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R-95-02-09-10F - 2/9/1995Mayor Charles. Culpepper Mayor Pratem Robert Stluka Council Members Rod Morgan Rick Stewart Purl Palmer Martha Chavez Jfr'ny Joseph City Manager Robert L. Bennett, Jr. City Attorney Stephan L. Sheets February 28, 1995 Mike Jolly Round Rock Independent School District 1311 Round Rock Avenue Round Rock, TX 78681 Dear : 1014 Resolution No. R- 95- 02- 09 -10F joint election agreement was approved by the Round Rock City Council on February 9, 1995. Enclosed is a copy of the resolution and three original contracts for Judy McLeod's and Kathi Seay's signature. After obtaining these signatures, please forward all three original contracts to John Willingham for his signature at the following address: John Willingham Williamson County Elections Administration P.O. Box 209 Georgetown, TX 78627 If you have any questions, please do not hesitate to call. After appropriate signatures have been obtained, you will receive one original for your files. Sincerely, Joanne Land Assistant City Manager/ City Secretary Enclosures cc: Mr. John Willingham THE CITY OF ROUND ROCK 22I East Main Street Round Rock, Texas 78664 512- 255 -3612 Fax 512-255-6676 1-800-735-2989 (TDD) 1- 800 - 735 -2988 (Voice) RESOLUTION NO. R-95-0,:2-(99-- /O WHEREAS, the City of Round Rock wishes to use electronic vote counting to help streamline the election process on election day, and WHEREAS, Williamson County has submitted a proposed Election Services Contract ( "Contract ") to provide its electronic vote counting facilities, and WHEREAS, the City Council desires to approve this contract with Williamson County, 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 the Election Services Contract with Williamson County for electronic vote counting facilities, a copy of said Contract being attached hereto and incorporated herein for all purposes. RESOLVED this 9th day of February, 1995. ATTEST: KS /RESOLUTION RS50209F E LAND, City Secretary CHARLES CiW PPER, Mayor City of Ro nd Rock, Texas ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as "Administrator," and the following political subdivisions, hereinafter referred to jointly as "ENTITIES ": ROUND ROCK INDEPENDENT SCHOOL DISTRICT (RRISD), acting by and through its Board of Trustees, and the CITY OF ROUND ROCK (Round Rock), acting by and through its City Council. 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 6, 1995, 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 6, 1995, 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 7:00 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 each Entity by May 8, 1995; 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 (approximately two- thirds for RRISD and one -third for City); costs to be itemized and based on actual invoices or other appropriate documents; j. Serving as agent to the Custodian of election records for the purpose of securing and storing voted ballots. 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. Preparing and publishing all Notices as required by law; c. Accepting candidate filing forms and applications as required by law; d. Paying all election workers and polling place expenses, including furniture rental, if any; e. Providing Williamson County with an advance amount of $6,000 to use in purchasing ballots, supplies, etc., through the Contract Elections Fund, with any balance in the fund remaining after all election costs have been paid to be returned to Entities; f. Paying Williamson County an administrative fee not to exceed 5 percent (5%) of the actual cost of the election; g. Preparing and submitting to the U.S. Department of Justice any changes to voting practices or procedures; h. Appointing by the actions of their governing bodies all election judges and alternates and designating polling places for the election; i 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; J• Appointing Joanne Land as Custodian of Election Records for the joint election; k. Providing Administrator with names of all candidates and wording for any issues on the ballots as soon as possible after the deadline for filing for position on the ballot; L Paying the costs of the joint election within 30 days of the date on which Entities receive the statement of costs from Administrator; m. Round Rock and RRISD agree to share the costs of the Election as detailed in Exhibit "A." 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 RRISD or Round Rock in connection with the holding of the joint election, including the failure by such entities to pay any expenses hereunder, and such Entities 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 , 1995. JUDY MCLEOD, President RRISD Board of Trustees ATTEST: KATHI SEAY, Secretary RRISD Board of Trustees ATTEST: LAND, City Secretary ty of Round Rock CHARLES CLIPER, Mayor City of Round Rock JOHN WILLINGHAM Williamson County Elections Administrator JOINT FLFCTION COST SHARING PROPOSAL EXHIBIT "A" The City of Round Rock will incur more costs, with the net increase coming from the addition of four early voting locations for city voters. However, under the contract the City will not have to divert any of its own employees from their regular duties in order to perform election functions, and this may offset some of the additional costs. The election process for the City's voters will be more convenient because of the additional early voting sites and because they will be able to vote for both City and School candidates on a single ballot. RRISD will realize cost savings as a result of sharing early voting locations and ballot costs. District voters who also are residents of the City of Round Rock will have the convenience of being able to vote for both City and School candidates on one ballot. Below are some of the cost percentages assigned to each entity: 1. C.D. Fulkes, election day - - -- 50/50 2. Round Rock High School, election day -- 50/50 3. Brushy Creek Elementary, election day -- 67% School/ 33% City 4. Early Voting: a. Round Rock City Hall - - -- 50/50 b. RRISD Administration Building - - -- 50/50 c. Westwood High School -- 75% School/ 25% City d. Mobile East (Renaissance Square) - - -- 50/50 e. Mobile West (Wal -Mart 183) - -- 75% School/ 25% City 5. Ballots - - -- 67% School. 33% City The percentage allocation for the whole election is approximately 65% RRISD and 35% City of Round Rock DATE February 7, 1995 SUBJECT: City Council Meeting, February 9, 1995 ITEM: 10F. Consider a resolution authorizing the Mayor to enter into an interlocal governmental agreement between Williamson County and the City for election services. STAFF RESOURCE PERSON: Joanne Land STAFF RECOMMENDATION: For several years now the City and School have held a "modified" joint election where we use the same election judges and polling places on election day. This has worked out very well for the electorate. Now we would like to go to a complete joint election with the Election Administrator of Williamson County actually conducting the election for both entities. The attached contract sets out the duties and responsibilities of Williamson County, the School District and the City in order to hold the joint City/School May 6, 1995 election as conducted by the County's Election Administrator. There are several changes, mostly administrative in nature, that will occur. The four most significant changes to voters are as follows. 1) There will be only one ballot which will contain all candidates for the School and all candidates for the City. This will allow the voter to register only once at the polling place instead of twice thus simplifying the voting process and reducing costs. 2) The City will add 4 new early voting places for our citizens. This, I feel, will be a real plus for everyone in our community. The change will allow city voters to vote at the same locations as RRISD voters, including locations outside the city that are convenient to city voters. The five joint early voting sites will be: a) City Hall, 221 East Main Street b) RRISD School Administration Building, 1311 Round Rock Ave. c) Westwood High School, 12400 Mellow Meadow d) Mobile East Location, Renaissance Square, 1401 S. IH35 e) Mobile West Location, 183 Wal -Mart, 12300 Research Blvd. 3) Another major change is the early voting hours. This change will allow the city and school voting hours to be as uniform as possible and also allow city voters more evening and weekend opportunities to vote. The hours for early voting will change to: a) Mobile Fast and Mobile West weekdays weekdays Saturdays 11 am to 1 pm 5 pm to 7 pm 7 am to 7 pm b) Other three locations 8 am to 5 pm 8 am to 7 pm weekdays thru 4 -28 -95 May 1 & 2 4) The fourth change will change the polling location for City voters living in County election precincts 340 and 345. The former location was Round Rock High School and the new location will be Brushy Creek Elementary. The change will permit voters in precincts 340 and 345 to go to only one location to vote in both the City and RRISD elections. Staff feels this is a real step forward in our election procedures. We are excited to be able to give our voters expanded opportunities to cast their ballots. We are confident this will significantly increase our voter turnout. Also, this is just another way the City and RRISD can work together in a more efficient manner for the betterment of our customers. Staff recommends approval of the contract. ECONOMIC IMPACT: Because of the expanded early voting opportunities, which significantly increase the amount of early voting personnel needs, and because of the expected increase in the number of votes cast, the cost of this year's election will be approximately $6,200. Staff feels this is a very reasonable amount in light of the increased voting opportunities for our citizens. Round Rock Independent School District Tom Norris, Ed.D. Superintendent Board of Trustees Judy McLeod President Juan F. Aguilera Vice President Kathi Seay Secretary Nelda Click Steve Copenhaver Archie Holmes Oscar Perez March 10, 1995 Joanne Land The City of Round Rock 221 East Main Street Round Rock, TX 78664 Dear Joanne: Enclosed is a copy of the Election Services Contract for the joint election on May 6, 1995. As we discussed on Tuesday, March 7th, I have taken your signature page and combined it with the RRISD Elections Services Contract. The Contracts are essentially the same and this will eliminate the need to send them back to Mayor Culpepper and John Willingham for signatures. Please cal if you have any questions or concerns with this combined form. 1311 Round Rock Avenue • Round Rock TX 78681 -4999 • 512/255 -4431 • FAX 512/244 -9453 ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as Administrator, and the following political subdivisions, hereinafter referred to jointly as ENTITIES: ROUND ROCK INDEPENDENT SCHOOL DISTRICT ( RRISD), acting by and through its Board of Trustees, and the CITY OP ROUND ROCK (ROUND ROCK), acting by and through its City Council. 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 6, 1995, and in connection there with 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 6, 1995, 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; 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 8, 1995; 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 (approximately two - thirds for RRISD and one - third for City); costs to be itemized and based on actual invoices or other appropriate documents; g • j. Serving as agent to the Custodian 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. Preparing and publishing all Notices as required by law; c. Accepting candidate filing forms and applications as required by law; d. Paying all election workers and polling place expenses, including furniture rental, if any; e. Providing Williamson County with an advance amount of $6,000 to use in purchasing ballots, supplies, etc., through the Contract Elections Fund, with any balance in the fund remaining after all election costs have been paid to be returned to Entities; f. Paying Williamson County an administrative fee not to exceed 5 percent of the actual cost of the election; g. Preparing and submitting to the U.S. Department of Justice any changes to voting practices or procedures; h. Appointing by the actions of their governing bodies all election judges and alternates and designating polling places for the election; i. 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; j. Appointing Joanne Land as Custodian of Election Records for the joint election; k. Providing Administrator with names of all candidates and wording for any issues on the ballots as soon as possible after the deadline for filing for position on the ballot; 1. Paying the costs of the joint election within 30 days of the date on which Entities receive the statement of costs from Administrator. m. The City and RRISD will share the cost of the election as detailed in Exhibit A; 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 RRISD or Round Rock in connection with the holding of the joint election, including the failure by such Entities to pay any expenses hereunder, and such Entities 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 of 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 1 6 day of February Pre Mayor, City of Round Rock ATTEST: lliamson Co y Elections Admin. cretary Attorney RR SD Boar • o T = ees , 1995. COST CATEGORY EXHIBIT A ESTIMATED COSTS PER ENTITY TOTAL COST RRISD $g Early Voting Personnel $5,381 $3,384 $1,997 Ballots 4,800 3,200 1,600 Programming /Maintenance 1,700 1,134 566 Supplies 450 300 150 Postage 300 180 120 Election Day Personnel 2,341 1,639 702 Central Counting Station 900 600 300 Travel 200 120 80 Copies (Training Material) 100 60 40 Box Prep & Delivery 100 60 40 Early Vote Setup (inc. Modems) 450 270 180 Supply Pickup 50 30 20 Verification Count 150 100 50 Overtime 200 120 80 5% Administration Charge AKA AAA 29A Total $17,978 $11,757 $6,221 Below are some of the cost percentages assigned to each Entity: 1. C.D. Fulkes, election day - 50/50 2. Round Rock High School, election day - 50/50 3. Brushy Creek Elementary, election day - 67% school /333 city 4. Early Voting: a. Round Rock City Hall - 50/50 b. RRISD Admin. Bldg. - 50/50 c. Westwood High School - 75% school /253 city d. Mobile East (Renaissance Square) - 50/50 e. Mobile West (Wal -Mart 183) - 75% school /253 City 5. Ballots - 67% school /333 city The percentage allocation for the whole election is approximately 65% RRISD and 35% City of Round Rock. The Entities may agree on a different formula if they choose. ATTEST: KATHI SEAY, S RRISD Board d1 ATTEST: TUL LAND, City Secretary ty of Round Rock Z4/4 CHARLES Ci3LPER, Mayor City of Round Rock JOHN WILLINGHAM Williamson County Elections Administrator 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 8, 1995; 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 (approximately two - thirds for RRISD and one - third for City) ; costs to be itemized and based on actual invoices or other appropriate documents; ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as Administrator, and the following political subdivisions, hereinafter referred to jointly as ENTITIES: ROUND ROCK INDEPENDENT SCHOOL DISTRICT (RRISD), acting by and through its Board of Trustees, and the CITY OF ROUND ROCK (ROUND ROCK), acting by and through its City Council. 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 6, 1995, and in connection there with 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 6, 1995, 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. Serving as agent to the Custodian 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. Preparing and publishing all Notices as required by law; c. Accepting candidate filing forms and applications as required by law; d. Paying all election workers and polling place expenses, including furniture rental, if any; e. Providing Williamson County with an advance amount of $6,000 to use in purchasing ballots, supplies, etc., through the Contract Elections Fund, with any balance in the fund remaining after all election costs have been paid to be returned to Entities; f. Paying Williamson County an administrative fee not to exceed 5 percent of the actual cost of the election; g. Preparing and submitting to the U.S. Department of Justice any changes to voting practices or procedures; h. Appointing by the actions of their governing bodies all election judges and alternates and designating polling places for the election; i. 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; j. Appointing Joanne Land as Custodian of Election Records for the joint election; k. Providing Administrator with names of all candidates and wording for any issues on the ballots as soon as possible after the deadline for filing for position on the ballot; 1. Paying the costs of the joint election within 30 days of the date on which Entities receive the statement of costs from Administrator. m. The City and RRISD will share the cost of the election as detailed in Exhibit A; 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 RRISD or Round Rock in connection with the holding of the joint election, including the failure by such Entities to pay any expenses hereunder, and such Entities 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 of 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 16 day of February , 1995. Pre =t dent / RR SD Boar • o Tr tees Mayor, City of Round Rock illi amson Co y Elections Admin. ATTEST: -1-6 SZetary Attorney COST CATEGORY Early Voting Personnel $5,381 $3,384 $1,997 Ballots 4,800 3,200 1,600 Programming /Maintenance 1,700 1,134 566 Supplies 450 300 150 Postage 300 180 120 Election Day Personnel 2,341 1,639 702 Central Counting Station 900 600 300 Travel 200 120 80 Copies (Training Material) 100 60 40 Box Prep & Delivery 100 60 40 Early Vote Setup (inc. Modems) 450 270 180 Supply Pickup 50 30 20 Verification Count 150 100 50 Overtime 200 120 80 5% Administration Charge ARa Ran 996 Total EXHIBIT A ESTIMATED COSTS PER ENTITY TOTAL COST RRISD EB. $17,978 $11,757 $6,221 Below are some of the cost percentages assigned to each Entity: 1. C.D. Fulkes, election day - 50/50 2. Round Rock High School, election day - 50/50 3. Brushy Creek Elementary, election day - 67% school /33$ city 4. Early Voting: a. Round Rock City Hall - 50/50 b. RRISD Admin. Bldg. - 50/50 c. Westwood High School - 75% school /258 city d. Mobile East (Renaissance Square) - 50/50 e. Mobile West (Wal -Mart 183) - 75% school /258 City 5. Ballots - 67% school /338 city The percentage allocation for the whole election is approximately 65% RRISD and 35% City of Round Rock. The Entities may agree on a different formula if they choose. ATTEST: KATHI SEAY, S RRISD Board di ATTEST: LAND, City Secretary ty of Round Rock ‘14 CHARLES C L.PER, Mayor City of Round Rock JOHN WILLINGHAM Williamson County Elections Administrator ORDER FOR JOINT ELECTION THE STATE OF TEXAS $ COUNTIES OF WILLIAMSON AND TRAVIS S On this the 16th day of February, 1995, 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 said Board of Trustees was the following: WHEREAS, Position No. 4 on the Board of Trustees of the Round Rock Independent School District is currently held by Judy McLeod and Position No. 5 currently held by Juan F. Aguilera are to become vacant due to the expiration of their terms, and it is therefore necessary, pursuant to applicable provision 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 said Round Rock Independent School District on May 6, 1995, for the purpose of electing 2 members to the Board of Trustees of said District, the said members to be elected to fill Positions No. 4, No. 5. 2. The Regular Trustee Election shall be held at the polling places for the precincts designated on the attached Exhibit "A ", is made a part hereof for all intents and purposes. 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. That the presiding judge and alternate presiding judge for each of said polling places are designated on the attached Exhibit "A ", and each of said presiding judges and alternate presiding judges are hereby appointed the respective presiding judge and alternate presiding judge for each of said polling places for this election. Each of the said respective presiding judges is hereby 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 on Exhibit "A ", the Superintendent of Round Rock Independent School District or his designee is hereby authorized to designate a presiding judge or an alternate presiding judge. The Superintendent of Round Rock Independent School or his designee shall also be authorized to designate replacement presiding judges or alternate presiding judges should any of such officers resign their positions prior to election. 4. Early voting for the Regular Trustee election shall be held at the locations designated in Exhibit "B ". The Early Voting Clerk is designated on Exhibit "B ". The dates and hours of early voting are also designated on Exhibit "B ". The early ballot shall be canvassed by an Early Voting Ballot Board which is designated on the attached Exhibit "C ". 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. 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 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 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 -2- March 22, 1995 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. Don Campbell 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 after the date of this Order 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. Such contract is hereby approved in all respects by the Board of Trustees. 13. 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 -3- 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 said 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: Kathi Seay, ep tary Board of Trus s Round Rock Independent School District Judy/ cLe.f, resident Board of Trustees Round Rock Independent School District -4- JUDGE 1. Connie E. Evers 2. Sharon Johannsen 3. Rita Fitch 4. Vacant 5. Joe Parks 6. Patricia Steele 7. Diane Koehler BHIBIIT A POLLING LOCATIONS & DESIGNATION OF JUDGES ALTERNATE JUDGE, Carolyn Schaefer Mary Ann Graham Deborah Hasser Aaron A. Powers, Betty Darnaby Vacant George M. Koehler POLLING LOCATION C.D. Fulkes M.S Round Rock H.S. Brushy Creek Elem. Jr. Pond Springs Elem. Westwood H.S. North Oaks Elem. Wells Branch Elem. EXHIBIT B EARLY VOTING LOCATIONS Early voting by personal appearance will be conducted each weekday at: Round Rock ISO Administration Buildina, 1311 Round Rock Avenue. Round Rock. TX Between the hours of 8:00 a.m. and 5:00 o.m. beainnina weekdays on April 17. 1995 and ending on May 2. 1995. (on May 1, and May 2. the hours will be 8:00 a.m. to 7:00 a.m.). Additional early voting will be held at the branch location as follows: 1. Westwood High School 2. Wal Mart Center 3. Renaissance Square 4. Round Rock City Hall Date April 17 - April 28. 1995 Mav 1 - May 2, 1995 April 17 - May 2. 1995 April 22 and April 29 12400 Mellow Meadow Dr. 12550 Research Blvd. 1401 South IH 35 221 E. Main St. (Weekdays) JWeekdays) (Weekdays) (Saturdays) John Willingham, Election Administrator, is the designated early voting clerk. Austin Austin Round Rock Round Rock Hours 8:00 a.m. - 5:00 a.m. 8:00 a.m. - 7:00 a.m. 11:00 a.m. - 1:00 o.m. /5:00 -7:00 o.m. 7:00 a.m. - 7:00 o.m. EHIBIIT C DESIGNATION OF EARLY VOTING BALLOT BOARD JUDGE Richard Evers has been designated as the Early Voting Ballot Board Judge. ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as "Administrator," and the following political subdivisions, hereinafter referred to jointly as "ENTITIES ": ROUND ROCK INDEPENDENT SCHOOL DISTRICT (RRISD), acting by and through its Board of Trustees, and the CITY OF ROUND ROCK (Round Rock), acting by and through its City Council. 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 6, 1995, 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 6, 1995, 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 7:00 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 each Entity by May 8, 1995; 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 (approximately two- thirds for RRISD and one -third for City); costs to be itemized and based on actual invoices or other appropriate documents; j. Serving as agent to the Custodian of election records for the purpose of securing and storing voted ballots. 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. Preparing and publishing all Notices as required by law; c. Accepting candidate filing forms and applications as required by law; d. Paying all election workers and polling place expenses, including furniture rental, if any; e. Providing Williamson County with an advance amount of $6,000 to use in purchasing ballots, supplies, etc., through the Contract Elections Fund, with any balance in the fund remaining after all election costs have been paid to be returned to Entities; f. Paying Williamson County an administrative fee not to exceed 5 percent (5%) of the actual cost of the election; g. Preparing and submitting to the U.S. Department of Justice any changes to voting practices or procedures; h. Appointing by the actions of their governing bodies all election judges and alternates and designating polling places for the election; i 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; J. Appointing Joanne Land as Custodian of Election Records for the joint election; k. Providing Administrator with names of all candidates and wording for any issues on the ballots as soon as possible after the deadline for filing for position on the ballot; L Paying the costs of the joint election within 30 days of the date on which Entities receive the statement of costs from Administrator; m. Round Rock and RRISD agree to share the costs of the Election as detailed in Exhibit "A." 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 RRISD or Round Rock in connection with the holding of the joint election, including the failure by such entities to pay any expenses hereunder, and such Entities 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 , 1995. JUDY MCLEOD, President RRISD Board of Trustees ATTEST: KATHI SEAY, Secretary RRISD Board of Trustees ATTEST: MIA NNE LAND, City Secretary C'Ifv of Round Rock 1/4 CHARLES QU EPPER, Mayor City of Round Rock JOHN WILLINGHAM Williamson County Elections Administrator JOINT ELECTION COST SHARING PROPOSAL The City of Round Rock will incur more costs, with the net increase coming from the addition of four early voting locations for city voters. However, under the contract the City will not have to divert any of its own employees from their regular duties in order to perform election functions, and this may offset some of the additional costs. The election process for the City's voters will be more convenient because of the additional early voting sites and because they will be able to vote for both City and School candidates on a single ballot. RRISD will realize cost savings as a result of sharing early voting locations and ballot costs. District voters who also are residents of the City of Round Rock will have the convenience of being able to vote for both City and School candidates on one ballot. Below are some of the cost percentages assigned to each entity: 1. C.D. Fulkes, election day - - -- 50/50 2. Round Rock High School, election day - - -- 50/50 3. Brushy Creek Elementary, election day - -- 67% School/ 33% City 4. Early Voting: a. Round Rock City Hall - - -- 50/50 b. RRISD Administration Building - - -- 50/50 c. Westwood High School - 75% School/ 25% City d. Mobile F st (Renaissance Square) - - -- 50/50 e. Mobile West (Wal-Mart 183) - - -- 75% School/ 25% City 5. Ballots - - -- 67% School. 33% City EXHIBIT "A" The percentage allocation for the whole election is approximately 65% RRISD and 35% City of Round Rock ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as "Administrator," and the following political subdivisions, hereinafter referred to jointly as "ENTITIES ": ROUND ROCK INDEPENDENT SCHOOL DISTRICT (RRISD), acting by and through its Board of Trustees, and the CITY OF ROUND ROCK (Round Rock), acting by and through its City Council. 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 6, 1995, 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 6, 1995, 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 7:00 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 each Entity by May 8, 1995; L 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 (approximately two- thirds for RRISD and one -third for City); costs to be itemized and based on actual invoices or other appropriate documents; j. Serving as agent to the Custodian of election records for the purpose of securing and storing voted ballots. 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. Preparing and publishing all Notices as required by law; c. Accepting candidate filing forms and applications as required by law; d. Paying all election workers and polling place expenses, including furniture rental, if any; e. Providing Williamson County with an advance amount of $6,000 to use in purchasing ballots, supplies, etc., through the Contract Elections Fund, with any balance in the fund remaining after all election costs have been paid to be returned to Entities; f. Paying Williamson County an administrative fee not to exceed 5 percent (5%) of the actual cost of the election; g. Preparing and submitting to the U.S. Department of Justice any changes to voting practices or procedures; h. Appointing by the actions of their governing bodies all election judges and alternates and designating polling places for the election; L 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; 1- Appointing Joanne Land as Custodian of Election Records for the joint election; k. Providing Administrator with names of all candidates and wording for any issues on the ballots as soon as possible after the deadline for filing for position on the ballot; L Paying the costs of the joint election within 30 days of the date on which Entities receive the statement of costs from Administrator; m. Round Rock and RRISD agree to share the costs of the Election as detailed in Exhibit "A" 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 RRISD or Round Rock in connection with the holding of the joint election, including the failure by such entities to pay any expenses hereunder, and such Entities 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 , 1995. JUDY MCLEOD, President RRISD Board of Trustees ATTEST: KATHI SEAY, Secretary RRISD Board of Trustees ATTEST: ANNE LAND, City Secretary ity of Round Rock CHARLES PPER, Mayor City of Round Rock JOHN WILLINGHAM Williamson County Elections Administrator JOINT ELECTION COST SHARING PROPOSAL EXHIBIT "A" The City of Round Rock will incur more costs, with the net increase coming from the addition of four early voting locations for city voters. However, under the contract the City will not have to divert any of its own employees from their regular duties in order to perform election functions, and this may offset some of the additional costs. The election process for the City's voters will be more convenient because of the additional early voting sites and because they will be able to vote for both City and School candidates on a single ballot. RRISD will realize cost savings as a result of sharing early voting locations and ballot costs. District voters who also are residents of the City of Round Rock will have the convenience of being able to vote for both City and School candidates on one ballot. Below are some of the cost percentages assigned to each entity: 1. C.D. Fulkes, election day - - -- 50/50 2. Round Rock High School, election day - - -- 50/50 3. Brushy Creek Elementary, election day - - -- 67% School/ 33% City 4. Early Voting: a. Round Rock City Hall - - -- 50/50 b. RRISD Administration Building - - -- 50/50 c. Westwood High School - - -- 7596 School/ 25% City d. Mobile East (Renaissance Square) - - -- 50/50 e. Mobile West (Wal -Mart 183) - - -- 7596 School/ 25% City 5. Ballots - - -- 67% School. 3396 City The percentage allocation for the whole election is approximately 65% RRISD and 35% City of Round Rock