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HomeMy WebLinkAboutContract 55609THE STATE OF TEXAS COUNTY OF DENTON CITY SECRETARY CONTRACTNO. 5Bb0C\ JOINT ELECTION AGREEMENT AND CONTRACT FOR ELECTION SERVICES This CONTRACT for election services is made by and between the Denton County Eleo ions Administrator and the following political subdivisions, herein referred to as "participating I uthority or participating authorities" located entirely or partially inside the boundaries of Denton Co nty: Participating Authorities: ARGYLE ISO BARTONVILLE CARROLLTON CELINA COPPELL CORINTH DENTON DOUBLE OAK FORT WORTH FRISCO ISO HIGHLAND VILLAGE KRUM LAKE DALLAS ISO LEWISVILLE ISO LITTLE ELM ISO NORTHWEST ISO PILOT POINT PLANO PROSPER PROVIDENCE VILLAGE SANGER SHADY SHORES WESTLAKE AUBREY ISO BROOKFIELD FWSD 1 CARROLLTON-FARMERS BRANCH ISO CELINA ISO COPPER CANYON DALLAS DENTON ISO FLOWER MOUND FRISCO HICKORY CREEK JUSTIN LAKE DALLAS LEWISVILLE LITTLE ELM NORTHLAKE OAK POINT PILOT POINT ISO PONDER ISO PROSPER ISO ROANOKE SANGER ISO SOUTHLAKE This contract is made pursuant to Texas Election Code Sections 31.092 and 271.002 an Texas Education Code Section 11.0581 for a joint May 01, 2021 election to be administered by Frank Phillips, Denton County Elections Administrator, hereinafter referred to as "Elections Ad inistrator." RECITALS Each participating authority listed above plans to hold a General or Special Election on I ay 01, 2021. Denton County plans to hold county-wide voting for this General Election. The County owns the Hart lnterCivic Verity Voting System, which has been duly approv1d by the Secretary of State pursuant to Texas Election Code Chapter 122 as amended, and is co pliant with the accessibility requirements for persons with disabilities set forth by Texas Election Co e Sectio Page1of14 OFFICIA RECO tU CITY SE RETARY FT. WO TH, TX 61.012. The contracting political subdivisions (participating authorities) desire to use the County's voting system and to compensate the County for such use and to share in certain other expenses connected with joint elections, in accordance with the applicable provisions of Chapters 31 and 271 of the Texas Election Code, as amended. NOW THEREFORE, in consideration of the mutual covenants, agreements, and benefits to all parties , IT IS AGREED as follows: I. ADMINISTRATION The participating authorities agree to hold a "Joint Election" with Denton County and each other in accordance with Chapter 271 of the Texas Election Code and this agreement. The Elections Administrator shall coordinate, supervise, and handle all aspects of administering the Joint Election as provided in this agreement. Each participating authority agrees to pay the Elections Administrator for equipment, supplies, services, and administrative costs as provided in this agreement. The Elections Administrator shall serve as the administrator for the Joint Election; however, each participating authority shall remain responsible for the decisions and actions of its officers necessary for the lawful conduct of its election. The Elections Administrator shall provide advisory services in connection with decisions to be made and actions to be taken by the officers of each participating authority as necessary. It is understood that other political subdivisions may wish to participate in the use of the County's Verity voting system and polling places, and it is agreed that the Elections Administrator may enter into other contracts for election services for those purposes, on terms and conditions generally similar to those set forth in this contract. In such cases , costs shall be pro-rated among the participants according to Section XI of this contract. II. LEGAL DOCUMENTS Each participating authority shall be responsible for the preparation , adoption , and publication of all required election orders, resolutions, notices , and any other pertinent documents required by the Texas Election Code and/or the participating authority 's governing body, charter, or ordinances, except that the Elections Administrator shall be responsible for the preparation and publication of all voting equipment testing notices that are required by the Texas Election Code . Election orders should include language that would not necessitate amending the order if any of the Early Voting and/or Election Day polling places change. Preparation of the necessary materials for notices and the official ballot shall be the responsibility of each participating authority, including translation to languages other than English. Each participating authority shall provide a copy of their respective election orders and notices to the Elections Administrator. Ill. VOTING LOCATIONS Page2of14 The Elections Administrator shall select and arrange for the use of and paymen,t for all E rly Voting and Election Day voting locations. Voting locations will be, whenever possible, the usua voting location for each election precinct in elections conducted by each participating authority, and shall be compliant with the accessibility requirements established by Election Code Section 4 .034 and the Americans with Disabilities Act (ADA). The proposed voting locations are listed in E hibit A of this agreement. In the event a voting location is not available or appropriate, the Election Administrator will arrange for use of an alternate location. The Elections Administrators all notify the participating authorities of any changes from the locations listed in Exhibit A. IV. ELECTION JUDGES, CLERKS, AND OTHER ELECTION PERSONNEL Denton County shall be responsible for the appointment of the presiding judge and alter ate judge for each polling location. The Elections Administrator shall make emergency appointme ts of election officials if necessary. Upon request by the Elections Administrator, each participating authority agrees to assis in recruiting bilingual polling place officials (fluent in both English and Spanish). In compliap ce with the Federal Voting Rights Act of 1965, as amended, each polling place containing more than 5% Hispanic population as determined by the 2010 Census shall have one or more election officials who are fluent in both the English and Spanish languages. If a presiding judge is not bili gual, and is unable to appoint a bilingual clerk, the Elections Administrator may recommend a bilin ual worker for the polling place. If the Elections Administrator is unable to recommend or recruit a bi ingual worker, the participating authority or authorities served by that polling place shall be res onsible for recruiting a bilingual worker for translation services at that polling place. The Elections Administrator shall notify all election judges of the eligibility requirements pt Subchapter C of Chapter 32 of the Texas Election Code, and will take the necessary steps to insure that all election judges appointed for the Joint Election are eligible to serve. The Elections Administrator shall arrange for the training and compensation of all election judges and clerks. The Election judges and clerks who attend in-person voting equipment traini g and/or procedures training, shall be compensated at the rate of $12 an hour. Election judges a d clerks that elect to complete online training shall be compensated as a rate of a flat $40. In the vent that as Election judge or clerk completes both in-person and online training , they shall be co pensated for the training resulting in the highest pay and will not be compensated for both training . The Elections Administrator shall arrange for the date, time, and place for presiding elec 10n Judges to pick up their election supplies. Each presiding election judge will be sent a letter from the Elections Administrator notifying them of their appointment, the dates/times and locations of training and distribution of election supplies, and the number of election clerks that the presiding ~udge may appoint. Each election judge and clerk will receive compensation at the hourly rate established by Denton Page3of14 County pursuant to Texas Election Code Section 32.091 and overtime after 40 hours worked per week, if applicable. The election judge, or their designee , will receive an additional sum of $25.00 for picking up the election supplies and equipment prior to Election Day and for returning the supplies and equipment to the central counting station after the polls close. Likewise, the Lead Clerk in Early Voting, or their designee, will receive an additional sum of $25.00 for picking up the election supplies prior to the first day of Early Voting and for returning the supplies and equipment to the Elections Department after Early Voting has ended. The compensation rates established by Denton County are: Early Voting -Lead Clerk ($14/ hour), Clerk ($12/ hour) Election Day-Presiding Judge ($14/hour), Alternate Judge ($13/ hour), Clerk ($12/ hour) The Elections Administrator may employ other personnel necessary for the proper administration of the election, as well as, pre and post-election administration. In such cases, costs shall be pro-rated among participants of this contract. Personnel working in support of full-time staff will be expensed on a pro-rated basis and include a time period of one week prior to the election, during the election, and one week post-election. Personnel working in support of the Early Voting Ballot Board and/or central counting station on election night will be compensated at the hourly rate set by Denton County in accordance with Election Code Sections 87.005, 127.004, and 127.006. If elections staff is required outside of the hours of the office's normal scope of business, the entity(ies) responsible for the hours will be billed for those hours. The Elections Administrator will determine when those hours are necessary, the number of staff and whom are necessary, along with to whom the hours are to be billed. Cost for these hours will be billed at a rate of 1.5 times the staff's hourly rate (See Sections XV #10). The Election Administrator has the right to waive these costs as they see fit. V. PREPARATION OF SUPPLIES AND VOTING EQUIPMENT The Elections Administrator shall arrange for delivery of all election supplies and voting equipment including, but not limited to, the County's Verity voting system and equipment, official ballot paper, sample ballots, voter registration lists , and all forms, signs, maps and other materials used by the election judges at the voting locations. The Elections Administrator shall ensure availability of tables and chairs at each polling place and shall procure rented tables and chairs for those polling places that do not have tables and/or chairs. Any additional required materials (required by the Texas Election Code) must be provided by the participating authority , and delivered to the Elections Office thirty-three (33) calendar days (March 29, 2021) prior to Election Day. If this deadline is not met, the material must be delivered by the participating authority, to all Early Voting and Election Day locations affected, prior to voting commencing. The Elections Administrator shall be responsible for conducting all required testing of the voting equipment, as required by Chapters 127 and 129 of the Texas Election Code. Page 4 of 14 At each polling location, joint participants shall share voting equipment and supplies tot I e extent possible. The participating authorities shall share a mutual ballot in those precincts whe n jurisdictions overlap. Multiple ballot styles shall be available in those shared polling placf s where jurisdictions do not overlap. The Elections Administrator shall prov ide the necessary vote r registration information , maps, instructions , and other information needed to enable the ~lection judges in the voting locations that have more than one ballot style to conduct a proper el _· ction. Each participating authority shall furnish the Elections Administrator a list of candidates ~nd /or propositions showing the order and the exact manner in which the candidate names and or proposition(s) are to appear on the official ballot (including titles and text in each langua e in which the authority 's ballot is to be printed). Said list must be provided to the Elections Offi e within three (3) business days following the last day to file for a place on the ballot or after the election is ordered, whichever is later. The list must be in a Word document, the information mus be in an upper and lowercase format , be in Arial 12 point font , and must contain candidate contacf information for the purposes of verifying the pronunciation of each candidate 's name . E .c h participating authority shall be respons ible for proofreading and approving the ballot ins far as it pertains to that authority 's candidates and /or propositions. Each participating authority s all be responsible for proofing and approving the audio recording of the ballot insofar as it pert ins to that authority 's cand idates and /or propositions. The approval must be finalized with the Elections Office within five (5) calendar days of the receipt of the proofs, or the provided pro ts shall be considered approved. The joint election ballots shall list the County 's election first. The joint election ballots th t contain ballot content for more than one joint participant because of overlapping te rr itory shall be arranged with the appropriate school district ballot content appearing on the ballot following the County's election, followed by the appropriate city ballot content, and followed by the appropriate ater district or special district ballot content. Early Voting by personal appearance and on Election Day shall be conducted exclusive yon Denton County 's Verity voting system including provisional ballots. The Elections Administrator shall be responsible for the p reparation , testing , and delive of the voting equ ipment fo r the election as required by the Election Code. The Elections Administrator shall conduct criminal background checks on the relevant e ployees upon hiring as required by Election Code 129 .051 (g). VI. EARL V VOTING The participating authorities agree to conduct jo i nt early voting and to appoint the Electio n Administrator as the Early Voting Clerk in accordance with Sections 31 .097 a nd 271.0061 of the Texas Election Code. Each participating authority agrees to appoint the Elections Admin i strator 's permanent county employees as deputy early voting clerks. The participating authorities further Page 5 of 14 agree that the Elections Administrator may appoint other deputy early voting clerks to assist in the conduct of early voting as necessary , and that these additional deputy early voting clerks shall be compensated at an hourly rate set by Denton County pursuant to Section 83.052 of the Texas Election Code. Deputy early voting clerks who are permanent employees of the Denton County Elections Administrator or any participating authorities shall serve in that capacity without additional compensation. Exhibit A of this document includes locations , dates , and times that voti ng will be held for Early Voting by personal appearance. Any qualified voter of the Joint Election may vote early by personal appearance at any one of the joint early voting locations. All requests for temporary branch polling places will be considered , and determined based on the availability of facility and if it is within the Election Code parameters . All costs for temporary locations including coverage by Election Administration staff will be borne by the requesting authority. The Elections Administrator w i ll determine when those hours are necessary, the number of staff and whom are necessary , along with to whom the hours are to be billed. Cost for these hours will be billed at a rate of 1.5 times the staff's hourly rate (See Sections XV #10). The Election Administrator has the right to waive these costs as they see fit. The standard dates and hours for the May 01 , 2021 election will be as follows: Monday , April 19 , 2021 through Saturday , April 24 , 2021 ; 8am -5pm Sund ay , April 25 , 2021 ; 11 am-4pm Monday , April 26 , 2021 through Tuesday , April 27 , 2021; 7am-7pm. As Early Voting Clerk, the Elections Administrator shall receive applications for early voting ballots to be voted by mail in accorda nce with Chapte rs 31 and 86 of the Texas Election Code. Any requests for early voting ballots to be voted by mail received by the participating authorities shall be forwarded immediately by fax or courier to the Elections Administrator for processing. The address of the Early Voting Clerk is as follows: F rank Phillips , Early Voting Clerk Denton County Elections PO Box 1720 Denton , TX 76202 Email: elections@dentoncounty.gov Any requests for early voting ballots to be voted by mail , and the subsequent actual voted ballots that are sent by a contract carrier (ie. UPS , FedEx , etc.) shall be delivered to the Early Voting Clerk at the Denton County Elections Department physical address as follows: F ra nk Ph i llips , Ea rly Voti ng Clerk Denton County Elections 701 Kimbe rly Drive , Suite A 101 Page 6 of 14 Denton, TX 76208 Email: elections@dentoncounty.gov The Elections Administrator shall post on the county website, the participating authority' Early Voting Roster on a daily basis. In accordance with Section 87.121 of the Election Code, the daily roster showing the previous day's early voting activity will be posted no later than 11 :00 · m each business day. VII. EARLY VOTING BALLOT BOARD Denton County shall appoint the Presiding Judge of an Early Voting Ballot Board (EVBB) to process early voting results from the Joint Election. The Presiding Judge, with the assistance oft e Elections Administrator, shall appoint two or more additional members to constitute the EVBB. Th Elections Administrator shall determine the number of EVBB members required to efficiently proce s the early voting ballots. VIII. CENTRAL COUNTING STATION AND ELECTION RETURNS The Elections Administrator shall be responsible for establishing and operating the centrf l counting station to receive and tabulate the voted ballots in accordance with the provisions of the exas Election Code and of this agreement. The participating authorities hereby, in accordance with Section 127.002, 127.003, and 127.005 of the Texas Election Code, appoint the following central counting station officials: Counting Station Manager: Brandy Grimes, Deputy Elections Administrator Tabulation SupeNisor: Jason Slonaker, Technology Resources Coordinator Presiding Judge: Early Voting Ballot Board Judge Alternate Judge: Early Voting Ballot Board Alternate Judge The counting station manager or their representative shall deliver timely cumulative repo s of the election results as precincts report to the central counting station and are tabulated by po ting on the Election Administrator's Election Night Results website. The manager shall be responsible for releasing unofficial cumulative totals and precinct returns from the election to the joint pa 1 icipants, candidates, press, and general public by distribution of hard copies at the central countin station (if requested) and by posting to the Election Administrator's Election Night Results website. To ensure the accuracy of reported election returns, results printed on the reports produced by Dent n County's voting equipment will not be released to the participating authorities at the rem te collection locations or from individual polling locations. The Elections Administrator will prepare the unofficial canvass reports after all precincts ave been counted, and will deliver a copy of the unofficial canvass to each participating authority as soon as possible after all returns have been tabulated. The Elections Administrator will include th f tabulation and precinct-by-precinct results that are required by Texas Election Code Section 67.00 1 for the Page7of14 participating authorities to conduct their respective canvasses. Each participating authority shall be responsible for the official canvass of its respective election(s), and shall notify the Elections Administrato r, or their designee , of the date of the canvass , no later than three days after Election Day. The Elections Administrator shall be responsible for conducting the post-election manual recount required by Section 127.201 of the Texas Election Code unless a waiver is granted by the Secretary of State. Notification and copies of the recount, if waiver is denied , will be provided to each participating authority and the Secretary of State 's Office. IX. PARTICIPATING AUTHORITIES WITH TERRITORY OUTSIDE DENTON COUNTY Each participating authority with territory containing population outside ot Denton County agrees that they Elections Administrator shall administer only the Denton County portion of those elections. X. RUNOFF ELECTIONS Each participating authority shall have the option of extending the terms of this agreement through its runoff election , if applicable. In the event of such runoff election , the terms of th i s agreement shall automatically extend unless the participating authority notifies the Elections Administrator in writing within three (3) business days of the original election. Each participating authority shall reserve the right to reduce the number of early voting locations and /or Election Day voting locations in a runoff election. Each participating authority agrees to order any runoff election(s) at its meeting for canvassing the votes from the May 01 , 2021 election and to conduct its drawing for ballot pos itions at or immediately following such meeting in order to expedite preparations for its runoff election. Each participating authority eligible to hold runoff elections agrees that the date of the runoff election , if necessary , shall be Saturday , June 5 , 2021 , with early voting being held in accordance with the Election Code . XI. ELECTION EXPENSES AND ALLOCATION OF COSTS The participating authorities agree to share the costs of administering the Joint Election. Allocation of general expenses , which are not directly attributable to an individual polling location , w i ll be expensed by each participating authority 's percentage of registered voters of the total registered vote rs of all participating authorities. Expenses for Early Voting by personal appearance shall be allocated based upon the actual costs associated with each early voting location. Each participating authority shall be responsible for an equal portion of the actual costs associated with the early voting locations within their jurisdiction . Page 8 of 14 Participating authorities that do not have a polling location within their jurisd i ction shall p~y an equal portion of the nearest poll i ng location. Election Day location expenses will be allocated based on each participating authority 's percentage of registered voters assigned to each polling place. If a participating authority 's election is conducted at more than one Election Day polling location there shall be no charges or fe s allocated to the participating authority for the cost of the Election Day polling location in hich the authority has fewer than 50% of the total registered voters served by that polling location , except that if the number of registered voters in all of the authority 's polling locations is less than the threshold, the participating authority shall share the expenses, based on their percentag . registered voters , of the polling location at which it has the greatest number of registered In the event that participating authorities with overlapping boundaries cannot make an a reement on Early Voting and/or Election Day locations , the requesting participating authority agrees o bear the entire expense of the location. Each participating authority requesting additional hours , outside of the standard hours , f r a location or locations , agree to split the cost of the additional open hours equally amongst the requesting participating authorities. Costs for Early Voting by mail , in -person ballots , provisional ballot, and Poll Pad papers allocated according to the ac tual number of ballots issued to each participating authority ' voters arid the cost shared equally amongst participating authorities of each ballot style. Each participating authority agrees to pay the Elections Administrator an administrative f. e equa l to ten percent (10%) of its total b i llable costs in accordance with Section 31.1 00(d) of the T Election Code. The Denton County Elections Administrator shall deposit all funds payable under this co tract into the appropriate fund(s) within the county treasury in accordance with Election Code Sect on 31.100. The Denton County Elections Administrator reserves the right to adjust the above formul agreement with an individual jurisdiction if the above formula results in a cost allocation inequitable. If any participating authority makes a special request for extra Temporary Branch Early V ting by Personal Appearance locations as provided by the Texas Election Code , that entity agre s to pay the entire cost for that request. Participating authorities having the majority of the i r voters in another county , and fewer t an 500 registe red voters in Denton County , and that do not have an Election Day polling place or early voting locati on within thei r Denton County territory shall pay a flat fee of $400 for election expenses. Election expenses, includ i ng but not limited to , overtime charges for Election Office staff, r nd any Pag e 9 of 14 I unforeseen expenses needed to conduct the election , will be borne by the participating authority or authorities , affected. XII. WITHDRAWAL FROM CONTRACT DUE TO CANCELLATION OF ELECTION Any participating authority may withdraw from this agreement and the Joint Election should it cancel its election in accordance with Sections 2.051 -2.053 of the Texas Election Code. The withdrawing authority is fully liable for any expenses incurred by the Denton County Elections Administ ~ator on behalf of the authority plus an administrative fee of ten percent (10%) of such expenses. Any monies deposited with the Elections Administrator by the withdrawing authority shall be refunded , minus the aforementioned expenses and administrative fees, if applicable. It is agreed that any of the joint election early voting locations that are not within the boundaries of one or more of the remaining participating authorities , with the exception of the early voting location at the Denton County Elections Building , may be dropped from the joint election unless one or more of the remaining participating authorities agreed to fully fund such location(s). In the event that any early voting location is eliminated under this section , as addendum to the contract shall be provided to the remaining participants within five days after notification of all intents to withdraw have been received by the Elections Administrator. XIII. RECORDS OF THE ELECTION The Elections Administrator is·'hereby appointed general custodian of the voted ballots and all records of the Joint Election as authorized by Section 271.01 0 of the Texas Election Code. Access to the election records shall be available to each participating authority as well as to the public in accordance with applicable provisions of the Texas Election Code and the Texas Public Information Act. The election records shall be stored at the offices of the Elections Administrator or . . at an alternate facility used for storage of county records. The Elections Administrator shall ensure that the records are maintained in an orderly manner so that the records are clearly identifiable and retrievable . Records of the election shall