HomeMy WebLinkAboutElection date changeCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO:
FROM:
Honorable Mayor and Members
of the City Commission
0451)
Priscilla A. Thompson
DATE:
June 9, 2004
FILE :
SUBJECT : Letter from Miami -Dade County
Supervisor of Elections regarding
necessity to change date of runoff
REFERENCES :election
ENCLOSURES:
City Clerk (4)
We are in receipt of a second letter from Constance A. Kaplan, Supervisor of Elections for Miami -
Dade County, advising the City of the necessity of rescheduling the runoff election (see attached).
Last year, the City was informed by then County Manager Steve Shiver of the necessity of
scheduling the City's primary and regular elections two weeks apart. Attached is Ordinance
12381, which was adopted by the City Commission to provide the Miami -Dade County Supervisor
of Elections sufficient time to accurately program voting machines, print and test -run the ballot and
provide sufficient time for processing absentee balloting. The City was later informed that two
weeks between elections would not provide adequate programming time and that a minimum of
three weeks between elections is essential to ensure that absentee ballots for mailing, early voting
locations are established, and the iVotronic equipment is properly programmed, proofed and tested.
The City is now being informed that three weeks between elections will not provide adequate
programming time and that a minimum of four weeks between elections is essential, due to the
reasons as stated in Ms. Kaplan's letter.
This matter has been scheduled for discussion at the June 24, 2004 Commission Meeting. Please
note that a discussion on early voting sites has also been scheduled on the June 24, 2004
Commission Meeting and I have requested that Ms. Kaplan attend the meeting to address both
issues and answer any questions that the Commission may pose.
PAT:amm
c:
Joe Arriola, Chief Administrator/City Manager
Alejandro Vilarello, City Attorney
Constance Kaplan, Miami -Dade Supervisor of Elections
"4""m ADE
ELECTIONS
CONSTANCE A. KAPLAN
SUPERVISOR OF ELECTIONS
MIAMI-DADE COUNTY, FLORIDA
2700 N.W. 87TH AVENUE
MIAMI, FLORIDA 33172
June 4, 2004
Ms. Priscilla A. Thompson, City Clerk
City of Miami
3500 Pan American Drive
Miami, Florida 33133-0708
Dear Ms. Thompson,
PHONE: (305) 499-8502
FAX: (305) 499-8501
EMAIL: ckaplan@miamidade.gov
WEBSITE: http://elections.miamidade.gov
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On March 25, 2004 I advised you that the Elections Department would require at
least three weeks between a primary and regular or runoff election. After more extensive
review and consideration, we now realize that four (4) weeks between elections is
essential to ensure thorough, complete and accurate election administration. I want to
emphasize that this decision is primarily for the benefit of your municipality and to
ensure that we can administer the kind of elections you deserve.
To further clarify, let me explain some of the procedures that must be completed
during this short time fame:
1. Voter registration records must be updated.
2. Two different voting systems (optical scan and electronic) must be coded,
proofed and tested.
3. Absentee ballots must be printed and mailed, which requires a minimum
of seven (7) business day.
4. Voters must be given adequate time to receive and return their absentee
ballots.
5. Arrangements must be finalized and personnel hired and trained to staff
early voting sites, if applicable.
6. Election equipment must be reset, reprogrammed and retested.
7. Voting equipment must be secured for a minimum of ten (10) days
following an election.
DEMOCRACY DEPENDS ON YOU!
June 4, 2004
Page 2
It is essential to the integrity of every election that our office not be asked to
compromise our standards by conducting elections without adequate preparation time.
As always, please do not hesitate to contact me if you have any questions or
require any additional information.
Very truly yours,
Constance A. Kaplan
Supervisor of Elections
CAK/tnm
c: George M. Burgess, County Manager
Alina Hudak, Assistant County Manger
Murray A. Greenberg, First Assistant County Attorney
Susan Torres, Assistant County Attorney
Jeff Ehrlich, Assistant County Attorney
C; T'( OF MLAi'vii, FLORDA
INTER -OFFICE MEMORANDUM
Honorable Mayor and Members
of the City Commission
Priscilla A. Thompson
City Clerk
DATE :
April 13, 2004
S'siEJECT Letter from Miami -Dade County
Supervisor of Elections regarding
necessity to change date of runoff
"=-"''"s election
(3)
We are in receipt of a letter from Constance A. Kaplan, Supervisor of Elections for Miami -Dade
County, advising the City of the necessity of rescheduling the regular election (see attached).
Last year, the City was informed by then County Manager Steve Shiver of the necessity of
scheduling the City's primary and regular elections two weeks apart. Attached is Ordinance
12381, which was adopted by the City Commission to provide the Miami -Dade County Supervisor
of Elections sufficient time to accurately program voting machines, print and test -run the ballot and
provide sufficient time for process absentee balloting. The City is now being informed that two
weeks between elections would not provide adequate programming time and that a minimum of
three weeks between elections is essential to ensure that absentee ballots for mailing, early voting
locations are established, and the iVotronic equipment is properly programmed, proofed and tested.
I would be happy to meet with each of you to discuss how the Commission would like to proceed
with this matter. Please have your Chiefs of Staff contact me to schedule an appointment at your
earliest convenience.
PAT:amm
c: Joe Arriola, Chief Administrator/City Manager
Alejandro Vilarello, City Attorney
•
•
MIA�M WADE
ELECTIONS
RECEIVED
CONSTANCE A. KAPLAN ZUU4 MAR Z b II: t. 1
SUPERVISOR OF ELECTIONS
MIAMI-DADE COUNTY, FLORIDA - - ._ ' I
2700 N.W. 87TH AVENUE C! T 'i' CLERK
MIAMI, FLORIDA 33172 CITY OF I1 I A M I. FL
Ms. Priscilla A. Thompson, City Clerk
City of Miami
3500 Pan American Drive
Miami, Florida 33133-0708
son,
PHONE: (305) 499-8502
FAX: (305) 499-8501
EMAIL: ckaplan@miamidade.gov
WEBSITE: http://elections.miamidade.gov
March 25, 2004
As you know, in January 2002, Miami -Dade County purchased an Electronic
oting System for use in all county elections. This equipment has proven to be quite
voter friendly, although, a complex system to administer.
Last March my office contacted you to advise you of the necessity of scheduling
your primary and regular elections two weeks apart. At that time, it was felt that two
weeks between elections would provide adequate programming time. This was a
premature assumption by the Elections Department. A minimum of three weeks between
elections is essential to ensure that absentee ballots are available for mailing, early voting
locations (if requested) are established, and the iVotronic equipment is properly
programmed, proofed, and tested.
I realize that you may need to amend your charter and I am available to discuss
election scheduling and election costs at your convenience.
Constance A. Kaplan
Supervisor of Elections
CAK/tnm
c: George M. Burgess, County Manager
Alina Hudak, Assistant County Manger
Murray A. Greenberg, First Assistant County Attorney
Susan Torres, Assistant County Attorney
Jeff Ehrlich, Assistant County Attorney
DEMOCRACY DEPENDS ON YOU!
J-03-420
6/19/03
ORDINANCE NO.
12381
AN ORDINANCE RELATING TO MUNICIPAL ELECTIONS;
CHANGING THE TUESDAY, NOVEMBER 11, 2003, CITY
OF MIAMI MUNICIPAL RUN-OFF ELECTION TO
TUESDAY, NOVEMBER 18, 2003, TO PROVIDE THE
MIAMI-DADE COUNTY SUPERVISOR OF ELECTIONS
SUFFICIENT TIME TO ACCURATELY PROGRAM VOTING
MACHINES, PRINT AND TEST -RUN THE BALLOT, AND
PROVIDE SUFFICIENT TIME FOR PROCESSING
ABSENTEE BALLOTING; DIRECTING THE CITY CLERK
TO TRANSMIT CERTIFIED COPIES OF THIS
ORDINANCE TO THE MIAMI-DADE COUNTY MANAGER
AND ELECTIONS SUPERVISOR; CONTAINING A
REPEALER PROVISION AND A SEVERABILITY CLAUSE;
AND PROVIDING FOR AN IMMEDIATE EFFECTIVE
DATE.
WHEREAS, the Charter of the City of Miami, Section 7
(hereinafter "Section 7"), provides, inter alia,:
and
[a] regular [run-off] municipal election for the
election of commissioners shall be held on the second
Tuesday after the first Monday in November in odd-
numbered years. A nonpartisan primary election for the
nomination of candidates for the commission shall be
held on the first Tuesday after the first Monday in
November in odd -numbered years....;
WHEREAS, pursuant to Section 7, this year's Primary (first)
Election, is mandated to be scheduled on November 4, 2003; and
WHEREAS, pursuant to Section 7, this year's Run -Off
(regular) Election is mandated to be scheduled on November 11,
2003; and
12381
• •
WHEREAS, the Miami -Dade County Manager and Miami -Dade County
Elections Department, in its efforts to facilitate an orderly,
mutually cost-effective and coordinated holding of Miami -Dade
County's municipal elections, now permanently requires a minimum
of two weeks between primary and run-off elections to accurately
program voting machines, print and test -run the run-off election
ballot, and provide sufficient time for processing absentee
balloting, have requested a substitute date of Tuesday,
November 18, 2003, for the holding of the November 2003 Run -Off
Election; and
WHEREAS, Section 100.3605(2), Florida Statutes (2002),
provides:
(2) The governing body of a municipality may, by
ordinance, change the dates for qualifying and for the
election of members of the governing body of the
municipality and provide for the orderly transition of
office resulting from such date changes.;
and
WHEREAS, the City Commission, after careful consideration of
this matter, deems it advisable and in the best interest of the
general welfare of the City of Miami and its inhabitants to
change the date for the November 2003 Municipal Run -Off Election
as hereinafter set forth;
NOW, THEREFORE, BE IT ORDAINED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in
the Preamble to this Ordinance are adopted by reference and
Page 2 of 4
12381
• •
incorporated as if fully set forth in this Section.
Section 2. The Tuesday, November 11, 2003 Run -Off
(Regular) Municipal Election is changed to Tuesday, November 18,
2003, to provide the Miami -Dade County Supervisor of Elections
sufficient time to accurately program voting machines, print and
test -run the ballot, and provide sufficient time for processing
absentee balloting for the Run-off Election.
Section 3. The City Clerk is directed, upon the adoption
of this Ordinance on second and final reading, to notify the
Miami -Dade County Elections Department of said change, and
transmit certified copies of this Ordinance to the Miami -Dade
County Manager and Elections Supervisor.
Section 4. All ordinances or parts of ordinances insofar
as they are inconsistent or in conflict with the provisions of
this Ordinance are repealed.
Section 5. If any section, part of section, paragraph,
clause, phrase or word of this Ordinance is declared invalid, the
remaining provisions of this Ordinance shall not be affected.
Section 6. This Ordinance shall become effective
IMMEDIATELY after final reading and adoption thereof.!'
1J
This Ordinance shall become effective as specified herein unless
vetoed by the Mayor within ten days from the date it was passed
and adopted. If the Mayor vetoes this Ordinance, it shall become
effective immediately upon override of the veto by the City
Commission or upon the effective date stated herein, whichever is
later.
Page 3 of 4
PASSED ON FIRST READING BY TITLE ONLY this 8th day of
May , 2003.
PASSED AND ADOPTED ON SECOND AND FINAL READING BY TITLE ONLY
this 25th day of June
ATTEST:
f11p,,ai--
PRISCILLA A. THOMPSON
4102-0-14r1"..N.
CITY CLERK
APPROVED
VILARELLO
ATTORNEY
W1443:BSS
, 2003.
CORRECTNESS:]
EL A. DIAZ, MAYOR
Page 4 of 4
12381
METROPOLITAN DADE C.ITY, FLORIDA
METRO-DADE
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STEPHEN P. CLARK CENTER
March 10, 2003
Mr. Joe Arriola
City Manager
City of Miami
3500 Pan American Drive
Miami, FL 33133
Dear Manager Arriola:
OFFICE OF COUNTY MANAGER
SUITE 2910
111 N.W. 1st STREET
MIAMI, FLORIDA 33128-1994
(305) 375-5311
Miami -Dade County recommends that the Miami City Commission adopt an ordinance changing the date
of your upcoming Regular Election (runoff) from November 11, 2003 to November 18, 2003.
Additionally, it is recommended that all future election dates be amended to provide a minimum of two
weeks between primary and regular elections. Section 100.3605(2), Florida Statutes states:
The governing body of a municipality may, by ordinance, change the dates for qualifying and for
the elections of members of the goveming body of the municipality and provide for the orderly
transition of office resulting from such date change.
The additional time between elections is essential to offering voters the opportunity to vote both in -person
on Election Day as well as by absentee ballot Should a general election be necessary, two weeks between
the primary and regular elections will allow for the accurate programming of the voting machines as well
as the preparation, printing, testing and return of absentee ballots.
Enclosed for your reference is a copy of the ordinance that was adopted in 1997 by the Miami City
Commission changing the date of the regular election. A member of my staff will gladly make a
presentation regarding this matter to your City Commission. Please contact me if you have any questions
or need any additional information.
1
Steve Shiver
County Manager
Enc.
c: Alicia Cuervo Schreiber, Assistant County Manager
Murray A. Greenberg, First Assistant County Attorney
Susan Torres, Assistant County Attorney
David Leahy, Supervisor of Elections
Lester Sola, Acting Director, Elections Department
L/Priscilla A. Thompson, City Clerk
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J-96-330
5/9/96
ORDINANCE NO.
11371
AN ORDINANCE RELATING TO MUNICIPAL ELECTIONS;
CHANGING THE DATE FOR THE CITY OF MIAMI
MUNICIPAL RUN-OFF ELECTION NOW SCHEDULED FOR
VETERANS' DAY, TUESDAY, NOVEMBER 11, 1997, TO
THURSDAY, NOVEMBER 13, 1997, BECAUSE OF THE
CONFLICT WITH SAID NATIONAL HOLIDAY;
DIRECTING THE CITY CLERK TO TRANSMIT A
CERTIFIED COPY OF THIS ORDINANCE TO THE DADE
COUNTY ELECTIONS SUPERVISOR; CONTAINING A
AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Charter of the City of Miami, Section 7
(hereinafter "Section 7"), provides, inter alia,:
[a] regular (run-off] municipal election for the
election of commissioners shall be held on the second
Tuesday after the first Monday in November -in odd -
numbered years. A nonpartisan primary election for the
nomination of candidates for the commission shall be
held on the first Tuesday after the first Monday in
November in odd -numbered years....;
and
WHEREAS, a Primary (first) Election, pursuant to Section 7,
is scheduled for November 4, 1997; and
WHEREAS, the Run -Off (regular) Election is currently
scheduled, pursuant to Section 7, for No've:abe 11,
WHEREAS, November 11, 1997, is Veterans' Day, a National
Holiday; and
WHEREAS, the Metropolitan Dade County Elections Department,
in its efforts to facilitate an orderly, mutually cost-effective
11371
• •
and coordinated holding of Dade County' s municipal elections, has
recommended to all similarly situated muni.cipaiities a substitute
date of Tnu.r:day, November 13, 1997, for the holding of November,
1997 Run -Off Elections; and
WHEREAS, Section 100.3605(2), Florida Statutes (1995),
provides:
and
(2) The governing body of a municipality may, by
ordinance, change the dates for qualifying and for the
election of iii.:iiiL: it of the (f t':e
municipality and provide for the orderly transition of
office resulting from such date changer.;
WHEREAS, the City Commission, after careful consideration of
this matter, deems it advisable and in the best interest of the
general welfare .of the City of Miami and its inhabitants to
change the scheduled date for the November, 1997 Municipal Run -
Off Elections as hereinafter set forth;
NOW, THEREFORE, BE IT ORDAINED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Ordinance are hereby adopted by reference
thereto and incorporated herein as if iul1y szt forth in tbia
Section.
Section 2. The date for the Run -Off (Regular) Municipal
Election, now scheduled for Veterans' Day, Tuesday, November 11,
1997, is hereby changed to Thursday, November 13, 1997, to remove
said conflict.
Section 3. The City Clerk is hereby directed, upon the
adoption of this Ordinance on second and final reading, to notify
2
11371
• •
the Metropolitan Dade County ElecLicrls DepExt nt of said change,
and transmit a certified copy of this Ordinance to David C.
Leahy, Meticpolitan Dade CounLy Elections Supervisor.
Section 4. All orc;inanceg or parts of ordinances insofar
as they are inconsistent or in conflict with the provisions of
this Ordinance are hereby repealed.
Section 5. If any section, part of section, paragraph,
pL rz a or Klii.'. v�
remaining provisions of this Ordinance shall not be affected.
Section 6. This Ordinance shall become effective thirty
(30) days after final reading and adoption thereof.
PASSED ON FIRST READING BY TITLE ONLY this 23rd day of
, 1996.
May
PASSED AND ADOPTED ON SECOND AND FINAL READING BY TITLE ONLY
this 13th day of June , 1996.
ATTEST:
WALTER J . F -- , CITY CLLR .
PREPARED AND APPROVED BY:
JO
DE'UTY CITY •RNEY
7/7
4r'WIIFREDO GORT, VICE -MAYOR
PROVED AS TO FORM AND CORRECTNESS:
A. QUXNN
CITY ATTO STY
W133:csk:BSS:JEM
- 3 -
t1371
•
• •
STATE OF FLORIDA
COUNTY OF DADE
CITY OF MIAMI
I, WALTER J. FOEMAN, City Clerk of the City of Miami, Florida, and keeper of
the records thereof, do hereby certify that the attached and foregoing pages numbered 1
through 3, inclusive, constitute a true and correct copy of an Ordinance, passed and adopted by
the City Commission at the meeting held on the 13th day of June, 1996.
SAID ORDINANCE WAS DESIGNATED AS ORDINANCE NO. 11371.
IN WITNESS WHEREOF, 1 hereunto set my hand and impress the Official Seal
of the City of Miami, Florida this 12th day of August, 1996.
By:
(OFFICIAL SEAL)
WALTER J. FOEMAN
City Clerk
Miami, Florida
- p Clerk