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CITY COUNCIL AGENDA ITEM BRIEFING SHEET <br />Submittal Date: <br />Originating Department: <br />Presented By: <br />Agenda Item No.: <br />O1/18/11 <br />Council Date: <br />City Clerk <br />Janice Ellis <br />12. <br />O1/24/11 <br />RECOMMENDED MOTION: <br />Move to approve a resolution contracting for election services with the Lamar County Elections <br />Administrator; and authorizing the City Manager to negotiate and execute all necessary documents. <br />POLICY ISSUE(S): <br />Elections <br />BACKGROLTND: Contracting with the County Elections Administrator will allow the jurisdictions to share <br />the costs of election workers and to use direct recording electronic (DRE) devices. Pursuant to Federal <br />Law, every polling place is required to have a DRE in order to be compliant with the Help America Vote <br />Act. In September 2008, Lamar County created a county elections administrator, making it a possible to <br />combine polling places and resources. <br />Estimated cost for the General Election in May 2011 is $8,717.38, which includes an administrative fee <br />to be paid to the County Elections Administrator. We have $12,500.00 budgeted for the General <br />Election. <br />Functions to be performed by the County Elections Administrator and City Clerk are set out in the <br />Contract. In addition, the City Clerk will continue to prepare election packets for the candidates; <br />conduct the drawing for order of names on the ballots; order background checks on candidates; inform <br />candidates of upcoming deadlines; will be available to citizens during early voting and on election day; <br />will be at the Lamar County Courthouse Annex on election night; and will arrange for a staff inember to <br />be at the City Hall Annex on election night to announce returns. <br />BOARD/COMMISSION RECOMMENDATION: <br />EXHIBITS: <br />Resolution and Contract <br />ACTION: <br />BUDGET INFO: <br />❑ Financial Report ❑ Minute Order <br />Expense <br />$8,717.38 estimated <br />❑ Department Report Z Resolution <br />Budgeted Amt. <br />$12,500 for general election <br />❑ Presentation ❑ Ordinance <br />yTD Actual <br />❑ Public Hearing ❑ Other <br />Acct. Name <br />Acct. Number <br />FisCA. NoTES: <br />Reduction in the City's cash expense is approximately $885 plus much more than that in labor. <br />REVIEWED AND APPROVED BY: <br />Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire <br />❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities <br />City of Paris <br />Revised 2/04/08 <br />6 <br /> <br />