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Home My WebLink About7-8-15 Election Transmittal-Report to CouncilMm SEBASTIAN HOME CITY COUNCIL AGENDA TRANSMITTAL FORM CITY CLERK REQUES1,0.,,__ Council Meeting Date: July 8, 2015 Agenda Item Title: 2015 General Election Update Report Recommendation: Report by City Clerk on 2015 General Election — Dates, Qualifying Procedures, Political Sign Posting, Canvassing, Terms, Voting Information Contact, Early Voting Background: Since we no longer call our election by proclamation and resolution, election notification is provided by two newspaper legal ads which will run on July 24th and August 7th as required by Florida Statutes, courtesy notices on our lobby board, website and CH 25, 1 believe it to be beneficial to make a report for Council and the general public on important information and dates in the General Election process. Date of Election and Seats to Be Filled: Tuesday, November 3, 2015 for three City Council Seats with Two Year Terms. Elections are non-partisan and voting is at -large. Official Candidate Qualifying Period: City Clerk, Sally Maio is the City qualifying officer. The official qualifying period is Thursday, August 20, 2015 through Friday, September 4, 2015. Individuals can pre -qualify at any time. No person shall be eligible to hold the office of council member unless he or she is a qualified elector in the city and actually continually resided in the city for a period of one (1) year immediately preceding the final date for qualification as a candidate for said office. Candidate Handbook: A Candidate Handbook is available in the Sebastian City Clerk's Office M -F 8am to 4:30 pm. It can also be downloaded from the City of Sebastian website www.cityofsebastian.org link to Departments and Divisions—City Clerk—Election page or call 388-8214. Individuals considering running for office are encouraged to come in to Cituy Hall and visit the City Clerk for further information. Posting of Political Signs: Posting of political signs in Sebastian is regulated by the Land Development Code and allows individuals to post signs no earlier than 75 days prior to an election. For City Council candidates and PACs the first day to post is August 20, 2015. Canvassing and Certification of Results: In accordance with the City Charter, because this is an odd year and there are no County, State and Federal issues on the ballot, the City of Sebastian Canvassing Board will canvass our City election. Per the City Charter, the City Clerk is the Canvassing Chair, the City Attorney is a member, and this year, I am appointing the Deputy City Clerk as the third member. City Canvassing Board meetings take place at the Indian River County Supervisor of Elections Office. (Canvassing schedule attached) When Council Terms Begin: "The terms of newly elected council members shall commence when they are sworn in immediately prior to the first regularly scheduled city council meeting held following certification of the election results." Because our Charter states that we swear in at the first regular City Council meeting following receipt of certification of results and Florida Statutes has extended the time for certification of results, the City Council earlier this year on January 14, 2015, rescheduled the 2015 November Council meetings to only November 18th. Newly elected officials will be sworn in immediately preceding the regular meeting and take office at that time. Mayor and Vice Mayor will be elected by the full Council following the seating of the new members. Voter registration and voting questions: All voter registration and voting administration for our elections is handled by the Indian River County Supervisor of Elections by contract with the City of Sebastian, which was approved on January 14, 2015 by City Council. For voting information contact: Indian River County Supervisor of Elections 4375 43rd Avenue Vero Beach, FL 32967 Hours: Monday -Friday; 8:30am-5:00pm Office Number- (772) 226-3440 Fax Number.- (772) 770-5367 Email. Info aevoteindianriver. com or visit www voteindiandver com. Sebastian Voting precincts: Sebastian's precincts are as follows: Precinct 7 Sebastian Catholic Church, Precinct 8 American Legion Hall Post 1989, Precinct 9 Sebastian Elks Lodge, and Precinct 10 Sebastian Christian Church Day Drive. Locations are set by the Supervisor of Elections and are subject to change. No Early Voting in 2015: Early voting is only required for County, State and Federal elections and since there are none being conducted this year, there is no early voting. The next time early voting will occur is in 2016 for the Presidential Preference Primary in March, Primary in August, and General Election in November. If Agenda Item Requires Expenditure of Funds: Total Cost: FY 2016 Budget Submitted $35,000 ($2 per registered voter per contract with SOE) Attachments: Election and Canvassing Schedules City Manager Authorization: Date: 7////3--- 2015 ELECTION CALENDAR January 12, 2015 M12 Report covering 12/1/14 through 12/31/14 (Pre -qualifiers) due actually due on 1/10/15 but falls on weekend February 10, 2015 M1 Report covering 111/15 through 1/31/15 (Pre -qualifiers) due 2110/15 March 10, 2015 M2 Report covering 211/15 through 2128/15 (Pre -qualifiers) due 3/10/15 April 10, 2015 M3 Report covering 3/1/15 through 411/15 (Pre -qualifiers) due 4/10/15 May 11, 2015 - M4 Report covering 4/1/15 through 4/30115 (Pre -qualifiers) due actually due on 5110114 August 10, 2015 but falls on weekend June 10, 2015 M5 Report covering 511115 through 5131/15 (Pre -qualifiers) due 6/10115 July 10, 2015 M6 Report covering 6/1115 through 6/30115 (Pre -qualifiers) due 7110115 July 24, 2015 1st General Election Advertisement (FS 100.021) August 7, 2015 2nd General Election Advertisement (FS 100.021) August 10, 2015 M7 Report covering 7/1115 through 7131115 (Pre -qualifiers) due 8110/15 August 20, 2015 1 st Day to Officially Qualify for Office (Ch 4.02) (75 days prior to election) 1 st Day Political Signs can be posted in accordance with City LDC (75 days prior to election) September 4, 2015 Last Day to Officially Qualify for Office (Charter 4.02) (60 days prior to election) September 10, 2015 M8 Report covering 811115 through 8130/15 due 9110/15 October 9, 2015 G 1 Report covering 10/1 /15 through 10/2/15 due (25th day prior to election) October 12, 2015 M9 Report covering 911/15 through 9130115 due 10/12/15 due actually due on 10/10/15 but falls on weekend October 23, 2015 G2 Report covering 10/3115 through 10/16/15 due (I I"' day prior to election) October 30, 2015 G3 Report covering 10/17/15 through 10/29/15 due (contributions to be taken only up to midnight on 10129/15 — FS 106.08) (4!ft day prior to election) November 3, 2015 ELECTION DAY (Charter 2.03) November 18, 2015 Regular City Council Meeting — Swearing In of Newly Elected Officials If Results Have Been Certified by City Canvassing Board — Election of Mayor and Vice Mayor December 10, 2015 M11 Report covering 11/1/15 through 11/30/15 (pre -qualifiers for 2016) January 11, 2016 M12 Report covering 1211115 through 12/31/15 (pre -qualifiers for 2016) due actually due on 1110116 but falls on weekend February 1, 2016 TR Report Covering 10/30/15 through Close of Account - Surplus Funds Must Have Been Disposed/Final Report (106. 141) 2015 GENERAL ELECTION CAMPAIGN REPORTING PERIODS AND DUE DATES FOR CANDIDATES Any individual may pre -qualify for the election by filing the DS-DE9 form with the City Clerk at any time. Pre -qualifying then allows you to take contributions and expend funds, but it also requires that campaign reports be fled beginning with the reporting period in which you pre -qualified and continue on a monthly basis until the general election reports (G1, G2, G3) start. If you choose to wait until the official qualifying period (75 to 60 days prior to the election as set out In the City Charter) August 20, 2015 through September 4, 2015, and complete qualifying between August 20-31, you will file the M8, M9, G1, G2, G3, and TR 3 reports. If you choose to wait until the official qualifying period (75 to 60 days prior to the election as set out in the City Charter) August 20, 2015 through September 4, 2015, and complete qualifying between September 1-5, you will file the M9, G1, G2, G3, and TR 3 reports. These dates are in accordance with new Florida law regarding campaign reports (106.07) and based on an opinion from the Florida Division of Elections Director for municipalities. Re ort ,Code Reoartin Period _101000 M12 December 1 through December 31, 2014 Janua 12, 2015 M1 January 1 through January 31, 2015 February 10, 2015 M2 February 1 through February 28, 2015 March 10, 2015 M3 March 1 through March 31, 2015 A riI 10, 2015 M4 April 1 through April 30 2015 May 11, 2015 M5 May 1 through May 31, 2015 June 10, 2015 M6 June 1 through June 30, 2015 July 10, 2015 M7 July 1 through July 31, 2015 August 10, 2015 City Off. ficial quai(fying period. - Au . , ust 20�,throu$enba4 20 5: M8 August 1 through August 31, 2015 September 10, 2015 M9 September 1 through September 30, 2015 October 12, 2015 G1 October 1 through October 2, 2015 October 9, 2015 251' day prior to general election G2 October 3 through October 16, 2015 October 23, 2015 11 `" day prior to general election G3 October 17 through October 29, 2015 No Further Contributions for Candidates after midnight October 29, 2015 October 30, 2015 0 day prior to general election TR Disbursement of Funds October 30 to Close-out of Campaign Account February 1, 2016 Leslie R. Swan Supervisor of Elections Indian River County CANVASSING BOARD DATES MUNICIPAL GENERAL ELECTIONS November 3, 2015 City of Fellsmere, City of Sebastian, City of Vero Beach DATE TIME LOCATION MEETING 10/28/15 2:45 p.m. SOE Office Canvassing Board Orientation 10/28/15 3:00 P.M. SOE Office Public test of the voting equipment & tabulation equipment 10/30/15 9:00 a.m. SOE Office Canvassing of Absentee Ballots 11/03/15 4:00 p.m. SOE Office Continue Canvassing Absentee Ballots, Dinner (optional), 1st Unofficial Results Reporting. If all Provisional Ballots for the municipality are canvassed on Election Night, then Official Results can be certified and Race/Precinct for Post Election Audit selected. 11/05/15 5:00 p.m. SOE Office (If election is not certified on Election Night) Canvassing of Provisional Ballots, Certification of the Election, & Selection of Race/Precinct for the Post Election Manual Audit 11/09/15 9:00 a.m. SOE Office Manual Audit for the Cities of Fellsmere &Vero Beach 11/09/15 10:00 a.m. I SOE Office IManual Audit for the City of Sebastian �i ct • Vero Beach ,FL 32967 Office: (772) 226-3440 Fax: (772) 770-5367" 70 5367