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RESOLUTION NO. _____ _
A Resolution relating to budget, authorizing a transfer of $1,543.51 from
Account No. 001-1200-512-4070 (Travel and Conference) to Account No.
001-1200-512-4920 (Elections).
WHEREAS, the City Commission of the City of South Miami approved
$25,000.00 with the FY 2011-2012 budgeted to cover the cost of the 2012 General and
Special Elections of the Mayor and City Commission for Groups II and III; and,
WHEREAS, the City received an invoice from the Miami-Dade County Elections
Department totaling $26,480.51, which amount exceeds the city's budgeted line item for
the election costs.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The appropriate City personnel are hereby authorized to transfer
the amount of $1,543.51 from account no. 001-1200-512-4070 (Travel and Conference),
with a balance of $4,112.00 to account no. 001-1200-512-4920 (Elections), with a
balance of $24,937.00 to pay the invoice received from Miami-Dade County Elections
Department in the total amount of$26,480.51 to cover the costs of the February 14,2012
City elections.
Section 2. This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this __ day of September 2012.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
SUFFICIENCY:
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Liebman:
Commissioner Newman:
Commissioner Harris:
Commissioner Welsh:
Additions shown by underlining and deletions shown by overstriking.
INVOICE
Elections
2700 NW 87th Avenue
Miami, Florida 33172
T 305-499-VOTE F 305-499-8547
TTY: 305-499-8480
miamidade.gov
South Miami General and SQecial Election
Maria M. Menendez, CMC
City of South Miami
6130 Sunset Drive
South Miami, FL 33143
Registered Voters: 6,738
Precincts: 8
P911ing Places: 1
Personnel
Salaries & Fringe Benefits, Overtime, Poll Workers
Polling Places
Security, Polling Place Rentals
Supplies and Services
Election Supplies, Communication Charges
Trucks and Vehicles
Tru~k 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
Make check payable to Board of County Commissioners
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
.I •
, I .,
l j !
/; 'J
; '\
Invoice W: SM-SA·021412
Invoice Date: July 27, 2012
Early Voting Days: 2
Early Voting Sites: 1
$ 12,009.26
716.13
2,701.24
1,038.85
5,157.86
2,124.65
325.20
2,407.32
TOTAL $ 26.480.51
j j
., 1/" •
ESTIMATE
Cit~ of South Miami {Stand Alone SUller Center}
Maria M. Menendez, CMC
City of South Miami
6130 Sunset Drive
South Miami, FL 33143
Registered Voters: 7,625
Precincts: Super Center 1
Polling Places: Super Center 1
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 SeNices, Translations -Based on one question
Administrative Overhead
Indirect Costs, Logic & Accuracy, Post-Election Audits
Early Voting
Based on number of sites and days
• 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 e.age, the cost will be adjusted accordingly.
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
Estimate W:
Estimate Date:
Early Voting Days:
Early Voting Sites:
*TOTAL
SM-SA-SUPER·021412
March 24, 2011
2
1
$ 6,085.98
810.00
514.69
630.00
4,041.25
1,558.73
3,210.00
1,685.07
6,000.00
$ 24.535.72
Menendez, Maria M.
From:
Sent:
Prochnicki, Patricia (Elections) [BPROCH@miamidade.gov]
Tuesday, August 07, 2012 11 :25 AM
To: Menendez, Maria M.
Cc:
Subject:
Riverol, Alfredo; Payne, Nkenga; Mendez, John (Elections)
City of South Miami -2/14/12 General and Special Election
Good morning Maria,
The invoice sent to you on 7/27/12 for the costs associated with the 2/14/12 South Miami General and Special
Election reflects the actual costs incurred by Miami-Dade Elections Department. The estimate provided to you
on 3/24/11 was an approximation of the election costs. Variances between an estimate and the invoice for the
actual elections costs are expected.
Regarding the number of Registered Voters, the Election Order Form reflects the City of South Miami had
6,738 Active Voters and 712 Inactive Voters for a total of 7,450 Registered Voters. Back in March of 2011, the
total number of Registered Voters was 7,625. The estimate was based on total number of Active and Inactive
Registered Voters, while the invoice reflects Active Registered Voters (for informational purposes only).
If you have specific questions about any of the charges or require additional information, please contact me.
Thank you,
Patricia Prochnicki
Elections Budget and Finance Chief
Miami-Dade Elections Department
2700 NW 87th Avenue
Miami, FL 33172
305-499-8568
"Delivering Excellence Every Day"
Miami-Dade County is a public entity subject to Chapter 119 of the Florida Statutes concerning public records. E-mail messages are covered under such
laws and thus subject to disclosure.
From: Menendez, Maria M. [mailto:MMenendez@southmiamifl.gov]
Sent: Tuesday, August 07, 2012 9:50 AM
To: Proch nicki, Patricia (Elections)
Cc: Reyes, Zeida (Elections); Innocent, Vanessa (Elections); Riverol, Alfredo; Payne, Nkenga
Subject: FW: City of South Miami -Estimate
Hello Patricia, I'm in receipt of your Invoice for the February 14, 2012 election.
Please see attached Invoice and Estimate with a difference in cost of closed to $2,000.
As stated before my budget was based on your estimate, which you confirmed again in October 2011 at my request (see
emails below). I could understand a difference of $200jea for the two early voting days; however, I can't understand a
difference of almost 2k.
1
If you look closely into the invoice you'll find a lot of inconsistencies, such as, the registered voters from the estimated
7,625 down to 6,738 on your invoice.
With all due respect, your invoice calls for an adjustment to conform with your estimate.
Thanks,
Maria M. Menendez, CMC
City Clerk
City of South Miami
From: Proch nicki, Patricia (Elections) [mailto:BPROCH@miamidade.gov]
Sent: Wednesday, October 19, 2011 3:22 PM
To: Menendez, Maria M.
Subject: RE: City of South Miami -Estimate
Good afternoon Maria,
The estimate is still good. The only update due to legislative changes from the State of Florida is in regards to
Early Voting (EV). The cost of EV is now estimated at $3,200 per day per site, instead of the $3,000 used for
the estimate we provided you. Also note that the estimate you requested was for a Super Center, any changes
to this scenario will result in changes to the estimated election costs. If you have any questions, please call
me.
Regards,
Patricia Prochnicki
Elections Budget and Finance Chief
Miami-Dade Elections Department
2700 NW 87th Avenue
Miami, FL 33172
305-499-8568
"Delivering Excellence Every Day"
Miami-Dade County is a public entity subject to Chapter 119 of the Florida Statutes concerning public records. E-mail messages are covered under such
laws and thus subject to disclosure.
From: Menendez, Maria M. [mailto:MMenendez@southmiamifl.gov]
Sent: Monday, October 17, 2011 2:32 PM
To: Proch nicki, Patricia (Elections)
Cc: Reyes, Zeida (Elections); Innocent, Vanessa (Elections)
Subject: FW: City of South Miami -Estimate
Hello Patricia, the attached estimate was sent to me back in March of this year as per my request in preparation for our
budget. Subsequently, my budget was approved as per the attached quote, therefore I expect that it continues to be
good for my February 14, 2012 general election.
Regards,
2
Maria M. Menendez
City Clerk
City of South Miami
From: Proch nicki, Patricia (Elections) [mailto:BPROCH@miamidade,gov]
Sent: Thursday, March 24, 2011 5:06 PM
To: Menendez, Maria M,
Cc: Riverol, Alfredo; Mirabile, Hector; Mendez, John (Elections); Saiter, Rena (Elections); White, Christina (Elections)
Subject: City of South Miami -Estimate
Good afternoon Maria,
Attached for your reference is the estimate for the February 14, 2012 election based on your request for a
supercenter. Please note that all municipal elections with supercenters must be approved in advance by the
Supervisor of Elections.
