HomeMy WebLinkAboutEarly Voting COUNTY OF SUFFOLK Commissioners
BOARD OF ELECTIONS JOHN ALBERTS
PO BOX 700 ERIN MCTIERNAN
YAPHANK NY 11980-0700
r (631)852-4500 Deputy Commissioners
�q e TTY(631)852-4540 FAX(631)852-4590 GAIL M.LOLIS
Nq`NPR MAUREEN E.GETCHELL
September 22,2025
Town of Southold
Po Box 1179 RECEIVED
Southold, NY 11971
SEP 2 5 2025
Re: 2025-2026 Polling Place Contract
Dear Sir/Madam: Southold Town Clerk
Enclosed please find a fully executed Early Voting Contract for Southold
Town Recreation Center for the 2025 election cycle.
Sincerely,
sgdoEl¢ S'oand°� Ge'�eetia
Suffolk County Board of Elections
Enclosed: as stated
BOARD OF ELECTIONS commissionetrs
-� County of Suffolk BEOTTHN N ALBERTS
MANZELLA
4 PO Box 700
a Yaphank, NY 1 1980-0700 DepuAI M.rLOLIS issloHers
Telephone (631) 852-4500 Fax (631) 852-4590 ERiN MCTIERNAN
TTY (631) 852-4540
EARLY VOTING POLLING PIACE AGREEMENT
This Agreement,between Town of Southold,(the"Owner"),and the Suffolk
County Board of Elections,(the"SCBOE"),is for the use of a certain premise(s)to
be used by SCBOE as an Early Voting polling place for Special,Primary and General
elections,located at
Southold Town Recreation Center,970 Peconic Lane,Peconic, New York, 11958
within the REAR HALL (the"Polling Place"),Town of Southold,State of New
York.
The Polling Place shall be reserved for use solely and exclusively for the purpose of
voting and shall be configured in accordance with a SCBOE diagram(the"Diagram")
showing the placement of voting machines and other apparatus.Owner shall provide
reasonable health and welfare accommodations,including bathroom facilities,to
SCBOE Inspectors. In addition,Owner agrees to provide sufficient,convenient and
accessible parking spots in compliance with the Americans with Disabilities Act,
including,but not limited to one van accessible space for the voting public.
TERM OF AGREEMENT: Election period covering January 1, 2025 to December 31,
2025 with one option to renew for the year 2026 for the following election periods:.
January 1,2026 to December 31,2026.
In the event such option is exercised by SCBOE,SCBOE shall send written notice to
Owner no later than April 1,2026.The written notice shall include the specific election
periods including the dates and times the Polling Place will be used for voting purposes.
In the event a Special Election is scheduled prior to April 1, 2026,SCBOE shall provide
written notice that the option is being exercised as soon as is practicable following the
scheduling of the Special Election and shall provide notice of the dates the Polling Place
will be utilized for early voting purposes.
Owner agrees to assign a custodian who shall ensure the Polling Place is open for the
delivery of equipment on the Friday immediately preceding the commencement of early
voting,is open on Saturday,the first day of early voting at 8:oo A.M.,and on Monday
immediately following the end of early voting.,The custodian shall also be available to
the Board and/or County personnel on all dates covered by this Agreement.The Polling
Place shall be accessible to SCBOE staff on a 24-hour basis for each day that voting will
occur.
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The Polling Place shall be used for voting on the following dates in the year 2025:
Primary Election Early Voting
Date Pollinghours
ours
Saturday June 14, 2025 moo am to 6:oo pm
Sunday June 15, 2025 moo am to 6:oo pm
Monday June 16,2025 io:oo am to 6:oo pm
Tuesday June 17, 2025 7:00 am to 3:00 pm
Wednesday June 18,2025 7:00 am to 3:00 pm
Thursday June 19,2025 12:00 pm to 8:oo pm
Friday June 20,2025 12:00 pm to 8:00 pm
Saturday June 21,2025 1o:oo am to 6:oo pm
Sunday June 22,2025 1o:oo am to 6:oo pm
General Election Early Voting
Saturday October 25,2025 1o:oo am to 6:oo pm
Sunday October 26,2025 1o:oo am to 6:oo pm
Monday October 27,2025 1o:oo am to 6:oo pm
Tuesday October 28,2025 Too am to 3:00 pm
Wednesday October 29,2025 7:oo am to 3:00 pm
Thursday October 30, 2025 12:oo pm to 8:oo pm
Friday October 31,2025 12:00 pm to 8:00 pm
Saturday November 1,2025 1o:oo am to 6:oo pm
Sunday November 2,2025 1o:oo am to 6:oo pm
COMPENSATION: The SCBOE agrees to pay Owner,for each election period that the
Polling Place is utilized, a fee of Two Hundred Fifty dollars($250.00)per day for a total
of ten(1o)days,to cover incidental and or actual costs incurred by Owner by reason of
SCBOE's use of the facility including,but not limited to,custodial costs("Incidental
Costs").Delivery and pick-up days are deemed half(1/2)days.Owner agrees not to
incur costs in excess of Incidental Costs without the prior written approval of SCBOE.
In the event,Owner's actual costs incurred by reason of use of the Premises exceeds the
Incidental Costs due herein,the parties may amend this agreement by letter to permit
for the payment of such additional costs upon submission of documentation in support
thereof to the satisfaction of the SCBOE.
If during any election,unforeseen circumstances arise that may impact costs incurred,
Owner shall notify the SCBOE immediately.
Payment shall be made within a reasonable time following each election.
INSURANCE: It is understood that the County of Suffolk is self-insured. SCBOE shall
provide to Owner,a Certificate of Insurance from the County of Suffolk for use of the
premises with limits of liability in the amount of$1,000,000 per occurrence combined
single limit.
The SCBOE shall protect,indemnify,and hold harmless Owner,its agents,servants,
officials, and employees from and against all liabilities,fines,penalties,actions,
damages,claims,demands,judgments,losses,suits or actions,costs,and expenses,
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including any copyright infringement,caused by the negligence or any acts or
omissionsof the SCBOE,including reimbursement of the cost of reasonable attorneys'
fees incurred by the Owner,its agents,servants,officials,and employees in any action or
proceeding arising out of or in connection with Contract.
The Owner shall protect,indemnify, and hold harmless the SCBOE,its agents,servants,
officials,and employees from and against all liabilities,fines,penalties;actions,
damages, claims,demands,judgments,losses, suits or actions,costs,and expenses,
including any copyright infringement,caused by the negligence or any acts or omissions
of the Owner,including but not limited to modifying the placement of voting machines
and other apparatus as depicted in the Diagram without prior written consent of SCBOE
including reimbursement of the cost of reasonable attorneys'fees incurred by the
SCBOE, its agents,servants,officials,and employees in any action or proceeding arising
out of or in connection with Contract.
In witness whereof,the parties hereto have executed the Agreement as of
the latest date written below.
OWNER.:TOWN OF SOUT)HiOLD
NAME:
TITLE: 1 S()WA
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DATE:
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ARID OF ELECTIONS
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0 (631)852-4 67
DATE: DATE:
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