R-03-02-27-9E1 - 2/27/2003O, \vd0x \RESOLUTI \R3022761 RPO /nc
RESOLUTION NO. R- 03- 02- 27 -9E1
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 3, 2003 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 3, 2003 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.
AT
E
RESOLVED this 27th day of February, 2003.
T:
�7
CHRISTINE R. MARTINEZ, City Secret
2
City of Round Rock, Texas
Y
L
LL, Mayor
FEB -12 -2003 19:53 •CITY OF ROUND ROCK
j•
ELECTION SERVICES CONTRACT
5122107097 P.05/13
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 3, 2003, 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 3, 2003,
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 5, 2003;
i. Submitting to entities 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;
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, if any;
EXHIBIT
uAn
, FEH 712 -2003 19:53 CITY OF ROUND ROCK
c. exceed 10 percent of the actucost administrative fee not to
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 703 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 unentorceability 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 , 2003.
g.
]-
President, Round Rock ISD School Hoard ATTEST:
Mayor, City of Round Rock City Secretary
Williamson County Elections Admin.
ATTEST:
Secretary
5122187097 P.06/13
, FEB -12 -2003 19:53
5122187097 P.07/13
TOTAL
CITY OF ROUND ROCK
ESTIMATED COSTS PER ENTITY
NOTE: THIS ESTIMATE IS BASED ON COSTS ANTICIPATED IF THE CITY AND SCHOOL
DISTRICT ABE 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 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
109 Admin. Charge 2,575 1,721 942
28,325 18,929 10,359
DATE: February 21, 2003
SUBJECT: City Council Meeting — February 27, 2003
ITEM: *9.E.1. Consider a resolution authorizing the Mayor to execute an Elections
Services Contract with Williamson County for the May 3, 2003
election.
Resource: Christine R. Martinez, 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.
• Early Voting will be conducted at the following times and locations.
- Robert G. & Helen Griffith Public Library, 216 E. Main Street
- RRISD Administration Building, 1311 Round Rock Avenue
- United Heritage Conference Center, 3400 E. Palm Valley Boulevard
- Clay Madsen Recreation Center, 1600 Gattis School Road
- Forest North Elementary School, 13414 Broadmeade, Austin
Westwood High School, 12400 Mellow Meadow Drive, Austin
April 16 - April 18, 2003
April 19, 2003
April 21 - April 25, 2003
April 26, 2003
April 28 — April 29, 2003
(Weekdays) 8:00 a.m. - 5:00 p.m.
(Saturday) 8:00 a.m. - 12:00 noon
(Weekdays) 8:00 a.m. - 5:00 p.m.
(Saturday) 8:00 a.m. - 12:00 noon
(Weekdays) 8:00 a.m. - 7:00 p.m.
• The polls will be open on Election Day, May 3, 2003, from 7:00 a.m. to 7:00 p.m. at:
City Pct. No. 1— Stony Point High School, 1801 Bowman Road
City Pct. No. 2 - Gattis Elementary, 2920 Round Rock Ranch Boulevard
City Pct. No. 3 - First Baptist Church, 306 Round Rock Avenue •
City Pct. No. 4 - Round Rock High School, 300 Lake Creek Drive
City Pct. No. 5 — Bluebonnet Elementary, 1010 Chisholm Valley Drive
City Pct. No. 6 — Old Town Elementary, 2001 Old Settlers Boulevard
City Pct. No. 14 — Wells Branch Elementary, 14650 Merriltown Drive, Austin
Funding:
Cost: Approximately $10,359
Source of funds: 2002 -2003 Budget
Outside Resources: Williamson County Election Administrator and RRISD
Impact/Benefit: This joint election 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 the election.
Public Comment: N/A
Sponsor: N/A
'ROUND ROCK, TEXAS
PURPOSE. PASSION. PROSPERITY.
Mayor
Nyle Maxwell
Mayor Pro-tem
Tom Nielson
Council Members
Alan McGraw
Carrie Pitt
Scot Knight
Isabel Gallahan
Gary Coe
City Manager
Jim Nose
City Attorney
Stephan L Sheets
March 11, 2003
Ms. Tracy Hoke
Round Rock ISD
1311 Round Rock Avenue
Round Rock, TX 78681
Dear Ms. Hoke:
The Round Rock City Council approved Resolution No. R- 03- 02 -27-
9E1 at their regularly scheduled meeting on February 27, 2003. This
resolution approves the Election Services Contract to conduct the May
3, 2003 election.
Enclosed is a copy of the resolution and agreement for your files. If
you have any questions, please do not hesitate to contact me at
218 -5401.
Christine R. Martinez
City Secretary
Enclosure
CITY OF ROUND ROCK Administrative Dept,. 22t East Main Street • Round Rock. Texas 78664
Phone: 5t2 2t8.54o0 • Fax 5tz.2t8 7097 • www ci round- rock.tx us
City Manager
Jim Nuse
City Attorney
Stephan L Sheets
ROUND ROCK, TEXAS
PURPOSE. PASSION. PROSPERITY.
March 11, 2003
Ms. Kay Eastes
Williamson County Elections Office
P.O. Box 209
Georgetown, TX 78627 -0209
Dear Ms. Eastes:
The Round Rock City Council approved Resolution No. R- 03- 02 -27-
9E1 at their regularly scheduled meeting on February 27, 2003. This
resolution approves the Election Services Contract to conduct the May
3, 2003 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 is a check 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 call me at 218 -5401.
Si'cerely,
Mayor
Nyle Maxwell
Mayor Pro-tem Christine R. Martinez
Tom Nielson
City Secretary
Council Members
Alan McGraw
Carne Pitt Enclosure
Scot Knight
Isabel Gallahan
Gary Coe
CITY OF ROUND ROCK Administrative Dept . 22t East Main Street • Round Rock, Texas 78664
Phone. 512 218 5400 • Fax. 512.218 7057 • www.ci.round -rock tx us
March 13, 2003
Ms. Christine R. Martinez
City Secretary
City of Round Rock
221 East Main Street
Round Rock, TX 78664
RE: May 2003 Election
Dear Christine:
Yours truly,
Kay Eastes
Elections Manager
/rke
enclosure
ELECTIONS DEPARTMENT
Williamson Counry
P.O. Box 209
Georgetown, Texas 78627-0209
Phone: 512/943-1630
RECEIVED MAR 1 7 2003
Enclosed please find the original Election Services Contract signed by
John Willingham, Elections Administrator. We are in receipt of the deposit
paid by the City of Round Rock in the amount of $7,251.30.
I would appreciate your letting me know of questions or concerns that
should arise as we prepare for the May election. Thank you for your
assistance.
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 3, 2003, 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 3, 2003,
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 5, 2003;
i. Submitting to entities 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 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, if any;
£- 03- 0a- ai-9Ef
ORIGINAL
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 70% 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 IX l day of tOJU. 2003.
President, Round Rock ISD Scho.A and ATTEST:
A .'" >,
P''iamson C5tinty tions . 'in.
ATTEST:
Secretary
,/L .LLi4, #PI tL i
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
108 Admin. Charge 2,575 1,721 942
TOTAL 28,325 18,929 10,359
(