HomeMy WebLinkAboutAgenda Packet - January 8, 2013AGENDA
Tuesday, January 8, 2013
9:00 A.M.
INFORMAL MEETING
1. CALL TOORDER - COMMISSIONER MOWERY, CHAIRMAN, BOARD OF COUNTY COMMISSIONERS
2. BOARD DISCUSSION & DIRECTION: WHITE CITY MSBU PROJECT (POTABLE WATER & FIRE PROTECTION)
-MSBU PROJECT MANAGER
3. FY 2012 4T"QUARTER BUDGET UPDATE
-BUDGET MANAGER
-OMB DIRECTOR
4. BOARD DISCUSSION & DIRECTION: SOE OPERATIONS 2013 BUDGET AMENDMENT
-SUPERVISOR OF ELECTION
-COUNTY ADMINISTRATOR
5. BOARD DISCUSSION & DIRECTION: SOE OPERATIONS FUTURE BUILDING LOCATION
-DIRECTOR OF PARKS RECREATION & FACILITIES
-SUPERVISOR OF ELECTION
-COUNTY ADMINISTRATOR
6. ADJOURNMENT
CONFERENCE ROOM #3
ROGER POITRAS ADMINISTRATION ANNEX
2300 VIRGINIA AVENUE, FORT PIERCE FLORIDA 34982
NOTICE: All Proceedings before this Board are electronically recorded. Any person who decides to appeal any action taken by the Board at these meetings will
need a record of the proceedings and for such purpose may need to ensure that a verbatim record of the proceedings is made. Upon the request of any party to
the proceedings, individuals testifying during a hearing will be sworn in. Any party to the proceedings will be granted the opportunity to cross-examine any
Individual testifying during a hearing upon request. Anyone with a disability requiring accommodation to attend this meeting should wntactfhe St. Lucie County
Risk & Benefits Manager at (772) 462-1404 orTDD (772) 462-1428 at least forty-eight (48) hours prior to the meeting.
Item No. 4
COUNTY ADMINISTRATION
MEMORANDUM
TO: Board of County Commissioners
FROM: Faye Outlaw, County Administrator, MPA, ICMI~-.GM,f/-~ ~i
DATE: January 7, 2013 11J
RE: Supervisor of Elections 2013 Budget Amendment Request
This item is a discussion on the Supervisor of Elections' 2013 budget amendment request.
The amendment relates to unanticipated costs in connection with the 2012 General Election,
with one exception. Attachment 1 is a breakdown of the costs. The Supervisor of Elections
will be present at the informal meeting to discuss the costs in further detail and answer any
questions from the Board. The Board is also being provided with a copy of the recently
released Election Observation Report from the State Division of Elections, Attachment 2.
Attachment 3 is a copy of the Supervisor's 2013 Adopted Line Item Budget which is
$2,293,763.47. As a recap, the adopted budget includes the following:
• Salaries and Benefits: $1,470,855.26
• Material & Services: $ 822,408.21
• Debt Service: $ .500.00
$2,293.763.47
Attachment 4 is a breakdown of the Supervisor of Elections unused funding returned to the
Board from FY 2003 - FY 2012.
The Board is requested to discuss the Supervisor's 2013 budget amendment request and
provide direction to staff to bring the request forward on an upcoming agenda at a regular
Board meeting.
The Board could consider funding the request from the general fund contingency account
($1,723,856) or the budget stabilization account.
Item No. 4
Attachment No. 1
Supervisor of Elections Budget Amendment Request for the 2012 General
Election Unanticipated Additional Cost
January 4, 2013
Elections-Related Costs:
Voting Equipment
• $29,740.00 Voter Registration Systems, Inc. -Election Night Reporting Software
• $15,724.00 Ballot on Demand Printers- Early Voting Ballot Printers
• $ 9,702.31 Trays, Handles, Rolling Carts for printers
• $90,350.00 Electronic Voter ID System (EVID) -Voter ID verification (1 EVID
eliminates 3 poll worker positions)
• $ 2,806.58 Drums and Toners for Early Voting Ballot on Demand Printers
• $ 611.35 Election Supplies
• $ 7,200.00 Memory Cards for Accu Vote Optical Scan Units
• $ 600.00 Ballot Compressors for flattening extra-long absentee ballots for counting
Election Ballots
• $31,362.21 Printing of the 2nd page of Precinct Ballots
• $16,380.00 Printing and Mailing of the 2"d page of Absentee Ballots
• $ 7,264.88 Postage from 45 cents to 65 cents
• $10,356.86 Purchase of Ballot On Demand paper
Election Personnel-Se curity
• $14,823.14 Election Workers-Poll workers for Recounts
Extra EV Workers are included
• $ 3,302.50 Esquire -Minutes of Canvassing Board meetings
• $ 7,451.00 Sheriff Deputies -Security
Legal Representation
• 52 000.00 Legal Fees
Total $299,674.83
Non-election Related Costs
• $8,863.83 Employee Payout-Comp and Vacation time
Item No. 4
Attachment No. 2
Election Observation Report
St. Lucie County, Florida
November 14 -18, 2012
Ricl< Scott ICen Detzner
Governor of Florida Secretary of State
Florida Department of State
Division of Elections
Bureau of Voting Systems Certification
The R.A. Gray Building
500 S. Bronough Street, Room 316
Tallahassee, FL 32399
Prepared by:
Bureau of Voting Systems Certification
Division of Elections
Plorida Department of State
St. Lucie County General Election Observation
November 14 - 18, 2012
Page 2
Assignment and Scope
On November 13, 2012, in accordance with section 101.58, Florida Statutes, Florida Secretary of
State, I~en Detzner appointed Dauid R. Drury, Bureau Chief of the Bureau of Voting Systems
Certification, Angie McPherson, Computer Audit Analyst, and Rose Cade, Regulatory
Specialist, to observe the election process associated with the General Election that was held on
November 6, 2012, in St Lucie County, Florida. This appointment was in response to early
voting tabulation issues.
Summary
When the St. Lucie County Supervisor of Elections office began uploading its votes on the night
of November 6, 2012, Election Day, the supervisor's office recognized a number of memory
card issues had occurred during the early voting period from October 27, 2012, through
November 3, 2012. Although the supervisor's office had prepared for a first time multi-card
ballot election, the office did not anticipate the complexity of technical malfunctions nor have a
well-defined contingency plan in the event of such issues occurring.
Despite well-intentioned efforts, staff inexperience, and inadequate procedures compounded
issues, resulting in additional technical and procedural errors. Due to an increased concern about
the accuracy of the early voting tabulations, Secretary Detzner assigned observers. These
observers determined that there were at least four separate incidences of memory card failures, a
number of ballot scanning er7•ors during retabulation and an early voting recount, missing logs
for ballot accounting, and incomplete official results. Recommendations have been made to
address these findings in the hope that technical and procedural errors will be minimized in
future elections.
Background
St. Lucie County has Dominion's Premier GEMS Voting System, Release 1.21.5, Version 2,
which contains:
o Election managernent system (EMS):
GEMS 1.21.5
o Precinct count tabulator:
^ AccuVote 05, firmware 1.96.14
o PrecinctADA~ capability:
^ AccuVote TSX, firmware 4.7.10
o Central count tabulator:
Premier Central Scan (PCS) application with Data Research and Solutions (DRS)
PhotoScribe PS900, version 2.2.5 and Assure Security Manager, version 1.2.5.
~ Americans with Disabilities Act
St. Lucie County General Election Observation
November 14 - 18, 2012
Page 3
The function of the GEMS (Global Election Management System) is to accumulate the tabulated
results from early voting, absentee voting, election day voting, etc., and to produce the summary
and precinct-level election results.
St. Lucie County had four early voting sites. There were 65 precincts. Precincts were numbered
using numbers that fell within the range of 1-94.
Table 1: );V Site Identified as:
Orange Blossom Business Center, Main Office, Fort Pierce Orange-Main
Morningside Library Morningside
Poet St. Lucie Communit Center PSL-CC
Zora Neale Aurston Library Zora
St. Lucie County uses the electronic poll book called Electronic Voter Identification (EViD)
developed by VR Systems, Iuc.
There were 175,554 registered voters in St, Lucie County for the November 6, 2012, General
Election.
The election had a total of two ballot cards for each voter, identified as:
o Ballot card A, for office contests and Constitutional Amendments 1, 2, and 3.
o Ballot card B, for Constitutional Amendments 6, 8-12 and two local ad valorem
referendums.
The county canvassing board consisted of:
o Tod Mowery, County Commissioner;
o Kathryn Nelson, County Judge; and
o Marc Traum, Chief Court Deputy Administrator*
*Puisuant to section 102.141, Florida Statutes, Mr. Traum was appointed as a
substitute for the Supervisor of Elections, Gertrude Wallcer, who was an opposed
candidate on the ballot.
The St. Lucie County Supervisor of Elections' office (Hereinafter St. Lucie County) installed
two AccuVote OS tabulators at each of the four designated early voting sites. An additional
tabulator was later added to the PSL-CC early voting site to address increased voter activity
during the early voting days November 1-3, 2012. One tabulator was used for precincts 1-40 and
the other tabulator for precincts 41-94.
Each AccuVote OS tabulator has one Epson style 128 Kb 40-pin memory card. This memory
card has limited memory capacity. The memory card contains the election definition and counts
the votes. The Epson style 40-pin memory card for the AccuVote OS tabulator has three
generations. The 1st generation is known as the "black label." The 2"d generation is lmown as the
"blue label" or the "green label." The 3`d generation is lmown as the "white label."
St. Lucie County acquired the blue label 2"d generation memory cards in 2008 to replace the
black label 1st generation to reduce the risk of memory card failures encountered with the 1st
St. Lucie County General Election Observation
November 14 - 18, 2012
Page 4
generation card. The 1st and 2"a generation memory 128Kb SRAMZ cards have internal batteries
that need to be replaced before it is depleted. St. Lucie County replaced the batteries before the
2012 election cycle. The white label 3`a generation is a 128Kb MRAM3 memory card that does
not have or need an internal battery to retain its data. The vendor represents that this type of
memory card is more robust than the previous AccuVote OS cards. I-Iowever, the vendor's 2"a
and 3`a generation cards inventory was depleted during the 2012 election cycle. Only black label
1st generation re-furbished memory cards were available to St. Lucie County.
St. Lucie County used the blue label 2"a generation memory cards for the early voting period and
Election Day. As will be discussed below under the header "The Memory Card Failures," blue
label 2"a generation memory cards were also used for the recount of the City of Fort Pierce
Mayoral contest.
In anticipation of an increased number of early voters and the memory cards' limitations,
election staff designated two memory cards to cover the early voting period. One card was
identified as Memory Card A for use on early voting days October 27-31, 2012, and the second
card was identified as Memory Card B for use on early voting days November 1-3, 2012. A third
memory card was identified as Memory Card C for use with the third tabulator at the PSL-CC
early voting site for the early voting days November 1-3, 2012.
Table 2: AccuVote OS tabulators for each EV sites
Oct 27 to 31 Nov 1 to 3
Precincts 1 to 40 Memory card A Memory card B
Precincts 41 to 94 Memory card A Memory card B
Memory card C
(PSL-CC EV Site Only)
For the early voting re-tabulation, St. Lucie County had to use refurbished black label 1st
generation memory cards. Forty of these memory cards were ordered on November 15a', 2012.
Findings
The observers made the following specific findings about St. Lucie County's 2012 General
Elections:
A. Memorv Card Failures
There were 4 separate incidences relating to memory card failures.
Episode 1: Four memory cards used during the early voting days on November 1-3,
2012, failed due to incorrect card machine identification. These misidentified memory
z Static random-access memory
3 Magnetoresistive random-access memory
St. Lucie County General Election Observation
November 14 - 18, 2012
Page 5
cards were used for precincts 1-40 at early voting site, Zora, and for precincts 41-94 at
PSL-CC, Orange-Main, and Zora early voting sites.
The A, B, and C labels serve as the memory card's machine identification. As part of the
security procedure, only one machine identification of each named tabulator can be
uploaded into the election management system (GEMS). County election staff did not
Imow that four memory cards B had been misidentified as memory cards A. Therefore,
even though .the memory cards contained the recorded early voting results, the
misidentified memory cards could not upload those results into GEMS. The table below
shows how many ballots were affected for each early voting site:
Table 3: Misidentified Memm• Cards
Nov 1 to 3 Affected
Ballots
Precincts 1 to 40 Zora misidentified memory card B as card A 366
Precincts 41 to 94 PSL-CC misidentified memory card B as card A 6,337
Main Orange misidentified memory card B as card A 3,635
Zora misidentified memory card B as card A 362
To correct this misidentification, the election officials had to re-identify the memory
cards and rescan the affected early voting ballots on Election Night.
• Episode 2: On Election Day, a memory card failed during the upload of early voting
results into GEMS. It appeared that the AccuVote OS froze during the boot-up preventing
a successful upload. This memory card (memory card B) failure affected 6,249 early
voting ballots cast for precincts 41-94 at the Morningside early voting site during the
early voting days November 1 and 2. To correct this upload failure, election officials had
to rescan ballots using a replacement memory card. The rescan was done on Election
Day.
• Episode 3: Another memory card failed during early voting on the third day of its use.
This memory card (memory card B) had been used at the Orange-Main early voting site
for the early days November 1 and 2. This failure occurred when the memory card was in
a reformat process and the votes could not be retrieved. To correct this upload failure,
election officials had to rescan ballots using a replacement mernory card. The rescan was
done on Election Day. However during the rescan, election staff only re-tabulated the
early voting ballots cast on November 1, 2012, not those for November 2, 2012. This
meant that 1,953 ballot cards were not rescanned (see further discussion under
"Procedural Errors"). The early voting ballots cast on November 3, 2012, were captured
on another memory card identified as memory card C and the results were successfully
uploaded into GEMS.
• Episode 4: Two of the 40 refurbished black label 1st generation memory cards used for
an early voting re-tabulation held on November 18, 2012, failed for indeterminable
reasons. The vote count could not be retrieved. Because of the impending statutory
deadline for• reporting the official results to the Department of State, the elections staff
St. Lucie County General Election Observation
November 14 - 18, 2012
Page 6
attempted to perform a manual input of the affected votes into the GEMS software.
However, that manual activity could not be completed before the noon deadline. Despite
efforts to transmit what would have still been incomplete results, the transmission did not
finish until after the noon deadline (November 18, 2012).
B. Procedural Errors
St. Lucie County election officials uploaded both early voting and absentee ballots into GEMS
on Election Day. Unlike absentee ballot results, Florida counties can upload early voting results
into their election management system at any time after early voting is closed, provided the
results are not released to the public. It appears that the undue pressure of uploading early voting
results on Election Day, rather than earlier as other counties did, compounded the impact of the
memory card failures and resulted in additional procedural errors.
1. Double scanned ballots: Election staff had installed an additional tabulator at PSL-CC
early voting site in response to long lines for early voters in precincts 41-94. The memory
card identified with this tabulator was Memory Card C. The Memory Card C was
successfully uploaded into GEMS. However, staff committed an error by rescanning and
uploading early voting results from this same memory card again on Election Night when
dealing with other early voting ballots that had to be rescanned and results uploaded due
to the failure mentioned under "Memory Card Failures". Consequently, 3,635 ballot cards
cast in precincts 41-94 at early voting site PLC-CC during November 1-3, 2012, were
erroneously uploaded twice on Election Night.
2. Unrescanned ballots: As noted in episode 3 under "Memory Card Failures", elections
staff failed to re-tabulate early voting ballots cast on November 2, 2012, for the Orange-
Main early voting site. The staff was under pressure to meet preliminary Election Night
results that were required to be reported to the State. Compounding the problem was
staff's inexperience with multi-ballot cards. Consequently, staff only rescanned parts of
the early voting ballots. Realizing their error and the questionable early voting results,
election officials rescanned early voting ballots for November 1-3, 2012, on Sunday,
November 11, 2012, after the first unofficial results were due to the State.
3. Missed write-in ballots: On November 15, 2012, the observers examined a portion of
the Statement of Votes Cast (SONG) report that was printed on November 12, 2012, and
contained the contest for Representative in Congressional' Dishict 18 and Constitutional
Amendment No. 4. Each voter was provided a ballot card A and ballot card B. The
Congressional District 18 contest was on ballot card A, which also contained the
Presidential contest. Amendment No. 4 was on ballot card B. This examination showed
that the total ballot card A for early voting was 37,014 ballots, whereas ballot card B had
37,318 ballots. The total number of ballot card A should have equaled or been greater
than the number of ballot card B, but the SOVC report had a difference of at least 304
ballots. The observers alerted the election officials as to this discrepancy and the
possibility of missing ballots. The election officials subsequently determined that they
St. Lucie County General Election Observation
November 14 - 18, 2012
Page 7
had missed rescanning the write-ins that occurred on November 11, 2012, with a box of
306 ballots. These missing ballots were stored in a locked ballot storage area (this set of
ballots were not re-tabulated on the second rescan held on November 11, 2012) within
the Supervisor of Elections' office. This information was provided to the Canvassing
Board and to the public on November 16, 2012 (Friday). The Canvassing Board decided
to rescan early voting ballots on November 17, 2012 (Saturday), and November 18, 2012,
(Sunday).
4. Missing primary evidence/early voting turnout: The observers determined that some
primary evidence was missing. By teferting to the turnout on St. Lucie County
Supervisor of Elections' website for• early voting by location and date, the observers
noted that eligible voters totaled 175;551, but the actual book closing number was
175,554. Based on the noted early voting turnout of 37,379, the observers examined the
Electronic Voter iDentification (EViD) system's tapes. These tapes serve as primaty
evidence of the daily turnout in a particular polling location. The Orange-Main site was
missing an EViD tape for November 2, 2012, and all EViD tapes for November 3, 2012,
were missing from the PSL-CC site. Voter turnout is updated electronically via EViDs'4
to the voter registration system.
Additionally, St. Lucie County misplaced an early voting daily "Accounting Log" fot• the
PSL-CC early voting site for November 3, 2012. Attached to this log were the missing
EViD tapes. With the available logs, the observers verified the AccuVote OS public
count, although several account logs also contained human errors. This log is part of
administrative procedures for ballot reconciliation. The log includes the daily public
count, count of provisional voters, count of ballots with selected write-ins, number of un-
r•ead ballots, and daily turnout for each site.
Table 4: Accountin Lo s with );trots
Orange-Main Nov 3 incorrect calculations
PSL-CC Nov 1 an incorrect value
Zor Oct 30 incorrect values
a Nov 3 incorrect values
Because of the missing tapes and accounting log issue, the observers could not
conclusively verify the early voting turnout using the primary evidence.
C.Post-Election Day Activities
1. Partial Re-tabulation (rescan) for Nov. 11, 2012
Election officials conducted only a partial rescan of early voting ballots on November 11, 2012,
(Sunday) after the election. The tabulation was only for the ballots cast on November 1-3, 2012.
Electronic Voting Identification System
St. Lucie County General Election Observation
November 14 - 18, 2012
Page 8
Due to the issues with rescanning on Election Night, the partial rescan compounded the issues
with early voting results and uploads.
2. Re-tabulation (Reston) for Nov.17-18, 2012
The ot•iginal partial rescan of eatly voting ballots occurred on Election Night and the second
pattial rescan of early voting ballots occurred on November 11, 2012 (Sunday). The rescans were
only for the early voting ballots cast on November 1-3, 2012. Because of the problems with the
rescan on Election Night along with the second pattial rescan, there was concern about the early
voting results. On November 16, 2012 (Friday), the Canvassing Board determined that all the
early voting ballots needed to be re-tabulated. This re-tabulation occurred on Novembet• 17, 2012
(Saturday), and November 18, 2012 (Sunday).
The election officials set up the re-tabulation using 71 AccuVote OS tabulators that were
identified by the appropriate precinct number plus two AccuVote OS tabulators for ballots with
write-ins and provisional ballots. The memory cards were programmed as an early voting site,
instead of being identified with a unique precinct.
The election officials ftrst scanned ballot card A of a given precinct into the respective AccuVote
OS identified for that precinct. The reason fot• rescanning ballot cards A into the appropriate
"named" AccuVote OS was to make it easier to put the rescanned ballots back into storage boxes
with the unique precinct identification to easily identify the ballots for use with the manual audit.
After completing that phase, the election officials allocated ballot card B precinct 1-40 group
into any of the AccuVote OS that were identified with those precinct numbers. Likewise,
election officials allocated ballot card B ptecinet 41-94 gtoup into any of the AccuVote OS that
were identified with any precinct number between 41-94. The amendment card (i.e., ballot card
B) was only segregated into the two precinct groups, 1-40 and 41-94. Thus, the election official
could put any ballot card B into any tabulator that is within the appropriate gtoup. For example, a
ballot card B that was identified as precinct 42 could be put into any tabulator that was identified
with precinct group 41-94. As a result, the tabulator's public count during the rescan was not
meant to be a count of the turnout that would occur during early voting and would not match
with the SOVC precinct level turnout results.
3. Missing the Deadline of Official Results to Department of State -Nov. 18, 2012
On November 17, 2012 (Satutday), one rescanned memory card failed to upload. On November
18, 2012 (Sunday), another memory card failed. To correct these events, the election official
needed to manually enter the data from the AccuVote OS results tapes into the GEMS election
management system. However, a decision was made to first finish the upload of the remaining
rescanned early voting memory cards before performing the manual entry of the data. The
remaining memory cards' uploads did not finish until around 11:00 a.m. The procedure for
performing the manual entry was new for St. Lucie County, who needed to discuss this activity
with an experienced IT person from another county. Unfortunately, St. Lucie County could not
finish the manual entry before noon and the results were incomplete. Nevertheless, St. Lucie
St. Lucie County General Election Observation
November 14 - 18, 2012
Page 9
County tried to finish the upload of the incomplete results to the Department of State, but that
transmission did not finish until after noon, the statutory deadline.
4. Ballot Segregation /Manual Audit -Nov. 17, 2012
On November 17, 2012, after the machine recount of the contest for the City of Fort Pierce
Mayoral race, St, Lucie County segregated the ballots by precinct for ballot card A (contest
ballot card). St. Lucie County decided to segregate ballot card B (amendment ballot card) into
twe groups-the first group with precincts 1-40 and the second group with precincts 41-94. This
ballot segregation was in preparation for November 19, 2012 (Monday).
Recommendations
• Establish review procedures and methods for multi-card ballots by coordinating with a
large county that has experience with multi-card ballot elections.
• Establish a method of checks and balances of multi-card ballots to ensure an accurate
ballot count with accurate turnout by group (early voting, election day, absentee, etc.).
This method includes reconciliation of each group's counted, spoiled, unread, and
duplicated ballots.
• Establish and implement a contingency plan in the event of technical procedural errors,
failures, or oversight. The office should develop macroscopic remedial steps.
• Ensure tight controls are exercised in managing multi-card ballots including a tneans to
confirm all uploads are complete before combining the ballots into storage boxes.
• Enhance or develop procedures to identify the duties, responsibilities, and authorizations
for ballot movement, storage, traceability, and chain of custody.
• Upload the early voting results data into the election management system (i.e., GEMS for
St. Lucie County) software. before Election Day. The early voting results may be
transmitted to GEMS for compilation of the returns aftet• completion of the early voting
period, but obviously must not be released prior to the closing of the polls on Election
Day. This will help to minimize undue pressure arising fiom other reporting requirements
on Election Night. It will also ptovide additional lead time to address anomalies that may
show up.
• The final tecotntnendation is directed to Dominion Voting Systems, Inc. This vendor
needs to address the continuing failures with the AccuVote OS memory card. hi
particular, Dominion needs to have a plan in place that will give the Division of Elections
and its customers (Supervisors of Elections) confidence in the memory cards and to
provide that plan to Division of Elections as soon as possible. The plan should address
the root cause, corrective action and a backup plan if the correction continues to have
failures.
Item No. 4
Attachment No. 3
Supervisor of Elections
St, Lucie County
4132 Okeechobee Road E Fort Pierce, FL 34947-5412 ~ (772) 462-1500 ~ Fax (772) 462-1439
September 14, 2012
Honorable Chris Dzadovsky, Chairman
Board of County Commissioners
St. Lucie Comity
2300 Virgniia Avenue
Fort Pierce, Florida 34982
Deaz Commissioner Dzadovsky:
I am submitting this revised tentative budget as required by Florida Statute
129.03 for fiscal year 2012 - 2013. This reflects the 3% Cost of Living
Adjustment (COLA) in the arriount of $30,734.61.
If you have any questions, please feel free to contact me.
Sincerely,
!;
.~--° ~/
l
G t de ~ Ia .er, CFS
Supervisor of Elections
GW/se
OFFICE Or
p;~¢~pGE(vFnT & BUDGET
SEP ~ 4 2012
Sly LI)CIE: COU!!'t
rGORIDA
.250 N.W. Cowitry Club Drive ~ Port St. Lucie, Florida 34986 a (772) 871-5410 Fax (772) 871-5323
1664 S.E. Welton Road R Port St. Lucie, Florida 34452 ~ (772) 337-5623 a Fax (772) 337-5626
wwwslcelections.com a e-mail: elections@slcelections.com
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Item No. 4
Attachment No. 4
Item No. 4
S upe rvisor of Elections Budget History Information requested by
Commissioners.
Ori ginal Adopted Budget with
Budget Amendments Amendments ReasonforAmendments
FY 03 $ 1,697,039 $ - $ 1,697,039
FY 04 $ 2,221,578 $ - $ 2,221,578
FY 05 $ 2,227,695 $ - $ 2,227,695
FY 06 $ 2,585,863 $ 40,175 $ 2,626,038 Funds Available from the Department of
State Division of Elections
FY 07 $ 2,882,753 $ - $ 2,882,753
FY 08 $ 2,621,422 $ - $ 2,621,422
FY 09 $ 2,621,422 $ 150,000 $ 2,771,422 Special General Election
FY 10 $ 2,621,423 $ 28,038 $ 2,649,461 Funds Available from the Department of
State Division of Elections
FY 11 $ 2,359,408 $ 28,038 $ 2,387,446 Funds Available from the Department of
State Division of Elections
FY 12 $ 2,461,987 $ (1b0,000) $ 2,361,987 Return funds not needed-not required to
print election related material in Spanish
Item No. 4
Information requested by
Commissioners.
~E>zt'zu~~ ~aCl~~•~
Supervisor of Elections
St, Lucie County
4132 Okeechobee Road
November 10, 2011
Honorable Chris Craft, Chairman
Board of County Commissioners
St. Lucie County
2300 Virginia Avenue
Fort Pierce, Florida 34982
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Dear Commissioner Craft:
The Director of the U.S. Census Bureau has determined in October that St. Lucie County will
not be required to print election related materials in Spanish therefore $100,000.D0 of the
$198,957.60 which the Board set aside for that purpose will not be needed.
The remaining $98,957.60 should be left in reserve for:
• State Mandate Reapportionment, which will require realignment of precinct
boundaries to accommodate Legislative reapportionment of House, Senate and
Congressional District lines. This will impact, postage, promotional advertising and
printing/binding: .
• The 2010/2D111iudget. only included the General Election. The current budget
includes the 2012 Presidential Preference Primary and the_ August Primary. This will
impact poll worker salaries, printing/binding:
Thank you for your continued cooperation, if you have any questions please contact me.
Gextnrde Walker, CFS
Supervisor of.Elections
GWlac
NQV ~ ~ 2011
nnn ni w rani mtrv Club Drive Pod St. Lucie, Florida 34986 (772j 871-5410 Fax (772) 871-5323
_. ._,_ ~ encn n7~i 337-5623 FaX (772) 337-5626
Forf Pierce, Florida 34947, (772) 462-1500 Fax (772J 462-1439
11~(~ ~~~
Item No. 5
COUNTY ADMINISTRATION
MEMORANDUM
TO: Board of County Commissioners
FROM: Faye Outlaw, County Administrator, MPA, ICM
DATE: January 7, 2013
RE: Supervisor of Elections 2013 Building Update
This item is an update to the Board on the efforts to find potential sites for the relocation of the
Supervisor of Elections Office since the Board's last discussion at the Informal Meeting on August
28, 2012. Since then, staff has looked at six new potential sites and revisited one former site. One
of the new sites was deemed a viable option to house the Supervisor of Elections operation. That
site is the building located at 600 Edwards Road in Fort Pierce; also known as the Scripps
Treasure Coast Newspaper Building. Two appraisals have been done on the building: $1,850,000
(Deighan Consultants) and $1,950,000 (Callaway & Price).
The Supervisor's main operation is located at the Orange Blossom Business Center (OBBC). The
OBBC lease with the County expires on May 31, 2013. Based on prior Board direction, the renewal
or extension of the OBBC lease is not being pursued.
At the July 17, 2012 Regular Meeting, the Board approved $1,323,157 from unused capital funds
to fund a building for the Supervisor of Elections. The general fund annual operating budget
includes approximately $132,000 to fund the annual lease payment at the OBBC plus utilities and
maintenance.
Staff is seeking consensus direction on which of the following options the Board wants to pursue
further:
1. Proceed with negotiations to purchase-lease the Edwards Street property.
2. Proceed with negotiations to renew the OBBC lease. Attachment 1 is a copy of the July
2012 written offer from the OBBC regarding the renewal of the lease.
3. Proceed with plans to build a new building for the SOE operations. Attachment 2 is a
summary of the three opinions of probable costs for construction of a new building provided
from Edlund, Dritenbas, Binkley Architects & Associates in August of 2012.
4. Proceed with plans to relocate the SOE operation to the Administration complex on a
temporary basis. The operation would be housed in two different spots.
5. Continue to explore other feasible sites that become available for sale or lease for
discussion with the Board. Attachment 3 is a copy of the January 3, 2013 memo from the
County's Property AcquisitionAgent on available properties for sale as of January 2, 2013.
None of the properties were found to be suitable as per the January 4, 2013 email from the
Parks Director provides; Attachment 4.
Item No. 5
Attachment No. 1
~iayih,i4tz
• iVlr6: Faye \Y Otiflaiv
Oounry Adaninicirxtor,rSt.:L:uey Gciiinty BOAC
2300 Virginia Avattue
Cot3 Pierce Fl. 3495?
Dear:'vErs, Otttlmv:
1 ant ivtiting per }=our re0itest fdr a FUnlta3' 4Ffer reg;trfling'ttte renewal.af Ehe present h:ase oust Orange
tliossort tnveshttant,, C,LC has }vidt the ~upenrsui oi"~IectioniwitiGh 5s due~to cipire May ~t.e~lJ~, t
have been senf via e-mail permission Fr"om the p}iiuer of Ormtge E3tossblii Investment to oH~r you th'e
Fotl'oiti~itig teens 1'or.ihc ranetdal o1'titt: present Icasc i)int'`tht $uperuiscor pFllections lies with C]BBC;;
1- '!'here will tic no base rent increase over tlin.terui of=t}ie Penc4val period. Yoti 6nve the option to
renew far three, four or fit e veat~_ T'Itat det~ision-js up tti the board.'A'ona of t7te teens of existing
lease will cltanac. }'rosentl}= The ;Supeu_isetr of Flcctinn8 aocupies bays &7-bdupprosintately
' ] 3,43> sq. R. "l'he gross relit' iim That spai:i; ii ~91;~$~,76 per yi:.n' nr S'I,G 15.4S per month tt=luch
breaks dawn. to approxiritat~l}~ta"7.41. per sq: ~s. a.stcal in.nriy' rtiarket.
2- f3~I3C tviil place a new storefrnut on bay K7.tvftich panlixrm will =i11 the other meav stare froths
that hive been inst;ttled as part rtCttut=srtaovation ofthe enter.
3- t>BBC wip also ropaii• the eistiti~ stare frantsttt bnj~s bA-.fiC, tJhic6 lYresently have btack masking
taiza along the ;Yeaats aC-tile Uutt.glpss.
4- iv'ew einyl flooring will he'plaaeti inbay ti7_
~Yrr appreciate having the 5upen~isor of,ElecEitins as a.-tenant'. 3tlvt5uid ize a to§s for ihedt to ttiava' am
after ttl! the money that is naw being spcttt.ta.ra3`tzrUislr C)f3BC. The reteutian area has been cleared and
dredged to prevent Ilooiling. All uc~i~ A7C units hate been placed in the common area mad also above the
Supen•isor oP Llcctioas and all the existing tenrints' spaces. A neti= landscaperhtrs been hired wlto is
cltiintt a tyonderFal job. "fhe interior of the cettfae has t5eetr painred.n}ottg with all new prbfessiannt type
ttori~~ fraitts.'fhc IisE~is endle~l. tv1r, [ioUbi intention isio make~OBB~' o-prcmior~business center ttnd a
slrotvplace for FY. Pierce i`r-devclolxtnent.
Ginal(yalt tlta€ ivir. Gohbi asks is that ytnt lutes knc~iv;yourt3ecision nts{ater than October 1,-2012 so that
we mayhavc'the apptirtunity to rant your sliace, Auer C~etabvr i, 20 t2 this offer tivill ba rescinded.
zinc ,
rllfreit Yl k3rou~ci
ProtSeit~= tmanaysr
Orange Blossom 73atshie55 C'etaier
OGi Superi<isor of Elections; (,ertrtide' ti4'tilker
i<cttitry t~ttorncy, Dan McIntyre
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P.ttrsf7B. 772.4~9~1~00 ~ Fax:'7'1.2:429;1202
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Phone: 772.429.1200 ~ Fax: 772.429.1202
C)PIIil~;e I31()C4tittk"I3tt:iCltlt~^i C`l*111t'.1'
Item No. 5
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Item No. 5
Attachment No. 3
TO: Board of County Commissioners
FROM: Janet LiCausi, Property Acquisition Agent I~~
DATE: January 3, 2013
SUBJECT: Supervisor of Elections Office Space
Attached is a listing of properties available for sale as of January 2, 2013. The search was done for 12,000 -
30,000 sq. ft. and ample parking spaces. Attached are the listings from the Multiple Listing Service, the
Property Appraiser Property Record Card and a map showing their locations.
The Scripps Bldg located at 600 Edwards Rd is also being considered but is not listed in Multiple Listing
Service.
As a licensed Real Estate Broker, License # 318733, I obtained the information from the Multiple Listing
Service.
Attachments
S:\.4CQ\W Planet\Property for Walker\January 2013 Memo.doc
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Item No. 5
Janet Pentz
Attachment No. 4
From: Edward Matthews
Sent: Friday, January 04, 2013 10:40 AM
To: Janet Pentz
Subject: FW: SOE.pdf -review response
Ms. Outlaw,
After reviewing the property listings provided by Ms. LiCausi with Roger Shinn I offer the following
o Listing #1 was previously reviewed by staff and the SOE, would require major rehabilitation. The BOCC also
expressed concern over loss of Ad Valorem revenue.
Listing #2 was not on a major thoroughfare and therefore not accessible to the public. The building was not
suitable for the SOE needs.
• Listing #3 was a heavily used construction materials site requiring extensive building restoration and site work.
Cost prohibitive and would need to construct new facility on site.
• Listing #4 was previously reviewed and found unacceptable by the SOE.
• Listing #5 was located on Old Dixie Highway not readily accessible to the public.
• Listing #6 was previously reviewed by staff and the SOE and would require major rehabilitation.
• Listing#7 was reviewed and found to be in the industrial area near the airport and not readily accessible to the
public.
Edward R. MattheFVS, Director
Parks, Recreation & Facilities
772-462-1518
From: Janet Pentz
Sent: Thursday, January 03, 2013 1:24 PM
To: Edward Matthews
Subject: SOE.pdf
Please see attached.
Thurlc you.
Ja' Net Pentz
St. Lucie County Board of County Commissioners
Executive Assistant to County Administrator
Phone: 772-462-1453
Fax: 772-462-2131
pentzj~stlueieco org
Please Note: Florida has very broad public records laws. Most written communications to er from r:cunty officials reyarding Counly business are public records
available to the public and media upon reyuest. It is the policy of St. Lucie County that all County records shall be open for personal inspection, examina0on and /
or copying. Your e-mail communications will be subject to public disclosure unless an exemption applies to the communication. If you received this email in error,
please notify the sender byreply e-mail and delete all materials from all computers.
Please Nole: Florida has very broad public records laws. Mos[ written communications to or from County offcials regarding County business are public records
available to the public and media upon reyuest. It is the policy of SL Lucie County that all County records shall he open for personal inspection, examination and /
or copying. Your e-mail communications will be subject to public disclosure unless an exemption applies to the communication. H you received this email in error,
please notify the sender by reply e-mail and delete all materials from all computers.