50 $4,400.00 $55,000.00 $99,,000.00 Ballots In $0.60 $96.00 $1, 00D0 $2,160.00 Regular Ballots Onsite Support -- IearBallot $0.10 $120.00 $1.0500.00 $ ,700.00 Onsite Support -- ES&S $0.10 120.00 $1,500.00 $ .r700.00 Staff Time Acctg/Billing (flat rate) $141.36 $141. 0 $141, 6 $141. E TOTAL ESTIMATE ATE * 10,2 9.44 $69,438.95 $1 7,727.05 * Costs are subject to change based on number of participating Muni cipalitios Page 84 of 293