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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
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.
The meeting at which this ordinance was approved was in all things conducted in strict
compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551.
2025.
PASSED BY THE CITY COUNCIL of the City of Beaumont this the 1 Sth day of February,
WQ4 N",
JOINT ELECTION AGREEMENT AND
ELECTION SERVICES CONTRACT
BETWEEN JEFFERSON COUNTY, TEXAS
AND
BEAUMONT INDEPENDENT SCHOOL DISTRICT (BISD)
CITY OF BEAUMONT
PORT OF BEAUMONT
This agreement made and entered into, by and between Jefferson County, Texas ("County"),
acting hereinafter by and under the authority granted to her by sections 31.091 & 31.092 of the
Texas Election Code, the County EIection Officer, Roxanne Acosta-Hellberg, County Cleric
for Jefferson County, Texas, (hereinafter referred to as "County Election Officer"), and
Beaumont (ISD), City of Beaumont, Port of Beaumont (hereinafter referred to as "Political
Subdivision"), acting herein by and through its governing body regardless of the name assigned to
such governing body (hereinafter collectively referred to as "Parties").
WHEREAS, Political Subdivision is required to conduct an election on May 3,2025; and the
parties desire that the County Election Officer conduct the election for the Political Subdivision
and, possibly, other political subdivisions located, in whole or in part, in Jefferson County, Texas.
If other political subdivisions enter into a contract with the County for the purpose that the County
Election Officer will run the election for the other political subdivisions, or expressly joins in this
contract, Political Subdivision intends to reimburse Jefferson County, Texas the cost of running
such election as determined by the County Election Officer, or share the cost of running the
election with other political subdivisions based on the following terms and conditions.
THIS JOINT ELECTION AGREEMENT AND ELECTION SERVICES CONTRACT is made
this day of , 2025, by and between the Political Subdivision, and the
County, pursuant to Texas Election Code Section 3L092. The parties agree to enter into a Joint
Election Agreement and an election services contract 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. RE, CITALS. Political Subdivision is a political entity situated wholly or partially within
Jefferson County, Texas. Political Subdivision and County Election 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 County Election Officer
furnish to Political Subdivision certain election services and equipment needed by Political
Subdivision in connection with the holding of its May 3, 2025 Election. The County's
voting equipment is to be used in this Election. The rental rate for the use of this election
equipment has been approved by the Commissioners Court for Jefferson County, Texas.
2. DUTIES AND SERVICES OF COUNTY ELECTION OFFICER. County Election
Officer shall be responsible for performing the following duties and shall furnish the
following services and equipment:
(a) Notify and coordinate presiding election judges, alternate judges, and all other election officials
required to administer this Election. The County will make emergency appointments of election
officials if necessary. Compensate all election workers for time worked at the approved hourly
rate by Commissioners Court.
(b) 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.
(c) Arrange for the use of early voting polling locations and election day polling locations. if
emergency replacement polling locations are needed, County Election Officer shall make
necessary alternate arrangements to locate another public place (or if unavailable,. a private
building), and shall notify Political Subdivision as soon as possible. (See the early voting and
election day polling location sheets attached).
(d) Procure election kits and supplies and distribute to the precinct judges and early voting
deputies. 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. The Election Day list of registered voters shall be
arranged in alphabetical order.
(e) Prepare and test all electronic voting equipment; format ballot styles; secure audio; oversee
all equipment and voter registration database programming; and assure compliance with
equipment security requirements. Arrange for transport of equipment to and from polling
locations.
(f) Serve as Early Voting Clerk for this Joint Election; and also process, print, mail, and tabulate
ballots for any eligible voter, who applies for a ballot by mall 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) 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.
(h) Arrange for the early ballot board, signature verification committee, 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.
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(i) Serve as Custodian of Records for election records in County Election Officer's custody and
provide for the retention of said election records as provided by law.
0) Provide information services for voters and election officers.
(k) 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.
(1) The Contracting Office is responsible for collecting the compensations sheets for the election
judges, clerks, and early voting.ballot board. The County Election Officer will also pay the
aforementioned for their services and time in accordance with their rate of pay policy.
(m) County Election 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, County Election Officer shall provide a written report to Political
Subdivision in a timely manner.
(n) The County Election Officer shall place the funds paid by Political Subdivision hereunder in
a "contract fund" as prescribed by Section 31.100 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 Election for the Political Subdivision, 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 with the County 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 County
Election Officer provides no legal advice to Political Subdivision.
(c) Political Subdivision shall adopt the early voting and election day vote center polling locations
used by the County. Political Subdivision shall adopt all early voting dates, and hours
recommended by the County Election Officer in accordance with the Texas Election Code.
Political Subdivision shall adopt the Election Day Vote Center polling locations for each county
voting precinct that is within its jurisdictional boundaries. Political Subdivision shall confirm
the accuracy of its jurisdictional boundaries and precincts.
(d) Prepare, post and publish all required election notices for Political Subdivision except for the
Public Test Notice that County Election Officer shall publish. 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, unless County has posted the
notice of the change for their election. Educate the voters in the Political Subdivision on early
voting and election day times, dates and polling locations.
(e) Political Subdivision shall confirm with Tax-AssessorNoter 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 Election Day Calendar published by the Secretary of State of Texas for the May 3, 2025
General Election, known as the SOS Election Day Calendar for MM 3, 2025.
(f) Deliver to County Election Officer, according to the above -mentioned Election Day 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.
(g) Any requests for early voting ballots to be voted by mail received by Political Subdivision
must be hand delivered or faxed to County Election Officer on the day of receipt. If the
application is faxed, the original application must be mailed to County Election Officer. County
Election Officer will process applications, mail appropriate ballots, and tabulate.
(h) If requested, assist County Election Officer in recruiting bilingual poll workers. Provide
documentation on Political Subdivision's efforts to recruit bilingual poll workers if requested by
the U. S. Department of Justice.
(i) Pay prorated additional costs incurred by County Election Officer if a recount for said election
is required, the election is contested in any manner, or a runoff is required.
0) 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.
(k) The deposit will be waived for this Election Agreement for all Political Subdivisions. All
costs will be assessed and a detailed bill will be rendered within a reasonable time 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.
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(1) Political Subdivision agrees to enter into a Joint Election Agreement with any other political
subdivision in Jefferson County which enters into an Election Services Contract with the County
and which holds an election on May 3, 2025.
4. COST OF SERVICES. Political Subdivision shall share some expenses for the above
services, supplies and equipment. Additional elections may lower costs for each entity, and
election cancellations may raise costs for each entity. It is understood that other political entities
may wish to participate in the use of the County's electronic voting equipment and polling
locations, and it is agreed that County Election Officer may enter into other contracts with entities
for those purposes on terms and conditions generally similar to those set forth in this Agreement.
Only the actual expenses directly attributable to this Agreement and any shared expenses may be
charged to Political Subdivision, plus a 10% administrative fee.
(a) Costs for early voting and election day may include; equipment delivery, supplies, mail
ballots, payroll, equipment leasing, and any additional costs, will be shared proportionally
between all political subdivisions which enter into a joint election agreement with County
according to the number of voting precincts within each political subdivision. (See the
Estimated Election Cost Sheet attached).
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 Election Day. Calendar without prior agreement of County Election Officer
may result in cancellation of County Election Officer's duties and obligations to conduct Political
Subdivision's election under this Agreement or, at the discretion of County Election Officer, a
late penalty surcharge in an amount not to exceed 10% of the final election cost but not less than
$75.00, in accordance with section 31.100(d) of the Texas Elections Code. Adherence to the
Secretary of State of Texas' Election Day Calendar is critical because of the County's obligation
to complete all programming and testing; to process, print and mail military and overseas ballots
by state/federal deadlines; the County's duty to conduct federal, state, county elections; and/or
other contracted elections.
(b) In accordance with Section 31.098 of the Texas Election Code, County Election 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 the 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. County Election 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) The County Election Officer may contract with numerous political subdivisions for the Joint
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Election, and the parties agree that all ballot styles will be programmed into one voting system.
Each voter will Deceive 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 County Election Officer shall file copies of this Agreement with the Auditor and
Treasurer of Jefferson County not later than the 10th day from receipt of the frilly executed
contract by County Election Officer.
(g) The 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 County Election 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 County Election 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 ill a
runoff election. In the event of a runoff that Political Subdivision wants County Election Officer
to conduct, Political Subdivision, with input from. the County Election Officer, agrees to
coordinate the date with other entities participating in this Joint Election. If Political Subdivision
elects to have County Election 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 County Election 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 1801h 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
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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 Beaumont (ISD), City of Beaumont,
Port of Beaumont and Jefferson County, Texas. 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:
BEAUMONT ISD:
CITY OF BEAUMONT
PORT OF BEAUMONT
JEFFERSON COUNTY:
Dr. Shannon Allen
Superintendent
Beaumont ISD
3395 Harrison
Beaumont, TX 77706
Kenneth R. Williams
City Manager
City of Beaumont, Texas
801 Main Street
Beaumont, Texas 77701
Mr. Pat Anderson
President
Port of Beaumont
1225 Main Street
Beaumont, Texas 7770
Roxanne Acosta-Hellberg,
Jefferson County Clerk
P. 0. Box 1151
Beaumont, TX 77704
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By:
Name: Dr. Shannon Allen
Beaumont ISD
Attest:
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 , 2025.
CITY OF BEAUMONT:
By:
Name: Kenneth Williams
City of Beaumont
Attest:
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 , 2025.
PORT OF BEAUMONT:
By:
Name: Pat Anderson
Port of Beaumont
Attest:
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 , 2025.
By:
Name: Roxanne Acosta-Hellberg
Title: County Election Officer for Jefferson County, Texas.
Received and filed;
Jefferson County
By:
Hon. Jeff Branick
Title: County Judge for Jefferson County, Texas.
Attest:
County Cleric Jefferson County, Texas
By: _
Name:
Title:
Roxanne Acosta-Hellberg
County Clerk for Jefferson County, Texas.
Date Copy of agreement Furnished
to County Treasurer for Jefferson County, Texas:
Date Copy of agreement Furnished
to the Auditor for Jefferson County, Texas:
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ESTIMATED ELECTION COSTS
Costs may be adjusted for changes at the time of the election
#1 Publish Legal Notices
Publish Legal Natices—the Numberof published posts based on type of Eiectlon TBD
#2Transportation of Voting Equipment
Rental cost of trucks to transport voting equipment during EV & ED. TBD
#3 Polling Location Slte Rental
Rental fees charged by locations
TBD
##4 professional Services
Contracted services -- includes cost of su pport personnel and mall ballot services
TBD
#5 EV & ED Field Tech Support
Wages andmileageforFieldTechniclans
TBD
#6 EV & ED Supplies
Election Kits --extension cards, seals, PPE, envelopes, power strips, etc,
$ 50.00
A— frames and totems
$145.00
FI le box with forms
$ 2S0.00
#7Internet Service for Cell Phones andWi€l Cards
Cell Phones and InternetService
$non
Wif I Cards an d Internet Service
$ S5.00
#9 Printing Fees and Postage
Cost of all printed ballots (ballots by mall, sample ballots and testballots)jsheet
$ .50
Mail Ballots per sct (completed In houso
$ TBD
Mall Ballots to be cured per set
$ TBD
Cost of Activation Cards (ballots)
TBD
#9PublicTest, EVBB,SVCand CCS Personnel Costs
Payroll costs associated with th a operatl on of the EVBB, SVC, CCS and Pub[ Ic Test,
TBD
##10 Early Voting Person no[ and Other Training
Wages, training and expenses fortralning of Early Voting personnel
TBD
#11 Election [day Personnel
REVISED 7-2023
10
Visages, training and other expen ses f or Election Day personnel TBD
#12Securl and Maintenance Personnel for EV and ED
Overtime wages for Sheriff Deputles and Maintenance personnel TBD
#13 & #14 Early Voting & Election Day Equipment Usage Fees
DS200Scanner/Tabu]atorwith Cart $450.00
Quad Cart with 4 ExpressVote Machines $850.OD
ExpressVote wit Curbside Cart $215.00
ES&S Poilbook+Printer $100.00
DS450-- 2 In th a Central Counting Station (CCS) $1,03D,OD
#15 - 1004 Administrative Fee (TECSection 31.100)
10% Adm I n I st rativ e Fee allowed by statute. TBD
*Proportionate costs will be calculated based on the number of voting precincts In the Political
Subdivlsion divided by the total number of voting precin cts participating in this election.
