Res. No. 212-08-12809RESOLUTION NO. 212-08-12809
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, RELATING TO APPROPRIATIONS
FOR THE JANUARY 13, 2009 SPECIAL ELECTION FOR THE CITY OF
SOUTH MIAMI; PROVIDING THE CITY MANAGER THE NECESSARY
AUTHORITY TO USE UP TO $41,292.00 FROM THE UNDESIGNATED
CONTINGENCY CASH RESERVE FUND; CHARGING PAYMENT TO
THE ELECTIONS ACCOUNT NO. 001 - 1200 - 512 -4920; AND PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the City Commission of the City of South Miami approved Emergency
Ordinance No. 53 -08 -1988 relating to the 2009 Special Election to fill the un- expired tern for
City Commissioner for Group 1; and,
WHEREAS, the City has not budgeted funds to cover the cost of the special election; and,
WHEREAS, Article II Section B. 2 of the City of South Miami Charter provides that in
the event a vacancy occurs more than nine months prior to the next general election, a special
election must be held no more than 60 days after the vacancy exists; and,
WHEREAS, on December 2, 2008 the City Clerk informed the City Commission that the
Miami -Dade County Elections Department advises that the cost of the special election will be
$41,292.00.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, THAT:
Section 1. The City Manager is authorized to utilize up to $41,292.00 of the City's
Undesignated Contingency Cash Reserve Fund to pay for expenses associated with the special
election.
Section 2. This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this 16s' day of December 2008.
ATTEST: APPROVED:
�
Y CLERK OR
COMMISSION
READ AND APPROVED AS TO FORM: Mayor Feliu:
Vice Mayor Beasley:
Commissioner Beckman:
Commissioner Palmer:
Lhiis R. Figueredo
Nagin Gallop Figueredo, P.A.
Office of the City Attorney
Additions shown by underlining and deletions shown by ^^v rstrikin
4 -0
Yea
Yea
Yea
Yea
l i. 13 /() q - 06- ;Z�....
Miami -Dade County Elections Department
2700 NW 87th Avenue
Miami, Florida 33172
ESTIMATE - STAND ALONE
Name City of South Miami
Address 6130 Sunset Drive
City S. Miami State FL ZIP 33143
Contact Maria M. Menendez, Clerk
Payment
Comments
Misc
Date 11/20/2008
Order No.
Rep
FOB
This estimate DOES NOT include the cost of Early Voting which is $2,000 persite, per day
$ 1,000.00
ig Charges- Ballots
$ 2,500.00
tee Ballot Postage Charges
$ 1,000.00
ct Supplies
$ 400.00
Creationtrabulation
$ 6,900.00
Costs
$ 7,500.00
irker Payroll
$ 15,000.00
ations - (1) Ballot Question
$ 110.00
istrative Overhead
$ 6,862.00
This estimate DOES NOT include the cost of Early Voting which is $2,000 persite, per day
Page 1 of 1
Menendez, Maria M.
From:
Saboya, Maria (Elections) [OYA @miamidade.gov]
Sent:
Tuesday, December 02, 2008 8:29 AM
To:
Menendez, Maria M.
Subject: RE: need a quote asap
Attachments: 20081202083229 South Miami estimate.pdf
Good Morning:
Attached please find the estimate for your stand alone election.
Maria Saboya
Deputy Supervisor of Elections
Finance & Administration
Miami -Dade County Elections Department
Office: 305 - 499 -8568
Cellular: 786 - 351 -8756
www.miamidade.gov
"Delivering Excellence Every Day"
Aftini -Dade Co+nnv a a public enihi) subject to Chapter 119 otthe Florida Statutes concerning public records. E -mai! messages m-e covered render s+rch laws ntrd
Ihees subject !o disefosw e. All E -maid seat and received is captured by our sen-ers and kept as a public record
From: Menendez, Maria M. [ mailto: Mmenendez @cityofsouthmiami.net]
Sent: Monday, December 01, 2008 11:06 AM
To: Saboya, Maria (Elections)
Subject: need a quote asap
Importance: High
Hello Maria,
We are holding special elections on January 13, 2009 and I need a quote at your earliest convenience.
There will be only one polling place (City Hall) for all 8 precincts.
Poll workers will be recruited and paid by the County.
Please send it to me as soon as possible because I will need that piece of information tomorrow night for the
Commission meeting.
Thanks,
Ma4- Za'A4. CMC
City CZer%
6130 Sa n4eCVri vPi
Soatith,A46aww F133143
0305) 663 -6340
hin2��ne��rcleE�cii -yo{aotctluyucuvtL vret-
www. c tyofsoutdur2�uvzw vicei-
Under Florida Imo, e-mail addresses are public records. Ijyou do not want your e -mail address released in response to a
public records request, do not send electronic snail to this entity. Instead, contact thus office by phnone or in writing.
12/2/2008
ORDINANCE NO. 53 -08 -1988
AN EMERGENCY ORDINANCE OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA RELATING TO
SPECIAL. ELECTION TO FILL AN UN- EXPIRED TERM OF THE CITY
COMMISSIONER FOR GROUP I; SCHEDULING THE DAY, PLACE AND
TIME OF THE ELECTION; PROVIDING FOR QUALIFICATION OF
CANDIDATES; PROVIDING FOR CLOSE OF ELECTION BOOKS;
APPROVING THE OFFICIAL BALLOT; PROVIDING FOR NOTIFICATION;
PROVIDING FOR SEVERABILITY, ORDINANCES IN CONFLICT, AND AN
EFFECTIVE DATE.
WHEREAS, on November 18, 2008, Randy G. Wiscombe submitted his irrevocable
letter of resignation as Commissioner of the City of South Miami, effective immediately, thus
creating a vacancy in the office of Commissioner for Group I for an un- expired term ending
February 9, 2010; and
WHEREAS, Article 11 Secyion 4 B. 2 of the City of South Miami Charter provides that
in the event a vacancy occurs more than nine months prior to the next general election, the
Commission shall have no power to fill the vacancy and the unexpired term shall be filled by a
special election being held not less than 30 days nor more than 60 days after the vacancy exists;
and
WHEREAS, the Charter provides that no person who has forfeited an office on the
Commission shall be qualified to run for office to fill the vacancy created by the forfeiture; and
WHEREAS, the City Commission wishes to schedule a Special Election for the purpose
of electing a Commissioner for Group I for an un- expired term ending February 9, 2010, to be
held Tuesday, January 13, 2009; and
WHEREAS, the Charter requires the City Commission of the City of South Miami to
schedule the day, place and time of the special election by ordinance; and
NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The City of South Miami will hold a Special Election to be held on
Tuesday, January 13, 2009 to elect (1) Commissioner to serve an un- expired term created by a
vacancy in Group I, ending February 9, 2010.
Section 2. The qualifying period for this election shall open Monday, December 1,
2008, ending Friday, December 5, 2008, and the hours will be from 9:00 a.m. to 5:00 p.m. sharp.
Candidates shall qualify at the office of the City Clerk, 6130 Sunset Drive, South Miami,
Florida.
Additions shown by underlining and deletions shown by eversnilking.
Pg. 2 of Ord. No. 53 -08 -1988
Section 3. Voting shall be conducted at City Hall in the City Commission Chamber,
6130 Sunset Drive, South Miami, Florida. The polls shall open precisely at 7:00 a.m., and close
precisely at 7:00 p.m.
Section 4. The official ballot for the 2008 special election is annexed to this
ordinance.
Section 5. The election books shall close December 15, 2008.
Section 6. The City Clerk shall publish notice of such special election on the fifth
and the third week preceding the special election in a newspaper of general circulation in South
Miami. The notice shall contain the date, time, and place of the special election and identify the
Commission Group.
Section 7. This Special Election shall be canvassed by the Miami -Dade County
Supervisor of Elections, or his/her designee.
Section 8. If any section, clause, sentence, or phrase of this ordinance is for any
reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not
affect the validity of the remaining portions of this ordinance.
Section 9. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance are repealed.
Section 10. This ordinance shall take effect immediately upon approval.
PASSED AND ADOPTED this 20`i' day of November, 2008.
ATTEST:
M�� — e
Y CLERK YOR
U
COMMISSION VOTE: 4 -0
Mayor Feliu: Yea
Vice Mayor Beasley: Yea
Commissioner Pahner: Yea
Commissioner Beckman: Yea
Additions shown by underlining and deletions shown by e erstrl-a.g
ELECTION BALLOT
CITY OF SOUTH MIAMI GENERAL ELECTION
JANUARY 13, 2009
COMMISSIONER RACE — GROUP I
There is hereby elected a Commissioner for the City of South Miami from Group I to serve for
an unexpired term ending February 9, 2010. Vote for one (1)
The polls will be opened on Tuesday, January 13, 2010 from 7:00 a.m. to 7:00 p.m., at City Hall, City Commission
Chambers, 6130 Sunset Drive, South Miami, FL.
W:\My DocumentsTlections 2008 \ordinance 2009 Special Election 12.02.08.doc
Additions shown by underlinine and deletions shown by verses ,long
,Aq&o�,
�9
Miami -Dade County Elections Department
2700 NW 87th Avenue
Florida 33172
ESTIMATE
REVISED E TIMATE - STAND ALONE
Customer Misc
Name City of South iami Date 12/15/2008
Address 6130 Sunset Drive _ Order No.
City S. Miami State FL ZIP 33143 Rep
Contact Maria M. Menendez, Clerk FOB
Payment
Comments
This estimate DOES NOT include the cost of Early Voting which is $2,000 per site, per day
$ 1,000.00
Trucks
$ 2,500.00
Printing Charges - Ballots
$ 1,000.00
Absentee Ballot Postage Charges
$ 50.00
Precinct Supplies
$ 6,900.00
Ballot Creation/Tabulation
$ 7,500.00
Labor Costs
$ 2,000.00
Pollworker Payroll
$ 110.00
Translations - (1) Ballot Question
$ 4,212.00
Administrative Overhead
This estimate DOES NOT include the cost of Early Voting which is $2,000 per site, per day
Page 1 of 3
Menendez, Maria M.
From: Smith, Tara C. (Elections) [TASMITH @miamidade.gov]
Sent: Monday, December 15, 2008 4:16 PM
To: Menendez, Maria M.
Subject: RE: need clarification on attached quote
Attachments: Revised Estimate -S. Miami -Stand Alone- 12- 08.xls
Maria,
Attached is a revised quote as discussed to reflect the consolidation of all your polling places. Let me
know if you have any questions.
Thanks
Tara C. Smith
Chief Deputy Supervisor of Elections
Miami -Dade County Elections Department
305 - 499 -8509
www,miamida-de.gov /elections
Delivering Excellence Every Day !
From: Menendez, Maria M. [ mailto: Mmenendez @cityofsouthmiami.net]
Sent: Wednesday, December 10, 2008 5;45 PM
To. Smith, Tara C. (Elections)
Subject: RE: need clarification on attached quote
Ok Tara. Therefore, how soon can you send me a revised quote?
From: Smith, Tara C. (Elections) [mailto:TASMITH @miamidade.gov]
Sent: Wednesday, December 10, 2008 5:29 PM
To: Menendez, Maria M.
Cc: Sola, Lester (Elections)
Subject: FW: need clarification on attached quote
Hi Maria,
This quote was prepared before we had confirmation that your 8 polling places would be consolidated
into one location. So this quote includes the costs of fully staffing all 8 polling places. Obviously, with
one location the poll worker staffing will be substantially reduced.
Tara C. Smith
Chief Deputy Supervisor of Elections
Miami -Dade County Elections Department
305 - 499 -8509
www.iDiArijiLda(ie.gpv/e�lecfipns
Delivering Excellence Every Day !
From: Menendez, Maria M.
To: Sola, Lester (Elections)
Cc: Balogun, Ajibola ; Beckman, 7ayl ; Brian D. Beasley; Feliu, Horace G ; Menendez, Maria M. ; Palmerl, Velma
12/15/2008
Page 2 of 3
Sent: Wed Dec 10 09:45:37 2008
Subject: need clarification on attached quote
Dear Lester,
As you may know by now, our City is holding special elections on January 13 to fill a vacant seat in the
Commission.
I really need your help and clarification for the excessive amount quoted of over $41,000 by your department
When I tried to get the reasons from Maria Saboya, particularly about the $15,000 for poll workers, she told me
that the department assigns 6 poll workers for each precinct (we have 8). 1 find this reasoning extremely
questionable. That would mean sending 48 poll workers for our election? That has never happened here. We
have always had a total of 14 -16 poll workers for all our elections.
I really need a new and more realistic quote, and I thank you in advance for your cooperation to this matter
Regards,
Mat -i~wM. Monerudeff, CMC
Cay Czer:,
6130 San4&t-Vrt AAe1
SoadvWatmw, F7133143
(305) 663-6340
�r�c ola net
www.cLtyofsOuU n +ayra� r&-
Under Florida law, e -mail addresses are public records. Ifyou do not want your e -mail address released in response to a
public records request, do not send electronic mail to this entity. Instead contact this office by phone or in writing.
From: Saboya, Maria (Elections) [mailto:OYA @miamidade.gov]
Sent: Tuesday, December 02, 2008 8:29 AM
To: Menendez, Maria M.
Subject: RE: need a quote asap
Good Morning:
Attached please find the estimate for your stand alone election.
Maria Saboya
Deputy Supervisor of Elections
Finance & Administration
Miami -Dade County Elections Department
Office: 305 -499 -8568
Cellular: 786- 351 -8756
www miamidade.gov
"Delivering Excellence Every Day"
manai -Dade County is a public entity subject to Chapter 119 of the Florida Statutes concerning public records. F. ,nail messages are covered under such lairs and
thus subject to disclosure. All E -mail sent and received is captured by our servers and kept as a public record.
From: Menendez, Maria M. [ mailto: Mmenendez @cityofsouthmiami.net]
Sent: Monday, December 01, 2008 11:06 AM
To: Saboya, Maria (Elections)
Subject: need a quote asap
Importance: High
12/15/2008
Page 3 of 3
Hello Maria,
We are holding special elections on January 13, 2009 and I need a quote at your earliest convenience.
There will be only one polling place (City Hall) for all 8 precincts.
Poll workers will be recruited and paid by the County.
Please send it to me as soon as possible because I will need that piece of information tomorrow night for the
Commission meeting.
Thanks,
A4arGwM. Mer�, GMc
cay clerk
6130 SaaN,�et Drive
Sout7vMLarru, F7133143
(305,) 663 -6340
rvasvaPttieY olei c i �var auvau net
www_crxyo�ochl?aicr?� cuil?t
Under Florida law, e -mail addresses are public records. Ifyou do not want your e -mail address released in response to a
public records request, do not send electronic mail to this entity. Instead, contact this office byphone or in writing.
12/15/2008