AGREEMENT FOR CONDUCTING IN CONJUNCTION MUNICIPAL ELECTION - JANUARY 31, 2012,
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AGREEMENT FOR CONDUCTING
JANUARY 31, 2012 IN CON TUNCTION MUNICIPAL ELECTION
CITY/TOWN OF CLEARWATER GENERAL ELECTION — JANUARY 31, 2012
WHEREAS, the City/Town of Clearwater has requested the assistance of the
Office of the County Supervisor of Elections (Supervisor) in conducting its General
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). It is understood that the Supervisor is in charge of the election, and that the
County Canvassinq Board is responsible for canvassinq 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
conciuct of election report will include all elections held on the same day). These
documents wilf be provided to the City/Town after the County Canvassing Board certifies
the official election results.
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 mailing new voter registration cards).
Page 1 JM10/21/11
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AGREEMENT FOR CONDUCTING
JANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTION
The City/Town is responsible for the costs associated with any legal action or contest of
election arising from its election. The City/Town, the Supervisor of Elections and the
County Canvassing Board agree that the County Attorney's Office will represent the
Supervisor of Elections and County Canvassing Board in any legal action concerning the
canvass or certification of the election.
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.
The City/Town will provide the Supervisor with the current City/Town
definition/boundaries (which includes ALL current annexations) no later than 5:00
p.m., December 2, 2011. It is the responsibility of the City/Town to ensure the
Supervisor has the current definition/boundary information so all eligible voters
can participate in the CityRown's election. The City/Town agrees that NO
changes to the City/Town definition/boundaries will be made effective between
5:00 p.m., December 2, 2011, and Midnight, January 31, 2012.
This contract must be signed by the City/Town and received by the Supervisor no
later than the ballot language deadline of 5 p.m., December 2, 2011.
The Supervisor will certify to the City/Town the number of registered voters for
this election approximately 10 days prior to the election.
SPECIFIC PROVISIONS (CitV of Clearwater)
CITY/TOWN CLERK:
OFFICE PHONE:
FAX:
ADDRESS:
ELECTION TITLE:
ELECTION DATE:
VOTER REGISTRATION
DEADLINE:
Rosemarie Call
562- 4092
562-4086
112 S. Osceola Ave., PO Box 4748, Clearwater, FI 33758
Presidential Preference Primary Election
January 31, 2012
January 3, 2012
(The City/Town Clerk MUST be available from 6 a.m. to 7:30 p.m. on Election Day)
Page 2 JM10/21/11
� AGREEMENT FOR CONDUCTING
.TANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTION
BALLOT INFORMATION (Kim Walker 464-6641)
o Final Ballot Language is due no later than 5:00 p.m., December 2, 2011
and must include all candidates and resolutions and/or ordinances with
ballot questions.
■ All ballot language must comply with Florida Statutes [101.161(1)]
and the Uniform Ballot Rule (1 S-2.032).
■ Using the Ballot Language Submittal Forms — Complete required
information. Include information and Candidate Oaths for ONLY
qualified candidates in ballot order, and all Charter
Amendments/Referendum Questions with SIGNED/APPROVED
Ordinances/Resolutions including numbering for ballot order.
■ Scan and Email ballot language to Kim Walker at
kwalkerCa�votepinellas.com by the final ballot language deadline.
OFFICES UP FOR ELECTION - CITY/TOWN CLERK Please complete section below.
Office Title Vote For (one, two, etc.) Elected (Sinqle-Member
or At-Lar e '
_ �� Q
. . �" (
o Votes Needed to Win: (�Highest Number () Majority
o Number of Ballot Questions:
o Is a Runoff Election Required () YES (�No If yes, under what
circumstances:
o Runoff Election Date is March 13, 2012
o Runoff Final Ballot Language Deadline is 5 p.m. January 13, 2012.
Page 3 JM10/21/11
- AGREEMENT FOR CONDUCTING
TANUARY 31, 2012 IN CONTUNCTION MUNICIPAL ELECTION
BALLOT LAYOUT/PRINTING (Marc Gillette 464-4958)
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 the City/Town's ballot.
o Precinct ballots will be printed by the Supervisor; the Supervisor will bill
the City/Town 22 cents per ballot card (includes shipping charges); the
City/Town will n�± t�c billed for ballot cards containing Presidential
Nominees.
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; the City/Town will not be billed for ballot cards containing
Presidential Nominees.
o If the City/Town requires a ballot change after ballots are printed, the
City/Town is responsible for additional costs.
o If placement of the City/Town's municipal races/questions on the ballot
causes an additional ballot card to be created, the Supervisor will bill the
City/Town for the cost of that additional ballot card.
CANDIDATE AUDIO RECORDING (Kim Walker 464-6641)
The deadtine for candidates to record their names and office titles for the audio
ballot is 5:00 p.m., December 9, 2011. Candidates must call (727) 453-3293; a
voice message will prompt the candidate to record his/her name as indicated on
the Candidate Oath and the office for which the candidate is running.
MAIL / ABSENTEE BALLOTS (Martin Munro 464-6788)
o The Supervisor will bill the City/Town 90 cents for each mail/absentee baffot kit
used in the initial mailing; the City/Town will not be billed for ballot cards
containing Presidential Nominees.
o The Supervisor will bill the City/Town $1.30 for each mail/absentee ballot kit used
for daily mailing; the City/Town will not be billed for ballot cards containing
Presidential Nominees.
Page 4 JM10/21/11
AGREEMENT FOR CONDUCTING
JANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTION
o The deadline for mailing military/overseas mail/absentee ballots is December
17, 2011 [F.S. 101.62(4)(a)]. Tentative Mailinq Schedule for
militarv/overseas ballots: The week of December 12, 2011, no later than
December 17, 2011.
o Domestic ballots must be mailed no earlier than December 27, 2011 and
no later than Januarv 3, 2012 f F.S. 101.62(4)(b)1.
o After the initial mailings, ballots will be mailed daily as requests are received
up to the fourth day prior to the election.
o Duplicate and Test Ballots will be printed by the Supervisor; the Supervisor
will bill the City/Town 40 cents per ballot card; the City/Town will not be billed
for ballot cards containing Presidential Nominees.
LEGAL NOTICES (Nancv Whitlock 464-7493)
The Supervisor is responsible for publishing the following legal notices:
canvassing board meeting schedule, sample ballot, and polling place change
notice. If the City/Town is conducting a special election or special referendum
election, the City/Town is responsible for any additional notices required by
Florida law. The City/Town is responsible for any notices required in its charter or
by ordinance.
SAMPLE BALLOT (Marc Gillette 464-4958)
The Supervisor will create the Sample Ballot and publish it in a newspaper of
general circulation. The City/Town is responsible for the advertising costs
associated with publishing their portion of the sample ballot ad. The Supervisor
will bill the City/Town for the City/Town's portion of the sample ballot ad.
POLLING PLACES (Arlene Shaffer 4646110)
Polling Places will be selected and contracted by the Supervisor.
POLLING PLACE CHANGE NOTICES (Marc Gillette 4644958)
The Supervisor will mail any necessary polling p{ace change notices, one per
household, and publish the list in a newspaper of general circulation.
Page 5 JM10/21/11
AGREEMENT FOR CONDUCTING
JANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTION
TESTING BALLOT COUNTING EQUIPMENT (Marc Gillette 464-4958)
The canvassing board will certify test results of the ballot counting equipment and
the Supervisor will file the election parameters with the Division of Elections. The
Supervisor will publish the canvassing board meeting schedule. The canvassing
board meeting schedule is:
DATE MEETING TIME ACTIVITY
January 11, 2012 9:00 a.m. Pre-election test of precinct optical scan equipment and
mail/absentee and provisional ballot optical scan equipment [F.S.
101.5612
January 17, 2012 9:00 a.m. Second test of mail/absentee and provisional ballot optical scan
equipment [F.S. 101.5612]; Begin canvassing and processing
mail/absentee ballots (no earlier than 15�' day prior to election) [F.S.
101.68 2
January 18 — 9:00 a.m. Continue canvassing and processing mail/absentee ballots
Janua 30, 2012 F.S. 101.68 2 Meetin s If Necessa
January 31, 2012 9:00 a.m. Continue canvassing and processing mail/absentee ballots
F.S. 101.68 2; Process earl votin results
7:00 .m. Process election da results
Release unofficial results (does not include provisional ballots or 10-
da overseas mail/absentee ballots
7:30 p.m. Deadline to begin reporting early voting and tabulated mail/absentee
ballots results to State F.S. 102.141
February 1— 9:00 a.m. Begin canvassing and processing provisional ballots [F.S. 101.048]
Februa 3, 2012 Meetin s If Necessa
February 4, 2012 9:00 a.m. Deadline to file Unofficial Election Returns with State (does not
include 10-day overseas mail/absentee ballots) [F.S. 102.141] (No
later than Noon of the 4`" da after election Meetin If Necessar
February 5— 9:OOa.m. (Meefings If Necessary)
Februar 8, 2012
February 9, 2012 9:00 a.m. Deadline to file 2" Unofficial Election Returns with State (if
necessary) [F.S. 102.141 ](No later than 3 p.m. of the 9`h day after
election Meetin If Necessa
February 10, 2012 9:00 a.m. Deadline for Receipt of 10-Day Overseas Mail/Absentee Ballots
[Rule 1 S-2.013] (No later than 10 days from the date of the election);
Post-Election Test of mail/absentee and provisional ballot optical
scan equipment [F.S. 101.5612]; Certify Official Election Returns;
Conduct of Election Report; Post-Election Manual Audit
Meetin If Necessa
Februar 11, 2012 9:00 a.m. Meetin If Necessa
February 12, 2012 9:00 a.m. Deadline to file Official Election Returns and Conduct of Election
Report with State [F.S. 102.112] (Noon on the 12�h day after election)
F.S. 102.141 Meetin If Necessar
February 13 — 9:00 a.m. (Meetings If Necessary)
Februa 15, 2012
Page 6 JM10/21/11
- AGREEMENT FOR CONDUCTING
.TANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTION
o All Canvassing Board Meetings will take place at: Election Service
Center, 13001 Starkey Road, Largo
EARLY VOTING (Martin Munro 464-6788)
o Early Voting begins January 21, 2012 and ends January 28, 2012.
Earlv Votinq Locations
Election Office - County Courthouse
315 Court St., Room 117
Clearwater, FL 33756-5190
Election Service Center
13001 Starkey Rd.
Largo, FL 33773-1416
Election Office — County Building
501 First Ave. N.
St. Petersburg, FL 33701-3726
Davs/Times of Operation
Monday- Friday: 10 a.m. — 6 p.m.
Saturday and Sunday: 10 a.m. — 4 p.m.
o Early Voting ballots will be printed by the Supervisor; the Supervisor will
bill the City/Town 40 cents per ballot card; the City/Town will not be billed
for ballot cards containing Presidential Nominees.
MAIL / ABSENTEE BALLOT DROPOFF LOCATIONS (Julie Marcus 4645710)
The Supervisor will provide mail/absentee ballot dropoff locations. For locations,
dates and times please refer to Exhibit A.
POLL WATCHERS (Kim Walker 464-6641)
o Early Voting poll watcher designations must be submitted to the
Supervisor PRIOR TO NOON January 7, 2012 [F.S. 101.131(2))).
o Precinct poll watcher designations for Election Day must be submitted to
the Supervisor PRIOR TO NOON January 17, 2012 [F.S. 101.131(2)]).
Page 7 JM10/21/11
- AGREEMENT FOR CONDUCTING
TANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTION
o The Supervisor shall provide to each designated poll watcher, no later
than 7 days prior to the beginning of early voting and Election Day, a poll
watcher identification badge that identifies the poll watcher by name.
Each poll watcher must wear his or her identification badge while in the
early voting area or polling room. [FS 101.131(5)].
OVER-THE-COUNTER BALLOT PICKUP (Martin Munro 4646788)
o In-office ballot pickup will be available in each of the Supervisor of
Elections locations during the following dates and times:
o December 19, 2011 — January 20, 2012; Monday through Friday,
8 a.m. — 5 p.m. (no holidays).
o January 21, 2012 — January 28, 2012; Monday through Friday,
8 a.m. — 6 p.m.; Saturday and Sunday, 10 a.m. — 4 p.m.
o January 29, 2012; Sunday, Closed
o January 30, 2012; Monday, 8 a.m. — 5 p.m.
o January 31, 2012; Tuesday, 7 a.m. — 7 p.m.
o The Supervisor will bill the City/Town 80 cents for each over-the-counter
ballot kit; the CitylTown will not be billed for ballot cards containing
Presidential .Nominees.
VOTING EQUIPMENT AND SUPPLIES (Ken Lanphar 464-6788)
o The Supervisor will contract with a moving company to transport the
voting equipment and supplies to and from polling locations. The
City/Town will be billed for additianal transporting costs for equipment
needed for City/Town's election.
o Supplies not transported by the moving company will be picked up by the
precinct clerks after Clerks' Class at the Electian Service Center.
POLL WORKERS (Arlene Shaffer 46461t0)
o The Supervisor will recruit, assiqn, and train ALL poll workers. A Deputy
Sheriff will deputize the poll deputies.
o The Supervisor will bill the City/Town for additional poll workers needed to
support voters eligible to vote only in City/Town's election.
Page 8 JM10/21/11
AGREEMENT FOR CONDUCTING
TANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTION
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
CANVASSING MAIL / ABSENTEE BALLOTS (Martin Munro 4646788)
The Supervisor, in the presence of the County Canvassing Board will open and
prepare mail/absentee ballots for tabulation at the Election Service Center.
Questionable ballots will be presented to the County Canvassing Board for
decision. Florida Statute 101.68(2) allows for the canvassing of mail/absentee
ballots to begin 15 days prior to the election. The Canvassing Board/testing
schedule reflects ALL possible meeting days. The Canvassing Board will modify
the schedule as needed based on the number of mail/absentee ballots received.
Updates to the canvassing board schedule will be posted to the Supervisor's
Web site.
PROVISIONAL BALLOTS (Martin Munro 464-6788)
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 February 2, 2012 at 5 p.m. (Florida Statute
101.048). All provisional ballots will be canvassed at the Election Service Center.
ELECTION NIGHT PROCEDURE (Rick Becker 464-6108)
o The Supervisor will have unofficiat election results modemed from the
polling places to the Election Service Center.
o The Supervisor will have the Precinct Scanner Memory Sticks, voted
precinct and provisianal ballots, and Election Supplies transported to the
Election Service Center.
o Results will be released throughout the night and posted to the
Supervisor's Web site (www.votepinellas.com). The Supervisor will
provide unofficial results on election night.
Page 9 JM10/21/11
C
• AGREEMENT FOR CONDUCTING
TANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTION
AFTER ELECTION DAY (Nancv Whitlock 464-7493)
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 1 S-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 CitylTown to
post at City/Town Hall (and Web site, if applicable). The Supervisor will
post the final post-election audit report to the Supervisor's Web site and
will provide to the City/Town a copy of the report, via email, to post to
City/Town Web site, if applicable, after the County Canvassing Board
completes the audit.
o Election materials will remain sealed at the Election Service Center far
the duration of the public records retention period.
o The Supervisor of Elections in accordance with Florida Statute 98.0981(2)
will report precinct-level results to the Department of State within 30 days
following the election.
DATA PROCESSING ORDERS (Nicole Foqlio 464-4958)
o City/Town to place orders directly with the Data Center staff.
o City/Town has requested and will be billed for the voter list on CD-ROM
within 10 days following the Voter Registration Deadline.
Page 10 JM10/21/I1
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AGREEMENT FOR CONDUCTING � �„v,�
JANUARY 31, 2012 IN CONJUNCTION MUNICIPAL ELECTI01� o C"�
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VOTER HISTORY: �m �
o When voter history is completed, the City/Town will be provided w� t�
names of those who voted. Information to be provided on CD Rom. "'
ELECTION COSTS (Tiffinv LaCour 464-6108)
o There will be a 10-cent election administration fee per Republican
registered voter.
o There will be a 40-cent electian admin�stratiQr fe� ��r �t4 e�ther registered
voters.
