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AGREEMENT FOR CONDUCTING IN CONJUNCTION MUNICIPAL ELECTION - MARCH 15, 2016MAKE NIFTOM COUNT Pinellas County Supervisor of Elections 13001 Starkey Road, Largo, Florida 33773 -1416. 727 464 6108 • VotePinellas.com RECEIVED JAN 1 1 nib Agreement for Conducting In Conjunction Municipal Electiot;F ;'CIAO RECORDS AND LEGISLATIVE SRVCS DEPT City /Town of Clearwater Municipal Election — March 15, 2016 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. 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 no sooner than 10 days after the election (F.S. 101.6952 states: "An absentee 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 absentee ballot is otherwise proper." "An absentee ballot" as indicated in F.S. 101.6952, includes ALL federal, state, multi- county, county and municipal races and questions. © 2015. Pinellas County Supervisor of Elections. All rights reserved. 9/30/15 WG Agreement for Conducting In Conjunction Municipal Election 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). 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 31, 2015. 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., December 31, 2015, and Midnight, March 15, 2016. 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 31, 2015. The Supervisor will certify to the City /Town the number of registered voters for this election approximately 10 days prior to the election. © 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 2 of 11 10/27/15 WG Agreement for Conducting In Conjunction Municipal Election ELECTION INFORMATION Election Title: Presidential Preference Primary and Municipal Elections Election Date: March 15, 2016 Voter Registration Deadline: February 16, 2016 SPECIAL PROVISIONS City /Town Clerk: Rosemarie Call *Election Day Cell Phone: (727) 460 -6974 Alternate Phone: (727) 224 -2351 Fax: (727) 562 -4086 Address: P.O. Box 4748, Clearwater FL 33758 *The City/Town Clerk MUST be available from 6:00 a.m. to 9:30 p.m. on Election Day. BALLOT INFORMATION (Wendy Grimes 464- 4987): • Final Ballot Language is due no later than 5:00 p.m., December 31, 2015 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 (1S- 2.032). • Using the Ballot Language Submittal Forms — 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 wgrimes @votepinellas.com by the final ballot language deadline. BALLOT LAYOUT/PRINTING (Marc Gillette 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. © 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 3 of 11 10/27/15 WG Agreement for Conducting In Coniunction Municipal Election • 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 not be billed for ballot cards containing Presidential Nominees. • Provisional ballots (minimum of 10 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. • 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 card. • If the City /Town requires a ballot change after ballots are printed, the City /Town is responsible for additional costs. CANDIDATE AUDIO RECORDING (Nicole Sokolowski/David Wise 464 -4958) The deadline for candidates to record their names and office titles for the audio ballot is 5:00 p.m., January 7, 2016. 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 /ABSENTEE BALLOTS (Martin Munro 464 -67881 • The Supervisor will bill the City /Town 90 cents per ballot kit; the City/Town will not be billed for ballot kits with mail /absentee ballots containing Presidential Nominees. • The Supervisor will bill the City /Town one dollar and 30 cents per ballot kit used in daily mailings; the City /Town will not be billed for ballot kits with mail /absentee ballots containing Presidential Nominees. • 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 card and postage for mailing that ballot. • The deadline for mailing military /overseas mail /absentee ballots is January 30, 2016 [F.S. 101.62(4)(a)]. Tentative Mailing Schedule for military /overseas ballots: The week of January 25, 2016, no later than January 30, 2016. © 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 4 of 11 10/27/15 WG Agreement for Conducting In Conjunction Municipal Election • Domestic ballots must be mailed no earlier than February 9, 2016 and no later than February 16, 2016 [F.S. 101.62(4)(b)]. • After the initial mailings, ballots will be mailed daily up to the fourth day prior to the election. The deadline to request a ballot be mailed is 5:00 p.m., March 9, 2016, six days prior to the election [F.S. 101.62]. • 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 (Jason Latimer 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. • The Supervisor is responsible for mailing any necessary polling place change notices, one per household, 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 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. © 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 5 of 11 10/27/15 WG Agreement for Conducting In Conjunction Municipal Election CANVASSING BOARD MEETING SCHEDULE (Jason Latimer 464 -4988) All Canvassing Board Meetings will take place at: Election Service Center, 13001 Starkey Road, Largo Presidential Preference Primary and Municipal Elections — March 15, 2016 Date Meeting Time Activity February 24, 2016 10:00 a.m. Pre - election test of precinct, early voting, mail /absentee and provisional ballot scanning equipment [F.S. 101.5612] March 7, 2016 10:00 a.m. Second test of mail /absentee and provisional ballot scanning equipment [F.S. 101.5612]; Canvass mail /absentee ballots (No earlier than 15 days prior to election) [F.S. 101.68(2)] March 8 - 13, 2016 10:00 a.m. Canvass mail /absentee ballots [F.S. 101.68(2)] (Meetings If Necessary) March 14, 2016 10:00 a.m. Canvass mail /absentee ballots [F.S. 101.68(2)]; Early voting and mail /absentee processing [F. S. 102.141(4)(a)] March 15, 2016 10:00 a.m. Canvass mail /absentee ballots [F.S. 101.68(2)] 7:00 p.m. Election Day processing Release unofficial results (does not include provisional ballots and 10 -day overseas mail /absentee ballots) 7:30 p.m. Deadline to begin reporting early voting and mail /absentee ballot results to the State [F.S. 102.141] March 16 - 17, 2016 10:00 a.m. Canvass provisional ballots [F.S. 101.048] (Meetings If Necessary) March 18, 2016 10:00 a.m. Deadline to file Unofficial Election Returns with the State (does not include 10 -day overseas mail /absentee ballots) [F.S. 102.141(5)] (No later than Noon of the 4th day after election) (Meeting If Necessary) March 19 - 23, 2016 10:00 a.m. (Meetings if Necessary) March 24, 2016 10:00 a.m. Deadline to file 2"d Unofficial Election Returns with the State (if necessary) [F.S. 102.141(7)(c)] (No later than 3 p.m. of the 9th day after election) (Meeting If Necessary) March 25, 2016 10:00 a.m. Deadline for receipt of 10 -day overseas mail /absentee ballots [Rule 1S- 2.013; F.S. 101.6952] (No later than 10 days from the date of the election) (Meeting If Necessary) March 26, 2016 10:00 a.m. (Meeting if Necessary) March 27, 2016 10:00 a.m. Deadline to file Official Election Returns and Conduct of Election Report with the State [F.S. 102.112(2)] (Noon on the 12th day after election) [F.S. 102.141] (Meeting If Necessary) March 28 — 30, 2016 10:00 a.m. (Meetings if Necessary) © 2015. Pinellas County Supervisor of Elections. All rights reserved. 10/27/15 WG Page 6 of 11 Agreement for Conducting In Conjunction Municipal Election EARLY VOTING (Martin Munro 464 -6788) 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. Early Voting will be March 5, 2016 — March 13, 2016 [F.S. 101.657] Early Voting 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 Days /Times of Operation Monday- Friday: 10:00 a.m. — 6:00 p.m. Saturday and Sunday: 9:00 a.m. — 5:00 p.m. MAIL / ABSENTEE BALLOT DROP -OFF LOCATIONS (Jeff Mendes 464 -6110) The Supervisor will provide mail /absentee ballot drop -off locations. For locations, dates and times please refer to Exhibit A. 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 20, 2016 [F.S. 101.131(2)]. • The City /Town must submit Early Voting poll watcher designations to the Supervisor Prior to 5:00 p.m., February 22, 2016. CO 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 7 of 11 10/27/15 WG Agreement for Conducting In Conjunction Municipal Election • Election Day poll watcher designations for municipal candidates /committees must be submitted to the City /Town Prior to Noon, March 1, 2016 [F.S. 101.131(2)]. • The City /Town must submit Election Day poll watcher designations to the Supervisor Prior to 5:00 p.m. March 1, 2016. • The City /Town shall provide to each designated municipal 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. [F.S. 101.131(5)]. OVER - THE - COUNTER BALLOT PICKUP (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 29 — March 4: 8:00 a.m. - 5:00 p.m. (Closed weekends and holidays) • March 5 - March 14: 8:00 a.m. - 6:00 p.m. (Saturdays and Sunday 9 a.m. - 5 p.m.) • March 15: 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 40 cents per ballot card; the City/Town will not be billed for ballot cards containing Presidential Nominees. VOTING EQUIPMENT AND SUPPLIES (Ken Lanphar 464 -6788) • The Supervisor will contract with a moving company to transport the voting equipment and supplies to and from polling locations. • 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 (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. © 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 8 of 11 10/27/15 WG Agreement for Conducting In Conjunction Municipal Election POLLING PLACES (Linda Cahill — 464 -6110) The Supervisor will select, contract with and compensate polling places [F.S. 101.715]. CANVASSING MAIL / ABSENTEE BALLOTS (Martin Munro 464 -6788) 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 website. 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 5:00 p.m., March 17, 2016 [F.S. 101.048]. All provisional ballots will be canvassed at the Election Service Center. ELECTION NIGHT PROCEDURE (Jason Latimer 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. © 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 9 of 11 10/27/15 WG • Agreement for Conducting In Conjunction Municipal Election AFTER ELECTION DAY (Jason Latimer 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 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. • 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 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 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 the duration of the public records retention period. • 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. DATA PROCESSING ORDERS (Nicole Sokolowski 464 -4958) • The City /Town is to place orders directly with the Data Center staff. • The City /Town will be billed for the voter list on CD following the Voter Registration Deadline. VOTER HISTORY (Marc Gillette /David Wise 464 -4958) When voter history is completed, the City /Town will be provided with the names of those who voted. The information will be provided on CD to each municipality. © 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 10 of 11 10/27/15 WG Agreement for Conducting In Conjunction Municipal Election ELECTION COSTS (Dawn Ricketts 464 -6108) • There will be a 10 -cent election administration fee per registered voter. • 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 31, 2015. After the election, based on actual election costs, the Supervisor will reimburse the City /Town for used 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. APPROVED: DEBORAH Supervisor of Elections, Pinellas County, Florida 3o \15 Dated: APPROVED AS TO FORM: JEWS HITE Chie sistant County Attorney Dated: (2. 22• APPROVED: CITY MANAGER Print name: II∎am 6 Home_ 1L Dated: 12- I 15 APPROVED AS TO FORM: Ok CITY /TOWN J ORNEY Print name: 6.- 01e-lcc. . AL, Dated: j a I I 1 ATTEST TO: MUNICIPAL CLERK Print name: RoSo'n ..t*L Ca- 11 Dated: 12-11511S © 2015. Pinellas County Supervisor of Elections. All rights reserved. Page 11 of 11 10/27/15 WG