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2014-28687 Reso RESOLUTION NO. 2014-28687 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA AUTHORIZING THE MIAMI-DADE COUNTY CANVASSING BOARD FOR THE NOVEMBER 49 2014 COUNTYWIDE GENERAL ELECTION TO SERVE AS THE CANVASSING BOARD FOR THE CITY OF MIAMI BEACH'S SPECIAL ELECTION TO BE HELD ON NOVEMBER 45 2014. WHEREAS, on November 4, 2014, Miami-Dade County will be conducting the Countywide General Election, at which'time the City of Miami Beach has authorized the holding of a Special Election relating to proposed City Charter amendments and/or other ballot questions; and WHEREAS Miami-Dade County is charged with the full responsibility of conducting the subject Election, except for accepting the Miami-Dade County's Certificate of Election Results concerning the City of Miami Beach's Special Election, which duty is within the Miami Beach City Commission's purview; and WHEREAS, the Miami-Dade County Canvassing Board for the County's November 4, 2014 Election is charged with the statutory responsibilities relating to the conduct of elections for the subject election and is hereby further authorized to act consistent with said responsibilities as the Canvassing Board for the City of Miami Beach's November 4, 2014 Special Election. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, that the Miami-Dade County Canvassing Board for the November 4, 2014 General Election is hereby authorized to act as the Canvassing Board for the City of Miami Beach's November 4, 2014 Special Election. PASSED and ADOPTED this 23rd day of July, 2014. ATTEST: ' PHILIP , MAYO RAF EL E. RANA , CITY CLERK �' '•• s APPROVED AS TO F:\T_Drive\AGE -A ©'1a4\July\ EC,��b{�IS�'a�iv�ssin Board Resolution JULY REG.doc.docx FORM & LANGUAGE & FOR EXECUTION C ORP ORATED. c°�•' �n rrr� ; City Alro Y ey Date COMMISSION ITEM SUMMARY Condensed Title: A Resolution authorizing the Miami-Dade County Canvassing Board for the November 4, 2014 Countywide General Election to serve as the Canvassing Board for the City of Miami Beach's Special Election to be held on November 4, 2014. 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 Summa /Recommendation: During the July 23, 2014 City Commission meeting, the members of the City Commission will consider calling a Special Election to be held on Tuesday, November 4,2014,in conjunction with the State General Election. Pursuant to Florida Statutes, an election canvassing board is charged with responsibilities relating to the conduct of elections.The attached Resolution has thus been prepared for the purpose of formally authorizing the Miami-Dade County Canvassing Board to serve as the Canvassing Board for the City of Miami Beach's November 4, 2014 Special Election, if one is called, which would be held in conjunction with the County's General Election. Advisory Board Recommendation: N/A Financial Information: Source of Amount Account Funds: 1 Estimated $30,110.30 — November 4, 2014 Special 011-9322-000312 Election —Cost from County. (Payable in Fiscal Year 2014/2015) 2 011-9322-000312 Approximately $32,000 in legally mandated advertisements, required by the Florida Statutes and the City Code.(Approximately 50%of which is payable in Fiscal year 2013/2014 and 50% payable in Fiscal Year 2014/2015 OBPI Total $62,110.30 City Clerk's Office Legislative Tracking: Rafael E. Granado, City Clerk Sign-Offs: City Clerk Assistant City Manager Nity Manager REG N/A JLM T:\AGENDA\2014\July\F-LECTIMS\Early Voting Item Summary JULY REG.doc M AM I TAGENDA ITEM 1`- 23-14 � MIAMIREACH OFFICE OF THE CITY CLERK RAFAEL E. GRANADO,CITY CLERK COMMISSION MEMORANDUM TO: Mayor Philip Levine and Members Of The City Commission Raul J. Aguila, City Attorney FROM: Jimmy L. Morales, City Manager Rafael E. Granado, City Clerk DATE: July 23, 2014 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA AUTHORIZING THE MIAMI-DADE COUNTY CANVASSING BOARD FOR THE NOVEMBER 4, 2014 COUNTYWIDE GENERAL ELECTION TO SERVE AS THE CANVASSING BOARD FOR THE CITY OF MIAMI BEACH'S SPECIAL ELECTION TO BE HELD ON NOVEMBER 4, 2014. ADMINISTRATION RECOMMENDATION A resolution authorizing the Miami-Dade County Canvassing Board for the November 4, 2014 Countywide General Election to serve as the Canvassing Board for the City if Miami Beach's Special Election to be held on November 4, 2014, if such an election is called. ANALYSIS During the July 23, 2014 City Commission meeting, the members of the City Commission will consider calling a Special Election to be held on Tuesday, November 4, 2014, in conjunction with the State General Election. Pursuant to Florida Statutes, an election canvassing board is charged with responsibilities relating to the conduct of elections. The attached Resolution has thus been prepared for the purpose of formally authorizing the Miami-Dade. County Canvassing Board to serve as the Canvassing Board for the City of Miami Beach's November 4, 2014 Special Election, if one is called, which would be held in conjunction with the County's General Election. FINANCIAL IMPACT The Miami-Dade County Elections Department has provided the Administration an estimate of $30,110.30 for a November 4, 2014 Special Election, which includes canvassing costs. (See attached DOE Estimate.) 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 If a November 4, 2014 Special Election is called, the Administration recommends that the Mayor and City Commission authorize the Miami-Dade County Canvassing Board to serve as the Canvassing Board for the City of Miami Beach's November 4, 2014.Special Election. T:\AGENDA\2014\July\ELECTIONS\Canvassing Board FINAL JULY REG.docx l ESTIMATE Piggyback with Countywide General Election November 4, 2014 Rafael E. Granado, City Clerk Estimate N°: MB-PBGENERAL-2014 City of Miami Beach Estimate Date: June 9,2014 1700 Convention Center Drive,#200 Miami Beach, FL 33139 Registered Voters: 49,926 Early Voting Days: 14 Precincts: 36 Early Voting Sites: 20 Polling Places: 23 Permanent Absentee Ballots: 6,226 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 24,963.00 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 2,737.30 Indirect Costs,Logic&Accuracy,Post-Election Audits *TOTAL $ 30.110.30 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)/race(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 "All