08 - CONTRACT FOR ELECTION SERVICESItem No. 8
memorandum
TO: Mayor & City Council
John Godwin, City Manager
FROM: Janice Ellis, City Clerk
SUBJECT: CONTRACT FOR ELECTION SERVICES
DATE: January 27, 2015
BACKGROUND: Contracting with the County Elections Administrator allows the City to share
the costs of conducting elections with other jurisdictions. These costs include election workers
and the direct recording devices. Pursuant to Federal Law, every polling place is required to
have a DRE in order to be compliant with the Help America Vote Ac. In September of 2008,
Lamar County created a county elections administrator, making it possible to combine polling
places and resources.
STATUS OF ISSUE: The City of Paris has been contracting with the Lamar County Elections
Administrator since 2009. Combining polling places and resources was a part of the City's
proposed strategic plan and that goal was achieved in May 2013.
BUDGET: The estimate provided by the County Elections Administrator for election services is
$7,739.14 for the general election, but that amount will decrease if PISD has an election. The
City has $8,000.00 budgeted for elections.
RECOMMENDATION: Approve a Resolution contracting with the County Elections
Administrator for the general election for May 9, 2015. A copy of the contract is attached to the
resolution ordering the election.
Draft
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
AUTHORIZING AND APPROVING 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 9, 2015, 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 9, 2015 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 9, 2015 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 9, 2015 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 9th day of February, 2015.
Matt Frierson, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney