Item C33BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 10/20/04 Division: Management Services
Bulk Item: Yes X No
Department: Administrative Services
AGENDA ITEM WORDING:
Approval of a resolution for funding of $50,000 for The Supervisor of Elections for the Fiscal year
2004. And Approval of a resolution to reduce Fiscal year 2005 for The Supervisor of Elections budget
by $50,000.
ITEM BACKGROUND:
The Supervisor of Elections fulfilled a requirement of "The Help America Vote Act' and purchased
voting equipment during fiscal year 2004 with a savings to Monroe County of $50,000. These voting
machines were previously anticipated to be purchased in fiscal year 2005. Since the vendor offered a
one time substantial savings, the machines were purchased during the 2004 fiscal year.
The Supervisor of Elections desires to reduce the FY 2005 budget by said amount.
PREVIOUS RELEVANT BOCC ACTION:
None
CONTRACT/AGREEMENT CHANGES:
None
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $50,000
COST TO COUNTY: $50,000
BUDGETED: Yes No X
SOURCE OF FUNDS: Reserves
REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year
APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DIVISION DIRECTOR APPROVAL: vxt-�
Sheila Barker
DOCUMENTATION: Included X To Follow Not Required
DISPOSITION: AGENDA ITEM # C.' " 7•3-
Revised 2/27/01
Resolution No. -2004
A RESOLUTION CONCERNING THE TRANSFER OF FUNDS
WHEREAS, it is necessary for the Board of County Commissioners of Monroe County,
Florida, to make budgeted transfers in the Monroe County Budget for the Fiscal Year
2004, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that there shall be transfers of amounts previously
set up in the Monroe County Budget for the Fiscal Year 2004 as, hereinafter set forth to
and from the following accounts:
Fund #041-General Fund
From: 001-5900-85500-590990 Other Uses
Cost Center # 85500 — Reserves
For the Amount: $50,000.00
To: 001-5100-69400-530490 Miscellaneous Expenses
Cost Center # 69400 — Supervisor of Elections
BE IT FURTHER RESOLVED BY SAID BOARD, that the Clerk of said Board, upon
receipt of the above, is hereby authorized and directed to make the necessary changes of
said items, as set forth above.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of said Board held on the 20th day of October AD 2004.
Mayor Nelson
Mayor Pro Tern Rice
Commissioner McCoy
Commissioner Neugent
Commissioner Spehar
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Mayor/Chairman
(Seal)
Attest: DANNY L. KOLHAGE, Clerk
10/20/2004 Page 1 of 1
Resolution No. -2004
A RESOLUTION CONCERNING THE TRANSFER OF FUNDS
WHEREAS, it is necessary for the Board of County Commissioners of Monroe County,
Florida, to make budgeted transfers in the Monroe County Budget for the Fiscal Year
2004, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that there shall be transfers of amounts previously
set up in the Monroe County Budget for the Fiscal Year 2005 as, hereinafter set forth to
and from the following accounts:
Fund #001-General Fund
From: 001-5100-69400-530490 Miscellaneous Expenses
Cost Center # 69400 — Supervisor of Elections
For the Amount: $50,000.00
To: 001-5900-85500-590990 Other Uses
Cost Center # 85500 — Reserves
BE IT FURTHER RESOLVED BY SAID BOARD, that the Clerk of said Board, upon
receipt of the above, is hereby authorized and directed to make the necessary changes of
said items, as set forth above.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of said Board held on the 20th day of October AD 2004.
Mayor Nelson
Mayor Pro Tern Rice
Commissioner McCoy
Commissioner Neugent
Commissioner Spehar
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
LE
Mayor/Chairman
(Seal)
Attest: DANNY L. KOLHAGE, Clerk
10/20/2004 Page 1 of 1
i
September 27, 2004
Sal Zappulla
Budget Director
OMB
Key West, Florida
Dear Mr. Zappulla,
I am requesting that the
HARRY L. SAWYER, JR.
Supervisor of Elections
Monroe County, Florida
www.keys-elections.org
P
C
05
We are requestugtg°$50 t7Of) be'added to'the2003/04 budget due to the €ollowing.
The Monroe Couri'Sper�obElecttos.scerl„lhe opportunity to,€ulfill'a requirement of the Help
America Vote Act by purelt�Irotifi �uttent fA be placed in each precinct for our blind and low vision
F
voters. The vender tit i� a ble tir gitiYient required for Monroe County at a Savings of $50,000.
A one-time offer anct a s'tibsta'ixttal sa�s' to the taxpayer .At the time we reviewed our budget projections and
felt that the, money was avatlable:';Most of thefiiods'needed were earmarked for this purchasehowever, it
would be necessaryto'add some funds from other areas of the budget.
Prior to the actual election season, we could not have anticipated the record number of absentee voters as well
as the expansion of early voting by the Florida Legislature and an increase in advertising. Early,voting now
would include Saturdays, fifteen days prior to eleetion day, and the purchase of two lap top corm uters for two
satellite early voting sites,{one at the Big Pine Library and the other at the Key'Largo Library. These
unanticipated increases caused us to. spend f uids beyond that approved by the County Commission for the
2003/04-budget year. Thereby making it necessary to request the funds stated above.
Because most of the eiipenses stated above were accounted for in the 2004/05 budget, I am requesting that this
budget be amended by, reducing our budget request by $50,000.
Sincerel ,
Harry awyer, Jr.
Key West Office: 530 Whitehead Street # 101 • Key West, Florida 33040-6577 • (305) 292-3416
Marathon Office (MM 50.5): Marathon Government Annex • 490 63rd St., Ocean, Suite 130 • Marathon, Florida 33050 • (305) 289-6017
Plantation Key Office (MM 88.5): Plantation Kev Government. Center • 88820 Overseas Highway • Tavernier, Florida 33070 • (305) 852-7106
DIEBOLD ELECTION SYSTEMS
Monroe County, Florida
Number of Precincts
33
Number of Early Voting Sites
3 estimate
Number of Precinct AVTS Units
33
Number of Early Voting AVTS Units
g
Number of Back-up AVTS Units
4
Shipping Time Frame
Number of Units Purchased
Shipped Pri
Under 25 Units
7�E tj ryDESCRIPTION
UNIT COST
EXTENSION
AVTS HARDWARE
1 46 AccuVote-TS R6 Electronic Ballot Stations
$2,850.00
$131,100.00
Each Ballot Station Includes:
1 PCMCIA Card
1 Visually Impaired Ballot Station Kit
1 Voter Card Encoder
5 Voter Access Cards
2 Supervisor Cards
1 Voting Booth
2 Sub -Total Capital Equipment Cos
$131,100.00
REQUIRED AVTS SECURITY PACKAGE
3 1 Key Card Tool **
4 1 Smart Card Reader
$2,500.00
$0.00
$2,500.00
$0.00
Sub -Total Security Package
$2,500.00
5 1
6 46
7
8
GEMS/AVTS Training 2 person 2 day course
AVTS Installation and Acceptance Testin **•
Sub -Total Training/Support Service
TOTAL EQUIPMENT AND SERVICES
$1,050.00
$25.00
$1,050.00
$1,150.00
$2,200.00
$135,800.00
SUPPLEMENTAL HARDWARE or PRECINCT USE
1 0 Back- up Voter Card Encoders
3 0 Back- up PCMCIA Cards
4 Sub -Total Supplemental Precinct Hardwa
5 Total Equipment & Services + Supplemental Hardwa
$100.00
$60.00
$0.00
$0.00 -
$0.00
$135,800.00
1 0 At O eration it Training (2 person max) ***
2 0 AVTS Pre -Election L&A Support ***
3 0 AVTS L&A Support'
4 1 0 Election GEMS Support Technician (min 3 days) ***
$1,000.00
$1,000.00
$1,000.00
$1,000.00
$0.00
$0.00
$0.00
$0.00
Sub -Total On -Site Service
** Cost of $10,000 divided over 4 yrs.
*** Plus Portal to Portal Expenses