R-98-08-27-10B1 - 8/27/1998with the Williamson County Elections Administrator to administer the
November 3, 1998 election, and
WHEREAS, the Williamson County Elections Administrator has
submitted a proposed Election Services Contract ( "Contract ") to
administer the November 3, 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 November 3, 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.
RESOLVED this 27th day of August, 1998.
WHEREAS, the City of Round Rock wishes to enter into a contract
RESOLUTION NO. R- 98- 08- 27 -10B1
CHARLES CiL "'PPER, Mayor
A TEST: City of Round Rock, Texas
4(11 ' /■% 0
7i NE LAND, City Secretary
%: \WPDOCS \RESOLUTI \R,062"/B1 .WPD /scg
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ELECTION SERVICES CONTRACT
7- ° J06
This contract is entered into between the WILLIAMSON COUNTY ELECTIONS
ADMINISTRATOR, hereinafter referred to as "Administrator ", and the CITY OF ROUND
ROCK, TEXAS, hereinafter referred to as "City", acting by and through its City Council.
The above -named entities are entering into this contract to secure election services from the
Administrator for a joint election to be conducted by the entities on November 3, 1998, 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 November 3, 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 necessary, and conducting
early voting by mail;
d. Arranging for election day polling locations and providing appropriate numbers
of voting booths;
e. Providing pre - locked, pre - sealed ballot boxes;
f. Testing 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 City by November 9, 1998;
i. Submitting to City within thirty (30) days after the election 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 and with costs to be itemized and based on actual invoices or other
appropriate documents;
j. Serving as the Custodian of Election Records for the purpose of securing and
storing voted ballots;
k. Conducting election schools for early voting election day clerks;
1. Preparing and publishing all Notices pertaining to tabulation testing, as required
by law; and
m. Providing City with a copy of election records within thirty (30) days after the
election.
2. The City shall be responsible for the following actions:
a. Paying for ballots and election supplies to be used for election day and for early
voting, at a rate not to exceed one -half (' /z) of the total cost of those items for the
sixteen (16) county election precincts which are partly or wholly within the city
of Round Rock;
b. Paying election workers and polling place expenses, including furniture rental if
any, at the rate of one -half (' /z) of the total cost for workers and polling places
shared with the county for election day voting, and at a rate not to exceed twenty
percent (20 %) of the total cost for workers and locations used for early voting;
c. Paying Williamson County an administrative fee not to exceed ten percent (10 %)
of the actual City of Round Rock cost of the election;
d. Preparing and submitting to the U.S. Department of Justice any changes to voting
practices or procedures;
e. Appointing by action of its governing body all county election judges and
alternates and designating regular county polling places for the election including
early voting locations;
f. 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. Appointing Administrator as Custodian of Election Records for the joint election;
and
h. Paying the costs of the joint election within thirty (30) days of the date on which
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 City in connection with the
holding of the joint election, including the failure by City to pay any expenses hereunder; and
City 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 construed under and in accordance with the laws of the state of
Texas, and shall be performable in Williamson County, Texas.
5. In the event that any one or more of the provisions contained in this contract should for
any reason be held to be invalid, illegal, or unenforceable in any respect, then and in that event
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 provision had never been
contained herein.
6. No amendment, modification, or alteration of any 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
hereto.
This contract is signed on the O( day of the month of
, 1998,
Hub - 24 -1998 1403 CITY OF ROUND ROCK 3.LG1CY10`Jf F.1S /0b
AUG -24 -1999 12 =28
S3TI1ATED COSTS PER ENTITY
COST CATEGORY TOTAL COST ROUND ROCK CEDAR PARK COUNTY
Early Voting Personnel 27,000 5,400 2,700 18,900
Ballots 28,000 3,339 2,295 22,366
Programming /Maintenance 5.500 1,100 550 3.850
Supplies 3,500 350 240 2,910
Postage 1;200 120 84 996
Election Day Personnel 36,000 3,600 2,520 29,880
Central Counting Station 2,000 200 140 1,660
Travel 200 20 14 166
Copies (Training Material) 600 60 42 498
Box Prep and Delivery 1,800 180 126 1,494
Early Vote Setup (inc. modems] 800 160 80 560
Supply Pickup 200 20 14 166
Verification Count 500 50 35 415
Notice of Election 900 90 63 747
Polling Place Rental 2,000 200 140 1,660
Furniture Rental 2,000 400 200 1,400
Overtime 2,000 200 140 1,660
5ub -Tota1 114,200 15,489 9,383 89,328
109 Admin. Charge NA 1,549 939 NA
SOTAL 116,687 17,032 10,321 89,328
512 930 3262 96Y P.05
RuL.i - 24 -1998 14:04
C11Y OF ROUND ROCK ,1221 tl'Ib9'7 P.06/06
MCILARANCE REQUIREMENTS
The Cities of Round Rock and Cedar Park should preclear the following changes:
1. The Joint Election Agreement and Contract.
2. The addition or deletion of any early voting sites (will be using all
county sites plus new location at Central Baptist Church in Round Rock,
if approved).
3. The use of County election precincts.
4. Changes in early voting hours.
TOTAL P.06
and said contract is effective from and after the date.
CITY 0 OUND ROCK, TEXAS
ATTEST:
ATTEST:
lint) gaAftzt_.
ANNE LAND, City Secretary
WILLIAMSON COUNTY ELECTIONS ADMIN.
JOHN WILLINGI
CHARLES CULP' 'PER, Mayor
M
DATE: August 21,1998
SUBJECT: City Council Meeting - August 27,1998
ITEM: 10.8.1. Consider a resolution authorizing the Mayor to execute an interlocal
governmental agreement between Williamson County and the City
for election services relative to the November 3, 1998 election. Staff
Resource Person: Joanne Land, Assistant City Manager.
Mayor
Charles Culpepper
Mayor Pro-tem
Robert Slluka
Connell Members
Earl M. Hairston
Rick Stewart
Earl Palmer
Martha Chavez
Jimmy Joseph
City Manager
Robert L. Bennett, Jr.
City Attorney
Stephan L Sheets
CITY OF ROUND ROCK
September 24, 1998
Mr. John Willingham
Williamson County Elections Administrator
P.O. Box 209
Georgetown, TX 78627
Dear
Sincerely,
Enclosures
Fax: 512 -218 -7097
The Round Rock City Council approved Resolution No. R-98- 08-27-
10B1 on August 27, 1998.
Enclosed is a copy of the resolution and original contract. Please sign
and return the original to me. If you have any questions, please do not
hesitate to call.
oanne Land
Assistant City Manager/
City Secretary
1-800-735-2989 TDD 1- 800.735-2988 Voice
www. ci. round-roc k u. us
221 East Main Street
Round Rock. Texas 78664
512 -218 -5900