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Home My WebLink AboutFR/SRLetter from Supervisor of ElectionsEXHIBIT A MIAMI•DADE January 26, 2011 Priscilla A. Thompson City Clerk 3300 Pan American Drive Miami, FL 33133 Dear Ms. Thompson: Elections 2700 NW 87th Avenue Miami, Florida 33172 T 305-499-1/O E F 305-499-8547 TrY: 305-499-8480 miamidade.gov The Miami General Municipal Election has been scheduled for November 8, 2011, with a Run -Off scheduled one week after on November 15, 2011. At the current time, the Cities of Hialeah, Homestead and Miami Beach who typically hold their elections in conjunction with the City of Miami, are scheduled to hold their elections on November 1, 2011, with Run-offs scheduled on November 15, 2011. Please note that holding your General Municipal Election on November 8, 2011,.wit therefore:result in a stand-alone election and .would not be part of the "Big 4" as in previous years. I have enclosed for your consideration two election estimates, one for a stand-alone election and one for an election in conjunction with Hialeah, Homestead and Miami Beach. Further, as previously mentioned, the current optical scan voting system requires much more preparation time than was previously required, and in turn, the Department requires that your municipality reevaluate when you hold your run-off elections. In order to give the Department the time that is required to properly prepare for every election and, give your voters the opportunity to take advantage of absentee voting, I strongly urge you to conduct your general and run-off elections with a minimum of two weeks apart. There are many steps involved in preparing for a municipal election. These include: • Updating voterregistration records • Coding, proofing and testing two different voting systems (optical scan and electronic) • Ordering, printing, processing and mailing absentee ballots • Giving adequate time to voters to receive and return their absentee ballots • Hiring and training personnel for Early Voting sites (if applicable) and for Election Day • Delivering paper ballots and supplies to Early Voting sites and polling locations • Resetting, reprogramming, and retesting all election equipment • Preparing for the state -mandated Logic and Accuracy Test (L&A) and Post Election Audit It is a tremendous challenge for. this Department to perform all of the procedures stated above in the timeframe that currently exists between, your general and runoff elections. As such, it is my understanding that you will be presenting this information to your council. to consider extending the timeframe.between elections to two weeks. I must reiterate that this is the minimum .amount of 'time that is acceptable_to_carry out our mission and -serve the voters of your municipality. My greatest concern is in regards to absentee voting. The short time period between elections may prevent voters •from taking advantage of absentee voting and/or being able to successfully return the ballot to our office by the deadline_ I know we share a.common goal to ensure that your elections are thorough, complete, and accurate. With this in mind, I hope you take this recommendation into consideration and allow a minimum of two weeks between your general and run-off elections. I would like to remind you that F.S. 100.3605 stipulates that municipalities have the authority to change the date of their elections, a right that many municipalities have exercised in the past. Should you have any questions or require additional information, please feel free to contact my office at 305-499-8509. Sincer-ty, Lest: Sole Su'ervisor of Elecns Miami -Dade Elections Department Attachments EXHIBIT B ESTIMATE City of Miami General Municipal Election Districts 1, 2, and 4 (Big 4 Combined) Priscilla A. Thompson, City Clerk City of Miami 3500 Pan American Drive Miami, FL 33133 Estimate N°: Estimate Date: MI-BIG4-DIS-110111 February 15, 2011 Registered Voters: Precincts: 110,132 Early Voting Days: 86 Early Voting Sites: Personnel Salaries & Fringe Benefits, Overtime, Poll Workers Polling Places Security, Polling Place Rentals Supplies and Services Election Supplies, Communication Charges Trucks and Vehicles Truck Rentals, GSA Vehicles Printing and Advertising Absentee & Precinct Ballots, Temporary Polling Place Change Notices, Newspaper Ads Postage Absentee Ballots, Temporary Polling Place Change Notices, Letters Ballot Creation In -House & Outside Contractual Services, Translations - Based on one question Administrative Overhead Indirect Costs, Logic & Accuracy, Post -Election Audits Early Voting Based on number of sites and days *TOTAL • Please note these costs are estimates and are subject to change. This estimate does include the cost of ballot printing; however, if your questlon(s)/race(s) creates an additional ballot page, the cost will be adjusted accordingly. $ 292,541.86 19,581.25 11,543.90 20,261.47 52,603.92 13,204.55 6,800.00 41,653.69 $ 458.190.64 For more information, you may contact: Patricia Prochnicki Elections Budget and Finance Chief Miami -Dade Elections Department 2700 NW 87 Avenue Miami, Florida 33172 Office: 305-499-8568 E-mail: bproch@miamidade.gov EXHIBIT C ESTIMATE City of Miami General Municipal Election Districts 1, 2 and 4 (Stand Alone) Priscilla A. Thompson, City Clerk City of Miami 3500 Pan American Drive Miami, FL 33133 Estimate N°: Estimate Date: MISA-PIS•110811 February 15, 2011 Registered Voters: Precincts: 110,132 Early Voting Days: 86 Early Voting Sites: Personnel $ 317,768.34 Salaries 8 Fringe Benefits, Overtime, Poll Workers Polling Places 21,105.50 Security, Polling Place Rentals Supplies and Services 11,543.90 Election Supplies, Communication Charges Trucks and Vehicles 20,261.47 Truck Rentals, GSA Vehicles Printing and Advertising 59,614.69 Absentee 8 Precinct Ballots, Temporary Polling Place Change Notices, Newspaper Ads Postage 23,760.97 Absentee Ballots, Temporary Polling Place Change Notices, Letters Ballot Creation 6,800.00 In -House 8 Outside Contractual Services, Translations - Based on one question Administrative Overhead 46,085.49 Indirect Costs, Logic 6 Accuracy, Post -Election Audits Early Voting Based on number of sites and days *TOTAL 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)Irace(s) creates an additional ballot page, the cost will be adjusted accordingly. $ 50¢,940.35 For more information, you may contact: Patricia Prochnicki Elections Budget and Finance Chief Miami -Dade Elections Department 2700 NW 87 Avenue Miami, Florida 33172 Office: 305-499-8568 E-mail: bproch@miamidade.gov EXHIBIT D-1 ESTIMATE City of Miami General Municipal Election (Biq 4 Combined) Priscilla A. Thompson, City Clerk City of Miami 3500 Pan American Drive Miami, FL 33133 Estimate N°: Estimate Date: MI-BIG4-110111 January 26,2011 Registered Voters: 173,047 Early Voting Days: Precincts: 126 Early Voting Sites: Polling Places: 78 Personnel Salaries &Fringe Benefits, Overtime, Poll Workers Polling Places Security, Polling Place Rentals Supplies and Services Election Supplies, Communication Charges Trucks and Vehicles Truck Rentals, GSA Vehicles Printing and Advertising Absentee & Precinct Ballots, Temporary Polling Place Change Notices, Newspaper Ads Postage Absentee Ballots, Temporary Polling Place Change Notices, Letters Ballot Creation In -House & Outside Contractual Services, Translations - Based on one question Administrative Overhead Indirect Costs, Logic & Accuracy, Post -Election Audits Early Voting Basedon number of sites and days *TOTAL 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, $ 450,064.39 30,125.00 17,759.84 31,171.49 60,929.11 20,314.69 6,800.00 63,716.45 ?DO 880.98 For more information, you may contact: Patricia Prochnickl Elections Budget and Finance Chief Miami -Dade Elections Department 2700 NW 87 Avenue Miami, Florida 33172 Office: 305-499-8568 E•rnail: bproch@miamidade.gov EXHIBIT D-2 ESTIMATE City of Miami General Municipal Election (Stand Alone) Priscilla A. Thompson, City Clerk City of Miami 3500 Pan American Drive Miami, FL 33133 Estimate N°: Estimate Date: MISA-110811 January 26, 2011 Registered Voters: 173,047 Precincts: 128 Polling Places: 78 Early Voting Days: Early Voting Sites: Personnel Salaries & Fringe Benefits, Overtime, Poll Workers Polling Places Security, Polling Place Rentals Supplies and Services Election Supplies, Communication Charges Trucks and Vehicles Truck Rentals, GSA Vehicles Printing and Advertising Absentee & Precinct Ballots, Temporary Polling Place Change Notices, Newspaper Ads Postage Absentee Ballots, Temporary Polling Place Change Notices, Letters Ballot Creation !n-House & Outside Contractual Services, Translations - Based on one question Administrative Overhead Indirect Costs, Logic & Accuracy, Post -Election Audits Early Voting Based on number of sites and days 'TOTAL • 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. $ 488,874.37 32,470.00 17,759.84 31,171.49 91,714.91 36,555.33 6,800.00 70,534.59 775,8 Q.54 For more information, you may contact: Patricia Prochnicki Elections Budget and Finance Chief Miami -Dade Elections Department 2700 NW 87 Avenue Miami, Florida 33172 Office:305.499-8568 E-mail: bproch@miamidade.gov