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Item 10A MemoCity of Southlake, Texas WA 311 February 25, 2004 TO: Billy Campbell, City Manager FROM: Lori Farwell, City Secretary SUBJECT: Resolution No. 04 -017, Calling the May 15, 2004, General Election; authorizing a contract for election services with Tarrant County Elections Administration; and authorizing a joint agreement with Carroll Independent School District for the May 15, 2004, election. Action Requested: Approval of Resolution No. 04 -017 and attached exhibits. Background Information: Resolution No. 04 -017 sets out the procedures for conducting the General Election and includes the following information as required by the Election Code: the date of the election, the offices to be voted on, the polling place locations for early voting and election day, the dates and hours for early voting and election day voting, and the appointments of the Election Judge and Alternate Election Judge. Last year, Council appointed Robert Flaherty as Election Judge and Mark Spriggs as Alternate Election Judge. Mr. Flaherty has agreed to be Election Judge once again, but Mr. Spriggs has previous commitments. Mr. Flaherty has recommended Zoe Stefansson as Alternate Election Judge. Ms. Stefansson worked with Mr. Flaherty as an election clerk last year. The contract with the County is basically the same as last year. The primary difference is that it references the joint agreement with the school district and the use of the Direct Recording Electronic Equipment (DRE). The DRE will allow City and CISD ballots to be executed at one polling station during early voting. The joint agreement with Carroll Independent School District indicates that the election expenses shall be borne proportionately by the City and CISD and that if either entity cancels its election, the remaining entity will assume responsibility for election expenses. Financial Considerations: $10,000 was estimated for this election and included in the FY2003- 2004 City Secretary's Office budget under Account 414.00 — Elections. Citizen Input/ Board Review: N/A Legal Review: Resolution and agreements have been reviewed by City Attorney Betsy Elam. Alternatives: N/A Supporting Documents: Resolution No. 04 -017 Exhibit A — Contract with Tarrant County Elections Administration Exhibit B — Joint Agreement with Carroll Independent School District Exhibit C — Early Voting Equipment Agreement Exhibit D — Voting Machine Rental Agreement Staff Recommendation: Staff recommends approval of Resolution No. 04 -017 and attached exhibits.