Item S02
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
March 20, 2002
Division:
County Attorney
AGENDA ITEM WORDING:
Approval of interlocal agreement with Supervisor of Elections
ITEM BACKGROUND:
Funds were received to enhance the voting system and need to be redirected to the Supervisor
of Elections.
PREVIOUS RELEVANT BOCC ACTION:
Approval of Agreement with State to receive funds on August 15, 2001.
CONTRACT I AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST:
BUDGETED: Yes 0 No 0
COST TO COUNTY:
APPROVED BY:
County Attorney. OMB/Purchasing 0 Risk Management 0
DIVISION DIRECTOR APPROVAL'~~
MES T. NOR!
DOCUMENTATION: Included 0 To Follow Not Required 0
AGENDA ITEM #
G-~-
INTERLOCAL AGREEMENT FOR THE ADMINISTRATION OF
VOTER REGISTRATION AND POLLWORKER PROGRAM
THIS Interlocal Agreement is entered into this day of ,
2002, pursuant to Sec. 163.01, FS., by and between Monroe County (hereinafter
County), a political subdivision of the State of Florida, whose address is Gato Building,
1100 Simonton Street, Key West, FL 33040, and the Supervisor of Elections of Monroe
County (hereinafter Supervisor), a constitutional officer, whose address is Lester
Building, 530 Whitehead Street, Key West, FL 33040.
WHEREAS, County and Florida Department of State entered into an agreement
August 15, 2001, for state funding for voting systems assistance; and
WHEREAS, Supervisor has the expertise and capability of most efficiently administering
the programs to be funded; now, therefore
IN CONSIDERATION of the mutual promises and benefits set forth below, the
parties agree as follows:
1. The Supervisor shall enhance the Monroe County voting system for the
2002 election cycle. Descriptions of enhancements shall be committed to writing and
provided to the Department of State.
2. The Supervisor shall submit to the Department of State, Division of
Elections, a reporting package as required by Section III of the memorandum of
agreement between County and Florida Department of State, dated August 15, 2001,
attached hereto as Exhibit 1 and incorporated herein by reference.
3. County shall remit to Supervisor the monies paid to County pursuant to its
Memorandum of Agreement, dated August 15, 2001, with the State of Florida,
Department of State, Division of Elections.
4. Supervisor shall be responsible for filing plans, the audit reports and any
other administration required in the incorporated Memorandum.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by the undersigned officials as duly authorized,
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
jdiaelections
By
Harry Sawyer, Supervisor of Elections
MEMORANDUM OF AGREEMENT
This agreement, ':'ective as of I~Y of f1;~T, 2001, is by and between, the
State of Florida, Department of State, Division of lections ("Department''), the address
of which is 400 S. Monroe, Room 1801, Tallahassee, Florida 32399 and Monroe County
Board of County Commissioners ("County'') the address of which is 5100 Junior College
Road, Key West, Florida 33040.
WHEREAS, section 76, of Chapter 2001-40, Laws of Florida, provides for the
disbursement of funds to be used for voting systems assistance.
I. Governing Law
Funds appropriated to the Division of Elections of the Department of State in the
2001-2002 General Appropriations Act for Voting Systems Assistance shall be
distributed to the counties in the following manner:
I. Counties having a population of 75,000 or fewer based on the 2000 census
shall receive a total of $7,500 per precinct based on the number of precincts as certified
by the Department of State for the 2000 General Election, to be distributed in two equal
installments.
2. All other counties shall receive a total of $3,750 per precinct based on the
number of precincts as certified by the Department of State for the 2000 General
Election, to be distributed in two equal installments.
ll. Disbursement
Each county shall receive a sum certain as provided above and outlined in
Appendix A. The first instaIIment shall be paid as soon as possible after the execution of
this agreement. Subject to availability of funds as appropriated by the Florida
Legislature, a separate agreement shall be executed for the disbursement of the second
installme[lt.
