HomeMy WebLinkAboutbocc.con.222.2012 ' �
Pltkln COU�IIty � � � � � Clerk&Re�order
530 E.Main Street,Suite I 01 Aspen,Colorado 8161 I-I 948 (970)920-5 I 80 fax(970)920-5 I 96
LETTER OF ENGAGEMENT . /L �
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�'ate: C�NTRACT#��?- ;�l1/�-
Pitkin County Election Judge:
The purpose of this letter is to summarize the pertinent terms of the arrangement between you and '
Pitkin County(the "County")to provide the s�ecified 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,the Clerk and Recorder shall
appoint election judges from each precinct in the County. An election judge for each precinct shall serve
for a two-year period beginning on the last Tuesday of May in even-numbered years and ending on the
fast Monday in May of the next even-numbered year,or until the designated election official appoints
another person to repiace that election judge for that precinct.
For partisan elections,the Clerk and Recorder shall appoint at least three election judges to serve as a
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 precinct polling pfaces on
Election Day shall receive not less than$50 as compensation�for services provided as judge at arry
election(C.R.S. § 1-6-115). In addition to the compensation provided, �ch election judge may be paid
expenses and reasonable compensation for attending election judges'training. Each supply judge shall
be reimbursed no less than five dollars for attending a special school of instruction. Compensation for
early voting, polling place and mail ballot election judges shall be determined and paid by the governing �
body calling the election. Since polling place judges only work on Election Day only, and early voting and �
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mail ballot judges work periodically,beginning one to two weeks before Election Day, Pitkin County does
not employ election judges as temporary workeKS, but as independent contractors. Each polling place
judge is compensated at the rate of$180 per day on Election Day, plus additional stipends for supply
judges and return judges, and lunch per diem and mileage if applicable. Early votirig and mail ballot
judges are compensated at the rate of$13 per hour. Judges receive a check processed through the
Pitkin County Finance Departmentand not the Payroll Department.
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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 of the Colorado Revised Statutes(C.R.S. §1-6-115(4)). Please
complete and return the attached Form W-9 for this purpose.
Judges are required to a) be registered electors who reside in the County; b) be physicaNy and men '
able to perform and complete assigned tasks;c)attend a class of instruction concerning the tasks t�,��
performed prior to each election; d) have never been convicted of election fraud or other elec� ' � 4` - �I ^�,
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offense or fraud; and e) is nof a candidate or a member of the immediate family of a candidate whose
name appears on the ballot in the precinc�they are appointed to serve (CRS 1-6-101).
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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 the County will be that of an independent
contractor and that no employee-employer relationship is created. You have full control over how the
services are performed and '+t is expected that work will be conducted in accordanceyrvith industry
standards by applying profe'ssionaf judgment. �"he County wilf provide, if necessary, documents and
information'to complete the work described in the preceding paragraphs. 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 31, 1A3'�and will require a new document in succeeding years
to be effective. �%.Q\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 responsible 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,
, ._� � .
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Janice K.V Caudill
Pitkin C nty Clerk & Recorder
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STATE OF COLORADO )
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County of Pitkin )
The forgoing was acknowledged before me this day of , 2011,
by (County representative).
Witness my hand and official seaL
Notary Public
[SEAL} My commission expires
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ACCEPTED AND AGREED:
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Election Judge �,
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STATE OF COLORADO )
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County of Pitkin )
The forgoing was acknowledged before me this_�_� day of t9 l/�— , 201�,v
by �"t�� ' (Election Judge).
Witness u�Jn�r�.�„�nd official seal.
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Note: Income earned is subject to federal income tax.Wages of an election judge are not subject to
federal income tax withholding. However, if you earn$1,400 or more for the 2012 calendar year,you
are subject to FlCA tax going back to the first dollar of earnings. Annual earnings of less than$1,400 are
not subject to FICA tax. Payments of$600 or more paid to you are reported on Form W-2, Wage and
TaxStatement, and not Form 1099-MISC, Miscellaneous Income.
G:elections/judges/training/letter of engagement 10-i1
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Colorado Department of State
Statewide Colorado Registration and Election system (SCORE)
Sensitive Information Policy for SCORE Application Users
I a ree with the following policy and acknowledge receipt of a copy of this policy. If I have any questions
ding this policy, I w I obtain cl i tion from my supervisor before taking any action.
� �Date:
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Name Printed: County 1���► 1�
Sensitive information received, collected, or eloped through the used of the by the
Colorado Department of State SCORE system is proprietary and confidential and is
protected from unauthorized access, use, or disclosure.
1. "Sensitive Information /Socia/ Security Numbers" is any and all data or information, in any format,
received, collected or developed by the Secretary of State or the Department of State SCORE System
pertaining to a SSN or other sensitive information. "Sensitive informafion"includes, but is not limited to:
Social Security Numbers; month and day of date of birth; identification; mother's maiden name, and
confidential addresses"Social Security Informafion"also includes any and all data or information, in any
format, developed by the Secretary of State or the Department of State SCORE system in connection with
processing voter registration/election management work.
2. Access to, use of, or disclosure of sensitive information must be necessary to the performance of
one's job duties and function and must be expressly authorized. Unauthorized access to,use of,or
disclosure of sensitive information is strictly prohibited.
3. Sensitive information shall not be displayed or otherwise made available or accessible to unauthorized
persons. This rule applies, without limitation, to SSN contained in document images on workstations, and
to SSN information displayed on a computer screen, in a manner such that unauthorized persons may view
the sensitive information.
4. All Colorado SCORE users must sign and agree with this policy.
5. The local entity is responsible and subject to the same regulation as the Dept of State for the proper
encryption and handling of sensitive voter information downloaded to portable devices such as laptops,
PDA's, memory cards etc and taken offsite by local entity staff inembers or duly appointed agents of that
office.
6. Anyone failing to comply with this policy may loose their access to the SCORE system. Violators may be -
, prosecuted as provided law.
June 16,2008
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Statewide Colorado Registration and Election system (SCORE)
Password Application Form
This Security Agreement describes the standards that have been established for users of the SCORE II
system. Each user will be required to read and sign that they understantl and will adhere to these
standards before access will be granted.
The SCORE II Appfication and system architecture were designed with comprehensive security features.
In addition to the technology, user access of the sysfem must follow established standards for safeguarding
data integrity and system availability.
Password Etiquette
� User ID's and passwords are to be kept strictly confidential. Do not give your ID or password to
anyone, even your supervisor. Do not write your ID and/or password down as you have no control over
those who may find it and use it inappropriately. Each user is responsible for all actions associated
with this Logon ID and password and will be held accountable for any improprieties regarding its use.
Penalties for sharing passwords can be severe and could include disciplinary action up to and including
loss of access to the SCORE application.
Password Expiration
• To reduce the possibility of a system being `hacked', or a user obtaining a password they are not
permitted to use, user account passwords will expire every 3 months. When the password expires the
user wil!be prompted for a new password; the new password must be entered twice for confirmation.
Passwords may be changed by adding a new symbol or number to its beginning thus making it easier
for you to remember. For example, "SMyDogWolf could then become"9MyDogWolf'. Again, never
write your password down.
To ensure additional security, users should
• Log off of the computer system or Lock the screen on their computer if they are going to be out of sight
of their computer for an extended period of time.
• Protect their password from disclosure to others.
• Choose passwords that are not obvious. A good password includes a combination of letters and
numbers.
• Not write their passwords down.
� Note: above we say they should not give out the password to anyone and that the penalty for doing so
could include loss of access. Best not to set a standard antl then allow for it to be ignored. Report a
compromised ID or an inactive ID to the SCORE Help Desk.
• Report a compromised password to the SCORE Help Desk.
Users are allowed to change the password on their account at any time. Should you forget your password,
contact SCORE Help Desk. A generic password will then be assigned to you, which you will change
immediately.
o Users may not try in any way to obtain a password for another user's account.
o The county security administrator will create Logon-ids with access privileges as defined by the
data owners. The administrator is responsible for security implementation and will ensure the
necessary resources for maximum system availability. The atlministrator is the final jutlge
regarding logon-ids and matters relating to the security system as a whole. Reasonable controls
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Statewide Colorado Registration and Election system (SCORE)
Password Application Form
such as audit trails and separation of function will be employed wherever possible. Experienced
security auditors will periodically verify the accuracy and control of the security system.
o Users must respect the integrity of computing antl network systems;for example, users shall not
intentionally develop or use programs that harass other users or infiltrate a computer, computing
system, or network andlor damage or alter the software components of a computer, computing
system or network.
o Users must not use the network resources to gain or attempt to gain unauthorized access to
remote computers.
Workstation Safeguards
• You are responsib{e for maintain proper workstation configuration, especial{y in regards to the anti-
virus and anti-spyware app{ications that safeguard your environment.
• Remain with your Workstation when maintenance is being conducted.
• Turn on the Automatic Screen Saver Lockout so that your machine goes to screensaver mode after
a short period of inactivity; requiring your password to gain re-entry.
• �ile Safety—Downloading of SCORE system extracts become the responsibility of the end
user to control. This includes the downloading of information to devices taken offsite such
as but not limited to laptops, PDA's,memory cards etc...
• Every user is required to read and sign a sensitive data form before access to the SCORE
system will be granted.
SCORE II Support
The Colorado Secretary of State provides a support structure for SCORE application users. If you are
unsure of proper procedures when using the application, you are responsible to contact the Help Desk for
support. This will prevent inadvertent mistakes that cauld disrupt availability of the system for you and
other users.
I have read, understood, and agree to the security standards described in the above document. I
understand that improper use of SCORE is a criminal offense and may be prosecuted criminally as a felony
or misdemeanor.
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Name(Print l W�� • ` � � County \ � ���A
Signature
, Date � 1 �J �f,.
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