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Item 4C - MemoCITY OF SOUTH LAKE MEMORANDUM January 28, 2025 To: Alison Ortowski, City Manager From: Amy Shelley, City Secretary Item 4C Subject: Resolution No. 25-005, ordering a General Election to be held on May 3, 2025, for the purpose of electing City Council for Places 3, 4, and 5. Action Requested: Approve Resolution No. 25-005, ordering a General Election to be held on May 3, 2025, for the purpose of electing City Council for Places 3, 4, and 5. Background Information: The City Secretary's Office is responsible for conducting municipal elections as prescribed by the Election Code of the State of Texas and the City of Southlake's City Charter. Chapter 2 of the City Charter states that the governing and lawmaking body of the City shall consist of the Mayor and six Council members who shall be elected for terms of three years. All places, including the Mayor, will be elected at large. No person shall serve as Mayor or as a Council member for more than two successive elected terms. A term of office is defined as an elected period of three years. Pursuant to Section 3.004 of the Texas Election Code, the governing body of a political subdivision shall order the General Election. An election may only be held on a uniform election date —first Saturday in May or the first Tuesday after the first Monday in November. The City Charter states that a regular City Election shall be held annually in May. The 2025 General Election will determine the positions of City Council, Place 3, Place 4, and Place 5. These positions are elected for a three- year term and will expire in May 2028 or until their successors are duly elected and qualified. The filing period for the General Election began on January 15, 2025, and concludes at 5:00 p.m. on February 14, 2025. This resolution authorizes the Mayor to enter into agreements with Tarrant and Denton Counties to conduct a joint election with other entities (municipalities and school districts) conducting their election on May 3, 2025. Each entity included in the joint election benefits from the Counties providing election services. In addition to reduced costs, Southlake residents may vote at pny early voting location located within their County. A complete listing of early voting locations will be on the City's website once received from the Counties. Southlake Town Hall will continue to be an early voting location for Tarrant County residents. Early voting by personal appearance begins April 21, 2025, and concludes April 29, 2025. The hours of the polling locations will be placed on the City's website as soon as they become available from the Counties. Generally, polling locations are open from 8:00 a.m. to 5:00 p.m., Monday through Friday; 7:00 a.m. — 7:00 p.m. Saturday; Sunday 10:00 a.m. — 4:00 p.m.; and 7:00 a.m. to 7:00 p.m. the last two days of early voting. Please note that the early voting dates of April 25, 26, and 27 coincide with the dates of Art in the Square. Staff members will work with representatives of Art in the Square to ensure proper access to the Town Hall for voters during the event. On Election Day, Saturday, May 3, 2025, the polling locations will be open from 7:00 a.m. to 7:00 p.m. Locations for Tarrant and Denton Counties have not been determined but will be advertised fully once received. Financial Considerations: Funds for elections are included in the City Secretary's Office budget Strategic Link: Strategic Focus Areas: Partnerships & Volunteerism and Performance Management & Service Delivery Citizen Input/ Board Review: N/A Legal Review: Resolution was provided to legal counsel for review. Alternatives: Section 3.001 of the Texas Election Code indicates that each general and special election shall be ordered as provided by Chapter 3, Ordering Election. Supporting Documents: Resolution No. 25-005 Staff Recommendation: Approve Resolution No. 25-005, ordering a General Election to be held on May 3, 2025, for the purpose of electing City Council for Places 3, 4, and 5. RESOLUTION NO. 25-005 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TARRANT AND DENTON COUNTIES, TEXAS, ORDERING A GENERAL ELECTION TO BE HELD ON MAY 3, 2025, FOR THE PURPOSE OF ELECTING CITY COUNCIL PLACE 3, PLACE 4, AND PLACE 5 FOR A TERM OF THREE YEARS; ESTABLISHING ELECTION DAY VOTING LOCATION; CANDIDATE FILING PERIOD; EARLY VOTING; RUNOFF ELECTION; METHOD OF VOTING; AND PUBLICATION AND POSTING REQUIREMENTS; AND AUTHORIZING JOINT ELECTION AGREEMENTS AND SERVICES; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Southlake, Texas ("City") is a home rule city acting under its charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Local Government Code; and, WHEREAS, the City of Southlake Charter provides that City Elections shall be held in accordance with the laws of the State of Texas; and, WHEREAS, Section 41.001(a)(1-2) of the Texas Election Code establishes the first Saturday in May as a uniform election date for the purposes of conducting a General Election; and, WHEREAS, Section 3.004(b) of the Texas Election Code provides that the governing body of a municipality shall be the authority to order a General Election for the purposes of electing members to the governing body; and, WHEREAS, the City will enter into joint election agreements and contracts for general election services with Tarrant and Denton Counties pursuant to Texas Election Code ("Code) Sections 31.092 and 271.002. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TARRANT AND DENTON COUNTIES, TEXAS: SECTION 1. THAT the recitals set forth above are true and correct and are hereby incorporated into and made a part of this Resolution. SECTION 2. General Election Called. An election is hereby called to elect persons to Council Places 3, 4, and 5 to serve from May 2025 until May of 2028, or until their successors are duly elected and qualified. The election shall be held on May 3, 2025 between the hours of 7:00 a.m. until 7:00 pm. Polling location in Southlake includes: Southlake Town Hall 3rd floor, Training Rooms 313-3D 1400 Main Street Southlake, TX 76092 Qualified Tarrant County Southlake voters will also be able to cast their ballots at any countywide polling location on Election Day. SECTION 3. Application for Place on Ballot. Qualified persons may file as candidates by filing with the City Secretary, or her designee, between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, beginning January 15, 2025 and ending February 14, 2025. SECTION 4. Joint Election Agreements Approved. The Mayor is authorized to enter into joint election agreements and other contracts as necessary for election services with Tarrant and Denton Counties conducted under the authority of Chapter 271 of the Election Code (the "Agreements"). The election shall be conducted pursuant to the election laws of the State of Texas. SECTION 5. Early Voting. a. Early voting by personal appearance. Early voting by personal appearance will be held jointly with other political subdivisions in Tarrant and Denton Counties beginning on April 21, 2025, and will continue through April 29, 2025, at the locations established by Tarrant and Denton Counties on the dates and times as follows or as may be amended by either County, per the Contract: April 21 Closed — County Holiday April 22 — April 25 8:00 a.m. — 5:00 p.m. April 26 7:00 a.m. — 7:00 p.m. April 27 10:00 a.m. — 4:00 p.m. April 28 — April 29 7:00 a.m. — 7:00 p.m. The main early voting locations shall be located at: Tarrant County Tarrant County Elections Center 2700 Premier Street Fort Worth, TX 76111 Denton County Denton County Elections Center 701 Kimberly Drive, Suite A100 Denton, TX 76208 Early Voting for Southlake Tarrant County residents include: Southlake Town Hall 3rd Floor, Training Rooms 313-3D 1400 Main Street Southlake, Texas, 76092. Early Voting for Southlake Denton County residents include: Trophy Club Municipal Utility District No. 1 100 Municipal Drive Trophy Club, Texas 76262 Additional Early Voting locations will be identified in the Contracts executed with the Tarrant and Denton Counties Elections Administrators. b. Early voting by mail. The Tarrant County and Denton County Chief Elections Administrators, or their designee, are hereby designated as the Early Voting Clerk for the Southlake's General Election. Both Chief Election Administrators may appoint other deputy early voting clerks as necessary. Applications for early voting by mail may be delivered to the Chief Election Administrators beginning January 1, 2025, but not later than April 22, 2025, if delivered by mail to: Tarrant County Early Voting Clerk Tarrant County Elections Center 2700 Premier Street Fort, Worth, TX 76111 Fax: 817-884-1755 Email: votebymail@tarrantcounty.com Denton County Early Voting Clerk Denton County Elections Office 701 Kimberly Drive, Suite A100 Denton, TX 76208 Fax: 940-349-3201 Email: elections(c_dentoncounty.aov Early voting by mail ballots shall be mailed to the Chief Elections Administrators at the same address. Pursuant to House Bill 3107, the early voting clerk's email address, phone number and internet website are as follows: Tarrant County Denton County Early Voting Clerk Early Voting Clerk electionsinfo(a)tarrantcounty.com election s(a)dentoncounty.aov 817-831-8683 940-349-3200 https://www.tarrantcountytx.gov/elections https://www.votedenton.gov c. Early voting by Ballot Board. Early voting, both by personal appearance and by mail, shall be canvassed by the Early Voting Ballot Board, which is hereby created. The Presiding Election Judge and Alternate Presiding Election Judge, as set forth in the Agreements, shall serve as the presiding officer and alternate presiding officers, respectively, of the Early Voting Ballot Board. The other election officers serving at the election shall serve as the other members of the Early Voting Ballot Board. SECTION 6. Runoff Election. In accordance with Section 2.025 of the Texas Election Code in the event no candidate receives a majority of votes for an office, there shall be a runoff election held on June 7, 2025. The polling place on Election Day for the runoff election shall be at the same polling places as those of the original election, or as amended, and the hours of voting shall be between 7:00 a.m. and 7:00 p.m. Early voting by personal appearance shall be held at the same locations set out in Section 5 on the dates and times as follows or as may be amended by Tarrant and Denton County: May 26 Closed — County Holiday May 27 — 30 8:00 a.m. — 5:00 p.m. May 31 7:00 a.m. — 7:00 p.m. June 1 10:00 a.m. — 4:00 p.m. June 2 — 3 7:00 a.m. — 7:00 p.m. SECTION 7. Method of Voting. Early voting by personal appearance and voting on Election Day shall be conducted exclusively on Tarrant and Denton County's Hart InterCivic Verity Voting System. All expenditures necessary for the conduct of the election, the purchase of materials therefore, and the employment of all election officials are hereby authorized and shall be conducted in accordance with the Agreements and the Code. SECTION 8. Governing Law and Qualified Voters. The election shall be held in accordance with the Constitution of the State of Texas and the Code, and all resident qualified voters of the City shall be eligible to vote at the election. SECTION 9. Publication and Posting of Notice of Election. Notice of the election shall be given as required by Chapter 4 of the Code. SECTION 10. Necessary Actions. The Mayor is authorized to execute a joint election agreement and contract for election services with Tarrant and Denton County whereby Tarrant and Denton Counties will provide all material, supplies and personnel to hold the election contemplated hereby, including any runoff election which may be required, and will be responsible for coordinating, supervising ad administering the joint election This resolution shall be construed with any action of the governing bodies of other Tarrant and Denton County political subdivisions providing for the conduct of a joint election as herein contemplate. The Mayor and the City Secretary of the City, in consultation with the City Attorney, are hereby authorized and directed to take any and all actions necessary to comply with the provisions of the Code in carrying out and conducting the election, whether or not expressly authorized herein. DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TARRANT AND DENTON COUNTIES, TEXAS, ON THIS THE 4TH DAY OF FEBRUARY 2025. APPROVED: Shawn McCaskill Mayor ATTEST: Amy Shelley, TRMC City Secretary APPROVED AS TO FORM AND LEGALITY: Cara White, City Attorney