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2014-28632 ResoRESOLUTION NO. 2014 -28632 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA RECOGNIZING AND APPROVING EARLY VOTING FOR THE AUGUST 26, 2014 CITY OF MIAMI BEACH SPECIAL ELECTION. WHEREAS, the City of Miami Beach has scheduled a Special Election to be held on Tuesday, August 26, 2014 in conjunction with the State Primary Election for the purpose of presenting to the City's electorate several ballot questions; and WHEREAS, the City Commission hereby recognizes and approves early voting for the August 26, 2014 City of Miami Beach Special Elections; and WHEREAS, in recognition of the 2013 statutory amendments to Florida Statute Section 101.657(1)(d) governing "Early. Voting," the City Commission hereby acknowledges that each County's Supervisor of Elections is required to provide for early voting to begin on the 10th day before an election that contains State or Federal races and end on the 3rd day before the election, and shall be provided for no less than 8 hours and no more than 12 hours per day at each site during the applicable period; in addition, early voting may be offered at the discretion of the Supervisor of Elections on the 15th, 14t ", 13th, 12th, 11th, or 2nd day before an election that contains State or Federal races for at least 8 hours per day, but not more than 12 hours per day; and WHEREAS, Florida's Election Code states that municipalities may provide early voting only in municipal elections that are not held in conjunction with County or State elections, therefore the County will be responsible for conducting early voting activities related to the City's August 26, 2014 Special Election; and WHEREAS, the Miami -Dade County Supervisor of Elections has tentatively designated the following early voting schedule for the August 26, 2014 City of Miami Beach Special Election, and has designated the Miami Beach Regional Library, 227 22 "d Street, and the North Shore Branch Library, 7501 Collins Avenue, as the early voting locations within the City of Miami Beach: FIRST WEEK DATE TIME Monday, August 11 7 am - 3 pm Tuesday, August 12 7 am - 3 pm Wednesday, August 13 7 am - 3 pm Thursday, August 14 7 am - 3 pm Friday, August 15 7 am - 3 pm Saturday, August 16 8 am - 4 pm Sunday, August 17 8 am - 4 pm SECOND WEEK DATE TIME Monday, August 18 11 am - 7 pm Tuesday, August 19 11 am - 7 pm Wednesday, August 20 11 am - 7 pm Thursday, August 21 11 am - 7 pm Friday, August 22 11 am - 7 pm Saturday, August 23 8 am - 4 pm Sunday, August 24 8 am - 4 pm WHEREAS, the Miami -Dade County Elections Department has provided the Administration with an estimate of $30,551.95 for the City's August 26, 2014 Special Election, which includes the costs of 14 early voting days (see Exhibit "A" - Department of Election estimate of cost); and WHEREAS, upon receipt from the Miami -Dade County Elections Department of the Final early voting schedule and locations for the City's August 26, 2014 Special Election, the Administration is hereby directed to report this information to the Mayor and Commissioners via a Letter to the Commission (LTC), which election information shall be posted on the City's website in advance of that scheduled election. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby recognize and approve early voting for the August 26, 2014 City of Miami Beach Special Election, said early voting to be conducted in accordance with the provisions of this Resolution. PASSED and ADOPTED this 11th day of June 2014. ATTEST: Philip Lev AP' OVED AS TO FORM & LANGUAGE & FOR EXECUTION Rafa E. Granado, City Clerk T:\AGE N DA\2014 \June \E LECTI ONS\Aut r psolu s Fevise e cx URA TED: . City Attorney .�� COMMISSION ITEM SUMMARY Condensed Title: A Resolution Recognizing and Approving Early Voting For The August 26, 2014 City Of Miami Beach Special Election. Key Intended Outcome Supported: N/A Supporting Data (Surveys, Environmental Scan, etc.): In 2013, there were 44,697 registered voters for the General Election with 11,385 total ballots cast, for a voter turnout of 25.47 %. There were 2,910 early voters, 3,856 absentee voters, 6 provisional voters and 4,613 voters on election day. Item Summary /Recommendation: The City of Miami Beach has scheduled a Special Election to be held on Tuesday, August 26, 2014, in conjunction with the State Primary Election. This Special Election