R-2024-2-02RESOLUTION NO. 2024-2-02(R)
' A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ORDERING A JOINT ELECTION TO BE HELD ON MAY 4,
2002, FOR THE PURPOSE OF ELECTING THE MAYOR AND CITY
COUNCILMEMBERS FOR PLACE NOS. 2, 4, AND 6; DESIGNATING LOCATION
OF POLLING PLACE; ORDERING NOTICES OF ELECTION TO BE GIVEN AS
PRESCRIBED BY LAW IN CONNECTION WITH SUCH ELECTION.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
TEXAS, THAT:
SECTION 1. Municipal officer's election is hereby ordered for May 4, 2002, to be held jointly with the
Allen Independent School District and the Collin County Community College for the purpose of electing the
Mayor and members of the Allen City Council Place Nos. 2, 4, and 6. City Councilmembers for Place Nos. 4
and 6 shall be elected to hold office for a period of two years and the Mayor and City Councilmember for
Place No. 2 shall be elected to hold office for a period of three years.
SECTION 2. The polling place where qualified votes shall cast ballots at such location in the City of Allen
2002 regular municipal election is as follows:
County Election Precincts Pollin¢ Place
All City Precincts Allen City Hall
' 305 Century Parkway
Allen, Texas
Election polls shall be open from 7:00 a.m. until 7:00 p.m. on the date of the election.
SECTION 3. Early voting by personal appearance shall be available weekdays at the Collin County
SubCourthouse, Main Early Voting Place Location, 920 East Park, Suite 120, Plano, Texas 75074 and the
Allen City Hall, Allen Civic Plaza, 305 Century Parkway, Allen, Texas 75013 beginning on Wednesday,
April 17, 2002, through Tuesday, April 30, 2002, during the normal working hours of 8:00 a.m. until 5:00
p.m. with extended early voting hours on Thursday, April 25, from 8:00 a.m. to 7:00 p.m. and Saturday,
April 27, from 8:00 a.m. to 5:00 p.m. Applications for ballot by mail shall be received and processed by the
Collin County Elections Administrator, 920 East Park, Suite 120, Plano, Texas 75074. Applications for
ballots by mail must be received no late than the close of business on April 26, 2002.
SECTION 4. The City Secretary is hereby directed to cause notice of said election to be published at least
once, not earlier than the 30th day nor later than the 10th day, before election day as provided in Section
4.003(a) (1) of the Texas Election Code; and shall be posted on the bulletin board used for posting notices of
the City Council meetings not later than the 21st day before election day. A copy of the published notice that
contains the name of the newspaper and the date of publication shall be retained as a record of such notice,
and the person posting the notice shall make a record at the time of posting stating the date and place of
posting in accordance with Texas Election Code Section 4.005.
SECTION 5. The Collin County Election contract shall designate the election judges for this joint election.
' SECTION 6. In accordance with Section 123.001 of the Texas Election Code, the Punch Card Voting
System approved by the Secretary of State are hereby adopted for the election in May 4, 2002.
SECTION 7. The Mayor is hereby authorized to execute a Joint Election Contract for the conduct of a joint
election to be held May 4, 2002, and to approve any amendments thereto.
' SECTION 8. An Early Voting Ballot Board shall be created to process early voting results in accordance
with Section 87.007 of the Texas Election Code. The Early Voting Ballot Board shall be made up of
members appointed in the manner stated in the Election Contract and the Presiding Judge and Alternate
Presiding Judge of the Early Voting Board shall be the election officials listed in the Election Contract.
SECTION 9. The Joint Election Contract shall provide for the Election Administrator for the election, and
the Presiding Election Judges and an Alternate Presiding Election Judge appointed to serve at said polling
places shall be those election officials furnished by the Elections Administrator.
SECTION 10. In compliance with Section 271.006 of the Texas Election Code, the Elections Administrator,
will be appointed as Chief Deputy Early Voting Clerk. Other deputy early voting clerks will be appointed as
needed to process early voting mail and to conduct early voting by personal appearance at the branch
locations.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE7 TH DAY OF FEBRUARY, 2002.
