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HomeMy WebLinkAboutpolling_agreement_cocccc_20220510 4 AGREEMENT FOR USE AS A POLLING PLACE This agreement is entered into this 10th day of May, 2022, by and between Lori Scott . in her official capacity as Supervisor of Elections for the Office of the Supervisor of Elections, Brevard County, Florida, hereafter referred to as (the "Supervisor"), and City of Cape Canaveral Community Center hereafter referred to as("Owner/Manager/Organization"). WHEREAS the Supervisor desires to obtain the use of the premises and facilities known as Precinct(s) 204/220/225/226, City of Cape Canaveral Community Center, located at 7920 Orange Avenue, Cape Canaveral, FL 32920,(the"premises")for use as a polling place for elections in calendar year 2022; and WHEREAS Owner/Manager/Organization is agreeable to allowing the premises to be used as a polling place under the terms and conditions set forth below. ACCORDINGLY,the parties agree as follows: 1. OWNER/MANAGER/ORGANIZATION CONTACT:The Supervisor must ensure we have the correct contact information for your facility for access to the polling place. The Supervisor requires a minimum of two contacts and two phone numbers per contact for each polling location. Pre-election day contact person(needed to coordinate election equipment and supply requirements): Mojh Thomas Director of Parks,Recreation+Community Affairs Name Title 321-868-1220 x220 Daytime phone 321-503-5235 After hours phone(where the person can be reached at 5:30 a.m.on Election Day) Election Day contact(if different from above)or secondary contact: Byron Prevost Deputy Director of Parks,Recreation+Community Affairs Name Title (321)783-6197 Daytime phone (321)307-0042 After hours phone(where the person can be reached at 5:30 a.m.on Election Day) Additional contact person(if applicable): Name Title Daytime phone After hours phone(where the person can be reached at 5:30 a.m.on Election Day) 2. SUPERVISOR OF ELECTIONS CONTACT: Owner/Manager/Organization certifies the individuals listed above are responsible for the following activities, and agrees to provide Donna Griffin, Precincts & Procedures Manager at 321-428-4968 or by email to Dgrifn@VoteBrevard.gov with updates to this information as needed: • Access to the facility for delivery and pickup of election equipment and supplies before/after each election. • Access to the facility for pre-election set up and equipment testing on the Monday before each election. • Access to the facility no later than 5:30 a.m.on Election Day(unless a key is provided beforehand). • Securing the facility after the election workers have departed(unless a key is provided beforehand). 3. POLLING PLACE AREAS(Polling Place Layout attached):Owner/Manager/Organization agrees to allow the following described area(s), including available parking areas and directly connecting passageways,to be used as a polling place on the dates listed below: Polling Room(if applicable):. Gy_m Date: Tuesday,August 23,2022 Primary Election Tuesday, November 8,2022 General Election Additional facility needs:(check if available) Restroom Facilities x Available 0 Not Available Kitchen or Break Area with Running Water 0 Available x Not Available Adequate Lighting x Available 0 Not Available Heat/Air Conditioning x Available 0 Not Available 4. PREMISES AVAILABILITY:The premises must be open and available to the Supervisor on Election Day no later than 5:30 a.m.and until the election workers have completed all closing procedures and departed the facility. Florida law prohibits access to the polling room by anyone other than the Poll Workers or voters on Election Day. Access by anyone other than the Poll Workers or voters will be denied. If the polling location is located inside a gated community, Owner/Manager/Organization agrees to open the gate(s)no later than 5:30 a.m.on election morning until the election workers have completed all closing procedures and departed the facility. Gate(s)shall be open for full access to the public during voting hours. Gate Attendant must not ID voting patrons. Voting hours at the premises are 7:00 a.m.to 7:00 p.m. Every voter in line by 7:00 p.m.is eligible to vote. PLEASE NOTE: Voting hours may be extended due to Court or Executive Order.If extended, all election workers are required to stay until the final