By affixing their signatures hereto, the parties acknowledge each to the other that they
have full authority to enter into this Contract.
APPROVED:
.
►
DEBORAH K
Supervisor of Elections
Pinellas County, Florida
DATED: I� Z� � � (
APPROVED AS TO FORM:
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JE �� HITE
Sr. Assi ant County Attorney
DATED: �� �C�' � � f
APPROVED:
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P' t name o� v�'e u- �
City own Clerk
DATED: I�S�.Q(�Q1��L�..QI1 .�� �LI
APPROVED AS TO FORM:
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Print name � �
City/Town Attorney
DATED: ( aI � I � I
Page 11
JMIO/22/ll
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Exhibit A
MAII BALLOT DROP OFF LOCATIONS
***DATES AND TIMES VARY. CHECK LOCATIONS BELOW. ***
• Use the ballot drop off box INSIDE. DO NOT put your ballot in any box outside these locations.
• An election employee wili be at each site to assist and hand out "I VOTED" stickers.
*** Supervisor of Elections Offices are available for ballot drop off during the following dates and hours:
December 19 - January 20
lanuary 21 - January 28
January 29
January 30
January 31
Monday - Friday
Monday - Friday
Sunday
Monday
Tuesday
8:00 to 5:00 (Closed weekends and holidays)
8:00 to 6:00 (Saturdays and Sunday 10:00 to 4:00)
Closed
8:00 to 5:00
7:00 to 7:00
Supervisor of Elections Offices:
• 315 Court St., Room 117, Clearwater
• 501 IS`Ave. N., St. Petersburg
• 13001 Starkey Rd., Largo (Starkey Lakes Corporote Center)
Drive Thru Avoilab/e Only ot Starkey Office; Front Entrance of Building
*** These ballot drop off locations are available ONLY JANUARY 17 - JANUARY 31 during the following hours:
Tarpon Springs
Tax Collector Office
743 Pinellas Ave. S., Tarpon Springs
Monday - Friday, 8:00 - 4:00
(Election Day January 31, 8:00 - 7:00J
East Lake Community Librory
4125 East Lake Rd., Palm Harbor
Monday - Soturday, 10:00 - 4:00
(Eleciion Day Jonuary 31, 10:00 - 7:00J
Palm Harbor Community Activity Center
150016th St., Palm Harbor
Monday - Friday, 8:00 - 4:00
Saturday, 8:00 - NOON
(Eleciion Day January 31, 8:00 - 7:00)
North County
Tax Collector Office
29399 US Hwy. 19 N., Clearwater
Monday - Friday, 8:00 - 4:00
(Election Doy January 31, 8:00 - 7:00)
Oldsmar Public Library
400 St. Petersburg Dr. E., O/dsmar
Monday - Saturday, 9:00 - 4:00
(Election Day January 31, 9:00 - 7:00)
Gulf to Bay
Tax Collecto� Office
1663 Gulf to Bay 8/vd., Clearwater
Monday - Friday, 8:00 - 4:00
(Election Day January 31, 8:00 - 7:00)
Seminole Community Library
9200113`h St. N., Seminole
Monday - Friday, 9:00 - 4:00
Saturday, 10:00 - 4:00
(Election Day January 31, 9:00 - 7:00J
Pinellas Park Library
7770 52"d St, Pinellas Park
Monday - Saturday, 9:00 - 4:00
(Election Day January 31, 9:00 - 7:00J
Souih County
Tax Collector Office
I800 66`" St. N., St. Petersburg
Monday - Friday, 5:00 - 4:00
(Election Day lanuary 31, 8:00 - 7:00J
James Weldon Johnson Branch Library
105918`� Ave. S., Si. Pefersburg
Monday - Friday 10:00 - 4:00
Saturday, NOON - 4:00
(Election Day January 31, 10:00 - 7:00J
Skyway Plaza
Tax Collector Office
1067 62"d Ave. S., St. Petersburg
Monday - Friday, 8:00 - 4:00
(Election DayJanuary 31, 8:00 - 7:00J