will present to the City's electorate several Charter amendments. Section 101.657(1)(d) of the Florida Statutes (the "Early Voting" Statute), requires that each County's Supervisor of Elections provide for early voting to begin on the 10th day before an election that contains State or Federal races and end on the 3rd day before the election, and shall be provided for no less than 8 hours and no more than 12 hours per day at each site during the applicable period. In addition, early voting may be offered at the discretion of the Supervisor of Elections on the 15th, 14th, 13th, 12th, 11th, or 2 "d day before an election that contains State or Federal races for at least 8 hours per day, but not more than 12 hours per day. Inasmuch as Florida's Election Code states that municipalities may provide early voting only in municipal elections that are not held in conjunction with county or state elections, the County will be responsible for conducting early voting activities related to the City's August 26, 2014 Special Election. Accordingly, the Miami -Dade County Supervisor of Elections has tentatively designated the following early voting schedule for the August 26, 2014 City Election, and has designated the Miami Beach Regional Library, 227 22nd Street, and the North Shore Branch Library, 7501 Collins Avenue, as the early voting locations within the City of Miami Beach: Monday, August 11 Tuesday, August 12 Wednesday, August 13 Thursday, August 14 Friday, August 15 Saturday, August 16 Sunday, August 17 7 am - 3 pm 7 am - 3 pm 7 am - 3 pm 7 am - 3 pm 7 am - 3 pm 8 am - 4 pm 8 am - 4 pm Monday, August 18 Tuesday, August 19 Wednesday, August 20 Thursday, August 21 Friday, August 22 Saturday, August 23 Sunday, August 24 11 am -7pm 11 am -7pm 11 am -7pm 11 am -7pm 11 am -7pm 8 am - 4 pm 8 am - 4 pm Upon receipt from the Miami -Dade County Elections Department of the Final early voting schedule and locations for the City's August 26, 2014 Special Election, the Administration will report this information to the Mayor and Commissioners via Letter to Commission (LTC), and will further post the information on the City's website. Advisory Board Recommendation: N/A Financial Information: Source of Funds: Cit Amount_ Account 1 2 Estimated $30,551.95 — August 26, 2014 Special Election — Cost from County. Approximately $32,000 in legally mandated advertisements, required by the Florida Statutes and the City Code. 011-9322-000312 011- 9322 - 000312 OBPI Total $62,551.95 N/A City Clerk's Office Legislative Tracking: Rafael E. Granado, City Clerk Sign -Offs: T:\AGENDA\2014 \Ju ECTIONS \Early Voting Item Summary.doc MIAMIBEACH AGENDA ITEM R7W DATE 4'Ik1tf Cit r r Assistant City Manager (pity Manager REG N/A JLM T:\AGENDA\2014 \Ju ECTIONS \Early Voting Item Summary.doc MIAMIBEACH AGENDA ITEM R7W DATE 4'Ik1tf MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov TO: Mayor Philip Levine and Members FROM: Jimmy L. Morales, City Manager CC: Raul J. Aguila, City Attorney Rafael E. Granado, City Clerk DATE: June 11, 2014 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA RECOGNIZING AND APPROVING EARLY VOTING FOR THE AUGUST 26, 2014 CITY OF MIAMI BEACH SPECIAL ELECTION. COMMISSION MEMORANDUM the City Co j mission ADMINISTRATION RECOMMENDATION Approve the Resolution. ANALYSIS The City of Miami Beach has scheduled a Special Election to be held on Tuesday, August 26, 2014, in conjunction with the State Primary Election. This Special Election will present to the City's electorate several Charter amendments. Section 101.657(1)(d) of the Florida Statutes (the "Early Voting" Statute), requires that each County's Supervisor of Elections provide for early voting to begin on the 10th day before an election that contains State or Federal races and end on the 3rd day before the election, and shall be provided for no less than 8 hours and no more than 12 hours per day at each site during the applicable period. In addition, early voting may be offered at the discretion of the Supervisor of Elections on the 15th, 14th, 13th, 12th, 11th, or 2nd day before an election that contains State or Federal races for at least 8 hours per day, but not more than 12 hours per day. Inasmuch as Florida's Election Code states that municipalities may provide early voting only in municipal elections that are not held in conjunction with county or state elections, the County will be responsible for conducting early voting activities related to the City's August 26, 2014 Special Election. Accordingly, the Miami -Dade County Supervisor of Elections has tentatively designated the following early voting schedule for the August 26, 2014 City Election, and has designated the Miami Beach Regional Library', 227 22nd Street, and the North Shore Branch Library, 7501 Collins Avenue, as the early voting locations within the City of Miami Beach: 'The Elections Department has been looking to upgrade some of their early voting facilities and look for ways to reduce the overall voter wait times. Early Voting facilities used in previous countywide elections were analyzed and Elections Department staff canvassed other locations that are acceptable early voting facilities. Based on this analysis, the Elections Department plans to relocate the early voting site at Miami Beach City Hall to the Miami Beach Regional Library, located 0.80 miles away from City Hall. The Elections Department believes that this new location offers the necessary square footage, configuration and parking for Miami Beach early voters during countywide elections. For municipal stand -alone elections, the City always has the option to designate a different location for early voting if preferred. (See LTC No. 109 - 2014.) FIRST WEEK DATE TIME Monday, August 11 7 am - 3 pm Tuesday, August 12 7 am - 3 pm Wednesday, August 13 7 am - 3 pm Thursday, August 14 7 am - 3 pm Friday, August 15 7 am - 3 pm Saturday, August 16 8 am - 4 pm Sunday, August 17 8 am - 4 pm SECOND WEEK DATE TIME Monday, August 18 11 am - 7 pm Tuesday, August 19 11 am - 7 pm Wednesday, August 20 11 am - 7 pm Thursday, August 21 11 am - 7 pm Friday, August 22 11 am - 7 pm Saturday, August 23 8 am - 4 pm Sunday, August 24 8 am - 4 pm Upon receipt from the Miami -Dade County Elections Department of the Final early voting schedule and locations for the City's August 26, 2014 Special Election, the Administration will report this information to the Mayor and Commissioners via Letter t� Commission (LTC), and will further post the information on the City's website. FINANCIAL INFORMATION The Miami -Dade County Elections Department has provided the Administration with an estimate of $30,551.95 for the City's August 26, 2014 Special Election, which includes the costs of 14 early voting days. (See Exhibit "A" — Department of Election estimate of cost.) Additionally, the City will incur approximately $32,000 in legally- mandated advertisements, required by the Florida Statutes and the City Code, to notice this Special Election. CONCLUSION .The Administration recommends that the Mayor and City Commission recognize and approve early voting for the August 26, 2014 City of Miami Beach Special Election, said early voting to be conducted in accordance with the provisions of the attached Resolution and Section 101.657, Florida Statutes. Attachment J M L /RJA/REG T:\AGENDA12014 \June \ELECTIONS \Early Voting Commission Memo - revised JO and REG.docx ESTIMATE Piggyback with Countywide Primary Election August 26, 2014 Rafael E. Granado, City Clerk City of Miami Beach t700 Convention Center Drive, #200 Miami Beach, FL 33139 Estimate NG: Estimate Date: MB -PB -2014 March 31, 2014 Registered Voters: 50,729 Early Voting Days: 14 Precincts: 36 Early Voting Sites: 20 Polling Places: 23 Permanent Absentee Ballots: 7,259 Personnel $ Salaries & Fringe Benefits, Overtime, Poll Workers Polling Places Security, Polling Place Rentals Supplies and Services Absentee Ballots Set Up Trucks and Vehicles Truck Rentals, GSA Vehicles Printing and Advertising 25,364.50 Absentee, Early Voting & Precinct Ballots Postage Absentee Ballots Sent and Business Reply • Ballot Creation 2,410.00 In -House & Outside Contractual Services, Translations - Based on one question Administrative Overhead 2,777.45 Indirect Costs, Logic & Accuracy, Post - Election Audits *TOTAL $ 30,551.95 Please note these costs are estimates and are subject to change. This estimate does include the cost of ballot printing; however, if your question(s)lrace(s) creates an additional ballot page. the cost will be adjusted accordingly. For more information, you may contact: Patricia Prochnicki Deputy SOE Finance and Administration Miami -Dade Elections Department 2700 NW 87 Avenue Miami, Florida 33172 Office: 305. 499 -8568 E -mail: bproch@miamidade.gov EXHIBIT "A"