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HomeMy WebLinkAboutR-1224-2-94RESOLUTION NO. 1224-2-94(R) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, AUTHORIZING THE MAYOR OF THE CITY OF ALLEN TO EXECUTE A CONTRACT WITH THE ELECTIONS ADMINISTRATOR, COLLIN COUNTY, TEXAS PURSUANT TO THE AUTHORITY OF SECTION 31.091 OF THE TEXAS ELECTION CODE TO PROVIDE ELECTION SERVICES IN REGARD TO THE COORDINATION, SUPERVISION, AND RUNNING OF THE MAY 7, 1994 JOINT GENERAL ELECTION. WHEREAS, the Allen City Council and the Allen Independent School District Board of Directors at a joint meeting on November 29, 1993 authorized procedural changes to include contracting with the election administrator of Collin County to provide election services for the May Joint General Election; and, WHEREAS, the Allen City Council has ordered the City of Allen Joint General Election for May 7, 1994; WHEREAS, in order to provide a more expeditious, convenient, and enhanced service to the citizens during future General Elections, a centralized voting location and services shall be provided; and, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS THAT: The Mayor of the City of Allen is hereby authorized to execute a contract for election services with the Elections Administrator of Collin County, Texas in the coordination, supervision and running of the May 7, 1994 Joint General Election. DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, ON THIS THE 17TH DAY OF -FEBRUARY-, 1994. APPROVED: foe Farmer, MAYOR ATTEST: J Mor son, CMC, CITY SECRETARY M THE STATE OF TEXAS COUNTY OF COLLIN 1T CITY -SCHOOL ALLEN CONTRACT FOR ELECTION SERVICES BY THE TERMS OF THIS CONTRACT made and entered into this the day of February 1994, by and between the City of Allen, herein after referred to as the "City District" and the Board of Trustees of the Allen Independent School District, hereinafter referred to as the "School District," and Donna Strub, the Elections Administrator of Collin County, Texas, hereinafter referred to as "Contracting Officer," pursuant to the authority of Section 31.091, of the Texas Election Code, agree to the following particulars in regard to coordination, supervision and running of the City and School Districts' May 7, 1994 Joint General Election. A copy of the joint election agreement is Exhibit A which is attached and incorporated by references into this agreement. THIS CONTRACT 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 the following notification: 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 the notification to each election day and early voting presiding and alternate judge of his or her appointment and for determining the number of election day clerks, the number of workers to work in the Central Counting Station and the number of clerks to work on the Balloting Board. 1. Election judges shall be secured by the Contractii Officer with the approval of the City and School District... b. Election judges shall attend the Contracting Officer's School of Instruction (Elections Seminar) to be held Thursday, May 5, 1994, in the Mc Kinney Courthouse at 7:00 P.M. C. Election judges shall be responsible for picking up election supplies prior to the Elections Seminar and returning election supplies to the Collin County Warehouse after the polls close on election night. Compensation will be assessed at $25.00 per precinct. d. The Contracting Officer shall compensate each election judge and worker. Each judge and worker shall receive $5.00 per hour (not to exceed 15 hours) for services rendered. The election judge shall receive an additional $25.00 for picking up election supplies at the School of Instruction and delivering election supplies to Collin County facilities after the polls close on election night. B. The Contracting Officer shall procure, prepare, and distribute ballots, frames (ballot pages), 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. The kit contains sixteen combination forms which accommodate 25 voters per form. Any additional combination form required will be $.25 each. b. The Contracting Officer shall secure all tables, chairs, duplication ballots, and legal documentation required to run the Central Counting Station. 2 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. 1 . The election day list of registered voters shall be arranged in alphabetical order by polling place, in lieu of alphabetic by precinct in each polling place, unless the Districts jointly request an alternate plan. d. The Contracting Officer shall procure and arrange for the dissemination of all election equipment and supplies required to hold an election. 1 . Equipment includes the rental of voting machines, ballot boxes, transfer cases, voting signs, directional poles and tote boxes. 2. Supplies include punch card ballots, sample ballots early voting mail ballots, demonstrator ballots, pens, tape, markers, etc. C. The Contracting Officer/Collin County Elections Administrator, Donna Strub, shall be appointed the Early Voting Clerk by the City and School Districts. 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 for the City and School Districts' May 7, 1994 Joint General Election shall be conducted on weekdays beginning Monday, April 18, 1994, and continuing through Tuesday, May 3, 1994, between the hours of 8:00 A.M. and 5:00 P.M. On Thursday, April 28, 1994, it shall be conducted between the hours of 8:00 A.M. and 7:00 P.M. It shall also be 3 conducted on Saturday, April 30, 1994, between the hours of 10:00 A.M. and 4:00 P.M. C. All personal appearance voting shall be conducted at the following locations: Collin County Elections Administration Office Main Early Voting Location 314 South Chestnut, Suite 110 Mc Kinney, Texas 75069 Allen City Library 2 Civic Plaza Allen, Texas 75002 d. All applications for Early Voting mail ballots shall be received and processed by the Collin County Elections Administration Office. 1. Application for mail ballots erroneously mailed to the City and School Districts 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 (FPCA) will be sent a mail ballot. No postage is required. e. 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 Jackie Cosper. 1. The Board shall meet for preparation of the early voting ballots on Friday, May 6, 1994, at 9:00 A.M. E They shall recess and reconvene to process mail ballots received on Saturday, May 7, 1994, at 3:00 P.M. if applicable. D. 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 127.000 of the Texas Election Code and this agreement. Counting Station Manager shall be Donna Strub. Precinct Judge shall be David Ritchey. Tabulation Supervisor shall be Caren Skipworth. Assistant Supervisor shall be Michael Branch. a. The tabulation supervisor shall prepare, test, and run the County's tabulation system in accordance with statutory requirements, County policies, and under the auspices of the Contracting Officer. b. The Public Logic and Accuracy Test of the electronic voting system shall be conducted on Wednesday, May 4, 1994, at 2:00 P.M. by the Contracting Officer. C. The Manager of the Central Count Station will arrange for timely accumulative election night reports to be transmitted to the City and School Districts as precincts are tabulated election night. d. The Contracting Officer shall prepare the unofficial canvass report after all precincts have been counted, and shall provide a copy of the unofficial canvass to the City and School Districts as soon as possible after all returns have been tallied. e. The Contracting Officer shall be appointed the custodian of the voted ballots and shall retain all election material for a period of 60 days, pending assurance that no litigation requires longer retention. 5 1. Pending assurance that no litigation and as prescribed by law, the voted and unvoted ballots shall be shredded 60 days after the election. 2. The list of registered voters can be obtained by the City and School Districts from the Elections Administration Office after this 60 day retention period. Pending no litigation the list shall be destroyed 90 days after the election if the City and School Districts do not secure them in this time frame. f. The Contracting Officer shall conduct a manual count in three precincts as prescribed by Section 127.201 of the Texas Election Code and submit a written report to the City and School Districts in a timely manner, unless the Secretary of State waives this requirement. 1. If applicable, a written request shall be submitted to the Secretary of State requesting exclusion of Section 127.201 regarding manual recount. G. The reasonable and necessary expense of holding said joint election will be shared by three entities (City of Allen, Allen Independent School District and Collin County Community College) entering into the joint agreement and the proportionate share of expenses shall be reimbursed to the Contracting Officer by these entities upon receipt of satisfactory billing and invoices reflecting the total of such expenses. II. RESPONSIBILITIES OF THE CITY AND SCHOOL DISTRICTS. The City and School Districts shall assume the following responsibilities: A. The City and School Districts shall prepare the election orders, resolutions, notices, official canvass and other pertinent documents for adoption by the appropriate office or body. 6 1. The Notice of the Public Logic and Accuracy Test of the electronic voting system and all press releases shall be the exception to this responsibility and shall be executed by the Contracting Officer. 2. The Contracting Officer shall prepare a certification of tabulation and a "canvass report" that will assist the City and School Districts with the official canvass. , B. The City and School Districts shall deliver to the Contracting Officer as soon as possible, but no later than March 28, 1994, the official wording for the City and School Districts' May 7, 1994 Joint General Election. I' 1. The City and School Districts shall approve, the "blue line" ballot format prior to the final printing. I C. The City and School Districts shall post the publication of election notice by the proper methods with the proper media. D. The City and School Districts shall prepare and submit to the U. S. Department of Justice under the Federal Voting Rights Act of 1965, the required submissions on voting changes. 