16-APPROVE RES CONTRACTING FOR ELECTION SERVICES WITH LAMAR COUNTY ELECTIONS ADMINISTRATOR

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CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: O1/30/12 Council Date: City Clerk Janice Ellis 16. 02/13/12 RECOMMENDED MOTION: Move to approve a resolution contracting for election services with the Lamar County Elections Administrator and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Elections BACKGROLTND: At several elections prior to 2009, we received citizen complaints from citizens having to go to multiple locations to cast their votes in elections for different jurisdictions. It has been the City Clerk's goal to combine polling places with Lamar County to enable citizens to vote at one location for local and state candidates and/or on issues. Contracting with the County Elections Administrator will also allow the jurisdictions to share the costs of election workers and to use direct recording electronic (DRE) devices. Pursuant to Federal Law, every polling place is required to have a DRE in order to be compliant with the Help America Vote Act. In September 2008, Lamar County created a county elections administrator, making it a possible to combine polling places and resources. Estimated cost for the General Election in May 2012 is $8,007.01, which includes an administrative fee to be paid to the County Elections Administrator. This year we have four council seats available compared to three last year. We have combined polling places for Districts One and Two, to be held at the Red River Valley Fairgrounds. We have also combined polling places for Districts Three and Six, which will be held at the Lamar County Courthouse Annex. This will decrease the number of election workers and hopefully, encourage more voters in the City election. We have $18,500.00 budgeted for the General Election. Functions to be performed by the County Elections Administrator and City Clerk are set out in the Contract. In addition, the City Clerk will continue to prepare election packets for the candidates; conduct the drawing for order of names on the ballots; order background checks on candidates; inform candidates of upcoming deadlines; will be available to citizens during early voting and on election day; will be at the Lamar County Courthouse Annex on election night; and will arrange for a staff inember to be at the City Hall Annex on election night to announce returns. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution and Contract ACTION: BUDGET INFO: ❑ Financial Report ❑ Minute Order Expense $8,007.01 estimated ❑ Department Report Z Resolution Budgeted Amt. $18,500.00 for general election ❑ Presentation ❑ Ordinance y'j'D Actual ❑ Public Hearing ❑ Other Acct. Name Acct. Number FISCAL NOTES: REVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 b~D