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Home My WebLink AboutMemo from City Clerk with Elections AttachmentsC �f OF ici .,, FLORDA iN S E-:R-O F C'E MEMORANDUM Honorable Mayor and Members of the City Commission Atekri-r Priscilla A. Thompson City Clerk LATE : April 13, 2004 Letter from Miami -Dade County Supervisor of Elections regarding necessity to change date of runoff 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: arum c: Joe Arriola, Chief Administrator/City Manager Alejandro Vilarello, City Attorney MIAMroADE ELECTIONS CONSTANCE A. KAPLAN SUPERVISOR OF ELECTIONS MIAMI-DADE COUNTY, FLORIDA 2700 N.W. 87TH AVENUE MIAMI, FLORIDA 33172 RECEIVED ZUU4 MAX 2b Tt OHP CI i'r' CLERK CITY OF MIAMI. 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: and (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.; 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.l" 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: PRISCILLA A. THOMPSON CITY CLERK APPROVED VILARELLO ATTORNEY W1443:BSS , 2003. CORRECTNESS :Zfrj 60• EL A. DIAZ, MAYOR Page 4 of 4 12381