R-97-03-13-10C - 3/13/1997Services Contract ( "Contract ") to provide its electronic vote
counting facilities, and
WHEREAS, the City Council desires to approve this contract
vote counting to help streamline the election process on election
day, and
WHEREAS, Williamson County has submitted a proposed Election
WHEREAS, the City of Round Rock wishes to use electronic
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 13th day of March, 1997.
ATTEST:
E LAND, City Secretary
K: WPDOCS \RBSO \RS7O313C.WPD /ecg
RESOLUTION NO. R- 97- 03- 13 -10C
CHARLES C •E " ° Mayor
City of Round •ock, 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 3, 1997, 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 3, 1997, 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 5,1997;
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;
42
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;
9.
j•
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;
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.
43
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 1 day of flat{ , 1997.
Presi ent, RRISD B d of Trustees
A ayor, City of FtoYeRock
liamson Cou Elections Admin.
ATTEST:
Oil Ai
I
Attorney
44
03/05/97 ,09:34„ 22512 930 3262 WN COUNTY JUDGE
ESTIMSATED COSTS
COST CATEGORY TOTAL COST
Early Voting Personnel 5,000
Ballots 5,500
Programming /Maintenance 3,500
Supplies 1,000
Postage 300
Election Day Personnel 2,700
Central Counting Station 700
Travel 200
Copies (Training Material) 200
Box Prep and Delivery 350
Early Vote Setup 250
Supply Pickup 50
Verification Count 150
Overtime 500
5% Admin. Charge 1,020
TOTAL 21,420
Cost to be divided based on 65% RRISD and 35% City.
RRISD $13,923
CITY= $7,497
lj002/002
DATE: March 11, 1997,
SUBJECT: City Council Meeting, March 13, 1997
STAFF RESOURCE PERSON: Joanne Land
STAFF RECOMMENDATION:
ECONOMIC IMPACT: $7,497 (35% of election costs)
ITEM: 10.C. Consider a resolution authorizing the Mayor to enter into an inter -
local governmental agreement between Williamson County and
the City for election services.
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 3, 1997 election
as conducted by the County's Election Administrator. As was year before last 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.
Mayor
Charles Culpepper
Mayor Pro-tem
Earl Palmer
Council Members
Robert Sthrka
Rod Morgan
Rick Stewart
Maraca Chavez
Jimmy Joseph
Qty Manager
Robert L Benner Jr.
CltyAttorney
Stephan L Sheeu
CITY OF ROUND ROCK
March 19, 1997
Mike Jolly
RRISD
Chief Financial Officer
1311 Round Rock Avenue
Round Rock, TX 78681
Dear
Enclosures
y:
The Round Rock City Council, at their regularly scheduled meeting on March 13,
1997, approved Resolution No. 97- 03- 13 -10B which Calls the May 3, 1997 Election
and Resolution No. 97- 03- 13 -10C for the Elections Services Contract.
Enclosed are copies of those resolutions and contract. If you need additional
information or have any questions, please do not hesitate to contact me.
cerely,
Joanne Land
Assistant City Manager/
City Secretary
Fax: 512-218-7097
1. 800. 735 -2989 TDD 1- 800735.2988 voice
221 East Main Street
Round Rock, Texas 78664
512-218-5400
Mayor
Charles Culpepper
Mayor Pro-tem
Earl Palmer
Council Membem
Robert Sauka
Rod Morgan
Rick Stewart
Martha Chavez
Jimmy Joseph
Qty Manager
Robert L Bennett, Jr.
Qty Attorney
Stephan 6 Sheets
CITY OF ROUND ROCK
March 19, 1997
Williamson County
Mr. John Willingham
Elections Administrator
P.O. Box 209
Georgetown, Texas 78627
enclosures
Fax: 512- 218 -7097
1- 800.735.2989TDD 1.800. 735.2988 Voice
221 East Main Street
Round Rock Texas 78664
512 - 218.5400
Dear am:
V
The Round Rock City Council, at their regularly scheduled meeting on March 13,
1997, approved Resolution No. 97- 03- 13 -IOB which Calls the May 3, 1997 election
and Resolution No. 97- 03- 13 -10C for the Elections Services Contract.
Enclosed are copies of those resolutions and contract for your files. If you need
additional information or have any questions, please do not hesitate to contact me.
Sincerely,
J ne Land
Assistant City Manager/
City Secretary