Loading...
08-24-2004 COORDINATED ELECTION INTERGOVERNMENTAL AGREEMENTC. 3 e - C' 1 Coordinated Election Intergovernmental Agreement T is Agreement is made and entered into this o~q-r~ day of au Y15 2004, by and between Eagle County and Town of Avon (hereinafter re rred to as "Political Subdivision"), concerning the administration and the conduct of the November 2, 2004 Coordinated Polling Place Election. In consideration of the benefits and promises contained herein, and subject to the terms and conditions as are hereinafter set forth, the parties agree as follows: Coordinated and Designated Election Officials Except as otherwise provided in this Section, the County Clerk shall act as the Coordinated Election Official for the conduct of the Election for the Political Subdivision for all matters in the uniform Election Code, which require action by the Coordinated Election Official. The Political Subdivision shall name a "Designated Election Official" who shall act as the primary liaison between the Political Subdivision and the County Clerk and who will have responsibility for the conduct of the election procedures to be handled by the Political Subdivision. Nothing herein shall be deemed or construed to relieve the County Clerk or the Governing Body of the Political Subdivision from their official responsibilities for the conduct of the Election. Jurisdictional Limitation This agreement shall apply only to the portion of the Political Subdivision within the boundaries of Eagle County. Costs The County Clerk shall keep a careful and accurate accounting of all chargeable items to the Political Subdivision and shall submit to the Political Subdivision, a statement of charges (for costs incurred by the County and not billed directly to the Political Subdivision by an outside vendor) within thirty work days following the date of the Election. Costs shall include but are not limited to: election judges and other associated personnel, ballots and related election forms, printing, election supplies, legal notices paid for by the County, postage, rental charges, software updates, related computer hardware and technical support. The County Clerk shall charge each Political Subdivision taking part in the Coordinated Election on a prorated basis based primarily on the number of ballot issues and/or items to be included on the ballot for each Political Subdivision. In the event that additional costs are incurred, the Political Subdivision promulgating such costs will be charged accordingly. The Political Subdivision shall remit all payments due to the County upon receipt of an itemized statement. Call and Notice The Political Subdivision shall publish all legal notices relative to the Political Subdivision's election. The County Clerk will publish one notice required by 1-5-205 of the Uniform Election Code in the Eagle Valley t Enterprise and the Valley Journal. Petitions: Preparation and Verification The petition process for the Political Subdivision shall be entirely the responsibility of the Political Subdivision, and shall be done in compliance with applicable Colorado statutes, ordinances or charter provisions. This process includes, but is not limited to, approving the candidate or initiative petitions to be circulated within the Political Subdivision, receiving the petitions, and verifying the signatures on the petitions. Ballot Certification The Political Subdivision is responsible for furnishing the text of the ballot to the County Clerk at least 55 days before the Election (September 08, 2004)in final written form and on an IBM DOS formatted 3 1/2 inch Double Density or High Density floppy disk. Appendix A further specifies all format requirements. Disks not meeting these requirements will be subject to additional fees. The Political Subdivision assumes all responsibility and cost for any judicial proceedings regarding whether or not issues legally belong on the ballot. The list of candidates/questions must be typed exactly as it is to appear on the ballot, including correct order. For candidates, specify titles of offices, the order of the names to appear for each office and the order of offices. For issues, specify the ballot title, and the order of the issues. Wording shall be in upper and lower case except as is dictated by law (e.g., TABOR Amendment). The Political Subdivision has responsibility to proofread and approve the layout and text of the official ballots before the County Clerk will authorize printing of the ballots. From the time of receipt of the ballot proof, the Political Subdivision has 24 hours to proofread, correct if necessary, sign and return the proof to the County Clerk and its failure to disapprove and correct errors within that time shall constitute an approval of the ballot proof. Preparation of Voter Lists All lists shall be provided to the Political Subdivision when specifically requested by the Political Subdivision in writing and in accordance with 1-5-304 of the Uniform Election Code. Tabor Notice Each Political Subdivision shall determine the order of the ballot issues for their Political Subdivision in accordance with the requirements of Article X, Section 20 of the Colorado Constitution. Each Political Subdivision shall provide an opportunity for all comments concerning ballot issues to be summarized as required by Article X, Section 20 of the Colorado Constitution. The Designated Election official shall transmit the summaries and any other required material to the Coordinated Election Official no later than 42 days before the Election (September 17, 2004) in final written form and on an IBM DOS formatted 3 1/2 inch Double Density or High Density floppy disk. Appendix A further specifies all format requirements. Disks not meeting these requirements will be subject to additional fees and may be rejected by the County Clerk in the I event they cannot be reformatted. The County Clerk shall be responsible for mailing the notice required by Article X, Section 20(3) (b) in the most cost effective manner feasible to all Eagle County residents. The Political Subdivision is responsible for supplying mailing labels to the County Clerk for all eligible electors residing outside of Eagle County prior to the deadline for mailing said notice. The County Clerk shall charge each Political Subdivision for costs relating to the Tabor Notice on a prorated basis based on the number of ballot issues and/or items to be included in said notice for each Political Subdivision. In the event that additional costs are incurred, the Political Subdivision promulgating such costs will be charged accordingly. Property Owner Lists The Political Subdivision shall acquire the property ownership list referred to in 1.5.304 CRS from the Assessor. The cost of the list is provided by statue and shall be paid directly to the Assessor by the Political Subdivision. The Political Subdivision's staff shall be solely responsible for any work required on the Assessor's list and may contact the County Clerk if access to voter registration records is required. Not later than October 1, the Political Subdivision will submit to the County Clerk a complete list of property owners within their boundaries who are eligible to vote. Street Locator List Appendix C to this Agreement is a copy of the Street Locator List for the Political Subdivision. It is the responsibility of the Political Subdivision to review the list and correct any errors. An Affidavit of Completion must accompany the returned list, be signed by the Designated Election Official for the Political Subdivision and returned with the signed Intergovernmental Agreement by September 3, 2004 at 4:00 p.m. Appointment and Training of Election Judges All Election Judges shall be appointed and trained by the County Clerk. In the event that additional Judges are needed, the Political Subdivision will be required to provide one individual to serve in that capacity. Testing and Tabulation Processes relating to the tabulation of ballots shall be the responsibility of the County Clerk. An unofficial abstract of votes will be provided to the Political Subdivision upon completion of the counting of all ballots. Canvass of Votes The Canvass of votes will be conducted by the Board of Canvassers appointed by the County Clerk. Such canvass will be completed no later than eight days after the Election and official results of the canvass will be provided to all Political Subdivisions participating in the Election. Any additional Certificates of Election which are required by law to be forwarded I to another division of government shall be the responsibility of the Political Subdivision. Indemnification The Political Subdivision agrees to indemnify, defend and hold harmless the County, its officers and employees, from any and all losses, costs, demands or actions, arising out of or related to any actions, errors or omissions of the Political Subdivision in completing its responsibilities relating to the Election and related tasks. Cancellation In the event the Election is canceled by the Political Subdivision after the signing of this Agreement and on or before the day of the Election, the