16-APPROVE RES CONTRACTING FOR ELECTION SERVICES WITH LAMAR COUNTY ELECTIONS ADMINISTRATORCITY 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
Draft
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
AUTHORIZING AND APPROVING THE EXECUTION OF A CONTRACT
BETWEEN THE CITY OF PARIS AND THE LAMAR COUNTY ELECTIONS
ADMINISTRATOR TO ASSIST, COORDINATE, SUPERVISE AND HANDLE
CERTAIN ASPECTS OF ADMINISTERING THE GENERAL ELECTION FOR
MAY 12, 2012, FOR THE CITY OF PARIS; MAKING OTHER FINDINGS AND
PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN
EFFECTIVE DATE.
WHEREAS, in September 2008, Lamar County created a County Elections
Administrator to run elections for the County and any other local governmental entities
requiring election administration service; and,
WHEREAS, the City of Paris determined that by contracting with the County
Elections Administrator, would allow for combined polling places and shared expenses of
holding the May 12, 2012 General Election; and,
WHEREAS, the City Clerk of the City of Paris recommends that the City renew its
contract with the County Elections Administrator to assist, coordinate, supervise and
handle certain aspects of administering the General Election for May 12, 2012 for the City
of Paris; and,
WHEREAS, the form of the Contract for such services attached hereto as Exhibit A
should in all things be approved, and the City Manager should be authorized to execute the
same.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
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 Contract for Elections Services with the Lamar County Elections
Administrator is hereby approved conditioned upon said County Elections Administrator
meeting all of the terms and conditions included in the agreement attached hereto as
Exhibit A.
Section 3. That the City Manager of the City of Paris be, and he is hereby authorized
and directed to execute on behalf of the City of Paris a Contract with the Lamar County
Elections Administrator to assist, coordinate, supervise and handle certain aspects of
administering the General Election for May 12, 2012 for the City of Paris substantially in
87
accordance with the Agreement attached hereto as Exhibit A.
Section 4. That this resolution shall be effective from and after the date of passage.
PASSED AND APPROVED this 13th day of February, 2012.
A.J. Hashmi, M.D., Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
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