HomeMy WebLinkAboutOrd 650-2014 Ordering a Joint Election with Anna ISD and General Election to be Held on May 10, 2014CITY OF ANNA, TEXAS
AN ORDINANCE OF THE CITY OF ANNA, TEXAS, ORDERING A MAY 10,
2014 JOINT GENERAL ELECTION WITH ANNA ISD; ORDERING A MAY 10,
2014 GENERAL ELECTION TO ELECT (2)TWO 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.
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Section 1. In accordance with Texas Election Code § 3.004, this ordinance
constitutes the City Council's ordering of: (1) a May 14, 2014 Joint General
Election with Anna ISD; (2) ordering a May 10, 2014 General Election to elect (2)
City Council positions 3 and 5, 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 10, 2014, the polling place will be open from 7 a.m. to 7
p.m. The polling place on Election Day is:
Anna City Hall Administration Building
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 28, 2014
8:00 a.m. to 5:00 p.m.
Tuesday
April 29, 2014
8:00 a.m. to 5:00 p.m.
Wednesday
April 30, 2014
8:00 a.m. to 5:00 p.m.
Thursday
May 1, 2014
8:00 a.m. to 5:00 p.m.
Friday
May 2, 2014
8:00 a.m. to 5:00 p.m.
Saturday
May 3, 2014
8:00 a.m. to 5:00 p.m.
Monday
May 5, 2014
7:00 a.m. to 7:00 p.m.
Tuesday
May 6, 2014
7:00 a.m. to 7:00 p.m.
Section 4. Sharon Rowe is designated as the early voting clerk. Qualified
voters may mail applications for a voting mail -in ballot only from March 11, 2014
until the close of business on May 1, 2014. Requests for applications must be
mailed to:
Sharon Rowe
Elections Administrator
2010 Redbud Blvd., Ste 102
McKinney, Texas 75069
Ord. 650 -Item 8 - 2014 Ord. Calling Joint Election Pagel of 2 02-11-14
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 10, 2014 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 February
11, 2014.
ATTEST:
)1AA
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Na a ilkisondB¢, City Secretary
APPROVED.
i
Mike Crist, Mwor
Ord. 650 -Item 8 - 2014 Ord. Calling Joint Election Page 2 of 2 02-11-14
It
May 'I 2014
Joint • • • 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................................................................................General Provisions
Exhibits
Exhibit A....................................................Early Voting Schedule and Locations
Exhibit B.................................................................Election Day Vote Centers
Exhibit C.............................................................................Cost of Services
May 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 — Page 2
COUNTYOF COLLIN
CITY — SCHOOL
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 10, 2014 Joint General Election and a
City Runoff Election, if necessary, on June 21, 2014. 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 Ballot
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 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 — Page 3
will determine the number of clerks to work in the Central Counting
Station and the number of clerks to work on the Ballot 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); calendar will be provided.
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.
May 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 — Page 4
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 (1 per site), transfer cases,
voting signs and election supply cabinets.
2. Supplies include smart cards, sample ballots, forms, maps,
labels, 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 10, 2014, Joint General Election shall be conducted during
the time period and at the locations listed in Exhibit 'W', 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.
2. All Federal Post Card Applicants (FPGA) will be sent a
mail ballot. No postage is required.
May 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 — Page 5
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
locations. Vote Centers will be utilized in this election. Voters may also vote at any
additional Vote Center open under a full service contract at no additional cost to the
jurisdiction. 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 Vote Centers 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.
G. 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 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 — 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 6 months.
Pending no litigation and as prescribed by law, the voted
ballots shall be shredded 6 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. 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.
II. 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 (shape file preferred) or
printed format as soon as possible but no later than Friday, Feb. 28, 2014.
C. The City and School District shall procure and provide the Contracting
Officer with the ballot layout and Spanish interpretation in an electronic format.
May 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 — Page 7
a. The City and School District shall deliver to the Contracting
Officer as soon as possible, but no later than noon Monday, March 3,
2014, (unless the filing period is extended under statute) the official
wording for the City and School District's May 10, 2014, 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; as applicable under current law.
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 18, 2014. 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 flame
to:
Collin County Treasury
2300 Bloomdale Rd. #3138
McKinney, Texas 75071
Made payable to: "Collin County Treasury" with the note "for election services"
included with check documentation.
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 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 — Page 8
III. COST OF SERVICES. See Exhibit "C."
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 10, 2014, 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 10, 2014, Joint General
Election. (Centralized costs incurred in the conduct of the election will be based on the
proportionate share of registered voters in each jurisdiction contracting with the
Contracting Officer and holding a May 10, 2014, 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 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 —Page 9
WITNESS BY MY HAND THIS THE DAY OF 2014.
Sharon Rowe
Elections Administrator
Collin County, Texas
WITNESS BY MY HAND THIS THF DAY OF of 2014.
By: Attest:
Mike Crist, Mayor Nat a fon, City S
City of Anna Ci of
WITNESS BY MY HAND THIS THE
Larry Johnson, Superintendent
Anna Independent School District
DAY OF 2014.
Attest:
Sherri Groves, Executive Secretary
Anna Independent School District
May 10, 2014 Joint General Election — City of Anna and AND
02/07/14 — Page 10
Exhibit "A"
JOINT[WAY 109 20149
City of Anna & Anna
Early Voting Locations and Fours
Polling Place
Address
city
Collin County Election Office
(Main Early Voting Location)
2010 Redbud Blvd., #102
McKinney
Anna City Hall
111 N. Powell Parkway
Anna
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
April 27
April 28
April 29
April 30
May I
May 2
May 3
Sam — 5 m
8am — 5 m
Sam — S m
Sam - 5 m
Sam - S m
Sam - S m
May 4
May S
May 6
May 7
May 8
May 9
May 10
lam — 7pm
lam — 7 m
lam — 7 m
Election Da
* City and School District voters may vote at any of the additional Early Voting locations
open under full contract services with the Collin County Elections Administration.
May 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 —Page 11
Exhibit `B"
IY 109 2014
JOIWT GEVEMILO
Election Day Polling Locations —City of Anna & AISDX
Precincts
Location
Address
city
"VOTE CENTERS"
Anna City Hall
111 N. Powell Parkway
Anna
* City and School District voters may vote at any of the additional Election Day Vote
Centers open under full contract services with the Collin County Elections
Administration.
May 10, 2014 Joint General Election — City of Anna and AISD
02/07/14 —Page 12
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