HomeMy WebLinkAboutRES 17-028RESOLUTION NO. 17-028
BE IT RESOLVED BY THE CITY COUNCIL
OF THE CITY OF BEAUMONT:
THAT the City Manager be and he is hereby authorized to execute a joint Election
Services Agreement between Jefferson County and the City of Beaumont for the City of
Beaumont General Election being held jointly with the Port of Beaumont and Beaumont
Independent School District. The Agreement is substantially in the form attached hereto
as Exhibit "A" and made a part hereof for all purposes.
PASSED BY THE CITY COUNCIL of the City of Beaumont this the 7th day of
February, 2017.
ELECTION SERVICES CONTRACT AND LEASE AGREEMENT
BETWEEN JEFFERSON COUNTY CLERK
AND
City of Beaumont, Beaumont Independent School District and
Port of Beaumont
This agreement made and entered into, by and between Jefferson County, hereinafter referred to
as "County", acting herein by and through its County Election Officer, Carolyn Guidry,
County Clerk, and City of Beaumont, Beaumont Independent School District and Port of
Beaumont hereinafter referred to as "Political Subdivision", acting herein by and through its
Board.
WHEREAS, Political Subdivision is required to conduct an election on May 6, 2017;
THIS CONTRACT is made this day of , 2017 by and
between the Political Subdivision of City of Beaumont, Beaumont Independent School
District and Port of Beaumont , hereinafter called "Political Subdivision" and Jefferson
County, Texas, by its County Elections Officer, Carolyn Guidry, hereinafter called
"Contracting Officer," pursuant to Texas Election Code Section 31.092. The parties agree to
enter into a joint election agreement with each other in accordance with Chapter 271 of the Texas
Election Code and this Agreement. This Agreement is entered into in consideration of the mutual
covenants and promises hereinafter set out:
1. RECITALS. Contracting Officer is the County Clerk of Jefferson County, Texas, and is
the County Officer in charge of election duties. Political Subdivision is a political entity
situated wholly or partially within Jefferson County, Texas. Political Subdivision and
Contracting Officer have determined that it is in the public interest of Jefferson County
voters that the following contract be made and entered into for the purpose of having
Contracting Officer furnish to Political Subdivision certain election services and
equipment needed by Political Subdivision in connection with the holding of its May 6,
2017, Election. Jefferson County's certified Hart InterCivic electronic voting equipment
is to be used in this Political Subdivision Election.
2. DUTIES AND SERVICES OF CONTRACTING OFFICER. Contracting Officer
shall be responsible for performing the following duties and shall furnish the following
services and equipment:
(a) Prepare and test all electronic voting equipment, format ballot styles, secure audio, oversee
all equipment and voter registration database programming, assure compliance with equipment
security requirements. Arrange for transport of equipment to and from polling locations.
(b) Procure election kits and supplies and distribute to the precinct judges and early voting
deputies. Obtain from the Tax -Assessor Noter Registrar lists of registered voters to be used in
conducting the election in conformity with the boundaries of Political Subdivision and the
election precincts established for the election. The Election Day list of registered voters shall
be arranged in alphabetical order.
EXHIBIT "A"
(c) Publish legal notice of the date, time and place of the public logic and accuracy test. Prepare
test materials and conduct internal election testing, public logic and accuracy test, and tests of
tabulation equipment.
(d) Arrange for tabulation personnel, and all equipment and supplies needed at central counting
station. Tabulate early voting, election night, paper mail ballots and provisional ballots.
Tabulate unofficial returns and assist in preparing the tabulation for the official canvass.
Provide Political Subdivision its voter history report following the election if requested.
(e) Any requests for early voting ballots to be voted by mail received by Contracting Officer
must be hand delivered or faxed to Political Subdivision on the day of receipt. If the
application is faxed, the original application must be mailed to Political Subdivision. Political
Subdivision will process applications, mail appropriate ballots, and assemble for processing by
the Early Voting Ballot Board.
(f) Maintain accurate records of all expenses incurred in connection with the responsibilities
under this Agreement and provide Political Subdivision a final invoice after the conduct of the
election. Provide any detailed backup to such invoice, if requested, reflecting the charges or
components of the costs set forth on the invoice submitted to Political Subdivision.
(g) The Contracting Office is responsible for Counting Station staffing and payroll. The
Contracting Officer will also pay the aforementioned for their services and time in accordance
with their rate of pay policy.
(h) Contracting Officer shall conduct a manual count as prescribed by Section 127.201 of the
Texas Election Code, unless waived by the Secretary of State. A written report shall be
submitted to the Secretary of State as required by Section 127.201(E) of the aforementioned
Election Code. If requested, Contracting Officer shall provide a written report to Political
Subdivision in a timely manner.
(i) The Contracting Officer shall place the funds paid by Political Subdivision hereunder in a
"contract fund" as prescribed by Section 3 1. 100 of the Texas Election Code.
3. DUTIES AND SERVICES OF POLITICAL SUBDIVISION. Political Subdivision
shall be responsible for performing the following duties:
(a) Prepare all election orders, resolutions, notices, and other pertinent documents for adoption
and execution by the appropriate Political Subdivision officer or body. Take all actions
necessary for calling the Political Subdivision Election which are required by the Texas
Election Code and/or the Political Subdivision's governing body, charter, ordinances, or other
applicable laws. Execute an Election Services Contract Agreement with Jefferson County Clerk
for the purpose of election administration. Serve as Custodian of Records for all election
records in its possession as provided by law.
(b) Political Subdivision shall be responsible for the legal sufficiency of any order calling their
election. Political Subdivision shall be responsible for all substantive and procedural legal
issues governing the conduct of their election. Political Subdivision understands and agrees
that Contracting Officer provides no legal advice to Political Subdivision.
(c) Adopt the county voting precincts for this election. Political Subdivision shall adopt any of
the early voting locations used by the county located in the Political Subdivision's
jurisdictional boundaries and may add any additional locations and adopt all early voting
dates, and hours recommended by the Contracting Officer in accordance with the Texas
Election Code as listed on Exhibit A — Early Voting Locations. Political Subdivision shall
adopt the Election Day Vote Center polling locations on the attached Exhibit B — Election Day
Vote Centers for each county voting precinct that is within its jurisdictional boundaries. All
twenty (20) locations must be adopted in order to maintain status as Vote Centers. Political
Subdivision shall confirm the accuracy of its jurisdictional boundaries and precincts.
(d) Notify and coordinate presiding election judges, alternate judges, and all other election
officials required to administer this Election with the exception of the Counting station
personnel. Make emergency appointments of election workers if necessary.
(e) Arrange for poll worker training through a third party or conduct necessary training. Notify
all Early Voting and Election Day officials of the date, time and place thereof.
(f) Arrange for the use of Early Voting locations and Election Day polling locations. If
emergency replacement polling locations are needed, Political Subdivision shall make necessary
alternate arrangements to locate another public place (or if unavailable, a private building).
(g) Serve as Early Voting Clerk for this Joint Election and process mail ballots for any eligible
voter, who applies for a ballot by mail including all eligible FPCA applicants. Supervise the
conduct of early voting in person and appoint sufficient personnel to serve as deputy early
voting clerks. Maintain and provide copies of all annual mail ballot applications for the County
elections.
(h) Prepare, post and publish all required election notices for Political Subdivision. In addition,
if this election's polling locations are different than Political Subdivision's previous election,
Political Subdivision shall post notice at the entrance to any previous polling places in its
jurisdiction stating that the location has changed and provide the polling location and address
for those voters for this election, pursuant to Texas Election Code Section 43.062. Educate the
voters in Political Subdivision on early voting times and places and Election Day polling
locations.
(i) Political Subdivision shall confirm with Tax-Assessor/Voter Registrar its boundaries, county
voting precincts and street details within those boundaries. Political Subdivision will validate
all boundaries are defined properly within Jefferson County voter registration database, maps
and street lists with block ranges and odd/even/both indicators before the coding and
programming of the ballot begins. If changes are necessary after programming has begun, the
Political Subdivision responsible will incur the cost of re -programming for all entities involved.
Political Subdivision must proof and approve all programming work done for the jurisdiction
according to the attached Exhibit C- CALENDAR
0) Deliver to Contracting Officer, according to the attached Exhibit C - CALENDAR, ballot
language with Spanish translations, candidate names or measures, the order in which they are to
be printed on the ballot with the exact form and spelling. Provide pronunciation for difficult
names or words to use on the audio recording. Timely review and sign off on ballot proofs.
(k) Provide information services for voters and election officers.
(1) Pay prorated additional costs incurred by Contracting Officer if a recount for said election is
required, the election is contested in any manner, or a runoff is required.
(m) Canvass the returns and declare the election results for Political Subdivision. Political
Subdivision is responsible for filing any precinct reports required by the Secretary of State.
(n) Serve as Custodian of Records for election records and provide for the retention of said
election records as provided by law.
(o) The deposit will be waived for this Election Agreement for all Political Subdivisions. All
costs will be assessed according to attached schedule on Exhibit D — Contract Costs and a
detailed billed will be rendered within 30 days after the canvassing of the election or the receipt
of all invoices needed to validate the billing. Any discrepancies in billing should be addressed
immediately.
(p) City of Beaumont, Beaumont Independent School District and Port of Beaumont agree
to enter into a Joint Election Agreement in compliance with SECTION 11.0581. Subchapter C.
Chapter 11, Education Code if said entities call for an election on May 6, 2017.
4. COST OF SERVICES. Political Subdivision shall share some expenses for the above
services, supplies and equipment. Only the actual expenses directly attributable to this
Agreement and any prorated shared expenses may be charged to Political Subdivision,
plus a 10% administrative fee.
5. GENERAL CONDITIONS.
(a) The parties agree that the timing is critical on all duties in this Agreement. Lack of
adherence to any deadline in the CALENDAR without prior agreement of Contracting Officer
may result in cancellation of Contracting Officer's duties and obligations to conduct Political
Subdivision's election under this Agreement or, at the discretion of Contracting Officer, a late
penalty surcharge in an amount not to exceed 10% of the final election cost. Adherence to the
CALENDAR is critical because of Jefferson County's obligation to complete all programming
and testing and to process, and print/order the mail military and overseas ballots by
state/federal deadlines to be provided to the Early Voting Clerk.
4
(b) In accordance with Section 31.098 of the Texas Election Code, Contracting Officer is
authorized to contract with third persons for election services and supplies and is authorized to
hire necessary temporary personnel to perform contracted duties. Part-time personnel will be
compensated at the hourly rate set by Jefferson County.
(c) Political Subdivision acknowledges that electronic voting equipment is highly technical and
it is conceivable that, despite the best effort of the parties and technical assistance, it might fail
during the election. Contracting Officer will do whatever is possible to remedy the situation,
but Political Subdivision agrees that should such equipment fail, it will not make any claim for
damages of any kind.
(d) Any qualified voter in the Joint Election may vote early by personal appearance at any of
the joint early voting locations or at any Vote Center/Polling Location on Election Day.
(e) Jefferson County Elections Department may contract with numerous political entities for the
Joint Election, and the parties agree that all ballot styles will be programmed into one electronic
voting system. Each voter will receive one ballot which contains all races and issues in the
Joint Election for which the voter is eligible at the address and in the precinct in which the
voter is currently registered. One joint voter sign in process consisting of a common list of
registered voters and common signature rosters shall be used in precincts in which the county
polling locations are used.
(f) The Contracting Officer shall file copies of this Agreement with the Auditor and Treasurer
th
of Jefferson County not later than the 10 day from receipt of the fully executed contract by
Contracting Officer.
(g) Jefferson County is self-insured for personal liability issues. Should Political Subdivision
desire insurance for injuries during this election or other liabilities, entity shall make such
arrangements separate from this Agreement.
(h) In the event that the performance by Contracting Officer of any of its obligations hereunder
shall be interrupted or delayed by any occurrence not occasioned by its own conduct, whether
such occurrence be an act of God or the result of war, riot, civil commotion, sovereign conduct,
or the act or condition of any persons not a party thereof, then it shall be excused from such
performance for such period of time as is reasonably necessary after such occurrence to remedy
the effects thereof.
(i) The parties to this Agreement agree that Political Subdivision may cancel this Agreement in
the event that it has no need to conduct an election by 60`s day before Election Day. If Political
Subdivision's election is cancelled after deadline, a $200 contract preparation and processing
fee will be due in addition to any costs incurred by Contracting Officer on behalf of Political
Subdivision prior to said cancellation.
6) The Political Subdivision has the option of extending the terms of this Agreement through
its runoff election, if applicable. Political Subdivision may reduce the number of the adopted
early voting locations and/or Election Day voting locations in which precincts are not involved
in a runoff election. In the event of a runoff which Political Subdivision wants Contracting
Officer to conduct, Political Subdivision agrees to attempt to coordinate the date with other
entities participating in this Joint Election. If Political Subdivision elects to have Contracting
Officer conduct a runoff election, the cost will be determined by the number of entities
participating and the actual costs plus administrative fees. Political Subdivision will be
responsible for all orders, notices, and publications required for their runoff except the
publication of the public logic and accuracy test which Contracting Officer will publish.
6. DISPUTE RESOLUTION PROCEDURE
The parties agree to use dispute resolution process provided for in Chapter 2260 of the Texas
Government Code to attempt to resolve all disputes arising under this Agreement. Either party
must give written notice to the other party of a claim for breach of this Agreement not later than
the 18& day after the date of the event, giving rise to the claim. By their execution of their
Agreement, the parties acknowledge and knowingly and voluntarily agree that neither the
execution of this Agreement; nor the conduct, act or inaction by any person in the execution,
administration, or performance of this Agreement constitutes or is intended to constitute a
waiver of the party's immunity from suit with respect to claims of third parties.
7. ENTIRE AGREEMENT/AMENDMENT
This Agreement constitutes the entire agreement between the City of Beaumont, Beaumont
Independent School District and Port of Beaumont and Contracting Officer. This Agreement
may be amended only in writing and signed by the parties.
8. NOTICES
Except as otherwise provided in this section, all notices, consents, approvals, demands, request,
or other communications provided for or permitted to be given under any of the provisions of
this Agreement shall be in writing and shall be deemed to have duly given or served when
delivered by hand delivery or when deposited in the U.S. mail by registered or certified mail,
return receipt requested, postage prepaid, and addressed as set forth below or to such other
person or address as may be given in writing by either party to the other in accordance with this
section:
City of Beaumont, Texas:
Tina Broussard, City Clerk
801 main Beaumont
Beaumont, Texas 77701
Beaumont Independent School District:
Port of Beaumont:
Georgia Antoine
3395 Harrison
Beaumont, Texas 77706
Chris Fisher, Port Director/CEO
P O Box 2297
Beaumont, TX 77704
JEFFERSON COUNTY: Carolyn L. Guidry, County Clerk
P. O. Box 1151
Beaumont, TX 77704
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of , 2017.
L
City of Beaumont, Texas
By:
Name: Kyle Hayes
Title: City Manager
Attest:
(seal)
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of , 2017.
Jefferson County, Texas
By
Name: Jeff Branick
Title: County Judge
Attest
(seal)
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of 2017.
By:
Name:
Title:
Attest:
Jefferson County, Texas
Carolyn L. Guidry
County Clerk
(seal)
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of , 2017.
Beaumont Independent School District
By: _
Name:
Title:
Attest:
(seal)
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of , 2017.
Jefferson County, Texas
By
Name: Jeff Branick
Title: County Judge
Attest
( seal)
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of , 2017.
By: _
Name:
Title:
Attest:
9
Jefferson County, Texas
Carolyn L. Guidry
County Clerk
(seal)
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of , 2017.
Port of Beaumont:
By:
Name: Chris Fisher
Title: Port Director/CEO
Attest:
(seal)
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of , 2017.
Jefferson County, Texas
By
Name: Jeff Branick
Title: County Judge
Attest
(seal)
IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has
caused this Agreement to be executed on the day of , 2017.
Jefferson County, Texas
By: _
Name:
Title:
Attest:
10
Carolyn L. Guidry
County Clerk
(seal)
EXHIBIT A
i
NOTICE OF EARLY VOTING LOCATIONS
FOR MAY 6, 2017, JOINT POLITICAL SUBDIVISIONS ELECTION
( City of Beaumont, and Beaumont Independent School District ]
(AVISO de LOCALIZACIONES Y de HORAS de VOTACIONADELANTADA
PARA EL 17 DE MAYO DE 2017, ELECCION DE SUBDIVISION POLITICA
CONJUNTA
1lncluye la ciudad de Beaumont, y Escuela Independiente del Distrito Beaumont]
EARLY VOTING LOCATIONS:
(Localizaciones de Votaciones Adelantada):
Beaumont City Hall -Main location
Rogers Park Recreation Center
Theodore .Johns Library
North End Community Center
BISD Administration Bldg.
801 Main St., Beaumont, Texas
6540 Gladys, Beaumont, Texas
4255 Fannett Rd., Beaumont, Texas
3580 E Lucas, Beaumont, Texas
3395 Harrison, Beaumont, Texas
DATES AND HOURS FOR ALL ABOVE LOCATIONS:
(Fechas y Horas para todas las localizaciones):
April 24-28 Monday - Friday 8:00 a.m. - 5:00 p.m.
(Abril 29 — 28) (Lunes - Viernes) 8:00 a.m. — 5: 00 p.m.
April 29
Saturday
7:00 a.m. -
7:00 p.m.
(Abril 29)
Sdbado
7:00 a.m. -
7: 00 p. m
April 30
Sunday
12:00p.m. —
5:00 p.m.
(Abril 30)
Domingo
12:00p.in. —
5:00 p.m.
May 1 -2
Monday - Tuesday
7:00 a.m. -
7:00 p.m.
(Mayo I — 2)
(Lunes — Martes)
7:00 a.m. -
7: 00 p.m.
May May 6, 2017 Countywide Polling Places
(Lugares de votacion del Condado)
Precincts ( recintos)
Election Day Polling Places
(Localizaciones)
ADDRESS (Direcci6n)
City, State Zip code
ALL (rodos)
amelia Elementary School
565 S. Major Dr
Beaumont, TX 77707
.ALL (rodos)
Beaumont Municipal Airport
455 Keith Rd.
Beaumont, TX 77713
ALL Irodos)
Bevil Oaks Civic Center
7390 Sweetgum Rd.
Bevil Oaks, TX 77713
ALL (rodos)
BISD Administration Building
3395 Harrison Ave.
Beaumont, TX 77706
,ALL (rodos)
Wesley United Methodist Church
3810 N Major Dr.
Beaumont, TX 77713
ALL (rodos)
Dishman Elementary
3475 Champions Dr.
Beaumont, TX 77707
ALL (rodos)
O.C. Mike Taylor Career Center
2330 North St.
Beaumont, TX 77702
ALL (rodos)
Rogers Park Community Center
6540 Gladys Ave.
Beaumont, TX 77706
ALL (rodos)
Roy Guess Elementary
8055 Voth Rd.
Beaumont, TX 77708
.ALL (rodos)
Jerry Ware Airport Terminal
5000 Jerry Ware Dr.
Beaumont, TX 77705
ALL Rodos)
LaBelle-Fannett VFD
12880 FM 365
Beaumont, TX 77705
ALL (rodos)
Alice Keith Park Recreation Center
4075 Highland Ave.
Beaumont, TX 77705
.ALL Irodos)
Charlton -Pollard Elementary
825 Jackson St.
Beaumont, TX 77701
.ALL (rodos)
Dr. Mae Jones -Clark Elementary
3525 Cleveland St.
Beaumont, TX 77703
ALL (rodos)
Hamshire Community Building
12393 2nd St.
Hamshire, TX 77622
.ALL (rodos)
Jefferson County Courthouse
1085 Pearl St.
Beaumont, TX 77701
,ALL (rodos)
MLK Middle School
1400 Avenue A
Beaumont, TX 77701
ALL (rodos)
John Paul Davis Community Center
3580 E. Lucas Dr.
Beaumont, TX 77703
ALL (rodos)
Precinct 4 Service Center
7780 Boyt Rd.
Beaumont, TX 77713
ALL /rodos)
Sterling Pruitt Center
2930 Gulf St.
Beaumont, TX 77703
ALL (rodos)
Theodore Johns Library
4255 Fannett Rd.
Beaumont, TX 77705
CALENDAR
The Political Subdivision agrees that timing is critical, and lack of adherence to this
CALENDAR without prior agreement of Contracting Officer may result in additional charges
or cancellation of Contracting Officer's duties and obligations to conduct Political
Subdivision's election under this Contract.
