R-96-03-14-10B - 3/14/1996vote 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 ,
WHEREAS, the City of Round Rock wishes to use electronic
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 14th day of March, 1996.
ATTEST:
E LAND, City Secretary
C \WPDOCS \RBSOLUTI \RS60314B WPB /kg
RESOLUTION NO. R- 96- 03- 14 -10B
CHARLES CUL E ER, 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 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 4, 1996, 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 4, 1996, 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 6,1996;
1. 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;
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. Paying Williamson County an administrative fee not to
exceed 5 percent 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. Appointing by the actions of their governing bodies 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 joint election;
j. 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;
k. Paying the costs of the joint election within 30 days of
the date on which Entities receive 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 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.
. . i
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 , 1996.
Board of Trustees
Williamson County Elections Admin.
ATTEST:
Secretary
Attorney
COST CATEGORY
Early Voting Personnel
Ballots
Programming /Maintenance
Supplies
Postage
Election Day Personnel
Central Counting Station
Travel
Copies (Training Material)
Box Prep i Delivery
Early vote Setup (inc. Modems)
Supply Pickup
Verification Count
Overtime
Furniture Rental
5% Administration Charge
TOTAL
EIWIBIT A
ESTIMATED COSTS PER ENTITY
INDIVIDUAL ESTIMATED COSTS:'
RRISD . x 65% - $11,329
RR 'CITY x 35% -= 6;101
TOTAL COST
S4,200
5,500
2,000
400
50
2,700
600
100
50
100
300
100
NA
400
100
830
$17,430
DATE: March 12, 1996,
SUBJECT: City Council Meeting, March 14, 1996
11'J M: 10B. 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:
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 4, 1996
election as conducted by the County's Election Administrator. As was last year 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. This
arrangement worked out extremely well in May of 1995 and we anticipate the same
success this coming May. Staff recommends approval.
ECONOMIC IMPACT: $6,100 (35% of election costs)