CP 2018-05-29 (special)City Council
City of Coppell, Texas
Meeting Agenda
255 Parkway Boulevard
Coppell, Texas
75019-9478
Council Chambers6:00 PMTuesday, May 29, 2018
Special Called Meeting
KAREN HUNT NANCY YINGLING
Mayor Mayor Pro Tem
CLIFF LONG GARY RODEN
Place 1 Place 4
BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN
Place 2 Place 6
WES MAYS MARK HILL
Place 3 Place 7
MIKE LAND
City Manager
Notice is hereby given that the City Council of the City of Coppell, Texas will meet in a Special
Called Session at 6:00 p.m. at Town Center, 255 Parkway Boulevard, Coppell, Texas, for an
Executive Session, Regular Session, and a Work Session to follow immediately thereafter.
As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be
convened into closed Executive Session for the purpose of seeking confidential legal advice
from the City Attorney on any agenda item listed herein.
The City of Coppell reserves the right to reconvene, recess or realign the Work Session or
called Executive Session or order of business at any time prior to adjournment.
The purpose of the meeting is to consider the following items:
1.Call to Order
2.Executive Session (Closed to the Public) 1st Floor Conference Room
Section 551.071, Texas Government Code - Consultation with City Attorney.
A.Seek legal advice regarding Coppell ISD Security Resource Officer
Memorandum of Understanding.
Page 1 City of Coppell, Texas Printed on 5/25/2018
May 29, 2018City Council Meeting Agenda
Section 551.072, Texas Government Code - Deliberation regarding Real Property.
B.Discussion regarding real property east of South Belt Line Road and south
of East Belt Line Road.
Section 551.087, Texas Government Code - Economic Development Negotiations.
Discussion regarding economic development prospects south of Dividend
and west of Point West Boulevard.
Section 551.076, Texas Government Code - Deliberation regarding Security Devices.
C.Discussion regarding deployment of security personnel.
Regular Session (Open to the Public)
3.Citizens’ Appearance
4.Consider approval of a Resolution authorizing the City Manager to apply,
file and execute required applications for the temporary use permit and
transfer of Certificate of Adjudication 08-2365; and authorizing the Mayor
to sign.
North Lake Water Rights Applications Memo.pdf
Resolution.pdf
Attachments:
5.Consider approval of an interlocal agreement with Dallas County to
conduct a Joint Election Run-off on June 16, 2018; for a deposit in the
amount not to exceed $99,185.64; and authorizing the City Manager to
execute any necessary documents.
Run-off memo.pdf
Dallas County Elections contract-CN 2018-02-08.pdf
City of Coppell Estimate.pdf
Attachments:
6.Necessary Action from Executive Session
7.Work Session (Open to the Public) 1st Floor Conference Room
A.Discussion regarding the contracting, bidding and engineering
requirements for construction projects.
B.Discussion related to contracting and purchasing co-ops.
C.Discussion regarding 2018-2019 Service Organizations.
D.Discussion regarding short term rentals.
E.Discussion related to the Coppell 2040 process.
F.Discussion regarding Council Committees.
Service Organization Memo.pdf
Service Organization Funding Requests 2019.pdf
Attachments:
Page 2 City of Coppell, Texas Printed on 5/25/2018
May 29, 2018City Council Meeting Agenda
Council Memo and DRAFT Short Term Rental Ordinance.pdf
2040ProcessMemo.pdf
Adjournment
________________________
Karen Selbo Hunt, Mayor
CERTIFICATE
I certify that the above Notice of Meeting was posted on the bulletin board at the City Hall of
the City of Coppell, Texas on this 25th day of May, 2018, at _____________.
______________________________
Christel Pettinos, City Secretary
PUBLIC NOTICE - STATEMENT FOR ADA COMPLIANCE AND OPEN CARRY LEGISLATION
The City of Coppell acknowledges its responsibility to comply with the Americans With
Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require
special services (i.e. sign interpretative services, alternative audio/visual devices, and
amanuenses) for participation in or access to the City of Coppell sponsored public programs,
services and/or meetings, the City requests that individuals makes requests for these
services forty-eight (48) hours ahead of the scheduled program, service, and/or meeting. To
make arrangements, contact Vivyon V. Bowman, ADA Coordinator or other designated official
at (972) 462-0022, or (TDD 1-800-RELAY, TX 1-800-735-2989).
Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun),
a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing
law), may not enter this property with a concealed handgun.
Pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried
handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun
licensing law), may not enter this property with a handgun that is carried openly.
Page 3 City of Coppell, Texas Printed on 5/25/2018
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2018-3955
File ID: Type: Status: 2018-3955 Agenda Item Executive Session
1Version: Reference: In Control: City Secretary
05/23/2018File Created:
Final Action: Executive SessionFile Name:
Title: Seek legal advice regarding Coppell ISD Security Resource Officer
Memorandum of Understanding.
Notes:
Agenda Date: 05/29/2018
Agenda Number: A.
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 05/29/2018City Council
Text of Legislative File 2018-3955
Title
Seek legal advice regarding Coppell ISD Security Resource Officer Memorandum of
Understanding.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Page 1City of Coppell, Texas Printed on 5/25/2018
Master Continued (2018-3955)
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 5/25/2018
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2018-3956
File ID: Type: Status: 2018-3956 Agenda Item Executive Session
1Version: Reference: In Control: City Secretary
05/23/2018File Created:
Final Action: Executive SessionFile Name:
Title: Discussion regarding real property east of South Belt Line Road and south of
East Belt Line Road.
Notes:
Agenda Date: 05/29/2018
Agenda Number: B.
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 05/29/2018City Council
Text of Legislative File 2018-3956
Title
Discussion regarding real property east of South Belt Line Road and south of East Belt Line
Road.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Page 1City of Coppell, Texas Printed on 5/25/2018
Master Continued (2018-3956)
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 5/25/2018
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2018-3959
File ID: Type: Status: 2018-3959 Agenda Item Executive Session
1Version: Reference: In Control: City Secretary
05/23/2018File Created:
Final Action: Executive SessionFile Name:
Title: Discussion regarding economic development prospects south of Dividend
and west of Point West Boulevard.
Notes:
Agenda Date: 05/29/2018
Agenda Number:
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 05/29/2018City Council
Text of Legislative File 2018-3959
Title
Discussion regarding economic development prospects south of Dividend and west of Point
West Boulevard.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Page 1City of Coppell, Texas Printed on 5/25/2018
Master Continued (2018-3959)
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 5/25/2018
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2018-3957
File ID: Type: Status: 2018-3957 Agenda Item Executive Session
1Version: Reference: In Control: City Secretary
05/23/2018File Created:
Final Action: Executive SessionFile Name:
Title: Discussion regarding deployment of security personnel.
Notes:
Agenda Date: 05/29/2018
Agenda Number: C.
Sponsors: Enactment Date:
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 05/29/2018City Council
Text of Legislative File 2018-3957
Title
Discussion regarding deployment of security personnel.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Page 1City of Coppell, Texas Printed on 5/25/2018
Master Continued (2018-3957)
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 5/25/2018
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2018-3958
File ID: Type: Status: 2018-3958 Resolution Agenda Ready
1Version: Reference: In Control: Engineering
05/23/2018File Created:
Final Action: Water RightsFile Name:
Title: Consider approval of a Resolution authorizing the City Manager to apply, file
and execute required applications for the temporary use permit and transfer
of Certificate of Adjudication 08-2365; and authorizing the Mayor to sign.
Notes:
Agenda Date: 05/29/2018
Agenda Number: 4.
Sponsors: Enactment Date:
North Lake Water Rights Applications Memo.pdf,
Resolution.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 05/29/2018City Council
Text of Legislative File 2018-3958
Title
Consider approval of a Resolution authorizing the City Manager to apply, file and execute
required applications for the temporary use permit and transfer of Certificate of Adjudication
08-2365; and authorizing the Mayor to sign.
Summary
Fiscal Impact:
There is no fiscal impact with this item.
Staff Recommendation:
Approval recommended.
Page 1City of Coppell, Texas Printed on 5/25/2018
Master Continued (2018-3958)
Goal Icon:
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 5/25/2018
1
MEMORANDUM
To: Mayor and City Council
From: Kent Collins, P.E., Director of Public Works
Date: May 29, 2018
Reference: Resolution supporting water rights applications for North Lake
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
General Information:
The City was assigned certain water rights related to the purchase of North Lake from
Luminant.
The City is preparing to formally transfer ownership of those rights through the State.
The allowed use of North Lake water also needs to be changed through the State.
The City is also pursuing temporary water use rights.
The associated applications require a designated signatory for the City.
Introduction:
The resolution presented for approval supports filing the applications necessary to formally change
the water rights ownership, allowable use, temporary water use rights, and designates the City
Manager as the signatory on the applications.
History:
North Lake was built in 1957 by Dallas Power and Light (later known as Luminant) as a cooling pond
for a steam electric generating plant. In 2010, the power plant was decommissioned and by 2012,
ownership was transferred to the City of Coppell. As part of the purchase from Luminant, water
rights to North Lake were included.
Analysis:
The City is currently preparing to formally change water rights ownership and water rights use
through the Texas Commission on Environmental Quality (TCEQ). In addition, to allow use during
the processing of the required applications, the City is applying for temporary water rights to North
Lake. The applications require a resolution of the governing body authorizing the applications and
designating a signatory.
2
Legal Review:
The City Attorney prepared the resolution.
Fiscal Impact:
There is no fiscal impact with this item.
Recommendation:
The Public Works Department recommends approval of this resolution.
TM 99584 1
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COPPELL,
TEXAS, AUTHORIZING THE CITY OF COPPELL TO APPLY AND FILE
REQUIRED APPLICATIONS FOR THE TEMPORARY USE PERMIT
AND TRANSFER OF CERTIFICATE OF ADJUDICATION 08-2365;
AUTHORIZING THE CITY MANAGER TO EXECUTE APPLICATIONS;
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Coppell was assigned certain water rights in connection with its
purchase of real property from Luminant and need to formally transfer the Certification of
Adjudication, Change of Ownership application and the Temporary Water Use Right Application;
and
WHEREAS, upon full review City Council authorizes the City Manager to execute the
Surface Water Rights Change of Ownership Form, the TCEQ Core Data Form and application for
Temporary Water Use Permit for 10-acre feet of water in reference to Certificate of Adjudication
08-2365 (herein after collectively referred as “Applications”) on behalf of the City of Coppell,
Texas;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
SECTION 1. That the City of Coppell hereby seeks to fill the Applications and the City
Manager is authorized to seek the transfer of rights in accordance with State law and the rights under
Certificate of Adjudication 08-2365 to be rested in the name of the City of Coppell.
SECTION 2. That the City Manager is hereby authorized to execute and cause such
Applications for and on behalf of the City of Coppell, any amendments thereto and/or such other
instruments, and, cause the same, to be filed and seek the rights recited therein.
SECTION 3. That this Resolution shall become effective immediately from and after its
passage.
2
DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas,
on this the ________ day of ______________, 2018
CITY OF COPPELL, TEXAS
______________________________________
KAREN SELBO HUNT, MAYOR
ATTEST:
______________________________________
CHRISTEL PETTINOS, CITY SECRETARY
APPROVED AS TO FORM:
____________________________________
ROBERT E. HAGER, CITY ATTORNEY
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2018-3961
File ID: Type: Status: 2018-3961 Agenda Item Agenda Ready
1Version: Reference: In Control: City Secretary
05/25/2018File Created:
Final Action: Runoff ElectionFile Name:
Title: Consider approval of an interlocal agreement with Dallas County to conduct a
Joint Election Run-off on June 16, 2018; for a deposit in the amount not to
exceed $99,185.64; and authorizing the City Manager to execute any
necessary documents.
Notes:
Agenda Date: 05/29/2018
Agenda Number: 5.
Sponsors: Enactment Date:
Run-off memo.pdf, Dallas County Elections
contract-CN 2018-02-08.pdf, City of Coppell
Estimate.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 05/29/2018City Council
Text of Legislative File 2018-3961
Title
Consider approval of an interlocal agreement with Dallas County to conduct a Joint Election
Run-off on June 16, 2018; for a deposit in the amount not to exceed $99,185.64; and
authorizing the City Manager to execute any necessary documents.
Summary
Fiscal Impact:
Fund balance of the General Fund will be used for this item.
Staff Recommendation:
Page 1City of Coppell, Texas Printed on 5/25/2018
Master Continued (2018-3961)
Approval recommended.
Goal Icon:
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 5/25/2018
1
MEMORANDUM
To: Mayor and City Council
From: Christel Pettinos, City Secretary
Date: May 29, 2018
Reference: Consider approval of an interlocal agreement with Dallas County to conduct a Joint
Election Run-off on June 16, 2018; for a deposit in the amount not to exceed
$99,185.64; and authorizing the City Manager to execute any necessary documents.
Introduction:
City Council approved an interlocal agreement in January with Dallas County for conducting the May
5th Joint Elections. As a result of the election, Council Place 6 has a pending run-off planned for June
12th. Dallas County is requesting a deposit of funds in the amount of $99,185.64 to be delivered by
June 1st.
Analysis:
Dallas County estimated the price by multiplying Coppell’s unit cost, $8,265.47, by the 12 precincts
(ten in Dallas County and two in Denton County).
Legal Review:
The agenda item was reviewed by Bob Hager on 5/24/2018.
Fiscal Impact:
Recommendation:
Approval recommended.
ELECTION SERVICES CONTRACT ("Election Services Contract")
JOINT ELECTION SERVICES AGREEMENT
BETWEEN
THE DALLAS COUNTY ELECTIONS ADMINISTRATOR
AND
Town Of Addison (TOA)
City Of Balch Springs (COBS)
City Of Carrollton (COC)
City Of Cedar Hill (COCdH)
City Of Cockrell Hill (COCkH)
City Of Coppell (COPP)
City Of Desoto (CODe)
City Of Duncanville (CODu)
City Of Farmers Branch (COFB)
City Of Garland (COG)
City Of Grand Prairie (COGP)
Town of Highland Park (THP)
City Of Hutchins (COH)
City Of Irving (COI)
City Of Lancaster (COL)
City Of Lewisville (COLew)
City Of Mesquite (COM)
City Of Rowlett (CORw)
City Of Sachse (COSa)
City Of Seagoville (COSe)
Town Of Sunnyvale (TOS)
City Of University Park (COUP)
City of Wilmer (COW)
Carrollton -Farmers Branch ISD (CFBISD)
Cedar Hill ISD (CHISD)
Coppell ISD (CpISD)
Dallas ISD (DISD)
DeSoto ISD (DeISD)
Duncanville ISD (DuISD)
Garland ISD (GISD)
Grand Prairie ISD (GPISD)
Highland Park ISD (HPISD)
Irving ISD (IISD)
Lancaster ISD (LISD)
Mesquite ISD (MISD)
Richardson ISD (RISD)
Sunnyvale ISD (SuISD)
Dallas County Community College District (DCCCD)
Dallas County Park Cities MUD (DCPCMUD)
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 1 of 20
FOR THE CONDUCT OF A JOINT ELECTION
TO BE HELD SATURDAY, MAY 5`b, 2018
TO BE ADMINISTERED BY THE DALLAS COUNTY ELECTIONS DEPARTMENT
1) STATUTORY AUTHORITY FOR AND PARTIES TO THIS ELECTION SERVICES CONTRACT
a) Antoinette "Toni" Pippins -Poole ("Toni Pippins -Poole") is the duly appointed County
Elections Administrator ("Elections Administrator") of Dallas County, Texas ("County")
and the Department Head of the Dallas County Elections Department ("DCED"). As such,
Toni Pippins -Poole is the County's Voter Registrar and the Election Officer of Dallas
County, Texas and is authorized by Subchapter D of Chapter 31 of Title 3 of the Texas
Election Code to enter into this Election Services Contract with the contracting authorities
of the Participating Political Subdivisions listed in "Attachment F" of this Election Services
Contract. DCED acts at the direction of the Elections Administrator.
b) The contracting authorities of the Participating Political Subdivisions that are participating
in this Election Services Contract are listed on the face page of this agreement and in
Attachment F" of this Election Services Contract and are hereby participating with each
other in this Joint Election to be held in Dallas County, Texas on Saturday, May 5, 2018
under Chapter 271 of Title 16 of the Texas Election Code ("Joint Election"); and are hereby
contracting with the Elections Administrator of Dallas County, Texas to perform the
election services set forth in this Election Services Contract under Subchapter D of
Chapter 31 of Title 3 of the Texas Election Code. The Participating Political Subdivisions
acknowledge that they are participating in this Joint Election with each other and with
Dallas County, Texas and the State of Texas, to the extent that Dallas County, Texas and
the State of Texas have candidates on the ballot in this Joint Election.
c) The Elections Administrator will coordinate, supervise, and handle all aspects of
administering this Joint Election in accordance with the provisions of the Texas Election
Code and as outlined in this Election Services Contract. Each contracting authority of each
Participating Political Subdivision will pay its share of the Election Costs to the Elections
Administrator for the equipment, supplies, services, and administrative costs outlined in
this Election Services Contract. The Elections Administrator will administer the election;
however, each Participating Political Subdivision will be responsible for the duties directly
administered by the Participating Political Subdivision.
d) If applicable and in the event a runoff election is necessary, the date of the runoff for this
Joint election would be June 16, 2018. This Elections Services Contract and its terms will
be automatically extended to cover the Joint Runoff Election, unless a Participating
Political Subdivision states in writing before May 17, 2018 that it does not wish to
participant in a joint runoff election contemplated herein. DCED will provide each
Participating Political Subdivision to which this Section 1(d) applies an estimated cost
required to be deposited into a special and separate Joint Runoff Election account. The
funds must be deposited no later than five (5) days after the Joint Runoff Election's
estimated figures are received from DCED.
2) ATTACHMENTS The following attachments are hereby incorporated into this Election
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 2 of 20
Services Contract as if set forth herein in their entirety. The Participating Political Subdivisions
acknowledge that the following attachments are subject to reasonable changes by the Dallas
County Elections Administrator before, during, and after Election Day and any runoff
election(s), if any runoff election(s) are required by law to be held.
a) "Attachment A" is an itemized list of the estimated election expenses for this Joint
Election and the amounts that each Participating Political Subdivision must deposit with
the Dallas County Elections Department. It also includes the Deposit Detail for each
entity. The Elections Administrator will amend "Attachment A" to reflect the changing
estimates of election expenses that are caused by changing circumstances and by the
withdrawal of Participating Political Subdivision(s), if any, from this Election Services
Contract.
b) "Attachment B" is a list of the early voting polling places for this Joint Election.
c) "Attachment C' is a list of the Election Day polling places for this Joint Election.
d) "Attachment D" is a list of the people that the Dallas County Elections Administrator will
appoint as deputy early voting clerks for this Joint Election.
e) "Attachment E" is a list of the presiding election judges and alternate election judges for
Election Day for this Joint Election.
f) "Attachment F" is a list of the Participating Political Subdivisions that will be holding
elections in Dallas County election precincts or partial election precincts and the number
of registered voters in each of those election precincts or partial election precincts.
Attachment F" will also contain, for each Participating Political Subdivision, the full name
of the person serving as a point of contact, the physical address, the mailing address, a
facsimile number, and an email address. "Attachment F" will be amended if any of the
Participating Political Subdivisions withdraw from this Election Services Contract.
Attachment F" will be amended to reflect the number of registered voters in each
election precinct and partial election precinct as of the statutory deadline (Thursday,
April 5, 2018) for voters to submit applications to register to vote or changes of address
in this Joint Election. In this Election Services Contract, the phrase "election precinct" is
synonymous with the phrase "voting precinct."
g) "Attachment G' is a list of the Participating Political Subdivisions & Ballot Details
h) Within five (5) business days after any of the foregoing attachments are amended by the
Elections Administrator, the Elections Administrator will send each Participating Political
Subdivision an amended version of the amended attachment by email to the email
address provided by each Participating Political Subdivision in "Attachment F."
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 3 of 20
3) LEGAL DOCUMENTS
a) Each Participating Political Subdivision will prepare, adopt, and publish all legally required
election orders, resolutions, notices, and other documents that are required by, or of,
their governing bodies. Each Participating Political Subdivision must send the Elections
Administrator a copy of any election order, resolution, or notice related to this Joint
Election within three (3) business days of publishing, adopting, or ordering it. Such
documents can be sent to the attention of: Robert Heard, Assistant Elections
Administrator, 2377 North Stemmons Freeway, Suite 820, Dallas, Texas 75207; or,
emailed to Robert.Heard@DallasCounty.org. Alternatively, these documents may be
sent to: Daniel Bradley at Daniel.Bradley@ Da IlasCounty.org.
b) Each Participating Political Subdivision is responsible for having its own election orders,
resolutions, notices, or official ballot wording translated into the Spanish language.
c) Always copy Toni.Pippins-Poole@ DallasCounty.ORG on all communications related to
legal documents and question regarding this election.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 4 of 20
4) VOTING SYSTEMS
a) Each Participating Political Subdivision agrees that, during this Joint Election, voters will
cast their ballots on three different kinds of voting systems, each of which has been
approved by the Texas Secretary of State in accordance with the Texas Election Code and
the Texas Administrative Code: Direct Recording Electronic voting machines ("DRE"); an
optical scanner voting system ("optical scan"); and a voting system accessible to voters
with physical disabilities ("ADA Terminals"). On April 17, 2018 at 10:00 A.M., at the
County Elections Department at 2377 N. Stemmons Frwy, Suite 820, Dallas, Texas, the
Elections Administrator will test the DRE voting system and the automatic tabulating
equipment used for counting ballots at the central counting station. From April 11', 201
until completed), at the County Election Equipment Warehouse at 1506 East Langdon
Road, Hutchins, Texas, the Elections Administrator will test the optical scan voting system.
At least 48 hours before the date and hour of each test, the Elections Administrator will
publish a newspaper notice with the date, hour, and place of the testing. The Elections
Administrator will establish regional collection sites within the county and a central
counting station to receive and tabulate the regular ballots that are cast in this Joint
Election and receive the provisional ballots.
b) The Elections Administrator will provide DREs, precinct ballot counters, and voting booths
for this Joint Election. Each polling place will have at least one voting terminal that
complies with the Americans with Disabilities Act ("ADA"). During the early voting period,
each early voting polling place will have master Personal Electronic Ballot ("PEB") devices
and iVotronic DRE machines. For Election Day, the Elections Administrator will allocate
voting booths to all of the polling places in amounts reasonably anticipated to be
sufficient for the anticipated turnout of voters. Each Election Day polling place will have
at least one precinct ballot counter and one (1) ADA iVotronic machine.
c) The itemized list of the estimated election expenses for this Joint Election are in
Attachment A," which includes, but may not be limited to the number of voting booths,
precinct ballot counters, precinct tabulators, iVotronics voting machines, Americans with
Disability Act ("ADA") Voting Terminals, Gemini voting booths, Personal Electronic Ballots,
and Master Personal Electronic Ballots. All of the Participating Political Subdivisions agree
that ADA Terminals will be used during this Joint Election under the Help America Vote
Act of 2002 ("HAVA") and that the ADA Terminals will be part of this Election Services
Contract.
5) POLLING PLACES
a) The Elections Administrator will select and arrange for the use of and payment for all of
the early voting polling places listed in "Attachment B" and the Election Day polling places
listed in "Attachment C' subject to the approval of each Participating Political Subdivision.
Polling locations identified in Attachments "B" and "C" cannot be changed by a
Participating Political Subdivision, but the Elections Administrator may consider changes
requested by a Participating Political Subdivision.
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 5 of 20
b) Whenever possible, previously used polling places that voters are accustomed to using
will be used for the election precincts and partial election precincts in this Joint Election;
however, the Participating Political Subdivisions acknowledge that sometimes previously
used polling places are not available or appropriate for every election. Accessibility under
the Americans with Disabilities Act is an important consideration for all polling places in
this Joint Election.
c) For polling places that have changed since the most recent election ordered by a
Participating Political Subdivision, the Elections Administrator will mail registered voters
affected by the changes notice of their new polling place location.
6) PRESIDING ELECTION JUDGES, ALTERNATE PRESIDING ELECTION JUDGES, ELECTION
CLERKS, AND OTHER ELECTION DAY PERSONNEL
a) The Elections Administrator will be responsible for the appointment of the presiding
election judges and alternate election judges listed in "Attachment E" for each polling
place listed in "Attachment C" subject to the approval of each Participating Political
Subdivision.
b) This sub -paragraph applies only to an election with no partisan candidate on any ballot.
If a Participating Political Subdivision requests that a person not listed in "Attachment E"
be appointed to serve in a specific polling place, but another Participating Political
Subdivision requests that a different person be appointed to serve that same polling
place, then the Elections Administrator will conduct a drawing by lot from the
recommendations, no later than Monday, March 5, 2018 to resolve the conflict and notify
each Participating Political Subdivision affected of the resolution. After the Elections
Administrator notifies a person so selected by lot of the polling place where the person
will serve, the Elections Administrator is not required to act on further such requests from
the Participating Political Subdivisions for that specific polling place.
c) If a person appointed as a presiding election judge or alternate election judge becomes
ineligible to serve as such in this Joint Election, then the Election Administrator will
appoint a replacement presiding election judge or alternate election judge, amend
Attachment E" accordingly, and send each Participating Political Subdivision the
amended "Attachment E" by email within five (5) business days.
d) If a person is unable or unwilling to serve as a presiding election judge or an alternate
election judge, then the Elections Administrator will name a replacement presiding
election judge or send each Participating Political Subdivision the amended "Attachment
E" by email within five (5) business days.
e) The Elections Administrator will provide county training programs, in keeping with
Section 32.114 of the Texas Election Code, for all of the presiding election judges,
alternate election judges, and election clerks for this Joint Election. The presiding election
judges are responsible for notifying the alternate presiding judge and the election clerks
for the presiding election judge's polling place of the time and place of each training
session. Pursuant to Section 32.114(b), the training programs will be open to the public
free of charge.
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 6 of 20
f) To serve in this Joint Election, each presiding election judge and alternate election judge
must have attended an election judge training session, a training session regarding the
court rulings and the applicability of the mandatory Voter ID law, and optical scan training
session taught by the Elections Administrator for this Joint Election within the last 6
months. Newjudges and election clerks that have not attended a mandatory Voter ID Law
training session taught by the Elections Administrator for this Joint Election may not serve
in this Joint Election.
g) The Elections Administrator will notify the Participating Political Subdivisions by email and
post on the DCED's website the dates, times, and locations of training classes and labs for
both Early Voting and Election Day Workers.
h) To comply with the Federal Voting Rights Act of 1965, as amended, precincts containing
more than 5% Hispanic population, according to the 2010 census statistics, are required
to have interpreter assistance. If a presiding election judge of such a precinct is not
bilingual and is unable to hire a bilingual election clerk, the Elections Administrator may
recommend an individual to provide interpreter assistance. If the Elections Administrator
is unable to recommend an individual to provide interpreter assistance for such a
precinct, the Elections Administrator will notify the Participating Political Subdivision and
request assistance in identifying an interpreter. In the event that a bilingual election clerk
is hired by the Elections Administrator for a precinct required to have interpreter
assistance, the bilingual clerk will be paid according to a rate set by the Elections
Administrator. The Elections Administrator will charge that expense to the funds
deposited with the Dallas County Elections Department for the conduct of the elections
listed in this Election Services Contract. A Participating Political Subdivision may pay more
money to a bilingual clerk than the rate set by the Elections Administrator, however that
expense will be borne by that Participating Political Subdivision individually and that extra
expense will not be charged to the funds deposited with the Dallas County Elections
Department for the conduct of the elections listed in this Election Services Contract.
i) The Elections Administrator will notify all of the presiding election judges and alternate
election judges about the eligibility requirements of Subchapter C of Chapter 32 of Title 3
of the Texas Election Code and Section 271.005 of the Texas Election Code. The Elections
Administrator will take the necessary steps to insure that all of the presiding election
judges and alternate election judges appointed to serve during this Joint Election are
eligible to serve and qualified to serve in this Joint Election. Under Section 32.031 of the
Texas Election Code, the presiding election judge for each election precinct shall appoint
the election clerks to assist the presiding election judge in the conduct of the election at
the polling place served by the presiding election judge on Election Day.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 7 of 20
j) The presiding election judges are responsible for picking up election supplies at the time
and place determined by the Elections Administrator, which will be set forth in the letter
to the presiding election judges requesting service for this election. Payments for the
presiding election judge will be specified in "Attachment A."
k) Any Participating Political Subdivision electing to pay their election workers for attending
a training class or lab must bear that expense separately from the funds deposited into
this Joint Election account.
1) The Elections Administrator will employ and or contract for other personnel necessary for
the proper administration of the election, including such part-time help as is necessary to
prepare for the election, to ensure the timely delivery of services, supplies and equipment
assistance during the period of Early Voting and on Election Day, and for the efficient
tabulation of ballots at the central counting station and regional sites. Part-time
personnel will be paid an amount specified in "Attachment A." Part-time personnel
working in support of the administration of the Election, including Central Counting
Station, regional sites on election night will received pay for at least four (4) hours,
minimum call for service, regardless of the actual hours worked.
7) SUPPLIES AND PRINTING
a) The Elections Administrator will obtain and distribute all of the election supplies and
election printing necessary for this Joint Election, including, but not limited to, all forms,
signs, and other materials used by the presiding election judges and clerks at the polling
places.
b) The Elections Administrator will provide maps, if necessary, instructions, and other
information that the presiding election judges need to conduct this Joint Election.
c) Each Participating Political Subdivision must deliver a list to the Elections Administrator
of candidates and propositions for their elections. The list must be in English and Spanish.
The list must include the ballot positions for the candidates and the propositions. The list
must include the correct spelling of each candidate's name and the precise wording of all
of the propositions. The Elections Administrator will email each Participating Political
Subdivision a Microsoft Word format form for their use to create the required list. As soon
as possible after each Participating Political Subdivision has determined its ballot
positions for the candidates and propositions in its election, the Participating Political
Subdivision must email the completed Microsoft Word format form to the Elections
Administrator. The Elections Administrator will use these electronic forms received from
the Participating Political Subdivisions to create the ballot styles for this Joint Election.
The Elections Administrator will deliver the proposed ballots to the Participating Political
Subdivisions for approval. Each Participating Political Subdivision will be responsible for
proofreading the proposed ballots and notifying the Elections Administrator of any
corrections that are required for their particular ballots. The Elections Administrator is
responsible for implementing the corrections made by the Participating Political
Subdivisions to their ballots and then producing the ballots for this Joint Election.
8) OPTICAL SCAN CARD BALLOTS
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 8 of 20
a) The Elections Administrator will allocate ballots for this Joint Election by determining the
approximate voter turnout for comparable elections in each election precinct or partial
election precinct and then adding 25% to that numberforeach election precinct or partial
election precinct. However, the minimum ballot allocation for each election precinct or
partial election precinct will range from 25-50% of the registered voters in each election
precinct or partial election precinct depending on election type and authorized by the
political subdivision (50% is recommended for local liquor elections).
b) Additional ballots will be available for Early Voting by Mail and for use on Election Day to
respond to any polling place that requests additional ballots and printed on an a needed
basis. Cost per ballot will be forty-five cents (.45¢).
9) RETURNS OF ELECTIONS
a) The Elections Administrator will establish and operate a central counting station to
receive and tabulate ballots cast in this Joint Election under Chapter 127 of Title 8 of the
Texas Election Code.
b) The Elections Administrator hereby, in accordance with Sections 127.002, 127.003 and
127.005 of the Texas Election Code, appoints the following central counting station
officials:
Central Count Station Manager
Tabulation Supervisor:
Assistant Tabulation Supervisor
Presiding Judge:
Alternate Presiding Judge:
Toni Pippins -Poole, Dallas County Elections
Administrator
Daniel Bradley), Central Count Station
Manager
Danielle Grant), Central Count Station Lead
Clerk
Fay Matthews -Bridges, Asst. General
Counsel, Dallas ISD
Shana Jennings, City Secretary of Irving
c) The Central Count Station Manager or her representative will deliver timely, cumulative
reports of the election results as election precincts are tabulated. The Central Count
Station Manager will be responsible for releasing cumulative totals and election precinct
returns from the election to the Participating Political Subdivisions, candidates, press, and
the general public by the distribution of hard copies or electronic transmittals (where
accessible). The Elections Administrator will operate an election result center to release
election results in the Health and Human Services Building, 2377 N. Stemmons Frwy.,
Suite 820, Dallas, Texas.
d) The Elections Administrator will link any Participating Political Subdivision's website to
DCED's website. Participating Political Subdivisions that want such website linkage should
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 9 of 20
deliver their website address to the Tabulation Supervisor at DCED.
e) The Elections Administrator will prepare the unofficial canvass report after all precincts
have been counted, and will email a copy of the unofficial canvass to each Participating
Political Subdivision as soon as possible after all returns, provisional ballots, and late
overseas ballots have been tabulated, but in no event no later than May 16, 2018. All
Participating Political Subdivisions will be responsible for the official canvass of their
respective elections.
f) The Elections Administrator will be responsible for conducting the post-election manual
recount, unless the Texas Secretary of State grants a waiver under Section 127.201 of the
Texas Election Code. If no such waiver is given, the Elections Administrator will provide
notice and copies of the recount to each Participating Political Subdivision and the
Secretary of State's Office. Each Participating Political Subdivision must notify the
Elections Administrator if such a waiver has been granted or denied as soon as possible,
but no later than five (5) calendar days before Election Day.
10) ELECTION EXPENSES
a) The Participating Political Subdivisions agree to share the costs of administering this
Joint Election as specified in "Attachment A." The Election Administrator will charge a
general supervisory fee not to exceed ten (10%) percent of the total cost of this Joint
Election as authorized by Section 31.100 of the Texas Election Code. In no event will the
ten (10%) percent general supervisory fee be refunded to any Participating Political
Subdivision. If the ballot, candidates, or propositions supplied by the Participating
Political Subdivision are changed after their initial printing by the Elections
Administrator due to a court order from a court of competent jurisdiction, the affected
Participating Political Subdivision(s) agrees to pay all expenses associated with re-
printing and re -programming the ballots pursuant to a court order including expenses
for expedited services and "Attachment A" will be amended by the Election
Administrator.
b) Allocation of costs among the Participating Political Subdivisions will be according to a
formula based on the average cost per polling place and the allocation of election day
tabulators (hereinafter W100's") in that polling place ("Unit Cost"). The Unit Cost will be
determined by dividing the total of the itemized list of estimated election expenses by the
total number of polling places. A "Polling Place" will be identified by and defined based
on the presence and number of M100's and/or Election Supply Carts ("ESC"). Any
Participating Political Subdivision that requests a different combination of precincts in
polling places that exceeds the Unit Cost will be billed directly for any excess expenditures
e.g. supplies, equipment, personnel, etc.). The cost of any special request from a
Participating Political Subdivision, which is not agreed upon by all Participating Political
Subdivisions, will be borne by the Participating Political Subdivision making the special
request. Each Participating Political Subdivision agrees that no Participating Political
Subdivision will be billed less than the minimum of one full Unit Cost as specified in
Attachment A."
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 10 of 20
c) The expenses for early voting by mail and personal appearance will be paid by each
Participating Political Subdivision as set forth in "Attachment A."
d) The Elections Administrator will determine the final election expenses to the extent
practicable within one hundred and eighty (180) business days after the final canvass of
this Joint Election or the runoff election, if any. The Elections Administrator will provide
each Participating Political Subdivision with a final, written accounting of all money that
was deposited into, and payments that were made from, the Joint Election account(s)
maintained by the Dallas County Elections Department for this Joint Election and the
runoff election, if any.
e) If the Elections Administrator requires additional money to perform its obligations under
this Election Services Contract, then the Elections Administrator will bill each Participating
Political Subdivision using the same method used to determine each Participating Political
Subdivision's required deposit in "Attachment A" of this Election Services Contract ("Final
Bill"). The Participating Political Subdivision shall pay the Final Bill within thirty (30) days
of receipt except for any amount the Participating Political Subdivision files a timely good
faith dispute under Section 17 of this Election Services Contract. After all of the expenses
of this Joint Election are paid and disputes, if any, resolved, any monies that remain in the
account maintained by the Dallas County Elections Department for this Election Services
Contract will be refunded to the Participating Political Subdivisions (the "Refund") as soon
as practicable.
11) DEPOSIT OF FUNDS
a) Attachment A: Cost Audit details the cost and expenses anticipated for this election;
Participating Political Subdivisions will initially receive an estimate cost audit. The Final
Bill will be distributed as soon as all cost and expenses forthe election can be determined.
Each Participating Political Subdivision hereby agrees to deposit with the Dallas County
Elections Department either half or the full balance of money listed in "Attachment A:
Deposit of Funds Detail" of this Election Services Contract by the first deposit due date of
Tuesday, February 20, 2018. If the Participating Political Subdivision makes a partial
initial deposit on or by February 20, 2018, a full and final deposit must be made to the
Dallas County Elections Department by Friday, March 2, 2018. The Dallas County
Elections Department will place the money deposited by the Participating Political
Subdivisions in a Joint Election account.
b) The deposit of funds by each Participating Political Subdivision is an express condition
precedent to the participation of each Participating Political Subdivision in this Election
Services Contract. A Participating Political Subdivision may seek an extension from the
Elections Administrator as to the due date for the deposit of funds. Such an extension
must be sought in writing and prior to due date for such deposit by the Participating
Political Subdivision. Any decision(s) made by the Elections Administrator will be
provided in writing to the Participating Political Subdivision. The Elections Administrator,
however, shall not be required to grant an extension for the deposit of funds by a
Participating Political Subdivision. For any Participating Political Subdivision that fails to
deposit the total amounts specified in "Attachment A" by the dates specified in this
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 11 of 20
Election Services Contract or any extension granted by the Elections Administrator, the
Elections Administrator will be relieved from the responsibility to perform under this
Election Services Contract for such Participating Political Subdivision.
c) The Elections Administrator will only draw money from this Joint Election account to pay
for election expenses that are included in "Attachment A" to this Election Services
Contract and for other expenses that the Participating Political Subdivisions agree to in
writing.
d) If a Participating Political Subdivision withdraws completely from this Joint Election by
Friday, February 23, 2018, or, by Friday, March 9, 2018 for Special Elections, then the
Elections Administrator will refund (as soon as practicable) that Participating Political
Subdivision's deposit, less any money already expended before the withdrawal and less
the general supervisory fee authorized by Section 31.100 of the Texas Election Code. In
the event of a partial withdrawal from this Joint Election, deposits will not be refunded to
the Participating Political Subdivisions.
e) The Elections Administrator will not make partial refunds to a Participating Political
Subdivision if any candidate(s) or propositions do not appear on the ballot for that
Participating Political Subdivision.
f) Deposits should be made out to Dallas County Elections Department and delivered within
the mandatory time frame to:
Toni Pippins -Poole
Dallas County Elections Administrator
2377 N. Stemmons Freeway, Suite 820
Dallas, Texas 75207
In the "memo" section of check place Election Escrow Account: tl
12) RECORDS OF THE ELECTION
a) The Elections Administrator is hereby appointed the general custodian of the voted
ballots and all election records of this Joint Election to the extent authorized by Sections
31.094, 31.095, 31.096, and 31.097 of the Texas Election Code.
b) Access to the election records will be available to each Participating Political Subdivision
as well as to the public in accordance with the Texas Public Information Act, Chapter 552,
Government Code, at the Elections Department, 2377 N. Stemmons Frwy, Suite 820,
Dallas, Texas, at any time during normal business hours. The Elections Administrator will
ensure that the records are maintained in an orderly manner, so that records are clearly
identifiable and retrievable per records storage container. However, access to election
records that contain confidential information that must be redacted pursuant to federal
or state law may be provided at the offices of the Civil Division of the Criminal District
Attorney's Office of Dallas County, Texas at 411 Elm Street, 5t" Floor, Dallas, Texas.
c) Pursuant to Section 66.058 of the Texas Election Code, the Elections Administrator will
retain the election records at the Elections Administrator's main offices and Elections
Warehouse for sixty (60) days after the date of this Joint Election. Sixty (60) days after
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 12 of 20
the date of this Joint Election, the Elections Administrator will arrange for transport of
this Joint Election records to Dallas County Record Storage. This Joint Election's records
will then become the responsibility of Dallas County Record Storage for the remainder of
the twenty-two (22) month preservation period. Dallas County Record Storage will be
responsible for the destruction of this Joint Election records after the preservation period.
The Participating Political Subdivisions agree the Elections Administrator may destroy the
records from this Joint Election after the twenty-two (22) month preservation period
without further notice to the Participating Political Subdivisions, unless the events in
Section 12 (d) occur.
d) The Participating Political Subdivisions must notify the Elections Administrator in writing
within three (3) business days after any official or employee of any Participating Political
Subdivision becomes aware of any election contest in connection with this Joint Election.
In accordance with Section 1.013 of the Texas Election Code, the election records must
be preserved until any election contest is completed and a judgment, if any, becomes
final. Also, the election records will be maintained by the Elections Administrator if there
is an active criminal investigation or proceeding related to the election records until such
investigation or proceeding is finally concluded.
e) The Participating Political Subdivisions acknowledge and agree that the Elections
Administrator reserves the right to intervene in any election contest or litigation in
connection with this Joint Election in orderto preserve any available remedies at law, and
to preserve the Elections Administrator's obligations under this Contract and the Texas
Election Code.
13) EARLY VOTING
a) Under Sections 31.094 and 271.006 of the Texas Election Code, the Participating Political
Subdivisions hereby appoint the Elections Administrator to be the early voting clerk for
all of the political subdivisions participating in this Joint Election. The deputy early voting
clerks that will be appointed by the Elections Administrator are listed in "Attachment D."
b) This sub -paragraph applies only to a joint election with no partisan candidate on any
ballot. Participating Political Subdivisions may recommend people to the Elections
Administrator to serve as a deputy early voting judge/clerk. If a Participating Political
Subdivision recommends a person not listed in "Attachment D" and that recommendation
conflicts with the recommendation from any of the other Participating Political
Subdivisions involved in the election in that polling place, the Elections Administrator will
conduct a drawing by lot from the recommendations to determine the deputy early voting
judge/clerk. Once a person has been notified of his or her selection as deputy early voting
judge or deputy early voting clerk, no changes may be made by any of the Participating
Political Subdivisions.
c) Any qualified voter for this Joint Election may vote early by personal appearance at the
main early voting polling place or at one of the early voting branch polling places listed in
Attachment B. Early voting will be conducted as follows: on Monday, April 23, 2018
through Friday, April 27, 2018, from 8:00 A.M. to 5:00 P.M.; on Saturday, April 28, 2018
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 13 of 20
between 8:00 A.M. and 5:00 P.M.; on Sunday, April 29, 2018, between 1:00 P.M. and
6:00 P.M.; and on Monday, April 30, 2018 through Tuesday, May 1, 2018 between 7:00
A.M. and 7:00 P.M.
d) All requests for early voting ballots by mail that are received by a Participating Political
Subdivision must be transported by runner on the day of receipt to the Dallas County
Elections Department, 8th Floor, Health and Human Service Building, 2377 N. Stemmons
Frwy., Dallas, Texas 75207 for processing. Persons voting by mail must send their voted
ballots to the Dallas County Elections Department.
e) All early voting ballots will be prepared for counting by an Early Voting Ballot Board
appointed under Subchapter A of Chapter 87 of the Texas Election Code. Each
Participating Political Subdivision will appoint one member to the Early Voting Ballot
Board and will prepare a list notifying DCED of the appointee's name, telephone number,
mailing address, and email address, if any, no later than Friday, March 23, 2018. The
Participating Political Subdivisions agree to appoint David Morris as the presiding judge
of the early voting ballot board. A list of Early Voting Ballot Board members will be
furnished to each Participating Political Subdivision no later than Tuesday, April 3, 2018.
f) A signature verification committee will be appointed in accordance with Section 87.027
of the Texas Election Code. A list of the members of the signature verification committee
will be furnished to each Participating Political Subdivision.
g) The presiding judge of the Early Voting Ballot Board shall deliver notices of rejected
ballots in compliance with Section 87.0431, Texas Election Code.
14) CRIMINAL BACKGROUND CHECKS
The Elections Administrator, her agent or assignee will conduct a criminal background
check (in accordance with statutory requirements) of any person who is expected to or
scheduled to serve or work in this Joint Election. Any person that does not satisfactorily
pass the criminal background check will be ineligible to serve or work in this Joint Election.
Failure to obtain a criminal background check does not release the participating entity's
obligation to pay for service rendered in good faith.
15) ELECTION REPORTS
During the early voting period for this Joint Election, the Elections Administrator will
deliver daily reports to each Participating Political Subdivision of the Early Voting Location
Turnout Totals and Early Voting Roster. The day after the early voting period ends, the
Elections Administrator will deliverto each Participating Political Subdivision, a Daily Early
Voting Roster by precinct report that includes the entire Early Voting period. Pursuant to
the Texas Election Code §87.121, the Elections Administrator will deliver these election
reports by website posting, e-mail, or facsimile.
16) WITHDRAWAL FROM CONTRACT
a) No deposits will be refunded after the deadline to withdraw from this Election Services
Contract has passed.
Election Services Contract for Joint Election on Saturday, May 5', 2018
Page 14 of 20
b) In order to withdraw from this Election Services Contract, a Participating Political
Subdivision must deliver to the Elections Administrator any certifications and declarations
that are required under Subchapter C or Subchapter D of Chapter 2 of Title 1 of the Texas
Election Code.
c) The Elections Administrator will bill any Participating Political Subdivision that withdraws
from this Election Services Contract for any expenses incurred prior to the Elections
Administrator receiving copies of the certifications and declarations that are required
under Subchapter C or Subchapter D of Chapter 2 of Title 1 of the Texas Election Code.
d) If there are any withdrawals from this Joint Election, within ten (10) business days after
the deadline for Participating Political Subdivisions to make declarations under
Subchapter C or Subchapter D of Chapter 2 of Title 1 of the Texas Election Code, said
deadline being February 23, 2018 the Elections Administrator will amend the
attachments to this Election Services Contract as appropriate and provide updated copies
of the amended attachments to all of the remaining Participating Political Subdivisions.
e) The general supervisory fee authorized by Section 31.100 of the Texas Election Code will
not be refunded.
