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HomeMy WebLinkAboutC05-252 Coordinated Election Intergovernmental AgreementlT ABOR Notice Mailing November 1, 2005 This agreement is made and entered into this day of Ot/ic}tq;;;Jf ,2005 by , and between Proposed Vail Square Metropolitan District Nos. 1, 2 and 3 hereinafter referred to as "Political Subdivision", concerning the administration of the November 1, 2005, Tabor Notice mailing. 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. Call and Notice The County Clerk will publish one notice required by 1.5.205 of the Uniform Election Code in the Eagle Valley Enterprise and the Valley Journal no later than twenty (20) days prior to the Election. 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 (Appendix B). Tabor Notice The County Clerk shall be responsible for mailing the notice required by Article X, Section 20 (3) (b). The Political Subdivision shall deliver the full text of any required ballot issue notices to the County Clerk no later than September 20, 2005 (42 days prior to the election C.R.S. 1-7-904) (Appendix B). The text will be supplied to the Clerk in the format parameters defined in Appendix A. The Political Subdivision is responsible for supplying the mailing labels and postage for eligible voters who reside out of the County to the County Clerk on or before September 26,2005 (Appendix B). Property Owner Lists The Political Subdivision shall acquire the property ownership list referred to the C.R.S. 1.5-304 from the Assessor. The cost of the list is provided by statute 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 as required. Street Locator List Appendix C to this Agreement is a copy of the Street Locator List for the Political Subdivision. We request that the Political Subdivision review the list and correct any errors. An Affidavit of Streets, Appendix 0, must accompany the returned list, be signed by the Designated Election Official for the Political Subdivision, and be returned with the signed Intergovernmental Agreement seventy (70) days prior to the Election, August 23, 2005 at 4:00 p.m. (Appendix B) 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. The Designated Election Official for the Political Subdivision shall sign and return this Intergovernmental Agreement to the County Clerk by August 23,2005 at 4:00 p.m. In witness whereof, the Parties hereto have executed this Agreement to be effective the day of ,2005. n, Designated Election Official For Vail Square Metropolitan District Nos. 1, 2 and 3 Political Subdivision Attest: Am ni, Chairman Date Teak J. Simonton Eagle County Board of Commissioners Clerk and Recorder Appendix A Requirements for Formatting Submissions November 2005 Coordinated Election Intergovernmental Agreement Text will not be accepted via email Media 3.5" disk or compact disk (CD) Software Word version 2000 or above Text Times New Roman Fonts 10 Margins 1" top and bottom 1 ~ sides Spacing Single Do not use tables or columns in setting up files. These are difficult to reformat and Tables/Columns often require type size adjustments. Use tabs to put information in rows and/or columns. Printout A hard copy must be submitted with the electronic version with the file name clearly noted on the first page. Labeling Name of political subdivision and date of election Appendix B Eagle County Election Calendar November 1, 2005 Coordinated Election Intergovernmental Agreement C.R.S. While this Calendar does not include all significant dates, some key dates are reference or identified for your reference other source OS/20/05 Letter of Inquiry to Special Districts 07/25/05 If a political subdivision has taken formal action to participate in an election coordinated by 1-7-116(5) the county clerk they shall notify the clerk in writing. Adjusted for computation of time. 1-1-1 06(4) 08/23/05 IGA's signed and returned to the clerk 60 days prior to the election 1-7-116(2) 09/02/05 Political subdivisions shall deliver ballot text to clerk 60 days prior to the election 1-5-203 09/20/05 Political subdivisions shall deliver the full text of any required ballot issue notices to the 1-7 -904 county clerk and recorder 42 days prior to the election 09/22/05 Designated Election Official shall order the list of property owners in the political 1-5-304( 1 ) subdivision for the assessor. No later than 40 days prior. 09/26/05 Political subdivisions shall deliver postage and mailing labels for the eligible out of county 1-7 -906 electors 09/30/05 The county assessor shall certify and deliver an initial list of all recorded owners of taxable 1-5-304( 1) property within the political subdivision. No later than 30 days prior. Adjusted for 1-1-106(5) computation of time. 09/30/05 Deadline to mail ballot issue notices (TABOR Notices) Art X sec 20(3)(b) 10/03/05 Close of voter registration 1-2-201 (3) 10/06/05 Notice of the Election shall be published - Valley Journal 10/05, Eagle Valley Enterprise 1-7.5- 10/06. 107(2.5)(a)(b) 1-5-205(1)(a) to (e) 10/07/05 A political subdivision by resolution may withdraw one or more ballot issues or questions 1-5-208(2) for the ballot 10/07/05 No sooner than 25 days before nor later than 15 days prior to the election Mail Ballot 1-7.5-107 Packets will be mailed to active registered electors and eligible property owners. No sooner than 25 days before the election Mail Ballot Packets will be made available at the designated election official's office 10/12/05 County assessor shall provide a supplemental list of the names of owners who have 1-5-304( 1 ) become owners of taxable property no later than 30 days prior. 10/25/05 Close of business on this date is the last day to request an absentee ballot to be mailed. 1-8-104(3) 10/28/05 Close of business on this date is the last day to request an absentee ballot to be delivered 1-8-104(3) in person. 11/01/05 Election Day 11/18/05 No later than the 1ih day after the election the Canvass Board shall certify the election. 1-10-102(1) 01/10/06 45 working days after the election statement of charges will be submitted to the political IGA subdivisions. Payable upon receipt.