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We have a couple of choices regarding equipment — one is Hart's eSlate system, which is all <br />electronic equipment and exactly what the County uses; we've been leasing this type of <br />equipment from them for years. The other is Hart's eScan system, which is a combination of <br />OCR paper ballots with electronic counting (think color in or pencil in the bubble, with <br />electronic counting). <br />The all electronic eSlate system costs approximately $80,000 (includes approx. $24,000 for <br />schools); with recurring annual costs for licensing /support of approx. $4,500. <br />The eScan system — a hybrid of OCR paper ballots with eSlates (for special needs) and with <br />all electronic counting — costs approximately $54,000 (includes approx. $15,000 for <br />schools); with recurring annual costs for licensing /support of approx. $2,500. 1 am very <br />interested in this equipment and am scheduling a demonstration. The city secretary in Deer <br />Park and Humble also want to attend. They are looking at the eSlate system, and want to <br />see the eScan system before making a final decision. <br />3. Another option which allows us to keep our May elections, we could consider using hand <br />counted paper ballots (at first blush, this sounds like an inexpensive option); BUT we would <br />still need to lease or buy eSlates for voters with special needs in order to satisfy ADA /HAVA <br />compliance for each polling location and for early voting. If we purchased them, purchase <br />price is the same as we would pay if we purchase electronic eSlates for an entirely <br />electronic election except we would purchase a few less eSlates (which are about $3,000 <br />apiece). You still have to purchase the software and peripherals. My loose calculation <br />would be approximately $35,000 — not such an inexpensive option after all. Another <br />drawback to using hand counted paper ballots is the time it takes to count them. Returns <br />would not be as quick as they are on electronic count machines. If we use hand counted <br />paper ballots, we will need to employ additional election workers as counting teams for each <br />polling location, at a cost of approximately $1200. All in all, this is not an inexpensive or <br />seamless solution, and would be construed as "going backwards." <br />4. Another choice is to have a charter election this November to go to two -year terms, with <br />elections in odd - numbered years, with all positions elected at the same time (not a good <br />idea); OR go to four -year terms, with elections staggered every two years in odd numbered <br />years (worth considering). If either is chosen, we would be able to lease equipment from <br />Harris County in odd numbered years. Both options are fraught with concerns, <br />though.... including what decision would council choose if the charter election didn't pass, <br />and what if the Justice Department didn't pre - clear. <br />Action required by Council <br />Discuss and or other action regarding SB (Senate Bill 100) and future elections and provide <br />staff with direction. <br />Approved for City Council Agenda <br />