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Home My WebLink AboutEarly Voting Polling Location Designation and Agreement COUNTY OF SUFFOLK Commissioners BOARD OF ELECTIONS JOHN ALBERTS ERIN MCTIERNAN PO BOX 700 �R YAPHANK NY 11980-0700 Deputy Commissioners QW ,� (631)852-4500 s� TTY(631)8524540 FAX(631)852-4590 GAIL M.LOLIS LA¢ BETTY MANZELLA February 17, 2026 Town of Southold RECEIVED PO Box 1179 Southold, NY 11971 FEB 2 6 20 Re: 2026 Early Voting Contract Southold Town Clerk Dear Sir/Madam: Enclosed please find a fully executed Early Voting Contract for the Southold Town Recreation Center for the 2026 election cycle. Sincerely, $u#ael¢ &"r# eaud 4 5&e� Suffolk County Board of Elections Enclosed: as stated cc BOARD OF ELECTIONS commissioners County of Suffolk JOHN ALBERTS � PO Box 700 ERIN MCTIERNAN Yaphank, NY 1 1980-0700 nepu A L M mOLIS ssioners ' Telephone (631) 852-4500 Fax (631) 852-4590 MAUREEN GETCHELL TTY (631) 852-4540 EARLY VOTING POLLING PLACE 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, NY 11958 within the 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, 2026 to December 31, 2026 with one option to renew for the year 2026 for the following election periods: January 1, 2027 to December 31, 2027. 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 i, 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 8:00 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. Early Voting Polling Place Agreement Page 2 The Polling Place shall be used for voting on the following dates in the year 2026: Primary Election Early Voting Date Polling hours Saturday June 13, 2026 10:0o am to 6:0o pm Sunday June 14, 2026 10:0o am to 6:0o pm Monday June 15, 2026 10:0o am to 6:0o pm Tuesday June 16, 2026 7:oo-am to 3:00 pm Wednesday June 17, 2026 7:00 am to 3:00 pm Thursday June 18, 2026 12:00 pm to 8:0o pm Friday June 19, 2026 12:00 pm to 8:0o pm Saturday June 20, 2026 moo am to 6:0o pm Sunday June 21, 2026 moo am to 6:0o pm General Election Early Voting Saturday October 24, 2026 moo am to 6:0o pm Sunday October 25, 2026 10:0o am to 6:0o pm Monday October 26, 2026 moo am to 6:0o pm Tuesday October 27, 2026 7:oo am to 3:00 pm Wednesday October 28, 2026 7:00 am to 3:00 pm Thursday October 29, 2026 12:00 pm to 8:0o pm Friday October 30, 2026 12:00 pm to 8:0o pm Saturday October 31, 2026 moo am to 6:0o pm Sunday November 1, 2026 moo am to 6:0o 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 (10) 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 1' Early Voting Polling Place Agreement Page 3 r 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, 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 SOUTHOLD 4AI NAME: AI -F' �SIUj Jr. TITLE:`j-p SL) Vl So c DATE: SUFFOLK COUNTY BOARD OF ELECTIONS O- hl 41� Z -ZA 2 JOHN AL RTS ERIN MCTIERNAN COMMISSIONER COMMISSIONER (631) 852-4570 (631) 852-4567 DATE: Zj 4�2� DATE: