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HomeMy WebLinkAboutRES 19-048RESOLUTION NO. 19-048 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 City of Beaumont, the Port of Beaumont and Beaumont Independent School District. The Agreement is substantially in the form attached hereto as Exhibit "1" and made a part hereof for all purposes. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 5th day of March, 2019. ©:or Becky Ames ELECTION SERVICES CONTRACT AND LEASE AGREEMENT BETWEEN JEFFERSON COUNTY CLERK AND City of Beaumont, Beaumont Independent School District and The 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 The Port of Beaumont hereinafter referred to as "Political Subdivision", acting herein by and through its Boards. WHEREAS, Political Subdivision is required to conduct an election on May 4, 2019; THIS CONTRACT is made this day of , 2019 by and between the Political Subdivision of City of Beaumont, Beaumont Independent School District and the 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 an election services 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: 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(s) certain election services and equipment needed by Political Subdivision(s) in connection with the holding of its May 4, 2019, Election. Jefferson County's certified Hart InterCivic electronic voting equipment is to be used in this Political Subdivision(s) 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 clerks. Obtain from the Tax -Assessor /Voter 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. Provide an updated voter registration database on Election Day with all voters from Early Voting marked voted. EXHIBIT -1- (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 entire election database and records for retention. (e) 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). (f) Serve as Early Voting Clerk for this Joint Election and process, print, mail, and tabulate 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. Provide lists of early voters as provided by law if requested by Political Subdivision. (g) 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. (h) 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. (i) 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. 0) 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 2 of election administration. Serve as temporary Custodian of Records for all election records in its possession during the course of the election. (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 nineteen (19) 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 judges, alternate judges, and all other election clerks required to administer the Election Day duties. Retrieve compensation sheets and pay the aforementioned at a rate of $10 per hour times the number of hours worked plus the delivery fee applicable. (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) Make the appointment for the members of the Signature Committee and furnish names, addresses and contact numbers to the Contracting Officer. (g) 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. (h) 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 and Beaumont Independent School District 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 4, 2019. 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. S. 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 cosC Adherence to the CALENDAR is cnttcalbecause of Jefferson County s obligation:to complete all,prograinmiiig and testmg,and to process, and print/order the mail military. and overseas ballots bystate/federal deadlines to be _ _ _ provided tothe. Early Voting; Clerk': (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. 4 (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 of th 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' 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. 0) 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 180th 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 ,the Port of Beaumont and the 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: Georgia Antoine 3395 Harrison Beaumont, Texas 77706 0 Port of Beaumont: Ashley Sanders 1225 Main Street Beaumont, Texas 77701 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 , 2019. 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 12019. 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 52019. By: _ Name: Title: Attest: 0 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 52019. Beaumont Independent School District By: Name: A B Bernard Title: Board President 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 , 2019. 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 )2019. By: _ Name Title: Attest: D 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 , 2019. Port of Beaumont By: _ Name Title: Attest: David C. Fisher Port Director & CEO (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 12019. 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 12019. Jefferson County, Texas By: Name: Carolyn L. Guidry Title: County Clerk Attest: 10 (seal) EXHIBIT A 0 NOTICE OF EARLY VOTING LOCATIONS FOR MAY 4, 2019, JOINT GENERAL ELECTION [City of Beaumont, Beaumont Independent School District & Port of Beaumont] (AVISO de LOCALIZACIONES Yde HORAS de VOTAC16NADELANTADA PARA EL 04 DE MAYO DE 2019, ELECCI6N GENERAL CONJUNTA) [Incluye la ciudad de Beaumont y Escuela Independiente del Distrito Beaumont y Puerto de Beaumont] EARLY VOTING LOCATIONS: (Localizaciones de Votaciones Adelantada): Jefferson County Courthouse - Main Rogers Park Recreation Center Theodore Johns Library John Paul Davis Community Center BISD Administration Bldg. 1085 Pearl., 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 22 — 26 Monday - Friday (Abril 22 — 26) (tunes - Viernes) April 27 Saturday (Abril 27) (Sdbado) April 29— 30 Monday - Tuesday (Abril 29 — 30) (tunes - Martes) 11 8:00 a.m. - 5:00 p.m. 8:00 a.m. — S: 00 p. m. 7:00 a.m. - 7:00 p.m. 7:00 a.m. - 7: 00 p.m. 7:00 a.m. - 7:00 p.m. 7:00 a.m. - 7:00p.m EXHIBIT B "xd•r> h W,. tr,€ . asrr g d�,� .� R.rga d T' �ri W. "17 h. _4� r .i1y, i�5tt qtc onden el� Poll1- lerCi Day rng laces; dew w, n` " ' yde /� � d r!= taut Co01 01g � . aa:'l'ss• �;R' n a a� +B �.. +. .�a. of .� �' � ��'`*' .�" «+� r'` 1t. yr ,' i�iy.z �a >'d z'k� y:� / A. / �. .pit" �° n , L: a.,. gas 4 r p�st�ilj ,� ALL (todos) Amelia Elementary School 565 S. Major Dr Beaumont, TX 77707 ALL (todos) Beaumont Municipal Airport 455 Keith Rd. Beaumont, TX 77713 ALL (todos) Bevil Oaks City Hall 13560 River Oaks Blvd. Bevil Oaks, TX 77713 ALL (todos) BISD Administration Building 3395 Harrison Ave. Beaumont, TX 77706 ALL (todos) Calvary Baptist Church 3550 Dowlen Rd. Beaumont, TX 77706 ALL (todos) Dishman Elementary 3475 Champions Dr. Beaumont, TX 77707 ALL (todos) O.C. Mike Taylor Career Center 2330 North St. Beaumont, TX 77702 ALL (todos) Rogers Park Community Center 6540 Gladys Ave. Beaumont, TX 77706 ALL (todos) Roy Guess Elementary 8055 Voth Rd. Beaumont, TX 77708 ALL (todos) Jerry Ware -Airport Terminal 5000 Jerry Ware Dr. Beaumont, TX 77705 ALL (todos) Alice Keith Park Recreation Center 4075 Highland Ave. Beaumont, TX 77705 ALL (todos) Charlton -Pollard Elementary 825 Jackson St. Beaumont, TX 77701 ALL (todos) Dr. Mae Jones -Clark Elementary 3525 Cleveland St. Beaumont, TX 77703 ALL (todos) Jefferson County Courthouse 1001 Pearl St. Beaumont, TX 77701 ALL (todos) MLK Middle School 1400 Avenue A Beaumont, TX 77701 ALL (todos) John Paul Davis Community Center 3580 E. Lucas Dr. Beaumont, TX 77703 ALL (todos) Precinct 4 Service Center 7780 Boyt Rd. Beaumont, TX 77713 ALL (todos) Sterling Pruitt Center 2930 Gulf St. Beaumont, TX 77703 ALL (todos) Theodore Johns Library 4255 Fannett Rd. Beaumont, TX 77705 12 EXHIBIT C 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, 2019 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 25, 2019 6811 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 guidryna,co.jefferson.tx.us. AND CC ndoyle(a,co.jefferson.tx.us ** Tuesday, March 5, 2019 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 5, 2019 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(a),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 20, 2019 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 4, 2019 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 Monday, April 15, 2019 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 22, 2019 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 24, 2019 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)). 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 15 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, April 30, 2019 4th day before Election Day Last day to vote early by personal appearance (Sec. 85.001(a)). Saturday, May 4, 2019 Election Day 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 16 CONTRACT COSTS Voting Equipment Judge's Booth Controller $330.00 eSlate $330.00 Disable Access Unit (DAU) $396.00 Ballot Box $5.00 Communication Devices EA Tablet + WIFI $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 17