HomeMy WebLinkAboutEDB Precinct Lease Agreement 2023 EXECUTIVE SUMMARY
AGENDA ITEM:
Request for approval of the two-year Precinct Lease Agreement to allow the Supervisor of
Elections office to use the Clay County Utility Authority's Board Room as a polling place for
public elections.
Date: January 12, 2023
BACKGROUND:
Attached is a copy of the two-year Precinct Lease Agreement from the Supervisor of Elections
office we received requesting renewal of our lease for the year 2023,which is a non-election year,
and 2024 which is a Presidential election year. This agreement is the same and has not changed,
except for the dates. We have never had any problem working with the Supervisor of Elections
office in accommodating this need for space.
RECOMMENDATION:
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0 Staff respectfully requests permission for the Executive Director to sign the attached two-year
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co Precinct Lease Agreement.
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3 ATTACHMENTS:
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Supervisor of Elections Precinct Lease Agreement
//JDJ(Author)
//AB (Review)
//JDJ(Final)
PRECINCT LEASE AGREEMENT
THIS LEASE AGREEMENT made and entered into this day of , 20
between Clay County Utility Authority ("Lessor") and Chris H. Chambless, in his official
capacity as Clay County Supervisor of Elections ("Lessee").
IN CONSIDERATION OF the covenants contained in this lease agreement ("Lease") to
be performed by the parties, the parties agree:
1. The following definition applies herein:
"Election Day" means a day established for the election of public officials as well as
ballot measures.
2. Lessor does let, lease, and demise unto the Lessee for any regular or special called
election to be held in and for Clay County, Florida the following described premises
lying and being in Clay County, Florida:
Board Room #104
3. Lessor understands and agrees that the premises will be used on Election Days for a
polling location for the electorate of Clay County, Florida, Voting Precinct 112, for a
term effective January 1, 2023 through December 31, 2024.
4. Lessor shall complete the Precinct Information Sheet, attached hereto as Exhibit A, upon
periodic request from Lessee and agrees to notify Lessee during the term of the Lease of
any changes required to the information provided.
5. Lessee will notify Lessor of the dates of any election at least 90 days prior to the Election
Day, except in the event of special called elections, notice will be provided as soon as
reasonably possible prior to the Election Day.
6. Lessee will accept the condition of the premises in its present state unless otherwise noted
as follows:
7. If the premises are monitored by a security system, Lessor acknowledges and agrees that
on Election Days from 6:00 a.m. to 9:00 p.m. any security camera located in a polling
room will be covered such that the polling room is not being recorded during this time.
8. Lessor shall provide Lessee access to the premises between the hours of 6:00 a.m. and
9:00 p.m. on Election Days.
9. Lessee is responsible for providing at Lessee's expense any equipment needed for
Lessee's operations that is not available on the premises.
10. Lessor shall provide Lessee reasonable access to the premises prior to Election Days for
delivery of supplies or equipment and following Election Days to obtain supplies or
equipment, which access will be coordinated in advance between Lessor and Lessee.
11. Lessee shall cause the general liability insurance covering Clay County, a political
subdivision of the State of Florida, to be extended so as to cover all liability for
negligence attributable to Lessee arising out of the use and occupancy of the premises
under this Agreement.
12. All election laws in regards to political advertisement and solicitation are to be adhered to
and will be strictly enforced.
13. Lessee will provide a poll deputy, sworn in by the Clay County Sheriff, to maintain order
at the precinct when open for voting on Election Days, at no expense to Lessor.
14. Any notices or communications required under this Lease shall be with the following:
For the Lessee: For the Lessor:
Name: Holly DePaul Clay County Utility Authority
Election Services Manager 3176 Old Jennings Road
Clay County Supervisor of Elections Middleburg, FL 32068
Address: 500 N. Orange Ave. 904-272-5999
Green Cove Springs, FL 32043
Phone #: 904-269-6350
Email: holly.depaul@clayelections.gov
IN WITNESS WHEREOF, each of the parties has caused this Lease to have been executed on
Rs behalf as of the day and year first above-written.
Lessee Lessor
Chris H. Chambless Print name:
Supervisor of Elections Authorized Agent of:
Clay County, Florida