R-05-08-30-5B2 - 8/30/2005 RESOLUTION NO. R-05-08-30-5132
WHEREAS, the City of Round Rock wishes to enter into a contract
with the Williamson County Elections Administrator to conduct the
November 8, 2005 special election, and
WHEREAS, the Williamson County Elections Administrator has
submitted a proposed Election Services Contract ( "Contract") , and
WHEREAS, the City Council desires to enter into said Contract,
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 an Election Services Contract with the Williamson
County Elections Administrator to conduct the November 8, 2005 special
election, a copy of said Contract 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 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 30th day of August, 200
P O O-n rt1 cr 1'A Ni Mayor pro-f err,
City of Round Rock, Texas
ATTEST•
CHRISTINE R. MARTINEZ, City Secreta
OPMeSktOp\::ODMA/WORLDOX/O:/WDOX/RESOLUTI/R50830B2.WPD/MC
EOXHIBIT "A'
ELECTION SERVICES CONTRACT
This contract is entered into between the WILLIAMSON COUNTY ELECTIONS
ADMINISTRATOR, hereinafter referred to as Administrator, and the CITY OF ROUND
ROCK, hereinafter referred to as City, acting by and through its City Council.
The City and the Administrator are entering into this contract to secure
election services from the Administrator for a joint election to be conducted
by City and Williamson County on November 8, 2005, and in connection therewith
do hereby agree as follows:
1. The Administrator shall be responsible for providing the following
services:
a. Procuring, allocating, and distributing all election supplies,
including coordination of ballot printing;
b. Arranging for election officers and personnel necessary to conduct
the joint election on November 8, 2005, including personnel to conduct the
verification count after the election;
C. As the Early Voting Clerk for the joint election, making
arrangements for locations and clerks, providing modems and terminals if
requested, and conducting early voting by mail;
d. Arranging for election day polling locations and providing
appropriate number of voting booths;
e. Providing pre-locked, pre-sealed ballot boxes;
f. Testing of tabulation of equipment;
g. Keeping the Administrator's office open on election day from 7 a.m.
until all work is completed and providing assistance to election workers and
the public on election day;
h. Operating the central counting station in the Williamson County
Annex on election day and providing final, official returns to City by November
15, 2005;
i. Submitting to City within 45 days a statement of costs payable
based on use of combined ballots, polling places, supplies, programming, etc. ,
with costs to be allocated in proportion to each entity's actual share of
expenses; costs to be itemized and based on actual invoices or other
appropriate documents;
j . Serving as agent to the Custodians of election records for the
purpose of securing and storing voted ballots;
k. Conducting election schools for early voting and election day
clerks.
2. The City shall be responsible for the following actions:
a. Authorizing the number of ballots to be ordered for election day
and early voting;
b. Paying a proportionate cost, approximating the cost estimate, for
election workers and polling place expenses, including furniture rental, if
any;
C. Paying Williamson County an administrative fee not to exceed 10
p--ercent of _ity' s share of the actual cost of the election;
d. 2r-'paring and a�,briitting to the U.S. Department of Justice any
Chan=J" otina pra_ i.-e.3 or rnceaures;
EXECUTED
DOCUMENT
FOLLOWS
ELECTION SERVICES CONTRACT
This contract is entered into between the WILLIAMSON COUNTY ELECTIONS
ADMINISTRATOR, hereinafter referred to as Administrator, and the CITY OF ROUND
ROCK, hereinafter referred to as City, acting by and through its City Council.
The City and the Administrator are entering into this contract to secure
election services from the Administrator for a joint election to be conducted
by City and Williamson County on November 8, 2005, and in connection therewith
do hereby agree as follows:
1. The Administrator shall be responsible for providing the following
services:
a. Procuring, allocating, and distributing all election supplies,
including coordination of ballot printing;
b. Arranging for election officers and personnel necessary to conduct
the joint election on November 8, 2005, including personnel to conduct the
verification count after the election;
C. As the Early Voting Clerk for the joint election, making
arrangements for locations and clerks, providing modems and terminals if
requested, and conducting early voting by mail;
d. Arranging for election day polling locations and providing
appropriate number of voting booths;
e. Providing pre-locked, pre-sealed ballot boxes;
f. Testing of tabulation of equipment;
g. Keeping the Administrator's office open on election day from 7 a.m.
until all work is completed and providing assistance to election workers and
the public on election day;
h. Operating the central counting station in the Williamson County
Annex on election day and providing final, official returns to City by November
15, 2005;
i. Submitting to City within 45 days a statement of costs payable
based on use of combined ballots, polling places, supplies, programming, etc. ,
with costs to be allocated in proportion to each entity's actual share of
expenses; costs to be itemized and based on actual invoices or other
appropriate documents;
j . Serving as agent to the Custodians of election records for the
purpose of securing and storing voted ballots;
k. Conducting election schools for early voting and election day
clerks.
