HomeMy WebLinkAboutOrd 483-2010 Ordering a Joint Election with Anna ISD and Collin College to be Held on May 8, 2010CITY OF ANNA, TEXAS
ORDINANCE NO. 483-2010
AN ORDINANCE OF THE CITY OF ANNA, TEXAS, ORDERING A MAY 8,
2010 JOINT GENERAL ELECTION WITH ANNA ISD; ORDERING A MAY 8,
2010 JOINT GENERAL ELECTION WITH COLLIN COUNTY COMMUNITY
COLLEGE; ORDERING A MAY 8, 2010 GENERAL ELECTION TO ELECT
THREE CITY COUNCIL MEMBERS, ALL FOR THREE-YEAR TERMS;
PROVIDING FOR RUNOFF ELECTION; DESIGNATING POLLING PLACES
AND PROVIDING FOR EARLY VOTING, NOTICE AND OTHER MATTERS
RELATING TO SAID ELECTIONS.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS:
Section 1. In accordance with Texas Election Code § 3.004, this ordinance
constitutes the City Council's ordering of: (1) a May 8, 2010 Joint General
Election with Anna ISD; (2) a May 8, 2010 Joint General Election with Collin
County Community College; (3) a May 8, 2010 General Election to elect Three
(3) City Council positions 2, 4 and 6, all for three-year terms; and, Eligible voters
include qualified voters residing within the corporate limits of the City of Anna.
Section 2. On May 8, 2010, the polling place will be open from 7 am. to 7 p.m.
The polling place on Election Day is:
Anna City Hall Annex
111 N. Powell Parkway
Anna, Texas 75409
Section 3. The polling place for early voting by personal appearance is the
same as the polling place on Election Day. The dates and times for early voters
to cast ballots by personal appearance are as follows:
Monday
April 26, 2010
8:00 a.m. to 5:00 p.m.
Tuesday
April 27, 2010
8:00 a.m. to 5:00 p.m.
Wednesday
April 28, 2010
8: 00 a. m. to 5: 00 p. m.
Thursday
April 29, 2010
8:00 a.m. to 7:00 p.m.
Friday
April 30, 2010
8:00 a.m. to 5:00 p.m.
Saturday
May 1, 2010
8:00 a.m. to 5:00 p.m.
Monday
May 3, 2010
7:00 a.m. to 7:00 p.m.
Tuesday
May 4, 2010
7:00 am. to 7:00 p.m.
Section 4. The City Secretary is designated as the early voting clerk. Qualified
voters may mail applications for a voting mail -in ballot only from March 9, 2010
until the close of business on April 30, 2010. Requests for applications must be
mailed to:
Ord. 483-20 10 Ord. Calling Joint Election.doc Page 1 of 2 01-26-2010
Sharon Rowe
Elections Administrator
2010 Redbud Blvd., Ste 102
McKinney, Texas 75069
Section 5. The City Secretary is ordered to do the following:
1. Coordinate with the Collin County Elections Department, Sharon
Rowe, Elections Administrator, to hold the May 8, 2010 City of Anna
General Election. Paper ballots approved by the Texas Secretary of
State will be used on Election Day and for early voting.
2. Provide and publish notice of the elections ordered in this ordinance in
accordance with the Texas Election Code.
3. Coordinate with the Collin County Elections Department, Sharon
Rowe, Elections Administrator, to hold a runoff election conducted in
accordance with the Texas Election Code if no candidate receives a
majority of the votes.
Section 6. If any section, subsection, sentence, clause, or phrase of this
ordinance, or its application to a particular set of persons or circumstances, is
declared invalid or adjudged unconstitutional by a court of competent jurisdiction,
it does not affect the remaining portions of this ordinance, as the various portions
and provisions of this ordinance are severable. The City Council of the City of
Anna, Texas, declares that it would have passed each and every part of this
ordinance notwithstanding the omission of any part that is declared invalid or
unconstitutional.
PASSED, APPROVED, AND ADOPTED on first and final reading on January
26, 2010.
ATTEST:
APPROV D:
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4NaaAWilkiisovn,- City Secretary Qarren 0. Uqske , Mayor
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Ord. 483-2010 Ord. Calling Joint Election.doc Page 2 of 2 01-26-2010
1►I � � I I 1
Joint General Election
Contract for Election Services
City of Anna/Anna ID
May 8,2010
Joint General Election
Table of Contents
I ......................................................Duties and Services of Contracting Officer
II................................................Duties and Services of City and School District
III.................................................................................... Cost of Election
IV ......................................................................... Joint Election Agreement
V ................................................................................. General Provisions
Exhibits
Exhibit A ....................................................Early Voting Schedule and Locations
Exhibit B ........................................................... Election Day Polling Locations
Exhibit C ............................................................................. Cost of Services
Exhibit D .................................................................. Joint Election Agreement
May 8, 2010 Joint General Election — City of Anna & AND
01/25/10 — Page 2
ON241
COUNTY OF COLLIN §
CITY - SCHOOL ANNA ELECTION SERVICES
BY THE TERMS OF THIS CONTRACT made and entered into by and
between the CITY OF ANNA, hereinafter referred to as the "CITY," and the BOARD OF
TRUSTEES OF THE ANNA INDEPENDENT SCHOOL DISTRICT, hereinafter
referred to as the "SCHOOL DISTRICT," and SHARON ROWE, Elections
Administrator of Collin County, Texas, hereinafter referred to as "Contracting Officer,"
pursuant to the authority in Subchapter D, Section 31.092, of Chapter 31, of the Texas
Election Code, agree to the following particulars in regard to coordination, supervision
and running of -the City and School District's May 8, 2010 Joint General Election and a
City Runoff Election, if necessary, on June 12, 2010. An additional cost estimate, early
voting calendar, and Election Day polling place schedule will be prepared should a
Runoff Election be necessary.
THIS AGREEMENT is entered into in consideration of the mutual covenants
and promises hereinafter set out. IT IS AGREED AS FOLLOWS:
I. DUTIES AND SERVICES OF CONTRACTING OFFICER. The Contracting
Officer shall be responsible for performing the following duties and shall furnish the
following services and equipment:
A. The Contracting Officer shall arrange for appointment, notification
(including writ of election), training and compensation of all presiding judges, alternate
judges, the judge of the Central Counting Station and judge of the Early Voting Balloting
Board.
a. The Contracting Officer shall be responsible for notification of
each Election Day and Early Voting presiding judge and alternate judge of
his or her appointment. The recommendations of the City and the School
District will be the accepted guidelines for the number of clerks secured to
work in each polling place. The presiding election judge of each polling
place, however, will use his/her discretion to determine when additional
manpower is needed during peak voting hours. The Contracting Officer
May 8, 2010 Joint General Election — City of Anna & AISD
01/25/10 —Page 3
will determine the number of clerks to work in the Central Counting
Station and the number of clerks to work on the balloting board.
Election judges shall be secured by the Contracting Officer with the
approval of the City and the School District.
b. Election judges shall attend the Contracting Officer's school of
instruction (Elections Seminar) to be held Wednesday, May 5, 2010, at the
Collin County 380 Courts Bldg., Central Jury Room, 1800 N. Graves St.,
McKinney, TX at 2:00 PM.
C. Election judges shall be responsible for picking up from and
returning election supplies to the county election warehouse located at
2010 Redbud Blvd., Suite 102, McKinney. Compensation for this pickup
and delivery of supplies will be $25.00.
d. The Contracting Officer shall compensate each election judge and
worker. Each judge shall receive $12.00 per hour for services rendered.
Each alternate judge and clerk shall receive $ 10.00 per hour for services
rendered. Overtime will be paid to each person working over 40 hours per
week.
B. The Contracting Officer shall procure, prepare, and distribute voting
machines, election kits and election supplies.
a. The Contracting Officer shall secure election kits which
include the legal documentation required to hold an election and all
supplies including locks, pens, magic markers, etc.
b. The Contracting Officer shall secure all tables, chairs, and legal
documentation required to run the Central Counting Station.
C. The Contracting Officer shall provide all lists of registered voters
required for use on Election Day and for the early voting period required
by law. The Election Day list of registered voters shall be arranged in
May 8, 2010 Joint General Election — City of Anna & AND
01/25/10 — Page 4
alphabetical order by polling place, in lieu of alphabetic by each precinct
in each polling place.
d. The Contracting Officer shall procure and arrange for the
distribution of all election equipment and supplies required to hold an
election.
1. Equipment includes the rental of voting machines, ADA
compliance headphones and keypads (I per site), transfer cases,
voting signs and tote boxes.
2. Supplies include smart cards, sample ballots, early
voting mail ballots, pens, tape, markers, etc.
C. The Contracting Officer, Sharon Rowe, shall be appointed the Early
Voting Clerk by the City and the School District.
a. The Contracting Officer shall supervise and conduct Early Voting
by mail and in person and shall secure personnel to serve as Early Voting
Deputies.
b. Early Voting by personal appearance for the City and School
District's May 8, 2010, Joint General Election shall be conducted during
the time period and at the locations listed in Exhibit "A", attached and
incorporated by reference into this contract.
C. All applications for an Early Voting mail ballot shall be received
and processed by the Collin County Elections Administration Office,
2010 Redbud Blvd., Suite 102, McKinney, Texas 75069.
1. Application for mail ballots erroneously mailed to the City
or School District shall immediately be faxed to the Contracting
Officer for timely processing. The original application shall then
be forwarded to the Contracting Officer for proper retention.
May 8,2010 Joint General Election — City of Anna & AISD
0 1/25/10 — Page 5
2. All Federal Post Card Applicants (FPCA) will be sent a
mail ballot. No postage is required.
d. All Early Voting ballots (those cast by mail and those cast by
personal appearance) shall be prepared for count by the Early Voting
Ballot Board in accordance with Section 87.000 of the Texas Election
Code. The presiding judge of this Board shall be appointed by the
Contracting Officer.
D. The Contracting Officer shall arrange for the use of all Election Day
polling places. The City and School District shall assume the responsibility of remitting
the cost of all employee services required to provide access, provide security or provide
custodial services for the polling locations. The Election Day polling locations are listed
in Exhibit "B", attached and incorporated by reference into this contract.
E. The Contracting Officer shall be responsible for establishing and operating
the Central Counting Station to receive and tabulate the voted ballots in accordance with
Section 127.001 of the Election Code and of this agreement. Counting Station Manager
and Central Count Judge shall be Sharon Rowe. The Tabulation Supervisor shall be Patty
Seals.
a. The tabulation supervisor shall prepare, test and run the county's
tabulation system in accordance with statutory requirements and county
policies, under the auspices of the Contracting Officer.
b. The Public Logic and Accuracy Test of the electronic voting
system shall be conducted.
C. Election night reports will be available to the City and School
District at the Central Counting Station on election night. Provisional
ballots will be tabulated after election night in accordance with law.
d. The Contracting Officer shall prepare the unofficial canvass report
after all precincts have been counted, and will provide a copy of the
unofficial canvass to the City and School District as soon as possible after
all returns have been tallied.
May 8, 2010 Joint General Election — City of Anna & AISD
01/25/10 —Page 6
e. The Contracting Officer shall be appointed the custodian of the
voted ballots and shall retain all election material for a period of 22
months.
1. Pending no litigation and as prescribed by law, the voted
ballots shall be shredded 22 months after the election.
2. The City and School District can obtain the list of
registered voters from the Elections Administration Office after
this retention period. Pending no litigation and if the City or
School District does not request the lists, the Contracting Officer
shall destroy them.
f. The Contracting Officer shall conduct a manual count as
prescribed by Section 127.201 of the Texas Election Code and
submit a written report to the City and School District in a timely
manner. The Secretary of State may waive this requirement. If
applicable, a written report shall be submitted to the Secretary of
State as required by Section 127.201(E) of the aforementioned
code.
F. The Contracting Officer is in compliance with HB 2524.
H. DUTIES AND SERVICES OF THE CITY AND SCHOOL DISTRICT. The
City and School District shall assume the following responsibilities:
A. The City and School District shall prepare the election orders, resolutions,
notices, justice department submissions, official canvass and other pertinent documents
for adoption by the appropriate office or body. The City and School District assumes the
responsibility of posting all notices and likewise promoting the schedules for Early
Voting and Election Day.
B. The City and School District shall provide the Contracting Officer with an
updated map and street index of their jurisdiction in an electronic or printed format as
soon as possible but no later than Friday, March 19, 2010.
May 8,2010 Joint General Election —City of Anna& AISD
0 1/25/10 —Page 7
C. The City and School District shall procure and provide the Contracting
Officer with the ballot layout and Spanish interpretation in an electronic format.
a. The City and School District shall deliver to the Contracting
Officer as soon as possible, but no later than Tuesday, March 9, 2010, the
official wording for the City and School Districfs May 8, 2010, Joint
General Election.
b. The City and School District shall approve the "blue line" ballot
format prior to the final printing.
D. The City and School District shall post the publication of election notice
by the proper methods with the proper media.
E. The City and School District shall prepare and submit to the U. S.
Department of Justice under the Federal Voting Rights Act of 1965, any required
submissions on voting changes.
F. The City and School District shall compensate the Contracting Officer for
any additional verified cost incurred in the process of running this election or for a
manual count this election may require, consistent with charges and hourly rates shown
on Exhibit "C" for required services.
G. The City and School District shall pay the Contracting Officer 90% of the
estimated cost to run the said election prior to Friday, April 2, 2010. The Contracting
Officer shall place the funds in a "contract fund" as prescribed by Section 3 1. 100 of the
Texas Election Code. The Deposit should be delivered within the mandatory time frame
to:
Collin County Treasury
Attn: Pam Dugger
2300 Bloomdale Rd. #3138
McKinney, Texas 75071
H. The City and School District shall pay the cost of conducting said election,
less partial payment, including the 10% administrative fee, pursuant to the Texas Election
Code, Section 31.100, within 30 days from the date of final billing.
May 8, 2010 Joint General Election — City of Anna & AISD
01/25/10 —Page 8
III. COST OF SERVICES. See Exhibit "C."
IV. JOINT ELECTION AGREEMENT. See Exhibit "D".
V. GENERAL PROVISIONS.
A. Nothing contained in this contract shall authorize or permit a change in the
officer with whom or the place at which any document or record relating to the City and
School District's May 8, 2010, Joint General Election is to be filed or the place at which
any function is to be carried out, or any nontransferable functions specified under Section
31.096 of the Texas Election Code.
B. Upon request, the Contracting Officer will provide copies of all invoices
and other charges received in the process of running said election for the City and School
District.
C . If the City and/or School District cancel their election pursuant to Section
2.053 of the Texas Election Code, the Contracting Officer shall be paid a contract
preparation fee of $75. An entity canceling an election will not be liable for any further
costs incurred by the Contracting Officer in conducting the May 8, 2010, Joint General
Election. All actual shared cost incurred in the conduct of the election will be divided by
the actual number of entities contracting with the Contracting Officer and holding a May
8, 2010, Joint General Election.
D. The Contracting Officer shall file copies of this contract with the County
Judge and the County Auditor of Collin County, Texas.
May 8, 2010 Joint General Election — City of Anna & AISD
0 1/25/10 — Page 9
Sharon Rowe
Elections Administrator
Collin County, Texas
WITNESS BY MY HAND THIS THE 'DAY OF,;rtvt it v 2010.
1Z tin Mayor
.y of Anna
2� 2� 1 11 !1! 1115 il`il !1! 11 1 1111 �
By:
Larry Johnson, Superintendent
Anna Independent School District
Attest,
Nat%Wilkison, City Secretary
0
of Anna
Attest:
Dirk Callison, Assistant Superintendent
Anna Independent School District
May 8, 2010 Joint General Election — City of Anna & AISD
0 1/25/10 —Page 10
Exhibit "A"
MAY 89 20109 JOINT GENERAL ELECTION
City of Anna & Anna 1SD*
Early Voting Locations and Hours
Polling Place
Address
city
Collin County Election Office
2010 Redbud Blvd., # 102
McKinney
(MainEarly Voting Location)
Anna City Hall Annex
I I I N. Powell Par ay
Anna
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
April 25
April 26
April 27
April 28
April 29
April 30
May I
Sam — 5 m
8am — 5pm
8am — 5pm
8am - 7pm
8am - 5pm
8am - 5pm
May 2
May 3
May 4
May 5
May 6
May 7
May 8
lam — 7pm
lam —7 m
7am-7 m
Election Day
City and School District voters may vote at any of the additional Early Voting locations
open under fall contract services with the Collin County Elections Administration.
May 8, 2010 Joint General Election — City of Anna & AISD
01/25/10— Page 11
Exhibit "B"
MAY 89 2010
JOINT GENERAL ELECTION
Election Day Polling Locations — City of Anna & AID
Precincts
Location
Address
city
16, 17, 18, 93, 150, 172
Anna City Fall Annex
1
1 N. Powell Parkway
Anna
May 8, 2010 Joint General Election — City of Anna & AND
01/25/10 — Page 12
Exhibit "D"
JOINT ELECTION AGREEMENT
between
The City Council of the City of Anna, Texas (the City) and the Board of Trustees of the Anna
Independent School District (the School), and the Board of Trustees of Collin County Community
College District (the College).
BY THE TERMS OF THIS AGREEMENT, the City, the School, and the College do hereby agree,
pursuant to the provisions of the Texas Election Code, to hold a joint election of the General Election of the
City and General Election of the School and the College to be held on Saturday, May 8, 2010. All entities
have contracted with the Collin County Elections Administrator (Election Administrator) to perform various
duties and responsibilities on behalf of the three entities.
The three entities shall share equally in the expense of the polling locations, election officials, supplies,
ballots and other and all necessary expenses for the election upon receipt of satisfactory billing and invoices
reflecting the total of such election.
An entity canceling an election pursuant to Section 2.053 of the Texas Election Code will not be liable for
costs incurred by the Elections Administrator in conducting the May 8, 2010, Joint General Election; they
will be liable only for the contract preparation fee of $75.00.
APPROVED BY THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS in its meeting held the
AO day of 2010 and executed by its authorized representative.
BY: Attest: 4
0'=�MA' t�yv Np&a W_ ilkison, City Secretary
APPROVED ON BEHALF OF THE ANNA INDEPENDENT SCHOOL DISTRICT in its meeting
held the. day of , 2010, and executed by its authorized representative.
By:
Larry Johnson, Superintendent
Attest:
Dirk Callison, Asst. Superintendent
APPROVED BY THE BOARD OF TRUSTEES OF COLLIN COUNTY COMMUNITY COLLEGE
DISTRICT in its meeting held the _ day of 2010, and executed by its authorized
representative.
By: Attest:
Dr. Cary Israel, President Brenda Kibl, Asst. Vice President of Strategic
Initiatives
May 8, 2010 Joint General Election — City of Anna & AISD
01/25/10 —Page 13
A 9 4 614161-3 &1 M*] :40 41513 If&*] 1777MI
May 8, 2010
Exhibit "C"
Number of Early Voting Locations I
Number of Election Day Locations 1
Units
Cost Anna
Units
Sample Ballots $0.0870 each
300
$26.10
500
Early Voting Mail Ballots $1.20 each
10
$12.00
20
Precinct Ballot Setup $10.00 each
1
$10.00
1
Precinct Ballots $0.1670 each
200
$33.40
300
Early voting and election day kits $25.00 each
0
$0.00
2
Central Counting kit and supplies $50.00 each
0
$0.00
1
County Precinct Maps $12.00 each
0
$0.00
2
Printer Labels for EV $18.60 each
0
$0.00
2
Total
$81.50
Number of Entities Sharing Costs
1
SubTotal
$81.50
Grand Total $177.77
EQUIPMENT RENTAL COST
Number of Early Voting Locations 1
Number of Election Day Locations I
Cost Anna/AISD/CCCC
$43.50
$24.00
$10.00
$50.10
$50.00
$50.00
$24.00
$37.20
a
Units
Cost Anna
Units
Cost Anna/AISDICCCC
Voting Machines
$200.00 each
0
$0.00
4
$800.00
Machine Drayage
$40.74 each
0
$0.00
4
$162.96
Transfer Cases
$5.00 each
0
$0.00
2
$10.00
Metal Signs
$1.00 each
0
$0.00
4
$4.00
Wood Signs
$2.00 each
0
$0.00
2
$4.00
Large Early Voting Signs
$5.00 each
0
$0.00
1
$5.00
Early Voting Cabinet
$50.00 each
0
$0.00
1
$50.00
Tote Box
$1.00 each
0
$0.00
1
$1.00
Early Voting Computer
$300.00 each
0
$0.00
1
$300.00
Total
$0.00
$1,336.96
Number of Entities Sharing Costs
1
3
SubTotal
$0.00
$445.65
Grand Total $445.65
EARLY VOTING
Number of Early Voting Locations
Workers each location
Mailed Ballot Kits
$1.00 each
Postage for Ballots
$0.58 each
Assemble EV Location
$60.00 each
Total Judge Hours
$12.00 hour
Overtime Judge Hours
$18.00 hour
Total Alt. Judge & Clerk Hours
$10.00 hour
Overtime Aft. Judge & Clerk Hours
$15.00 hour
Pickup & Delivery of Supplies
$25.00 each
Total
Number of Entities Sharing Costs
SubTotal
Grand Total
$1,133.34
ELECTION DAY
Number of Election Day Locations
Workers each location
Total Judge Hours
$12.00 each
Total Alt. Judge & Clerk Hours
$10.00 each
Pickup & Delivery of Supplies
$25.00 each
Total
Number of Entities Sharing Costs
SubTotal
Grand Total
$157.67
ADMINISTRATIVE EXPENSES
Number of Early Voting Locations
Number of Election Day Locations
Manual Recount Deposit
$60.00 each
Process Pollworker Checks
$1.510 each
Process Election Judge Notices
$I ZO each
Total
Number of Entities Sharing
Costs
SubTotal
Grand Total
$64.00
1
3
Units
Cost Anna
Units
Cost Anna/AISD/CCCC
10
$10.00
20
$20.00
3
$1.74
10
$5.80
0
$0.00
1
$50.00
0
$0.00
66
$792.00
0
$0.00
24
$432.00
0
$0.00
132
$1,320.00
0
$0.00
B$OOO
48
$720.00
0
1
$25,00
$11.74
$3,364.60
1
3
$11.74 $1,121.60
1
3
Units Cost Anna Units Cost Anna/AISDICCCC
0 $0.00 14 $168.00
0 $0.00 28 $280.00
0 $020 1 $25.00
$0.00 $473.00
1 3
$0.00 $157.67
jUnits Cost Anna Units Cost Anna1AlSD/CCCC
1 $60.00 0 $0.00
0 $0.00 4 $6m
0 $om 4 $6.00
$60.00 $12.00
1 3
$60.00 $4.00
TABULATION
Tabulation Network $4,000.00
Programming $2,050.00
Notice of Inspection/Tabulation Test $1,750.00
Total $7,800.00
Number of Entities 30
Total Per Entity $260.00
Early Voting Ballot Board
$1,500.00
Cost for Central Count Workers
$2,000.00
FICA on Election Workers
$2,000.00
Assemble EV Location
$50.00
Early Voting Machines in McKinney (8)
$1,200.00
Early Voting Computer in McKinney
$300.00
Early Voting Personnel in McKinney
$4,200.00
Printer Labels for Early Voting in McKinney
$150.00
Ballot Style Setup Fee & Delivery
$250.00
County Overtime and Temporaries
$25,000.00
FICA & Retirement for County Employees
$2,000.00
Total $38,650.00
Number of Entities 20
Total Per Entity $1,932.50
Total for Tabulation & Centralized Costs $2,192.60
i 1111[1• �
SUPPLY COST
EQUIPMENT RENTAL COST
EARLY VOTING
ELECTION DAY
ADMINISTRATIVE EXPENSES
TABULATION/CENTRALIZED COSTS
Total
10% Administrative Fee
Total
$177.77
$445.65
$1,133.34
$157.67
$64.00
$2,192.50
$4,170.93
$417.09
I
90% Deposit Due by 412/10 $4,129.22