11 i► E. The City and School Districts shall post notice of candidate ballot position drawing, and conduct the candidate drawing. F. The City and School Districts shall compensate tkIe Contracting Officer for any additional cost incurred in the process of running this election or for a recount this election may require, in accordance with Title 13, Recounts of the Texas Election Code. G. The City and School Districts shall pay the Contracting Officer half the estimated cost to run the said election prior to March 15, 1994, to be placed in the "contract fund" as prescribed N by Section 31.098 of the Texas Election Code. This fund will justify the purchase orders required to obtain the needed supplies to start Early Voting on April 18, 1994. H. The City and School Districts shall pay the cost of conducting said election, less partial payment, including the 5% administrative fee, pursuant to the Texas Election Code, Section 31.100, within 30 days from the date of final billing. III. COST OF SERVICES. The estimated cost of holding the said election shall be as set forth in Exhibit "B" attached hereto and made a part hereof as if fully set forth herein. W. 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 Districts' May 7, 1994 V 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. 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 Districts. C. The Contracting Officer shall file copies of this contract with the County Judge and the County Auditor of Collin County, Texas. N. J WITNESS BY MY HAND THIS THE DAY OF [:L�Z1994. Glenn Andrew President, Allen ISD Board of Trustees Allen, Texas WITNESS BY MY HAND THIS THE / % t-LDAY 994. Joe Farmer Mayor, City of Allen Allen, Texas WITNESS BY MY HAND THIS THE DAY OF At� cko,n1994. Donna Strub Elections Administrator Collin County, Texas M EXHIBIT "A" JOINT ELECTION AGREEMENT between The City Council of the City of Allen (The City) and the Board of Trustees, of the Allen Independent School District (The School) and the 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 for the General Election to be held on Saturday, May 7, 1994. All entities have contracted with the Collin County Elections Administrator (Elections Administra- tor) 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 any other and all necessary expenses for the election upon receipt of satisfactory billing and invoices reflecting the total of such election. ATTEST: "DYRRISON CITY SECRETARY ATTEST: IZZ ALLER SECRETARY ATTEST: MAR T REYNOL SECRETARY FEBRUARY 17, 1994 0 5 � � 94 -1f. - J E FARMER, MAYOR COUNCIL, CITY OF ALLEN I UARY 21, 1 4 Ll_�� GLENN ANDREW, PRESIDENT AISD, BOARD OF TRUSTEES FEBRUARY , 1994 (Iftm V( --- CAREY COX, CHAT MAN 1. CCCCD, BOARD OF TRUSTEES EXHIBIT B ESTIMATED COST OF THE ALLEN CITY AND SCHOOL DISTRICTS' MAY 7, 1994 JOINT GENERAL ELECTION SUPPLIES Punch Card Ballots $70.00 PER M for 5 350.00 Sample Ballots $ .35 ea. for 70 24.50 Early Voting Mail Ballots $ .40 ea. for 30 12.00 Demonstrator Ballots for 500 16.00 Frames (Ballot Pages) (3 page $6.00 ea.) for 10 60.00 Election Kits $25.00 ea. for 3 75.00 Central Counting Kit and supplies 50.00 Early Voting Kit $25.00 25.00 Canvassing Board Kit 25.00 Maps 3 ea. for $3.00 9.00 RENTAL OF EQUIPMENT Voting Machines $30.00 ea. for 10 300.00 Transfer Cases $5.00 ea. for 2 10.00 Ballot Boxes $5.00 ea. for 4 20.00 Supply Cart $1.00 ea. 1.00 Metal signs $1.00 ea. for 2 2.00 Wood signs $2.00 ea. for 4 8.00 Large Early Voting Signs $5.00 ea. for 2 10.00 Large Early Voting Cabinet $20.00 20.00 Demonstrator $5.00 ea. for 2 10.00 Directional Poles $ .50 ea. for 6 3.00 Tote Boxes $1.00 ea. for 2 2.00 EXHIBIT B, ALLEN CITY SCHOOL ELECTION PAGE 2 EARLY VOTING Ballot Kits Mailed to each voter $1.00 ea. for 30 30.00 Postage for each ballot mailed $.52 ea. for 30 15.60 One Early Voting Location (1 1 days 8 hours a day) = 88 Saturday voting (1 day 6 hours) = 1 Thursday voting (1 day 11 hours) =1 1 105 hours 105 hours for one worker = 2 workers a location = 210 workers at $5.00 an hour = 1050.00 Pick up and return supplies 50.00 Set up and disassemble Early Voting Stations two men for 4 hours at $5.00 40.00 ELECTION DAY One polling place x 6 workers 6 x 15 hours = 90 hours x $5.00 an hour 450.00 Pick up and return supplies $25.00 x 2 50.00 u EXTRA HELP 50 hours of temporary help to off set work required 50 x $5.75 287.50 Personnel required to conduct Manual Recount 10.00 NOTICES, POSTAGE AND ISSUANCE OF CHECKS 8 Checks (Envelopes, postage and check cost) $1.00 ea. 8.00 8 Judges and alternates- mailings $1.00 ea. 8.00 EXHIBIT B, ALLEN CITY SCHOOL ELECTION 3 Press Releases x 3 9.00 shared by 3 entities 3.00 TOTAL TO BE SHARED BY 3 ENTITIES $3034.60 TOTAL DIVIDED BY 3 ENTITIES = SEMINAR NIGHT Personnel to disseminate supplies -- Six workers to work 4 hours at $5.00 an hour 24 hours x 5.00 = 120.00 shared by 7 entities Seminar - Actual training session shared by 7 entities TABULATION Tabulation Network 1250.00 Programming 750:00 Additional entities 200 x 6 =1200.00 3200.00 shared by 7 entities Central Counting Station 32 workers x 5 hours 160 hours x 55.00 800.00 shared by 7 entities 32 Central Counting workers- mailings $1.00 ea. Notice of Tabulation Test 30.00 shared by 7 entities 1011.53 PAGE 3 120.00 150.00 3200.00 800.00 32.00 30.00 TOTAL TO BE SHARED BY 7 ENTITIES $4332.00 TOTAL DIVIDED BY 7 ENTITIES ` 618.86 TOTAL OF ALL SHARED ENTITIES SHARE OF TOTAL DIVIDED BY 3 ENTITIES 1011.53 7366.60 EXHIBIT B, ALLEN CITY SCHOOL ELECTION PAGE 4 SHARE OF TOTAL DIVIDED BY 7 ENTITIES 618.86 TOTAL PER ENTITY Administrative Cost = 05% _ 1630.39 81.51 GRAND TOTAL PER ENTITY $1711.90