Ordinance No. 11,721ORDINANCE NO.11,721
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN,TEXAS.
AUTHORIZING A JOINT ELECTION AGREEMENT WITH CHAMBERS COUNTY FOR THE
SPECIAL ELECTION TO BE HELD ON THE 8T"DAY OF NOVEMBER,2011;
AUTHORIZING PAYMENT THEREFOR IN AN AMOUNT NOT TO EXCEED TEN
THOUSAND AND NO/100 DOLLARS ($10,000.00)UNDER TERMS AND CONDITIONS
ACCEPTABLE TO THE CITY MANAGER AND THE CITY ATTORNEY;AND PROVIDING
FOR THE EFFECTIVE DATE THEREOF.
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WHEREAS,theCity of Baylown isholdingits special electionon November 8,2011,forthepurpose of
reauthorizing thelocalsalesandusetaxintheCity of Baytownattherate of one-fourth of onepercenttocontinue
providingrevenueformaintenanceandrepairofmunicipalstreets:and
WHEREAS,Chambers County(the "County")isholdinganelectiononthesameuniformelectiondate;and
WHEREAS,theCityandtheCountydesiretoholdjointelectionsintheelectionprecinctsthatcanbeserved
bycommonpollingplaces;and
WHEREAS,pursuanttoSection 271.002 oftheTexas Election Code,theterms of thejointelection include
theCityagreeingtopayaportionoftheCounty'selectioncostsinexchangefortheCounty:
>providing thevoting equipment and supplies for early votingby personal appearance and mail and for
election day;
>providing electionworkers;
>settingupthepollingplaces;
>servingastheEarlyVotingBallotBoard;
>programmingandoperatingtheautomatictabulatingequipment;and
>establishing and organizing theCentral Counting Station;NOW THEREFORE.
BEIT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN,TEXAS:
Section 1:ThattheCity Council oftheCityof Baytown,Texas,hereby authorizes the City Manager to
negotiate and enter into a joint election agreement with Chambers County for the special election to be held on the 8'
day of November,2011.A copy of said agreement is attached hereto as Exhibit "A"and incorporated herein for all
intents and purposes.
Section 2:ThattheCity Council oftheCityof Baytown,Texas,authorizes payment to Chambers
County in an amount not to exceed TEN THOUSAND AND NO/100 DOLLARS (SI0.000.00),pursuant to the
agreementidentifiedinSection1hereof.
Section 3:This ordinance shall take effect immediately from and after itsjjassage by the City Council of
the City of Baytown.
INT RODUCED,READ and PASSED by the affirmative vote of the City^ouncil of the City of Baytown this
the 8*day of September,2011.
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ATTEST//',K&\\
BRYSCH,CityCler
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APPROVED AS TO FORM:
dGNACIO RAMIREZ,SR.,City Attc
\\Cobsrvl\lcgal\Karcn\Filcs\CilyCouncil\Ordinanc4«^
,MayorENH.DONCARLOS
Exhibit "A"
AGREEMENT BETWEEN CHAMBERS COUNTY AND THE CITY OF BAYTOWN
RELATING TO JOINT ELECTIONS TO BE HELD
NOVEMBER 08,2011
THESTATEOFTEXAS)(
COUNTY OF CHAMBERS )(
THISAGREEMENTismadeandenteredintobyandbetweentheCity of Baytown,a
home-rule municipality located inHarrisand Chambers Counties,Texas (hereinafter referred to
asthe "City")andChambersCountyabodycorporateandpoliticunderthelaws of theState of
Texas (hereinafterreferred toasthe "County").
RECITALS
WHEREAS,theCityCouncil of theCity of Baytownhascalledanelectiontobeheldon
November 8,2011;and
WHEREAS,the boundary lines of part of Precinct 11 and5 of theCityarewithinthe
boundary lines of suchvotingprecinct of theCounty,and
WHEREAS,Precinct 11 and5are joined intoonevotingplace,called Precinct 11,and
WHEREAS,thevotingplaceforsuchprecinctsfortheCountyareidenticaltothevoting
placesusedbytheCityforsuchprecincts:and
WHEREAS,the County's votingsystemhasbeenduly approved bytheSecretary of
State pursuant toTex.Elec.Code Ann.§122.031-122.039,§122.061,§122.091,as amended and
dulyapprovedbytheUnitedStatesJusticeDepartmentforusein Chambers County pursuant to
theVotingRightsAct of 1965 (hereinafter"VotingSystem");and
WHEREAS,theCitydesirestousetheCounty'sVotingSysteminitselectionandagrees
tocompensatetheCountyforsuchuseandtoshareincertainotherexpensesconnectedwith
suchelectionin accordance withtheapplicableprovisions of Chapters 31 and271 of theTexas
Election Code,as amended;and
WHEREAS,the County desirestoprovidecertain election services tothe City forits
election tobe held on November 08,2011;NOW THEREFORE,
TERMS
In consideration of the mutual covenants,agreements and benefits tothe parties,ITIS
AGREED as follows:
I.
Thefairand reasonable compensation foruse of theCounty'sVotingSystem,equipment,
suppliesand staff andforotherservicesprovidedfor administration of theelectionisdetailedin
theitemizedlist of estimated election expensesunderExhibitA,attachedheretoandby
referencemadeaparthereof.TheCityagreestopayone-half of the County's Precinct 11 costs
totheCountyfortheVotingSystem,equipment,furniture,telephones,electionkits,Early
VotingBallotsbyMail,printingsupplies,deliveryand transportation services,personnel,polling
places,and administrative costsfortheNovember8,2011,JointElection (hereinafter referredto
asthe 11/08 Election)heldbytheCountyandtheCityinaccordancewiththeterms of this
Agreement.
The County agreestoprovidepollinglocations,votingsystem equipment,tables,chairs,
telephones and other equipment it deems necessary or desirable for the holding of the 11/08
Electionandcausesametobedeliveredtothepollingplaces.TheCountyagreestoprovidethe
VotingSystemtoall polling placesatleastonehourbeforethetimesetfortheopening of the
polls.
II.
TheCityagreestofurnishtheCountywithpropositionforthe 11/08 ElectionbyAugust
31,2011 for programming.
Withinonebusinessday of receiptthereof,theCityagreestoproofreadandapproveits
ballot.TheCountywillassesstheCitytheactualcostforrevising and/or reprintballotsrequired
because of changesmadebytheCitytoitsballotduringproofreading,otherthanthecorrection
of simplescrivener'serrors.Toensurethesecurity of theballot,theCityherebyacknowledges
andagreesthatitcannotmakerevisionstoitsballototherthanduringtheaforesaid proofreading
period.The failure oftheCitytotimely provide itsballot language totheCountyand/orcomply
withtheproofreadingprocessoutlineshereinmaybedeemedbytheCountytobeacancellation
of thisAgreementandinthatevent,theCitywillbeassessedcostsasprovidedinSectionVIII of
this Agreement below.
TheCitywilladheretotheEarlyVotingperiodandagreestothefollowinghours:
October 24-October 28,2011 8am-5pm (Chambers County Courthouse only)
October 31 -November 4,2011 7am-7pm Cedar Bayou Branch
TheCityagreestopreparepostandpublishanyandallnotices required of theCityby
state law for the 11/08 Election.
III.
The County agrees to secure andarrangeforthe delivery of the Voting System equipment
andotherequipmentandsuppliesforuseinearlyvotingbypersonalappearanceinthe 11/08
Election.The County agreestoprovidepollinglocationsforuse during earlyvoting.The
Countyisauthorizedtoemployorusesuchpersonnel,asitdeemsnecessaryordesirableto
prepare for and conduct early voting by personal appearance.
TheCountyagreestoprovideallequipmentandsuppliesforuseinearlyvotingbymail
inthe 11/08 Electionandcausethesametobe delivered tothepollingplaces.TheCounty
agreestoprovidetheVotingSystemtoallpollingplacesatleastonehourbeforethetimesetfor
the opening of thepolls.TheCountyshalldeterminetheamount of voting equipment available
for the 11/08 Election.
TheCountyisauthorizedtoemploysuchpersonnelasitdeemsnecessarytoprogramand
operatetheautomatictabulatingequipmentinaccordancewith Tex.Elec.CodeAnn.§§124.066,
127.001 -127.006,and 127.121 -127.122,as amended.
TheCountyagreestopaythepresiding judges of theCountyandtheirclerks,pursuantto
Tex.Elec.Code Ann.§§32.091 -32.093 and 271.013,as amended for their services in
connectionwiththe 11/08 Election.TheCountyagreestopaythe presiding judge andclerks of
theEarly Voting BallotBoardtoprocessearlyvotingresults pursuant to Tex.Elec.CodeAnn.
§§87.001-87.025,87.101and 87.103,asamended.
TheCountyagreestoperformitsobligationsunderthisagreementinaccordancewithall
applicablefederalandstatelaws,rulesandregulationsinanymannerthatallowsforthe
County'sperformance of allobligationsrequiredbythisAgreement.
IV.
Thefairandreasonablevalue of thegeneraloverallsupervisionandadvisoryservices of
theCountyinconnectionwithdecisionstobemadeandactionstobetakenbyofficers of the
Cityistenpercent(10%)ofthe total amount ofthe Agreement forthe City,in accordance with
the applicable provisions of Chapters 31 and 271 oftheTexas Election Code,as amended.The
CityagreestopaytheCountythistenpercent(10%)feeforadvisoryservicesforits 11/08
Election.Itis understood thatthefeespaidforthese advisory servicesshallbedepositedina
separatefundintheCountytreasury,inaccordancewithTex.Elec.CodeAnn.§31.100,as
amended.
AspreviouslyagreedinSectionIabove,theCityagreestopaytheCountyone-half of
the County's Precinct 11 expensestobeincurredbytheCountyforthe 11/08 Election,plusany
other coststobe incurred bythe City under this Agreement.
VI.
The County willcharge,andtheCityagreestopayaminimum cost of FIVEHUNDRED
AND NO/100 DOLLARS ($500.00)forthe 11/08 Election.The City agrees to deliver sixty
percent(60%)of thistotalestimatedcostforits 11/08 ElectiontotheCountywithinthirty(30)
days of theexecution of thisAgreement.TheCountyagreestofurnishafinalaccounting of the
11/08 Election.TheCityagreestopaytheCounty'sinvoiceforthebalance of its 11/08 Election
expenseswithinthirty(30)days of receipt of theinvoice.Payments,inthename of Chambers
County,mustbesubmittedtoHeatherH.Hawthorne,ChambersCountyClerk,Attn:Elections
Division,P.O.Box728,Anahuac,TX 77514.Copies of allrelatedinvoices,recordsor
documentation usedin calculating thetotalcost of theelectionwillbemade available assoonas
practicablebytheCountyuponwrittenrequesttotheCountyattheaddressabove.
VII.
TheCountyshallprovidespaceontheballotsufficienttoencompasstheproposition,or
candidates of theCity.Itisunderstoodthattotheextentspaceisavailableontheballotlabels,
equipment and voting placestheCountymaycontractwithotherpolitical subdivisions forsuch
purposes and that in such event there willbeno reduction or adjustment of the amount tobe paid
tothe County bytheCity.ItisunderstoodandagreedbytheCitythatanyincreasedcost
associated withthe addition of another politicalsubdivisionwillbe borne byall participating
political subdivisions basedontheformulafordeterminingproratasharesetforthinArticleV
above.
VIII.
Intheeventthe City's 11/08 Electionisenjoinedorcanceled,or if foranyreason
whatsoever theCityshalldecidenottoproceedwithits 11/08 Election,theCityagreesthatit
shallberesponsibleforitsshare of anycostsandexpensesincurredbytheCountyuptothe
cancellation date.
IX.
Unlessotherwiseexpressly provided herein,theCityagreestodoallthingsthatmaybe
required of itinconnectionwiththe 11/08 Election.TheCityandCountyareresponsibleforthe
preparation of election orders,resolutions,notices andother pertinent documents for adoption or
executionbytheappropriateofficer of theCityandCountywithregardtothe 11/08 Election,
andneithertheCountynortheCityshallhaveanyresponsibilityordutyinconnectionwithsuch
preparations bythe other partyhereto.
X.
AnynoticespermittedorrequiredtobegivenunderthisAgreementmustbemadebycertified
mail,returnreceiptrequestedorhand-deliveredtothepartiesatthefollowingaddress:
Chambers CountyClerk
Attn:Jimmy Sylvia,Chambers County Judge
P.O.Box 728
Anahuac,TX 77514
City of Baytown
Attn:Robert D.Leipcr,City Manager
P.O.Box 424
Baytown,TX 77522
Thisinstrumentcontainstheentireagreementbetweenthepartiesforthejointuse of
votingequipmentandthesharing of electionexpensesinconnectionwiththe 11/08 Election.
Anyoralorwrittenrepresentations of modificationsconcerningthisinstrumentshallbe of no
forceandeffectexceptinga subsequent modificationinwritingsignedbytheparties.
Ifanyprovision of thisAgreementisconstruedtobeillegalorinvalid,thiswillnotaffect
thelegalityorvalidity of any of theotherprovisionshereof.Theillegalorinvalidprovisions
will be deemed stricken and deleted here from to the same extent and effect as if never
incorporated herein.
This Agreement willbeexecutedinseveralcounterparts,each of whichshallbean
original andall of which shall constitute butoneinstrument.
EXECUTED on this the
CHAMBERS COUNTY
JIMMY SYLVIA
Chambers County Judge
Date:
ATTEST:
HEATHER H.HAWTHORNE
Chambers County Clerk
day of _2011.
CITY OF BAYTOWN
ROBERT D.LEIPER
City Manager
Date:
ATTEST:
LETICIA BRYSCH
CityClerk
EXHIBIT A
CHAMBERS COUNTY CLERK
HEATHER H.HAWTHORNE
NOVEMBER 8,2011 ELECTION
APPROXIMATE COST FOR NOVEMBER 8,2011 ELECTION EXPENSES:
EQUIPMENT
IVO'S
EARLY VOTING AND ELECTION DAY
PEB'S
EARLY VOTING AND ELECTION DAY
FLASHDRIVES
PREPARATION 1HOUR@$28.00PERHOUR
SUPPLIES
$144.00
$60.00
$37.50
$28.00
$50.00
PROGRAMMING
AUDIO AND CODING TBD
(ES&S WILL BILL WITH INVOICES)
ON SITE SUPPORT
ES&S($3000total divided by 12 pet.)$250.00
PERSONNEL
EARLY VOTING $5700 TOTAL DIVIDED BY 2 $2850.00
ELECTION DAY $432.00 TOTAL DIVIDED BY 2$216.00
SUBTOTAL WITHOUT PROGRAMMING $3635.50
PLUS 10%ADMIN FEE $363.55
ESTIMATED TOTAL DUE $3999.05
60%oftotal estimated due
30daysaftertheexecution ofcontract:$2,399.43