**Political Subdivision located In 1 to 5 precincts, in whole or in part, shall not be charged over
$10,ODD,CO for aIolnt election with county/state races,
***Political Su bdivision requi ring run-off elections W11 be billed 1000,6 of the cost of the
election.
****For those elections wh ere the County is n of a participant, costs shali be allocated based on
the number of precincts, in whole or In part, encompassed bythe Political Subdivision,
REVISED 7-2023
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EARLY VOTING
April 22 —April 29
May Municipal Election — Countywide Polling —All precincts may vote at any Vote Center.
(Election Municipales de Mayo — Lugares de votacion en todo el condado — Todos los precintos pueden
votar en cuolquier centro de votacion.)
plectron DayTolling.Places
Rddress
City, State, Zip Cade'
Localrzacianes
Direccfon Cuidad, Estado, Codigo postdl
Rogers Park Community Center
6540 Gladys Ave
Beaumont, TX 77706
Jefferson County Courthouse (Lobby)
1085 Pearl 5t
Beaumont, TX 77701
John Paul Davis Community Center
3580 E, Lucas Dr
Beaumont, TX 77703
Theodore Johns Library (Meeting Room)
4255 Fannett Rd
Beaumont, TX 77705
DATES AND HOURS FOR ALL ABOVE LOCATIONS:
(Fechas y Horas para todas las localizaciones anterlores):
April 22 — 25, 2025 Tuesday - Friday 8:00 a.m. - 5:00 p.m.
(Abril 22 -- 25, 2025) (Mattes -Viernes)
April 26, 2025
(Abril 26, 2025)
April 27, 2025
(Abril 27, 2025)
April 28 —April 29, 2025
(Abril 28 — Abril 29, 2025)
Saturday
(Sdbado)
Sunday
(Domingo)
Monday — Tuesday
(Lures — Manes)
8:00 a.m. - 5:00 p.m.
12:00 p.m. - 5:00 p.m.
7:00 a.m, — 7:00 p.m.
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ELECTION DAY
MAY 3, 2025
May Municipal Election — Countywide Polling — All precincts may vote at any Vote Center.
Eleccion Municipales de Mayo — Lugares de votacion en todo el condodo — Todos los precintos pueden
votar en cuolquier centro de votacion.)
lectlon Day Polling Places
Address
Gty, State, Zip Codd
�tocalizaclanes
Direcclon Cuidad, Estado ,Codfgo postal
Amelia Elementary School (Gymnasium)
565 5, Major Dr
Beaumont, TX 77707
BISD Administration Building (Boardroom)
3395 Harrison Ave
Beaumont, TX 77706
Rogers Park Community Center
6540 Gladys Ave
Beaumont, TX 77706
Alice Keith Park Recreation Center
4075 Highland Ave
Beaumont, TX 77705
Charlton -Pollard Elementary (Gymnasium)
825 Jackson St
Beaumont, TX 77701
Jefferson County Courthouse (Lobby) Main Polling Location
1085 Pearl St
Beaumont, TX 77701
John Paul Davis Community Center
3580 E, Lucas Dr
Beaumont, TX 77703
Roy Guess Elementary (Hallway near Gymnasium)
8055 Voth Rd.
Beaumont, TX 77708
Sterling Pruitt Center (Multi -purpose Room)
2930 Gulf St
Beaumont, TX 77703
Theodore Johns Library (Meeting Room)
4255 Fannett Rd
Beaumont, TX 77705
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