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HomeMy WebLinkAboutRes 021004-P - Joint Agmt Election ServiceRESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF GEORGETOWN, TEXAS, APPROVING A JOINT ELECTION SERVICES AGREEMENT BETWEEN THE CITY, THE WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, AND GEORGETOWN INDEPENDENT SCHOOL DISTRICT; AND APPOINTING ELECTION OFFICIALS FOR THE MAY 159 2004 GENERAL ELECTION. WHEREAS, the laws of the State of Texas and the Charter of the City of Georgetown, Texas provide that on Saturday, May 15, 2004, there shall be a General Election at which shall be elected the following officials for this City: Three (3) Members of the Georgetown City Council: one Councilmember from each of Districts 3, 4, and 7; and WHEREAS, the General Election was ordered by the Georgetown City Council by approval of Resolution 012704-P at their regular meeting on January 27, 2004; and WHEREAS, the laws of the State of Texas and the Charter of the City of Georgetown, Texas further provide that the Election Code of the State of Texas is applicable to said election, and in order to comply with said Code, a Resolution should be passed establishing the procedure to be followed in said election, and approving the officials for said election. NOW, THEREFORE, BE IT RESOLVED AND ORDERED BY THE CITY COUNCIL OF THE CITY OF GEORGETOWN, TEXAS THAT: SECTION 1- VERIFICATION OF FACTS The facts and recitations contained in the preamble of this resolution are hereby found and declared to be true and correct, and are incorporated by reference herein and expressly made a part hereof, as if copied verbatim. SECTION 2 - CONFORMANCE WITH CENTURY PLAN The City Council has found that this action implements Governmental Affairs Focus End 15.01 of the Century Plan - Policy Plan Element, which states: "All citizens actively participate in governmental functions."; and has found that this action is not inconsistent or in conflict with any other Century Plan Policies, as required by Section 2.03 of the Administrative Chapter of the Policy Plan. SECTION 3 — APPOINTMENT OF ELECTION OFFICIALS The Presiding and Alternate Presiding Judges for early voting and Election Day polling places shall be as stated on the attached Exhibit "A." SECTION 4 — ELECTION SERVICES AGREEMENT General Election Resolution No. 0.Z 16)0(1 (` Page 1 of 2 Pages The City of Georgetown shall again enter into an election services agreement with the Williamson County Elections Administrator and the Georgetown Independent School District to participate in a joint election on Saturday, May 15, 2004. The City and the School District shall share the polling locations, the ballot, and the costs of the administration of the election as shown on the attached Exhibit "B." The City and School District agree to hire the Williamson County Elections Administrator to conduct the election in accordance with the provisions of the Election Services Contract attached hereto as Exhibit "C." SECTION 5 — AUTHORIZATION TO EXECUTE The Mayor of the City of Georgetown is authorized to execute and the City Secretary is authorized to attest to this Order on behalf of the City Council; and the Mayor is further authorized to do all other things legal and necessary in connection with the holding and consummation of the General Election. SECTION 6 — EFFECTIVE DATE This Resolution shall be effective immediately upon its approval. RESOLVED this 10th day of February, 2004. CITY OF GEORGETOWN: Nelon, Mayor Approved as to form: Patricia E. Carls City Attorney ol General Election Resolution No. OJOZ /0 7' `/ Page 2 of 2 Pages Attest:: Sandra D. Lee, City Secretary Ex j bi f '.A MAY 2.004 ELECTIONS COUNTY COURTHOUSE Merrill Person, Judge 2261 CR 152 Georgetown, TX 78626 GS-3 GEORGETOWN POST OFFICE Christa Wade, Judge 300 CR 103 Georgetown, TX 78626 GS-2 Velta Simmons, Judge 128 Ridgecrest Rd. Georgetown, TX 78628 GS-3, GC4-3 SUN CITY Audrey McDonald, Judge 122 Stetson Tr. Georgetown, TX 78628 GC4-4 EARLY VOTING (Courthouse) Merrill Person 2261 CR 152 Georgetown, TX 78626 GS-3 Lettie Curran 725 CR 124 Georgetown, TX 78626 GS-1 Diane Sansom, Alternate Judge 1508 Laurel St. Georgetown, TX 78626 GS-3, GC4-3 Lettie Curran, Alternate Judge 725 CR 124 Georgetown, TX 78626 GS-1 Dorothy R. Frazier, Alternate Judge 701 Rockcrest Dr. Georgetown, TX 78628 GS-2, GC3-2 Elaine Roth, Alternate Judge 107 Buttercup Trail Georgetown, TX 78628 GS-4, GC4-4 Sammye Bryant 309 Walnut St. Georgetown, TX 78626 GS-1, GCl-1 Martha Robbins 127 W. Esparada Dr, Georgetown, TX 78628 GS-3 Linda Lindell 108 Spanish Oak Cr. Georgetown, TX 78628 GS-2, GC3-2 Betty Hayne 111 Cold Springs Dr. Georgetown, TX 78628 GS-4, GC4-4 ;.xh ; b; t ,I8., May 2004 Elections Furniture GS GC Rental Ballots 41000,00 21700,00 Programming/Maintenance 500.00 450.00 EV Alpha List GS/GC 100.00 100.00 Early Voting Personnel 21600,00 21600,00 EV Ballot Board 50.00 50.00 Election Day Personnel 11000.00 11000.00 Central Counting Station 300.00 250.00 Kit/Ballot Preparation 400.00 350.00 Supply Pick Up 100.00 100.00 Attic/Post Election 150.00 125.00 Overtime 400.00 350.00 Supplies EV 30.00 30.00 Supplies ED 100.00 100.00 Street Guides 25.00 25.00 Postcards 0.00 0.00 Postage (Postcards GS/GC) 0.00 0.00 Postage (General) 25.00 25.00 Copies 40.00 40.00 Trave[/Mileage 10.00 10.00 Public Test Elec Equip 5.00 5.00 VERIZON - SC ED 60.00 60.00 CTH EV & ED (GS/GC) 140 70.00 70.00 PO (GS/GC) 70 35.00 35.00 CTH Annex (CentCnt - All) 140 70.00 70.00 Cost before admin fee 101070.00 81545,00 10% Admin Charge 11007.001 854.00 TOTAL EST. COST 11,077oOOl 91399.00 DEPOSIT DUE 7,754*001 61579.00 ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ADMINISTRATOR, hereinafter referred to as Administrator, the GEORGETOWN, hereinafter referred to as City, acting by and through Council, and the GEORGETOWN INDEPENDENT SCHOOL DISTRICT, hereinafter to as District. The City and District (the Entities) are entering into this contract election services from the Administrator for a joint election to be by the entities on May 15, 2004, and in connection therewith do hereby 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; 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 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; ELECTIONS CITY OF its City referred to secure conducted agree as 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 a rate proportional to each entity's use of a polling place; 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 governing body all election judges and alternates and designating 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 as agent to Custodians of Election Records for the joint election; i. 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. 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 Entities in connection with the holding of the joint election, including the failure by the Entities to pay any expenses hereunder, and the entities 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 thel LO day of ATTEST: cti S MA , 2004. , �.rS � �� Z..! �" fy 'Lr `✓d �y�tir �' �,..u"'+h