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RESOLUTION NO. _____ _
A Resolution relating to appropriations for the February 9, 2016 General and Special
Elections for the City of South Miami; approving the expenditure of $29,846.40 for
election costs.
WHEREAS, the City Commission of the City of South Miami approved $30,000.00 with the FY
2015-2016, budgeted to cover the cost of the 2016 General and Special Elections of the Mayor and City
Commissioners for Groups II and III; and,
WHEREAS, the City has received an invoice from the Miami-Dade County Elections Department
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
Elections Department for the February 9, 2016 General and Special Elections in the total amount of
$29,846.40 is approved for payment; charging account no. 001-1200-512-4920 (Elections), with a,balance
of $29,920.02.
Section 2. This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this __ day of August 2016.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
SUFFICIENCY:
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Welsh:
Commissioner Liebman:
Commissioner Edmond:
Commissioner Harris:
Additions shown by underlining and deletions shown by overstriking.
miamidade.gov
Elections
2700 NW 87th Avenue
Miami, Florida 331 72
T 305-499-8683 F 305-499-8547
TTY 305-499-8480
REVISED INVOICE
South Miami General and Special Election -February 9. 2016
Maria M. Menendez, City Clerk
City of South Miami
6130 Sunset Drive
South Miami, FL 33143
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 Bal/ots, Temporary Polling Place Change Not/ces, Newspaper Ads
Postage
Absentee Ballots, Temporary Polling Place Change Notices, Letters
Ballot Creation
In·House & Outside Contractual Services, Translations
Administrative Overhead
Indirect Costs, Logic & Accuracy, Post· Election Audits
Make check payable to Miami Dade 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·mall: ras@miamidade.gov
Invoice N°:
Invoice Date:
TOTAL
SM·SA·020916·REV
July 12, 2016
$ 16,871.39
632.00
331.83
5,917.36
2,881.01
499.50
2,713.31
$ 29.846.40
miamidade.gov
INVOICE
Elections
2700 NW 87th Avenue
Miami, Florida 33172
T 305-499-8683 F 305-499-8547
TTY 305-499-8480
South Miami General and Special Election -February 9. 2016
Maria M. Menendez, City Clerk
City of South Miami
6130 Sunset Drive
South Miami, FL 33143
Personnel
Salaries & Fringe Bimefits, 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 Services, Translations
Administrative Overhead
Indirect Costs, Logic & Accuracy, Post-Election Audits
Make check payable to Miami Dade 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
Invoice N°: SM-SA-020916
Invoice Date: June 24, 2016
$ 17,371.39
632.00
331.83
1,124.76
5,917.36
2,881.01
499.50
2,875.78
TOTAL
$ 31.633.63
Menendez, Maria M.
Subject: FW: February 2016 Election Invoice
Attachments: S MIAMI REVISED INVOICE-2-9-16.pdf
From: Saiter, Rena (Elections) [mailto:RAS@miamidade.gov]
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 2016 Election Invoice
Good Afternoon Maria,
As you requested, we have reviewed and revised the invoice for the South Miami General election on
February 9, 2016.
However, we compared the election costs of 2014 ($26,860.64) against the election costs of 2016 ($29,846.40)
for South Miami, and the slight increase was due to higher personnel costs.
The 2016 election required additional overtime hours for full time employees. Also, the process of hiring
seasonal staff was changed to hiring temporary help from outside agencies.
Hopefully, this will help you. If you have any questions or concerns, please give me a call.
Best Regards,
Rena A. Sa iter
Assistant Deputy -Finance and Administration
Miami-Dade County Elections Department
Office: 305-499-8424
Cell: 786-351-7796
"Delivering Excellence Every Day"
From: Menendez, Maria M. [mailto:MMenendez@southmiamifl.gov]
Sent: Friday, July 01, 2016 10:01 AM
To: Prochnicki, Patricia (DTPW) <BPROCHcmmiamidade.gov>
Cc: Payne, Nkenga <NPaynecmsouthmiamifl.gov>; Riverol, Alfredo <ARiverol@southmiamifl.gov>; Virguez,
Maria <MV irguezcmsoutluniamifl. gov>
Subject:
Hello Pat,
I'm in receipt of our February 2016 election invoice and I have a problem with it.
I have attached the Estimate you sent me last year and even though I realize what an estimate is, still I have
trouble understanding the huge increase.
The estimate was for $27,050.81; however, since we only had one day for early voting, you need to reduce that
amount by $3,200.00, making a total 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, as to 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, and that is what we 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
increase I do need an explanation.
Thank you for your assistance,
Mar~M. M~ CMe., TCRM
Cto/C!erh
Cto/ or SoutlvMUuni/
Pit: 305-663 -6340
TX: 305-663-6348
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