2. The City shall be responsible for the following actions:
a. Authorizing the number of ballots to be ordered for election day
and early voting;
b. Paying a proportionate cost, approximating the cost estimate, for
election workers and polling place expenses, including furniture rental, if
any;
C. Paying Williamson County an administrative fee not to exceed 10
percent of City' s share of the actual cost of the election;
d. Preparing and submitting to the U.S. Department of Justice any
changes to voting practices or procedures;
Election Services Contract
November 8, 2005 Election
Page 2
e. Appointing by the action of its governing body all election judges
and alternates and designating polling places for the election including early
voting locations;
f. Appointing Administrator as Early Voting Clerk for the election and
appointing Presiding Judge of the Central Counting Station, and forwarding any
ballot by mail applications to Administrator;
g. Appointing Administrator as agent to Custodians of Election Records
for the joint election;
h. Paying an advance to Administrator (County) equal to 500 of the
estimated cost of City' s share of the election no later than October 21, 2005,
before the election date; paying the balance of 50% not later than election
day, November 8, 2005. The full amount may be paid at any time before October
21, 2005,
i. Paying the final costs of the joint election within 30 days of the
date on which City receives the statement of costs from
Administrator. If there is a surplus amount, the County will pay
the surplus back to the City within 60 days of the election.
k. Paying City' s share of overtime, security, and I.T. support costs
directly to the persons providing those services.
3. In connection with the performance of this contract, neither Williamson
County nor the Administrator shall be liable to third parties for any default
of City in connection with the holding of the joint election, including the
failure by City to pay any expenses hereunder, and such City shall not be
liable to third parties for any default of the Administrator in connection with
the holding of the joint election.
4 . This contract shall be constructed under and in accordance with the laws
of the State of Texas.
5. In case any one or more of the provisions contained in this contract for
any reason shall be held to be invalid, illegal, or unenforceable in any
respect, such invalidity, illegality, or unenforceability shall not affect any
other provisions hereto, and this contract shall be construed as if such
invalid, illegal, or unenforceable provisions had never been contained herein.
6. No amendment, modifications, or alteration of the term hereof shall be
binding unless the same is in writing, dated subsequent to the date of this
contract and duly executed by the parties hereof.
CtU
This contract is effective on the dal of G'tja j,� 2005.
Ma City of Round Rock 4EIeio;n:s
A st
rator
Wliliam ty
ATTEST:
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ELECTIONS DEPARTMENT
Williamson County
301 SE INNER LOOP,STE 104
Georgetown,Texas 78626
Phone: 512/943-1630
-_- _ Fax: 512/943-1634
August 29, 2005
Georgetown ISD
City of Leander
City of Round Rock
RE: Election Cost Estimates for November 8, 2005
1 have attached the estimated costs for the November 8, 2005 elections for your
subdivision for our joint elections. Please feel free to give me a call regarding any of the
items listed. This format allows us to see the election costs both as individual items and
as a whole. It also helps me to manage the costs through the pro rata share for the
elections.
The pro rata share is based on the number of precincts in the election. In this election,
we will have 92 precincts for the county, 30 precincts for Georgetown, 21 precincts for
Round Rock and 8 precincts for Leander. I have totaled the precincts and then divided
the total number, 151, by the number of precincts in your subdivision with the following
results: Entity Pcts Per Cent
Williamson County 92 60.9%
Georgetown ISD 30 19.9%
Round Rock City 21 13.9%
Leander City 8 5.3%
Our total cost for this election is estimated at $126,388.78 and each of your estimated
costs is reflected in the separate attachment I have forwarded to you.
Please provide at least the initial deposit before the start of early voting, October 24th.
In this way, we can assure that salaries for the early voting clerks and mail ballot clerks
will be covered. Together, these early voting judges and clerks make up greater than
40% of the election budget. You may, of course, pay the full cost at that time.
Otherwise, please remit the balance before election day. I will forward the official
contracts for signature shortly.
look forward to our first election together and many more in the future.
Sincerely,
Clifford R. Borofsky
Elections Administrator