Resolution 2018-10RESOLUTION NO. 2018-10(R)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WYLIE,
TEXAS, HEREBY AUTHORIZING AN ELECTION CONTRACT BY AND
BETWEEN THE CITY OF WYLIE AND THE COLLIN COUNTY
ELECTIONS ADMINISTRATOR FOR ADMINISTRATION OF THE
MAY 5, 2018 WYLIE GENERAL ELECTION FOR THE CITY'S VOTERS
RESIDING IN COLLIN COUNTY.
WHEREAS, the City Council of the City of Wylie wishes to contract with Collin
County Elections Administrator, Bruce Sherbet to administer the May 5, 2018 General Election
as referenced in the contract which is attached as Exhibit "A", and
WHEREAS, Article 2, Section 1 (c) of the Home Rule Charter allows the Council to
cooperate with the government of any County for any lawful purpose for the advancement of the
interests of its inhabitants and cost savings to the taxpayers. The Election Code allows and
encourages cities and school districts to contract with any county within its incorporated city
limits for the administration of local elections.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF WYLIE, TEXAS:
SECTION 1: The Mayor of the City of Wylie, Texas, is hereby authorized to execute,
on behalf of the City Council of the City of Wylie, Texas, an Interlocal Agreement by and
between the Collin County Elections Administration and the City of Wylie, Texas for the
Administration of the May 5, 2018 Wylie General Election for Collin County Voters.
SECTION 2: This Resolution shall take effect immediately upon its passage.
RESOLVED THIS THE 13th day of February, 2018.
ATTEST TO:
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STEPHANIE STORM, City Secretary, 4
Resolution No. 2018-10(R)
CCEA Election Administration Contract
EXHIBIT "A"
Contract for Election Services
Resolution No. 2018-10(R)
CCEA Elcction Administration Contract
Exhibit "A"
May 5, 2018
General Election
Contract for Election Services
City of Wylie
May 5, 2018
General Election
Table of Contents
I Duties and Services of Contracting Officer
II Duties and Services of City
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 5, 2018 General Election — City of Wylie
01/31/18 — Page 2
THE STATE OF TEXAS
COUNTY OF COLLIN
CITY OF WYLIE
CONTRACT FOR
ELECTION SERVICES
BY THE TERMS OF THIS CONTRACT made and entered into by and
between the CITY OF WYLIE, hereinafter referred to as the "CITY," and BRUCE
SHERBET, 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's May 5, 2018 General Election and a
City Runoff Election, if necessary, on June 16, 2018. 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 will be the
accepted guidelines for the number of clerks secured to work in each Vote
Center. The presiding election judge of each Vote Center, 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 Ballot Board. Election judges shall be secured by
the Contracting Officer with the approval of the City.
May 5, 2018 General Election — City of Wylie
01/31/18 — Page 3
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.
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.
May 5, 2018 General Election — City of Wylie
01/31/18 — Page 4
2. Supplies include smart cards, sample ballots, provisional
forms, maps, labels, pens, tape, markers, etc.
C. The Contracting Officer, Bruce Sherbet, shall be appointed the Early
Voting Clerk by the City.
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's May 5, 2018,
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
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.
May 5, 2018 General Election — City of Wylie
01/31/18 — Page 5
D. The Contracting Officer shall arrange for the use of all Election Day Vote
Centers. The City shall assume the responsibility of remitting the cost of all employee
services required to provide access, provide security or provide custodial services for the
Vote Centers. 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 Bruce Sherbet. 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 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 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 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 can obtain the list of registered voters from the
Elections Administration Office after this retention period.
May 5, 2018 General Election — City of Wylie
01/31/18 — Page 6
Pending no litigation and if the City 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 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.
II. DUTIES AND SERVICES OF THE CITY. The City shall assume the
following responsibilities:
A. The City shall prepare the election orders, resolutions, notices, official
canvass and other pertinent documents for adoption by the appropriate office or body.
The City assumes the responsibility of posting all notices and likewise promoting the
schedules for Early Voting and Election Day.
B. The City 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, March 2, 2018.
C. The City shall procure and provide the Contracting Officer with the ballot
layout and Spanish interpretation in an electronic format.
a. The City shall deliver to the Contracting Officer as soon as
possible, but no later than 5:00 PM Wednesday, February 21, 2018,
the official wording for the City's May 5, 2018, General Election.
b. The City shall approve the "blue line" ballot format prior to the
final printing.
D. The City shall post the publication of election notice by the proper
methods with the proper media.
May 5, 2018 General Election — City of Wylie
01/31/18—Pagel
E. The City 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 shall pay the Contracting Officer 90% of the estimated cost to
run the said election prior to Friday, April 6, 2018. The Contracting Officer shall place
the funds in a "contract fund" as prescribed by Section 31.100 of the Texas Election
Code. The Deposit should be delivered within the mandatory time frame 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.
G. The City 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. 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's
May 5, 2018, 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.
C. If the City 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 costs incurred by the
Contracting Officer in conducting the May 5, 2018, General Election. All actual shared
May 5, 2018 General Election — City of Wylie
01/31/18 — Page 8
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 5, 2018, 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 DAY OF 2018.
Bruce Sherbet
Collin County, Texas
WITNESS BY MY HAND THIS THE DAY OF 2018.
By: Attest:
Eric Hogue, Mayor Stephanie Storm, City Secretary
City of Wylie City of Wylie
May 5, 2018 General Election — City of Wylie
01/31/18 — Page 9
Exhibit "A"
MAY 5, 2018
GENERAL ELECTION
Early Voting Locations and Hours
City of Wylie
Polling Place
Collin County Election Office
(Main Early Voting Location)
Smith Public Library
Sunday Monday
April 22 April 23
April 29
Tuesday
April 24
Address
2010 Redbud Blvd., #102
300 Country Club Rd.,
Bldg. 300
Wednesday Thursday
April25 April26
8am — 5pm 8am — 5pm 8am — 5pm 8am - 7pm
April 30 May 1 May 2 May 3
7am — 7pm 7am — 7pm
City
McKinney
Wylie
Friday Saturday
April 27 April 28
8am - 5pm
May 4
8am - 5pm
May 5
7am - 7pm
Election Day
* City voters may vote at any of the additional Early Voting locations open under full
contract services with the Collin County Elections Administration.
May 5, 2018 General Election — City of Wylie
01/31/18 — Page 10
Exhibit "B"
Precincts
"VOTE CENTER"
MAY 5,2018
GENERAL ELECTION
Election Day Vote Center — City of Wylie
Location 1 Address City
Smith Public Library 300 Country Club Rd., Bldg. 300 Wylie
*City voters may vote at any of the additional Election Day Vote Centers open under full
contract services with the Collin County Elections Administration.
May 5, 2018 General Election — City of Wylie
01/31/18—Page 11
EARLY VOTING
Number of Early Voting Locations 1
Workers each location 3
Units Cost Wylie
Mailed Ballot Kits $1.00 each 10 $10.00
Postage for Ballots $0.88 each 10 $8.80
Assemble EV Location $50.00 each 1 $50.00
Total Judge Hours $12.00 hour 68 $816.00
Overtime Judge Hours $18.00 hour 23 $414.00
Total Alt. Judge & Clerk Hours $10.00 hour 136 $1,360.00
Overtime Alt. Judge & Clerk Hours $15.00 hour 46 $690.00
Pickup & Delivery of Supplies $25.00 each 1 $25.00
Grand Total $3,373.80
ELECTION DAY
Number of Election Day Locations 1
Workers each location 3
Units Cost Wylie
Total Judge Hours $12.00 hour 14 $168.00
Total Alt. Judge & Clerk Hours $10.00 hour 28 $280.00
Pickup & Delivery of Supplies $25.00 each 1 $25.00
Grand Total $473.00
ADMINISTRATIVE EXPENSES
Number of Early Voting Locations 1
Number of Election Day Locations 1
Units Cost Wylie
Manual Recount Deposit $60.00 each 1 $60.00
Process Pollworker Checks $1.50 each 4 $6.00
Process Election Judge Notices $1.50 each 4 $6.00
Grand Total
$72.00