R-99-03-11-14B1 - 3/11/1999RESOLUTION NO. R- 99- 03- 11 -14B1
WHEREAS, the City of Round Rock wishes to enter into a contract
with the Williamson County Elections Administrator to administer the
May 1, 1999 election, and
WHEREAS, the Williamson County Elections Administrator has
submitted a proposed Election Services Contract ( "Contract ") to
administer the May 1, 1999 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 1, 1999 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 llth day of March, /7999.
A EST:
• IL2/Y LY2� Ga /Yt.4C___
E LAND, City Secretary
R: \WPDOCS \RESOLUTI \R9011101. WPD /ecg
L„1 JJQQ
CHARLES CUL'PER, Mayor
City of Round Rock, Texas
RECEIVED v 1995
ELECTION SERVICES CONTRACT
This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter
referred to as Administrator, the CITY OF ROUND ROCK, hereinafter referred to as City, acting by and
through its City Council, and the ROUND ROCK INDEPENDENT SCHOOL DISTRICT, hereinafter referred to
as District.
The City and District (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 1, 1999, 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 May 1, 1999, 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
am. 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 ;
i. Submitting to City 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; costs to be
itemized and based on actual invoices or other appropriate
documents;
Serving as agent to the Custodians 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. Paying election workers and polling place expenses, including
furniture rental, If any, at the rate of 11% of total cost;
,e-q 03 -II /
ESTIMATED COSTS PER ENTITY
COST CATEGORY TOTAL COST RRISD C�H
Early Voting Personnel 5,381 5384 1,997
Ballots 5,820 3,880 1,940
Programming/Maintenance 2,700 1,804 896
Supplies 650 400 250
Postage 300 180 120
Election Day Personnel 4,741 3,439 1,302
Central Counting Station 1,080 720 360
Travel 200 120 80
Copies (Training Material) 100 60 40
Box Prep and Delivery 100 60 40
Early Vote Setup (inc. moderns) 450 270 180
Supply Pickup 50 30 20
Ver8cation Count 150 100 50
Overtime 200 120 80
10%Admin. Charge 2.196 1,457 736
TOTAL 24,115 16,024 8,091
iamson County
ATTEST:
Secretary
Attorney
c. Paying Williamson County an administrative fee not to exceed 10
percent of the actual cost of the election;
d. Preparing and submitting to the U.S. Department of Justice any
changes to voting practices or procedures;
f. Appointing by the action of its goveming body all election judges
and alternates and designating polling places for the election
including early voting locations
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,
h. Appointing Administrator as agent to Custodians of Election
Records for the joint election,
Paying the costs of the joint election within 30 days of the date on
which Clty receives the statement of costs from Administrator.
3. In connection with the performance of this contract, neither Williamson County nor
the Adminiaudtcor shall be liable to third parties for any default of the City in
connection with the holding of the joint election, including the failure by the City to
pay any expenses hereunder, and such the City shall not be liable to third parties for
any default of the Administrator in connection with the holding of the joint election.
9.
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 tern 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.
Th ;. tract iseff -. i iw___ ruary, 1999.
771 'r • Rof/rnd 4: I e Sch ..:.-r
s Admin
DATE: March 5, 1999
SUBJECT: City Council Meeting — March 11, 1999
ITEM: 14.B.1. Consider a resolution authorizing the Mayor to execute an inter -
local governmental agreement between the Williamson County
Elections Administrator, the City of Round Rock and Round Rock
Independent School District for the May 1, 1999 Joint Election. This
agreement outlines the responsibilities of the Election Administrator,
the School District and the City for the joint City /School May 1, 1999
election. As in past years, there will only be one ballot, which will
contain all the candidates for the School Board, and all the candidates
for the City Council. This will allow the voter to register only once at
the polling place instead of twice thus simplifying the voting process
and reducing costs. Staff recommends approval. Staff Resource
Person: Joanne Land, Assistant City Manager /City Secretary.
Mayor
Charles Culpepper
Mayor Pro-tem
Robert S1luka
Connell Members
Earl M. Hairston
Rick Stewart
Earl Palmer
Martha Chavez
Jimmy Joseph
Cit Manager
Robert L. Bennett, Jr.
City Attorney
Stephan L Sheets
CITY OF ROUND ROCK
May 6, 1999
Mr. John Willingham
Williamson County
Elections Administrator
P.O. Box 209
Georgetown, Texas 78627
Dear M iA gham:
Enclosed is the original Election Services Contract and two copies of the contract for
the May 1, 1999 election. The Round Rock Independent School District has already
signed the agreement and now it needs your signature. Please retum a one copy of the
contract to the School District, keep a copy and return the original to me.
If you have any questions or need information, please do not hesitate to contact me.
Sincerely,
Joanne Land
Assistant City Manager/
City Secretary
enclosures
Fax: 512 - 218-7097
1- 800 - 735 -2989 TDD 1-800-735-2988 Voice
wwwci.round -rock tx, us
221 Fast Main Street
Round Rock, Texas 78664
512 -218 -530D