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HomeMy WebLinkAboutContract 29428 CITY SECRETARY )91_��,;`CNTRACT NO_ L .. 1001 JOINT ELECTION AGREEMENT FOR THE CITY OF FORT WORTH AND TARRANT REGIONAL WATER DISTRICT THIS AGFEEMENT is made and entered into this ' day of , 2003, by and between the TARRANT REGIONAL WATER DISTRICT, acting by and through the District Election Officer( hereinafter referred to as the "WATER DISTRICT") and the CITY OF FORT WORTH, TEXAS, acting by and through its City Manager or his/her designee (hereinafter referred to as "CITY"). WHEREAS, the Tarrant Regional Water District will conduct a Board of Directors Election and the City of Fort Worth will conduct a Municipal Bond Election; and WHEREAS, it is desirable for voter convenience and to reduce the overall cost to each entity that said elections be held jointly on February 7, 2004; and WHEREAS, the City of Fort Worth and the Tarrant Regional Water District desire to select the Tarrant County Elections Administrator to conduct and coordinate this Joint Election; and IN CONSIDERATION of the mutual project referenced herein, the parties hereto agree to hold an election jointly on February 7, 2004, from 7:00 AM until 7:00 PM, in accordance with Section 271.002, Texas Election Code, and that said election will be conducted jointly pursuant to the terms of this agreement. The Tarrant County Elections Administrator agrees to coordinate, supervise and handle all aspects of administering the Joint Election in accordance with the provisions of the Texas Election Code as outlined in this agreement. Each participating authority agrees to pay Tarrant County administrative costs as outlined in this agreement. The Elections Administrator will serve as administrator for the election; however, each participating authority remains responsible for the lawful conduct of their respective election. I. GENERAL TERMS 1.01 On Saturday, February 7, 2004, the election shall be held from 7:00 AM until 7:00 PM, that day. 1.02 On Election Day, each political subdivision participating in the Joint Election, shall share election officials, polling places, and voting equipment, but will have separate ballots. 1.03 Early voting by personal appearance shall begin January 21, 2004, and end on February 3, 2004, with voting conducted on (DRE) Direct Recording Electronic Equipment. 1.04 Early voting by mail ballots will be separate and processed by the Elections Department. 1.05 Each political subdivision shall pay Tarrant County for conducting -the election. 1.06 In the event the election is cancelled, or any part thereof, in accordance with Section 2.052, the governing body shall reimburse the County for only those expenses incurred. 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 in addition to the duties specified in the Contract for Election Services executed by the Tarrant County Elections Administrator and the City of Fort Worth. a. Notify and train the presiding judges and alternate judges. The names and addresses of each judge and alternate judge shall be furnished to each participating entity. b. Compensate election judges and clerks. Each election judge will receive $8.00 per hour, alternate election judges and clerks will receive $7.50 per hour (for a maximum of 15 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 the appropriate Central Counting Station after the polls close. Election judges and alternates will receive $10.00 each for attending the election training. C. Procure, prepare and distribute early voting equipment for each entity. d. Procure, prepare and distribute supplies for early voting and Election Day. e. Procure, prepare and distribute tables and chairs, as needed, and transport equipment to and from the polling places. f. Procure and deliver to polling places all voting equipment. g. Rent, if necessary, voting locations. h. Provide list of registered voters to the election judges. i. Coordinate and supervise the Counting Station and 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. 2 j. Publish notice of the date, time and place of the testing of the electronic tabulation equipment and conduct such testing. k. Supervise the handling and disposition of election returns, tabulate unofficial returns and assist in preparing the tabulation for the official canvass. I. Prepare the unofficial canvass report after all precincts have been counted and deliver a copy of the unofficial canvass to the contracting entities. M. Serve as custodian of election records and store election records for 60 days as provided by law. n. Conduct the manual count. III. EARLY VOTING 3.01 Early Voting By Mail: a. Elections Administration shall be responsible for early voting ballot by mail requests for both entities. b. The City Secretary or her designee may accept early voting ballot by mail requests for the City Special Election and forward the application to the Elections Administrator. The District Election Officer for the Water District may accept early voting ballot by mail requests for the Water District and forward the application to the Elections Administrator. C. Elections Administration shall be responsible for procuring, preparing, and processing ballots to be voted by mail. Officially voted ballots shall be returned to Robert Parten, Early Voting Clerk, 100 W. Weatherford St., Room B-90, P.O. Box 961011, Fort Worth, Texas 76161-0011. 3.02 Early Voting by Personal Appearance a. Robert Parten, Tarrant County Elections Administrator, shall serve as Early Voting Clerk for the Joint Election, and other clerks shall be appointed as needed. b. The City Secretary or her designee shall serve as Deputy Early Voting Clerk for the Joint Election. The District Election Officer shall serve as Deputy Early Voting Clerk representing the Water District in the Joint Election 3 C. Early Voting by personal appearance shall be conducted at locations listed on Exhibit A. d. Early Voting for the election will be conducted on weekdays from 8:00 AM to 5:00 P.M. beginning January 21, 2004 and continuing through February 3, 2004. e. Extended hours for early voting shall take place at each early voting location on Saturday, January 31, 2004, from 8:00 AM until 5:00 PM; Sunday, February 1, 2004 from 11: 00 AM until 4:00 PM and on Monday and Tuesday, February 2 and February 3 from 7:00 AM until 7:00 PM. Residents of either political Subdivision participating in the Joint Election resolution may vote early in person at any early voting location. f. Elections Administration will provide the Direct Recording Voting System to be used for early voting by personal appearance. Tarrant County will be responsible for the preparation, programming, and testing of the Direct Recording System. Any qualified voter for the Joint Election may vote early by personal appearance at the main early voting location, Tarrant County Early Voting, 600 W. Weatherford St., Ft Worth, Texas 76102. g. Elections Administration will be responsible for establishing and operating the Central Counting Station and to provide an unofficial report of early voting results on Election Day, in accordance with the provisions of the Texas Election Code. 3.03 Elections Administration shall be responsible for Early Voting tabulation. 3.04 Elections Administration shall prepare the officially voted mail ballots for counting by the Early Voting Ballot Board. 3.05 The Early Voting Ballot Board shall convene at the Muller Building, 600 W. Weatherford Street to qualify and tabulate the early voting ballots. The Early Voting Ballot Board Judge shall be Jeanne Lyons. The Early Voting Ballot Board may include individuals recommended by the City and the Water District. IV. CONTRACTING ENTITY The City and the Water District shall have the following responsibilities in conducting this Joint Election; 4.01 The City shall designate election officials and voting locations within the City, giving preference to customary City locations, and provide information to the Elections Office as soon as possible. 4.02 The Water District shall designate or approve additional election officials and voting locations for precincts which are not in the City of Fort Worth. 4 4.03 Maps or other reference guides containing the boundaries of each entity should be made available to the County. 4.04 Prepare all election orders, resolutions, notices, and other pertinent documents for adoption and execution by the appropriate officer; and take all actions required by law for calling the election, establishing precincts and polling locations, handling contests, canvassing the returns and declaring the results. 4.05 Prepare and publish in the official newspaper, or post all required election notices of the election. 4.06 Deliver to the Elections Administrator, as soon as possible, the official wording including Spanish translation that is to be printed on the ballot. 4.07 Approve final ballot proof for content, form, and spelling. 4.08 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. 4.09 Canvass the official results of the elections. V. PAYMENT FOR SERVICES 5.01 In consideration for the services and expenses provided by the County, the City agrees to pay Tarrant County for the City's share of the cost for conducting this Joint Election. 5.02 For the Joint Election, -the Water District agrees to pay a predetermined cost of $48,000.00, which includes $8,000.00 for delivery of results for election judges and the cost of ballots. This does not include the cost for additional voting locations which may be required for the Water District. 5.03 After deducting the 10% administrative fee and the delivery and ballot costs, the funds received from the Water District will be deducted from the actual cost of the election contract with City of Fort Worth. 5.04 Should a recount be required, those costs associated with the recount shall be negotiated if a recount is required. 5.05 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. 5 ACCEPTANCE: On behalf of Tarrant County Elections Administration, I hereby accept the terms of the Agreement contained in this Resolution. Signed this /off ' day of [,u - , 2004: Robert Parten Elections Administrator Tarrant County, Texas On behalf of the City of Fort Worth, I hereby accept the terms of this Agreement. Signed this day of 003: City Secretary City of Fort Worth On behalf of the Tarrant Regional Water District, I hereby accept the terms of this Agreement. Signed this day of , 200 Di trictlection OfMer Tarrant tegional VMer District b RESOLUTION CALLING FOR JOINT ELECTION WHEREAS, ON Tuesday, February 7, 2004, Tarrant Regional Water District is required to conduct a Board of Directors Election; and WHEREAS, -the City of Fort Worth will hold a Municipal Bond Election; and WHEREAS, it is desirable that said elections be held jointly by the City of Fort Worth and Tarrant Regional Water District; NOW, THEREFORE, BE IT HEREBY RESOLVED that the Tarrant County Elections Administrator, has been given the authority to conduct the Elections jointly, pursuant to Section 271.002 of the Texas Election Code. BE IT FURTHER RESOLVED that the Tarrant Regional Water District shall share in the cost of said Joint Election in those polling places which are coextensive with those of the City of Fort Worth. MTION was made by and seconded by that the Resolution, above and foregoing, be adopted. AYES: �I NOES: D ATTEST: