AGREEMENT FOR CONDUCTING IN-CONJUNCTION MUNICIPAL ELECTION - MARCH 19, 2024Julie Marcus. Pinellas County Supervisor of Elections
13001 Starkey Rd. (Starkey Lakes Corp. Ctr.), Largo, Florida 33773.727 464 6108 • VotePinellas.gov
Agreement for Conducting In -Conjunction Municipal Election
City of Clearwater
Presidential Preference Primary and Municipal Elections — March 19, 2024
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
(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. However, the Supervisor is unable to support
any type of runoff election.
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 automated 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 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 conceming the
canvass or certification of the election.
Pinellas County Supervisor of Elections (RV 11/17/23)
March 19, 2024 Municipal Election - City of Clearwater
Page 1 of 8
Agreement for Conducting In-Coniunction Municipal 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 definitionlboundaries and include a list of ALL
annexations (actual list of addresses) since your last election, no later than 5:00 p.m., December 19, 2023. 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 CitylTown'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 19, 2023, and Midnight, March 19, 2024. Contact the IT Department at (727) 464-4958 or
SOEITOVotePinellas.gov 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., December 19, 2023.
Upon request, the Supervisor may provide to the City/Town with the number of registered voters for this election.
ELECTION INFORMATION
Election Title:
Election Date:
Voter Registration Deadline:
SPECIAL PROVISIONS
City/Town Clerk:
*Election Day Cell Phone:
Alternate Phone:
Email:
Mailing Address:
Presidential Preference Primary and Municipal Elections
March 19, 2024
February 20, 2024
Rosemarie CaII
(727) 224.2351
(727) 562-4092
rosemarie.callamvclearwater.com
P.O. Box 4748, Clearwater FL 33758
*The City/Town Clerk MUST be available by phone from 5:00 a.m. to 10:00 p.m. on Election Day.
TRANSLATION (Spanish — Section 203, Voting Rights Act) (Matt Smith — 464-5751)
a. 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.
b. 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
Pinellas County Supervisor of Elections (RV 11/17/23) Page 2 of 7
March 19, 2024 Municipal Election - City of Clearwater
Agreement for Conducting In -Conjunction Municipal Election
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.
c. Questions concerning your legal obligations/requirements to comply with Section 203, Voting Rights Act should be directed to your
legal counsel.
BALLOT INFORMATION (Wendy Grimes — 464-49871
a. Final Ballot Language is due no later than 5:00 p.m., December 19, 2023 and must include all qualified opposed candidates and
resolutions and/or ordinances with ballot questions (English/Spanish).
b. All ballot language must comply with Florida Statutes 101.161(1) and the Uniform Ballot Rule (1S-2.032).
c. Using the Ballot Language Submittal Forms — Complete required information. Include information and Candidate Oaths for ONLY
qualified opposed candidates in ballot order. All Charter Amendments and/or Referendum Questions with SIGNED/APPROVED
Ordinances/Resolutions must include numbering for ballot order and English and Spanish translated text.
d. Email ballot language to Wendy Grimes at wgrimesevotepinellas.gov by the final ballot language deadline.
BALLOT LAYOUT/PRINTING (David Wise — 464.4958)
a. The Supervisor is responsible for creating the ballot (ballot layout will comply with Florida Statutes and the Uniform Ballot Rule).
b. The City/Town is responsible for approving the City/Town's portion of ballot.
c. Precinct ballots will be printed by the Supervisor. The City/Town will not be billed for ballot cards containing Presidential Nominees.
d. If the City/Town requires a ballot change after ballots are printed, the City/Town is responsible for additional costs.
e. 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., December 26, 2023. 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 (Esther Weston — 464-6788)
a. The deadline for mailing military/overseas mail ballots is February 3, 2024 [F.S. 101.62(4)(a)]. Tentative Mailing Schedule for
military/overseas ballots: The week of January 29, 2024, no later than February 3, 2024.
b. Domestic ballots must be mailed no earlier than February 8, 2024 and no later than February 15, 2024 [F.S. 101.62(4)(b)].
c. After the initial mailings, ballots will be mailed daily up to the tenth day prior to the election. The deadline to request a ballot be mailed
is 5:00 p.m., March 7, 2024, twelve days prior to the election [F.S. 101.62].
d. If the City/Town ballot language creates a 2 -card ballot, the City/Town is responsible for additional costs.
Pinellas County Supervisor of Elections (RV 11/17/23) Page 3 of 7
March 19, 2024 Municipal Election - City of Clearwater
Agreement for Conducting In -Conjunction Municipal Election
LEGAL NOTICES (Ashley McKnight -Taylor — 453-7553)
a. The Supervisor is responsible for publishing the canvassing board meeting schedule.
b. 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.
c. The Supervisor is responsible for mailing any necessary polling place change notices and publishing the list in a newspaper of general
circulation.
d. 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 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. All tests will be performed at the Election Service Center,13001 Starkey Road, Largo.
CANVASSING BOARD MEETING SCHEDULE (Ashley McKnight -Taylor— 453-7553)
a. The Supervisor will publish the Canvassing Board Meeting/Testing Schedule at no cost to the City/Town.
b. All Canvassing Board Meetings will take place at the Election Service Center, 13001 Starkey Rd., Largo.
c. A Canvassing Board Schedule will be emailed to the City/Town Clerk as part of this contract.
i. The Canvassing Board/testing schedule reflects ALL possible meeting days.
ii. 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.gov).
EARLY VOTING (Tim Closterman — 642-2919)
a. The Supervisor will provide early voting locations. Locations, dates and times will be included in each mail ballot kit and posted to the
Supervisor's website (Votepinellas.gov).
b. Early Voting ballots will be printed by the Supervisor; if the City/Town ballot language creates a 2 -card ballot, the City/Town is
responsible for additional early voting ballot costs.
SECURE BALLOT RETURN LOCATIONS (Tim Closterman — 642-2919)
The Supervisor will provide secure ballot return locations. Locations, dates and times will be included in each mail ballot kit and posted
to the Supervisor's website (Votepinellas.gov).
Pinellas County Supervisor of Elections (RV 11/17/23) Page 4 of 7
March 19, 2024 Municipal Election - City of Clearwater
Agreement for Conducting In -Conjunction Municipal Election
POLL WATCHERS (Wendy Grimes — 464-4987)
a. Early Voting poll watcher designations for municipal candidates/committees must be submitted to the City/Town
prior to Noon, February 24, 2024 [F.S. 101.131(2)].
b. The City/Town must submit Early Voting poll watcher designations to the Supervisor prior to 5:00 p.m., February 26, 2024.
c. Election Day poll watcher designations for municipal candidates/committees must be submitted to the City/Town
prior to Noon, March 5, 2024 [F.S. 101.131(2)].
d. The City/Town must submit Election Day poll watcher designations to the Supervisor prior to 5:00 p.m., March 5, 2024.
e. Poll watchers shall produce identification to the early voting site manager or precinct clerk upon entering the early voting site or
polling place (this information will be verified against a list of designated poll watchers compiled prior to election day).
f. The Supervisor of Elections shall provide to each designated poll watcher 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.
[F.S. 101.131(5)].
OVER-THE-COUNTER BALLOT PICKUP AND DROP-OFF (Esther Weston — 464-6788)
In -office ballot pickup will be available in each of the Supervisor of Elections locations during the following dates and times:
*Only permitted in cases of emergency, pursuant to F.S. 101.62(4)(c).5
• February 5 - March 8: Monday - Friday, 8:00 a.m. - 5:00 p.m. (Closed weekends and holidays)
• *March 9 - March 17: Monday - Friday, 8:00 a.m. - 6:00 p.m.: Saturdays and Sunday 8:00 a.m. - 5:00 p.m.
• March 18: 8:00 a.m. - 5:00 p.m.
• *March 19: 7:00 a.m. - 7:00 p.m.
VOTING EQUIPMENT AND SUPPLIES (Tim Closterman — 642-2919)
a. The Supervisor will contract with a moving company to transport the voting equipment and supplies to and from polling locations.
b. 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 AND POLLING PLACES (Tim Closterman — 642-29191
a. The Supervisor will recruit, assign, train, and compensate ALL poll workers.
b. A Deputy Sheriff will deputize the poll deputies.
c. The Supervisor will bill the City/Town for additional poll workers needed to support voters eligible to vote only in City/Town's election.
d. The Supervisor will select, contract with and compensate polling places [F.S. 101.71, 101.715].
Pinellas County Supervisor of Elections (RV 11/17/23)
March 19, 2024 Municipal Election - City of Clearwater
Page 5 of 7
Agreement for Conducting In -Conjunction Municipal Election
CANVASSING MAIL BALLOTS (Carriane McQuay — 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. 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.gov).
PROVISIONAL BALLOTS (Carriane McQuav — 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 21, 2024 [F.S. 101.048]. All provisional ballots will
be canvassed at the Election Service Center.
ELECTION NIGHT PROCEDURES (Dustin Chase — 464-4988)
a. The Supervisor will have unofficial election results modemed from the polling places to the Election Service Center.
b. The Supervisor will have the precinct scanner memory sticks, voted precinct and provisional ballots, and election supplies transported
to the Election Service Center.
c. Results will be released throughout the night and posted to the Supervisor's website (Votepinellas.gov). The Supervisor will provide
unofficial results on election night.
d. 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.
AFTER ELECTION DAY (Dustin Chase — 464-4988)
a. 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].
b. 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.
c. The County Canvassing Board will conduct a post-election manual 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 website
(Votepinellas.gov) and at each election office. The Supervisor will post the final post-election audit report to the Supervisor's website
(Votepinellas.gov) after the County Canvassing Board completes the audit.
d. The Supervisor of Elections in accordance with F.S. 98.0981(2) will report precinct -level results to the Department of State within
30 days following the election.
Pinellas County Supervisor of Elections (RV 11/17/23) Page 6 of 7
March 19, 2024 Municipal Election - City of Clearwater
Agreement for Conducting In -Conjunction Municipal Election
DATA PROCESSING ORDERS (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(a.Votepinellas.gov.
VOTER HISTORY (David Wise/Nicole Sokolowski — 464-4958)
When voter history is completed, the City/Town may request the names of those who voted by contacting (727) 464-4958
or SOEITna.Votepinellas.gov.
ELECTION COSTS (Susan Morse — 464-6108)
a. There will be a 10 -cent election administration fee per registered voter.
b. The City/Town will be provided an invoice based on election cost estimates. Payment must be received no later than
5:00 P.m., December 19, 2023. 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.
c. In the event the election is cancelled or otherwise not conducted after the ballot language deadline, the City/Town is responsible for
all costs associated with preparations and/or conduct of this election.
By affixing their signatures hereto, the parties acknowledge each to the other that they have full authority to enter into this Contract.
APP
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APPROVED:
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Pinellas County Supervisor of Elections (RV 11/17/23)
March 19, 2024 Municipal Election - City of Clearwater
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ATTEST TO:
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