R-05-02-24-9D2 - 2/24/2005RESOLUTION NO. R -05-02-24-9D2
WHEREAS, the City of Round Rock wishes to enter into a contract
with the Williamson County Elections Administrator to conduct the May
7, 2005 election, and
WHEREAS, the Williamson County Elections Administrator has
submitted a proposed Election Services Contract ("Contract"), and
WHEREAS, the City Council desires to enter into said Contract,
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 on
behalf of the City an Election Services Contract with the Williamson
County Elections Administrator to conduct the May 7, 2005 election, a
copy of said Contract being attached hereto as Exhibit "A" 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.
RESOLVED this 24th day of February, 2005.
ST:
WE L, ayor
City of Round Rock, Texas
CHRISTINE R. MARTINEZ, City Secre
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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 7, 2005, 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 7, 2005, 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 16, 2005;
i. Submitting to entities within 45 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;
j•
Serving as
purpose of
k. Conducting
clerks.
2. The
a.
b.
agent to the Custodians of election records for the
securing and storing voted ballots;
election schools for early voting and election day
entities shall be responsible for the
following actions:
Authorizing the number of ballots to be ordered for Election Day
and early voting;
Paying election workers and polling place expenses, including
furniture rental, if any;
Ex1-1181r ))fl IJ
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;
e. Appointing by the action of its governing body all election judges
and alternates and designating 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 agent to Custodians of Election Records
for the joint election;
h. Paying an advance to Administrator (County) equal to 70% of the
estimated cost of the election no later than 45 days before the
election date.
i. Paying overtime or I.T. personnel expenses directly to employees;
Paying the costs of the joint election within 30 days of the date
on which City receives the statement of costs from Administrator.
j.
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 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.
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 2005.
President, Round Rock ISD School Board ATTEST:
Mayor, City of Round Rock ATTEST:
Secretary
Williamson County Elections Admin. Attorney
Secretary
MAY 7, 2005 COST EST
RS
RC
RS/RC
Ballots $8,173.30
5,300.00
2,700.00
Programming/Maintenance
1,300.00
750.00
EV Alpha List
800.00
400.00
Early Voting Personnel
10,500.00
3,600.00
EV Ballot Board
150.00
100.00
Election Day Personnel
4,500.00
1,500.00
SOS Partial Recount
50.00
50.00
Central Counting Station
650.00
350.00
Kit/Ballot Prep/Supply Distb
1,500.00
750.00
Attic/Post Election
125.00
100.00
Recruit ED Workers
425.00
150.00
Staff Overtime
500.00
250.00
Supplies EV
175.00
100.00
Supplies ED
425.00
150.00
Street Guides
200.00
50.00
Postage (General)
50.00
25.00
Copies
25.00
20.00
Travel/Mileage
175.00
70.00
Public Test Elec Equip
5.00
3.00
Cingular (4/19-5/18) mobiles
300.00
100.00
Poll Rental
200.00
125.00
Furniture
85.00
65.00
Direct Pay I.T./Security
100.00
75.00
Cost before admin fee
27,540.00
11,483.00
10% Admin Charge
2,754.00
1,148.30
TOTAL COST
30,294.00
12,631.30
DEPOSIT DUE
21,205.80
8,841.91
DATE: February 16, 2005
SUBJECT: City Council Meeting - February 24, 2005
ITEM: *9.D.2. Consider a resolution authorizing the Mayor to execute an
Election Services Contract with the Williamson County Elections
Administrator and the Round Rock Independent School District
to conduct the May 7, 2005 Election.
Department: Administration Department
Staff Person: Christine Martinez, City Secretary
Justification:
This contract is for election services from John Willingham, Williamson County Election
Administrator to conduct the City's election on May 7, 2005. This agreement outlines the
responsibilities of the Election Administrator, the City and the City for the joint election.
Funding:
Cost: $12,631.30 (approximately)
Source of funds: 2004-2005 Budget for Election services
Outside Resources: Williamson County Election Administrator
Background Information:
The City has held a joint election with the Round Rock Independent School District for
several years to provide one ballot, which contains all the candidates for the City,
candidates for the School Board and any propositions of the City and School District. This
will allow allows the voter to register only once at the polling place instead of twice thus
simplifying the voting process and reducing costs.
Public Comment: None
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 7, 2005, 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 7, 2005, 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 16, 2005;
j•
Submitting to entities within 45 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;
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;
e. Appointing by the action of its governing body all election judges
and alternates and designating 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;
Appointing Administrator as agent to Custodians of Election Records
for the joint election;
g.
h. Paying an advance to Administrator (County) equal to 70% of the
estimated cost of the election no later than 45 days before the
election date.
i. Paying overtime or I.T. personnel expenses directly to employees;
j. Paying the costs of the joint election within 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 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.
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.
niiA
This contract is effective on the Ik4
l "'
t° day of`.�A- 2005.
President,
ity • : •und Rock
1 Board ATTEST:
amson Co' r ty Elections Admin.
Secretary
Attorney