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Home My WebLink AboutItem #10 Transfer of Funds to Cover Special Election Costs ocoee florlda AGENDA ITEM COVER SHEET Meeting Date: February 2, 2015 Item # 1 Reviewed By: / I/�s •�� .i/Rl_ Contact Name: Beth Eikenberry Department Director: Contact Number: X1022 City Manager: Subject: Transfer of Funds to Cover Special Election Costs. Background Summary: Former Mayor Vandergrift left office in July 2015, more than six months before the end of his term, creating the need for a Special Election. An additional $25,000 was budgeted for the Special Election, however when the ballots were counted on October 27, 2015, it was found that a run-off would be required in accordance with Section C-46 (c) of the Ocoee Charter. Funds had not been budgeted for a run-off and the surplus money in the FY 2014/15 Election line item could not be used because the entire amount ($51,500) had been transferred out to cover unexpected health care costs in FY2014/15. Issue: Unexpected costs associated with the Special Election and Run-off in October and November 2015 Recommendations Staff recommends the Mayor and Commission transfer$23,530 from the contingency fund account# 001-511-00- 4900 to cover all possible elections costs. Should there be no run-off election in March, the excess funds of $7870.00 will be returned to the contingency account. Attachments: Election Costs Worksheet Supervisor of Elections Invoices June 16, 2015 Minutes Financial Impact: None Type of Item: (please mark with an "x") Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda Commission Approval Discussion&Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. N/A Reviewed by ( ) N/A Election Costs Special Election—October 27th Total costs for ads: $1,648.94 Poll workers: $6455.00 Ballots: $4009.88 Supervisor of Elections Invoice: $13,788.71 TOTAL: $25,902.53 Special Election Run-off—November 24th Total costs for ads: $917.75 Run-off Ballots: $3219.00 Poll workers Run-off: $5880.00 Supervisor of Elections Invoice: $8,841.52 TOTAL: $18,858,00. General Municipal Election—March 15th Total costs for ads: $1900.00 (est.) Budgeted: $31,000 Costs with Run-off $46,660 Current Funds Needed: $15,660 funds needed if there is a District 3 Run-off estimated f f ff Est.Ads: $900.00 Run-Off Ballots: $500.00 Poll workers: $1470.00 Supervisor of Elections Invoice: $5000.00 EST.TOTAL: $7870.00 SUPERVISOR OF ELECTIONS DATE: December 2, 2015 ORANGE COUNTY INVOICE: F10272015 119 W. KALEY ST. ORLANDO, FL 32806 INVOICED TO: City of Ocoee ELECTION DATE: October 27, 2015 Attention:Beth Eikenberry, City Clerk 150 Lakeshore Drive Ocoee, FL 34761 DESCRIPTION QUANTITY UNIT COST TOTAL Voter Services Notice of Elections Supplies & Handling 143 $0.25 $35.75 Absentee Ballots: Supplies & Handling 2574 $1.75 $4,504.50 Postage 2547 $0.388 $988.24 Signatures verified 982 $0.10 $98.20 Voting Equipment Tabulator Rental (includes voting booth, EBB, ballot layout, et 1 $150.00 $150.00 ADA Equipment Rental (includes ballot layout) 1 $150.00 $150.00 Additional Tabulator- Election Day 3 $75.00 $225.00 Additional Tabulator- Early Voting 1 $75.00 $75.00 Additional ADA Equipment- Election Day 3 $75.00 $225.00 Additional ADA Equipment- Early Voting 1 $75.00 $75.00 Absentee Ballot Counting 1 $200.00 $200.00 Other Early Voting & Polling Place needs Precinct Supplies 4 $150.00 $600.00 Early Voting Supplies 1 $150.00 $150.00 Internet air card access at the polls 4 $41.00 $164.00 Election results, modeming fee 4 $5.00 $20.00 Data Processing Election Day check-in tablets 4 $75.000 $300.00 Back up PR/PL Setup Fee 1 $150.000 $150.00 Printing Costs 1537 $0.200 $307.40 Paper Costs 1537 $0.102 $156.77 Street Index: Set-up charge 1 $9.00 $9.00 Cost per page 60 $0.250 $15.00 Sample Ballot Post Card Costs: Printing, actual Cost incurred 1 $1,706.92 $1,706.92 Postage, actual cost incurred 1 $2,039.56 ' $2,039.56 Other Costs SOE Staff Overtime 1 $1,399.410 $1,399.41 Other postage 1 $4.980 $4.98 Mileage paid 1 $38.98 $38.98 NOTES: TOTAL DUE: $1134780;71 REMIT TO: Supervisor of Elections Orange County P.O. Box 562001 Orlando, FL 32856-2001 407-836-2070 SUPERVISOR OF ELECTIONS DATE: December 2, 2015 ORANGE COUNTY INVOICE: F10272015 119 W. KALEY ST. ORLANDO, FL 32806 INVOICED TO: pun-o-04) City of Ocoee ELECTION DATE: November 24, 2015 Attention:Beth Eikenberry, City Clerk 150 Lakeshore Drive Ocoee, FL 34761 DESCRIPTION QUANTITY UNIT COST TOTAL Voter Services Absentee Ballots: Supplies & Handling 2693 $1.75 $4,712.75 Postage 2665 $0.39 $1,034.02 Signatures verified 1176 $0.10 $117.60 Voting Equipment Tabulator Rental (includes voting booth, EBB, ballot layout, et 1 $150.00 $150.00 ADA Equipment Rental (includes ballot layout) 1 $150.00 $150.00 Additional Tabulator - Election Day 3 $75.00 $225.00 Additional Tabulator - Early Voting 1 $75.00 $75.00 Additional ADA Equipment- Election Day 3 $75.00 $225.00 Additional ADA Equipment - Early Voting 1 $75.00 $75.00 Absentee Ballot Counting 1 $200.00 $200.00 Other Early Voting & Polling Place needs Precinct Supplies 4 $150.00 $600.00 Early Voting Supplies 1 $150.00 $150.00 Internet air card access at the polls 4 $41.00 $164.00 Election results, modeming fee 4 $5.00 $20.00 Data Processing Election Day check-in tablets 4 $75.000 $300.00 Back up PR/PL Setup Fee 1 $150.000 $150.00 Printing Costs 1537 $0.200 $307.40 Paper Costs 1537 $0.102 $156.77 Street Index: Set-up charge 1 $9.00 $9.00 Cost per page 60 $0.250 $15.00 Other Costs Other postage 1 $4.980 $4.98 NOTES: TOTAL DUE: $3,84152 REMIT TO: Supervisor of Elections Orange County P.O. Box 562001 Orlando, FL 32856-2001 407-836-2070 Regular City Commission Meeting June 16. 2015 The following funding sources were identified by staff: Account Number Amount Department Description 001-512-10-5600 51,500.00 City Clerk Election Expense 001-513-00-1400 2,000.00 Finance Overtime Expense 001-513-00-3200 2,500.00 Finance Accounting and Auditing Expense 001-513-30-2200 5,000.00 Human Relations Retirement Expense 001-515-00-2200 800.00 Planning Telephone Expense 001-516-00-4900 240,000.00 General Gov't Contingency 001-518-00-1200 10,000.00 Support Services Salaries 001-519-00-4602 5,000.00 Facilities Maintenance Building Maintenance 001-521-00-1200 20,000.00 Police Salary Expense 001-521-00-2200 50,000.00 Police Retirement Expense 001-521-00-6401 20,000.00 Police Vehicle Expense 001-522-00-2200 75,000.00 Fire Retirement Expense 001-522-00-6400 10,000.00 Fire Equipment Expense 001-522-00-7100 6,000.00 Fire Principal Expense 001-524-00-2500 5,000.00 Building Unemployment Expense 001-541-10-1200 10,056.00 Streets Salary Expense 001-541-10-3400 15,000.00 Streets Contractual Services 001-541-10-6300 20,000.00 Streets Paving Improvements 001-541-10-6302 15,000.00 Streets Capital Improvements 001-541-10-6400 1,686.00 Streets Equipment Expense 001-541-40-6400 2,500.00 Fleet Equipment Expense 001-572-00-1200 10,000.00 Recreation Salary Expense 001-572-00-6204 1,200.00 Recreation Park Improvements 001-572-10-1200 5,000.00 Parks Salary Expense 001-572-10-6204 5,000.00 Parks Park Improvements-Montgomery Park Fund 140 57,936.27 Gen Gov't Red Light Camera violations (lawsuit) Miscellaneous Expense-dollars earmarked for Fire Station (District 1- $265,755),interest earnings and completed 317-516-00-4902 449,547.00 General Fund Project fund small projects Loan from Stormwater Projects 304,842.00 Fund 103-538-20-4663 30,000.00 StormWater Emergency Repairs 103-538-20-3102 14,808.00 StormWater Engineering Expense 401-531-00-1200 25,000.00 Utilities Admin Salary Expense 401-531-00-3128 2,497.00 Utilities Admin Professional Services 401-533-00-4663 4,240.00 Water Facilities Emergency Repairs Expense 401-533-00-6302 17,215.00 Water Facilities Capital Improvements Capital Improvements Major Water Line 401-533-10-6302 62,103.00 Water Field Operations Replacement and Upgrades 11 Page