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R-98-03-12-10A3 - 3/12/1998Mayor Charles Culpepper Mayor Pro -tam Earl Palmer Comdl Members Robert Stlrka Rod Morgan Rick Stewart Martha Chavez Jimmy Joseph City Manager Robert L 8emmen, Jr. City Attorney Stephan L Sheets CITY OF ROUND ROCK March 19, 1998 Mr. Mike Jolly Chief Financial Officer Round Rock ISD 1311 Round Rock Avenue Round Rock, Texas 78681 Dear The Round Rock City Council, at their regularly scheduled meeting on March 12, 1998, approved Resolution No. R- 98- 03- 12 -10A3 which approves the Elections Services Contract for the May 2, 1998 Election. Enclosed is a copy of the resolution and contract. If you need additional information or have any questions, please do not hesitate to contact me. Sincerely, Jt35nne Land, Assistant City Manager/ City Secretary enclosure Fax: 512-218-7097 1- 800 - 735.2989 TDD 1- 80-735 -2988 voice 221 Fast Main Street Round Rock Texas 78664 512 -218 -5400 Mayor Charles Culpepper Mayor Pro -tan Earl Palmer Coundl Members Robert Stinks Rod Morgan Rick Stewart Martha Chavez Jimmy Joseph City Manager Robert L Bennett Jr. City Attorney Stephan L Sheets CITY OF ROUND ROCK March 19, 1998 Mr. John Willingham Williamson County Elections Administrator P. 0. Box 209 Georgetown, Texas 78627 Dear M Sincerely, enclosures Fax: 512-218-7097 The Round Rock City Council, at their regularly scheduled meeting on March 12, 1998, approved Resolution No. R- 98- 03- 12 -10A2 which Calls the May 2, 1998 City Election and Resolution No. R- 98- 03- 12 -10A3 for the Elections Services Contract. Enclosed are copies of both resolutions and the Elections Contract. If you need additional information or have any questions, please do not hesitate to contact me. Joanne Land Assistant City Manager/ City Secretary 1- 800 - 735 -2989 TDD 1- 800 - 735 -2988 Voice 221 East Main Street Round Rock, Texas 78664 512 -218 -5400 RESOLUTION NO. R- 98- 03- 12 -10A3 WHEREAS, the City of Round Rock wishes to use professional election services to administer the May 2, 1998 election, and WHEREAS, the Williamson County Elections Administrator has submitted a proposed Election Services Contract ( "Contract ") to administer the May 2, 1998 election, 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 the Williamson County Elections Administrator to administer the May 2, 1998 election, a copy of said Contract being attached hereto 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, and the Act. ATTEST: RESOLVED this 12th day of Mar J(iNNE LAND, City Secretary B:\ WPOOCS \BBSOLPPI\88,312N.WPO /scg CHARLES CUL EPPER, 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 2, 1998, 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 2, 1998, 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 4,1998; 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; 1 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. 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 2 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. tw This contract is effective on he 4 day of OP-CM, 1998. / f /may \, 4/kAlikt i.11 Presi ei t, RRIS►I Board of, tees ( f Aa/re 4 ayor, City of - o ∎ d Rock O l iamson County ctions Admin. ATTEST: S retary Attorney to third parties for any default of the Administrator in connection with the holding of the joint election. 3 Cost Category Early Voting Personnel Ballots Programming/Maintenance Supplies Postage Election Day Personnel Central Counting Station Travel Copies (Training Material) Box Prep and Delivery Early Vote Setup Supply Pickup Verification Count Overtime 5% Administration Charge ' Per John Willingham on February 11, 1998: Cost to be divided based on 65% RRISD and 35% City. RRISD = $15,548 City = $ 8,372 Estimated Costs Total Total Cost $6,000 5,500 5,000 1,000 300 2,700 700 200 200 350 250 50 150 500 1,020 $23,920' DATE: March 6, 1998 SUBJECT: City Council Meeting - March 12, 1998 ITEM: 10.A.3. Consider a resolution authorizing the Mayor to enter into an inter -local governmental agreement between Williamson County, the Round Rock Independent School District, and the City outlining responsibilities of each entity for election services related to the May 2, 1998 City Council Election. Staff Resource Person: Joanne Land, Assistant City Manager /City Secretary.