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R-95-11-21-10A - 11/21/1995ELECTION SERVICES CONTRACT R, - 0 15 - - al - )oA This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as "Administrator," and the CITY OF ROUND ROCK, acting by and through its City Council, hereinafter referred to as "City." The City is entering into this contract to secure election services from the Administrator for a special election to be conducted by the City on January 20, 1996, 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 special election on January 20, 1996, including personnel to conduct the verification count after the election; c. As the Early Voting Clerk for the special election, making arrangements for locations and clerks, providing modems and terminals if requested, and conducting early voting by mail; d. Arranging for election day polling locations and providing appropriate number of voting booths; e. Providing pre - locked, pre - sealed ballot boxes; f. Testing of tabulation of equipment; g. Keeping the Administrator's office open on election day from 7:00 a.m. until all work is completed and providing assistance to election workers and the public on election day; h. Operating the central counting station in the Williamson County Annex on election day and providing tabulations to the City by January 22, 1996; Submitting to the City within 30 days a statement of costs payable based on use of ballots, polling places, supplies, programming, etc., with 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 City 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. Paying all election workers and polling place expenses, including furniture rental, if any; d. Providing Williamson County with an advance amount of $4,000 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 the City; e. Paying Williamson County an administrative fee not to exceed 5 percent (5 %) of the actual cost of the election; f. Preparing and submitting to the U.S. Department of Justice any changes to voting practices or procedures; g. J• Appointing by the actions of its governing body all election judges and alternates and designating polling places for the election; h. 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; i. Appointing Joanne Land as Custodian of Election Records for the special election; Providing Administrator with wording for any issues on the ballot as soon as possible; k. Paying the costs of the special election within 30 days of the date on which the 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 special election, including the failure by such entity to pay any expenses hereunder, and such entity shall not be liable to third parties for any default of the Administrator in connection with the holding of the special 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 O n day of /VO✓ ,6 1995. ATTEST: Pi CHARLES CUL E " `' ER, Mayor City of Round Rock r HN WILLI AM Williamson County Elections Administrator 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 21st day of November, 1995. ATTEST: K \RESOLUTI \RS51121A.WPO /kg LAND, City Secretary RESOLUTION NO. R 95 11 21 - 10A CHARLES CULPEPPER, 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," and the CITY OF ROUND ROCK, acting by and through its City Council, hereinafter referred to as "City." The City is entering into this contract to secure election services from the Administrator for a special election to be conducted by the City on January 20, 1996, 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 special election on January 20, 1996, including personnel to conduct the verification count after the election; c. As the Early Voting Clerk for the special election, making arrangements for locations and clerks, providing modems and terminals if requested, and conducting early voting by mail; d. Arranging for election day polling locations and providing appropriate number of voting booths; e. Providing pre - locked, pre- sealed ballot boxes; f. Testing of tabulation of equipment; g. Keeping the Administrator's office open on election day from 7:00 a.m. until all work is completed and providing assistance to election workers and the public on election day; h. Operating the central counting station in the Williamson County Annex on election day and providing tabulations to the City by January 22, 1996; Submitting to the City within 30 days a statement of costs payable based on use of ballots, polling places, supplies, programming, etc., with costs to be itemized and based on actual invoices or other appropriate documents; • Serving as agent to the Custodian of election records for the purpose of securing and storing voted ballots. 2. The City shall be responsible for the following actions: a. Authorizing the number of ballots to be ordered for election day and early voting; b. Preparing and publishing all Notices as required by law; c. Paying all election workers and polling place expenses, including furniture rental, if any; d. Providing Williamson County with an advance amount of $4,000 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 the City; e. Paying Williamson County an administrative fee not to exceed 5 percent (5 %) of the actual cost of the election; f. Preparing and submitting to the U.S. Department of Justice any changes to voting practices or procedures; Appointing by the actions of its governing body all election judges and alternates and designating polling places for the election; h. 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. i. Appointing Joanne Land as Custodian of Election Records for the special election; Providing Administrator with wording for any issues on the ballot as soon as possible; k. Paying the costs of the special election within 30 days of the date on which the 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 special election, including the failure by such entity to pay any expenses hereunder, and such entity shall not be liable to third parties for any default of the Administrator in connection with the holding of the special 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. at ,,/ This contract is effective on the a 1 day of /VO✓E+nd6.t 1995. ATTEST: 'ANNE LAND, City Secretary ty of Round Rock � E✓ CHARLES C E ER, Mayor City of Round Rock JOHN WILLINGHAM Williamson County Elections Administrator DATE: November 17, 1995 SUBJECT: City Council Meeting, November 21, 1995 ITEM: 10A. Consider a resolution authorizing the Mayor to enter into an interlocal governmental agreement between Williamson County and the City for election services relative to the proposed January 20, 1995 bond election STAFF RESOURCE PERSON: Joanne Land STAFF RECOMMENDATION: The proposed Election Services Contract authorizes the Williamson County Elections Administrator to be responsible for conducting the proposed January 20, 1996 bond and charter amendment election as he was for the May Council election. No changes to the services provided have been made. Staff recommends approval of the resolution and contract. Mayor Charles Culpepper Mayor Pro-tent Furl Palmer Council Members Robert Srluka Rod Morgan Rick Stewart Martha Chavez Jimmy Joseph City Manager Robert L Bennett. Jr. City Attorney Stephan L Sheets WO O) i; 6 THE CITY OF ROUND ROCK 221 East Main Street Round Rock, Texas 78664 512- 255.3612 November 29, 1995 Mr. John Willingham Williamson County Election Administrator P.O. Box 209 Georgetown, TX 78627 Enclosures Dear ;..44 A ilfr gham: Resolution No: R-95-11-21-10A wa s app by the Round R City Council on November 21, 1995. x • - - - - Enclosed is a copy of the resolution and two original Election Services Contracts for your signature. Please retain one for your files and return one to the City of Round Rock. If you have any questions, please do not hesitate to call. 'Sincerely, Joanne Land Assistant City Manager/ City Secretary Fax 512-255-6676 1-800-735-2989 (TDD) 1-800-735-2988 (Voice)