R-02-03-14-13B3 - 3/14/2002RESOLUTION NO. R- 02- 03- 14 -13B3
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 4, 2002 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 4, 2002 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.
:: ODMA\ WORLDOX\ 0: \WDOX \RBSOLUTI \RE0314S3.WPD /j kg
ATTEST:
RESOLVED this 14th day of March, 2002.
E. n
CHRISTINE R. MARTINEZ, City Secretar
2
RO A. STLUKA, JR.L./ 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 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 4, 2002, 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 4, 2002,
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 tabulations
to each entity by May 6, 2002 ;
i. Submitting to entities 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;
EXHIBIT
"A"
b. Paying election workers and polling place expenses,
including furniture rental, if any, at the rate of
11% of total cost;
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;
g.
h. Appointing Administrator as agent to Custodians of Election Records
for the joint election;
i. Paying an advance to Administrator (County) equal to 706 of the
estimated cost of the election no later than 45 days before the
election date.
j. 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.
This contract is effective on the day of
President, Round Rock ISD School Board ATTEST:
Williamson County Elections Admin.
Secretary
Mayor, City of Round Rock Attorney
, 2002.
ESTIMATED COSTS PER ENTITY
NOTE: THIS ESTIMATE IS BASED ON COSTS ANTICIPATED IF THE CITY AND SCHOOL
DISTRICT ARE THE ONLY PARTIES TO THE JOINT ELECTION. IT IS LIKELY THAT AT
LEAST THREE OTHER ENTITIES WILL ALSO BE PARTIES TO THE ELECTION, AND THE ACTUAL
COSTS WILL PROBABLY BE LESS THAN THE AMOUNTS LISTED BELOW.
COST CATEGORY TOTAL COST RRISD ARC
Early Voting Personnel 8,421 5,675 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 4,939 3,439 1,500
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 130 80 50
Verification Count 150 100 50
Overtime 200 120 80
Sub -Total 25,750 17,208 9,417
10% Admin. Charge 2,575 1,721 942
TOTAL 28,325 18,929 10,359
DATE: March 8, 2002
SUBJECT: City Council Meeting — March 14, 2002
ITEM: * 13.B.3. Consider a resolution authorizing the Mayor to execute an Election
Services Contract with Williamson County for the May 4, 2002
election.
Resource: Joanne Land, Assistant City Manager
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.
This agreement outlines the responsibilities of the Election Administrator, the
School District and the City for the joint City /School May 4, 2002 election.
Funding:
Cost: $10,359
Source of funds: 2001 -2002 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
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 4, 2002, 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 4, 2002,
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 tabulations
to each entity by May 6, 2002 ;
i. Submitting to entities 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;
ORIGINAL
b. Paying election workers and polling place expenses,
including furniture rental, if any, at the rate of
11% of total cost;
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;
g.
h. Appointing Administrator as agent to Custodians of Election Records
for the joint election;
Paying an advance to Administrator (County) equal to 70% of the
estimated cost of the election no later than 45 days before the
election date.
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. ,
This contract is effective on the Ij( ^ T day of /V 2002.
t, Round Rock ISD School Board
Attorney
ESTIMATED COSTS PER ENTITY
NOTE: THIS ESTIMATE IS BASED ON COSTS ANTICIPATED IF THE CITY AND SCHOOL
DISTRICT ARE THE ONLY PARTIES TO THE JOINT ELECTION. IT IS LIKELY THAT AT
LEAST THREE OTHER ENTITIES WILL ALSO BE PARTIES TO THE ELECTION, AND THE ACTUAL
COSTS WILL PROBABLY BE LESS THAN THE AMOUNTS LISTED BELOW
COST CATEGORY TOTAL COST RRISD RAC
Early Voting Personnel 8,421 5,675 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 4,939 3,439 1,500
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 130 80 50
Verification Count 150 100 50
Overtime 200 120 80
Sub -Total 25,750 17,208 9,417
106 Admin. Charge 2,575 1,721 942
TOTAL 28,325 18,929 10,359
THE STATE OF TEXAS
COUNTIES OF WILLIAMSON AND TRAVIS
ORDER FOR JOINT ELECTION
5
4
On this the 21st day of February, 2002, the Board of Trustees of the Round Rock Independent School
District convened in regular session, open to the public at the Round Rock City Council Chambers
located at 221 East Main Street, Round Rock, Texas, with a quorum present, and among other
proceedings had by the Board of Trustees was the following:
The School District is required to conduct a Trustee election on May 4, 2002 for the purpose of electing
trustees to places 1, 3 and 6.
WHEREAS, Position No. 1 on the Board of Trustees of the Round Rock Independent School District
currently held by Jackie Burkey, Position No. 3 currently held by Gaye Arnold, and Position No. 6
currently held by Raymond Hartfield, are to become vacant due to the expiration of their terms, and it is
therefore necessary, pursuant to applicable provisions of the Texas Education Code and Texas Election
Code, to order a regular election to fill the said Positions; and
WHEREAS, it is necessary for the Board to formally set the election, to designate polling places, to make
arrangements for appointment of election officials, and to take various other actions with regard to the
election:
THEREFORE, BE IT ORDERED BY THE BOARD OF TRUSTEES OF THE ROUND ROCK
INDEPENDENT SCHOOL DISTRICT:
1. That a Regular Trustee Election be held in the Round Rock Independent School District on May
4, 2002, for the purpose of electing three members to the Board of Trustees of the District,
members to be elected to fill Positions No. 1, No. 3 and No. 6 for a three year term.
2. The Regular Trustee Election shall be held at the polling places for the precincts designated on
the attached Exhibit "A ", which is made a part hereof for all intents and purposes. Certain
precincts are ordered combined for voting purposes at the locations shown on Exhibit A. The
polls at each of the said designated polling places shall be open on said election day from seven
o'clock (7:00) a.m. to seven o'clock (7:00) p.m.
3. The Board of Trustees shall designate the Early Voting Ballot Board and the presiding judge and
alternate presiding judge for each of the polling places by supplemental election order. Each of
the presiding judges shall be authorized to appoint the necessary election clerks (not less than
two and not more than six in number) to assist in conducting the Regular Trustee Election. In the
event a presiding judge or an alternate presiding judge is not designated by the Board of
Trustees, the Superintendent of the Round Rock Independent School District or his designee is
hereby authorized to designate a presiding judge or an alternate presiding judge. The
Superintendent or his designee shall also be authorized to designate replacement presiding
judges or alternate presiding judges should any such officers resign their position prior to election
and thereby fill vacancies in such positions.
4. Early voting for the Regular Trustee election shall be held at the locations designated in Exhibit
"B ". John Willingham is appointed Early Voting Clerk. The dates and hours of early voting are
also designated on Exhibit "8 ".
5. The manner of holding the Regular Trustee Election shall be governed as near as may be by the
Election Code and Education Code of this State, and the Board will furnish all necessary ballots
and other election supplies requisite to said election.
6. That the returns of the election will be canvassed by the Board of Trustees.
18
7. The Secretary of this Board and the Superintendent of the District, or his designee, are hereby
authorized to post a copy of this Order as notice of the Regular Trustee Election. Said Order
shall be posted at least twenty -one (21) days prior to the Regular Trustee Election in at least
three (3) public places within the limits of this District, including the bulletin board used for
positing notices of this Board's meetings. For each precinct that has been combined to form a
consolidated precinct, notice of the precinct's consolidation and notice of the polling place in the
consolidated precinct shall be posted at the polling place used in the preceding general election
not later than the tenth (10th) day before the date of the Regular Trustee Election. This notice
shall be posted and shall remain posted as required by applicable law. In addition, a copy of the
notice of consolidated precincts shall be delivered to the Secretary of State of Texas not later
than the date of the Regular Trustee Election. In addition, a notice of this election shall be
published one time in a newspaper of general circulation in Williamson and Travis Counties,
Texas. The publication shall be not more than thirty (30) nor less than ten (10) days before the
Regular Trustee Election
8. That all applications by candidates for a place on the ballot for the Regular Trustee Election shall
be in writing and filed with the Secretary of Board of Trustees at the District Administrative offices
in Round Rock, Texas on or prior to March 20, 2002 at 5:00 p.m., a day not less than forty -five
(45) days prior to the day of the Regular Trustee Election, but not prior to thirty (30) days prior to
the filing deadline. Each application shall disclose the number of the position on the Board of
Trustees for which the person desires to be a candidate or the name of the incumbent member
holding the position for which the person desires to run. Tracy Hoke is authorized and directed to
act on behalf of the Secretary to accept applications with the Secretary.
9. That the Superintendent or his designee are hereby directed to cause all notices, instructions,
orders, ballots and other written material pertaining to the Regular Trustee Election to be
translated into and furnished to voters in both the English language and the Spanish language in
order to aid and assist voters speaking Spanish as a primary or an alternative language to
properly participate in the election process. In addition, the Superintendent or his designee are
hereby authorized and directed to make available to voters having the need of an individual
capable of acting as a translator and speaking both English and Spanish languages who will
assist Spanish speaking voters in understanding and participating in the election process.
10. All election officials and clerks shall be compensated at the rate of $6.00 per hour for time
actually spent in the conduct of the election, all as approved by the Board of Trustees of the
Round Rock Independent School District. In addition, one (1) election official from each precinct
shall be paid the sum of $25.00 on delivery of the returns of election ballots, ballot boxes and all
election records and supplies to the Board of Trustees of the Round Rock Independent School
District.
11. The Superintendent of the District or his designee, acting on behalf of the Board of Trustees, is
authorized to make changes in polling places and election procedures in the event changes
become necessary due to circumstances arising after the date of this Order.
12. The election for Trustees as ordered by the Board will be conducted as a joint election with the
City of Round Rock in certain respects. The parts of the election which shall be conducted as a
joint election are more particularly set out in a certain Election Services Contract with the
Williamson County Elections Administrator providing for an election for the Round Rock
Independent School District and the City of Round Rock. The Election Services Contract
providing for the joint election and the conducting of the election by the Election Administrator
shall be presented to the Board of Trustees for consideration and approval.
13. John Willingham is appointed Election Administrator for the Round Rock Independent School
District and agent for the custodian of voted ballots.
19
14. It is further found and determined that in accordance with the policies and orders of the Board,
that due notice of the meeting in which this Order was adopted was posted in accordance with
the terms and provisions of Chapter 551 of the Texas Government Code, and that all of the terms
and provisions of said law have been fully complied with and that the seventy -two (72) hour
notice required by sad law has been properly and correctly given.
The above Order being given, it was moved and seconded that same do pass. Therefore, the question
being called for, all members of the Board voted AYE except for the following who voted NO:
ATTEST:
Ken Holloway, Secretary
Board of Trustees
Round Rock Independent School District
•, _ -; _L 1T , %l
11 kie : President
a nd o rustees
ound Rock Independent School District
20
Polling Locations
RRISD #1
RRISD #4
EXHIBIT A
List of Polling Locations
Precinct Numbers
Stony Point High School 149
1801 Bowman Road 423
Round Rock, Texas 78664 436
484
RRISD #2
Gattis Elementary 424
2920 Round Rock Ranch 463
Round Rock, TX 78664 480
488
RRISD #3
First Baptist Church 150
306 Round Rock Avenue 172
Round Rock, Texas 78664 455
Round Rock High School 122
300 Lake Creek Drive 137
Round Rock, Texas 78681 160
RRISD #5
Bluebonnet Elementary
1010 Chisholm Trail
Round Rock, TX 78618
RRISD #6
135
138
Old Town Elementary 119
2001 Old Settlers Blvd 382
Round Rock, Texas 78681
RRISD #7
Brushy Creek Elementary 186
3800 Stonebridge 204
Round Rock, Texas 78681 331
340
RRISD #8
Pond Springs 146
7825 Elk Horn Mountain Trail 162
Austin, Texas 78729 185
21
RRISD #9
147
Forest North 151
13414 Broadmeade 152
Austin, Texas 78719 204
RRISD #10
Westwood High School
12400 Mellow Meadow
Austin, Texas 78750
RRISD #11
216
217
218
239
266
274
Spicewood Elementary 275
11601 Olson T -333
Austin, Texas 78750 T -334
T -335
RRISD #12
Canyon Vista Middle School T -326
8455 Spicewood Springs T -336
Austin, Texas 78729 T -337
RRISD #13
T -204
North Oaks Elementary T -254
11104 Oak View Drive T -327
Austin, Texas 78759 T -328
T -329
T -331
RRISD #14
Wells Branch Elementary T -110
14650 Merriltown Drive T -111
Austin, Texas 78728 T -207
T -215
T -216
T -219
T -224
T -225
T -229
22
Administration Building
Westwood High School
Clay Madsen Recreation Center
Robert and Helen Griffith Public Library
United Heritage Conference Center
Forest North Elementary
Exhibit B
Early Voting Locations
1311 Round Rock Avenue
12400 Mellow Meadow Drive
1600 Gattis School Road
216 East Main Street
3400 East Palm Valley Drive
13414 Broadmeade
Round Rock, Texas 78681
Austin, Texas 78750
Round Rock, Texas 78664
Round Rock, Texas 78664
Round Rock, Texas 78664
Austin, Texas 78729
23
To the Registered Voters of Round Rock ISD , Texas:
(A for votantes registrado.r del Distrito Escolar Indevendiente de Round Rock) Texas: )
Notice is hereby given that the polling places listed below will be open from 7:00 a.m. to 7:00 p.m., on May 4. 2002 , for voting in a general
election to elect one trustee each for positions designated as Place 1, Place 3 and Place 6 for full three vear terms on the Round Rock I.S.D.
Board of Trustees.
(Notifiquese, por las presence, que las casinos electorates sitadas abajo se abrirdn desde las 7 :00 a.m. hosta las 7:00 p.m. el 4 de Mayo de
2001 pars voter en la Eleccian General para elegir un regente vara cads posicidn desienada comp Lugar 1 v Lugar 3 v Lugar 6 vor un
termino comvleto de tres ethos. para la Mesa Directiva del Distrito Escolar Indevendiente de Round Rock).
LOCATION(S) OF POLLING PLACES
(DIRECCION(ES) DE LAS CASILLAS ELECTORALES
FOR OTHER POLITICAL SUBDIVISIONS
NOTICE OF GENERAL ELECTION
(AVISO DE ELECCION GENERAL)
Early voting by personal appearance will be conducted each weekday at
(La votaciebt adelantada en persona se nevard a cabo de lanes a viernes en)
Round Rock Administration Building (Old Hopewell School), 1311 Round Rock Avenue, Round Rock, Texas 78681 -4999
(location) (sitio)
between the hours of 8_00 a.m. and 5_00 p.m. beginning on April 17 2002
(entre las 8:00 de la nmfiana y las 5:00 de la tarde empezando el I7 de Abril de 2002 )
and ending on April 30.2002. (y terminando el 30 de Abril de 2002 .1
Applications for ballot by mail shall be mailed to:
(Las solicitudes para volar por eorreo deberdn enviarse a: )
John Willingham
(Early Voting Clerk)
(Secretario (a) de la Votacibn Adelantoda)
P.O. Box 209
Georgetown, Texas 78627
Applications for ballots by mail must be received no later than the close of business on
(Las solicitudes pars votar por eorreo deberdn recibirse no mas tarde de las horas de negocio e1)
April 26, 2002
26 de Abril de 2002 .
Stony Point High Shool
Gattis Elementary
First Baptist Church
Old Town Elementary
Round Rock High School
Bluebonnet Elementary School
Brushy Creek Elementary
Pond Springs Elementary
Forest North Elementary
Westwood High School
Spicewood Elementary
Canyon Vista Middle School
North Oaks Elementary
Wells Branch Elementary
24
Additional early voting will be held w the branch location as follows:
(La votaci6n adelantada ademGs se llevard a cabo en los lugares siguienres: )
1 Westwood High School 12400 Mellow Meadow Dr. Austin
2. Robert and Helen Griffith Public Library 216 E. Main St. Round Rock
3. United Heritage Conference Center 3400 East Palm Valley Drive Round Rock
4. Clay Madsen Recreation Center 1600 Gatlls School Road Round Rock
5. Forest North Elementary 13414 Broadmeade Austin
Date (Feeha) Hours (Hors)
April 17 — April 30, 2002 (Weekdays) 8:00 a.m. - 5:00 p.m.
Abril 17 — Abril 30, 2002 (Lines a viernes) 8 :00 w m. — 5:00 p.m.
April 29 - April 30, 2002 (Weekdays) 8:00 a.m. - 7:00 p.m.
Abril 29 —Abril 30, 2002 (lanes a viernes) 8:00 a.m. -7:00 p.m.
April 20 and April 27, 2002 (Saturdays)
Abril 20 y Abril 27, 2002 (Sabado.$)
8:00 a.m. - 12:00 p.m.
8:00 a.m. —12:00 p.m.
Issued this theme day of February. 2002
(Emitada este dill 21 de Febrero, 2002.)
Presiding Officer (firma del Official gue Pet side)
25
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 4, 2002, 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 4, 2002,
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 tabulations
to each entity by May 6, 2002 ;
i. Submitting to entities 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;
26
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 effect e )t`
, Round Rock ISD School oard
b. Paying election workers and polling place expenses,
including furniture rental, if any, at the rate of
11% of total cost;
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 an advance to Administrator (County) equal to 706 of the
estimated cost of the election no later than 45 days before the
election date.
j Paying the costs of the joint election within 30 days of
the date on which City receives the statement of costs
from Administrator.
Mayor, City of Round Rock
Williamson County Elections Admin.
Attorney
27
ESTIMATED COSTS PER ENTITY
NOTE: THIS ESTIMATE IS BASED ON COSTS ANTICIPATED IF THE CITY AND SCHOOL
DISTRICT ARE THE ONLY PARTIES TO THE JOINT ELECTION. IT IS LIKELY THAT AT
LEAST THREE OTHER ENTITIES WILL ALSO HE PARTIES TO THE ELECTION, AND THE ACTUAL
COSTS WILL PROBABLY BE LESS THAN THE AMOUNTS LISTED BELOW.
COST CATEGORY TOTAL COST RRISD RRC
Early Voting Personnel 8,421 5,675 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 4,939 3,439 1,500
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 130 80 50
Verification Count 150 100 50
Overtime 200 120 80
Sub -Total 25,750 17,208 9,417
10% Admin. Charge 2,575 1,721 942
TOTAL 28,325 18,929 10,359
28
Mayor
Robert A. Sthuka,
Mayor Pro -tem
Tom Nielson
Council Members
Alan McGraw
Carne Pin
Ear! Primer
Isabel Gallahan
Gary Coe
City Manager
Robert L Bennett. Jr
City Attorney
Stephan L Sheets
CITY OF ROUND ROCK
March 21, 2002
Mr. John Willingham
Elections Office
P.O. Box 209
Georgetown, TX 78627
Dear Mr. Willingham:
221 Fast Main Street
Round Rock, Texas 78664
512- 218 -5400
The Round Rock City Council approved Resolution No. R-02-03-14-13B3 at their
regularly scheduled meeting "on March 14, 2002. This resolution approves the Election
Services Contract for the May 4, 2002 Election.
Enclosed is a copy of the resolution and two Election Services Contracts. Please sign both
and return the original executed contract to me. Also enclosed if check number 033044
in the amount of $7,251.30 which is the advance estimated cost for the election. If you
have any questions, please do not hesitate to contact me at 218 -5404.
Christine R. Martinez
City Secretary
Enclosure
Fax: 512- 218 -7097
1-800-735-2989 TDD 1- 800 - 735 -2988 Voice
www.cisound- tock.tx.us
Mayor
Robert A. Stluka, Jr.
Mayor Pro-tem
Tong Nielson
Council Members
- Alan McGraw
Carrie Pin
Earl Palmer
Isabel Callahan
Gary Coe
City Manger
Robert L Bennett, Jr..
City Attorney
Stephan L Sheets.
CITY OF ROUND ROCK
March20, 2002
Ms. Tracy Hope
RRISD
1311 Round Rock Avenue
Round Rock, TX 78681
Dear Ms. Hope:
221 East Main Street
Round Rock, Texas 78664
512 -218 -5400
The Round Rock City Council approved Resolution No. R- 02- 03- 14 -13B3 at their
regularly scheduled meeting on March 14, 2002. This resolution approves the May 4,
2002 Election Services Contract for the jointCity and School District.
Enclosed is a copy of the resolution and the Election Services Contract for your files. If
you have any questions, please do not hesitate to contact me at 218 -5404.
'ncerely,
Christine R. Martinez
City Secretary