CONTRACT FOR CONDUCTING IN CONJUNCTION MUNICIPAL ELECTION - MARCH 17, 2020Pinellas County Supervisor of Elections
13001 Starkey Road, Largo, Florida 33773-1416.727 464 6108 • VotePinellas.com
Contract for Conducting In -Conjunction Municipal Election
City/Town of Clearwater
Municipal Election - March 17, 2020
WHEREAS, the City/Town 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 (F.S.) (the State Election Code). 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 to the City/Town (ONE Certificate of Election will include all
elections held on the same day). The Certificate of Election will be provided to the City/Town after the County
Canvassing Board certifies the official election results no sooner than 10 days after the election (F.S. 101.6952 states:
'A vote -by -mail ballot from an overseas voter in any presidential preference primary or general election which is
postmarked or dated no later than the date of the election and is received by the supervisor of elections ... no later
than 10 days after the date of the election shall be counted as long as the vote -by -mail ballot is otherwise proper."
"A vote -by -mail ballot" as indicated in F.S. 101.6952, includes ALL federal, state, multi -county, county and municipal
races and questions.
The post-election manual 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 information cards).
The City/Town is responsible for the costs associated with any legal action or contest of election arising from this
election. The City/Town, the Supervisor of Elections and the County Canvassing Board agree that the County
Pinellas County Supervisor of Elections.
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Clearwater
Contract for Conducting In -Conjunction Municipal Election (3/17/20)
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 and include a list
of ALL annexations (actual list of addresses) since your last election, no later than 5:00 p.m., January 3, 2020.
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 City/Town's election. The City/Town agrees that NO
changes to the City/Town definition/boundaries will be made effective between 5:00 p.m., January 3, 2020, and
Midnight, March 17. 2020. Contact the IT Department at (727) 464-4958 or SOEIT(VotePinellas.com for all
questions concerning annexations and for providing annexation information (City/Town definition/boundary
changes).
This contract must be signed by the City/Town and received by the Supervisor no later than the ballot language
deadline of 5:00 p.m., January 3, 2020.
The Supervisor will certify to the City/Town the number of registered voters for this election approximately ten
days prior to the election.
ELECTION INFORMATION
Election Title: Presidential Preference Primary and Municipal Elections
Election Date: March 17, 2020
Voter Registration Deadline: February 18, 2020
SPECIAL PROVISIONS
*The City/Town Clerk MUST be available from 5:00 a.m. to 9:30 p.m. on Election Day.
City/Town Clerk: Rosemarie Call
*Election Day Cell Phone: (727) 224-2351
Alternate Phone: (727) 562-4092
Email: rosemarie.callAmyclearwater.com
Fax: (727) 562-4086
Mailing Address: P.O. Box 4748, Clearwater FL 33758
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Contract for Conducting In-Coniunction Municipal Election (3/17120)
TRANSLATION (Spanish — Section 203, Voting Rights Act) (Dustin Chase - 464-4988)
• Pinellas County is a jurisdiction covered by Section 203 of the Voting Rights Act and must provide language
assistance (Spanish). ALL municipalities within Pinellas County are also covered by Section 203 of the Voting
Rights Act. Full compliance is a requirement for all jurisdictions (County and Municipal). This means that all
information directed to voters or otherwise concerning voting -connected activities must be provided in both
English and Spanish. This includes, but is not limited to, voter registration, legal advertisements and/or other
notices, forms, voting instructions and procedures at the polls or otherwise, polling place signage, any printed
voter information guides or website information concerning elections, communication assistance at the polls and
election offices and communication with the jurisdiction's minority language community. The obligations and
requirements apply to all elections conducted by the City/Town.
• Questions concerning your legal obligations/requirements to comply with Section 203, Voting Rights Act should
be directed to your legal counsel.
• The SOE will translate all ballot material, including but not limited to ballot language content. The translation
costs are the responsibility of the City/Town and will be billed to the City/Town.
BALLOT INFORMATION (Wendy Grimes - 464-4987):
• Final Ballot Language is due no later than 5:00 o.m., January 3. 2020 and must include all qualified opposed
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 (1S-2.032).
• Using the Ballot Language Submittal Form — Complete required information. Include information and Candidate
Oaths for ONLY qualified opposed 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 Wendy Grimes at WGrimes0VotePinellas.com by the final ballot language
deadline of 5:00 p.m., January 3, 2020.
BALLOT LAYOUT/PRINTING (David Wise - 464.4958)
• The Supervisor is responsible for creating the ballot (ballot layout will comply with Florida Statutes and the Uniform
Ballot Rule).
• The City/Town is responsible for approving the City/Town's portion of ballot.
• Precinct ballots will be printed by the Supervisor. The Supervisor will bill the City/Town 23 cents per ballot card
(includes shipping charges). the City/Town will not be billed for ballot cards containing Presidential Nominees.
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• Provisional ballots (minimum of 50 ballots per precinct) will be printed by the Supervisor; the Supervisor will bill
the City/Town 23 cents per ballot card. The Supervisor will bill the City/Town for any required expedited shipping
charges; the City/Town will not be billed for ballot cards containing Presidential Nominees.
• If the City/Town requires a ballot change after ballots are printed, the City/Town is responsible for additional costs.
• If the City/Town ballot language creates a 2 -card ballot, the City/Town is responsible for additional costs.
CANDIDATE AUDIO RECORDING (Nicole Sokolowski/David Wise - 464-49581
The deadline for candidates to record their names and office titles for the audio ballot is 5:00 p.m., January 10, 2020.
It is the responsibility of the City/Town to notify City/Town candidates of this deadline. 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 BALLOTS (Martin Munro - 464.6788)
• The Supervisor will bill the City/Town 91 cents for each mail ballot kit used in initial mailing; the City/Town will not be
billed for ballot kits with mail/absentee ballots containing Presidential Nominees.
• The Supervisor will bill the City/Town $1.36 for each mail ballot kit used for daily mailing; the City/Town will not be billed
for ballot kits with mail/absentee ballots containing Presidential Nominees.
• The deadline for mailing military/overseas ballots is February 1. 2020., at least 45 days prior to the election
[F.S. 101.62(4)(a)].
• Tentative mailing date for military/overseas ballots is January 30.2020; no Tater than February 1.2020.
• Tentative mailing start date for domestic ballots is February 11, 2020; no later than February 13. 2020.
[F.S 101.62(4)(b)].
• After the initial mailings, ballots will be mailed as requests are received. The deadline to request a ballot be mailed
is March 7.2020; the tenth day prior to the election. [F.S. 101.62(2)]
• Duplicate and test ballots will be printed by the Supervisor; the Supervisor will bill the City/Town 36 cents per
ballot card; the City/Town will not be billed for ballot cards containing Presidential Nominees.
LEGAL NOTICES (Dustin Chase - 464-4988)
• The Supervisor is responsible for publishing the canvassing board meeting schedule.
• The Supervisor is responsible for creating the Sample Ballot and publishing 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 advertisement. The Supervisor will bill the City/Town for the City/Town's portion of the sample
ballot advertisement.
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Contract for Conducting In -Conjunction Municipal Election (3/17/20)
• The Supervisor is responsible for mailing any necessary polling place change notices and publishing the list in a
newspaper of general circulation.
• 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.
TESTING THE BALLOT COUNTING EQUIPMENT (David Wise - 464-4958):
The County Canvassing Board will certify test results of the ballot counting equipment and file the election
parameters with the Division of Elections. Ali tests will be performed at the Election Service Center,
13001 Starkey Road, Largo.
CANVASSING BOARD MEETING SCHEDULE (Dustin Chase - 464-4988)
• The Supervisor will publish the Canvassing Board Meeting/Testing Schedule at no cost to the City/Town.
• A Canvassing Board Schedule will be emailed to the City/Town Clerk as an addendum.
• All Canvassing Board Meetings will take place at the Election Service Center, 13001 Starkey Rd., Largo.
o The Canvassing Board/testing schedule reflects ALL possible meeting days.
o The Canvassing Board will modify the schedule as needed based on the number of mail ballots received.
Updates to the canvassing board schedule will be posted to the Supervisor's website (VotePinellas.com).
EARLY VOTING (Martin Munro - 464-67881
Early Voting ballots will be printed by the Supervisor; the Supervisor will bill the City/Town 35 cents per ballot card.
the City/Town will not be billed for ballot cards containing Presidential Nominees.
• Early Voting will be March 7 -15, 2020 [F.S. 101.657]
• Days/Times of Operation: Monday - Friday: 10:00 a.m. - 6:00 p.m.; Saturday - Sunday: 9:00 a.m. - 5:00 p.m.
• Early Voting Locations:
o Election Office - County Courthouse, 315 Court Street, Room 117, Clearwater, FL 33756
o Election Service Center, 13001 Starkey Road (Starkey Lakes Corporate Center), Largo, FL 33773
o Election Office - County Building, 501 First Avenue North, St. Petersburg, FL 33701
MAIL BALLOT DROP-OFF LOCATIONS (Jeff Mendes - 464-6110)
The Supervisor will provide mail ballot drop-off locations. Locations, dates and times will be included in each mail
ballot kit and posted to the Supervisor's website (VotePinellas.com).
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Contract for Conducting In -Conjunction Municipal Election (3/17/20)
CANVASSING MAIL BALLOTS (Martin Munro - 464-6788)
The Supervisor, in the presence of the County Canvassing Board will open and prepare mail 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 ballots to begin 22 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 ballots received. Updates to the canvassing board schedule will be posted to the
Supervisor's website (VotePinellas.com).
PROVISIONAL AND MAIL 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 5:00 p.m., March 19, 2020 [F.S. 101.048].
• Voters can cure signature mismatch and no signatures for both provisional and mail ballots. The deadline to cure
a mail or provisional ballot is 5:00 p.m., March 19, 2020 [F.S. 101.048 & F.S. 101.68].
POLL WATCHERS (Wendy Grimes - 464-4987)
• Early voting poll watcher designations for municipal candidates/committees must be submitted to the City/Town
Prior to Noon, February 22. 2020 (Before noon at least 14 days before Early Voting begins [F.S. 101.131(2)]).
o The City/Town must submit Early Voting poll watcher designations to the Supervisor
prior to 5:00 a.m., February 24, 2020.
o The Supervisor will verify whether they are Pinellas County registered voters. The Supervisor will furnish a list
of approved poll watchers to the City/Town by 5:00 p.m. February 29, 2020 (No later than 7 days before
early voting begins [F.S. 101.131]).
o The City/Town shall provide to each designated poll watcher, no later than seven days before early voting
begins, a poll watcher identification badge that identifies the poll watcher by name. Each poll watcher must
wear his or her identification badge while in early voting area [F.S. 101.131(5)]. The Supervisor will provide
the City/Town with a name badge template.
• Election Day poll watcher designations must be submitted to the City/Town by NOON, March 3, 2020 (Prior to
noon on the second Tuesday preceding Election Day [F.S. 101.131(2)]).
o The City/Town must submit Election Day poll watcher designation forms to the Supervisor
by 5:00 p.m., March 3. 2020.
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Clearwater
Contract for Conducting In-Coniunction Municipal Election (3/17/20)
o The Supervisor will verify whether they are Pinellas County registered voters. The Supervisor will furnish a list
of approved poll watchers to the City/Town by 5:00 p.m. March 10, 2020 (on or before the Tuesday before
Election Day [F.S. 101.131(2)]).
o The City/Town shall provide to each designated poll watcher, no later than seven days before the election,
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 polling room [F.S. 101.131(5)]. The Supervisor will provide the
City/Town with a name badge template.
OVER-THE-COUNTER BALLOT PICKUP AND DROP-OFF (Martin Munro • 464-6788)
In -office ballot pickup will be available in each of the Supervisor of Elections locations during the following
dates and times:
• January 31 - March 6: Monday - Friday, 8:00 a.m. - 5:00 p.m. (Closed weekends and holidays)
• March 7 - March 15: Monday - Friday, 8:00 a.m. - 6:00 p.m.: Saturdays and Sunday 9:00 a.m. - 5:00 p.m.
• March 17: 7:00 a.m. - 7:00 p.m. [Only permitted in cases of emergency, F.S. 101.62(4)(c).5]
The Supervisor will bill the City/Town 35 cents per ballot card; the City/Town will not be billed for ballot
cards containing Presidential Nominees.
VOTING EQUIPMENT AND SUPPLIES (Alex Pena-Rosado - 464-67881
• The Supervisor will contract with a moving company to transport the voting equipment and supplies to and from
polling locations. Cost is the responsibility of the City/Town and will be billed by the Supervisor.
• Supplies not transported by the moving company will be picked up by the precinct clerks after Clerks' Class at the
Election Service Center.
• The Supervisor will contract to have paper precinct registers for Election Day printed by a vendor and will bill the
City/Town. These paper precinct registers are a "back-up system" to the electronic poll book system and will be
included in the polling place supplies sent to each polling place.
POLL WORKERS (Laurie Fidler - 464-6110)
• The Supervisor will recruit, assign, train, and compensate ALL poll workers.
• A Deputy Sheriff will deputize the poll deputies.
• The Supervisor will bill the City/Town for additional poll workers needed to support voters eligible to vote only in
City/Town's election.
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POLLING PLACESjLinda Cahill - 464-6110)
• The Supervisor will select, contract with and compensate polling places [F.S. 101.715].
ELECTION NIGHT PROCEDURES (Dustin Chase - 464.4988)
• The Supervisor will have unofficial election results modemed from the polling places to the Election Service Center.
• The Supervisor will have the precinct scanner memory sticks, voted precinct and provisional ballots, and election
supplies transported to the Election Service Center.
• Results will be released throughout the night and posted to the Supervisor's website (VotePinellas.com).
The Supervisor will provide unofficial results on election night.
• Campaign Signs — If candidates wish to reuse their campaign signs left at the polls on Election Day, the signs
must be collected by campaign staff prior to poll workers removing and disposing of them after the polls close.
It is the responsibility of the City/Town to communicate this information to their candidates.
AFTER ELECTION DAY (Dustin Chase - 464-4988)
• 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 ballot voters to provide written proof of eligibility [F.S. 101.048].
• The County Canvassing Board will certify the election results and will provide a Certificate of Election to the
City/Town (ONE Certificate of Election will include all elections held on the same day). This document will be
provided to the City/Town via email after the County Canvassing Board certifies the official election results.
• The County Canvassing Board will conduct a post-election manual 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 website (VotePinellas.com) and at each Supervisor of 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 the City/Town website, if applicable, after the County Canvassing Board
completes the audit.
• Election materials will remain sealed at the Election Service Center for ten days after certification of the election.
DATA PROCESSING ORDERS (David Wise/Nicole Sokolowski - 464-4958)
The City/Town is to place data orders directly with an IT staff member by contacting (727) 464-4958
or SOEIT(VotePinellas.com.
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Clearwater
Contract for Conducting In-Coniunction Municipal Election (3/17/20)
VOTER HISTORY (David Wise/Nicole Sokolowski - 464-4958)
When voter history is completed, the City/Town may download the names of those who voted at VotePinellas.com.
ELECTION COSTS (Susan Morse - 464-6108)
• There will be a 40 -cent election administration fee per registered voter who is not eligible to vote for a
Presidential Nominee, but who is eligible to vote in the City/Town Election.
• There will be a 10 -cent election administration fee per registered voter who is eligible to vote for a Presidential
Nominee and in the City/Town Election.
• All election costs incurred prior to receiving this signed contract or if the Town/City's election is cancelled are the
responsibility of the Town/City and will be billed to the Town/City.
• The City/Town will be provided an invoice based on election cost estimates. Payment must be received no later
than 5:00 p.m., January 3, 2020. After the election, based on actual election costs, the Supervisor will reimburse
the City/Town for unused funds or provide the City/Town with an invoice for additional costs incurred.
By affixing their signatures hereto, the parties acknowledge each to the other that they have full authority to enter
into this Contract.
,k1N Supervisor of Elections, Pinellas County, Florida
Date:C 710 VO
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APPROVED:
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CITY/TOWN MANAGER . /
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Date: J> -•!b i t
APPROVED AS TO FORM: REV WED AN APPROVED:
CITY/TOWN ATTORN Y
Print name: PAWN €1 A 1(• IR 1•; N
OFFIC OFT E COUNTY ATTORNEY
Print name: 379 iii. 1 h.- i 4u
Date: i/17 J1\2ci
Pinellas County Supervisor of Elections
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Date: 17•f i 's) I q
ATTEST TO:
MUNICIPAL CLERK
Print name: f'ioSemt,n'- (_ J
Date: /...349/9
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