School Districts must adhere to all deadlines, even if on Spring Break.
Please refer to the Texas Secretary of State's website for a complete calendar of events
including citations to the Texas Election Code and for information specific to entity type.
Confer with your attorney on any statutes that govern your entity. Please comply with all
orders, postings and notices as required for your Political Subdivision. Contracting Officer will
provide the publication of one Notice of Public Test in English and Spanish.
JANUARY 1, 2017
Prior to January 1, 2017, each Political Subdivision is responsible for validating with the Voter
Registrar that the boundaries for their voting precincts are correct and supplying the
Contracting Officer with a map of such boundaries.
Monday, February 27, 2017
68` day before Election Day
Recommended date to conduct ballot position drawing
Notice of ballot position drawing must be posted for 72 hours immediately preceding time of
drawing.
**Please schedule ballot drawing as soon as possible and email the BALLOT FORMAT AND
ORDER OF CANDIDATES ON BALLOT to Contracting Officer at
ug idry(�uco.iefferson.tx.us. AND CC ndoyle(d',co.iefferson.tx.us **
Tuesday, March 7, 2017
60th day before Election Day
Last day for the governing body of a political subdivision to deliver notice of the election to the
county clerk/elections administrator and voter registrar of each county in which the political
subdivision is wholly or partly located (Sec. 4.008)
Deadline to notify Contracting Officer via email of the following items:
• if Political Subdivision has a contested election.
• candidate names, including write-in candidates.
• any candidate withdrawals or election cancellation.
• order of candidates on ballot. (We prefer to receive it sooner if it is available.)
• Spanish translations of all ballot titles, contests, and ballot language.
13
• phonetic pronunciations of all candidate names which will be used for the ballot audio
recording.
Tuesday, March 7. 2017
60th day before Election Day - Continued
Deadline to cancel election and incur no fees under the Election Services Agreement
Deadline to receive executed Election Services Agreement by mail, personal delivery, or
email.
Deadline to receive copy of Order of Election
Contracting Officer contact information:
Email: guidry(�U,co.jefferson.tx.us
Mail: P. O. Box 1151, Beaumont, TX 77704-1151
Hand Delivery: 1085 Pearl Street, First Floor, Beaumont, Texas 77701
If additional time is needed because of meeting schedules, please notify us.
"Deadlines for ballot proofing and ballot approval will be emailed with ballot proofs.
The parties must adhere to deadlines of 24 hour turnaround time, even if they occur
during Spring Break, in order for our office to meet the State and Federal deadlines to
produce mail military and overseas ballots for the Early Voting Clerk."
Wednesday, March 22, 2017
45th day before Election Day
Deadline to mail ballots to military or overseas voters who submitted their ballot request via a
federal postcard application (FPCA) or via a standard application for ballot by mail and
indicated that they are outside the United States. Ballots must be mailed by this date or the 7th
day after the clerk receives the application. If the early voting clerk cannot meet this 45th -day
deadline, the clerk must notify the Secretary of State within 24 hours. (Sec. 86.004(b)).
Thursday, April 6, 2017
30th day before Election Day
Last day to register to vote or make a change of address effective for the May 7, 2016 election
(Secs. 13.143, 15.025)
First day of period during which notice of election must be published if the method of giving
notice is not specified by a law outside the Election Code, and publication is the selected
method of giving notice. (Sec. 4.003(a)(1)). The notice of election ordered by an authority of a
city or school district must be given by publication in a newspaper in addition to any other
method specified. (Secs. 4.003(c) and (d))
14
nlondav, April 17, 2017
19th day before Election Day
Last day to post notice of election on bulletin board used for posting notices of meetings of
governing body (Sec. 4.003(b)). A Record of Posting Notice of Election (PDF) should be
completed at the time of posting. (Sec. 4.005)
Monday, April 24, 2017
12th day before Election Day
First day to vote early in person (Sec. 85.001(a))
NOTE - Political Subdivisions Other than Cities and Counties: Early voting in person must
be conducted at least eight (8) hours each weekday that is not a legal state holiday unless the
political subdivision has fewer than 1,000 registered voters, in which case early voting in
person must be conducted at least three (3) hours per day. (Sec. 85.005(b)).
NOTE — Cities and counties: Early voting in person must be conducted on the weekdays of
the early voting period and during the hours that the county clerk's or city secretary's main
business office is regularly open for business. (Sec. 85.005(a)). However, because cities and
counties must have office hours for election -related business at least three (3) hours every
business day for this type of election, we harmonize these requirements with the result that, if a
city or county is not regularly open for business on one or more weekdays, on those "closed"
days, a city or county must conduct early voting for at least three (3) hours a day at the main
early voting location (except for a city's two 12 -hour days, when it must be open for the full 12
hours).
NOTE - Cities: Cities must choose two (2) weekdays for the main early voting polling place
location to be open for 12 hours during the regular early voting period. City council must
choose the two weekdays. (Sec. 85.005(d)).
NOTE - Independent School Districts: Despite the change in state law that allows an ISD to
be closed on school holidays during the mandatory office hours period, you are required to be
open during the entire early voting period, except on legal state and national holidays.
NOTE - Joint Elections: If entities are conducting early voting by personal appearance jointly,
we recommend a unified schedule covering all requirements; i.e., no entity's requirements
should be neglected or subtracted as a result of a joint agreement.
Wednesday, April 26, 2017
10th day before Election Day
Last day of period during which notice of election must be published if method of giving notice
is not specified by a law outside the Election Code and publication is the selected method of
giving notice. (Sec. 4.003(a)(1)). The notice of election ordered by a commissioners court or by
an authority of a city or school district, must be given by publication in a newspaper in addition
to any other method specified. (Secs. 4.003(c) and (d))
Last day to mail a copy of the notice of election to each registered voter in the county if method
of giving notice is not specified by a law outside the Election Code and this method of giving
notice is selected. (Secs. 1.006, 4.003(a)(3)).
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Cities and Counties — Weekend Early Voting Hours - Notice Requirement: Last day to post
notice on bulletin board used for posting notice of city council or commissioners court, if early
voting will be conducted on Saturday (Sec. 85.007). Notice must be posted at least 72 hours
before early voting begins on a Saturday or Sunday. Notice must also be posted to the political
subdivision's website, if one is maintained.
NOTE - NEW LAW: Section 85.007, as amended by House Bill 2721 (2015), requires that
the election notice, which includes the days and hours of early voting be posted on the political
subdivision's website, if the political subdivision maintains a website.
Tuesday, May 2, 2017
4th day before Election Day
Last day to vote early by personal appearance (Sec. 85.001(a)).
Saturday, May 6, 2017
Election Dav
NOTE - NEW LAW — House Bill 2354 (2015) changed the date of the
May uniform election from the second Saturday in May to the first
Saturday in May.
30 days from date of final invoice
Pay balance due for election services. Please make checks payable to:
Jefferson County Treasurer
P O Box 1151,
Beaumont, Texas 77704-1151
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EXHIBIT D
CONTRACT COSTS
Voting Equipment
Judge's Booth Controller
$330.00
eSlate
$330.00
Disable Access Unit (DAU)
$396.00
Privacy Booth
$20.00
Ballot Box
$5.00
Communication Devices
EA Tablet + WIN
$119.50
Cell Phone
$30.00
Mandatory Signs
Large A -Frame (ID Required)
$10.00
Large A -Frame (Notices )
$10.00
PROGRAMMING
COUNTY COST
1- 5 RACES
$1,125.00
6 - 10 RACES
$1,898.00
11-20 RACES
$2,475.00
21-40 RACES
$3,135.00
41-75 RACES
$3,960.00
76-100 RACES
$4,704.00
BALLOT PRINTING
COUNTY COST
8.5 X 11
$0.23
8.5 X 14
$0.25
8.5 X 17
$0.28
Sample Ballots
$0.06
SUPPLIES
ELECTION KITS / w Seals EV & ED
$40.00
Mail Ballots (Per Set)
$0.75
Supply Bag Consumables (per location)
$20.00
REVISED 07/19/16