17) AUDITING AND PROHIBITION ON WITHHOLDING OF DEPOSITS
a) The Dallas County Auditor will conduct a review of the deposits and expenditures related
to this Election Services Contract before the Final Bill or Refund is submitted to the
Participating Political Subdivisions. Refunds will be submitted as soon as practicable.
b) The Participating Political Subdivisions may request a financial audit of the Final Bill or
Refund or dispute the Final Bill or Refund under this Section, if: 1) the Final Bill exceeds
ten percent (10%) of the amount of the Participating Political Subdivision's initial deposit
as required in "Attachment A" to this Election Services Contract; or 2) the accounting
accompanying the Refund is ten percent (10%) less than the amount the Participating
Political Subdivision determines, should be refunded, after its good faith review. The
request for a financial audit or dispute must be done in accordance with Section 17 (d)
below.
c) Should the events in Section 17 (b) occur, in lieu of an audit or dispute, the Participating
Political Subdivision may make a request that the Elections Administrator ask the Dallas
County Auditor to review the cost allocation methodology for the Participating Political
Subdivision's Final Bill or Refund ("Review Request"). Participating Political Subdivisions
must submit a Review Request to the Elections Administrator within five (5) business days
of receipt of the Final Bill or the Refund, whichever is later. The Review Request must set
forth, in detail, the basis for any challenge to the Final Bill or Refund. Corrections to the
Participating Political Subdivision's Final Bill or the Refund, based on a Review Request,
will be determined at the sole discretion of the Elections Administrator. A Review Request
does not extend the timeframe in Section 17(d).
d) Should the circumstances giving rise to an audit or dispute in Section 17 (b) occur, the
Participating Political Subdivision may send a formal written notice of dispute of the Final
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 15 of 20
Bill or Refund ("Dispute Notice") to the Elections Administrator. This Dispute Notice must
be received by the Elections Administrator no later than thirty (30) calendar days from
the date the Participating Political Subdivision receives the Final Bill or Refund. This
Dispute Notice must provide: 1) an itemization of the disputed charge(s) by the
Participating Political Subdivision; 2) the basis for the dispute; 3) the methodology
showing how the Participating Political Subdivision arrived at the amount disputed; and
4) documentation in support thereof. The Participating Political Subdivision will have no
right to withhold any undisputed amounts set forth in this Election Services Contract or
reflected in the Final Bill. Payment of undisputed amounts in the Final Bill must be made
by the Participating Political Subdivision as set forth in Section 10 (e) of this Election
Services Contract.
e) Failure of the Participating Political Subdivision to submit a timely Dispute Notice, as set
forth in Section 17(d), shall waive any and all disputes, claims, or challenges to the Final
Bill or Refund by the Participating Political Subdivision. The entire amount of the
Participating Political Subdivision's Final Bill shall be due immediately; or, any estimated
refund amounts will become final.
f) If the Participating Political Subdivision files a timely Dispute Notice in compliance with
Section 17(d), the Participating Political Subdivision will have the right to conduct a good
faith financial audit ("Financial Audit") for the deposits and expenditures related to this
Elections Services Contract. In conducting the Financial Audit, the Participating Political
Subdivision will have no greater right to demand access to or copies of the County's
governmental or election records than those rights specified in the Texas Election Code
and the Texas Public Information Act. The cost of any Financial Audit conducted by the
Participating Political Subdivision shall be borne by the requesting Participating Political
Subdivision and may not be paid forwith funds deposited with the Dallas County Elections
Department under this Election Services Contract. Further, the Participating Political
Subdivision conducting the Financial Audit shall pay the Elections Administrator the
reasonable costs for time expended and copies provided in orderto perform the Financial
Audit. If the Financial Audit identifies overcharges by the Elections Administrator of more
than ten percent (10%) of the initial deposit amount required by "Attachment A", the
Elections Administrator will review and assess the findings of the Financial Audit and will
negotiate, in good faith, to resolve any disputes for overcharges with the Participating
Political Subdivision. The Elections Administrator shall not be bound by the findings or
recommendations of the Participating Political Subdivision's Financial Audit. The financial
records will be retained at the County Election Administrator's office until the conclusion
of the Financial Audit and resolution of all outstanding audit disputes.
g) In the event the representatives of the Participating Political Subdivision and the Elections
Administrator cannot agree on the amount of the disputed Final Bill as set forth in this
Section, then the Parties may agree to submit to non-binding mediation. If mediation is
acceptable to both parties to resolve a dispute concerning the disputed Final Bill, the
parties will agree to use a mutually agreed-upon mediator. Unless the parties come to a
written agreement at mediation, the mediation will not constitute a final and binding
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 16 of 20
resolution of the dispute.
h) The Participating Political Subdivision acknowledges that the practical effect of the
Participating Political Subdivision withholding undisputed funds that are required under
this Election Services Contract would result in breach of this Elections Services Contract
and the other Participating Political Subdivisions' taxpayers subsidizing the withholding
Participating Political Subdivision's election expenses.
18) NOTICE
Any addendum to, change/modification of, clarification of, and/or withdrawal from this
contract requires written notice provided on the Dallas County Form, "Elections Services
Contract Change Forms". Initial contract changes are due by Thursday, February 8,
2018. Whenever this Election Services Contract requires any consent, approval notice,
request or demand, it must be in writing to be effective and must be delivered to the
party intended to receive it as shown below:
Address for notice to the Elections Administrator:
Attn: Robert Heard Sr.
Dallas County Assistant Elections Administrator
Elections Department — 8t" Floor
2377 N. Stemmons Frwy, Suite 820
Dallas, Texas 75207
214) 819-6300 telephone
214) 819-6301 facsimile
and, to the physical addresses and facsimile numbers for notice to the Participating
Political Subdivisions are in "Attachment F" to this Election Services Contract.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
19) LIABILITY FOR NEGLIGENCE
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 17 of 20
ALL PARTIES TO THIS ELECTION SERVICES CONTRACT AGREE TO BE RESPONSIBLE, IN
ACCORDANCE WITH APPLICABLE STATE OR FEDERAL LAW, EACH FOR THEIR OWN
NEGLIGENT ACTS OR OMISSIONS, OR OTHER TORTIOUS CONDUCT IN THE COURSE OF
PERFORMANCE OF THIS CONTRACT WITHOUT WAIVING ANY SOVEREIGN IMMUNITY,
GOVERNMENTAL IMMUNITY, STATUTORY IMMUNITY, OR OTHER DEFENSES AVAILABLE
TO THE PARTIES UNDER FEDERAL OR STATE LAW. NOTHING IN THIS PARAGRAPH SHALL
BE CONSTRUED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, IN
OR TO ANYTHIRD PERSONS OR ENTITIES. ALL PARTIES AGREE THAT ANY SUCH LIABILITY
OR DAMAGES OCCURRING DURING THE PERFORMANCE OF THIS ELECTION SERVICES
CONTRACT CAUSED BY THE JOINT OR COMPARATIVE NEGLIGENCE OF THE PARTIES, OR
THEIR EMPLOYEES, AGENTS OR OFFICERS WILL BE DETERMINED IN ACCORDANCE WITH
COMPARATIVE RESPONSIBILITY LAWS OF TEXAS, BUT ONLYTO THE EXTENT SUCH LAWS
ARE APPLICABLE TO THE PARTY.
TO THE EXTENT PERMITTED BY LAW, IF LEGAL ACTION IS FILED AGAINST EITHER PARTY
TO THIS ELECTION SERVICES CONTRACT, EACH PARTY SHALL BE SOLELY RESPONSIBLE
FOR THEIR OWN RESPECTIVE COSTS AND DEFENSE OF THAT SUIT.
20) CHOICE OF LAW
This Election Services Contract will be governed and interpreted by the laws of the State
of Texas.
21) VENUE AND JURISDICTION
The courts of the State of Texas and the United States of America that are physically
located in Dallas, Dallas County, Texas are the exclusive jurisdiction and venue for any
lawsuit, cause of action, temporary restraining order, temporary injunction, injunction,
petition for extraordinary relief, mandamus, or any other legal proceeding or claim
arising out of the performance of this Election Services Contract.
22) SEVERABILITY
If any term of this Election Services Contract is held by a court of competent jurisdiction
to be invalid, void, or unenforceable, the remainder of the terms of this Election Services
Contract will remain in full force and effect and will in no way be affected, impaired, or
invalidated.
23) ENTIRE CONTRACT
This Election Services Contract, including any exhibits or attachments, contains the entire
agreement between the Elections Administrator and the Participating Political
Subdivisions concerning the duties required by this Election Services Contract. The
Elections Administrator of Dallas County, Texas and each Participating Political
Subdivision hereby expressly warrant and represent that they are not relying on any
promises or agreements that are not contained in this Election Services Contract
concerning any of the terms in this Election Services Contract. Except otherwise specified
in this Election Services Contract, no modification, amendment, novation, renewal, or
other alteration of this Election Services Contract shall be effective unless mutually
Election Services Contract for Joint Election on Saturday, May 5', 2018
Page 18 of 20
agreed upon in writing and executed by the parties hereto.
24) GENDER AND HEADINGS
In this Election Services Contract, words in the singular number include the plural, and
those in the plural include the singular. Words of any gender also refer to any other
gender. Headings in this Election Services Contract are terms of inclusion, not exclusion.
25) CONTRA PROFERENTEM
The legal doctrine of contra proferentem will not apply to this Election Services Contract.
Consequently, any ambiguity that may exist in this Election Services Contract will not be
construed against the Party who drafted this Election Services Contract.
26) ORDER OF PRECEDENCE
Any inconsistencies in this Election Services Contract will be resolved by reviewing and
considering this Election Services Contract and Attachments A through G to this Election
Services Contract together in context with each other.
27) SIGNATORY WARRANTY
The Elections Administrator of Dallas County, Texas and all of the contracting authorities
of all of the Participating Political Subdivisions listed in "Attachment F" of this Election
Services Contract represent that each has the full right, power and authority to enter into
and perform this Election Services Contract in accordance with all of its terms and
conditions, and that the execution and delivery of this Election Services Contract has been
made by authorized representatives of the Participating Political Subdivisions to validly
and legally bind the Participating Political Subdivisions to all terms, performances, and
provisions set forth in this Election Services Contract.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
Election Services Contract for Joint Election on Saturday, May 5t", 2018
Page 19 of 20
forth in this Election Services Contract.
28) COUNTERPARTS.
This Election Services Contract may be executed in any number of counterparts with the same effect
as if all signatory parties had signed the same document. All counterparts will be construed together
and will constitute one and the same instrument.
COUNTY ELECTIONS ADMINISTRATOR
DALLAS COUNTY, TEXAS
APPROVED AS TO FORM*
I/4 /2of
7AME PALOMO
ASSI,STANT DISTRICT ATTORNEY
DALLAS COUNTY CRIMINAL ATTORNEY'S
OFFICE
CIVIL DIVISION
By law, the District Attorney's Office may only advise or approve contracts or legal documents on
behalf of its clients. It may not advise or approve a contract or legal document on behalf of other
parties. Our review of this document was conducted solely from the legal perspective of our client.
Our approval of this document was offered solely for the benefit of our client. Other parties should
not rely on this approval, and should seek review and approval by their own respective attorney(s).
ACCEPTED AND AGREED TO BY THE CITY OF COPPELL:
APPROVED ASiTO FORM:
KXREN SEL -130 HUNT
MAYOR
CITY OF COPPELL
Election Services Contract for Joint Election on Saturday, May 5th, 2018
Page 19 of 19
tillil,,T;' EEi:TT;j}a5
2iit8 APR {I2 0_ 35 PM
PEi=:EitEF; DALLAS
Poll Location Info
May 5, 2018 Joint Election Cities and Schools
ESTIMATED COST
SUBJECT TO CHANGE
Based Apon 50 Early Voting Locations
Based Apon 39 entities participating
ATTACHMENT A
Location Splits Total
Split by 1 116.00
Split by 2 262.00
Split by 3 95.00
Split by 4 35.00
Split by 5 0.00
Split by 6 0.00
Split by 7 0.00
Total Splits 510.00
Total Units 293.67
Cost per Poll (without ESF) 6,241.11
Subtotal 1,832,805.15
of Units 100%
Tntn I
Election Total 1,832,805.15
Exceptional Cost to be determined 0.00
Election Services Fee (AKA ESF) 10% of Election Total 183,280.51
Total Cost 2,016,085.66
Actual Unit Cost (with ESF) 6,865.22
OND71'oslt K ` O OQ::
2013 Legal Notice Newspaper listing of Polling Locations 10,000.00
2170 Rejected / Incomplete mail 45 $1.89 85.05
2170 Postage for Mailed Ballots 15,000 $1.42 21,300.00
2170 Postage for Returned Mailed Ballots 8,000 $1.20 9,600.00
2170 Postage for NON -Returned Mailed Ballots 7,000 $1.20 8,400.00
2180 Mail ballot kit 15,000 $2.00 30,000.00
7030 Furniture Rental Various EV Locations 1,500.00
7040 Voting Booths 50 $30.00 1,500.00
7040 Touch Screen/iVotronics 7 /loc. 350 $250.00 87,500.00
7040 ADA Voter Terminals 1 per loc 50 $300.00 15,000.00
7040 Communication Pack 1 per loc 50 $50.00 2,500.00
7040 Computer Rental Count 3 per loc 150 $400.00 60,000.00
7040 Provisional Ballot Bags 50 $5.00 250.00
7050 Van Rental\Car Rental 9 Vehicles for Tech and Route Usage and 2 Trucks for
Delivery of Equipment
4,500.00
7211 Sprint/Frontier landline charges) Use of Service During EV Election Period 4,000.00
7213 Hot Spots 50 $35.00 1,750.00
70:10;Rental/Custodial Char es Various Locations 15,000.00
50ntral Count Full Time Staff Over Time 3 Staff @12days @Various hours @Various Pay Rates 1,500.00
1050 Election Clerks Over Time) 150 Clerks @56 Hours $15.54 /h 130,536.00
1050 Election Judges Over Time) 50 Judges @56 Hours $20.12 p/h 56,336.00
1050 Election Part -Time Regular Over Time Various Part -Timers @Various Hours @Various Pay Rates 1,500.00
1050 Elections Full Time Staff Over Time Various Staff @Various Das @Various Hours @Various 7,500.00
1050 EV Mail Part -Time Clerks Over Time Various Clerks @Various Das @Various Hours @Various 4,000.00
1050 EV Full Time Mail Supervisor Over Time 1 Staff @Various Hours 29.66p/h 1,800.00
1050 EV Techs Over Time 6 Techs @Various Hours @Various Pay Rates 3,000.00
1050 Security -Branch Locations 9 Security Staff @Various Hours @Various Pay Rates 1,000.00
1050 Election Full Time Warehouse Staff (Over Time) 5 Staff @Various Hours @Various Pay Rates 10,000.00
1050 Warehouse Part -Timers Over Time Various Part -Timers @Various Hours @Various Pay Rates 3,000.00
1060 Canvass Committee (Ballot Board & Signature
Verification)
Approximately 15 people @Various Hours @ Various Pay
Rates
9,000.00
1060 Early Voting Clerks (Includes Training) 150 Clerks @80 $10.36 p/h + 8 Hours Training 130,950.40
1060 Early Voting Judges Includes Training) 50 Judges @80 $13.41 p/h + 8 Hours Training 56,429.28
1060 Election Department Part -Timers (Straight Time) Various Part -Timers @Various Hours @Various Pay Rates 6,000.00
1060 EV Judges Delivery AKA Can Mone 50 $25.00 1,250.00
1060 Mail Workers / PA Workers Part -Timers (Straight
Time Various Part -Timers @30 Days @ Various Pay Rates 17,000.00
1060 Supervisors / Ballot Board & Signature Verify 2 Supervisors @12 Das ea. @Various Hours @Various 1,500.00
1060 EV Techs (Straight Time 6 Techs @Various Hours @Various Pay Rates 7,500.00
1111 Social Security Char eback 6.2% 5,500.00
1112 Medicare 1.45% 3,000.00
1113 PARS 1.3% 1,500.00
1150 Retirement Charge Back 10% 8,000.00
5590 Tem orary Service (Early Voting as needed Ad -A -Staff 15,000.00
2880 Voted Stamps 300 $1.05 315.00
2180 Balotar Ballots for Absentee Mail 17" Two sided
ES&S)
15,000 $0.45 6,750.00
2180 Provisional Ballots In Person (ES&S) 60,000 $0.09 5,400.00
2180 Personal Appearance Labels 2 per voter 54,312 $0.10 5,431.20
2180 Judge Kits 50 $80.00 4,000.00
2180 Sample Ballots hand out for voters 8.5/11 in.
double sided color paper (AC Printing)
1,300 $0.66 858.00
2180 Sample Ballots Large for Posting 11/17in. Single
side color paper (AC Printing)
10 $0.61 6.10
2180 Ballot List for Early Voting Locations 8.5/11 in.
Double sided white paper (AC Printing)
300 $1.430 429.00
2180 List of Declared Write -In for EV 0 $0.027 0.00
2180 ADA Quick Operations Guide 8.5/11 in. Double
sided color co (DCED)
50 $0.870 43.50
2880 Supplies for Early Voting Misc./Forms/Binders 1,500.00
5590 ES&S Project Management 1 66,000.00 66,000.00
5590 ES&S Ballot Layout and Coding assistance and
overseeing
1 16,500.00 16,500.00
5590
ES&S Pre Election Mock Election (3 days On -
Site Simulation of Election Day with 1 ES&S
Support Team)
1 4,950.00 4,950.00
5590 ES&S lVotronic Early Support 1 1,650.00 1,650.00
5590 ES&S ADA Sound Wave Card Programming 1 8,000.00 8,000.00
5590 S anish Translation 0.00
2910 Earl Voting Equipment Delivery and Picki 50 s45.00 2,250.00
10 W rWarehouse /Elections Mileage 0.565 0.00
34095 M , a, Mileage for Runners/Gas Tech Cars and Trucks 2,200.00
EARLY VOTING TOTAL 1 881,969.53
Fyn I
Code :ELECTION DAY _ I Units qF Cost Per Unit Estimated 1
EQUIPMENT RENTAL
7030 Furniture Rental Central Count Station/Various PollingLocations $1,700.00
7040 Precinct Counter 1 /loc. 288 $468.00 134,784.00
7040 Voting Booths 5 /loc. 1,440 $30.00 43,200.00
7040 ADA Voter Terminals 288 $300.00 86,400.00
7040 Laptop 288 $75.00 21,600.00
7040 Provisional Bas 288 $5.00 1,440.00
7040 Election Supply Carts 288 $199.80 57,542.40
7040 Regional Site Com uter Setup 10 $150.00 1,500.00
7050 Truck Rental/Van Rental Runners /Regional Sites 7,000.00
7211 Phone Lines/Bulletin Board/Internet access
RENTAL BUILDINGS
7010 Location Rental
Election Cell phones for Tech's and department
various polling locations
5,000.00
T $35,000.00
7010 Custodial Charges
PERSONNEL
1020 Election Department Full Time Staff (Straight
Time)
various polling locations
Includes VR WH and Admin
60,000.00
3,000.00
1020 Dallas County Employees (Straight Time Election Day @ Regional Sites 2,000.00
1020 Traffic Control Officers Election Night & Supply Pickup 6,500.00
1020 Regional Site Support Election Night & Supply Pickup 14,000.00
1020 Phone Bank Election Da 2,500.00
1020 Techs 19 Election Da 7,500.00
1020 Deli ery of Election Returns 288 Judges @ $25.00 per delivery 7,200.00
1020 Election Day Judges 288 Judges @ 14 hours @ $11.00 p/h 44,352.00
1020 Election Day Clerks Approximately 865 Clerks @ 14 Hours @ $10.00 p/h 121,100.00
1020 Central Count Staff (Straight Time Election Da 500.00
1020 Emergency Response Personnel Election Da - Judges and Clerks 6,000.00
1050 Central Count Staff Over Time Various Staff @Various Das @Various Hours @Various 1,000.00
1050 Dallas County Employees Over Time Election Day @ Regional Sites 1,500.00
1050 Election Department Full Time Staff (Over Time)
Various Staff @Various Days @Various Hours @Various
Pay Rates
21,000.00
1050 Election Part -Time Regular Admin. (Over Time)
Various Staff @Various Days @Various Hours @Various
Pay Rates
1,000.00
1050 Sheriffs Deputies Various Deputies @18 Hours @Various Pay Rates 21,000.00
1050 Election Warehouse Full Time Staff (Over Time)
Various Staff @Various Days @Various Hours @Various
Pay Rates
10,000.00
1050 Warehouse Part -Timers Over Time 6 Part -Timers @Various Hours @ $15.54 p/h 5,200.00
1060 Warehouse Part -Timers (Straight Time 6 Part -Timers @Various Hours @ $10.36 p/h 10,000.00
1111 Social Security Char eback 6.2% 5,000.00
1112 Medicare 1.45% 1,000.00
1113 PARS 1.3% 50.00
1150 Retirement Charge Back 10% 9,000.00
5590 Tem ora Service
MILEAGE
w _____
Milea _____a/G__— 1080 Warehouse as
ED Corner Stone & Ad -A -Staff
1.11_ _ _ _. _ _ ; __
0.575
15,000.00
0.00
1080 1 Mileage for Deputies 3,600 $0.575 2,070.00
3095 Gas
SERVICE EXPENSE
5590 ES& S Support/Consulting
Tech Cars and Trucks
1 $24,750.00
1,300.00
24,750.00
5590 ES S L and A Testing 1 person 2 days 1 3,300.00 3,300.00
5590 ROBIS (E
POSTAGE I SERVICE EXPENSE
2180 Poll location letters Judge/Alt judge letters (NDSI)
1 2 Persons Tech Team
Approximately 576 letters and response cards 4,000.00
2180 Polling location Change Cards NDSI Various Locations w/ Various Voters 8,000.00
2170 Election Pa checks 1,400 $0.50
PREPARATION & TRANSPORTATION OF VOTING EQUIPMENT
2910 Election Day Equipment Delivery and Pickup 35 $45.00
Election Department Specials)
700.00
1,575.00
2910 Election Day Equipment Delivery and Pickup -
Atlantic
288 72.00 20,736.00
SUPPLY EXPENSE'
2880 Voted Stamps 1,200 1.05 1,260.00
2180
Official Optical Scan Ballots 14" 1 sided (ES&S)
300,000 0.2100 63,000.00
2180 Test Ballots 14" 1 sided (ES&S) 8,380 0.2100 1,759.80
2180 Pre -Marked Test Ballots 14" 1 sided &
additional training ballots (ES&S)
10,000 0.2100 33239.46
2180 Official Ballot & Seal Certificate (ES&S) 828 3.40 2,811.06
2180 Blank Ballot & Seal Certificate (ES&S) 0 3.40 0.00
2180 Provisional Ballot Seal (ES&S) 828 3.40 2,811.06
2180 ADA Ballot & Seal Certificate (ES&S) 289 3.40 981.16
2180 Provisional Ballots (ES&S) 24,840 0.09 2,235.60
2180 Sample Ballots 2 per precinct 1 sided ballot
ES&S) 3,312 0.09 298.08
2180 AC Printing Expense Election and Training Packets 6,000.00
2180 Jud a Kits 288 1 $80.00 23,040.00
2880 Sup lies _
ELECTIONDAY TOTAL
v _ _ __ _ __ __ ...__
Misc. (as needed)
I$95Q835.62
1,000.00
MEMO
April 25, 2018
To:
Through:
From:
Re:
Christel Pettions, Deputy City Secretary, COCp
Toni Pippins -Poole, Elections Administrator -CERA
Robert Heard, Assistant Elections Administrator
May 05, 2018 Joint Election Cost Update
The following participating subdivisions ("Entities") have withdrawn completely from
the above referenced election: City of Seagoville; Cedar Hill ISD; Duncanville ISD;
Garland ISD; Richardson ISD; Sunnyvale ISD; and D. C. Park Cities MUD. The
following entities have also partially withdrawn from the election: Dallas ISD; City of
DeSoto; DCCCD and City of Irving.
Due to these material changes in participants (cancellations), your initially estimated cost
for this election will be affected accordingly. We now estimate your adjusted election
cost to be $8,968.69 to cover your share of the elections expense. As of 04/25/2018 we
have received a payment of $6,865.22. Dallas County Elections Department understands
that your entity has or may have already prepared or sent payments based on the initial
cost estimate of $6,865.22. This notice is simply to inform you of the new estimated cost
so that you can plan accordingly based on final cost audit. It is not necessary for you to
adjust your initial requested deposit amount at this time.
Should you have any questions regarding this information, do not hesitate to contact me
at (214) 819-6334.
C Ce
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2018-3954
File ID: Type: Status: 2018-3954 Agenda Item Work Session
1Version: Reference: In Control: City Secretary
05/23/2018File Created:
Final Action: Work SessionFile Name:
Title: A.Discussion regarding the contracting, bidding and engineering
requirements for construction projects.
B.Discussion related to contracting and purchasing co-ops.
C.Discussion regarding 2018-2019 Service Organizations.
D.Discussion regarding short term rentals.
E.Discussion related to the Coppell 2040 process.
F.Discussion regarding Council Committees.
Notes:
Agenda Date: 05/29/2018
Agenda Number:
Sponsors: Enactment Date:
Service Organization Memo.pdf, Service Organization
Funding Requests 2019.pdf, Council Memo and
DRAFT Short Term Rental Ordinance.pdf,
2040ProcessMemo.pdf
Attachments: Enactment Number:
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 05/29/2018City Council
Text of Legislative File 2018-3954
Title
A.Discussion regarding the contracting, bidding and engineering requirements for
construction projects.
B.Discussion related to contracting and purchasing co-ops.
C.Discussion regarding 2018-2019 Service Organizations.
D.Discussion regarding short term rentals.
E.Discussion related to the Coppell 2040 process.
Page 1City of Coppell, Texas Printed on 5/25/2018
Master Continued (2018-3954)
F.Discussion regarding Council Committees.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 5/25/2018
1
MEMORANDUM
To: Mayor and City Council
From: Cayce Lay, Budget Officer
Date: May 29, 2018
Reference: Discussion Related to the Service Organization Funding Requests
2030: Community Wellness and Enrichment
Introduction:
The City of Coppell has historically included funding for non-profit organizations in its annual
operating budget. Organizations granted funding must be a qualifying 501(c)(3) entity, must provide a
social or cultural service not provided by the City, and must benefit Coppell citizens. Applications are
accepted annually, during the month of April. Organizations are selected to present during the first
budget workshop in July.
In 2016, Council formed a subcommittee to address the process. A memo dated August 30, 2016,
included a provision to review requests during a work session prior to the scheduled workshop.
Analysis:
Eleven organizations submitted applications to be considered. Based on the criteria listed in the memo
from the subcommittee, the following organizations would make a presentation during the budget
workshop:
• Christian Community Action
• Coppell Arts Council
• Coppell Chamber of Commerce
• Coppell Community Orchestra
• Coppell Family YMCA
• Metrocrest Services
These organizations are either first time applicants, current recipients requesting over $10,000, and
current recipients requesting an increase over their current allocation.
2
Legal Review:
None required at this time.
Fiscal Impact:
No direct fiscal impact at this time.
Recommendation:
This Work Session Item is to determine which, if any, of the organizations would need to make a
presentation during the scheduled budget workshop. It is staff’s recommendation that only the first time
applicants and current recipients requesting an increase present.
Service Organizations Funding RequestsAllocated Allocated Allocated Requested ApprovedOrganization15-16 16-17 17-18 18-19 18-19 NotesBallet Ensemble of Texas 5,000 5,000 5,000 5,000Last presented 07-2016Children's Advocacy Center/ Denton County 10,000 4,653 6,659 6,659Last presented 07-2014Christian Community Action 10,000 12,500 15,000 15,000Last presented 07-2017Coppell Arts Council 0 0 0 21,600New requestCoppell Chamber of Commerce 45,500 35,500 35,500 35,500Last presented 07-2017; Granted $35,500 with a $10,000 option for building in FY16Coppell Community Chorale 0 0 10,000 0Last requested 5,000 in FY13 & was denied; presented in 07-2017; granted 7,500 + 2,500 fundraising matchCoppell Community Orchestra 0 0 0 10,000New requestCoppell High School Band Boosters 30,000 0 0 0One time request FY16Coppell Historical Society 10,000 10,000 10,000 10,000Last presented 07-2014Coppell Special Olympics 0 5,000 0 0One time request FY17Metrocrest Community Clinic 5,000 5,000 5,000 5,000Last presented 07-2015Metrocrest Services 90,000 90,000 90,000 90,000Last presented 07-2015The Family Place 5,000 5,000 5,000 5,000Last presented 07-2017YMCA 5,000 10,000 10,000 15,000Last presented 07-2016Total 215,500 182,653 192,159 218,759 0Presentation Guidelines (per 8/30/16 memo)Previously approved groups requesting over $10,000Previously approved groups requesting an increaseNew applicants will be reviewed during a work session and potentially invited to present at workshop
1
MEMORANDUM
To: Mayor and City Council
From: Mindi Hurley, Director of Community Development
Date: May 29, 2018
Reference: Discussion on Proposed Ordinance for Short Term-Rentals (STR’s)
2030: Sense of Community, Special Place to Live
Executive Summary:
The purpose and intent of a Short-Term Rental regulations in the City of Coppell is to provide the balance
of the desires of owner occupants to share their home, on an intermittent basis, and the protection for the
neighboring properties. In sum, the proposed regulations will:
require the STR to be the primary residence,
limit the number of guests, and
limit their parking.
Introduction:
On May 8th Staff presented a summary of the proposed solutions to concerns expressed by various citizens
by providing regulations for Short Term Rentals in the City of Coppell, which in part to include:
• Purpose, applicability and definition;
• Registration requirements and fees;
• Inspection requirements and safety features;
• Operational restrictions and requirements, and provide for the
• Collection of Hotel Occupancy Tax.
Staff briefed City Council on national, state and local trends in regulations on Short-Term Rentals on
April 10th, and summarized the various options, ranging from prohibition, no regulations, to actual
licensing of STR’s. It was also discussed that regulations of Short-Term Rentals need to be enforceable
and provide clarity in the rules and regulations both for the property owner and the enforcement
personnel. Council provided guidance to staff to study the San Marcos model, which requires registration,
limits to primary residence only, and includes various operational regulations.
Analysis:
Attached is the proposed ordinance to be added as a new article to the Coppell Code of Ordinances. If
acceptable, staff will bring the final Ordinance for adoption on June 12th . After the passage of this
ordinance, the implementation and on-going monitoring will require collective efforts between existing
Community Development staff and a 3rd party consultant. The 3rd party consultant will provide the
technical expertise to search the 100+ platforms used to advertise short-term rentals and provide reports
2
to the city. Once verified, the property owners will be notified of ordinance requirements and compliance
procedures, fees and time frames for registration and violations. The following is the initial
implementation plan.
The 3rd party consultant will perform an internet search of Short Term Rental locations in Coppell
and submit the addresses and evidence to the City.
Staff will determine if addresses appear to be the owner’s primary residence.
Courtesy letters will be sent to STR owners, either telling them to register or to cease advertising
their houses as rentals if they aren’t their primary residence.
Owners will have a set time frame to come to Community Development to submit a registration
form, site plan/survey of the property, proof of primary residency, and pay the registration fee.
Upon registering and paying fees, they will schedule a property inspection. Permit expiration
will be set at one year.
Once the permit is issued, all property owners within 100 feet of the STR will be notified that the
permit has been issued with relevant information on the STR provisions and contact information.
If STR owners fail to comply within the given time frame, the City will initiate a Code violation
case and issue an official notice of violation. Owners who register after that point will be charged
a higher fee. Owners who fail to comply may be issued citations.
The 3rd party consultant will perform ongoing monitoring and provide the city weekly reports.
Properties that fail to comply, whether they are a non-primary residence that is ineligible to be an
STR, or they simply fail to register, will be pursued like any other Code Compliance violation.
The 3rd party consultant will host a 24-hour hotline for complaints. If an incident is reported that
requires attention, they will contact the local contact person. The hotline number will be posted
on the City’s website.
Registered properties that have three substantiated complaints for rule violations, as determined
by the Building Official, may have their registration revoked for a period of time (such as
noise/parties, failure to respond to disturbances or take responsibility for occupants, or advertising
or allowing the property to be used for anything other than dwelling/accommodations).
Legal Review:
City Attorney reviewed this proposed Ordinance.
Fiscal Impact:
None
Recommendation:
The Community Development Department approval of this ordinance and engaging a 3rd party to assist
in the data gathering, property identification and notification of property owners to allow for the
implementation of this ordinance.
Attachments:
Proposed ARTICLE 9-29, SHORT TERM RENTALS
1
DRAFT 5/29/18 City Council
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING CHAPTER 9 OF THE CODE OF ORDINANCES BY ADDING
ARTICLE 9-29, SHORT TERM RENTALS; AND TO AMEND ARTICLE 1-
14. – HOTEL OCCUPANCY TAX; PROVIDING FOR REGULATIONS
FOR THE REGISTRATION AND USE OF HOME SHARE RENTALS;
PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY
CLAUSE; PROVIDING A SAVINGS CLAUSE.
WHEREAS, the City Council has determined that regulations are needed to address
regulations for Short Term Rentals, and
WHEREAS, the operation of Short Term Rentals should not negatively affect property
values, and
WHEREAS, the Short Term Rentals should be required to pay Hotel Occupancy Taxes,
and
WHEREAS, the City Council has determined that regulations needed are intended to
protect the public health, safety, morals and general welfare.
NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF COPPELL,
TEXAS, THAT:
SECTION 1. That Chapter 9, General Regulations, of the Code of Ordinances is hereby
amended by adding Article 9-29, Short Term Rentals, which shall read as follows:
“CHAPTER 9, GENERAL REGULATIONS
…..
ARTICLE 9-29 SHORT TERM RENTAL
“Sec 9-29-1 - Purpose and applicability.
The purpose of this division is to establish regulations for the registration and use of Short
Term Rentals for single family living units. The requirements of this division apply only to Short
Term Rentals located in residential and historic zoning districts established under the city's
Zoning Ordinance, Chapter 12 of Code of Ordinances. Nothing in this division, however, shall
be construed to be a waiver of the requirement to assess and collect hotel occupancy taxes for any
WHEREAS, permanent residents desire the option to occasionally utilize their properties
for home share rentals, and
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residential rental for less than 30 consecutive days, or any other applicable provision of the
Coppell Code of Ordinances.
Sec 9-29-2 – Definitions
Advertise means the written, audio, oral or other methods of drawing the public’s attention to
a Short Term Rental in order to promote the availability of the short term rental.
Hotel Occupancy Tax means the hotel occupancy tax as defined in Chapter 1 the Coppell
Code of Ordinances and Chapter 3 of the Texas Tax Code.
Local Emergency Contact means an individual other than the applicant, who resides within
20 miles of the subject property, and who is designated by the owner to act as the owner’s
authorized agent if the owner has traveled outside of the immediate area or is otherwise
unavailable. The local emergency contact should reachable on a 24-hour basis, have access to
the Short Term Rental Property, and be authorized by the owner to act in the owners absence to
address any complaints, disturbances, and emergencies.
Owner means any person, agent, operator, firm, trust, corporation, limited liability
company, partnership or business organization having a legal or equitable interest in the property;
or recorded in the official records of the state, county or municipality as holding title to the
property; or otherwise having control of the property, including the guardian of the estate of any
such person, and the executor or code official of the estate of such person if ordered to take
possession of real property by a court.
Primary Residence means the usual dwelling place of the owner of a residential dwelling and
is documented as such by at least two of the following: motor vehicle registration, driver' s license,
Texas State Identification card, voter registration, property tax documents, or utility bill. For
purposes of this chapter, a person may have only one primary residence.
Short Term Rental (STR) is defined as “the rental of any residence or residential structure,
or a portion of a residence or residential structure for a period of less than 30 days”. The term
does not include:
a) a unit that is used for a nonresidential purpose, including an educational, health care,
retail, restaurant, banquet space, or event center purpose or another similar use;
b) a bed and breakfast; or
c) a hotel/residence hotel.
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Residential districts: Includes the following districts: SF-ED, SF-18, SF-12, SF-9, SF-7, 2F-
9, TH-1, TH-2, RBN or any Planned Development District defined as a residential use in
Chapter 12 of the Code of Ordinances.
Sec 9-29-3 - Short Term rental registration requirements.
a) No person shall hereafter advertise, offer to rent or rent, lease, sublease, license or
sublicense a residential property within the City as a Short Term Rental for which a
registration has not been properly made and filed with the Community Development
Department of the City. Registration shall be made upon forms furnished by the City
for such purpose and shall specifically require the following minimum information:
1) Name, address, phone number and e-mail address of the property owner of the
Short Term Rental property.
2) Verification of that this Short Term rental property is the applicant’s Primary
Residence.
3) Name, address, phone number and e-mail address of the designated Local
Emergency Contact.
4) The maximum number of occupants permitted for the dwelling unit or sleeping
room in accordance with Sec 9-29-5 b).
5) A submission of a sketch floor plan of the dwelling with dimensioned room
layout.
6) Site Plan/Survey of the property indicating maximum number of vehicles that
can be legally parked on the property, without encroaching onto street,
sidewalks or alleys.
Sec 9-29-4 - Inspection Required
a. Upon registration, and prior to the first rental occupant of a home share rental property,
the owner is required to schedule a Short-Term Rental Registration Inspection of the
home with the City of Coppell Community Development Department to determine
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compliance with the minimum property standards in Article 15-14 of the Coppell Code
of Ordinances.
1) If only a portion of the premises is offered for rent, then that portion plus shared
amenities and points of access shall be inspected.
2) If, upon completion of the inspection, the premises are found to be in violation of
one or more provisions of applicable City codes and ordinances, the City shall
provide written notice of such violation and shall set a re-inspection date for violation
to be corrected.
Sec. 9-29-5. - Restrictions on Short Term Rentals.
a) External Signage. There shall be no external on-site or off-site advertising signs or
displays indicating the property is s Short Term Rental.
b) Limit on occupants allowed. No more than two adult guests per bedroom, plus no more
than two additional adults shall be allowed when renting a property as a home share rental,
except that:
(1) There shall be a maximum occupancy of ten (10) persons, adult and children.
(2) Bedrooms under 120 square feet shall be limited to only adult one occupant.
c) Limits on number of vehicles. There shall be a maximum of one car per bedroom, or
maximum number of cars that can be accommodated within the garage and driveway,
without extending over the public rights of way (alleys and sidewalks) whichever is less.
d) Advertisement and contracts. Any advertisement of the property (offline or online) and
all rental contracts must contain language that specifies the allowed maximum number of
occupants and maximum number of vehicles.
e) Other restrictions. It is unlawful:
1) To operate or allow to be operated a Short Term Rental without first registering
the property in which the rental is to occur with the City in accordance with this
article;
2) To advertise or offer a Short Term Rental without first registering the property
in which the rental is to occur with the City in accordance with this article;
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documented advertisement of the subject property as a Short Term Rental, online
or offline, shall be considered evidence of a violation of this ordinance;
3) To operate a Short Term Rental in any location that is not the registrant's primary
residence;
4) To operate a Short Term Rental that does not comply with all applicable city and
state laws and codes;
5) To operate a Short Term Rental without paying the required hotel occupancy
taxes;
6) To offer or allow the use of a Short Term Rental for the sole or primary purpose
of having a party venue;
7) To fail to include a written prohibition against the use of a Short Term Rental
for having a party in every advertisement, listing, or other publication offering
the premises for rent.
8) Permit the use of the Short Term Rental for the purpose of: housing sex
offenders; operating a structured sober, recovery or other purpose living home
or similar enterprise; selling illegal drugs; selling alcohol or another activity that
requires a permit or license under the Alcoholic Beverage Code; or operating as
a sexually oriented business.
Sec. 9-29-6 - Brochure and safety features.
a) Informational brochure. Each registrant operating a Short Term Rental shall provide to
guests a brochure that includes:
1) The registrant's contact information;
2) A local responsible party's contact information if the property owner is not within the
city limits when guests are renting the premises;
3) Pertinent neighborhood information including, but not limited to, parking restrictions,
restrictions on noise and amplified sound, and trash collection schedules;
4) Information to assist guests in the case of emergencies posing threats to personal
safety or damage to property, including emergency and non-emergency telephone
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numbers for police, fire and emergency medical services providers and instructions
for obtaining severe weather, natural or manmade disaster alerts and updates.
b) Safety features. Each Short Term Rental registrant shall provide in the premises working
smoke detectors in accordance with adopted codes and at least one working carbon
monoxide detector and alarm, and one working fire extinguisher. The premises shall,
otherwise comply with applicable Codes of Ordinance including but not limited to
Building and Fire Codes.
Sec. 9-29-7 – Notification of Approval of Short Term Rental
a) Within ten (10) days of the approval of a Short Term Rental, a notice will be sent to all
property owners within one-hundred feet (100 ft.) of the property, and shall include the
twenty-four (24) hour complaint line, and pertinent information about this Ordinance.
Sec. 9-29-8 - Registration term, fees, and renewal.
a) All registrations approved under this Chapter shall be valid for a period of one year from
the date of its issuance.
1) The fees for registration of a Short Term Rentals shall be as established by resolution
of the City Council and may include the following:
a. The initial registration fee, and
b. a late fee of twice the established the fee.
b) Upon receipt of an application for renewal of the registration, the director or their designee
may deny the renewal if there is reasonable cause to believe that:
1) The registrant has violated any ordinance of the city, or any state, or federal law
on the premises or has permitted such a violation on the premises by any other
person; or
2) There are grounds for suspension, revocation, or other registration sanction as
provided in this article.
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Sec. 9-29-9 – Violations and Penalties
a) Violation of this ordinance upon conviction shall be punished by a fine not to exceed the
sum of Two Thousand Dollars ($2,000.00) for each offense; and each and every day such
violation shall continue shall be deemed to constitute a separate offense.
Sec. 9-29-10- Sunset Review
The provisions of this Chapter pertaining to Short Term Rentals shall be reviewed by the city
council within one year of adoption of this Ordinance. Those provisions are subject to amendment
or repeal upon such review or at any other time. The adoption of the Short Term Rental provisions
of this Chapter shall not be construed to create any enforceable right to the continuation of home
share rentals or any right to compensation for loss, damages, costs, or expenses alleged to have
been incurred in reliance upon its adoption or suffered as a result its repeal.
SECTION 2. That Chapter 1, Administration, Article 14 – Hotel Occupancy Tax of
the Code of Ordinances is hereby amended as follows:
Sec. 1-14-1. – Definitions – add
Consideration
….
Short Term Rental/Short Term Rental (HSR/STR) is defined as “the rental of any
residence or residential structure, or a portion of a residence or residential structure for a
period of less than 30 days”
Hotel
…
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Sec. 1-14-2. - Tax imposed – be amended to read:
There is hereby levied a tax upon the cost of occupant of any sleeping room furnished by
any hotel and Short Term Rentals where the cost of occupancy is at the rate of $2.00 or
more per day, such tax to be equal to seven percent of the consideration paid by the
occupant of such sleeping room to the hotel Short Term Rentals, exclusive of other
occupancy taxes imposed by other governmental agencies.
Sec. 1-14-4. - Collection of tax - be amended to read:
Every person owning, operating, managing or controlling any hotel and Short Term Rentals in
the city shall collect the tax imposed by this article for the city.
SECTION 3. That all provisions of the Ordinances of the City of Coppell, Texas, in conflict
with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions
not in conflict with the provisions of this ordinance shall remain in full force and effect.
SECTION 4. That should any sentence, paragraph, subdivision, clause, phrase or section
of this ordinance be adjudged or held to be unconstitutional, illegal or invalid, the same shall not
affect the validity of this ordinance as a whole, or any part or provision thereof other than the part so
decided to be unconstitutional, illegal or invalid, and shall not affect the validity of the Code of
Ordinances as a whole.
SECTION 5. An offense committed before the effective date of this ordinance is governed
by prior law and the provisions of the Code of Ordinances, as amended, in effect when the offense
was committed and the former law is continued in effect for this purpose.
SECTION 6. That this ordinance shall take effect immediately from and after its passage
and the publication of its caption, as the law and charter in such cases provide.
DULY PASSED by the City Council of the City of Coppell, Texas, this the _______ day of
___________________, 2018.
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APPROVED:
_____________________________________
KAREN SELBO HUNT, MAYOR
ATTEST:
_____________________________________
CHRISTEL PETTINOS, CITY SECRETARY
APPROVED AS TO FORM:
________________________________
CITY ATTORNEY
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AN ORDINANCE OF THE CITY OF COPPELL, TEXAS
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING CHAPTER 9 OF THE CODE OF ORDINANCES BY
ADDING ARTICLE 9-29, SHORT TERM RENTALS; AND TO AMEND
ARTICLE 1-14. – HOTEL OCCUPANCY TAX; PROVIDING FOR
REGULATIONS FOR THE REGISTRATION AND USE OF HOME
SHARE RENTALS; PROVIDING A REPEALING CLAUSE; PROVIDING
A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE.
DULY PASSED by the City Council of the City of Coppell, Texas, this the _______ day of
___________________, 2018.
APPROVED:
_____________________________________
KAREN SELBO HUNT, MAYOR
ATTEST:
_____________________________________
CHRISTEL PETTINOS, CITY SECRETARY
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MEMORANDUM
To: Mayor and City Council
Through: Mike Land, City Manager
From: Traci E. Leach, Deputy City Manager
Date: May 29, 2018
Reference: Vision 2040 Process Update
2030:
Introduction:
The City has engaged Future iQ to assist in the facilitation of the community engagement for the
Vision 2040 process. This process has been designed to be community driven and will engage as
many members of the community as possible.
The methodology and approach will be very different from what the community experienced during
the development of the 2030 plan. Staff will be presenting information about this process and will
be prepared to answer any questions that the Council might have.
Analysis: None.
Legal: None.
Fiscal Impact: None at this time.
Recommendation:.
No formal action required of the Council at this time.