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R-08-02-14-9C2 - 2/14/2008 RESOLUTION NO. R-08-02-14-9C2 WHEREAS, the City of Round Rock is contracting with Williamson County to conduct and provide election services on May 10, 2008; and WHEREAS, other political subdivisions within the County have contracted or are contracting with Williamson County to conduct and provide election services on May 10, 2008; and WHEREAS, pursuant to Section 271 . 002, Texas Election Code, political subdivisions of the State of Texas are authorized to hold elections jointly in voting precincts that can be served by common polling places if elections are ordered by the authorities of two or more political subdivisions to be held on the same day in all or part of the same territory; and WHEREAS, the City of Round Rock wishes to enter into a Joint Election Agreement for the purpose of sharing election equipment, election officials, and sharing precinct polling locations, and election ballots where appropriate; and WHEREAS, the City Council desires to enter into a Joint Election Agreement with the Williamson County Participating Entities, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City, a Joint Election Agreement with the Williamson County Participating Entities, a copy of said agreement being attached hereto as Exhibit "A" and incorporated herein for all purposes . The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to O:\wdox\RESOLUTI\R80214C2.WPD/rmc the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 14th day of February, 2 0 NY WE Mayor ATTEST: ( City of R and Rock, Texas SARA L. WHITE, City Secretary 2 (,:EXHIBIT "All JOINT ELECTION AGREEMENT (WILLIAMSON COUNTY PARTICIPATING ENTITIES) WHEREAS, the undersigned political subdivisions, collectively referred to hereinafter as the "Participating Entities", will each hold an election on 10 May 2008; and WHEREAS, each of the Participating Entities (i) is located partially or entirely within Williamson County, Texas (the "County"), and (ii) shares an election precinct with at least one other Participating Entity; and WHEREAS, the County has contracted or is contracting with each Participating Entity to conduct and provide election services for such Participating Entity's 10 May 2008 election; and WHEREAS, the Participating Entities all desire to enter into a joint election agreement for the purpose of sharing election equipment, election officials, and sharing precinct polling locations, and election ballots where appropriate; and WHEREAS, the Participating Entities desire to define and establish some specific details of this agreement, if applicable, and attach those details hereto in ATTACHMENT A. NOW, THEREFORE, the Participating Entities agree as follows: I. Scope of Joint Election Agreement The Participating Entities enter this Joint Election Agreement ("Agreement") for the conduct of the elections to be held on 10 May 2008. II. Appoint Election Officer The Participating Entities appoint Rick Barron, Williamson County Elections Administrator, to serve as the Election Officer for each Participating Entity in order to perform and supervise the duties and responsibilities of the Election Officer for the 10 May 2008, election. III. Early Voting and Election Day Election-day voting shall be held in common precincts where appropriate at the dates, times, and locations recommended by the Election Officer and authorized and ordered by the governing body of each Participating Entity. IV. Miscellaneous Provisions 1. This Agreement becomes effective upon execution by all Participating Entities. The obligations of the Agreement will continue as to each Participating Entity until each Participating Entity has made full payment of its share of election costs under this Agreement and other agreements related to 10 May 2008, election. 2. Notice under this Agreement must be in writing and may be affected by personal delivery or by certified mail to the Participating Entities at the addresses set forth on the signature pages hereto. 3. This Agreement may not be amended or modified except in writing executed by each Participating Entity. 4. The obligations under this Agreement are performable in Williamson County, Texas. 5. Venue for any dispute arising under this Agreement shall be in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws of the State of Texas and the United States of America. 6. If any provision of this Agreement is found to be invalid, illegal or unenforceable by a court of competent jurisdiction, such invalidity, illegality or unenforceability shall not affect the remaining provisions of this Agreement; and the Participating Entities shall perform their obligations under this Agreement as expressed in the terms and provisions of this Agreement. IN WITNESS WHEREOF, this Agreement is executed on the dates set forth below to be effective the day of 2008. WILLIAMSON COUNTY, TEXAS By: Name: Title: Date: COUNTERPART SIGNATURE JOINT ELECTION AGREEMENT (WILLIAMSON COUNTY ENTITIES) By: Name: Title: Date: DATE: February 7, 2008 SUBJECT: City Council Meeting - February 14, 2008 ITEM: 9C2. Consider a resolution authorizing the Mayor to execute a Joint Election Agreement with the Williamson County Participating Entities for the May 10, 2008 Election. Department: Administration Staff Person: Sara White, City Secretary Justification: Williamson County has contracted or is contracting with other entities to conduct and provide election services. This agreement is to share the election equipment, election officials, precinct polling locations and election ballots, where appropriate, with other entities for the May 10, 2008 City Election. Funding: Cost: Cost included in the Election Services Contract Source of funds: Operating Budget Outside Resources: N/A Background Information: Sharing all aspects of an election reduces the cost of the election and prevents voters from having to go to various locations to vote. Public Comment: N/A EXECUTED DOCUMENT FOLLOWS JOINT ELECTION AGREEMENT (WILLIAMSON COUNTY PARTICIPATING ENTITIES) WHEREAS, the undersigned political subdivisions, collectively referred to hereinafter as the Participating Entities", will each hold an election on 10 May 2008; and WHEREAS, each of the Participating Entities (i) is located partially or entirely within Williamson County, Texas (the "County"), and (ii) shares an election precinct with at least one other Participating Entity; and WHEREAS, the County has contracted or is contracting with each Participating Entity to conduct and provide election services for such Participating Entity's 10 May 2008 election; and WHEREAS, the Participating Entities all desire to enter into a joint election agreement for the purpose of sharing election equipment, election officials, and sharing precinct polling locations, and election ballots where appropriate; and WHEREAS, the Participating Entities desire to define and establish some specific details of this agreement, if applicable, and attach those details hereto in ATTACHMENT A. NOW, THEREFORE, the Participating Entities agree as follows: I. Scope of Joint Election Agreement The Participating Entities enter this Joint Election Agreement ("Agreement") for the conduct of the elections to be held on 10 May 2008. II. Appoint Election Officer The Participating Entities appoint Rick Barron, Williamson County Elections Administrator, to serve as the Election Officer for each Participating Entity in order to perform and supervise the duties and responsibilities of the Election Officer for the 10 May 2008, election. III. Early Voting and Election Day Election-day voting shall be held in common precincts where appropriate at the dates, times, and locations recommended by the Election Officer and authorized and ordered by the governing body of each Participating Entity. IV. Miscellaneous Provisions 1. This Agreement becomes effective upon execution by all Participating Entities. The obligations of the Agreement will continue as to each Participating Entity until each Participating Entity has made full payment of its share of election costs under this Agreement and other agreements related to 10 May 2008, election. 2. Notice under this Agreement must be in writing and may be affected by personal delivery or by certified mail to the Participating Entities at the addresses set forth on the signature pages hereto. 3. This Agreement may not be amended or modified except in writing executed by each Participating Entity. 4. The obligations under this Agreement are performable in Williamson County, Texas. 5. Venue for any dispute arising under this Agreement shall be in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws of the State of Texas and the United States of America. 6. If any provision of this Agreement is found to be invalid, illegal or unenforceable by a court of competent jurisdiction, such invalidity, illegality or unenforceability shall not affect the remaining provisions of this Agreement; and the Participating Entities shall perform their obligations under this Agreement as expressed in the terms and provisions of this Agreement. IN WITNESS W EREOF,this Agreement is executed on the dates set forth below to be effective the day of 2008. WILLIAMSON COUNTY, TEXAS By: Name: (G Title: l tl� T Date: 2? O COUNTERPART SIGNATURE JOINT ELECTION AGREEMENT (WILLIAMSON COUNTY ENTITIES) By: Name: Title: Nle d` CA 114 Date: • ��',!