R-04-03-11-11C1 - 3/11/2004RESOLUTION NO. R -04-03-11-11C1
WHEREAS, the City of Round Rock wishes to enter into a contract
with the Williamson County Elections Administrator and the Round Rock
Independent School District to conduct the May 15, 2004 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 and the Round Rock Independent School
District to conduct the May 15, 2004 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 llth day of March, 20 4
WELL, Mayo
City of Round Rock, Texas
CHRISTINE R. MARTINEZ, City Secretary
@PFDesktop\::ODMA/WORLDOX/O:/WDOX/RESOLUTI/R40371C1.WPD/sC
MAY 15, 2004
ESTIMATED COSTS PER ENTITY
Note: This estimate is based on costs anticipated if the City and School District
are the only parties to the Joint Election. If there are other parties to the election
then the actual cost may be Tess than the amounts listed below.
RRISD
CORR
Ballots
5,000.00
2,500.00
Programming/Maintenance
900.00
600.00
EV Alpha List RS/RC
550.00
550.00
Early Voting Personnel
7,500.00
5,000.00
EV Ballot Board
100.00
50.00
Election Day Personnel
4,000.00
1,350.00
Central Counting Station
500.00
350.00
Kit/Ballot Preparation
700.00
500.00
Supply Pick Up
200.00
150.00
Attic/Post Election
250.00
160.00
Recruit ED Workers
300.00
250.00
Overtime
600.00
450.00
I.T. Support
50.00
50.00
Supplies EV
100.00
100.00
Supplies ED
650.00
250.00
Street Guides
200.00
100.00
Postage
100.00
100.00
Copies
50.00
50.00
Travel/Mileage
100.00
100.00
Public Test Elec Equip
10.00
10.00
Cell Phones
110.00
110.00
Modem Service
100.00
100.00
Furniture Rental
150.00
125.00
Cost before admin fee
22,220.00
13,005.00
10% Admin Charge
2,222.00
1,300.00
TOTAL COST
24,442.00
14,305.00
DEPOSIT DUE
17,109.00
10,013.00
DATE: March 5, 2004
SUBJECT: City Council Meeting - March 11, 2004
ITEM: 11.C.1. 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 15, 2004 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 15, 2004. This agreement outlines the
responsibilities of the Election Administrator, the City and the
City for the joint election.
Funding:
Cost: $14,305.00 (approximately)
Source of funds: 2003-2004 Budget for Election services
Outside Resources: N/A
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
EXECUTED
DOCUMENT
FOLLOWS
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 15, 2004, 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 15, 2004,
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;
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;
g.
h. Operating the central counting station in the Williamson
County Annex on election day and providing tabulations
to each entity by May 17, 2004;
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 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;
/- Oy-03-11-11CI
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, 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 11 day of Ma/L(1k) , 2004.
President, Round Rock
1 Board ATTEST:
Secretary
y of Round Roc
Attorney