RESOLUTION NO. WHEREAS, the City has received an invoice from the Miami-Dade County Elections Department totaling $29,

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1 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, for election costs. WHEREAS, the City Commission of the City of South Miami approved $30, with the FY , 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, 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, is approved for payment; charging account no (Elections), with a,balance of $29, ATTEST: Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this day of August 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.

2 miamidade.gov Elections 2700 NW 87th Avenue Miami, Florida T F TTY REVISED INVOICE South Miami General and Special Election - February Maria M. Menendez, City Clerk City of South Miami 6130 Sunset Drive South Miami, FL Invoice N : Invoice Date: SM SA REV July 12, 2016 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 TOTAL $ 16, , , , $ 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 Office: E mall: ras@miamidade.gov

3 miamidade.gov Elections 2700 NW 87th Avenue T F TTY INVOICE South Miami General and Special Election - February Maria M. Menendez, City Clerk City of South Miami 6130 Sunset Drive South Miami, FL Invoice N : Invoice Date: June 24, 2016 SM-SA 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 $ 17, , , , , Indirect Costs, Logic & Accuracy, Post-Election Audits TOTAL $ 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 Office: ras@miamidade.gov

4 Menendez, Maria M. Subject: Attachments: FW: February 2016 Election Invoice S MIAMI REVISED INVOICE pdf From: Saiter, Rena (Elections) [mailto:ras@miamidade.gov] Sent: Tuesday, July 12, :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, 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: Cell: "Delivering Excellence Every Day" From: Menendez, Maria M. [mailto:mmenendez@southmiamifl.gov] Sent: Friday, July 01, :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,

5 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: TX: ema{b.' ~JOUtIuntamitUfJ<?Y webj t;-& 2