APPROVED:
StepltenlTerrell, MAYOR
' ATTEST:
Iv -Judy Mor on, CMC/AAE, CITY SECRETARY
Resolution No. 2024-2-02(R), Page 2
May 4, 2002, Joint General Election
Contract for Election Services
City of Allen and Allen ISD
May 4, 2002, Joint Geneal Election—Allen City and ISD
01/11/02—Page 1
May 4, 2002
Joint General Election
Table of Contents
I,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,Duties and Services of Contracting Officer
11.............................................Duties and Services of the City and School District
III.....................................................................................Cost of Services
IV...........................................................................Joint Election Agreement
V....................................................................................General Provisions
Exhibits
Exhibit A ................................................... Early Voting Schedule and Locations
Exhibit B............................................................Election Day Polling Locations
ExhibitC.............................................................................Cost of Services
Exhibit D..................................................................Joint Election Agreement
May 4, 2002, Joint Genetal Election — Allen City and ISD
01/11/02 — Page 2
THE STATE OF TEXAS CONTRACT FOR
COUNTY OF COLLIN §
CITY - SCHOOL ALLEN ELECTION SERVICES
BY THE TERMS OF THIS CONTRACT made and entered into by and
between the CITY OF ALLEN, hereinafter referred to as the "CITY," and the BOARD
OF TRUSTEES OF THE ALLEN 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 31.091, 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 4, 2002, Joint General Election.
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 perfomJing the following duties and shall famish 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
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.
May 4, 2002, Joint General Election — Allen City and ISD
01/11/02 — Page 3
b. Election judges shall attend the Contracting Officer's school of
instruction (Elections Seminar) to be held Thursday, May 2, 2002, in the
City of Plano Council Chambers, at 6:00 P.M.
C. Election judges shall be responsible for picking up from and
returning election supplies to the county election's warehouse located in
Plano. 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 $10.00 per hour for services rendered.
Each alternate judge and clerk shall receive $8.00 per hour for services
rendered.
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.
b. The Contracting Officer shall secure all tables, chairs, duplication
ballots, 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
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 and demonstrator
machines, ballot boxes, transfer cases, voting signs, directional
poles and tote boxes.
May 4, 2002, Joint General nlmtion— Allen City and ISD
Oin t/02 — Page 4
2. Supplies include punch card ballots, sample ballots, early
voting mail ballots, demonstrator ballots, pens, tape, markets, etc.
C. The Contracting Officer, Sharon Rowe, shall be appointed the Chief
Deputy 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 4, 2002, 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,
920 E. Park Blvd., Suite 120, Plano, Texas 75074.
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 (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. The Board shall meet for preparation of the early
voting ballots on Wednesday, May 1, 2002, at 9:00 A.M. They will recess
and continue the preparation process and begin tabulation after the mail is
received on Saturday, May 4, 2002, at 2:00 P.M.
May 4, 2002, Joint Genal Election— Allen City and ISD
01/11/02 — Page 5
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 and paid as a contract expense.
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 on Thursday, May 2, 2002, at 2:00 P.M., by the
Contracting Officer.
Election night reports will be available to the City and School
District at the Central Counting Station on election night.
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.
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.
1. Pending no litigation and as prescribed by law, the voted
and unused ballots shall be shredded 60 days after the election.
2. The City and School District can obtain the list of
registered voters from the Elections Administration Office after
May 4, 2002, Joint Genual Elation -Allen City and ISD
01/17/02 -Page 6
this 60 -day retention period. Pending no litigation and if the City
or School District does not request the lists, the Contracting
Officer shall destroy them 90 days after the election.
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.
IL 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 procure and provide the Contracting
Officer with the ballot layout and Spanish interpretation.
a. The City and School District shall deliver to the Contracting
Officer as soon as possible, but no later than Friday, March 22, 2002, the
official wording for the City and School District's May 4, 2002, Joint
General Election.
b. The City and School District shall approve the "blue line" ballot
format prior to the final printing.
C. The City and School District shall post the publication of election notice
by the proper methods with the proper media.
