HomeMy WebLinkAboutContract 34023 SECRETARY
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`ACT NO.
JOINT ELECTION AGREEMENT
FOR TARRANT COUNTY AND CITY OF FORT WORTH
NOVEMBER 7, 2006
THISGREEMENT is made and entered into this day of
4-eA--, 2006, by and between the COUNTY OF TARRANT, acting by
an 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 General and Special
Election and the City of Fort Worth will conduct a Special Election on "Meet and
Confer" on November 7, 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 November 7, 2006; and
WHEREAS, the City of Fort Worth has determined that Tarrant County's
designated polling places located within the boundary of the election precinct
adequately and conveniently serves the Tarrant County voters and will facilitate
the orderly conduct of the election within Tarrant County; and
WHEREAS, the City of Fort Worth desires to select the Tarrant County
Elections Administrator to conduct and coordinate this Joint Election for the
Tarrant County voters; and,
FOR AND IN CONSIDERATION of the mutual project referenced herein, the
parties hereto agree to hold an election jointly on November 7, 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 The Joint Election and this Agreement shall apply only to the portion of Entity's
territory located within Tarrant County.
1.02 On Tuesday, November 7, 2006, the election shall be held from 7:00 AM until
7:00 PM, that day.
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1.03 Each political subdivision participating in the election on November 7, 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 election supplies prior to Election Day and 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.
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 unofficial canvass report after all precincts have been counted
and deliver a copy of the unofficial canvass to the Entity.
n. Serve as custodian of election records and store election records as
provided by law for a period of 22 months.
o. Conduct the manual count.
p. Provide maps and other reference guides to the Entity.
q. Should a recount be required in the City of Fort Worth Special Election,
the recount process shall be administered in accordance with Chapter
213 of the Texas Election Code, with the Tarrant County Elections
Administrator providing a controlled location, staffing, ballots, equipment,
and other necessary materials to complete the recount process in an
effective and timely manner. Costs associated with the recount, if any,
shall be negotiated at the time the recount is requested.
III. EARLY VOTING
3.01 Early Voting By Mail:
a. The County Elections Administrator shall receive the Early Voting ballot
requests by mail.
b. The Entity or designee shall forward any requests by mail applications
to the Elections Administrator.
C. The County shall be responsible for all preparation of mail ballots including
mailing ballot to voter.
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3.02 Early Voting by Personal Appearance
a. Steve Raborn 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. Early Voting by personal appearance will begin on October 23, 2006, and
will end on November 3, 2006.
d. Extended hours for early voting shall take place at all early voting
locations on Saturday, October 28 from 7:00 AM to 7:00 PM, Sunday,
October 29 from 11:00 AM to 4:00 PM, and October 30 — November 3,
Monday through Friday 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 Lyon.
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. (7th day or earlier after Election Day)
IV. CITY OF FORT WORTH
The City shall have the following responsibilities in conducting this Joint Election on
November 7, 2006;
4.01 Prepare any election orders, resolutions, notices, and other pertinent documents
for adoption or execution by the appropriate officer; and take all actions required
by law for calling the election, handling contests, canvassing the returns, and
declaring the results of the election.
4.02 Prepare and publish in the official newspaper, or post all required election notices
of the election.
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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 election.
4.06 Canvass the official results between the 3rd and 11th day following the election.
V. PAYMENT FOR SERVICES
5.01 In consideration for the services and expenses provided, the County is
conducting the Joint Election for a cost of$198,750.00 to the 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 Pi�7W day of , 2006.
Attested By. WW�- o�
Ste4e R born
Elections Administrator
�A �M Tarrant County, Texas
Marty HendrG
City Secretary
On behalf of the City of Fort Worth, I hereby accept the terms of this
Agreement.
Signed this--a —day of , 2006.
APPROVED AS TO ('�C 04i&U�
FORM ND LEGALITY: Charles Boswell
City Manager
City of Fort Worth, Texas
ASSISTANT CITY ATTORNEY
IN WITNESS WHEREOF, the above Resolution and Agreement was adopted at a
meeting of the Commissioners Court of Tarrant County on the day of
, 2006.
COUNTY OF TARRANT
Contract Aut:orizatioa
Tom Vandergriff,
County Judge
Date Tarrant County Commissioners Court
Officials for notice:
Steve Raborn Marty Hendrix
County of Tarrant City of Fort Worth
Elections Administrator City Secretary
2700 Premier Street 1000 Throckmorton Street
Fort Worth, Texas 76111 Fort Worth, Texas 76102
817-831-6480 817-392-6161
9/6/2006 4:23 PM cir c�51�1�� ,Py 6
TARRANT COUNTY COMMISSIONERS COURT
RESOLUTION CALLING FOR JOINT ELECTION
WITH THE CITY OF FORT WORTH
WHEREAS, on Tuesday, November 7, 2006, Tarrant County is required to
conduct a General and Special Election; and
WHEREAS, the City of Fort Worth will hold a Special Election for "Meet and
Confer" Proposition; 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 Texas Election Code.
MOTION was made by ! .!� �,- and
seconded by l , , that the Resolution,
above and foregoing, be adopted.
AYES:
NOES:
The above Resolution was voted on at a regular meeting that the Commissioners Court
of Tarrant County held on the day of , �GL , 2006.
TOM VANDERGRIFF, TAR q. OUNTY JUDGE
TARRANT COUNTY COM ISS1l9NERS COURT
ATTEST:
TARRANT COUNTY COMMISSIONERS COURT
9/11/2006 4:53 PM 7
City of Fort Worth, Texas
"nyor and Council Communication
DATE REFERENCE NUMBER LOG NAME JPAGE
9/12/06 OCS-1575 1 1 of 1
SUBJECT JOINT ELECTION AGREEMENT FOR TARRANT COUNTY AND CITY OF
FORT WORTH FOR ELECTION SERVICES FOR THE SPECIAL ELECTION ON
MEET AND CONFER ON NOVEMBER 7, 2006
RECOMMENDATION:
It is recommended that the City Council approve the attached Joint Election Agreement for Tarrant County and
City of Fort Worth for election services for the Special Election on "Meet and Confer" on November 7,2006.
DISCUSSION:
The Special Election on "Meet and Confer" will be held on Tuesday, November 7, 2006. The attached
agreement 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 the attached agreement in the amount of$198,750.00.
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Submitted for City Secretary's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY
Office By: (to)
MARTY HENDRIX 6161
Originating Department Head:
MARTY HENDRIX 6161 (from) WE61-'1A �{T O
For Additional Information Contact: �� 7 NNETA
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MARTY HENDRIX 6161•