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HomeMy WebLinkAboutContract 44413 (2)-��u � _ �� THE STATE OF TEXAS COUNTY OF TARRANT JOINT ELECTION AGREEMENT AND CONTRACT FOR ELECTION SERVICES THIS CONTRACT for election services is made by and between the Tarrant County Elections Administrator and the following political subdivisions located entirely or partially inside the boundaries of Tarrant County: City of Arlington City of Azle City of Bedford City of Crowley City of Dalworthington Gardens City of Euless City of Everman Forest Hill Library District City of Fort Worth City of Grand Prairie City of Grapevine City of Haltom City City of Hurst City of Keller Town of Lakeside City of Lake Worth Town of Pantego City of Pelican Bay City of River Oaks City of Saginaw City of Sansom Park City of Watauga Town of Westlake Arlington Independent School District Azle Independent School District Birdville Independent School District Carroll Independent School District Castleberry Independent School District Crowley Independent School District Eagle Mountain-Saginaw Independent School District Everman Independent School District Fort Worth Independent School District Hurst-Euless-Bedford Independent School District Keller Independent School District Kennedale Independent School District Mansfield Independent School District Northwest Independent School District Tarrant Regional Water District This contract is made pursuant to Texas Election Code Sections 31.092 and 271.002 and Texas Education Code Section 11.0581 for a joint May 11, 2013 election to be administered by Steve Raborn, Tarrant County Elections Administrator, hereinafter referred to as "Elections Administrator." RECITALS Each participating authority listed above plans to hold a general and/or special election on May 11, 2013. The County owns an electronic voting system, the Hart InterCivic eSlate/eScan Voting System (Version 6.2.1), which has been duly approved by the Secretary of State pursuant to Texas Election Code Chapter 122 as amended, and is compliant with the accessibility requirements for persons with disabilities set forth by Texas Election Code Section 61.012. The contracting political subdivisions desire to use the County's electronic voting system and to compensate the County for such use and to share in certain other expenses connected with joint elections in accordance with the applicable provisions of Chapters 31 and 271 of the Texas Election Code, as amended. NOW THEREFORE, in consideration of the mutual covenants, agreements, and benefits to the parties, IT IS AGREED as follows: Page 1 of 10 OFFICI��. (RECORD �I't'� ���i���#RV �e @�����p �,*. I. ADMINISTRATION The parties agree to hold a"Joint Election" with each other in accordance with Chapter 271 of the Texas Election Code and this agreement. The Tarrant County Elections Administrator shall coordinate, supervise, and handle all aspects of administering the Joint Election as provided in this agreement. Each participating authority agrees to pay the Tarrant County Elections Administrator for equipment, supplies, services, and administrative costs as provided in this agreement. The Tarrant County Elections Administrator shall serve as the administrator for the Joint Election; however, each participating authority shall remain responsible for the decisions and actions of its officers necessary for the lawful conduct of its election. The Elections Administrator shall provide advisory services in connection with decisions to be made and actions to be taken by the officers of each participating authority as necessary. It is understood that other political subdivisions may wish to participate in the use of the County's electronic voting system and polling places, and it is agreed that the Elections Administrator may enter into other contracts for election services for those purposes on terms and conditions generally similar to those set forth in this contract. In such cases, costs shall be pro-rated among the participants according to Section XI of this contract. At each polling location, joint participants shall share voting equipment and supplies to the extent possible. The participating parties shall share a mutual ballot in those polling places where jurisdictions overlap. However, in no instance shall a voter be permitted to receive a ballot containing an o�ce or proposition stating a measure on which the voter is ineligible to vote. Multiple ballot styles shall be available in those shared polling places where jurisdictions do not overlap. I1. LEGAL DOCUMENTS Each participating authority shall be responsible for the preparation, adoption, and publication of all required election orders, resolutions, notices, and any other pertinent documents required by the Texas Election Code and/or the participating authority's governing body, charter, or ordinances, except that the Elections Administrator shall be responsible for the preparation and publication of all voting system testing notices that are required by the Texas Election Code. Preparation of the necessary materials for notices and the official ballot shall be the responsibility of each participating authority, including translation to languages other than English. Each participating authority shall provide a copy of their respective election orders and notices to the Tarrant County Elections Administrator. The Elections Administrator shall prepare a submission, on behalf of all participating authorities, to the United States Department of Justice for preclearance of the joint election procedures and polling places, pursuant to the Voting Rights Act of 1965, as amended. The Elections Administrator will provide to each participating authority a photocopy of the joint submission and any correspondence from the Department of Justice. The joint submission prepared by the Elections Administrator will not include submission of information for any special elections held by the participating authorities. Participating authorities are hereby notified and encouraged to prepare their own submissions to the United States Department of Justice for special election procedures, or any changes that are specific to their own political subdivision. By signing this agreement, each participating authority certifies that it has no unresolved preclearance or voting rights issues known to it that would preclude or delay Department of Justice preclearance of the joint election. The Elections Administrator will file an amended submission to the United States Department of Justice in the event that any polling places are changed after the original submission is filed, including changes resulting from the withdrawal of one or more participating authorities pursuant to Section XII of this contract. Page 2 of 10 III. VOTING LOCATIONS The Elections Administrator shall select and arrange for the use of and payment for all election day voting locations. Voting locations will be, whenever possible, the usual voting location for each election precinct in elections conducted by each participating city, and shall be compliant with the accessibility requirements established by Election Code Section 43.034 and the Americans with Disabilities Act (ADA). The proposed voting locations are listed in Attachment A of this agreement. In the event that a voting location is not available or appropriate, the Elections Administrator will arrange for use of an alternate location with the approval of the affected participating authorities. The Elections Administrator shall notify the participating authorities of any changes from the locations listed in Attachment A. If polling places for the May 11, 2013 joint election are different from the polling place(s) used by a participating authority in its most recent election, the authority agrees to post a notice no later than May 10, 2013 at the entrance to any previous polling places in the jurisdiction stating that the polling location has changed and stating the political subdivision's polling place names and addresses in effect for the May 11, 2013 election. This notice shall be written in both the English and Spanish languages. IV. ELECTION JUDGES, CLERKS, AND OTHER ELECTION PERSONNEL Tarrant County shall be responsible for the appointment of the presiding judge and alternate judge for each polling location. The Elections Administrator shall make emergency appointments of election officials if necessary. Upon request by the Elections Administrator, each participating authority agrees to assist in recruiting polling place officials who are bilingual (fluent in both English and Spanish). In compliance with the Federal Voting Rights Act of 1965, as amended, each polling place containing more than 5% Hispanic population as determined by the 2010 Census shall have one or more election o�ciai who is fluent in both the English and Spanish languages. If a presiding judge is not bilingual, and is unable to appoint a bilingual clerk, the Elections Administrator may recommend a bilingual worker for the polling place. If the Elections Administrator is unable to recommend or recruit a bilingual worker, the participating authority or authorities served by that polling place shall be responsible for recruiting a bilingual worker for translation services at that polling place. The Elections Administrator shall notify all election judges of the eligibility requirements of Subchapter C of Chapter 32 of the Texas Election Code, and will take the necessary steps to insure that all election judges appointed for the Joint Election are eligible to serve. The Elections Administrator shall arrange for the training and compensation of all election judges and clerks. The Elections Administrator shall arrange for the date, time, and place for presiding election judges to pick up their election supplies. Each presiding election judge will be sent a letter from the Elections Administrator notifying him of his appointment, the time and location of training and distribution of election supplies, and the number of election clerks that the presiding judge may appoint. Each election judge and clerk will receive compensation at the hourly rate established by Tarrant County pursuant to Texas Election Code Section 32.091. The election judge will receive an additional sum of $25.00 for picking up the election supplies prior to election day and for returning the supplies and equipment to the central counting station after the polls close. Election judges and clerks who attend voting equipment training and/or procedures training shall be compensated at the same hourly rate that they are to be paid on election day. The Elections Administrator may employ other personnel necessary for the proper administration of the election, including such part-time help as is necessary to prepare for the election, to ensure the timely delivery of supplies during early voting and on election day, and for the efficient tabulation of ballots at the central counting station. Part-time personnel working as members of the Early Voting Ballot Board and/or central counting station on election night will be compensated at the hourly rate set by Tarrant County in accordance with Election Code Sections 87.005, 127.004, and 127.006. Page 3 of 10 V. PREPARATION OF SUPPLIES AND VOTING EQUIPMENT The Elections Administrator shall arrange for all election supplies and voting equipment including, but not limited to, official bailots, sample ballots, voter registration lists, and all forms, signs, maps and other materials used by the election judges at the voting locations. The Elections Administrator shall ensure availability of tables and chairs at each polling place and shall procure rented tables and chairs for those polling places that do not have tables and/or chairs. At each polling location, joint participants shall share voting equipment and supplies to the extent possible. The participating parties shall share a mutual ballot in those precincts where jurisdictions overlap. However, in no instance shall a voter be permitted to receive a ballot containing an office or proposition stating a measure on which the voter is ineligible to vote. Multiple ballot styles shall be available in those shared polling places where jurisdictions do not overlap. The Elections Administrator shall provide the necessary voter registration information, maps, instructions, and other information needed to enable the election judges in the voting locations that have more than one ballot style to conduct a proper election. Each participating authority shall furnish the Elections Administrator a list of candidates and/or propositions showing the order and the exact manner in which the candidate names and/or proposition(s) are to appear on the o�cial ballot (including titles and text in each language in which the authority's ballot is to be printed). Each participating authority shali be responsible for proofreading and approving the ballot insofar as it pertains to that authority's candidates and/or propositions. The joint election ballots that contain ballot content for more than one joint participant because of overlapping territory shall be arranged in the following order: Independent School District, City, Water District(s), College District, and other political subdivisions. Early Voting by Personal Appearance shall be conducted exclusively on Tarrant County's eSlate electronic voting system. On election day, voters shall have a choice between voting on the eSlate electronic voting system or by a paper ballot that is scanned at the polling place using Tarrant County's eScan voting system. Provisional ballots cast on election day will be cast only on the eSlate electronic voting system to prevent the possibility of paper provisional ballots from being immediately counted via the eScan ballot scanner. The number of paper ballots printed for election day voting shall be, at a minimum, equal to the same election day turnout as in the last comparable election plus 25 percent of that number, with the final number of ballots ordered per polling place or precinct adjusted upward to end in a number divisible by 50. The Elections Administrator shall be responsible for the preparation, testing, and delivery of the voting equipment for the election as required by the Election Code. The Elections Administrator shall conduct criminal background checks on relevant employees upon hiring as required by Election Code Section 129.051(g). VI. EARLY VOTING The participating authorities agree to conduct joint early voting and to appoint the Election Administrator as the Early Voting Clerk in accordance with Sections 31.097 and 271.006 of the Texas Election Code. Each participating authority agrees to appoint the Elections Administrator's permanent county employees as deputy early voting clerks. The participating authorities further agree that the Elections Administrator may appoint other deputy early voting clerks to assist in the conduct of early voting as necessary, and that these additional deputy early voting clerks shall be compensated at an hourly rate set by Tarrant County pursuant to Section 83.052 of the Texas Election Code. Deputy early voting clerks who are permanent employees of the Tarrant County Elections Administrator or any participating authority shall serve in that capacity without additional compensation. Page 4 of 10 Early Voting by personal appearance will be held at the locations, dates, and times listed in Attachment "B" of this document. Any qualified voter of the Joint Election may vote early by personai appearance at any of the joint early voting locations. As Early Voting Clerk, the Elections Administrator shall receive applications for early voting ballots to be voted by mail in accordance with Chapters 31 and 86 of the Texas Election Code. Any requests for early voting ballots to be voted by mail received by the participating authorities shall be forwarded immediately by fax or courier to the Elections Administrator for processing. The Elections Administrator shall post on the county website each participating authority's early voting report on a daily basis and a cumulative final early voting report following the close of early voting. In accordance with Section 87.121(g) of the Election Code, the daily reports showing the previous day's early voting activity will be posted to the county website no later than 8:00 AM each business day. VII. EARLY VOTING BALI.OT BOARD Tarrant County shall appoint an Early Voting Baliot Board (EVBB) to process early voting results from the Joint Election. The Presiding Judge, with the assistance of the Elections Administrator, shall appoint two or more additional members to constitute the EVBB. The Elections Administrator shall determine the number of EVBB members required to efficiently process the early voting ballots. VIII. CENTRAL COUNTING STATION AND ELECTION RETURNS The Elections Administrator shall be responsible for establishing and operating the central and remote counting stations to receive and tabulate the voted ballots in accordance with the provisions of the Texas Election Code and of this agreement. The participating authorities hereby, in accordance with Section 127.002, 127.003, and 127.005 of the Texas Election Code, appoint the following central counting station officials: Counting Station Manager: Tabulation Supervisor: Presiding Judge: Alternate Judge: Steve Raborn, Tarrant County Elections Administrator Stephen Vickers, Tarrant County Elections Operations Manager Elouise Kennedy Emma Allen The counting station manager or his representative shall deliver timely cumulative reports of the election results as precincts report to the central and remote counting stations and are tabulated. The manager shall be responsible for releasing unofficial cumulative totals and precinct returns from the election to the joint participants, candidates, press, and general public by distribution of hard copies at the central counting station and by posting to the Tarrant County web site. To ensure the accuracy of reported election returns, results printed on the tapes produced by Tarrant County's voting equipment will not be released to the participating authorities at the remote collection sites or by phone from individual polling locations. The Elections Administrator will prepare the unofficial canvass reports that are necessary for compliance with Election Code Section 67.004 after all precincts have been counted, and will deliver a copy of these unofficial canvass reports to each participating authority as soon as possible after all returns have been tabulated. Each participating authority shall be responsible for the official canvass of its respective election(s). The Elections Administrator will prepare the electronic precinct-by-precinct results reports for uploading to the Secretary of State as required by Section 67.017 of the Election Code. The Elections Administrator agrees to upload these reports for each participating authority unless requested otherwise. Page 5 of 10 The Elections Administrator shall be responsible for conducting the post-election manual recount required by Section 127.201 of the Texas Election Code unless a waiver is granted by the Secretary of State. Notification and copies of the recount, if waiver is denied, will be provided to each participating authority and the Secretary of State's Office. IX. PARTICIPATING AUTHORITIES WITH TERRITORY OUTSIDE TARRANT COUNTY Each participating authority with territory containing population outside Tarrant County agrees that the Elections Administrator shall administer only the Tarrant County portion of those elections. The Elections Administrator is not responsible for conducting the Northwest ISD election in the Tarrant County territory within the Town of Trophy Club. Northwest ISD agrees to contract for election services with Denton County for its Tarrant County voters in Trophy Club. X. RUNOFF ELECTIONS Each participating authority shall have the option of extending the terms of this agreement through its runoff election, if applicable. In the event of such runoff election, the terms of this agreement shali automatically extend unless the participating authority notifies the Elections Administrator in writing within 3 business days of the original election. Each participating authority shall reserve the right to reduce the number of early voting locations and/or election day voting locations in a runoff election. If necessary, any voting changes made by a participating authority between the original election and the runoff election shall be submitted by the authority making the change to the United States Department of Justice for the preclearance required by the Federal Voting Rights Act of 1965, as amended. Each participating authority agrees to order any runoff election(s) at its meeting for canvassing the votes from the May 11, 2013 election and to conduct its drawing for ballot positions at or immediately following such meeting in order to expedite preparations for its runoff election. Each participating authority eligible to hold runoff elections agrees that the date of the runoff election, if necessary, shall be Saturday, June 15, 2013. XI. ELECTION EXPENSES AND ALLOCATION OF COSTS The participating authorities agree to share the costs of administering the Joint Election. Allocation of costs, unless specifically stated otherwise, is mutually agreed to be shared according to a formula which is based on the average cost per election day polling place (unit cost) as determined by adding together the overall expenses and dividing the expenses equally among the total number of polling places. Costs for polling places shared by more than one participating authority shall be pro-rated equally among the participants utilizing that polling place. It is agreed that charges for election day judges and clerks and election day polling place rental fees shall be directly charged to the appropriate participating authority rather than averaging those costs among ali participants. If a participating authority's election is conducted at more than one election day polling place, there shall be no charges or fees allocated to the participating authority for the cost of election day polling places in which the authority has fewer than 50% of the total registered voters served by that polling place, except that if the number of registered voters in all of the authority's polling places is less than the 50% threshold, the participating authority shall pay a pro-rata share of the costs associated with the polling place where it has the greatest number of registered voters. Costs for Early Voting by Personal Appearance shall be allocated based upon the actual costs associated with each early voting site. Each participating authority shall be responsible for a pro-rata portion of the actual costs associated with the early voting sites located within theirjurisdiction. Participating authorities that do not have a regular (non- temporary) early voting site within their jurisdiction shall pay a pro-rata portion of the nearest regular early voting site. Page 6 of 10 Birdville ISD agrees to pay the entire cost for Early Voting by Personal Appearance at the W. G. Thomas Colisuem, the Birdville ISD Fine Arts/Athletics Complex, and at all of its school campus locations. Costs for Early Voting by Mail shall be allocated according to the actual number of ballots mailed to each participating authority's voters. Participating authorities having the majority of their voters in another county, and fewer than 500 registered voters in Tarrant County, and that do not have an election day polling place or early voting site within their Tarrant County territory shall pay a flat fee of $400 for election expenses. Each participating authority agrees to pay the Tarrant County Elections Administrator an administrative fee equal to ten percent (10%) of its total billable costs in accordance with Section 31.100(d) of the Texas Election Code. The Tarrant County Elections Administrator shall deposit all funds payable under this contract into the appropriate fund(s) within the county treasury in accordance with Election Code Section 31.100. XII. WITHDRAWAL FROM CONTRACT DUE TO CANCELLATION OF ELECTION Any participating authority may withdraw from this agreement and the Joint Election should it cancel its election in accordance with Sections 2.051 - 2.053 of the Texas Election Code. The withdrawing authority is fully liable for any expenses incurred by the Tarrant County Elections Administrator on behalf of the authority plus an administrative fee of ten percent (10%) of such expenses. Any monies deposited with the Elections Administrator by the withdrawing authority shall be refunded, minus the aforementioned expenses and administrative fee if applicable. It is agreed that any of the joint election early voting sites that are not within the boundaries of one or more of the remaining participating authorities, with the exception of the early voting site located at the Tarrant County Elections Center, may be dropped from the joint election unless one or more of the remaining participating authorities agree to fully fund such site(s). In the event that any early voting site is eliminated under this section, an addendum to the contract shall be provided to the remaining participants within five days after notification of all intents to withdraw have been received by the Elections Administrator. XIII. RECORDS OF THE ELECTION The Elections Administrator is hereby appointed general custodian of the voted ballots and all records of the Joint Election as authorized by Section 271.010 of the Texas Election Code. Access to the election records shall be available to each participating authority as well as to the public in accordance with applicable provisions of the Texas Election Code and the Texas Pubiic Information Act. The election records shall be stored at the o�ces of the Elections Administrator or at an alternate facility used for storage of county records. The Elections Administrator shall ensure that the records are maintained in an orderly manner so that the records are clearly identifiable and retrievable. Records of the election shall be retained and disposed of in accordance with the provisions of Section 66.058 of the Texas Election Code. If records of the election are involved in any pending election contest, investigation, litigation, or open records request, the Elections Administrator shall maintain the records until final resolution or until final judgment, whichever is applicable. It is the responsibility of each participating authority to bring to the attention of the Elections Administrator any notice of pending election contest, investigation, litigation or open records request which may be filed with the participating authority. Page 7 of 10 XIV. RECOUNTS A recount may be obtained as provided by Title 13 of the Texas Election Code. By signing this document, the presiding officer of the contracting participating authority agrees that any recount shall take place at the offices of the Elections Administrator, and that the Elections Administrator shall serve as Recount Supervisor and the participating authority's official or employee who performs the duties of a secretary under the Texas Election Code shall serve as Recount Coordinator. The Elections Administrator agrees to provide advisory services to each participating authority as necessary to conduct a proper recount. XV. MISCELLANEOUS PROVISIONS 1. It is understood that to the extent space is available, other districts and political subdivisions may wish to participate in the use of the County's election equipment and voting places, and it is agreed that the Elections Administrator may contract with such other districts or political subdivisions for such purposes and that in such event there may be an adjustment of the pro-rata share to be paid to the County by the participating authorities. 2. The Elections Administrator shall file copies of this document with the Tarrant County Judge and the Tarrant County Auditor in accordance with Section 31.099 of the Texas Election Code. 3. Nothing in this contract prevents any party from taking appropriate legal action against any other party and/or other election personnel for a breach of this contract or a violation of the Texas Election Code. 4. This agreement shall be construed under and in accord with the laws of the State of Texas, and all obligations of the parties created hereunder are performable in Tarrant County, Texas. 5. In the event that one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. 6. All parties shall comply with all applicable laws, ordinances, and codes of the State of Texas, all local governments, and any other entities with local jurisdiction. 7. The waiver by any party of a breach of any provision of this agreement shall not operate as or be construed as a waiver of any subsequent breach. 8. Any amendments of this agreement shall be of no effect unless in writing and signed by all parties hereto. XVI. COST ESTIMATES AND DEPOSIT OF FUNDS The total estimated obligation for each participating authority under the terms of this agreement is listed below. Each participating authority agrees to pay the Tarrant County Elections Administrator a deposit of approximately 75% of this estimated obligation within 15 days after execution of this agreement. The exact amount of each participating authority's obligation under the terms of this agreement shall be calculated after the May 11, 2013 election (or runoff election, if applicable), and if the amount of an authority's total obligation exceeds the amount deposited, the authority shall pay to the Elections Administrator the balance due within 30 days after the receipt of the final invoice from the Elections Administrator. However, if the amount of the authority's total obligation is less than the amount deposited, the Elections Administrator shall refund to the authority the excess amount paid within 30 days after the final costs are calculated. Page8of10 The total estimated obligation and required deposit for each participating authority under the terms of this agreement shall be as follows: Actual # Billed # Estimated De osit Political Subdivision Polls Polls Cost Due Cit of Arlin ton 28 14.00 $60,963 $45,800 Cit of Azle 1 0.33 $2,707 $2,100 Cit of Bedford 1 0.50 $6,769 $5,100 Cit of Crowle 1 0.50 $4,984 $3,800 Cit of Dalworthin ton Gardens 1 0.50 $3,537 $2,700 Cit of Euless 2 1.50 $8,465 $6,400 Cit of Everman 1 0.50 $3,792 $2,900 Forest Hill Libra District 1 1.00 $5,323 $4,000 Cit of Fort Worth 66 27.33 $121,745 $91,400 Cit of Grand Prairie 4 2.00 $9,825 $7,400 Cit of Gra evine 1 1.00 $11,276 $8,500 Cit of Haltom Cit 2 1.00 $6,802 $5,200 Cit of Hurst 1 0.50 $5,643 $4,300 Cit of Keller 2 1.00 $6,467 $4,900 Town of Lakeside 1 0.50 $4,128 $3,100 Cit of Lake Worth 1 1.00 $6,072 $4,600 Town of Pante o 1 0.50 $3,537 $2,700 Cit of Pelican Ba 1 0.33 $2,652 $2,000 Cit of River Oaks 1 0.33 $3,220 $2,500 Cit of Sa inaw 1 0.50 $4,851 $3,700 Cit of Sansom Park 1 0.50 $4,128 $3,100 Cit of Watau a 1 0.50 $5,205 $4,000 Town of Westlake 1 0.50 $4,848 $3,700 Arlin ton ISD 33 14.00 $61,114 $45,900 Azle ISD 4 1.17 $5,066 $3,800 Birdville ISD 14 5.50 $87,349 $65,600 CarroIIISD 5 1.00 $14,881 $11,200 Castleber ISD 5 1.67 $7,447 $5,600 Crowle ISD 18 4.00 $20,925 $15,700 Ea le Mountain-Sa inaw ISD 13 3.17 $14,833 $11,200 Everman ISD 7 1.17 $5,723 $4,300 Fort Worth ISD 34 10.33 $49,522 $37,200 Hurst-Euless-Bedford ISD 10 2.50 $21,031 $15,800 Keller ISD 17 4.83 $31,361 $23,600 Kennedale ISD 6 1.00 $9,906 $7,500 Mansfield ISD 15 7.00 $32,899 $24,700 Northwest ISD 13 3.50 $24,172 $18,200 Tarrant Re ional Water District 137 76.83 $307,417 $230,600 TOTALS 194.00 Page 9 of 10 XVII. JOINT CONTRACT ACCEPTANCE AND APPROVAL IN TESTIMONY HEREOF, this agreement has been executed on behalf of the parties hereto as follows, to-wit: � (1) It has on the � I day of , 2013 been executed by the Tarrant County Elections Administrator pursuant to the Texas Election Code so authorizing; ., � � /, , �, � ' (2) It has on the=. �^ =/�� day of ;�. ��% �� , 2013 been executed on behalf of the City of Fort Worth pursuant to an action of the Fort 1/V�orth City Council so authorizing; ACCEPTED AND AGREED TO BY THE TARRANT COUNTY ELECTIONS ADMINISTRATOR: APPROVED: ACCEPTED AND AGREED TO BY THE CITY OF FORT WORTH APPROVED: Tom Higgins, City APPROVED AS TO FORM AND LEGALITY: ATTEST: , � v �� ' Cl,��-- �. � v Lc % �. 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O' d' W; O Z' ATTACHMENT B• EARLY VOTING FOR MAY 11, 2013 (VOTACl6NADELANTADADE71 DEMAYODE20J3J JOINT GENERAL AND SPECIAL ELECTIONS (ELECCIONES GENERALES Y ESPECIALES CONJUNTAS) This schedu/e of ear/y voting /ocations, dates and times app/ies to voters in the fo/%wing cities, towns, schoo/s, /ib�ary and water districts (fste horario de casetas de votaci6n adelantada, sus fechas y tiempos aplican a votantes en las siguientes ciudades, pueblos, escolares, librerlaydistritosde agua): Adington, Azie, Bedford, Crowley, Dalworthington Gardens, Euless, Everman, Fort Worth DisUicts 2, 4, 5, and 8, Grand Prairie, Grapevine, Haltom City, Hurst, Keller, Lakeside, Lake Worih, Pantego, Peiican Bay, River Oaks, Saginaw, Sansom Park, Watauga, Westlake, Ariington ISD, Azle ISD, Birdville ISD, Carroll ISD, Castleberry ISD, Crowiey ISD, Eagle Mountain-Saginaw ISD, Everman ISD, Fort Worth ISD Districts 1 and 9, Hurst-Euless-Bedford ISD, Keller ISD, Kennedale ISD, Mansfield ISD, Northwest ISD, Forest Hill Library District and Tarrant Regional Water District. EARLY VOTING BY PERSONAL APPEARANCE DAYS AND HOURS (DIAS Y HORAS DE VOTACION TEMPRANO POR APARICION PERSONAL) April (Abril) May (MayoJ May (MayoJ May (Mayo) May (Mayo) 29 - 30 1-3 4 5 b-7 Monday - Tuesday (Lunes - Marfes) Wednesday - Friday (Miercoles - Viernes) Saturday (S6bado) Sunday (DomingoJ Monday - Tuesday (Lunes - MarfesJ 8:00 a.m. - 5:00 p.m. 8:00 a.m. - 5:00 p.m. 7:00 a.m. - 7:00 p.m. 11:00 a.m. - 4:00 p.m. 7:00 a.m. - 7:00 p.m. � • •� •� : . :_ _� :_ : • EARLY VOTING BY MAIL (VOTACION TEMPRANO POR CORREO) TO RECEIVE A BALLOT APPLICATION OR FOR MORE INFORMATION: CALL TARRANT COUNTY ELECTIONS ADMINISTRATION, 817-831-8683 OR VISIT OUR WEBSITE AT, www.tarrantcounty.com/elections (PARA RECIBIR UNA SOLICI7UD PARA BOLETA O PARA MAS INFORMACION LLAMAR AL ADMINISTRACION DE ELECCIONES DEL CONDADO DE TARRANT, 817-831-8683 O VIS�TE NUESTRO SITIO WEB, www. tarrantcounty. com/elections� Applications for a ballot by mail must be submitted between March 12, 2013 and May 3, 2013 with one Of ti12 fO��OWItIg �GC�UI(21Y1211tS: /Solicitudes para una boleta por correo pueden sersometidos entre el 12 de Marzo de 2013, y 3 de Mayo de 2013, con uno de los siguientes requisitos:J �. F�gG Of VOt@f IS fi5 Of OVG'( Ofl E�@Ct1011 �qY. (Edad del votante es 65 o mas el Dia de Eleccion./ 2. VOt@� IS C�ISqb�6C�. /Votante est6 incapacitado.) For # 1 or #2, the bailot must be mailed to the voter registration residence address/mailing address or to a hospital, nursing home/long-term care facility, retirement center or address of a relative. The f@ICItIOflShlj� Of fh2 C@ICltIV@ fTtUSt b@ il'1dlCqt@d. JPara #I o#2laboletadebeserenviadaaladireccionresidencialldireccion de careo de registro de votante o a un hospitat clinica para convalecientes d ancianosJfacilidad de cuidado de termino largo, cenfro de jubilacion o direccidn de un pariente. Debe indicar el parentesco deI pariente.� 3. Voter is confined in jail - ballot must be mailed to the jail or address of a relative. The (elqflOtlShlp Of th2 (21qtiV2 I71USt b2 II1dICqteC�. �Votante esta encarcelado - boleta debe ser enviada b la c6rcel o d la direccidn de un pariente. Debe indicdr el parentesco del pariente.) 4. Voter expects to be out of the county on Election Day and during the regular hours for conducting early voting - ballot must be mailed to an address outside the county. �votar,teesPe�aeSra�ar�era del condado el Dia de Eleccion y durante las horas regulares de conducir Votaci6n temprano - boleta debe ser enviada a una direccidn afuera del condado.� Applications may be faxed to 817-831-6118 or received bv mail at the followinca address NO LATER THAN FRIDAY, MAY 3, 2013. (Las solicitudes se pueden enviar por fax a 817-83I-61 t8 o ser recibidas porcorreo a la direccion siauiente NO MAS TARDE DEL VIERNES, 3 de MAYO de 2013.) STEVE RABORN, EARLY VOTING CIERK (Secrefario De Votacidn Adelanfada, Sfeve Rabom) PO BOX 961011 FORT WORTH, TEXAS 761 bl -0011 FOR VOTERS WITH ONSEf OF AN ILLNESS ON OR AFtER MAY Z, ZO13, EMERGENCY BALLOT APPIICATIONS MUST BE REfURNED NO LATER THAN S PM, EIECTION DAY, AT THE EIECTIONS CENTER, LJOO PREMIER STREET, FORT WORTH, TX 761 � 1(SEC. 102.001, TEXAS EIECTION CODE.) �PARA VOTANiES CON PRINCIPIOS DE UNA ENFERMEDAD EN O DESPUES DEL 2 DE MAYO DE 2013, SOLKRUDES PARA BOLETA DE EMERGENCIA DEBE SER REGRESAOA NO MAS TARDAR DE LAS 5 PM, EL D(A DE ELECCIbN, EN EC CENTRO DE EtECCIONES, 2700 PREMIER ST., FORT WORTH, 7X 761 I 1(SEC, 102.00I, CbDIGO DE ELECCIbN DE 7EJAS.� Cwrected 4!9/1013 10:32:04 AM ATTACHMENT B• EARLY VOTING FOR MAY 11, 2013 (VOIACl6NADELANiADA DE 77 DEMAVO DE2073) JOINT GENERAL AND SPECIAL ELECTIONS (ELECCIONES GENERALES Y ESPECIALES CONJUNTAS) Locations listed on this page only are open Full Days and Hours (SolanreMe las casetas 6stadas en Ps[a p3grna es(2n abiertas los d/as y horas de vo�acidn adelantadoJ 7. MAIN EARLY VOTING SITE Tarrant County Elections Center 2700 Premier SUeet Fort Wath, Texas 76111 'Emergency and Limited trallots available at�hisleca�ion only. (Boletaslimitadasy de emergencia solamente es(2n disponibles en esta caseta.) drliug(ou 2. Bob Duncan Center 2800 South Center Street Arlington, Texas 76014 Arliugtmi 3. Eizie Odom Athletic Center 1601 NE Green Oaks Boulevard Ariington, Texas 76006 Arlingion 4. Center for Community Service Junior League of Adington 4002 West Pioneer Parkway Arlington, Texas 76013 dr/ington 5. South Service Center 1100 SW Green Oaks Boulevard Arlington, Texas 76017 Arli�tgton 6. Tarrant County Sub-Courthouse in Adington 700 E Abram Street Arlington, Texas 76010 �1 zle 7. B.1. Clark Annex Raom 4 603 Southeast Parkvray Azle, Texas 76020 8. Bedford Public Library 2424 Forest Ridge Drive Bedford, Texas 76021 9. Crowley Community Center 900 East Glendale Street Crowley, Texas 76036 10. Euless Public Library 201 NoAh Ector Drive Euless, Texas 76039 Fnrest Hil! 11. Mahaney Communiry Center 6800 Forest Hill Drive Forest Hill, Texas 76140 Fort lVortlr 12. Diamond HillUarvis Library 1300 Northeast 351h Street Fort WorUi, Texas 76106 13. Fort Worth Municipal Building 1000 Throckmorton Street Fort Wath, Texas 76102 Port If'orth 14. Griffin Sub•Courthouse 3212 Miller Avenue Fort Wath, Texas 76119 Fort fi'ord� 15. Handiey�vleadowbrook Community Center 6201 Beaty SUeet Fod Wodh, Texas 76112 Fnrt I{'nrth 16. JPS Health Center Viola M. Pitts/Como Cower Level- Auditorium 7 4701 Bryant Irvin Road N. Fort Wath, Texas 76107 Fnrt ft'or(h 17. Northwest Branch Library 6228 Crystai Lake Drive Fort Wwlh, Texas 76179 Fort IVard� 18. Riverside Communiry Center 3700 East Belknap SUeet Fort Worth, Texas 76111 Fort 1{artG 19. Rosemont Middle School 1501 West Seminary Drive Fort Wwth, Texas 76115 Fort ii'nr(h 20. Souihside Community Center 959 East Rosedale SVeet Fort Worth, Texas 76104 Fort li'ortlt 21. Southwest Su6-Courthouse 6551 Granbury Road Fod Wwlh, Texas 76133 Fnrt !f'arth 22. Summerglen Branch Library 4205 Basswood Boulevard Fort Worth, Texas 76137 Fnrt Ii'orth 23. Tarrant Counry Plaza Building 201 BumettSUeet Fort Worth, Texas 76102 Fort li'orth 24. Worth Heights Community Ceoter 3557 NewYorkAvenue Fort Worth, Texas 76110 Grnnd Prairie 25. Asia Times Square 2615 W. Pioneer Parkway Grand Prairie, Texas 75051 26. 27. Grapevine Community Activities Center 1175 Municipal Way Grapevine, Texas 76051 Haltom City Northeast Center 3201 Friendly Lane Haltan City, Texas 76117 Hnslet 28. Cari E. Schluter Elementary School 1220 Mesa Crest Drive Haslet, Texas 76052 29. 30. 31. 32. Haslet Puhlic Library 100 Gammil SVeet Hasiet, Texas 76052 Hurst Recreation Center 700 Mary Drive Hurst, Texas 76053 Keller Town Hall 1100 Bear Creek Parkway Kelier, Texas 76248 Kennedale Community Cen[er 376 West Yd Street Kennedale, Texas 76060 Lnke !f'orih 33. Sheri(Ps Office North Patrol Division 6651 Lake Worih Boulevard Lake Worfh, Texas 76135 34. MansfieldSub-Courthouse 1100 East Broad SVeet Mansfield, Texas 76063 North Ricldnnd Hil/s 35. Dan Echols Center 6801 Glenview Drive North Richland Hills, Texas 76180 36. 37 Richland Hills Community Center 3204 Diana Drive Richland Hi�is, Texas 76118 River Oaks City Hall 4900 River Oaks Boulevard River Oaks, Texas 76114 Snginary 38. EagleMountain•Saginaw ISD Adminisvation Building 6- Tiaining Room 1200 Old Decatur Road Saginaw, Texas 76179 39. 40. Southlake Town Hall 1400 Main Street Southlake, Texas 76092 Watauga City HaII 7705 WhiUey Road Watauga, Texas 76148 47. Solana Office Complex Westlake Town Offices 3 Vllage Cirde Westlake, Texas 76262 42. White Settlement ISD Administration Building 401 South Cherry Lane Whfte Settlemen4 Texas 76108 Revised M.iR013 11:51:59 A!d ATTACHMENT B- EARLY VOTING FOR MAY 11, 2013 (VOiACl6NADELANTADA DE 11 DEMAVO DE2013) JOWT GENERAI AND SPECIAL ELECTIONS (ELECCIONES GENERALES Y ESPECIALES CONJUNTAS) Temporary Branch Eariy Voting Locations - Please Note Various Days and Hours of Voting (Casetas temporales para t/otacion Adelantada - Favo� de nota� d/as y ho�as diversosi W.G. Thomas Coliseum 6108 Broadway Avenue Haltom, Texas 76117 Birdville ISD fine Arts/Athletics Complex 9200 Mid Cities Boulevard North Richland Hills, Texas 76180 Villages of Woodiand Springs Amenity Center 12209 Timberland Boulevard Fort Worth, Texas 76244 UTA - Universiry of Texas at Arlington E.H. Here(o�d Unive�silyCente� 300 W.15� Street Ariington, Texas 76019 East Regional Library 6301 Bridge Street Fort Worth, Texas 76112 Revised4l3l2013 71:57:59AM M O �"�'z� z O }� � Q � V z � � O J U � Q W W tL�-�Q Z � U w �wa� 0 Q N } ¢ p � � Q �¢ � J K W CO��U �"'2W(n W U U' z ��Fo S O z U C>>OW Q �' � J � w Q H O L � a � �v rnt �•� � � � a .0 O o J ` C �oN a C = O j � � i T y �m � � � .0 � m � Na � Q L 'O :O m ? � A w' o. Z n � �; ~' � o aE � � � m h � 0 L U � � N r w°' � � J � $L°U N � � = o 0 o�= O .�G N F� � m E� `� y o �` W Y X � m H . a. 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N .o E t- � s = � m x c o a � = m L o � n K 0 0 t � c � N w � �d � J � aEi o' 9 � m ip N N S � W � rn � o m N t� co �i � O � O ^ U a°' a'�i v�� a � � U E i 0 O O A O � 2 �n S 0 0 L C1 O N � aR. � N � X N d F- V= � N � � S �� V � m m ��� 'So^D Z a .; � m � � � N N� m � a�i � @ w °' y�!- y C � � � U U � `o 0 0 .� � @ rG N 2 N � � v m p C � N y L � X �NQF�- '� Z' o � �'� SU N 61 � E � E o U d p t0 ¢wmx O i� tL.l y > <o N � ~ '� m � �ar Y � �' O `o � � O O Z V = Q � e � � M&C Revi��,v CITY COUNCIL AGENDA �� � Page 1 of 2 Official site of the City of Fort Worth, Texas �OR7' `�'aR`TI I _�. -- - , COUNCIL ACTION: Approved on 4/23/2013 DATE REFERENCE CODE: SUBJECT 4/23/2013 NO : C-26215 LOG NAME: 112013GENERALELECTION NON- PUBLIC C TYPE: CONSENT HEARWG: NO Authorize Execution of a Joint Election Agreement and Contract with the Tarrant County Elections Administrator for Election Services for the General Election to be Held on May 11, 2013, for the Purpose of Electing Council Members for City Council Districts 2, 4, 5 and 8 and Authorize a Seventy-Five Percent Down Payment in the Amount of $91,400.00 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Authorize the execution of a Joint Election Agreement and Contract with the Tarrant County Elections Administrator for election services for the General Election to be held on Saturday, May 11, 2013, for the purpose of electing City Council Members for City Council Districts 2, 4, 5, and 8; and 2. Authorize a seventy-five percent down payment in the amount of $91,400.00. DISCUSSION: On February 5, 2013, the City Council adopted Ordinance No. 20603-02-2013 calling a General Election for Saturday, May 11, 2013, for the purpose of electing a Mayor and City Council Members. On March 19, 2013, the City Council adopted Ordinance No. 20657-03-2013 that declared elected the unopposed candidates for Mayor and Council Members in Districts 3, 6, 7, and 9 and canceling those elections. The Agreement and contract provides for election services, equipment, supplies and ballots needed to conduct the election for Council Districts 2, 4, 5 and 8, including the training and compensation of election judges and clerks, preparation and distribution of ballots, arranging for use of public facilities for early voting and election day and the conduct of early and election day voting. This Agreement and contract also provides for the same services in the event a runoff election is needed. The City of Fort Worth will have 66 polling locations on election day; however, the City will be sharing the costs with the Fort Worth Independent School District and the Tarrant County Regional Water District. The estimated cost of the election is in the amount of $121,745.00 and the City is required to pay an estimated obligation deposit of approximately 75 percent ($91,400.00) before the election is held. This Mayor and Council Communication authorizes the City Council to pay the down payment in the amount of $91,400.00. A final invoice for the total election costs will be submitted after the election, and runoff, if necessary, is held. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current Operating Budget, as appropriated, of the General Fund. TO Fund/Account/Centers FROM Fund/Account/Centers http://apps.cfwnet.org/council�acket/mc review.asp?ID=18324&councildate=4/23/2013 4/10/2014 M&C Review° GG01 539120 0909101 Submitted for City Manager's Office b� Originating Department Head: Additional Information Contact: ATTACHMENTS Mary J. Kayser (6161) Mary J. Kayser (6161) Mary J. Kayser (6161) $91,400.00 http://apps. cfwnet. org/council�acket/mc_review. asp?ID=18324&councildate=4/23/2013 Page 2 of 2 4I10/2014