D. 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.
May 4, 2002, Joint Gmeral Election —Allen City and ISD
oil Jim — Page 7
E. 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.
F. The City and School District shall pay the Contracting Officer 90% of the
estimated cost to run the said election prior to Friday, March 22, 2002. 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
920 E. Park Blvd., Suite 120
Plano, Texas 75074
ATTN: Patty Seals, Deputy Elections Administrator
G. 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.
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 4, 2002, 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 cancels 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
May 4, 2002, Joint Gen=] Election —Aaen City and ISD
01/17/02 — Page 8
costs incurred by the Contracting Officer in conducting the May 4, 2002, Joint General
Election. All actual shared costs 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 4, 2002, 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.
WITNESS BY MY HAND THIS THE /4tAY ^O 2002.
Sharon Row e
Elections Administrator
Collin County, Texas
WITNESS BY MY HAND THIS THE Z DAY OF FE B , 2002.
Att sted: Udy Morrison, CMCIAAE
City Secretary
City of Allen, Texas
Z42 fo -
Stephen T 11, Mayor
City of Allen, Texas
WITNESS BY MY HAND THIS THE.25'� DAY OF
/L
Attesteindy Wilson, Secretary
Allen In ependent School District
Allen, Texas
I
John G ia, Pre`sfdent
Allen IqD Board of Trustees
Allen, Itexas
May 4, 2002, Joint General Election—Allen City and ISD
01/17/02 —Page 9
Exhibit "A" MAY 4, 2002, JOINT GENERAL ELECTION
City of Allen and Allen ISD
Early Voting Locations and Hours
POLLING PLACE JADDRESS I CITY
Collin County SubCourthouse 920 E. Park, Suite 120 Piano
.(Main Early Voting Location)
Allen City Hall Allen Civic Plaza Allen
305 Century Parkway
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
April 14
April 15
April /6
April 17
April 18
April 19
April 20
Sam-5pm
Sam-5pm
Sam-5pm
April 21
April 22
April 23
April 24
April 25
April 26
Apn127
Sam-5pm
Sam-5pm
8am-5pm
Sam-7pm
8am-5pm
Sam-5pm
April 28
April 29
April 30
May l
May 2
May 3
May 4
Sam-5pm
8am-5pm
Election Day
7am-7pm
May 4, 2002, Joint General Election - Allen City and ISD
01/17/02 -Page 10
Exhibit "B" MAY 4, 2002, JOINT GENERAL ELECTION
City of Allen and Allen ISD
Election Dav Polling Locations
FlCTet. I Polling Place I Collin County Voting I Address
PPrecincts
0001 Allen City Hall 5, 6, 7, 40, 59, 60, 80, 82, 95, One Allen Civic Plaza Allen
106, 113, 120, 130 and 145
City of Allen - Estimated Cost - Exhibit "C"
May 4, 2002
SUPPLY COST - CITY ONLY
Punch Card Ballots
500
$61 per M
$30.50
Sample Ballots
20
$1.10 each
$22.00
Early Voting Mail Ballots
15
$1.10
$16.50
Demonstrator Ballots
50
$5 per C
$2.50
Frames (Ballot Pages)
4
$11.00 each
$44.00
Ballot Style Setup by the Printer
1
$50 each
$50.00
Total Estimated Supply Cost - City Only
$165.50
SUPPLY COST - CITY, AISD & CCCCD
Punch Card Ballots
6000
$61 per M
$366.00
Sample Ballots
100
$1.10 each
$110.00
Early Voting Mail Ballots
25
$1.10
$27.50
Demonstrator Ballots
500
$5 per C
$25.00
Frames (Ballot Pages)
8
$11 each
$88.00
Early voting and election day kits
2
$25 each
$50.00
Cental Counting kit and supplies
1
$50 each
$50.00
County precinct maps
2
$5 each
$10.00
Ballot Style Setup by the Printer
1
$50 each
$50.00
Total Estimated Supply Cost - City, AISD & CCCCD
$776.50
RENTAL OF EQUIPMENT - CITY ONLY
Voting Machines
4