Political Subdivision shall be responsible for all expenses incurred on behalf of the Political Subdivision to the date that notice was received by the County Clerk together with all expenses incurred thereafter which could not be avoided by reasonable effort. Time is of the Essence The statutory time requirements of the Uniform Election Code and the time requirements set by the Secretary of State in the Rules and Regulations Governing Election Procedures shall apply to the completion of the tasks required by this Agreement. In witness whereof, the Parties hereto have executed this Agreement to be effective the aLl*b day of Q~ -t 2004. t4 i4~0 Q-1 rq, I Des'Jgwn ated Elect,~e Official fo of Avon Tom C. S ne Chairman E ilk,_. s~ x Attest - Teak J. Simonton` . i a County Clerk & Recorder n I Appendix A Coordinated Election Intergovernmental Agreement DISKS Disks must be formatted with IBM DOS 3.0 or higher. All disks submitted must be 3 1/2 inch Double Density or High Density. SOFTWARE Word 2.0, 3.x, 5.x, 6.x MS-DOS Text (ASCII file) FONTS All fonts must be 10 pt. Only the following fonts will be accepted: Arial Century Gothic Universe Courier MARGINS Set margins so that text appears in an area measuring 5" x 811. Sides @ 1.75, top and bottom @ 1.5). SPACING All text must have single line spacing. TEXT For TABOR Notice, all ballot issue text must be in CAPITAL LETTERS. Pro/Con statements themselves may appear in upper and lower case. TABLES/COLUMNS Do not use tables or columns in setting up files. These are difficult to reformat and often require type size adjustments. USE TABS to put information in rows and/or columns. PRINT OUT A hard copy must be submitted with the disk and the file name clearly noted on first page. LABELING The disk must be labeled as follows: (example) Political Subdivision Name Contact Name & Phone Number Word-processing Software and Version File Name(s) I Appendix B ELECTION CALENDAR FOR NOVEMBER 2, 2004 Polling Place Election July 25, 2004 Last day to notify County Clerk for coordinated election -1-7-116(5) September 3, 2004 Intergovernmental Agreement due in County Clerk's office - CRS 1-7-116 September 08, 2004 Certify ballot content to County Clerk CRS 1-5-203(1) September 17, 2004 Transmittal of Tabor Notice Summary to County Clerk - CRS 1-7-904 September 17, 2004 Last day for the designated election official to order registration and property owner records for use by election judges October 1, 2004 The county clerk shall certify and make available lists ordered by the designated election official, of the registered electors of each general election precinct that is located within the county and is involved in the election October 1, 2004 The county assessor shall deliver a list of all recorded owners of taxable property within the political subdivision October 1, 2004 Deadline for mailing Tabor Notice Article X, Section 20(3)(b) October 4, 2004 Last day to register to vote for the General Election - CRS 1-2-201 October 13, 2004 The county clerk shall make available a supplemental list of the electors who have become eligible to vote since the earlier list was certified and county assessor shall make available the supplemental list or all recorded owners of real property who have become owners since the first list was certified. October 22, 2004 The coordinated election official shall provide notice by publication of the election in the Eagle Valley Enterprise and the Valley Journal October 18, 2004 Early Voting begins in Eagle and E1 Jebel November 2, 2004 Election Day - Polls open 7:00 AM to 7:00 PM November 17, 2004 Complete Canvass of Ballots - CRS 1-10-102 Statement of Certification - Street Locator List Town of Avon r " c `4 , as Designated Election Official for Town of Avon, do her by ertify tha,tDlist rovided to the District has been reviewed, corrections made, and to the y knowl edge I believe it is a true and complete list of the addresses located within the District. P'(cl --2) I P&Y/oy Desi ate Election ffic al for Date Tow Avon Date:07/29/04 EAGLE COUNTY Page: 1 . f PUBLIC DISTRIBUTION Street List / Street Name Order (mpstdst1 v03O528) 07-AVO CITY OF AVON Range O/E From To Ind Dir Street Name Type Dir City Zip Pct. 182 182 B AVON RD AVON 81620 2085619015-02 2605 2690 B BEARTRAP RD AVON 81620 2085619019-01 137 137 B BENCHMARK RD AVON 81620 2085619015-02 320 350 B BENCHMARK RD AVON 81620 2085619015-02 352 680 B BENCHMARK RD AVON 81620 2085619015-02 57 147 B BLUEFLAX AVON 81620 2085619015-02 110 130 B BUCK CREEK RD AVON 81620 2085619015-02 47 142 B E BVR CRK BLVD AVON 81620 2085619015-02 9 815 B W BVR CRK BLVD AVON 81620 2085619015-02 816 816 B W BVR CRK BLVD AVON 81620 2085619015-02 817 900 B W BVR CRK BLVD AVON 81620 2085619015-02 901 901 B W BVR CRK BLVD AVON 81620 2085619015-02 902 972 B W BVR CRK BLVD AVON 81620 2085619015-02 973 1062 B W BVR CRK BLVD AVON 81620 2085619018-12 760 760 B BVR CRK BLVD AVON 81620 2085619015-02 1 900 B BVR CRK PL AVON 81620 2085619015-02 2001 2080 B BVR CRK PT AVON 81620 2085619019-01 240 240 B CHAPEL PL AVON 81620 2085619015-02 966 966 B CHIMING BELLS AVON 81620 2085619015-02 5501 5591 B COYOTE RIDGE RD AVON 81620 2085619019-01 2403 2492 B DRAW SPUR AVON 81620 2085619019-01 2000 2999 B EAGLEBEND DR AVON 81620 2085619015-01 3000 5415 B EAGLEBEND DR AVON 81620 2085619015-04 5300 5391 B FERRET LN AVON 81620 2085619019-01 4500 4590 B FLAT POINT AVON 81620 2085619019-01 2323 2394 B FOX LN AVON 81620 2085619019-01 76 162 B GOLDEN ROD AVON 81620 2085619015-02 18 145 B GROUND PLUM AVON 81620 2085619015-02 15 1900 B HURD LN AVON 81620 2085619015-02 1910 1990 B HURD LN AVON 81620 2085619015-02 37000 37643 B HWY 6 AVON 81620 2085619029-22 38390 38595 B HWY 6 AVON 81620 2085619018-05 44 48 B JASMINE AVON 81620 2085619015-02 2900 2967 B W JUNE CREEK TRL AVON 81620 2085619019-01 4313 4391 B JUNE POINT AVON 81620 2085619019-01 2820 2825 B KED SPUR LN AVON 81620 2085619019-01 4142 4192 B LITTLE POINT AVON 81620 2085619019-01 2100 2200 B LONG SPUR RD AVON 81620 2085619019-01 5100 5196 B LONGSUN LN AVON 81620 2085619019-01 77 511 E METCALF RD AVON 81620 2085619015-01 491 511 0 METCALF RD AVON 81620 2085619019-01 75 217 B MOUNTAIN SAGE AVON 81620 2085619015-02 218 285 B MOUNTAIN SAGE AVON 81620 2085619015-02 4611 4691 B NORTH POINT AVON 81620 2085619019-01 101 449, B NOTTINGHAM RD AVON 81620 2085619015-02 480 529 B NOTTINGHAM RD AVON 81620 2085619015-02 540 809 B NOTTINGHAM RD AVON 81620 2085619015-02 810 950 B NOTTINGHAM RD AVON 81620 2085619019-01 86 86 B NOTTINGHAM RANCH RD AVON 81620 2085619015-01 - Restrictions exist for this streetrange Date:07/29/04 PUBLIC DISTRIBUTION Range O/E From To Ind Dir Street Name EAGLE COUNTY Street List / Street Name Order 07-AVO CITY OF AVON Type Dir City ip Page: 2 (mpstdst1 v03O528) Pct. 160 160 B NOTTINGHAM RAN CH RD AVON 81620 2085619015-01 2100 2800 B OLD TRAIL RD AVON 81620 2085619019-01 2810 2900 B ONEAL SPUR AVON 81620 2085619019-01 465 2000 B PAINTBRUSH AVON 81620 2085619015-02 18 108 B PRIMROSE AVON 81620 2085619015-02 69 104 B RABBIT BRUSH AVON 81620 2085619015-02 18 56 B ROSE CROWN AVON 81620 2085619015-02 2101 2490 B SADDLE RIDGE LOOP AVON 81620 2085619019-01 2800 2807 B SHEPHERD RIDGE RD AVON 81620 2085619019-01 34 416 B SHOOTING STAR AVON 81620 2085619015-02 10 10 B STONEBRIDGE DR AVON 81620 2085619015-04 1 200 B SUN RD AVON 81620 2085619015-02 500 799 B SWIFT GULCH RD AVON 81620 2085619015-02 800 1240 B SWIFT GULCH RD AVON 81620 2085619015-06 48 275 B WILD ROSE AVON 81620 2085619015-02 2000 5800 B WILDRIDGE RD E AVON 81620 2085619019-01 4000 4800 B WILDRIDGE RD W AVON 81620 2085619019-01 1000 2005 B W WILDWOOD RD AVON 81620 2085619015-02 293 295 B WOOD RUSH AVON 81620 2085619015-02 47 111 B WOOD VIOLET AVON 81620 2085619015-02 100 500 B YODER AVE AVON 81620 2085619015-06 - Restrictions exist for this streetrange MEMO To: Mayor and Council Members Thru: Larry Brooks, Town Manager Jacquie Halburnt, Asst. Town Manager From: Patty McKenny, Town Clerk Date: August 19, 2004 Re: Intergovernmental Agreement between Town of Avon & Eagle County for November 2, 2004 Coordinated Election Summary: The November 2, 2004 general election will be administered as a coordinated by the Eagle County Clerk (Teak Simonton). The attached Intergovernmental Agreement is presented by Eagle County in regards to the administration and conduct of the November 2, 2004 coordinated election. This agreement must be submitted to the County at least 60 days before the election, as required by § 1-7-116(2). Background: - The Town of Avon has participated in this type of coordinated election for its municipal election in the past. Discussion: The Agreement addresses the role of the Election Officials, how costs are incurred, the Preparation & Verification of Petitions, Ballot Certification, Preparation of Voter Lists, and various other election topics. John Dunn has reviewed the agreement as well. Financial Implications: There are financial implications in administrating the election that have been budgeted in the 2004 budget ($5,500). Recommendation: Staff recommends approval of the Coordinated Election Intergovernmental Agreement. Town Manager C mments: