12- JOINT ELECTION AGREEMENT BETWEEN PISD AND CITY OF PARIS TO SHARE COMMON POLLING PLACES FOR THE 5/14/2011 ELECTIONCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
03/30/11
Council Date:
City Clerk
Janice Ellis
12.
04/11/11
RECOMMENDED MOTION:
Move to approve a Resolution approving and authorizing the execution of a Joint Election Agreement
between Paris Independent School District and the City of Paris to share common polling places for the
May 14, 2011 election
POLICY ISSUE(S):
Elections
BACKGROUND:
Entering into a Joint Election Agreement with Paris Independent School District, will allow the
jurisdictions to share common polling places and the costs of 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.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Resolution and Agreement
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
❑ Department Report Z Resolution
Budgeted Amt.
❑ Presentation ❑ Ordinance
❑ P
bli
H
i
y'I'D Actual
u
ear
c
ng ❑ Other
Acct. Name
Acct. Number
FISCAL NOTES:
REVIEWED AND APPROVED BY:
Z Administration Z City Cletk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities
City of Paris Revised 2/04/08
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DRAFT
RESOLUT[ON NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
APPROVING AND AUTHORIZING THE EXECUTION OF A JOINT ELECTION
AGREEMENT BETWEEN THE PARIS INDEPENDENT SCHOOL DISTRICT
AND THE CITY OF PARIS TO SHARE COMMON POLLING PLACES FOR THE
MAY 14, 2011 ELECTION; MAKING OTHER FINDINGS AND PROVISIONS
RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, the Texas Election Code §271.002 provides that if two or more political
subdivisions call an election on the same day in all or part of the same territory the two
political subdivisions may enter into an agreement to hold their elections jointly; and,
WHEREAS, the City of Paris is conducting a general election in certain districts and
a special election in all districts on May 14, 2011, the uniform election date, early voting for
which begins May 2, 2011 and ends May 10, 2011; and,
WHEREAS, the Paris Independent School District has called a Trustee election for
the same date and wishes to share certain polling places with the City of Paris; and,
WHEREAS, both the Paris Independent School District and the City of Paris have an
interest in accommodating voters, pooling economic resources, and complying with state
law;
WHEREAS, some election precincts for Paris Independent School District and the
City of Paris will share common polling places; and,
WHEREAS, the Joint Election Agreement, in the form attached hereto and Exhibit A
should in all things be approved, and The Mayor should be authorized to execute the same;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, PARIS, TEXAS:
Section 1. That the findings set out in the preamble of this resolution are hereby
in all things approved.
Section 2. That the City Council of the City of Paris does hereby approve the Joint
Election Agreement, and the Mayor be, and he is hereby authorized and directed to execute
on behalf of the City of Paris the Agreement with the Paris Independent School District in
the form shown in Exhibit A attached hereto.
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Section 4. That this resolution shall be effective from and after the date of
passage.
PASSED AND APPROVED this 11th day of April, 2011.
Will Biard, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
11 . 46
PARIS INDEPENDENT SCHOOL DISTRICT
JOINT ELECTION AGREEMENT
between
The Paris Independent School District (the District)
and
The City of Paris, Texas (the City)
BY THE TERMS OF THIS AGREEMENT, the District and the City do hereby agree, pursuant to
the provisions of the Chapter 271, Texas Election Code, to hold a joint election on the uniform election
date required to be held on Saturday, May 14, 2011.
The District and the City agree to share a common polling place (Paris ISD Polling site for Place 4-
Ramseur Baptist Church and City of Paris Polling Site for Place 7- Ramseur Baptist Church) on the
uniform election date of May 14, 2011.
The District and the City will each hold early voting separately. The District will hold early voting at
the Elaine Ballard Administration Building, 1920 Clarksville, Paris, Texas. The City will hold early
voting at the Lamar County Courthouse Annex, Paris, Texas.
The District and the City will each be solely responsible for expenses related to early voting at their
respective early voting site(s).
Both entities have contracted with Lamar County to provide electronic voting equipment that meets the
requirements of the Texas Election Code and the federal Help America Vote Act, the ES&S
AutoMARK machines, to be utilized at each polling site. Expenses related to the use of the
AutoMARK machines for early voting use shall be borne directly by the entity utilizing the machine
during early voting. Expenses related to the use of the AutoMARK machines at shared polling sites on
the May 14, 2011, Election Day, shall be shared equally by the District and City.
The District and the City shall name and maintain separate election judges and clerks and shall be
responsible for compensation for the individuals the entity employs as its election officers. The
District and the City will share electronic voting machines as previously detailed. Each entity will be
responsible for providing its own election materials and supplies, and will otherwise post, publicize
and administer its own election.
The District and the City shall maintain a separate custodian of election records and bear any costs
associated with this task separately.
The District and the City shall be separately responsible for their own election orders, resolutions,
notices, justice department submissions, official canvass and other necessary documents for adoption
by the appropriate board or council.
APPROVED BY THE TRUSTEES OF THE PARIS INDEPENDENT SCHOOL DISTRICT in
its meeting held the 14th day of February, 2011, and executed by its authorized representatives.
Established 1884
1920 CLARKSVILLE STREET • PAI"zIS, TEXAS 75460 e www.parisisd.net
903-737-7473 • Fax 903-737-7484 ~ ~
An Equal Opportunity Employer ~
By:
Name: David R. Eisele
Title: President, Board of Trustees
l
~yAld-
Attest: ~4 J3
Name: Rebecca Norment
Title: Secretary, Board of Trustees
APPROVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS in its meeting held
the day of , 2011, and executed by its authorized representatives.
By:
Name:
Title: Mayor
Attest:
Name:
Title: City Secretary
48