DI. Audits
The administration of funds awarded by the Department of State to the County
may be subject to audits and monitoring by the Department of State, as described in this
section.
1. In the event that the County expends a total amount of State awards (i.e.,
State fmancial assistance provided to the County to carry out a State project) equal to or
in excess of $300,000 in any fiscal year in accordance with Section 215.97, Florida
Statutes, applicable rules of the Executive Office of the Governor and the Comptroller,
and Chapter 10.600, Rules of the Auditor General. Appendix A to this agreement
EXHIBIT 1
indicates State funds awarded through the Department of State by this agreement. In
determining the State awards expended in this fiscal year, the County shall consider all
sources of State awards, including State funds received from the Department of State,
except that State awards received by a non-state entity for Federal program matching
requirements shall be excluded from consideration.
2. In connection with the audit requirements addressed above, the County
shall ensure that the audit complies with the requirements of Section 215.97(7), Florida
Statutes. This includes submission of a reporting package as defined by Section
215.97(2)(d), Florida Statutes, and Chapter 10.600, Rules of the Auditor General.
3. If the county expends less than $300,000 in State awards in its fiscal year,
an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes,
is not required. In the even that the County expends less than $300,000 in State awards
in its fiscal year and elects to have audit conducted in accordance with the provisions of
Section 215.97, Florida Statutes, the cost of the audit must be paid from non-State funds
(Le., the cost of such an audit must be paid from County funds obtained from other than
State entities).
4. The Internet web addresses listed below will assist the County in locating
documents referenced in the text of this agreement and the interpretation of compliance
ISSUes.
State of Florida Department of Banking and Finance (Comptroller)
htto://www.dbf.state.fl.us
State of Florida Office of the Auditor General Rules Index
htto:llwww.state.fl.uslaudgenloageslrulepage.htm
State of Florida Legislature (Statutes, Legislation relating to the Florida Single
Audit Act) htfll:llwww.leg.state.fl.us
IV. Report Submissions
Copies of reporting packages required by P ART III of this agreement shall be
submitted by or on behalf of the County directly to each of the following:
1. The Department of State at the following address:
Department of State
Division of Elections
The Capitol, Room 1801
T8Ilahassee, Florida 32399-0250
~
2. The Auditor General's Office at the following address:
State of Florida Auditor General
Room 574, Claude Pepper Building
III West Madison Street
Tallahassee, Florida 32302-1450
v. Record Retention
The County shall retain sufficient records demonstrating its compliance with the
terms of the agreement for a period of five (5) years from the date the audit report is
issued, and shall allow the Department of State, or its designee, access to such records
upon request. The County shall ensure that audit working papers are made available to
the Department of state, or its designee, upon request for a period of five (5) years from
the date the audit report is issued, unless extended in writing by the Department of State.
IN WTINESS THEREOF, the parties have caused this Agreement to be executed
by their undersigned officials as duly authorized
County Commission:
/;)
~<s-cr
Department of State, Division of Elections:
By:
f7t1at IVttJ{.,tJll; .;VlII-'1IJZ
Typed name and title
Date
~C-.&v~~
Witness
o g - I ~ -0 J
(SEAl)
ATTEST: DANNY L KOLHAGE, aeRK
5~UC. .lJv~
DEPUTY CLERK ./
Date
~
OBERT N
DATE /7~ '('!) (
CS/SB 1118 FLORIDA ELECTION REFORM ACT OF 2001
STATE F~NDING ASSISTANCE FOR PURCHASE OF, OR
REIMBURSEMENT FOR NEW VOTING MACHINES
FUNDING ASSUMPTIONS:
(1) Counties with populations of 75,000 or less receive full state funding assistance.
Counties with populations over 75,000 receive 50% of full state funding assistance.
(2) Full state funding assistance is set at $7,500 per precinct, based on a survey of
16 counties that have purchased optical scan precinct-based voting systems. Actual costs
identified from that survey range from $5,000 to $10,000 per precinct, generally including
the cost of installation and training, and in some cases including other enhancements.
(3) State funding assistance will be disbursed in two equal installments on July 1, 2001 and
July 1, 2002 in orcJer to match cash disbursements with expected vendor payment schedules.
SMALL COUNTIES - POPULATION OF 75,000 OR LESS
TOTAl STATE
2000 CENSUS NUMBER OF STATE FUNDING FUNDING FOR
COUNTY POPULATION1 PRECINCTS2 PER PRECINCT COUNTY
BAKER 22,259 8 $7,500 $60,000
BRADFORD 26,088 20 $7,500 $150,000
CALHOUN 13,017 13 $7,500 $97,500
COLUMBIA 56,513 31 $7,500 $232,500
DESOTO 32,209 15 $7,500 $112,500
DIXIE 13,827 12 $7,500 $90,000
FLAGLER 49,832 27 $7,500 $202,500
FRANKliN 11.057 8 $7,500 $60,000
GADSDEN 45,087 16 $7,500 $120,000
GILCHRIST 14 437 12 $7,500 $90,000
GLADES 10,576 13 $7,500 $97,500
GULF 13.332 14 $7,500 $105,000
HAMILTON 13,327 8 $7,500 $60,000
HARDEE 26,938 12 $7,500 $90,000
HENDRY 36,210 22 $7,500 $165,000
HOLMES 18.564 16 $7,500 $120,000
JACKSON 46,755 27 $7,500 $202,500
JEFFERSON 12.902 13 $7,500 $97,500
LAFAYETTE 7,022 5 $7,500 $37,500
LEVY 34,450 21 $7,500 $157,500
LIBERTY 7,021 8 $7,500 $60,000
MADISON 18,733 11 $7,500 $82,500
NASSAU 57,663 21 $7,500 $157,500
OKEECHOBEE 35,910 18 $7,500 $135,000
PUTNAM 70.423 50 $7,500 $375,000
SUMTER 53,345 24 $7,500 $180,000
SUWANNEE 34,844 16 $7,500 $120,000
TAYlOR 19,256 14 $7,500 $105,000
UNION 13,442 11 $7,500 $82,500
WAKULLA 22,863 12 $7,500 $90,000
WALTON 40,601 32 $7,500 $240,000
WASHINGTON 20,973 15 $7,500 $112,500
SUBTOTAL
$4,087,500
Appendix Voting Systems.xls S8 11189161200110:19 AM
Page 1 of 2
, TOTAL STATE
2000 CENSUS NUMBER OF STATE FUNDING FUNDING FOR
COUNTY POPULATlON1 PRECINCTS2 PER PRECINCT COUNTY
ALACHUA 217,955 53 $3,750 $198,750
BAY 148,217 47 $3,750 $176,250
BREVARD 476,230 1n $3,750 $663;750
BROWARD 1,623,018 618 $3,750 $2,317,500
CHARLOTTE 141,627 63 $3,750 $236,250
CITRUS 118,085 35 $3,750 $131,250
CLAY 140,814 51 $3,750 $191,250
COLLIER 251,3n 96 $3,750 $360,000
DUVAL n8,879 268 $3,750 $1,005,000
ESCAMBIA 294,410 108 $3,750 $405,000
HERNANDO 130,802 51 $3,750 $191,250
HIGHlANDS 87,366 24 $3,750 $90,000
HILLSBOROUGH 998,948 320 $3,750 $1,200,000
INDIAN RIVER 112,947 38 $3,750 $142,500
LAKE 210528 86 $3,750 $322,500
LEE 440,888 150 $3,750 $562,500
LEON 239,452 95 $3,750 $356,250
MANATEE 264,002 135 $3,750 $506,250
MARION 258,916 96 $3,750 $360,000
MARTIN 126,731 40 $3,750 $150,000
MlAM I-DADE 2,253.362 617 $3,750 $2,313,750
MONROE 79,589 33 $3,750 $123,750
OKALOOSA 170,498 48 $3,750 $180,000
ORANGE 896,344 231 $3,750 $866,250
OSCEOLA 172,493 66 $3,750 $247,500
PALM BEACH 1,131,184 531 $3,750 $1,991,250
PASCO 344,765 132 $3,750 $495,000
PINELlAS 921,482 345 $3,750 $1,293,750
POLK 483,924 163 $3,750 $611,250
SANTA ROSA 117,743 36 $3,750 $135,000
SARASOTA 325,957 142 $3,750 $532,500
SEMINOLE 365,196 133 $3,750 $498,750
ST. JOHNS 123,135 57 $3,750 $213,750
ST. LUCIE. 192,695 78 $3,750 $292,500
VOLUSIA 443,343 172 $3,750 $645,000
LARGE COUNTIES - POPULATION OVER 75,000
SUBTOTAL
TOTAL STATE FUNDING ALL COUNTIES
AMOUNT APPROPRIATED FOR 2001-2002
AMOUNT APPROPRIATED FOR 2002-2003
1 Source: The Florida Legislature, Office of Economic and Demographic Research:
http://www.state.fl.us/edrlPopulationlcensus_counts.x1s
2 Source: Florida Department of State, Division of Elections:
http://election.dos.state.fl.us/pdfl2ooOvoterregl2000genrace.pdf
Appendix Voting Systems.xls sa 11189161200110:19 AM
$20,006,250
$24,093,750
$12,046,875
$12,046,875
Page 2 of 2
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
BRANCH OFFICE
MARATHON SUB COURTHOUSE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
MONROE COUNTY COURTHOUSE
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3663
BRANCH OFFICE
PLANTATION KEY
GOVERNMENT CENTER
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
Memorandum
To:
From:
Date:
Subject:
Suzanne Hutton, County Attorney's Office I~
Laura deLoach-Hartle, Finance Department ~
February 26,2002
Monroe County and Dept. of State, Div. of Elections MOA
,~\ 191 t"0J ffiJ 'Ii' '\7lC c:'
'P _!~ I......,., Je" H \",1,
i " _c,_ -". ............. '..~...; :_.1 '.. ;
it!
lr
Ui FES 2 6 2002
Enclosed is the other Department of State Division of Elections grant. We would like to be able to
handle this in the same manner as the other Supervisor of Election's grant. This agreement is for voting
systems assistance. We have already received the first payment from the State on this grant.
As before, the management and disbursement of these funds should be delegated to the Supervisor of
Election's office; therefore, a BOCC agreement needs to be generated stating that the Supervisor of
Election's would be the subrecipient to the BOCC agreement with Division of Elections MOA. This
would include full responsibility for the administration, reporting requirements, and disbursement of the
funds.
We appreciate your assistance in this matter. If further information is needed, please give me a call at the
number indicated.
Monroe County Finance Department
Phon",' ,.Q,. H14 FllY' 'Q~-lhfiO
. .. . .
Clerk 0I111e
Circuit coon
Danny L. Kolhage
Phone: 305-292-3550 Fax: 305-295-3663
Memnrandum
To:
James L. Roberts,
Ccunty Administrator
From:
Isabel C. DeSantis, r\ C. [}
Deputy Clerk ~ . ,. ·
Date:
Wednesday, December 12, 2001
At the BOCC meeting on August 15, 2001, the Board granted approval and
authorized execution of a Memorandum of Agreement between Monroe County and the
State of Florida, Department of State, Division of Elections for upgrades to or purchase of
tabulation equipment.
Enclosed are (2) duplicate originals executed by Monroe County for your
handling. Please be sure that the one marked "Clerk's Original" is returned to this office
as quickly as possible.
Should you have any questions concerning this matter please feel free to contact
this office.
Copies: Finance
County Attorney
flue