Title
Consider a memorandum/resolution approving an election services contract with Bell County.
Summary
DATE: August 2, 2022
TO: Kent Cagle, City Manager
FROM: Holli Clements, Interim City Attorney
SUBJECT: Election Services Contract with Bell County (November 2022 Election)
BACKGROUND AND FINDINGS:
On August 9, 2022, the City Council will consider calling a special election to be held on November 8, 2022. Bell County will also be holding an election on November 8, 2022. To eliminate voter inconvenience, it is recommended that the city hold a joint election with Bell County which requires an election agreement.
As identified in the contract, Bell County will coordinate, supervise, and handle all aspects of administering the election.
THE ALTERNATIVES CONSIDERED:
The alternatives to consider are to hold a joint election with Bell County or to hold a separate election on the same day.
Which alternative is recommended? Why?
Staff recommends holding a joint election with Bell County. Conducting a separate election could be confusing and inconvenient to the voting citizens.
CONFORMITY TO CITY POLICY:
Holding a joint election with Bell County confirms to Article IX of the City Charter and the Texas Election Code.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Bell County has indicated in their contract that the total estimated cost for the November 8, 2022 Election cannot be determined at this time. The contract further states that after the final determination has been made of whom the entities within Bell County will be participating in the election are identified, Bell County will provide an unofficial cost estimate. Using historical costs and along with equipment and staffing costs provided in the contract, staff’s best estimate is $10,000 for the City’s portion of costs.
Is this a one-time or recurring expenditure?
Election expenses are annual expenditures.
Is this expenditure budgeted?
Yes, funds will be included in the FY 2023 Proposed Budget in the General Fund Legal Department account 010-1010-416.50-45.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, upon approval of the FY 2023 Proposed Budget.
RECOMMENDATION:
Staff recommends the City Council approve an election services contract with Bell County.
DEPARTMENTAL CLEARANCES:
Finance
City Attorney
ATTACHED SUPPORTING DOCUMENTS:
Contract