Item Coversheet



BOCC AGENDA ITEM

Item Title:SOE Request re Use of County Facilities
Date:12/20/2017
Department:Supervisor of Elections
Background:

The County Manager's Office has received a letter from the Supervisor of Elections, Vicki Cannon, requesting use of County Facilities for early voting periods and election day for 2018. Ordinance No. 2014-23 automatically exempts government entities from paying rental fees, and typically the County Manager will email the custodian to notify them when the requestor is a government entity so they know they are exempt. However Ms. Cannon has asked the Board to confirm they are in agreement for her to use the following County Facilities for 2018 Early Voting Periods and Election Days as follows:

Callahan County Building and Hilliard Community Center:                             

Primary Election:August 13, 2018 at 8:00 A.M.-August 30, 2018 at 12:00 P.M.             

General Election:October 22, 2017 at 8:00 A.M.-November 8, 2018 at 12:00 P.M.

American Beach Community Center, Bryceville Community Center, and Yulee Sports Complex:

Primary Election:August 24, 2018 at 8:00 A.M.-August 30, 2018 at 12:00 P.M.

General Election:November 2, 2018 at 8:00 A.M.-November 8, 2018 at 12:00 P.M.

Additionally, Section 101.657, Florida Statutes, requires early voting in a Supervisor of Elections Office. The Commission Chambers is the only area in the building that is easily accessible to the public and can accommodate large numbers, therefore Ms. Cannon is requesting to utilize the Commission Chambers for the time periods listed below:

Primary Election: August 16, 2018 at 8:00 A.M.-August 29, 2018 at 12:00 P.M.

General Election: October 25, 2018 at 8:00 A.m.-November 7, 2018 at 12:00 P.M.

The use of the Commission Chambers would require the following meetings to be cancelled:

  • August 21, 2018-P&Z Meeting at 7:00 P.M.
  • August 23, 2018-Conditional Use & Variance Board Meeting at 7:00 P.M.
  • August 27, 2018-BOCC Meeting at 6:00 P.M.
  • October 25, 2018-Conditional Use a& Variance Board Meeting at 7:00 P.M.
  • November 6, 2018-P&Z Meeting at 7:00 P.M.
Request:
Approve the following: 1) Consider request from the Supervisor of Elections to utilize County Facilities for early voting days and election day in 2018; 2) Consider request to utilize the Commission Chambers on dates as specified, thus canceling and/or rescheduling all Board of County Commissioner meetings for that time period; and 3) Authorize the County Manager to notify the Chairman of the other Boards that they will need to cancel their meetings during the specified time period as well.
Financial/Economic Impact to Future Years Budgeting Process or Effect on Citizens:
N/A
Action Requested and Recommendation:
Approve the following: 1) Consider request from the Supervisor of Elections to utilize County Facilities for early voting days and election day in 2018; 2) Consider request to utilize the Commission Chambers on dates as specified, thus canceling and/or rescheduling all Board of County Commissioner meetings for that time period; and 3) Authorize the County Manager to notify the Chairman of the other Boards that they will need to cancel their meetings during the specified time period as well.
Is this action consistent with the Nassau County Comprehensive Land Use Plan?
NA
Funding Source:
N/A
Additional Information Needed for Contracts/Agreements (If Applicable)
Contract Number assigned by Contracts Management:
N/A
For non-governmental agencies, has the document been sent to the vendor for signature?
N/A
Does the document need to be recorded? If so, who will pay the recordation fee?
N/A
Are there any special mailing instructions? (Include contact name, address, deadline for submittal, how to mail such as express mail, FedEx, etc):
N/A
How many originals are needed?
N/A
ATTACHMENTS:
DescriptionUpload DateType
SOE Letter re Facility Use dtd 11-02-1711/6/2017Cover Memo