R-01-09-13-15E4 - 9/13/2001 RESOLUTION NO. R-01-09-13-15E4
WHEREAS, the City of Round Rock wishes to enter into a
contract with the Williamson County Elections Administrator to
conduct the November 6, 2001 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 November
6, 2001 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.
::ODMA\WORLDOX\C:\WDOX\RESOLUTI\R10913E4.WPD/SC
RESOLVED this 13th day of September, 2001 .
R A. STLUKA, Mayor
City of Round Rock, Texas
ATTEST:
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JOANN AND, City Secretary
2
EXHIBIT
ELECTION SERVICES CONTRACT
This contract is entered into between the WILLIAMSON COUNTY ELECTIONS
ADMINISTRATOR, hereinafter referred to as Administrator, and the CITY OF ROUND
ROCK, hereinafter referred to as City, acting by and through its City Council.
The above 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 6, 2001, 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 6, 2001, 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 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 City by
November 9, 2001;
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;
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;
M. Providing City with copies of election records.
2. The City shall be responsible for the following actions:
a. Paying for ballots, election supplies, computer programming and
maintenance, and other election expenses at a rate apportioned by
the elections administrator among all the entities involved in the
election, not to exceed one-half the actual cost for any precinct
or early voting location;
b. Paying election workers and polling place expenses, including
furniture rental, if any, at a rate apportioned by the elections
administrator among all the entities involved in the election, not
to exceed one-half the actual cost for any precinct or early voting
location;
Election Services Contract
Page 2
C. Paying Williamson County an administrative fee not to exceed 10
percent of the actual City cost of the election;
d. Paying Williamson County within 14 working days of the city' s
signing of this contract an advance not to exceed 700 of the
total estimated cost of the city' s share of the election, with
the county to refund any portion of the advance not required to
pay the actual costs of the city' s share of the election;
e. Preparing and submitting to the U.S. Department of Justice any
changes to voting practices or procedures;
f. Appointing by the action of its governing body all county election
judges and alternates and designating regular county polling places
for the election including early voting locations;
g. 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 Custodian of Election Records for the
joint election;
i. Paying any balance of costs for the city election that exceed the
amount of the advance listed in paragraph d. above within 30 days
of the date on which City receives the statement of total 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.
This contract is effective on the day of , 2001.
Williamson County Elections Admin.
Mayor, City of Round Rock
ATTEST:
Secretary Attorney
ORDER ADOPTING JOINT ELECTION AGREEMENT
On this the 13th day of September, 2001, the City Council of Round
Rock, Texas, does hereby agree to participate in a Joint Election
Agreement with Williamson County, the city of Georgetown, the city
of Cedar Park, and the Brushy Creek Water Control and Improvement
District, for the purpose of sharing early voting and election-day
polling locations, ballots, election workers, supplies, and
equipment to the maximum extent feasible under the law.
PRECLEARANCE REQUIREMENTS
The City of Round Rock should preclear the following changes:
1. The Joint Election Agreement and Contract.
2. The addition or deletion of any early voting sites.
3. The use of County election precincts.
4 . Changes in early voting hours.
TOTAL COST ESTIMATE, NOVEMBER 2001
COST CATEGORY TOTAL COST RR CITY GT CITY CP CITY BCWCID WMSON
Early Voting Personnel 35,184.00 5,000.00 2,900.00 2,538.00 11,774.00 12,972.00
Ballots 30,384.00 3,300.00 2,900.00 2,199.004,398.00 17,587.00
Programming/Maintenance 6,504.00 700.00 700.00 464.00 928.00 3,712.00
Election Day Personnel 33,679.00 2,128.00 3,065.00 1,565.00 I 10,070.00 16,851.00
Central Counting Station 3,123.00 335.00 335.00 223.00 446.00 1,784.00
Building Use 2,000.00 126.00 182.00 88.00 600.00 1,004.00
Supplies 3,997.00 428.00 428.00 286.00 571.00 2,284.00
Postage_ 999.00 107.00 107.00 71.00 143.00 571.00
Travel _ 777.00 50.00 50.00 35.00 240.00 402.00
Copies 600.00 38.00 55.00 26.00 180.00 301.00
Box Prep and Delivery 3,997.00 428.00 428.00 286.00 571.00 2,284.00
Early Vote Setup 3,033.00 465.00 246.00 216.00 1,002.00 1,104.00
Supply Pickup 600.00 64.00 64.00 43.00 86.00 343.00
Overtime _ 2,099.00 225.00 225.00 150.00 300.00 1,199.00
Furniture Rental 1,501.00 95.00 137.00 66.00 450.00 753.00
Verification Count 299.00 32.00 32.00 21.00 43.00 171.00
10% Admin. Charge 6,545.40 1,352.10 1,185.40 827.70 3,180.20 0.00
TOTALS 135,321.40 14,873.10 13,039.40 9,104.70 34,982.20 63,322.00
9/4/01
DATE: September 7, 2001
SUBJECT: City Council Meeting— September 13, 2001
ITEM: 15.E.4. Consider a resolution authorizing the Mayor to execute an Election
Services Agreement with Williamson County for the November 6,
2001 Election. This agreement outlines the responsibilities of the
Election Administrator and the City for the November 6, 2001 Bond
Election.
Resource: Joanne Land, Assistant City Manager
History: This agreement outlines the responsibilities of John Willingham, Williamson County
Elections Administrator, to provide the election services for the G.O. Bond Election
on November 6, 2001.
Funding:
Cost: $14,873.10
Source of Funds: Budget
Outside Resources: Williamson County
Impact/Benefit: N/A
Public Comment: N/A
Sponsor: N/A
EXECUTED
DOCUMENT
FOLLOWS
ELECTION SERVICES CONTRACT
This contract is entered into between the WILLIAMSON COUNTY ELECTIONS
ADMINISTRATOR, hereinafter referred to as Administrator, and the CITY OF ROUND
ROCK, hereinafter referred to as City, acting by and through its City Council.
The above 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 6, 2001, 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 6, 2001, 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 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 City by
November 9, 2001;
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;
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;
m. Providing City with copies of election records.
2. The City shall be responsible for the following actions:
a. Paying for ballots, election supplies, computer programming and
maintenance, and other election expenses at a rate apportioned by
the elections administrator among all the entities involved in the
election, not to exceed one-half the actual cost for any precinct
or early voting location;
b. Paying election workers and polling place expenses, including
furniture rental, if any, at a rate apportioned by the elections
administrator among all the entities involved in the election, not
to exceed one-half the actual cost for any precinct or early voting
location;
Election Services Contract
Page 2
C. Paying Williamson County an administrative fee not to exceed 10
percent of the actual City cost of the election;
d. Paying Williamson County within 14 working days of the city' s
signing of this contract an advance not to exceed 700 of the
total estimated cost of the city' s share of the election, with
the county to refund any portion of the advance not required to
pay the actual costs of the city' s share of the election;
e. Preparing and submitting to the U.S. Department of Justice any
changes to voting practices or procedures;
f. Appointing by the action of its governing body all county election
judges and alternates and designating regular county polling places
for the election including early voting locations;
g. 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 Custodian of Election Records for the
joint election;
i. Paying any balance of costs for the city election that exceed the
amount of the advance listed in paragraph d. above within 30 days
of the date on which City receives the statement of total 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 writi .q, dated subsequent to the date of
this contract and duly executed by the parties hereof.
Thi ontract is effective on the day of 2001.
fit. cST�c1 J� Williamson County Elections Admin.
Mayor, City of Round Rock
ST:
S retary Attorney
ORDER ADOPTING JOINT ELECTION AGREEMENT
On this the 13th day of September, 2001, the City Council of Round
Rock, Texas, does hereby agree to participate in a Joint Election
Agreement with Williamson County, the city of Georgetown, the city
of Cedar Park, and the Brushy Creek Water Control and Improvement
District, for the purpose of sharing early voting and election-day
polling locations, ballots, election workers, supplies, and
equipment to the maximum extent feasible under the law.
PRECLEARANCE REQUIREMENTS
The City of Round Rock should preclear the following changes:
1. The Joint Election Agreement and Contract.
2. The addition or deletion of any early voting sites.
3. The use of County election precincts.
4 . Changes in early voting hours.
TOTAL COST ESTIMATE, NOVEMBER 2001
COST CATEGORY TOTAL COST RR CITY GT CITY CP CITY BCWCID WMSON
Early Voting Personnel 35,184.00 5,000.00 2,900.00 2,538.00 11,774.00 12,972.00
Ballots 30,384.00 3,300.00 2,900.00 2,199.00 4,398.00 17,587.00
Programming/Maintenance 6,504.00 700.00 700.00 464.00 928.00 3,712.00
Election Day Personnel 33,679.00 2,128.00 3,065.00 1,565.00 10,070.00 16,851.00
Central Counting Station 3,123.00 335.00 335.00 223.00 446.00 1,784.00
Building Use 2,000.00 126.00 182.00 88.00 600.00 1,004.00
Supplies 3,997.00 428.00 428.00 286.00 571.00 2,284.00
Postage 999.00 107.00 107.00 71.00 143.00 571.00
Travel 777.00 50.00 50.00 35.00 240.00 402.00
Copies 600.00 38.00 55.00 26.00 180.00 301.00
Box Prep and Delivery 3,997.00 428.00 428.00 286.00 571.00 2,284.00
Early Vote Setup 3,033.00 465.00 246.00 216.00 1,002.00 1,104.00
Supply Pickup 600.00 64.00 64.00 43.00 86.00 343.00
Overtime 2,099.00 225.00 225.00 150.00 300.00 1,199.00
Furniture Rental 1,501.00 95.00 137.00 66.00 450.00 753.00
Verification Count 299.00 32.00 32.00 21.00 43.00 171.00
10% Admin. Charge 6,545.40 1,352.10 1,185.40, 827.70 3,180.20 0.00
TOTALS 135,321.40 14,873.10 13,039.40 9,104.70 34,982.20 63,322.00
9/4/01