HomeMy WebLinkAboutbocc.con.225.2008 CLERK'S CHECK LIST
FOR CONTRACTS SUBMITTED TO CLERK AND RECORDER FOR SCANNING/ARCHIVING
CONTRACT 225'-2008
ORIGINATING DEPARTMENT/DIVISION: Clerk & Recorder
CONTACT PERSON: Carol Twitchell PHONE 2709
PROJECT NAME: Election Judges
? BOCC AGENDA ITEM ®STAFF AUTHORIZED SIGNATURE
(Requires BOCC Signature) (per Revised Procurement Code 7/2005)
? Over $50,000 (Requires County Manager's Signature)
? CHECK PROCUREMENT TYPE:
®None ?Informal ?Formal ?Sole Source ?Emergency ?State Bid ?
?Compliance with House Bills 06-1343 and 07-1073 -Immigration Form (Under $10,000, Letters of Engagement, etc
DOLLAR AMOUNT: $211.00 BUDGET LINE ITEM/LEDGER NUMBER: 001.09.0000.82000
? CHECK CONTRACT TYPE:
®Services/Maintenance ?Employment (for county employees)
?License/Use ?Intergovernmental Agreement (Requires BOCC Action)
?Lease ?Non-Profit
?Construction ?Quasi-Public
?Goods, Equipment, Supplies ?Grant Agreements (Requires BOCC Action)
?Other (e.g. revenue) ?Change Order/Contract Amendment
CONTRACTOR: Cindy Christensen COMPLETE LEGAL OF NAME OF BUSINESS (if different from
contractor)
Contract Execution Date:?-22-08 Contract End Date: 8-13-08
Automatic Renewal: ?Yes ®No Term of Contract: 1 Day
All Contracts should be roofed for the followin
P g
? ®No Pages Missing
? ®If a Page is Left Intentionally Blank -Note on Page
? ®Page numbered consecutively
? ®All Signatures Affixed
? ®All Dates Filled In
? ®All Other Blanks Filled In
? ®All Exhibits Attached
? ?HB 06-1343 and 07-1073 (Immigration Legislation) Included in RFP and/or Contract
? ?All Legal Descriptions Attached (if applicable)
? ?Notice of Award/Notice to Proceed Attached (if applicable)
? ?Warranty (if applicable)
? ?Special Instructions for Finance Department:
? ®Sent to Clerk and Recorder for Scanning/Archiving
? ®Authorized Staff Person's Name: Cazol Twitchell
BY CHECKING ABOVE AND ENTERING NAME, THE AUTHORIZED STAFF PERSON INDICATES THAT
THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING.
NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE
ARCHNES RETAINAGE SCHEDULE.
Plt COU ~ Clerk&Recorder
530 E. Main Street, Suite I OI Aspen, Colorado 8161 I -1948 (970) 920-5160 fax (970) 920-5196
LETTER OF ENGAGEMENT
July 22, 2008
Pitkin County Polling Place Judges
Dear Judge:
The purpose of this letter is to summarize the pertinent terms of Pitkin County's arrangement with you to
provide the specified services enumerated in the following paragraph. The County's obligation under the
Workers' Compensation Statute requires Pitkin County and you to formalize the terms of this engagement
in a notarized writing.
For each election coordinated by the Pitkin County Clerk and Recorder Office, the County Clerk and
Recorder shall appoint election judges from each precinct in the County. An election judge for each
precinct shall serve for atwo-year period beginning on the last Tuesday of May in even-numbered years
and'ending on the last Monday in May of the next even-numbered year, or until the designated election
official appoints another person to replace that election judge for that precinct. For partisan elections, the
County Clerk and Recorder shall appoint at least three election judges to serve as polling place judges for
each precinct to perform the designated functions, one of whom may be a student election judge. In all
elections, each election judge serving in the precincts on Election Day shall receive not less than $50 as
compensation for services provided as judge at any election (1-6-115). In addition to the compensation
provided, each election judge may be paid expenses and reasonable compensation for attending election
schools. Each supply judge shall be reimbursed no less than five dollars for attending a special school of
instruction. Compensation for election judges shall be determined and paid by the governing body calling
the election. Election judges must give the designated election official their social security numbers in
order to receive compensation; however, service as an election judge shall not be considered
employment pursuant to Articles 70 to 82 of Title 8, C.R.S. [1-6-115 (4)].
Judges are required to be registered electors who reside in the County, physically and mentally able to
perform and complete assigned tasks, attend a class of instruction concerning the tasks prior to each
election, have never been convicted of election fraud or other election offense or fraud, and neither a
candidate whose name appears on the ballot in the precinct that they are appointed to serve in nor a
member of the immediate family of a candidate whose name appears on the ballot in the precinct they are
appointed to serve (C.R.S 1-6-101). Since these judges only work on Election Day, Pitkin County does
not employ them as temporary work, but as contracted service individuals. Each polling place judge is
employed at $120 per Election Day, plus extra for supply judge, returns judge, lunch per diem and
mileage if applicable. Judges receive a check processed through the Pitkin County Finance Department
and not the Payroll Department.
It is mutually agreed that the County does not have an exclusive right to your services and it is
contemplated that you may provide similar work to other businesses, governments and non-profit
organizations. You acknowledge that the work performed for Pitkin County will be that of an independent -
wntractorand that no employee-employer relationship is created. You have full control over how the
services are performed and it is expected that work will be conducted in accordance with industry
standards by applying professional judgment. The County will provide, if necessary, documents and
information to complete the work described in the preceding paragraph. The County representative
signing this letter is available to you to discuss any details related to this engagement. This letter
of engagement will terminate on December 31s' and will require a new document in succeeding
years to be effective.
G:\elections\judges\haining\letter of engagement form-individual.doc e/ ° `
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Letter of Engagement _
July 22, 2008
Page 2 of 2
You acknowledge and agree that you shall not be entitled to workers' compensation
benefits in connection with this project and that you shall be respAnsible for the
payment of all state and federal income taxes.
If you are in agreement with the terms of this letter, please sign below in the presence of a notary and
return,a copy to us for our files. We appreciate the opportunity of working with you.
Sincerely,
uw y~~/
anice K. Vos Caudill
~~Itkin County Clerk and Recorder
AGREED:
Polling Place ge
C~N~y NKiSiE~sEn(
STATE OF COLORADO )
) ss'_
COUNTY OF PITKIN p
The forgoing instrument was acknowledged before me this ~Z day of July, 2008, by
Janice K. Vos Caudill, Pitkin County Clerk and Recorder
Witnessed my hand and official seal.
My commission expires:
'CP`~Y ~c'9 _
2~'~ Caro a Twitchell, Elec Manager
E Notary Public
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G:\elec[ions\judges\Vaining\letter of engagement forth-individual.doc