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R-01-03-08-10C1 - 3/8/2001RESOLUTION NO. R- 01- 03- 08 -10C1 WHEREAS, the City of Round Rock wishes to enter into a contract with the Williamson County Elections Administrator and the Round Rock Independent School District to conduct the May 5, 2001 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 and the Round Rock Independent School District to conduct the May 5, 2001 election, a copy of said Contract being attached hereto 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, P: \ WPDOCS \RESOLUrI \RIO]08C1.WPD /OC Chapter 551, Texas Government Code, as amended, and the Act. AT ST: RESOLVED this 8th day of March, 2001. LAND, City Secretary 2 A. STLUKA, •S, Mayor City of Round Rock, Texas ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as Administrator, the CITY OF ROUND ROCK, hereinafter referred to as City, acting by and through its City Council, and the ROUND ROCK INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as District. The City and District (the entitles) are entering into this contract to secure election services from the Administrator for a joint election to be conducted by the entities on May 5, 2001 and during the early voting period, 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 May 5, 2001, 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. j. 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 tabulations to each entity by May 7, 2001; Submitting to City within 30 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; 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 entities 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, 1 any, at the rate of 11 `Yo of total cost; g. 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 joint election, including the failure by the City to pay any expenses hereunder, and such the 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. This contract is effective on the _day of 2001. • di sid Round Rock ISD School Board Mayo , City of Rou ■ Rock Williamson County Elections Admin. c. Paying Williamson County an administrative fee not to exceed 10 percent 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; f. Appointing by the action of its governing body all election judges and alternates and designating polling places for the election including early voting locations; Appointing Administrator as Early Voting Clerk for the election and manager of the Central Counting Station, and forwarding any ballot by mail applications to Administrator; h. Appointing Administrator as agent to Custodians of Election Records for the joint election; i. Paying the costs of the joint election within 30 days of the date on which City receives the statement of costs from Administrator. Attorney ESTIMATED COSTS PER ENTITY COST CATEGORY TOTAL COST RRISD RRC Early Voting Personnel 7,421 4,675 3,621 Ballots 5,820 3,880 1,940 Programming/Maintenance 2,700 1,804 896 Supplies 1,000 600 400 Postage 300 180 120 Election Day Personnel 4,741 3,439 1,302 Central Counting Station 1,080 720 360 Travel 200 120 80 Copies (Training Material) 100 60 40 Box Prep and Delivery 260 160 100 Early Vote Setup (inc. modems) 450 270 180 Supply Pickup 80 50 30 Verification Count 150 100 50 Overtime 200 120 80 Sub -Total 24.552 16.208 99 219 10% Admin. Charge 2 455 1_221 922 TOTAL 2 Z 970 17 829 City of Round Rock total extra Cost= $963. DATE: March 2, 2001 SUBJECT: City Council Meeting — March 8, 2001 ITEM: 10.C.1. Consider a resolution authorizing the Mayor to execute an Election Services Contract with the Williamson County Elections Administrator and the Round Rock Independent School District to conduct the May 5, 2001 election. This agreement outlines the responsibilities of the Election Administrator, the School District and the City for the joint City /School May 5, 2001 election. As in past years, there will only be one ballot, which will contain all the candidates for the School Board, and all the candidates for the City Council. This will allow the voter to register only once at the polling place instead of twice thus simplifying the voting process and reducing costs. Resource: Joanne Land, Assistant City Manager /City Secretary History: The City has held a joint election with the Round Rock Independent School District for several years to provide one ballot, which contain all the candidates for the School Board and all candidates for the City Council and any propositions of the City or School District. This will allow the voter to register only once at the polling place instead of twice thus simplifying the voting process and reducing costs. John Willingham, Williamson County Elections Administrator, provides the election services for this joint election. Funding: Cost: $10,141 Source of funds: 2000 - 2001 Budget Outside Resources: Williamson County Election Administrator and Round Rock Independent School District Impact: N/A Benefit: This will allow the voter to register only once at the polling place instead of twice thus simplifying the voting process and reducing the cost of conducting an election. Public Comment: N/A Sponsor: N/A • 1. The Administrator shall be responsible for providing the following services: ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as Administrator, the CITY OF ROUND ROCK, hereinafter referred to as City, acting by and through its City Council, and the ROUND ROCK INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as District. The City and District (the entities) are entering into this contract to secure election services from the Administrator for a joint election to be conducted by the entities on May 5, 2001 and during the early voting period, and in connection therewith do hereby agree as follows: 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 May 5, 2001, 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; 9. 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 tabulations to each entity by May 7, 2001; Submitting to City within 30 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 entities 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, iif any, at the rate of 11% of total cost; :, Secr c. Paying Williamson County an administrative fee not to exceed 10 percent 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; f. Appointing by the action of its governing body all election judges and alternates and designating polling places for the election including early voting locations; g. Mayor, City of Round Appointing Administrator as Early Voting Clerk for the election and manager of the Central Counting Station, and forwarding any ballot by mail applications to Administrator; h. Appointing Administrator as agent to Custodians of Election Records for the joint election; i. Paying the costs of the joint election within 30 days of the date on which City receives the statement of costs from 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 joint election, including the failure by the City to pay any expenses hereunder, and such the 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. y This contract is effective on the g day of ,'t ' , 2001. Williamson County Elections Admin. ATr / a /. At[ /. ifry Attorney ESTIMATED COSTS PER ENTITY COST CATEGORY TOTAL COST RRISD RRC Early Voting Personnel 7,421 4,675 3,621 Ballots 5,820 3,880 1,940 Programming/Maintenance 2,700 1,804 896 Supplies 1,000 600 400 Postage 300 180 120 Election Day Personnel 4,741 3,439 1,302 Central Counting Station 1,080 720 360 Travel 200 120 80 Copies (Training Material) 100 60 40 Box Prep and Delivery 260 160 100 Early Vote Setup (inc. modems) 450 270 180 Supply Pickup 80 50 30 Verification Count 150 100 50 Overtime 200 120 80 Sub -Total 24.552 16.208 9 219 10% Admin. Charge 22 455 1 621 922 TOTAL 27.970 u 3 ]Q 1 City of Round Rock total extra Cost= $963.