Res No 149-16-14704RESOLUTION NO.1 49~1 6-1 4704
A Resolution relating to appropriations forthe February 9,2016 General and Special
Elections for the City of South Miami;approving the expenditure of $29,846.40for
election costs.
WHEREAS,theCityCommission of theCity of SouthMiamiapproved$30,000.00withtheFY
2015-2016,budgetedtocoverthecostofthe 2016 GeneralandSpecialElectionsoftheMayorandCity
Commissioners for Groups IIandIII;and,
WHEREAS,theCityhasreceivedaninvoicefromtheMiami-DadeCountyElectionsDepartment
totaling $29,846.40.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI,FLORIDA:
Section 1.The attached invoice for election costs received from Miami-Dade County
ElectionsDepartmentfortheFebruary9,2016 GeneralandSpecialElectionsinthetotalamountof
$29,846.40isapprovedforpayment;chargingaccountno.001-1200-512-4920 (Elections),withabalance
of $29,920.02.
Section 2.This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this j_g_day of August 2016.
ATTEST:APPROVED:
READ AND APPROVED AS TO FORM,
LANGUA9BTCEGAUTY AND
SUFFICI
POp£f/J<L;l
MAYO-
COMMISSION VOTE:5-0
Mayor Stoddard:Yea
Vice Mayor Welsh:Yea
Commissioner Liebman:Yea
Commissioner Edmond:Yea
Commissioner Harris:Yea
Additions shownby underlining anddeletionsshownby overstriking.
miamiclade.gov
Elections
2700 NW 87th Avenue
Miami,Florida 33172
T 305-499-8683 F 305-499-8547
TTY 305-499-8480
REVISED INVOICE
South Miami General and Special Election -February 9,2016
SM-SA-020918-REVMariaM«Menendez,City Clerk Invoice N°:
City ofSouth Miami Invoice Date:July 12,2016
6130 Sunset Drive
South Miami,FL 33143
Personnel $16,871.39
Salaries &Fringe Benefits,Overtime,Poll Workers
Polling Places 632.00
Security,Polling Place Rentals
Supplies and Services 331.83
ElectionSupplies,CommunicationCharges
Trucks and Vehicles -
Truck Rentals,GSA Vehicles
Printing and Advertising
Absentee &PrecinctBallots,Temporary PollingPlaceChangeNotices,Newspaper Ads
Postage
Absentee Ballots,Temporary Pofling Place Change Notices,Letters
Ballot Creation
In-House &Outside Contractual Services,Translations
Administrative Overhead
Indirect Costs,Logic &Accuracy,Pest-Election Audits
Make check payable toMiamiDade County
For more Information,you may contact:
Rena A.Salter
Assistant Deputy Supervisor,Finance and Administration
Miami-Dade ElectionsDepartment
2700 NW 87 Avenue
Miami,Florida 33172
Office:305-499-8424 E-mail:ras@miamidade.gov
TOTAL
5,917.36
2,881.01
499,50
2,713.31
29.846.40
miamtdade.gov
Elections
2700 NW 87th Avenue
Miami,Florida 33172
T 305-499-8683 F 305-499-8547
TTY 305-499-8480
INVOICE
South Miami General and Special Election -February 9,2016
MariaM.Menendez,City Clerk
City of South Miami
6130 Sunset Drive
South Miami,FL 33143
Invoice N°:
Invoice Date:
Personnel
Salaries &Fringe Benefits,Overtime,PollWorkers
Polling Places
Security,Polling Place Rentals
Supplies and Services
Election Supplies,Communication Charges
Trucks and Vehicles
Truck Rentals,GSA Vehicles
Printing and Advertising
Absentee&PrecinctBallots,Temporary PollingPlaceChangeNotices,Newspaper Ads
Postage
Absentee Ballots,TemporaryPollingPlaceChangeNotices,Letters
Ballot Creation
In-House &Outside Contractual Services,Translations
Administrative Overhead
Indirect Costs,Logic &Accuracy,Post-Election Audits
Make check payable toMiamiDade County
For more information,you may contact:
Rena A.Saiter
Assistant Deputy Supervisor,Finance and Administration
Miami-Dade Elections Department
2700 NW 87 Avenue
Miami,Florida 33172
Office:305-499-8424 E-mail:ras@miamidade.gov
TOTAL
SM-SA-020916
June 24,2016
17,371.39
632.00
331.83
1,124.76
5,917.36
2,881.01
499.50
2,875.78
31.633.63
Menendez,Maria M.
Subject:FW:February2016 Election Invoice
Attachments:S MIAMI REVISED INVOICE-2-9-16.pdf
From:Saiter,Rena(Elections)rmailto:RAS@miamidade.gov1
Sent:Tuesday,July 12,2016 4:55 PM
To:Menendez,Maria M.
Cc:Payne,Nkenga;Riverol,Alfredo;Virguez,Maria;Ponce,Jose J.(Elections)
Subject:RE:February 2016Election Invoice
Good Afternoon Maria,
Asyou requested,wehave reviewed andrevised the invoicefor the South Miami General election on
February 9,2016.
However,we compared the election costsof2014($26,860.64)against the electioncostsof2016($29,846.40)
for South Miami,and the slight increase was due to higher personnel costs.
The 2016 election required additional overtime hours forfull time employees.Also,the process ofhiring
seasonal staff was changed to hiring temporary help from outside agencies.
Hopefully,this willhelp you.Ifyou have any questions or concerns,please givemeacall.
Best Regards,
Rena A.Saiter
Assistant Deputy -Finance and Administration
Miami-Dade County Elections Department
Office:305-499-8424
Cell:786-351-7796
"Delivering Excellence Every Day"
From:Menendez,MariaM.[mailto:MMenendez@southmiamifl.gov]
Sent:Friday,July 01,2016 10:01AM
To:Prochnicki,Patricia (DTPW)<BPROCH@iTriamidade.gov>
Cc:Payne,Nkenga <NPayne@southmiamifl.gov>;Riverol,Alfredo <ARiverol@southmiamifl,gov>;Virguez,
Maria <MVirguez@southmiamifl.gov>
Subject:
Hello Pat,
I'm inreceiptofourFebruary 2016 election invoice andIhaveaproblemwithit.
IhaveattachedtheEstimateyousentmelastyearandeventhoughIrealizewhatanestimateis,stillIhave
trouble understanding the huge increase.
The estimate wasfor $27,050.81;however,sinceweonlyhadonedayforearlyvoting,youneedtoreducethat
amount by $3,200.00,making atotal of $23,850.00.
It is impossible for me to compare the invoice with the estimate since some of the figures are not even close.
In other words,I need an explanation to go back to my bosses,asto how we went from $23K+to $31K+or,
over a 30%increase.
I assume that there is a mistake somewhere.I am sure you will understand that there is a reason for us asking
for estimates during our budget cycle,andthatiswhatwe did last year.
The reality is that we didn't budget our election for $32K,and if I need to go back to my Commission with the
increaseIdoneedanexplanation.
Thank you foryour assistance,
MarCa/Ai.Menendegt CMC,fCKM
CCtyClerk<
CCtyrfS<nith'MCounts
Ptf;305-663-6340
FX;305-663-6348