HomeMy WebLinkAboutContract 33303 CITY SECRETARY
CONTRACT NO
JOINT ELECTION AGREEMENT
FOR TARRANT COUNTY AND CITY OF FORT WORTH
MAY 13, 2006
I GREEMENT is made and entered into this day of
2006, by and between the COUNTY OF TARRANT, acting by
and through the TARRANT COUNTY ELECTIONS ADMINISTRATOR ( hereinafter
referred to as "COUNTY") and the CITY OF FORT WORTH, TEXAS, acting by and
through its City Manager or his/her designee (hereinafter referred to as "Entity").
WHEREAS, the County of Tarrant will conduct a Special Bond Election and
the City of Fort Worth will conduct a Special Election for City Council District #4
and a Charter Amendment Election on May 13, 2006; and
WHEREAS, it is desirable for voter convenience and to reduce the overall
cost to each entity that said elections be held jointly on May 13, 2006; and
WHEREAS, the City of Fort Worth has found and determined that the
designated polling places located outside the boundary of the election precinct or
political subdivision adequately and conveniently serves the affected voters and
will facilitate the orderly conduct of the election; and
WHEREAS, the City of Fort Worth desires to select the Tarrant County
Elections Administrator to conduct and coordinate this joint election; and
WHEREAS, THE City of Fort Worth is located in Tarrant, Denton, and Wise
Counties, voters from the other counties will require special procedures for
processing Early Voting by personal appearance.
NOW THEREFORE, FOR AND IN CONSIDERATION of the mutual project
referenced herein, the parties hereto agree to hold an election jointly on May 13,
2006, from 7:00 a.m. until 7:00 p.m., in accordance with Section 271.002, Texas
Election Code, and that said election be conducted jointly pursuant to the terms
of this Agreement.
I. AGREEMENT
GENERAL TERMS:
1.01 On Saturday, May 13, 2006, the election shall be held from 7:00 AM until
7:00 PM, that day.
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1.02 Each political subdivision participating in the election on May 13, 2006, shall
have and use the same election officials, supplies, ballots, and voting equipment
(Optical Scan for mail and Election Day, and DRE equipment for Early Voting by
personal appearance and Election Day).
II. TARRANT COUNTY
2.01 The County agrees to coordinate, supervise, and conduct the Joint Election,
pursuant to the provisions of the Texas Election Code unless specifically
provided otherwise in this Agreement.
2.02 The Elections Administrator shall perform the following duties:
a. Designate voting locations and contact the owners or custodians of
public (or if unavailable, private) buildings and arrange for their use.
Such voting locations shall be furnished to the entity as soon as possible.
b. Appoint, notify, and train the presiding judges and alternate judges. The
names and addresses of each judge and alternate judge shall be
furnished to the entity at a later date.
C. Compensate election judges and clerks. Each election judge will receive
$8.00 per hour and each clerk will receive $7.50 per hour (for a maximum
of 14 hours). The election judge will receive an additional $25.00 (for
each entity) for picking up the election supplies prior to Election Day and
for delivering election returns and supplies to a designated location after
the polls close.
d. Procure, prepare, and distribute supplies and DRE equipment for Early
Voting by personal appearance.
e. Procure, prepare, and distribute Election Day supplies and equipment,
including ballots and DRE equipment.
f. Procure, prepare, and distribute tables and chairs, as needed, and
transport equipment to and from the polling places.
g. Procure and deliver to polling places all voting equipment.
h. Rent, if necessary, voting locations.
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i. Provide lists of registered voters to the election judges. Procure two
(2) copies each of the list of registered voters from Wise and Denton
counties.
j. Preparation of programs and test materials for tabulation of the ballots
to be used with electronic voting equipment in accordance with the
provisions of the Texas Election Code and of this Agreement.
k. Publish notice of the date, time, and place of the testing of the electronic
tabulation equipment and conduct such testing.
I. Supervise the handling and disposition of election returns, tabulate
unofficial returns, and assist in preparing the tabulation for the official
canvass for each entity.
M. Prepare the canvass report after all precincts have been counted and
deliver a copy of the appropriate part of the tabulation report to each
entity.
n. Prepare and publish the Notice of Joint Election which is the required and
described method of giving notice in accordance to Texas Election Code
(Sec. 4.003(a)(1).
o. Serve as custodian of election records and store election records as
provided by law for a period of 22 months.
P. Conduct the manual count.
q. Provide maps and other reference guides.
III. EARLY VOTING
3.01 Early Voting By Mail:
a. The County Elections Administrator shall be responsible for Early Voting
ballot requests by mail.
b. The entity or designee shall forward any requests by mail applications
to the Elections Administrator.
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C. The County shall be responsible for all preparation of mail ballots including
mailing ballot to voter.
3.02 Early Voting by Personal Appearance
a. Gayle Hamilton shall serve as Early Voting Clerk for the Election and other
clerks shall be appointed as needed.
b. Early Voting by personal appearance shall be conducted at the locations
listed on Exhibit B. All eligible voters in Tarrant County may vote early at
any early voting location.
C. Voters in the City of Fort Worth, residing in Denton or Wise County are
restricted to Early Voting by personal appearance at Sonny &Allegra
Nance Elementary School, 701 Tierra Vista Way, Fort Worth, Texas
76131 during days and hours as set in the schedule for all other locations.
d. Early Voting by personal appearance will begin on May 1, 2006, and will
end on May 9, 2006.
e. Extended hours for early voting shall take place at all early voting
locations on Saturday, May 6 from 7:00 AM to 7:00 PM, Sunday, May 7
from 11:00 AM to 4:00 PM, Monday, May 8, and Tuesday, May 9 from
7:00 AM to 7:00 PM. Additionally, temporary branch Early Voting locations
will be available according to the schedule.
3.03 The Early Voting Ballot Board Judge for Tarrant County shall be Jeanne Lyons.
The Early Voting Ballot Board's duties will include:
(1) Serve as Signature Verification Committee
(2) Prepare the mail ballots for tabulating
(3) Review and qualify the provisional ballots for counting
(4) Convene to count provisional ballots and late ballots from out of the
country. (6th day or earlier after Election Day)
IV. CITY OF FORT WORTH
The City shall have the following responsibilities in conducting this joint election on May
13, 2006;
4.01 Prepare any Special Election for City Council District#4 and a Charter
Amendment Election orders, resolutions, notices, and other pertinent documents
for adoption for execution by the appropriate officer; and take all actions required
by law for calling the City of Fort Worth election, handling contests, canvassing
the returns, and declaring the results of the election.
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4.02 Prepare and furnish to the County information for the required election notice to
be published.
4.03 Deliver to the Elections Administrator the official wording, including Spanish
translation, to be printed on the ballot.
4.04 Approve final ballot wording for content, form, and spelling.
4.05 Prepare and submit to the U.S. Department of Justice, under Section 5 of the
Voting Rights Act of 1965, the required submission on voting changes with
respect to the Special Election for City Council District#4 and a Charter
Amendment Election.
4.06 Pursuant to Texas Election Code Sec. 67.003, canvass the official results
between the 3`d and 11th day following the election.
V. PAYMENT FOR SERVICES
5.01 In consideration for the services and expenses provided by the County for
conducting this joint election, the County is conducting the joint election for a
cost of$198,750.00 to City, 75% of the estimated cost of an election in the
City of Fort Worth.
5.02 Should a recount be required, those costs associated with the recount, if any,
shall be negotiated at the time the need for said recount is determined.
5.03 The official for parties to contact for all purposes shall be listed at the end of
the Agreement. All notices and other deliveries under the Agreement shall be
delivered to said individual so listed.
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ACCEPTANCE:
On behalf of Tarrant County Elections Administration, I hereby accept the
terms of the Agreement contained in this Resolution.
Signed this 141e9 day of , 2006.
Gayle H ilton
Interim Elections Administrator
Tarrant County, Texas
On behalf of the City of Fort Worth, I hereby accept the terms of this
Agreement. 741
Signed this day of , 2006.
Charles Boswell
City Manager
City of Fort Worth, Texas
IN WITNESS WHEREOF, the above Resolution and Agreement was adopted at a
mep"g ,qf the Commissioner's Court of Tarrant County on the day of
2006.
COUNTY OF TARRANT
V
Contract /Authorization Tom Vandergriff,
I'll' County Judge
r)ate Tarrant County Commissioners Court
Officials for notice:
Gayle Hamilton Marty Hendrix
County of Tarrant City of Fort Worth
Interim Elections Administrator City Secretary
2700 Premier Street 1000 Throckmorton Street
Fort Worth, Texas 76111 Fort Worth, Texas 76102
817-831-6463 817-392-6161
CR Ecil �iI�
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TARRANT COUNTY COMMISSIONERS COURT
RESOLUTION CALLING FOR JOINT ELECTION
WITH THE CITY OF FORT WORTH
WHEREAS, on Saturday, May 13, 2006, Tarrant County is required to conduct a
Special Bond election; and
WHEREAS, the City of Fort Worth will hold a Special City Council District 4/Charter
Amendment Election; and
WHEREAS, it is desirable that said elections be held jointly by the City of Fort
Worth and Tarrant County;
NOW, THEREFORE, BE IT HEREBY RESOLVED that we, the Commissioners
Court of Tarrant County, will hold the Election jointly with the City of Fort Worth,
pursuant to Section 271.002 of the Tex Election Code.
MOTION was made b , and
seconded by that the Resolution,
above and foregoing, be adopted.
AYES:
NOES:
The above Resolution was voted on a a regular meet* that he Commissioners Court
of Tarrant County held on the day of 2006.
TOM VANDERGRIFF, T! 'COUNTY JUDGE
TARRANT COUNTY COMMISSIONERS COURT
ATTEST:
TARRANT COUNTY CO SIONERS COURT
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City of Fort Worth, Texas
4vagar and Council Communication
DATE REFERENCE NUMBER LOG NAME TAGE
3/7/06 OCS-1543 of 1
SUBJECT CONTRACT WITH TARRANT COUNTY FOR ELECTION SERVICES FOR THE
CITY COUNCIL ELECTION FOR DISTRICT 4 AND CHARTER AMENDMENT
ELECTION ON MAY 13,2006
RECOMMENDATION:
It is recommended that the City Council approve the attached contract with Tarrant County for election services
for the City Council Election on May 13, 2006.
DISCUSSION:
The election for the City Council will be held on Saturday, May 13, 2006. The attached contract provides for
the Tarrant County Elections Administrator to provide election services and equipment needed by the City to
conduct the election, including training and compensation of election judges and clerks, preparing and
distributing ballots, supervising early voting and arranging for use of public places.
FISCAL INFORMATION/CERTIFICATION:
The City's payment obligations are contained in attached exhibits of the contract.
SG
Submitted for City Secretary's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY
Office BY: (to)
MARTY HENDRIX 6161 APPROVED
CITY C®UNC
Originating Department Head:
mart n 7 Z006
MARTY HENDRIX 6161 (from)
For Additional Information Contact: 6
City Secretary of the
MARTY HENDRIX 6161
City of Fort Worth,Texa