be retained and disposed of in accordance with the provisions of Section 66.058 of the Texas Election Code. If records of the election are involved in any pending election contest, investigation , litigation , or open records request , the Elections Administrator shall maintain the records until final resolution or until final judgment, whichever is applicable. It is the responsibility of each participating authority to b ring to the attention of the Elections Administrator any notice of pending election contest, investigation , litigation or open records request which may be filed with the appropriate participating authority. XIV. RECOUNTS A recount may be obtained as prov ided by Title 13 of the Texas Election Code. By signing this document, the presiding officer of the contracting participating authorities agree that any recount Page 10 of 14 shall take place at the office of the Elections Administrator, and that the Elections Admini trator shall serve as Recount Supervisor, and the participating authority's official or employee whop rforms the duties of a secretary under the Texas Election Code shall serve as Recount Coordinator The Elections Administrator agrees to provide advisory services to each participating au hority as necessary to conduct a proper recount. XV. MISCELLANEOUS PROVISIONS 1. It is understood that to the extent space is available, other districts and political sub IvIsIons may wish to participate in the use of the County's election equipment and voting pl ces, and it is agreed that the Elections Administrator may contract with such other districts or ROlitical subdivisions for such purposes and that in such event there may be an adjustment bf the pro- rata share to be paid to the County by the participating authorities. 2. The Elections Administrator shall file copies of this document with the Denton Gou ty Treasurer and the Denton County Auditor in accordance with Section 31.099 of the Texas Election Code. 3. Nothing in this contract prevents any party from taking appropriate legal action against any other party and/or other election personnel for a breach of this contract or a violatio of the Texas Election Code. 4. This agreement shall be construed under and in accord with the laws of the State o Texas, and all obligations of the parties created hereunder are performable in Denton Gou ty, Texas. 5. In the event that one of more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal , or unenforceable in any respect, such invalidity, illega ity , or unenforceability shall not affect any other provision hereof and this agreement shal be construed as if such invalid, illegal , or unenforceable provision had never been co tained herein. 6. All parties shall comply with all applicable laws, ordinances , and codes of the Stat of Texas , all local governments , and any other entities with local jurisdiction. 7. The waiver by any party of a breach of any provision of this agreement shall not op rate as or be construed as a waiver of any subsequent breach. 8. Any amendments of this agreement shall be of no effect unless in writing and signejd by all parties hereto. 9. Failure for a participating authority to meet the deadlines as outline in this contract may result Page 11 of 14 in additional charges, including but not limited to , overtime charges , etc. 10 . Elections Staffing Hourly Rate (includes all benefit pay): Absentee Voting Coordinator $40 .023 Voter Registration Clerk $30.068 -$33.299 Technology Resources Coordinator $43.227 Elections Technician $30.521 -$34.762 Voter Registration Coordinator $37.503 Training Coordinator $41.899 Election Coordinator $34.763 XVI. COST ESTIMATES AND DEPOSIT OF FUNDS The total estimated obligation tor each participating authority under the terms of this agreement is listed below. The exact amount of each participating authority 's obligation under the terms of this agreement shall be calculated after the May 01 , 2021 election (or runoff election, if applicable). The participating authority 's obligation shall be paid to Denton County within 30 days after the receipt of the final invoice from the Denton County Elections Administrator. The total estimated obligation tor each participating authority under the terms of this agreement shall be provided within 45 days after the last deadline tor ordering an election: Political Subdivision ARGYLE ISO AUBREY ISO BARTONVILLE BROOKFIELD FWSD 1 CARROLLT ON CARROLL TON-FARMERS BRANCH ISO Estimated Cost $20 ,281.64 $7,023.49 $3 ,369.42 $400.00 $1 7,034.13 $14 ,466 .91 Pa ge12of 14 CELINA $4,223.76 CELINA ISO $400 .00 COPPELL $5,571.60 COPPER CANYON $3 ,338.84 CORINTH $7,259.65 DALLAS $7,752.00 DENTON $60,587.45 DENTON ISO $84 ,644.14 DOUBLE OAK $3,770.26 FLOWER MOUND $8,876.16 FORT WORTH $7 ,992.35 FRISCO $24 ,126.00 FRISCO ISO $22 ,1 83.51 HICKORY CREEK $6,054.80 HIGHLAND VILLAGE $8,128.15 JUSTIN $7,071.41 KRUM $14,886.28 LAKE DALLAS $6,055.79 LAKE DALLAS ISO $8,777.41 LEWISVILLE $12 ,044.08 LEWISVILLE ISO $70 ,025 .67 LITTLE ELM $8,962.63 LITTLE ELM ISO $15 ,811.27 NORTHLAKE $7,554.06 NORTHWEST ISO $35 ,572.83 OAK POINT $7,076.29 PILOT POINT $7,222.51 PILOT POINT ISO $8,244.87 PLANO $14,923.67 PONDER ISO $14 ,923.10 PROSPER $5,360.05 PROSPER ISO $6,503.59 PROVIDENCE VILLAGE $5,362.65 ROANOKE $7,829.72 SANGER $7,199.39 Page 13 of 14 SANGER ISO SHADY SHORES SOUTHLAKE WESTLAKE .. , .>\.' $8,638.70 $6,241.60 $5,700.42 $400.00 Page 14 of 14 XVII. JOINT CONTRACT ACCEPTANCE AND APPROVAL IN TESTIMONY HEREOF , thi s agreement has been executed on behalf of the parties hereto as follows, to-wit: (1) It has on the 26th d ay of January, 2021 been executed by the De nton County Elections Administrator pursuant to the Texas El ection Code so authorizing; (2) It has on the 1,/L..rJ,ay of ~ , 2021 been executed on behalf of the City of For Worth pursu ~n action of the Fort Worth City Council so authorizing; ACCEPTED AND AGREED TO BY DENTON COUNTY ELECTIONS ADMINISTRATOR : APPROVED : Frank Phillips, CERA ACCE PTED AN D AG REED TO BY THE CI TY OF FORT W ORT H: APPROVED AS TO FO RM A ND LE GA LI TY: Den is McE lroy, Se nior Assista nt City Attorn ey Contract Compliance Manager: By signing I acknowledge that I am t he pe r son r espo nsible fo r th e monitoring and admi nis trat io n of thi s contr act, i ncluding ensuring all per fo rm ance an d r eporting re quirements. Mary J. Kayser Ci t y Secretary A PP ROV ED: <)4t.L- Da v ooke, Ci t y Ma nager OFFICIAL R CfrYSECR FT. WORT , TX GENERAL AND SPECIAL ELECTIONS -ELECTION DAY BY PERSONAL APPEARANCE LOCATIONS (Exhibit A-1) (LUGARES DE VOTACl6N EN EL DfA DE ELECCl6N POR APARICl6N PERSONAL DEL ELECCIONES GENERALES Y ESPECIALES DEL 2020}{Anexo A-1) ,, May 1, 2021 --7:00 am -7:00 pm (1 de mayo de 2021 --7:00 am -7:00 pm) Precinct Location Address Room City Zip code (precinto) (/ugar) (direcci6n) (sito de votaci6n) (ciudad) (c6digo postal) 4034 Northwest ISO Ad min Bldg 2001 Te xan Dr . Curr iculum Design Center Room Justin 76247 4048 Northwest ISO Adm i n Bldg 2001 Te xan Dr . Curriculum Design Center Room Justin 762 47 4049 Just i n Municipal Comple x 415 N. College Ave . Council Chambers Justin 76247 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 UtN I UN CUUN I Y tAKLY VU I INC:i (VOTACION ADELANTADA DEL CONDADO DE DENTON) MAY 1, 2021 -GENERAL AND SPECIAL ELECTIONS (ELECCIONES GENERALES Y ESPECIALE)S /1 DE MAYO DE 1021) EARLY VOTING BY PERSONAL APPEARANCE DAYS AND HOURS (DiAS Y HORAS DE VO TAC/ON TEMPRANO POR APARIC/ON PERSONAL) April /Abril) 19 -24 April (Abril) 25 April /Abril) 26 -27 Loc atio n {Ubicaci6n) Carrollton Public Library Rosemeade Recreation Center Corinth City Hall Steven E. Copeland Government Center Timberglen Recreation Center Denton Civic Center Denton County Elections Administration Martin Luther King Jr. Recreation Center North Branch Library Robson Ranch Clubhouse South Branch Library Voertm an 's Bookstore Double Oak Town Hall Denton County Southwest Courthouse Flower Mound Community Activity Center Flower Mound Senior Center Fri sco Fire Station #4 Frisco Fire Station #7 Griffin Middle Schoo l -FISD Highland Village Municipal Comp lex Justin Municipal Complex Northwest ISD Adm inistration Building Krum ISD Administration Building Lake Dallas City Hall Frederick P. Herring Recreation Center Little El m Community Center Northlake Town Ha ll Oak Point City Hall Pilot Point Senior Center Parr Library Ponder Town Hall Prosper Fire Station #2 Roanoke Public Library Sa nge r Community Center The Colony Annex Building Trophy Club Town Hall Monday-Saturday {Lunes-56bodo) Sunday (Domingo) Monday -Tuesday /Lu nes-Mortes) Address /D ireccion) 4220 N. Josey Ln . 1330 E. Rosemeade Pkwy. 3300 Cori nth Pkwy. 1400 FM 424 3810 Timberglen Rd . 321 E. McKinney St. 701 Kimberly Dr. 1300 Wilson St. 3020 N. Locust St . 9428 Ed Robson Cir. 3228 Te asley Ln. 1314 W . Hickory St . 320 Waketon Rd. 6200 Canyon Fall s Dr. 1200 Gerau lt Rd. 2701 W. Windsor Dr. 4485 Cotton Gin Rd . 330 W. Stonebrook Pkwy. 3703 Eldorado Pkwy . 1000 Highland Village Rd. 415 N. College Ave . 2001 Te xan Dr. 1200 Bobcat Blvd . 212 Main St. 191 Civic Cir. 107 Hardwicke Ln . 1500 Commons Cir. Ste. 300 100 Naylor Rd . 310 S. Wa shington St . 6200 Wind haven Pkwy. 103 W . Bailey St. 1140 S. Te el Pkwy. 308 S. Walnut St . 101 Free se Dr. 6804 Main St . 1 Trophy Wood Dr. Room (Sitio de Votaci6n) Meeting Room 2 Front Snack Area Co un cil Chambers Community Room Large Room Meet ing Room 1 Alll Ammons Room Meeting Room Medina/Bandera Room Program Room Art Gallery Council Chambers Community Room Pecan and Po st Oak Rooms Ballrooms A, B, and C Training Room Training Room Front Foyer Training Room Council Chambers Cu rriculum Design Cente r Room Boardroom Commun ity Room Common Area Community Room Council Chambers Community Room Exe rci se Room Public Meeting Room Council Chambers Training Room Meeting Rooms A & B Meeting Room Annex Building EOCRoom Exhibit A-2 Anexo A-2 8:00 a.m . -5:00 p .m. 11:00 a.m . -4 :00 p.m . 7 :00 a.m. -7:00 p .m. City (Ciudad) Carrollton Carrollton Corinth Cross Roads Dall as Denton Denton Denton Denton Denton Denton Denton Double Oak Flower Mound Flower Mound Flower Mound Fri sco Fris co Frisco High land Village Justin Ju stin Kr um Lake Dallas Lewi svi lle Little Elm Northlake Oak Point Pilot Point Plano Ponder Pro sper Roanoke Sanger Th e Colony Trophy Club Application for a Ballot by Mail may be downloaded from our website: https://www.votedenton .com/early-voting-by-mail-absentee/ {Solicitud para Boleto par Correo se puede des cargar de nuestro sitio web): https ://www.votedenton .com/early-voting-by-mail-absentee/ Information by phone: Denton County Elections Admin istration, 940-349-3200 (lnformaci6n par telefono): Administraci6n de El ecciones de/ Condado de Denton 940-349-3200 Applications for a Ballot by Mail must be su bmitted between January 1, 2021 and April 20, 2021 by mail, fax or emai l to : Early Voting Clerk {Secretario De Votaci6 n Adelantado) PO Box 1720 Denton, TX 76202 Fax : 940-349-3201 Email : elections@dentoncounty.com Zip Co e /C6digo P~tal) I 7501@ I 7500 7620 - 7622 75287 7620 f 7620 7620 7620~ 7620 · 7621 7620 75071 7622, 75028 I 7502¥ 7503~ 7503~ 75033 15 011' 7624 7624 7624~ 7506 ~ I 7506U I 7506~ 76225 7506B 7625B 75093 7625p 7507~ 7626~ 76266 7505~ 7626~ Note: effective December 1, 2017 -If an Application for Ball ot by Mail is sub mitted by fax or e-mai l the original applica tion must also be mai led and received by the Early Voting Clerk no later than the 4th business day after receipt of the faxe d or e-mailed copy. (Solicitudes para una Ba/eta par Correa pueden ser sometidas entre el 1 de Enero de 2021 y 20 de Abril de 2021 porcarrea, faxo par correo electr6nico a: Nata: efecti'llo el 1. de Diciembre de 201.7 -Si una salicitud de boleta par carrea se envia par fax a par carrea electr6nico la so/icitud original tambil?n debe ser enviada par carrea y recibida par el Secretoria de vataci6n ant icipada na mds tarde de/ cuarto dfa hdbil despues de recibir la copia enviado par fox a par correa electrdnica.} From: To : Brandy Grimes Kayser. Marv Subject: Re : Denton Elections contract Thursday, Apri l 8, 2021 4:18:00 PM Dat e: CAUTION: Thi s em ail origin at ed from o utsid e of the City of Fort W orth em ail sys te m. Do not cli ck any li nk s o r o pen attac hmen ts un less you recogn ize t he send er and kn ow th e co ntent is safe. Denton County E lections acknowledges that the candidate list provided by the City of Fort Worth was sufficient to meet our deadlines, even if the ballot order was not received w ithin 3 days of the close of the filing period. Also , since any resulting runoff has already been ordered, we will not charge any additional fees beyond the typical expenses for your election. Pleas e let me know if you need further communication about these items . Brandy Grimes ; CERA, REO Deputy Elections A dministrator Denton County Elections 940.349.3205 On Apr 8, 2021 , at 4:04 PM, Kayser, Mary <Mary .Kayser@ fortworthtexas.gov> wrote: CAUTION: This email originated from outside the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Never enter your password or other sensitive information on linked web pages contained in emails unless you are certain the web pages are safe. If you have questions or need assistance. please contact the Help Desk. The sections are in the email below from Denis McElroy. Let me know if you still don't see them. Mary J. Kayser, TRMC MMC City Secretary City Secretary's Office 200 Texas Street Fort Worth, TX 76102 817-392-6161 817-944-8111 (cell) mar:y.kayser@fortworthtexas gov From: Kays e r, M ary Se nt: Th u rsday, Ap ri l 8, 20 2 11:54 PM To: Bra ndy Grim es <Bran dy.Grimes@d e nt o nco unty.g ov> Su bj e ct: FW: De nto n El ecti ons con t ra ct Here are the 2 concerns regarding the contract. Per Denis -would you all "either agree to tweak the cont ract or just send us back an ema il that (1) acknow ledges CFW won't meet t h e 3 business day requirement on page Sand has already ordered its r unoff contrary to what page 8 says and (2) they don't consider either issue to be a contractual breach or a missed deadline that would increase CFW's cost ." Plea se let me know how you would like handle this. Thanks Mary J. Kayser, TRMC MMC City S ecretary City S ecretary 's Offi ce 200 Texas Street Fort W orth, TX 76102 817-3 92-61 61 8 17-944-8 111 (cell) mar:y.kayser@fortworthtexas.gov From: McElroy, Denis c. <Denis McE lroy@fortworthtexas go v> Sent : Wednesday, April 7, 2021 5:07 PM To: Kayser, Mary <Mary.Kayser@fortworthtexas.gov> Subject: RE: Denton Elections contract Mary, I cannot figure out how to OCR the pdf of the Denton County elections contract in order to copy just the specific line s at iss ue ; so I am resorting to images of the provisions at issue. I am genera lly ok with the contract, but there are two portions of the contract that I don't know that we can meet the letter of. First, on page S there's a requirement that we provide our can d idate li st in the order to be placed on the bal lot within three business days after the fil ing period ended . Did we meet that cutoff of Wednesday February 17? <image006. png> And then on page 8 the contract says we agree to order the runoff at the canvass meeting, but CFW al ready called its runoff in the original e lection order. <image007 .png> The transition from page 11 to 12 says that if we don't meet deadlines in the contract, we could be required to pay more. So I think we ought to ensure we either get these provisions revised or get written confirmation via email or otherwise that not meeting these two timeframes will not result in CFW getting a bigger bill. Denis M cElro y Assistant City Attorney 200 Texas Street Fort Worth, Texas 76102 (817) 392-2758 denis.mcelroy@fortw01thtexas.gov City of Fort Worth -Wo rkin g to geth e r to build a strong c ommunity <image005.png> From: Kayser, Mary Sent : Monday, April 5, 2021 5:20 PM To: McE lroy, Denis C. <Denis.McElroy@fortworthtexas.gov> Subject: FW : Denton Elections contract I know you have more than you can say grace over but wondered if there is an ETA on this contract? Not so worried about Tarrant as we have to have the M&C approved first. But Denton really wants this even though they will not bill us until after the election. Mary J. Kayser, TRMC MMC City Secretary City Secretary's Office 200 Texas Street Fort Worth, TX 76102 817-392-6161 8 l 7-944-8111 (cell) mary.kayser@fortworthtexas.gov From: Kayser, Mary Sent: Wedne sday, March 31, 2021 9:24 AM To: McElroy, Den is C. <Denjs.McElroy@fortworthtexas go v> Subject: Denton Election s contract For your review. MK