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Kay Clem Supervisor of Elections Indian River Connor. Florida TO: Honorable Ruth Stanbridge Chairman, Indian River County Commission FROM: Kay Clerryt RE: Relocation of SOE Office DATE April 17, 2002 It is important for you as commissioners to weigh all the costs associated with the upcoming move of the elections office. There are some areas that have not been addressed that I believe you should consider as we move to a final decision regarding the move Our existing furniture, which for the most part I purchased from a bus company which was going out of business and a hospital surplus sale, will be used in the new building. We will be increasing our square footage in office space by over 3,000 sq. ft. (excluding increased warehouse space). We will obviously need additional furnishings for the increased space and additional shelving in the warehouse.. We need additional desks, counterspace, shelving and a few chairs. We also need fire proof file cabinets (in lieu of a vault) for the increased storage space required for larger absentee ballots. We have been working with Dave Tilton of Office Products and Services to come up with a definitive total of the costs which we believe will be in the neighborhood of $36,000. It is my understanding we may be able to tie onto a bid being used by St. Lucie County to relocate their Supervisor of Elections Office. I will have final figures for you prior to Tuesday's board meeting. We are also working on determining the costs associated with providing the state mandated security for the elections office. We will have an estimate prior to Tuesday's meeting. I am unaware of the costs which will be associated with the actual moving of our equipment and wiring charges. I assume that our county employees will facilitate the moving of the furniture and equipment but await your guidance as to whether we need to determine what a moving company would charge for that service. Further, I do not know if the modular building is furnished with carpeting, linoleum, etc. This project has thankfully been spread into many hands because of the time constraints of my hectic election year/new equipment/reapportionment schedule. I wanted to make sure you are made aware of all costs and to make certain that all aspects of the move are being covered by the various employees charged with coordinating the budgeting of this move. I thank you for your consideration and understanding of the extraordinary budgetary requirements the elections office has incurred as a result of the Presidential Election of 2000. April 23, 2002 64 0