Regards,
Patricia Prochnicki
Elections Budget and Finance Chief
Miami-Dade Elections Department
2700 NW 87th Avenue
Miami, FL 33172
305-499-8568
"Delivering Excellence Every Day"
Miami-Dade County is a public entity subject to Chapter 119 ofthe Florida Statutes concerning public records. E-mail messages are covered under such
laws and thus subject to disclosure.
From: Menendez, Maria M, [mailto:MMenendez@southmiamifl.gov]
Sent: Tuesday, March 22, 2011 7:55 AM
To: Prochnicki, Patricia (Elections)
Cc: Riverol, Alfredo; Mirabile, Hector
Subject: RE: City of South Miami -Estimate
Hi Patricia, I'm not sure what you are talking about. All our elections are conducted in the same fashion. We only have
one polling place which our Commission Chambers at City Hall where all precincts are concentrated.
Mar~M. M~ CMC
CityCkrlv
6130S~Orw8'
SoudvM[am4 Fb33143
(305) 663 -6340
~cityofj.outlyniam&n.et
www.city~
From: Prochnicki, Patricia (Elections) [mailto:BPROCH@miamidade,gov]
Sent: Monday, March 21, 2011 5:01 PM
To: Menendez, Maria M,
3
Cc: White, Christina (Elections); Riverol, Alfredo; Mirabile, Hector; Mendez, John (Elections)
Subject: RE: City of South Miami -Estimate
Hi Maria,
The reason for the increase in salaries is the fact that the 2-9-10 election was a Super Center -One Board
election; while the estimate I provided is for a standard stand-alone election with six polling places, therefore
six boards that must be staffed with poll workers. Call me if you need further clarification.
Regards,
Patricia Prochnicki
Elections Budget and Finance Chief
Miami-Dade Elections Department
2700 NW 87th Avenue
Miami, FL 33172
305-499-8568
"Delivering Excellence Every Day"
Miami-Dade County is a public entity subject to Chapter 119 of the Florida Statutes concerning public records. E-mail messages are covered under such
laws and thus subject to disclosure.
From: Menendez, Maria M. [mailto:MMenendez@southmiamifl.gov]
Sent: Monday, March 21, 20111:43 PM
To: Prochnicki, Patricia (Elections)
Cc: White, Christina (Elections); Riverol, Alfredo; Mirabile, Hector
Subject: RE: City of South Miami -Estimate
Hello Patricia, thank you for the quote. However, I have a few questions for which I would need answers before I present
your quote to my Commission, please explain:
How could my next election have increased over 60% from 2010 in just one year?
From $23,168.68 to $38,802.61
Even if we don't hold EV: -$6,000, it still will be an increase of 40%
How could your main ticket items, such as Salaries, etc. have increased about 50% from 2010?
From $7,387.07 to $15,739.48)
I will appreciate a reasonable explanation of the increase so that I may have the answers when my bosses (the City
Commission) ask these questions.
Thanks,
MaricvM. M~ CMC
cayCler/v
6.130 SUf14etDrwe-
Sout!vMiam4 ;rt33.143
(305) 663 -6340
~cityo{so-uthtniam?:na
www.c£t;:v~
4
From: Prochnicki, Patricia (Elections) [mailto:BPROCH@miamidade.gov]
Sent: Monday, March 21, 2011 12:41 PM
To: Menendez, Maria M.
Cc: Mendez, John (Elections); White, Christina (Elections)
Subject: City of South Miami -Estimate
Good afternoon Maria,
Please find attached the estimates you requested for the cost of a stand-alone election scheduled for February
14, 2012. As discussed, the estimate includes the cost of two days of early voting at one site. If you have any
questions or require clarification don't hesitate to call me.
Regards,
Patricia Prochnicki
Elections Budget and Finance Chief
Miami-Dade Elections Department
2700 NW 87th Avenue
Miami, FL 33172
305-499-8568
"Delivering Excellence Every Day"
Miami-Dade County is a public entity subject to Chapter 119 of the Florida Statutes concerning public records. E-mail messages are covered under such
laws and thus subject to disclosure.
5