Collin County approves procurement steps for ballot-on-demand printers amid debate over hand‑marked ballots

Collin County Commissioners Court voted 5‑0 on June 23 to approve six items related to implementing a ballot‑on‑demand (BOD) system and related contract changes, advancing the county’s move toward hand‑marked, human‑readable paper ballots for the November 2025 election.

The court approved agenda items pulled from the consent docket: purchases for barcode scanners, laptops and printers to drive BOD printing in polling places, toner and drum units, voting booths and printer carts, amendment No. 10 to the county’s election voting systems contract, and a HAVA grant application to the Texas Secretary of State. The court vote was recorded as 5 to 0 in favor.

Why it matters: county officials said federal guidance and a presidential executive order prompted the change. Executive Order 14248, issued March 20, 2025, directs the federal government to update voluntary voting system guidelines (VVSG) and discourages voting systems that rely on barcode or QR codes as the primary tabulation source. County staff told the court they had discussed the executive order and state guidance with the Texas Secretary of State’s office and recommended moving now to secure equipment and avoid supply shortages before September certification deadlines cited in the federal direction.

County Elections Administrator Caleb Grove described a proposed implementation timeline and technical approach. The plan calls for air‑gapped laptops and laser printers to print full‑face, optical‑scan ballots on demand at polling places; portable carts to move two printers per location; privacy booths sized to reduce footprint; and barcode scanners used only to automate printing of the correct precinct/ballot style (not to tabulate votes). Grove said vendors reported a 60–90 day delivery window and that the county would need equipment in place by mid‑September to meet the November election timetable. He also noted that federal and state certification work remains ongoing and that at least one ballot marking device (BMD) per polling place would be retained to meet HAVA accessibility requirements.

Public comment was extensive, with speakers divided. Supporters of the move argued hand‑marked paper ballots are the most auditable and transparent record of voter intent and cited research from the National Academy of Sciences, the University of Michigan, and election security experts who recommended human‑readable paper ballots and risk‑limiting audits. Speakers referencing those studies and testimony argued that ballot‑marking devices that print barcodes create an unverifiable ‘‘translation’’ between voter intent and what is tabulated.

Opponents said the county’s current system had not demonstrated failures, expressed concern that hand‑marked ballots would lengthen lines and increase spoiled or undervoted ballots, and warned of additional burdens for older voters and people who need accessibility features. Several speakers and commissioners emphasized that staff must provide strong voter education and worker training to avoid delays.

County staff and commissioners also discussed legal risk and near‑term steps. County legal staff updated the court that the June 9 directive by the court instructed staff to procure items and present contracts and that no final contract awards were made on June 9; the June 23 vote authorized procurement actions for items on the agenda. Staff identified the ballot‑on‑demand printers and related hardware as urgent because of limited vendor supply and potential certification changes coming from the Election Assistance Commission (EAC) and the VVSG update.

The court’s action items (the six agenda identifiers shown to the court) will let purchasing proceed to issue requisitions and purchase orders; county officials said the items are air‑gapped from pollbooks and that the county intends to maintain accessibility devices in each polling place. The court did not adopt a policy to eliminate all BMDs; commissioners and staff repeatedly said an ADA‑accessible device would remain available upon request.

Looking ahead: staff said they will implement training and voter education this summer and fall, and prepare forms and procedures for early voting and election day operations under the new workflow. Officials cautioned the timeline is tight and depends on equipment delivery and any further federal or state guidance.

Votes at a glance: The court approved six related procurement/contract items to implement ballot‑on‑demand printing and related contract amendments; motion carried 5 to 0.

Ending note: Commissioners emphasized they did not consider the June 9 court direction to be final policy but instead a directive to staff to prepare contracts and plans. The June 23 approvals authorize procurement steps so staff can meet implementation windows if certification guidance and vendor availability require it.