08-10-2010 EC Clerk Request to use TOA Hall for Polling ElectionMemo
To: Mayor & Avon Town Council
cc: Larry Brooks, Town Manager
Thru: Eric Heil, Town Attorney
From: Patty McKenny, Assistant Town Manager — Management Services
Date: May 6, 2010
Re: Eagle County Clerk & Recorder — Request to use Avon Town Hall as Polling
Location
Summary:
Attached is a request from Eagle County Clerk & Recorder, Teak Simonton, to use Avon's Town
Hall for the polling location for Precincts 15 & 19 for the General Election, November 2nd.
Background:
Avon Town Hall has served as the polling location for both precincts 15 & 19 in 04, 06, and 08. Prior
to that, Avon Elementary School served as the polling location.
Discussion:
There is a conflict on that date in that there is a regularly scheduled Planning & Zoning Commission
meeting on November 2nd. In order to provide the room, that meeting would need to be either
changed to another date, another location on the same date or cancelled. Town Council & P &Z
meetings have been held at various other locations in an effort to accommodate this request, such
as the Avon Public Library. It is noted that the County Clerk's office is not requesting to use the
location for the primary election because that will be a mail ballot election per the letter.
Staff is looking for Council input and a decision on this polling location request from the Eagle
County Clerk's Office.
TEAK J. SIMONTON
Eagle County Clerk & Recorder
E AVSLE COUNTY
April 27, 2010
Patty McKenny
Town of Avon
P O Box 975
Avon CO 81620
RO Box 5V
500 Broadway
Eagle, Colorado 81631 -0537
(970) 328 -8710
www.eaglecounty.us/clerk
Recording: (970) 328 -8723'
Fax: (970) 328-8716
TDD: (970) 328 -8797
Thank you in advance for allowing us to use Avon Municipal Building as a precinct polling
place for the November election. Enclosed are two copies of the Polling Place Agreement for
the November 2, 2010 General Election. Please fill in all required information, sign the
agreement and return one copy to me by May 14, 2010 and keep one for your files. We are
required to notify voters about election details in May, so your timely response is much
appreciated. Also, please note that we will be conducting the August 10, 2010 Primary Election
by mail.
If you have any questions, please call me at 970 - 328 -8728.
Sincerely,
C � I
Teak J. Simonton
f �Z(�
Encl.
43 IM
This agreement is entered into by Teak J. Simonton, Eagle County Clerk and Recorder and Town of
Avon for use of Avon Town Hall, 1 Lake Street, which location is to be used as a polling place for the
General Election being held on Tuesday, November 2, 2010.
WHEREAS, C.R.S. `1 -5 -101 et seq. provides that the Clerk and Recorder of each County shall
designate the locations where elections are to be held;
WHEREAS, Avon Town Hall is desirous of allowing its locations designated as a polling place;
NOW THEREFORE, in exchange for valuable consideration, the receipt of which is hereby
acknowledged by the parties, it is agreed as follows:
The Town of Avon agrees to allow the following described areas, including available
parking areas and directly* connecting passageways to be used as a polling place: Avon Town Hall
Building
The premises are to be occupied and used primarily for election purposes from 6:00 a.m. to 8:00 p.m.
or until all Election Day activities are complete. No other scheduled activities should be allowed in the
reserved space to interfere or compete with the election process and judges' work until the entire
process is complete.
2. The Town will permit access to the premises on dates and times in addition to the above
mentioned date for purposes of checking the location and phone line, delivering, setting up and
removal of election equipment and supplies. Arrangements between the County Clerk's office and the
Town will be made by mutual agreement.
The Town understands the building will be posted as a polling location on or before October
21, 2010 for the General Election, and that as of said posting no electioneering, (including but not
limited to advertising, distribution of literature, meetings or campaigning) can knowingly take place
within 100 feet of the official entrance /exits of the polling location. Every effort should be made by the
agent to reasonably comply. The Town is asked to notify the County Clerk immediately if
electioneering activity occurs.
4. The Town will provide the premises in a clean and usable condition. The County Clerk's
office will leave the premises in as much the same condition as is possible at the end of the Election
Day.
5. The Town has available for use four 8 -foot tables and 20 chairs to be used throughout the
day and one trash receptacles.
6. The Town will provide convenient access to a telephone throughout the day. That telephone
number is 748 -4035. If unable to do so, the Town will notify the County Clerk immediately to make
alternative arrangements.
7. The contact person for the Town is Patty McKenny who can be reached during business
hours by calling 748 -4035 or during non - business hours by calling 970- 390 -7848.
8. The Town agrees to permit entry to the premises on Election Day at 6:00 a.m. according to
the following arrangements: Town staff will be present to open the building.
9: The Town requires the following additional conditions:
the parties have executed this Agreement on the dates stated below:
Teak J Simonton ate + Ronald C. Wolfe, Avon Mayor
Eagle County Clerk & Recorder
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