14-CONTRACT FOR ELECTION SERVICESItem No. 14
memorandum
TO: Mayor & City Council
John Godwin, City Manager
FROM: Janice Ellis, City Clerk
SUBJECT: CONTRACT FOR ELECTION SERVICES
DATE: February 4, 2013
BACKGROLTND: Contracting with the County Elections Administrator will allow the City to
share the costs of conducting elections with other jursidictions. These costs include election
workers and 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 of 2008, Lamar County created a county elections administrator, making it possible to
combine polling places and resources.
STATUS OF ISSUE: This resolution combines polling places for districts four and seven with
district five, which is located at the Lamar County Courthouse Annex. Combining polling places
is part of the city's proposed strategic plan submitted to City Council on January 14, 2013. In
addition, PISD will be sharing at least one polling place with the City.
BUDGET: The estimate provided by the county elections administrator for election services is
$7,278.10 for the general election and $3,002.89 totaling $10,280.99. The City has $18,500.00
budgeted for elections.
RECOMMENDATION: Approve a Resolution contracting with the county elections
administrator for the general and special elections for May 11, 2013. A copy of the contract is
included with item 12 in your agenda packet.
DRAFT
RESOLUTION N0.
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 AND
SPECIAL BOND ELECTION FOR MAY 11, 2013, 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 11, 2013 General Election and Special Bond 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 and Special Bond Election for
May 11, 2013 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 and Special Bond Election for May 11, 2013 for the City
of Paris substantially in 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 11th day of February, 2013.
A.J. Hashmi, M.D., Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney