CONTRACT FOR CONDUCTING MUNICIPAL ELECTION MARCH 9, 2010CONTRACT FOR CONDUCTING MUNICIPAL ELECTION
CITY/TOWN OF CLEARWATER MUNICIPAL ELECTION, March 9, 2010
WHEREAS, the City/Town of Clearwater has requested the assistance of the
Office of the County Supervisor of Elections (Supervisor) in conducting its Municipal
Election; and
WHEREAS, the Supervisor is agreeable to providing such assistance to the
City/Town subject to the following conditions, considerations and agreements arrived at
between the parties;
. IT IS HEREBY AGREED AS FOLLOWS:
GENERAL PROVISIONS
The election is to be conducted under any applicable ordinances of the
City/Town and all sections of Chapters 97-106, Florida Statutes (the State Election
Code). The City/Town is responsible for all legal notices. It is understood that the
Supervisor is in charge of the election, and that the County Canvassing Board is
responsible for canvassing the election (no cost to the City/Town). The City/Town may
have a designated representative in the canvassing board room. This designee may
only serve in an "observer" capacity and may not participate in the canvassing of the
election. The County Canvassing Board will determine whether a recount is required
and advise the City/Town. The County Canvassing Board will certify the election results
and will provide a certificate of election and a conduct of election report to the City/Town
(ONE certificate of election and conduct of election report will include all elections held
on the same day). These documents will be provided to the City/Town after the County
Canvassing Board certifies the official election results.
The City/Town is responsible for the costs associated with conducting any recounts.
The City/Town is responsible for the costs associated with conducting the Post-Election
Audit (F.S. 101.591). The Post-Election Audit may not begin until the canvassing board
has certified the official election results. The City/Town is responsible for the costs
associated with conducting an annexation election (mapping annexation areas,
reassigning addresses, and creating street imports). The City/Town is responsible for
the costs associated with any legal action or contest of election arising from this election.
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It is understood that the provisions of this contract are based on current state law
and if any changes in election law should occur during the period of this agreement,
those changes will supersede the terms of this contract where applicable. If a runoff
election is mandated by the results of this election, the City/Town Clerk shall notify the
Supervisor of Elections within 24 hours of receiving official election results. The
City/Town is responsible for the costs associated with conducting a runoff election.
The Supervisor will certify to the City/Town the number of registered voters for
this election approximately 10 days prior to the election.
SPECIAL PROVISIONS
REGISTERED VOTERS FOR THIS ELECTION
CITY/TOWN CLERK:
PHONE:
FAX:
ELECTION DAY PHONE:
ADDRESS:
to be determined at book closing
Cynthia Goudeau
(727) 562-4092
(727) 562-4086
(727) 562-4092
112 S. Osceola Ave., 33756
P.O. Box 4748, 33758-4748
(The City/Town Clerk MUST be available from 6 a.m. to 7:30 p.m. on Election Day)
ELECTION INFORMATION
o ELECTION TITLE: Municipal Election
o VOTER REGISTRATION DEADLINE: February 8 ,2010
o CANDIDATE QUALIFYING
Begins: Date: 12-07-09 Time: 8 am
Ends: Date: 12-18 -09 Time: 5 pm
o RUNOFF ELECTION: Yes Qio?) DATE: April 13, 2010
Requirements: Qualifying Fee Amount: $100 and
Number of Petitions Required: 250
o CANDIDATE ORDER ON BALLOT: Alpha Draw for position
Meeting required to determine candidate order Yes No-z"
Runoff Election is required if:
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2
BALLOT INFORMATION (Kim Walker 464-6641):
o Final Ballot Language is due January 8. 2010. Must include all
candidates and resolutions and/or ordinances with ballot questions.
o Fax your information In ballot order to Kim Walker at 464-6239.
• Cover letter listing (in ballot order) Office titles, candidates (an
indication of "vote for one" or "vote for no more than two" etc.)
and ballot questions.
• Loyalty Oath for each candidate
(indicates how a candidate wants his/her name on the ballot)
• Ordinances/Resolutions with ballot questions
o All ballot language must comply with Florida Statutes [101.161(1)] and the
Uniform Ballot Rule (1S-2.032).
• Office Titles - ALL CAPS, BOLD
• Number to Vote for -- (Vote for One) or (Vote for no more than Two)
• Candidate Names - Upper and Lower Case, First Name first/Last Name
last
• Ballot Question Titles - Upper and Lower Case, Bold, Maximum 15
words
• Ballot Question - Upper and Lower Case, Maximum 75 words
• Voter Choices for Ballot Questions - YES, NO - ALL CAPS
• If there is more than one ballot question, the questions must be numbered
Exhibit A - See attached samples of ballot formats
Offices that are ur) for election:
Office Title Vote For Elected
Councilmember-
Seat 4 O r1? At Large
Councilmember--
Seat 5 O At Large
o Votes Needed to Win: ( Highest Number ( ) Majority
o Number of Ballot Questions:
0 N z,
BALLOT LAYOUT/PRINTING (Wayne Fusco 464-49501:
o The Supervisor is responsible for creating the ballot (ballot layout will
comply with Florida Statutes and the Uniform Ballot Rule).
o The City/Town is responsible for approving all ballots.
o Precinct ballots will be printed by the Supervisor; the Supervisor will bill
the City/Town 22 cents per ballot card (includes shipping charges).
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o Provisional Ballots (minimum of 25 ballots per precinct) will be printed by
the Supervisor; the Supervisor will bill the City/Town 22 cents per ballot
card.
o If the City/Town requires a ballot change after ballots are printed, the
City/Town is responsible for additional costs.
CANDIDATE VOICE RECORDING Kim Walker 464-6641):
o Once qualifying is completed, the City/Town shall refer all candidates to
the Supervisor to record the pronunciation of their names for the audio
ballot. If a candidate's voice recording is not made within 7 days of
qualifying ending, the Supervisor is not responsible for a mispronounced
name.
ABSENTEE BALLOTS Rick Becker 464-6108
o The Supervisor will bill the City/Town 90 cents for each absentee ballot kit
used in initial mailing.
o The Supervisor will bill the City/Town $1.30 for each absentee ballot kit used
for daily mailing.
o The deadline for mailing overseas absentee ballots is January 23, 2010;
at least 45 days prior to the election [101.62(4)(a)].
o Tentative Mailing Schedule for military/overseas ballots is the week of
januaLiL 18, 2010 no later than January 23, 2010.
o Tentative Mailing Schedule for domestic ballots is the week of January
25.2010.
v The City/Town will provide voting assistance in assisted living facilities
and nursing homes, if requested, per Florida Statute 101.655.
o Duplicate and Test Ballots will be printed by the Supervisor; the
Supervisor will bill the City/Town 40 cents per ballot card.
LEGAL NOTICES (Nancy Whitlock-464-7493):
o The City/Town is responsible for ALL legal notices required by State
Statute and by City/Town Charter/Ordinance. Additional legal notices
required because of special referendum elections are the responsibility of
the City/Town.
o The Supervisor will provide the City/Town a County Canvassing Board
Meeting Schedule, Polling Place list, Polling Place Change list and
Sample Ballot.
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o The Supervisor will publish the canvassing board/testing schedule at no
cost to the City/Town.
POLLING PLACES (Julie Marcus 464-61.1
o Supervisor will select and contract with polling places.
o Supervisor will pay polling places and will bill the City/Town.
o Cost for Modem Line activation/installation ($190.50 per line), will be the
responsibility of the City/Town. The Supervisor is responsible for
coordinating activation/installation with vendor and will bill the City/Town.
o The Supervisor will give each Precinct Clerk a cell phone to use Election Day.
POLLING PLACE CHANGE NOTICES (Wayne Fusco 464-4958):
o If notices are needed, the Supervisor will notify the City/Town Clerk in
writing, listing the precincts and polling location changes by February 7,
2010 (at least 30 days prior to the election) (Poll Worker Dept. 464-6110).
o The Supervisor will provide the names and addresses of the affected
voters to the vendor; ( ) one per voter / ( ) one per household.
o The City/Town will be responsible for making all necessary arrangements
with the vendor to have the notices printed and mailed, including notice
design. The Supervisor will only be responsible for proofing live samples
of the voter name (if applicable), household address, precinct number and
polling place information.
o Notices must be mailed by February 23. 2010 (at least fourteen days
prior to the election). The City/Town pays the vendor directly. The
Town/City will publish any polling place changes in the newspaper
[Florida Statute 101.71(2)].
POLL WATCHERS Kim Walker 464-6641):
o Precinct poll watcher designations for Election Day must be submitted to
the City/Town by February 23, 2010 (PRIOR TO NOON on the second
Tuesday preceding the election [F.S. 101.131(2)]). The City/Town will fax
all poll watcher designations to Kim Walker at 464-6239, and the
Supervisor will verify whether they are registered to vote in Pinellas
County.
o The City/Town shall approve Precinct Poll Watchers by March 2, 2010
(on or before the Tuesday before the Election [F.S. 101.131(2)]) and
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forward the approval in writing to Kim Walker. The Supervisor will furnish
a list of approved poll watchers to each Precinct.
OVER-THE-COUNTER BALLOT PICKUP Rick Becker 464-6108):
o In office ballot pickup will be available in each of the Supervisor of
Election locations, Monday through Friday from 8:00 am until 5:00 pm (no
holidays) beginning at least 45 days prior to the date of the election.
Each over-the-counter ballot kit will cost 80 cents and will be billed to the
City/Town by the Supervisor.
o The City/Town pursuant to F.S. 101.657(1)(e) has opted out of conducting early
voting. ,
VOTING MACHINES (Rick Becker 4646101
o The Supervisor will contract with a moving company to transport the
voting machines and supplies to and from polling locations. Cost is the
responsibility of the City/Town and will be billed by the Supervisor.
ELECTION SUPPLIES Rick Becker 464-6108):
o Supplies not transported by the moving company will be picked up by the
precinct clerks after Clerks' Class at the Election Service Center.
POLL WORKERS Julie Marcus 464-6110);
o Cost is the responsibility of the City/Town. The Supervisor will bill the
City/Town.
o The Su ervisor will designate, assign, and train ALL oll workers.
A Deputy Sheriff will deputize the poll deputies.
o Poll workers setting up the voting machines the day before the election
will be paid an additional $15 each. Precinct Clerks and Machine
Managers will be paid an additional $15 for clerk supply and
cartridge drop-off on election night. The rates below do not include
these costs.
o Poll Workers that are unable to work election day but attended class(es)
will be compensated $10 per class attended.
Rates for poll workers are:
Precinct Clerk
Machine Manager
Asst. Clerk
Ballot Distribution Manager
Inspector
Poll Deputy
$190 + $10 per class (3) = $220
$150 + $10 per class (1) = $160
$150 + $10 per class (2) = $170
$135 + $10 per class (1) = $145
$115 + $10 per class (1) = $125
$115 + $10 per class (1) = $125
12/03/09 JMJKW 6
PROVISIONAL BALLOTS:
o The Supervisor will research each provisional ballot to determine the
voter's eligibility and will present the provisional ballots to the County
Canvassing Board for decision. Voters casting a provisional ballot have
two days after Election Day to provide written proof of eligibility to the
County Canvassing Board. The deadline for this election is March 11,
2010 at 5 p.m. (Florida Statute 101.048). All provisional ballots will be
canvassed at the Election Service Center.
CANVASSING ABSENTEE BALLOTS:
o The Supervisor, in the presence of the County Canvassing Board will
open and prepare absentee ballots for tabulation at the Election Service
Center. Questionable ballots will be presented to the County Canvassing
Board for decision. Florida Statutes allow for the canvassing of absentee
ballots to begin six days prior to the election. The canvassing
board/testing schedule reflects ALL possible meeting days. The number
of absentee ballots received determines the canvassing board schedule.
o The Supervisor will publish the canvassing board/testincl schedule
at no cost to the City/Town.
TESTING THE BALLOT COUNTING EQUIPMENT (Wayne Fusco 464-4958):
o The Supervisor will test the ballot counting equipment and file the election
\ parameters with the Division of Elections. All tests will be performed at
W the Election Service Center.
Se G
DATE TIME ACTIVITY
February 17, 2010 9:00 a.m. Pre-election test of precinct optical scan equipment and
absentee/provisional ballot optical scan equipment (F.S. 101.5612)
March 3, 2010 9:00 a.m. Second test of absentee/provisional ballot optical scan equipment
(F.S. 101.5612)
Begin canvassing and processing absentee ballots (6`h day prior to
election) [F.S. 101.68(2)]
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 2
March 4, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 3
March 5, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 4
March 6, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]
Deadline to file protest with canvassing board to challenge absentee
12/03/09 JM/KW 7
ballots received through March 5
March 7, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 6
March 8, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 7
March 9, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 8
7:00 p.m. Process election day results
Release unofficial results (does not include provisional ballots)
Deadline Preliminary election results to State [F.S. 102.141]
(11:59 p.m. Election Night)
March 10, 2010 9:00 a.m. Begin canvassing and processing provisional ballots [F.S. 101.048]
March 11, 2010 9:00 a.m. Continue canvassing and processing provisional ballots [F.S. 101.048]
March 12, 2010 9:00 a.m. Continue canvassing and processing provisional ballots
[F.S. 101.048]; Certify Election Results/Conduct of Election Report;
Post-election test of absentee/provisional ballot optical scan equipment;
Select Race and Precinct(s) for Post-Election Audit [F.S. 101.591 ]
March 13, 2010 9:00 a.m. Post-Election Audit
[F.S. 101.5911
March 14, 2010 9:00 a.m. Post-Election Audit
[F.S. 101-5911
March 15, 2010 9:00 a.m. Post-Election Audit
[F.S. 101.591]
March 16, 2010 9:00 a.m. Post-Election Audit [F.S. 101.591];
Deadline to Release Results of Post-Election Audit
[F.S. 101.591] (No later than 11:59 p.m. of the 7"' day after certification
of the election);
Deadline to send Report of Post-Election Audit to State
[F.S. 101.591] (Within 15 days after the completion of Post-Election
Audit)
ELECTION NIGHT PROCEDURE:
o The Supervisor will have unofficial election results modemed from the
polling places to the Election Service Center.
o The Supervisor will have the Memory Sticks, Election Supplies and
Provisional Ballots transported to the Election Service Center.
o Results will be released throughout the night and posted to the
Supervisor's website (www.votepinellas.com). The Supervisor will provide
unofficial results on election night.
12/03/09 JM/KW 8
AFTER ELECTION DAY
o Provisional ballots will be canvassed. All ballots accepted by the County
Canvassing Board will be processed and added to the election night
results to produce Official Election Results. Provisional ballots cannot be
rejected until after the deadline for provisional voters to provide written
proof of eligibility (F.S. 101.048).
o The County Canvassing Board will certify the election results and will
provide a certificate of election and a conduct of election report to the
City/Town (ONE certificate of election and conduct of election report will
include all elections held on the same day). These documents will be
provided to the City/Town via email after the County Canvassing Board
certifies the official election results.
o The County Canvassing Board will conduct a post-election audit in
accordance with F.S. 101.591 and Division of Elections administrative
rule 1S-5.026. The Supervisor will post the required post-election audit
notices to the Supervisor's Web site and at each elections office. The
Supervisor will provide a copy of the notices via email to the City/Town to
post at City/Town Hall (and website, if applicable). The Supervisor will
post the final post-election audit report to the Supervisor's website and
will provide to the City/Town a copy of the report, via email, to post to
City/Town website, if applicable, after the County Canvassing Board
completes the audit.
o Election materials will remain sealed at the Election Service Center for
ten days after certification of the election. The City/Town will then be
notified and given ten days to contact Kim Walker (464-6641) and pick up
all election materials.
o The Supervisor of Elections in accordance with Florida Statute 101.573
will report precinct-level results to the Department of State within 45 days
following the election.
DATA PROCESSING ORDERS John Buckmaster 464-4958
o City/Town places orders directly with the Data Center staff.
o CITY/TOWN has requested and will be billed for:
Type Order Special Print Date Delivery Date
Provisions
Voter List CD-ROM Book Closing Within 10 days
following Book
Closing
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VOTER HISTORY:
a When voter history is completed, the City/Town will be provided with the
names of those who voted. Information to be provided on ( ) diskette,
( X) CD Rom, ( . ) printout [precinct, alpha], or ( ) labels [precinct/alpha].
ELECTION COSTS (Tiffiny LaCour 464-6108):
o In addition to specific costs noted in this contract, the City/Town will pay
an administration fee of 40 cents per registered voter; the minimum
charge is $400.
By affixing their signatures hereto, the parties acknowledge each to the
other that they have full authority to enter into this Contract.
APPROVED:
DEBORAH RK
Supervisor of Elections
Pinellas County, Florida
DATED: 01
APPROVED AS TO FORM:
A: ?. ?r-V-N"
B TS TEG
Sr. Assistant County Attorney
APPROVED:
Print Name r..a o? ea.k
n ipal Clerk
Cit own of v-w
DATED:
APPROVED AS TO FORM: T2.
NWA
aA Z 4 C Nz?
Print NameLeslie hou all-sides
Attorney
DATED: 12- I kP - D 6i
DATED: 2 `! Or,
TER
TyE?i
12/03/09 JM/KW 10
REVISED - Canvassing Board Meeting Schedule
Pinellas County Supervisor of Elections
Municipal Elections - March 9, 2010
Town of Belleair
City of Belleair Beach
City of Belleair Bluffs
Town of Belleair Shore
City of Clearwater
City of Gulfport
City of Indian Rocks Beach
Town of Indian Shores
Town of Kenneth City
City of Madeira Beach
Town of North Redington Beach
City of Oldsmar
City of Pinellas Park
Town of Redington Beach
Town of Redington Shores
City of Seminole
City of South Pasadena
City of St. Pete Beach
City of Tarpon Springs
City of Treasure Island
DATE TIME ACTIVITY
February 17, 2010 9:00 a.m. Pre-election test of precinct optical scan equipment and
absentee/provisional ballot optical scan equipment (F.S. 101.5612)
March 3, 2010 9:00 a.m. Second test of absentee/provisional ballot optical scan equipment
(F.S. 101.5612);
Begin canvassing and processing absentee ballots (6 h day prior to
election) [F.S. 101.68(2)];
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 2
March 4, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]; (If Necessary)
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 3
March 5, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)1; (If Necessary)
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 4
March 6, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]; (If Necessary)
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 5
March 7, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]; (If Necessary)
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 6
March 8, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)]; (If Necessary)
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 7
March 9, 2010 9:00 a.m. Continue canvassing and processing absentee ballots
[F.S. 101.68(2)];
Deadline to file protest with canvassing board to challenge absentee
ballots received through March 9
7:00 .m. Process election day results;
Release unofficial results does not include provisional ballots
Deadline Preliminary election results to State F.S. 102.141
11:59 .m. Election Night)
March 10, 2010 9:00 a.m. Begin canvassing and processing provisional ballots [F.S. 101.048];
If Necessa
March 11, 2010 9:00 a.m. Continue canvassing and processing provisional ballots
F.S. 0481; If Necessary)
March 12, 2010 9:00 a.m. Continue canvassing and processing provisional ballots
[F.S. 101.048]; Certify Election Results/Conduct of Election Report;
Post-election test of absentee/provisional ballot optical scan
equipment; Select Race and Precincts(s) for Post-Election Audit;
Begin Post-Election Audit
F.S. 101.591
March 13, 2010 9:00 a.m.. Continue Post-Election Audit
F.S. 101.5911; If Necessary)
March 14, 2010 9:00 a.m. Continue Post-Election Audit
F.S. 101.5911; (ItNecessaryj
March 15, 2010 9:00 a.m. Continue Post-Election Audit
F.S. 101.591 ; If Necessary)
March 16, 2010 9:00 a'm' Continue Post-Election Audit
F.S. 101.5911; If Necessary)
March 19, 2010 9:00 a.m. Deadline to Release Results of Post-Election Audit
[F.S. 101.5911 (No later than 11:59 p.m. of the 7`" day after
certification of the election ; If Necessa
April 3, 2010 9:00 a.m. Deadline to send Report of Post-Election Audit to State
[F.S. 101.591] (Within 15 days after the completion of Post-Election
Audit If Necessary)
`Effective January 1, 2008, anyone who casts a provisional ballot has two days after the election to provide proof of
eligibility to the Canvassing Board. The deadline for this election Is March 11, 2010 at 5 p.m. (Florida Statute 101.048)
All Canvassing Board Meetings Will Take Place At:
Election Service Center, 13001 Starkey Road, Largo
NOTE: Persons are advised that if they wish to appeal any decision made at these meetings, they will need a record of the
proceedings, and for such purpose they may need to ensure that a verbatim record of the proceedings is made, which record
includes the testimony and evidence upon which the appeal is to be based, per Section 286.0105, Florida Statutes.
If you are a person with a disability who needs any accommodation in order to participate in these proceedings, you are entitled,
at no cost to you, to the provision of certain assistance. Within two (2) working days of the publication of this notice, please
contact the Office of Human Rights, 400 S. Ft. Harrison Ave., Ste. 300, Clearwater, FL 33756;
(727) 464-4062 (V/TDD).
Deborah Clark
Supervisor of Elections
Pinellas County, Florida
2010 Election Series/Canvassing Board Schedule March 9, 2010 11//09 KW