R-04-10-14-14D4 - 10/14/2004 RESOLUTION NO. R-04-10-14-14D4
WHEREAS, the City of Round Rock wishes to enter into a contract
with the Williamson County Elections Administrator to conduct the
December 18, 2004 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 December 18, 2004 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 14th day of October, 4 .
,X
NYL LL, Mayor
ATTES
City Round Rock, Texas
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CHRISTINE R. MARTINEZ, City Secretary
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ELECTION SERVICES CONTRACT
This contract is entered into between the WILLIAMSON COUNTY ELECTIONS
ADMINISTRATOR, hereinafter referred to as the "Administrator," and the CITY OF ROUND
ROCK,TEXAS,hereinafter referred to as the"City,"acting by and through its City Council.
The City is entering into this contract to secure election services from the Administrator for a special
election to fill a vacancy to be conducted on Saturday, December 18, 2004, 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 election on
December 18, 2004, including personnel to conduct the verification count after the
election;
C. As the Early Voting Clerk for the 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 7:00 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 tabulations to the City by December 28,2004;
i. Submitting to the City within forty-five (45) days a statement of costs payable based on
use of ballots, polling places, supplies, programming, etc., with same 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 election workers and polling place expenses, including furniture rental,if any;
EXHIBIT
a
a
C. Paying Williamson County an administrative fee not to exceed ten percent (10%) 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 which are required to be submitted;
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 the Administrator as Early Voting Clerk and manager of the Central Counting
Station, and forwarding any ballot by mail applications to the Administrator;
g. Appointing the Administrator as agent to Custodians of Election Records for the election;
h. Paying an advance to Williamson County equal to seventy percent (70%) of the estimated
cost of the election no later than forty-five(45)days before the election date.
i. Paying overtime or I.T. and security personnel expenses directly to employees;
j. Paying the costs of the election within thirty (30) days of the date on which the City
receives the statement of costs from the Administrator.
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 the City in connection with the
holding of the election, including the failure by the City to pay any expenses hereunder, and the
City shall not be liable to third parties for any default of the Administrator in connection with the
holding of the election.
4. This contract shall be construed 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, modification, or alteration of the terms 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.
This contract is effective on the day of 52004.
CITY OF ROUND ROCK ATTEST:
Nyle Maxwell,Mayor Christine R. Martinez,City Secretary
John Willingham,
Williamson County Elections Administrator
EXECUTED
DOCUMENT
FOLLOWS
ELECTION SERVICES CONTRACT
This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR,
hereinafter referred to as the "Administrator," and the CITY OF ROUND ROCK, TEXAS, hereinafter
referred to as the"City,"acting by and through its City Council.
The City is entering into this contract to secure election services from the Administrator for a special election
to fill a vacancy to be conducted on Saturday, December 18, 2004, 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 election on December
18, 2004, including personnel to conduct the verification count after the election;
C. As the Early Voting Clerk for the 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 7:00 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 tabulations to the City by December 28,2004;
i. Submitting to the City within forty-five(45) days a statement of costs payable based on use of
ballots, polling places, supplies, programming, etc., with same 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 election workers and polling place expenses, including furniture rental, if any;
Election Services Contract
C. Paying Williamson County an administrative fee not to exceed ten percent(10%)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 which are required to be submitted;
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 the Administrator as Early Voting Clerk and manager of the Central Counting
Station, and forwarding any ballot by mail applications to the Administrator;
g. Appointing the Administrator as agent to Custodians of Election Records for the election;
h. Paying an advance to Williamson County equal to seventy percent (70%) of the estimated
cost of the election no later than forty-five(45)days before the election date.
i. Paying overtime or I.T. and security personnel expenses directly to employees;
j. Paying the costs of the election within thirty(30) days of the date on which the City receives
the statement of costs from the Administrator.
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 the City in connection with the holding of the
election, including the failure by the City to pay any expenses hereunder, and the City shall not be
liable to third parties for any default of the Administrator in connection with the holding of the
election.
4. This contract shall be construed 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, modification, or alteration of the terms 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.
This contract is effective on the I day of Ce4o , 2004.
CITY OF ROUND ROCK ATTEST:
Ny ell,M4yor Christine R. Martinez, City Secretary
John Willinghar4 ,
Williamson County Elections Administrator
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