HomeMy WebLinkAboutDocumentation_Regular_Tab 07_11/10/2011 VILLAGE CLERK'S OFFICE
AGENDA ITEM TRANSMITTAL FORM
Meeting Date: Meeting Type: Regular Ordinance #: N/A
11/10/11
Consent Agenda: Yes Resolution #: N/A
Originating Department: Clerk
AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
Approval of Agreement for Vote Processing Equipment Use and Election Services by and between the Palm
Beach County Supervisor of Elections Office and the Village of Tequesta
BUDGET / FINANCIAL IMPACT:
Account #: 001.120.534.301 Amount of this item: $13,000
Current Budgeted Amount Available: Amount Remaining after item: Not Applicable at this time
$13, 000
Budget Transfer Required: No Appropriate Fund Balance: No
EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of fhe agenda item)
Approval of Agreement for Vote Processing Equipment Use and Election Services by and between the Palm
Beach County Supervisor of Elections Office and the Village of Tequesta
APPROVALS: SI NATURE:
Department Head � �r � ' �,.,�_.
Finance Director �-
Reviewed for Financial Sufficiency �/�
No Financial Impact ❑ � /
'j 'UI
Attorney: (for legal sufficiency)
Village Manager:
_
,_ ..��.., �. ___ . ......_._�.... p
Submit for Council Discussion: L �
Approve Item: ❑
Deny Item: �
SPECIAL INSTRUCTIONS FOR CLERK: (if you wish to have agreements signed, be sure to include the
number of copies you want signed and place "Sign Here" sticker on them)
• Forward copy of approved agreement to Elections Office by 12/31/11
Form Amended: 10/20/11
v
s
�' MEMORANDUM
�
�,
Village of Tequesta
Clerk's OfFice
TO: Mr. Michael R. Couzzo, Jr., Village Manager
Honorable Mayor and Village Council Members
FROM: Lori McWilliams, MMC, Village Clerk
DATE: October 31, 2011
SUBJECT: Agreement for Vote Processing Equipment Use and Election
Services with the Palm Beach County Supervisor of Elections Office
(SOE)
The 2008 leadership change within the Palm Beach County Supervisor of Elections
Office (SOE) has necessitated the need for an annual election services agreement
between the elections office and the local Palm Beach County Municipalities. The
agreement sets forth the terms and conditions under which serviced will be provided by
the SOE and municipality for municipal elections and setting forth the responsibilities
and costs to be incurred by both parties.
Costs Iisted in the agreement are estimated expenses to be paid to the elections office
for services they will render. These are rough estimates and subject to change based
on number of absentee ballots, petition verifications, and number of voters, recounts,
canvassing inquiries, etc. Costs included in the agreement do not include costs for
advertising, equipment delivery/pickup, poll worker payroll, or other miscellaneous costs
that are incurred by the Clerk's Office to run the municipal election.
The Supervisor of Elections Office provides a valuable service to the Village staff and I
recommend approval of the proposed agreement.
McWilliams, Lori
From: Keith Davis [KeithC�corbettandwhite.com]
Sent: Tuesday, October 04, 2011 3:58 PM
To: McWilliams, Lori; Trela White
Subject: RE: DRAFT Election - Res 26-11 Call for Election 2012
Attachments: SOE Election Agreement FINAL 2011.doc; Res 26-11 Call for Election 2012.doc
Lori:
Attached is the SOE agreement in final format for the Village. I also made minor tweaks to the resolution, as
attached. I know this isn't till the November agenda, but it's all ready to go.
Keith W. Davis, Esquire
����a�� ��
TeL• (561) 586-7116
Fax: (561) 586-9611
Email: keith@corbettandwhite.com
From: McWilliams, tori jmailto:lmcwilliams@tequesta.orcal
Sent: Tuesday, October 04, 2011 12:36 PM
To: Trela White; Keith Davis
Subject: DRAFT Election - Res 26-11 Call for Election 2012
Draft...
For November Council Agenda.
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1
AGREEMENT FOR VOTE PROCESSING EQUIPMENT USE AND ELECTION SERVICES
BY AND BETWEEN THE PALM BEACH COUNTY SUPERVISOR OF ELECTIONS
AND THE VILLAGE OF TEQUESTA
THIS AGREEMENT, is made and entered into this day of November, 2011, effective
January 1, 2012, by and between the Palm Beach County Supervisor of Elections, an elected county
officer_pursuant_to_Article_VIII, Sec.l (d) of the Florida Constitution, hereinafter referred to as the
"SOE", and the Village of Tequesta, a municipal corporation, chartered and organized in accordance with
the laws of the State of Florida, hereinafter referred to as the "Municipality".
WITNESSETH:
WHEREAS, Chapters 97 to 106, Florida Statutes, constitute the Florida Election Code (the
"Code") which applies to municipalities where expressly so stated; and
WHEREAS, Sec 100.3605, Florida Statutes, states that "[T]he Florida Election Code, chapters
97-106 shall govern the conduct of a municipality's election in the absence of an applicable special act,
charter, or ordinance provision"; and
WHEREAS, the Municipality and the SOE desire to work together to provide for municipal
elections and to allocate certain responsibilities and expenses between the two parties to ensure that the
provisions of the Code are followed during municipal elections; and
WHEREA5, the SOE and the Municipality wish to enter into this Agreement to set out the terms
of this coordinated program.
NOW, THEREFORE, in consideration of the mutual covenants and promises hereinafter
contained to be kept and performed by the parties hereto, and for the mutual benefit of the Municipality,
its constituents and the SOE, it is agreed as follows:
- 1. PURPOSE:
The purpose of this Agreement is to set forth the terms and conditions under which services will
be provided by the SOE and staff to the Municipality for municipal elections and to set forth the
responsibilities of both parties so that there is a clear understanding of the rights and
responsibilities of all parties. Such rights and responsibilities shall apply to the General, Run-Off,
Special and Recount elections as necessary as well as the Post Election Audit, unless otherwise
stated hereinbelow.
2. DATE OF GENERAL MUNICIPAL ELECTION:
The date of the Municipality's General Municipal election is March 13, 2012. It is hereby
acknowledged and agreed that if the date listed is the same as most other municipalities in March
or November, there will be a cost sharing among municipalities for costs incurred by the SOE.
Such costs shall be allocated on a pro-rata share basis; otherwise, it is hereby acknowledged and
agreed upon by the Municipality that it is responsible for all costs of the election incurred by the
office of the SOE.
1
3. FEES AND CHARGES TO BE PAID BY THE MUNICIPALITY:
The SOE hereby agrees not to charge Municipalities for taxpayer purchased equipment and
supplies; (i.e. voting machines, tables, chairs, etc.) and associated maintenance and contract fees
related to such equipment in return for which the Municipality hereby agrees not to charge the
SOE for polling places within its dominion and control. Examples of municipal elections charges
related to certain services performed by the SOE to be passed through to the Municipality on a
shared pro rata basis for all municipalities holding elections on a general election day (i.e. 2na
Tuesday in March or November) are attached hereto as Exhibit A; Examples of total costs to
small, medium and large municipalities are attached hereto as Elchibit B.
4. RESPONSIBILITIES OF BOTH THE MUNICIPALITY AND THE SOE FOR
MUNICIPAL ELECTIONS:
A. Notice and Advertisement
(1) Municipality
(a) Properly call and advertise the election according to statutes and charter at its own
expense.
(b) Issue a resolution or ordiriance to the SOE requesting that the Supervisor of Elections
conduct the municipality's election and name the member(s) of the Municipality's
Canvassing Board, which may or may not include the SOE.
(c) Certify that the registered voter information provided by the SOE to the Municipality
reflects the proper boundaries of the municipality and notify the SOE of any changes.
(2) SOE
(a) Publish legal notices for Logic & Accuracy testing, absentee ballot canvass, Post
Election Audit and news releases on book closing.
B. Qualifying Candidates
(1) Municipality
(a) Provide qualifying packets to candidates and accept and process all qualifying papers
and fees.
(b) Collect Name and Pronunciation Guides from the candidates at the time of qualifying
and submit to SOE.
(c) Respond to all candidate inquiries and questions.
(d) Respond to all legal inquiries and questions.
(e) Respond to all media inquiries.
(2) SOE
(a) Verify signatures on any qualifying petitions submitted by candidates and notify the
Municipality of such results upon the close of the candidate qualifying deadline.
C. Ballots
(1) Municipality
(a) Review, amend (if necessary) and approve ballot proof prepared by SOE.
(b) Place an order with the SOE for a sufficient quantity of ballots as applicable.
(c) Pay ballot design costs to the SOE as incurred.
(d) Pay the ballot printer directly for the cost of said ballots.
2
(e) Reimburse the SOE for costs incurred for translation and audio recording of ballot.
(� Reimburse SOE for preparation of Absentee Ballot, Edge layout and Sample Ballot.
(2) SOE
(a) Layout, check, proof and delivery ballot layout to the printer.
(b) Receive, securely store and account for all ballots until disbursed to polling places.
(c) Contract to have audio recorded for Touch Screen ballot.
(d) Control all access to unvoted ballots while in the possession of the SOE.
D. Equipment Testing
(1) Municipality
(a) Provide that a representative will be present during the Logic and Accuracy testing as
noticed by SOE.
(2) SOE
(a) Develop a unique test script and manually mark ballots to be used in public Logic &
Accuracy test.
(b) Conduct public Logic & Accuracy test.
E. Early Voting — Optional
(1) Municipality
(a) Reimburse the SOE for staff overtime hours due to weekend and/or evening hours for
Early Voting.
(b) Pay SOE for Early Voting supplies.
(c) Contract with, schedule and pay poll workers directly.
(d) Deliver voted ballots to SOE daily at a location designated by SOE.
(e) Designate Early Voting sites thirty (30) days prior to each Election and notify SOE in
writing of locations.
(2) SOE
(a) Prepare and provide all supplies needed for each Early Voting site.
(b) Provide the Municipality with a list of poll workers.
(c) Train poll workers.
(d) Provide staffing to accept voted ballots daily at a location designated by SOE.
F. Absentee Voting
(1) Municipality
(a) Reimburse SOE for all postage costs incurred at the current postal rate.
(b) Pay SOE for materials and handling of each absentee ballot.
(c) Pay SOE $.10 per absentee ballot for verifying signatures on returned voted ballot
certificates.
(d) Refer all requests for absentee ballots to SOE.
(2) SOE
(a) Determine eligibility and compile Absentee Ballot file.
(b) Accept all requests for Absentee Ballots by telephone, mail or in person.
(c) Prepare and mail Absentee Ballots.
(d) Deliver Absentee Ballots to the Post Office.
3
(e) Receive voted Absentee Ballots.
(fl Verify signatures on returned voted Absentee Ballot certificates.
(g) Prepare and open Absentee Ballots for tabulation.
(h) Account for all Absentee Ballots.
(i) Notify Absentee Ballot voter and provisional voters of the disposition of the
Canvassing Board as required by law.
(j) Record Absentee Ballot returns to voter history.
(k) Conduct public testing of Logic and Accuracy for Absentee Ballot tabulating
equipment.
(1) Provide qualified staff to operate tabulation equipment to count Absentee Ballots.
G. Polling Places
(1) Municipality
(a) Arrange for the use of an adequate number of polling places.
(b) Confirm polling place accessibility and ADA compliance.
(c) Notify SOE in writing thirCy (30) days prior to election of the need for tables and
chairs if necessary.
(d) Notify SOE of polling locations to be used.
(e) Notify the SOE not less than 30 days prior to the election that a polling place will be
moved to another site.
(� Notify voters, as required by law, if their regular polling place is to be temporarily
relocated.
(2) SOE
(a) Provide the Municipality with a list of polling places and SOE contract.
(b} Provide tables and chairs upon written notice from the Municipality when required.
(c) Provide polling place supplies, i.e. signs, cones, etc.
(d) Notify voters and the Municipality of pernianent polling place change(s).
H. Precinct Supplies
(1) Municipality
(a) Pay SOE for precinct supplies provided.
(b) Provide a secure place for precinct clerks to return supplies and voted ballots on
election night.
(c) Pay SOE for the production of Precinct Registers.
(d) Pay directly to the SOE's contracted moving company to have voting equipment
delivered and picked up from polling place no later than the day before the election and
returned after the election.
(2) SOE
(a) Provide Precinct Registers for each polling place location.
(b) Provide Master CD compilation of registered voters for precinct advisors.
(c) Provide certification of registered voters after book closing.
(d) Prepare equipment, cabinets and routing of voting equipment delivery.
(e) Provide laptop computer at each polling place.
(fl Provide CD of voter file database for each polling place.
(g) Provide poll worker Clerks with cell phones.
(h) Provide Provisional Ballot envelopes and affidavit forms for each polling place.
(i) Provide secrecy sleeves in a number and amount appropriate for each polling place.
4
I. Poll Workers
(1) Municipality
(a) Contact, contract with and pay poll workers directly (using only poll workers who
are current and on the SOE list, or individuals who have successfully completed required
training).
(b) Schedule and notify poll workers of training classes.
(c) Reimburse SOE for expenses incurred for delivery and pick up of equipment to
training locations.
(d) Reimburse SOE for expenses incurred in printing training material.
(e) Reimburse SOE for expenses incurred for trainers to train poll workers.
(f� Reimburse SOE for expenses incurred for contracted training locations.
(2) SOE
(a) Provide the Municipality with a list of current poll workers.
(b) Develop poll worker training schedule.
(c) Plan and contract for training classes and locations.
(d) Contract with and pay trainers to train poll workers.
(e) Provide printed training materials for poll workers.
J. Election Day Support
(1) Municipality
(a) Verify that all polling places are available to poll workers no later than 6:00 a.m. and
open for voting promptly at 7:00 a.m. on Election Day.
(b) Ensure that all polling places remain open until 7:00 p.m. or until all voters who are
in line to vote at 7:00 p.m. have completed voting.
(c) Reimburse SOE for all phone bank costs.
(2) SOE
(a) Assist in finding poll worker replacements if needed.
(b) Provide technical support personnel as needed.
(c) Provide phone bank support to respond to poll workers and voters on Election Day.
K. Ballot Tabulation/Counting of Election Results
(1) Municipality
(a) Deliver all voted ballots and other necessary election related items to a place
designated by the SOE after the polling places have closed on Election Day.
(b) Deliver all voting machine cartridges to a place designated by the SOE after the
polling places have closed on Election Day.
(c) Reimburse the SOE for any staff overtime and other expenses in relation to the
tabulation and processing of ballots on Election Day.
(d) Act as member of Canvassing Board.
(2) SOE
(a) Provide technical staff and required equipment to administer tabulation and election
results.
(b) Assist and act, or appoint a designee to assist and act on the SOE's behalf, as a
member of the Municipality's Canvassing Board if desired by the municipality or act as a
member of the County Canvassing Board if it canvasses the municipality's election if
5
allowed by law.
(c) Post election results on SOE WEB site and provide the same to Channe120.
(d) Provide the Municipal Clerk with unofficial election results upon conclusion of
tabulation and canvassing of ballots cast on Election Day.
L. Post Election Day
(1) Municipality
(2) SOE
(a) Provide the Municipal Clerk with an official certification of election results.
(b) Store all necessary election records and ballots until the expiration of retention period
prescribed by statutes.
(c) Process polling place affirmation forms.
(d) Sort, inventory, pack and store all election materials for retention and disposition.
(e) Notify voters of the disposition of their Absentee or Provisional Ballots after the
determination by the Canvassing Board, as required by law.
(� Respond to public records requests regarding records kept on behalf of the
Municipality.
(g) Record voting history for each voter who voted on Election Day.
M. Audit
(1) Municipality
(a) Provide that the Municipal Clerk will be responsible for the administration of the
audit.
(b) Reimburse SOE for any staff time or other related expenses as may result from
conducting the manual audit.
(2) 50E
(a) Organize precinct information to allow the Municipal Clerk to randomly select the
race and precinct(s) that shall be audited.
(b) Organize and prepare ballots for manual audit.
(c) Provide SOE staff to conduct manual audit.
(d) Ascertain and publically post manual audit result to SOE WEB site.
N. Recount
(1) Municipality
(a) Provide that the Municipal Clerk will be responsible for the administration of the
recount, with support and guidance from the SOE.
(b) Act as a member of the Canvassing Board.
(c) Notify the candidates of the time and date of the Recount.
(d) Post public notice(s) of the Recount with the time and location.
(e) Cause to have the Recount recorded and minutes kept and approved by the Canvassing
Board.
(f� Review with the Canvassing Board and the counting teams the statutes and rules of
the Division of Elections, specifically Rule 15-2.031. Recount Procedures; and Rule 1S-
2.207. Standards for Determining Voter's Choice on a Ballot.
(g) Reimburse the SOE for all staff salaries/overtime, facility and other expenses required
to conduct the Recount.
6
(2) SOE
(a) Post public notice(s) of the Recount with the tine and location.
(b) Test tabulating equipment as required by Sec. 101.5612, Florida Statues.
(c) Provide counting teams for examining out stacked ballots.
(d) Prepare and organize baliots for Recount processing.
(e) Tabulate ballots and provide professional staff for equipment operations.
(� Provide official certification as determined by the Canvassing Board.
�
5. INDEMIVITY:
Each party to this agreement shall be liable for its own actions and negligence. To the extent
permitted by law, the Municipality shall indemnify, defend and hold harmless SOE against any
actions, claims or damages arising out of the Municipality's negligence in connection with
performance under this Agreement; and the SOE shall indemnify, defend and hold harmless the
Municipality against any actions, claims or damages arising out of the negligence of SOE in
connection with its performance under this Agreement. 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 the Municipality extend beyond $100,000 for any one
person or beyond $200,000 for any judgment which, when totaled with all other judgments, arises
out of the same incident or occurrence. These provisions shall not be construed to constitute
agreement by either party to indemnify the other for such other's negligent, willful or intentional
acts or omissions. In the event of litigation, trial or appellate, between the Municipality and the
SOE relating to a municipal election governed by this Agreement, or otherwise in connection with
the interpretation or application of this Agreement, the prevailing party shall be entitled to recover
its reasonable attorneys' fees and costs from the non-prevailing party. Notwithstanding the above,
the municipality shall defend legal challenges relating to its municipal election and shall be fully
responsible for all legal costs for such defense of the Municipality and the SOE. The
Municipality shall be responsible for damages, if any, assessed by virtue of such lawsuit, up to the
monetary limits provided for hereinabove without recourse to the SOE.
6. TERM:
This Agreement shall begin on the effective date January 1, 2012 and continue for a term of one
year in order to cover Special Elections, if any, and may be modified by mutual agreement of the
parties. Any proposed changes to this Agreement shall be provided to the municipalities no later
than August 1 of the applicable year, or as soon as practicable.
7. CHANGE IN LAW:
In the event any change in law abrogates or modifies any provisions or applications of this
Agreement, the parties hereto agree to enter into good faith negotiations and use their best efforts
to reach a mutually acceptable modification of this Agreement.
8. NOTICES:
All formal notices affecting the provisions of this Agreement may be delivered in person or be
sent by facsimilie, registered mail, or by a recognized overnight courier such as FedEx, to the
individual designated below, until such time as either party furnishes the other party written
instructions to conta.ct another individual.
7
For the SOE: For the Municipality:
Supervisor of Elections Village of Tequesta
240 S. Military Trail 345 Tequesta Drive
West Palm Beach, Florida 33415 Tequesta, Florida 33469
Attention: Susan Bucher Attention: Villa e Manager
9. SEVERABILITY:
If any clause, section, or provision of this Agreement shall be declared to be unconstitutional,
invalid or unenforceable for any cause or reason, or is abrogated or negated by a change in law,
the same shall be eliminated from this Agreement, and the remaining portion of this Agreement
shall be in full force and effect and be valid as if such invalid portions thereof had not been
incorporated herein.
10. NO MODIFICATION EXCEPT IN WRITING:
This is the complete and final agreement between the parties. No representations other than those
set forth herein shall be binding upon the parties. No modification of this agreement shall be
effective unless submitted in writing and signed by both parties, or their duly authorized
representatives.
IN WITNESS WHEREOF, the parties hereto have entered into this Agreement effective January 1,
2012.
As to the SOE:
WTTNESSES: SUPERVISOR OF ELECTIONS
PALM BEACH COUNTY
Susan Bucher
Date:
As to the Municipality:
ATTEST: VILLAGE OF TEQUESTA
Lori McWilliams, MMC Thomas Paterno, Mayor
Village Clerk
(Affix Municipal Seal) Date:
8
Paim Beach County Supervlsor of Eledioas Office
5umenary of Acklvity For Muntdpal Etectlons
��
ABSENTEE BALLOTS �.75 C�t per AB Balfot processed
* Process AbSex�tee 8alfot Requests 0.45
* Prepare and mail Abser�tee Baliots (machine use, staff tirrte, vaker �te, postage), record/verify
absentee ballot retums, preparefopen(ng of absentee ballots far tabulation 2.25
* Provide absentee voting - prep and maifing t�
* Notification to Absentee Ballot and provisional vpkers on the disposition of Canvassing 8oard OA5
MUNICIPA! PACIU��E 52.338 Cost per Municipat
*
Arrar�ge for transfating, printing and recording of audio baliqt 127
* Provide polling place wpplies - signs, cones, tabies, chairs, etc. 25
* Assist in flnding pall wor[cer replatements �
* Develop master CD compilakion for precinct advisars 72
* Provide Certification of registered vot�s aFter book dosing 60
* Prepare Absentee Ballot, Edge layout and Sample Ballot 264
* Puhlish legal nadces for LS�t testing, tanvass and past elections and news releases on book
closing, absentee ballots and other election related news � 8�
* LBeA test • development of a unique test script, manuat ballot marking, pretestirtg for
tomparisons and putfirzg equipment far public tests 193
* Efection Day support (SOE staff and phone hank) 133
* Electiori night support (SOE stafF, voke tabulation and vote certiFicationj 710
* Assist murticipaliry with canvass af Absentee Ballots, scfiedule canvass and act as member of
Carnassing Baard ��
* Post electlor� results on NIEB site artd G�annel 20 94
* Interface with tandidates, Ixess, dty staff, aty attomeys regarding EEectron Law t2f
* Conduct mandatory audit post election 1a
P47ECINCT SER1/lCES 455 Cost per precinct
* Copy of cu�rent pafling place tontract 0_ 15
* Provsde Clerks with cel( phone , bag ,etc. 20.00
, prectnct registers, affidavits s
* Delivery and Pick up of votEng equipment to tralntng locations 8.46
* Prepare precinCt SCanners and ADA Touch screen equipment 3 32
* Prppare equipment cabinets and routing of rroter equipment 14.65
* Copy of current poll woricers 0.15
* Create and reWin vottng history (post efecttons} 25.61
* P1an training dass locadons/train pollworicers/provide printed training materials 68.33
* Provide taptap computers far Precinct Advisors 13.83
`` Provide CD of vater file database for Precinct Advisors 0.50
f��+TlONAL Sf RVICES
* RegisOered Vot�s List, Mailing labels, checks and Verificadans
* �� �
* EV 8aqot pFinting costs (R�beck BOD)
* Farly votlng 5vpport
* Run-of�s, re-cotmts. costs, locat�an, prbcedures, .
* Co�xt tfiaftenges, legal exper�ses
* Hire te►riparary staf� a5 requireif
Exhibit A
PALM BEACH CQU�lTY SUPERVISQR O� EL�CTIOt�S
Municipal Efec�ions Charges
�XAMPLE OF Ml1NICiPAi. COSTS "
MUNtCIPA[. TOTAL
MUN�CIPAI.i'1'Y PACKAGE ABSENTEE BALL07S PR�CINC�'S CQS7
# ballots �3.75 # precincts @ $15S
HA1/ERHILL �2,338 �4� S'E50 4 $620
$3,10$
RlY1ERA BEACFi 52,338 1,Z49 �r4,53d 16 �2�480 59,352
BOCA F2ATON 5�,338 3,3Q4 512,390 A7 �7,285 $22,CIi3
' 7he �aiume af Abser�tee Ballots and precincts is based on 20a9 efectlon data
` Costs afo nat include costs cerrrrre�rtly absarbed by munlclpalltfes l.e.; pallwnrker payroll, preclnct rentals,
advertlsing, secyrlty, and equipment deltvery
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