$30 each
$120.00
Total Estimated Equipment Rental - City Only
$120.00
RENTAL OF EQUIPMENT - CITY, AISD & CCCCD
Voting Machines
8
$30 each
$240.00
Transfer Cases
1
$5 each
$5.00
Ballot Boxes
2
$5 each
$10.00
Metal Signs
2
$1 each
$2.00
Wood Signs
2
$2 each
$4.00
Large Early Voting Signs
2
$5 each
$10.00
Early Voting Cabinet
1
$50 each
$50.00
Demonstrator Voting Machine
1
$5 each
$5.00
Directional Poles
2
$0.50
$1.00
Tote Boxes
1
$1 each
$1.00
Total Estimated Equipment Rental
- City, AISD & CCCCD
$328.00
EARLY VOTING BALLOT BOARD - CITY
ONLY
$50.00
Total Estimated Early Voting Ballot Board - City Only
$50.00
EARLY VOTING COSTS - CITY, AISD & CCCCD
Mailed Ballot Kits
13
$1 each
$13.00
Postage for mailed Early Ballots
4
$0.52 EACH
$2.08
Workers for early voting location
# of workers
4
Total Judge hours worked
125
$10 per hour
$1,250.00
Total Alt. Judge and Clerk hours w
375
$8 per hour
$3,000.00
Pickup & Delivery of early voting supplies
1
$25 per poll
$25.00
Assemble Early Voting Location
1
$48 per site
$48.00
Early Voting Computer at site
1
$300 per site
$300.00
Total Estimated Early Voting Costs - City, AISD & CCCCD
$4,638.08
SUMMARY OF COSTS
Total Estimated Supply Cost - City Only $165.50
Total Estimated Equipment Rental - City Only $120.00
Total Estimated Early Voting Ballot Board - City Only 50.00
Total $335.50
Total Estimated Supply Cost - City, AISD & CCCCD
page 2
ELECTION DAY - CITY, AISD & CCCCD
$328.00
# of election poll workers 5
$4,638.08
Total Judge hours worked 14 $10 per hour
$140.00
Total Alt. Judge and Clerk hours, 56 $8 per hour
$448.00
# of delivery fees to election judges 1 $25 per poll
$25.00
Total Estimated Election Day Costs - City, AISD & CCCCE
$473.00
ADMINISTRATIVE EXPENSES - CITY, AISD & CCCCD
Manual count per Election Code $60.00
$60.00
Process early voting and poll worker checks 9 $1.50 each
$13.50
# of mail election judge notices 4 $1.50 each
$6.00
Total Estimated Administrative Costs - City, AISD & CCCC
$79.50
TABULATION AND CENTRALIZED COSTS
Tabulation Network
$3,200.00
Programming
$10,000.00
Cost for central count workers
$1,000.00
FICA on election workers 7.65% of applicable
$2,000.00
Notice of tabulation test
$200.00
Early Voting personnel Plano
$3,250.00
Early voting computer in Plano
$300.00
County overtime and temporaries
$8,000.00
FICA & Retirement for County employees
$1,000.00
Total Estimated Tabulation And Centralized Costs
$28,950.00
SUMMARY OF COSTS
Total Estimated Supply Cost - City Only $165.50
Total Estimated Equipment Rental - City Only $120.00
Total Estimated Early Voting Ballot Board - City Only 50.00
Total $335.50
Total Estimated Supply Cost - City, AISD & CCCCD
$776.50
Total Estimated Equipment Rental - City, AISD & CCCCD
$328.00
Total Estimated Early Voting Costs - City, AISD & CCCCD
$4,638.08
Total Estimated Election Day Costs - City, AISD & CCCCE
$473.00
Total Estimated Administrative Costs - City, AISD & CCCC7$
9.50
Total
$6,295.08
Expense divided by number of entities sharing early voting and election day polls
3
City of Allen, Allen ISD, CCCCD $2,098.36
Total Estimated Tabulation And Centralized Costs $28,950.00
Total $28,950.00
Expense divided by total number of entities contracting with County for May election 9
Amount Per Entity r $3,216.67
Entity's share of expenses $5,650.53
County Election Officer's Administrative Charge at 10% $665.05
Total estimated expense to entity for May 4, 2002 Election $6,215.58
90% Due prior to March 22, 2002 $5,594.02