closing. x Owner/Manager/Organization will be present to open and close the facility. PLEASE NOTE: If your facility fails to open the doors at 5:30 a.m.,a locksmith will be dispatched and your facility will be billed for any charges incurred. Staff Member Name:Bron Prevost Cell Phone:(321)783-6197 ❑ Owner/Manager/Organization will provide a key and security code(if applicable)to the Precinct Clerk upon request. ❑ Other arrangement: 5. POLLING PLACE EQUIPMENT:Owner/Manager/Organization agrees to provide the following equipment: Tables and Chairs for use in the polling room x Available 0 Not Available Tables: 8 Chairs: 16 A minimum of three electrical outlets in the polling room. Outlets shall be in good working condition. x Available 0 Not Available 6. ELECT/ON EQUIPMENT AND SUPPLY DELIVERY: Owner/Manager/Organization will permit Supervisor of Elections badged representatives to gain access to the premises,in addition to Election Day,for purposes of delivering and storage of election equipment and supplies. Deliverof election equipment and supplies must be accepted prior to the Monday before each election. The Supervisor of Elections badged representative will contact Owner/Manager/Organization directly to arrange access to the premises,with regard to a convenient time for delivery of election equipment and supplies.Delivery of election equipment and supplies shall be by mutual agreement between the Supervisor and the Owner/Manager/Organization. The following dates have been established for equipment and supply delivery: • Primary Election-Monday,August 15 through Friday,August 19,2022 • General Election-Monday,October 31 through Friday,November 4,2022 Equipment should be delivered to(specify storage area): East vestibule beneath stairs Days/Hours facility is open for equipment delivery: Monday—Friday 8:00 a.m.to 8:00 P.m, 2 Polling Place Agreement 2022-Brevard County b. The following utility companies provide service to this facility: Electricity FPL Water Cocoa _ Phone FL Highspeed_ 11. INDEMNITY: The Supervisor, to the extent permitted by law, shall indemnify and hold harmless Owner/Manager/Organization and its officers, agents, and employees from and against all claims, changes,losses,and expenses, including attorney's fees arising out of or resulting from any actions or omissions taken under this arrangement,where such claim,damage, loss,or expense is caused, solely by the act or omission of the Supervisor, or anyone directly or indirectly employed by the Supervisor. In sovereign immunity to which it may be entitled under Section 768.26,Florida Statutes or otherwise provided by law and that the indemnification provided herein,inclusive of attorney's fees, is limited to the extent specifically enumerated in Section 768.28, F.S. The parties acknowledge that specific consideration has been exchanged for this provision. 12. ADDITIONAL CONDITIONS: Owner/Manager/Organization and the Supervisor agree to the following additional conditions(if any): a. Smoking restrictions: No smoking in the facility b. Access to upstairs will be prohibited during election hours 13. NOTIFICATION OF CHANGES: Owner/Manager/Organization acknowledges that written notice of any requested change to the terms of this agreement must be received by the Supervisor no later than 60 days prior to any election to ensure any resulting change may be accomplished within the requirements of Florida law. The party authorized to execute this agreement on behalf of City of Cape Canaveral Community Center is: Name Molly Thomas Title PRCA Director Phone(321)868-1220x220 E-mail m.thomast-bcityofcapecanaveral.org All correspondence related to the execution of the terms of this agreement should be addressed to: Name Molly Thomas Title PRCA Director L321)868-1220x220_ E-mail m.thomas( cityofca.ecanaveral.orq Mailing Address: PO Box 326 Cape Canaveral, Florida 32920 IN WITNESS WHEREOF,the undersigned have executed this Agreement as of the day and year first written above. BY THE SUPERVISOR: Signature: cx..i ' Date: 5/10/22 C.Q Lori Scott, revard County Supervisor of Elections BY OWNER/MANAGER/ORGANIZATION: Signature: —„ ..____.___'-(,__A_'' , .._� A_, —..— Date: 07/07/2022 Molly Thomas '� PRCA Director Print Name Print Title WITNESS: 1.''4' . C , , --cy A. 1 A;L. I Signafiir� Print Name 4 Polling Place Agreement 2022-Brevard County 7. ELECTION EQUIPMENT SETUP: Access to the facility is required on the Monday before each election, for the purpose of setting up and testing election equipment. Owner/Manager/ Organization will permit Supervisor of Elections badged representatives to gain access to the premises on this date, in addition to Election Day, for purposes of setting up and testing election equipment and supplies. The Precinct Clerk will contact Owner/Manager/Organization directly to arrange access to the premises,with regard to a convenient time to set up election equipment and supplies. B. ELECTION EQUIPMENT AND SUPPLY REMOVAL: Access to the facility is required following each election for the purpose of removing election equipment and supplies. Owner/Manager/ Organization will permit Supervisor of Elections badged representatives to gain access to the premises, in addition to the above-mentioned dates and times, for purposes of removing election equipment and supplies. The Supervisor of Elections badged representative will contact Owner/Manager/Organization directly to arrange access to the premises, with regard to a convenient time for the removal of election equipment and supplies. Removal of election equipment and supplies shall be by mutual agreement between the Supervisor and the Owner/Manager/Organization. Days/Hours facility is open for equipment removal: Monday—Friday 8:00 a.m.to 8:00 p.m. 9. POLLING PLACE POLICIES(Section 102.031 and 150'Solicitation Map attached): a. Owner/Manager/Organization agrees to notify their staff and other interested parties that access to the polling room on Election Day,except for voters eligible to vote in that precinct,is prohibited. No one may enter or pass through the room for any reason except for the purposes of voting. [F.S. 102.031(3)(a)] b. Owner/Manager/Organization acknowledges that no other events shall be planned that will affect or limit the amount of available parking for voters. c. Owner/Manager/Organization acknowledges that Florida law does not allow for photography or video in a polling room(other than a voter's ballot selfie). [F.S. 102.031(5)] Are there security cameras located within the polling room? x Yes 0 No If yes, Owner/Manager/Organization consents to disabling audio/video and the Supervisor of Elections to physically place covers over the security camera(s) on Election Day, no later than 5:30 a.m.and until all election procedures have been completed and Poll Workers have departed the facility. Please indicate the number of security cameras within the polling room: 5 d. Owner/Manager/Organization acknowledges that solicitation for campaigns, candidates, and issues,including placement of temporary signs,may occur on the referenced property in the area outside 150'from the entrance to the polling place during polling hours. e. Owner/Manager/Organization acknowledges that the polling place is to be used exclusively for the purpose of election activities.The distribution or placement of printed material of any kind,or items such as food or beverages,is not permitted on Election Day within the 150'radius from the polling place entrance. f. Owner/Manager/Organization acknowledges that smoking is prohibited in the polling/designated area and any other indoor area of access to the polling room. g. Owner/Manager/Organization acknowledges that the parking lot or parking area at the premises shall be clear of any obstruction that could impede voter access on Election Day. h. Owner/Manager/Organization agrees that all indoor, outdoor, and parking area lights are operational and in good working condition on Election Day. i. Owner/Manager/Organization shall provide the premises to the Supervisor in a clean and usable condition. The Supervisor shall return the premises to Owner/Manager/Organization in the same condition. 10. EMERGENCY PLAN:In the event your facility becomes damaged and not accessible for voting due to an emergency or natural disaster, Owner/Manager/Organization will immediately advise Donna Griffin, Precincts & Procedures Manager at 321-428-4968 or by email at Dgriffin@VoteBrevard.gov. Owner/Manager/Organization certifies that: a. The following person has authority to make decisions on behalf of the facility: Name Molly Thomas Phone(321)868-1220x220 Alternate Phone(321) 503-5235 3 Polling Place Agreement 2022-Brevard County