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Home My WebLink About10F - Change of Elections Report MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT MARCH 20, 2006 10 F Ralph Teschner, Finance Director CONSIDER APPROVAL OF A REPORT REGARDING CHANGE OF ELECTIONS FROM ODD YEARS TO EVEN YEARS Introduction The purpose of this agenda item is to consider information regarding the advisability of shifting city council elections from its present odd year format to conducting them in even years. Current Circumstances Statutory Authority MN Statute 205.07 subd. 1 & 3 establishes the process for changing election years. In summary the City Council must adopt an ordinance changing the year of the municipal election from an odd-year election to an even-year election. In order to make the change from 2007 to 2008 an ordinance must be approved before June 1 of this year. The change becomes effective 240 days after passage of the ordinance and publication. If within 180 days after adoption a petition equal to 10% of the total number of votes cast in the last municipal election is filed then the question shall be placed on the ballot at the next general election. If the question passed on the ballot, it would become effective immediately. Public Participation There are a number of ways the City can solicit public input as to determining which year residents may favor for conducting local city elections. Any combination or all of the following forums and methods could be utilized in an effort to inform and generate feedback from the public. 1. Regular public hearing 2. Town meetings 3. Wavelength 4. City Website 5. Prior Lake American 6. Survey mailing 7. Sample phone poll The only method precluded would be that of placing the question on the ballot at the next scheduled general election by council action. The LMC (League of Minnesota Cities) legal research staff has indicated to us that "Only certain narrow issues can be voted on by the people and these are specifically enumerated in statutes. Under state law, city councils have been charged to make most decisions for the City... if the council were to shirk this duty by asking for a city-wide vote, this would be an unauthorized re-delegation of power." Therefore, the only means for a public referendum would be the www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 initiation by petition as indicated above. Advantages & Disadvantages Outlined below are some of the immediate benefits and possible drawbacks of conducting an election during even years: Advantages: 1. Cost savings to the taxpayer would be achieved by reducing election expenses since elections would only occur every other year as opposed to every year. This would result in an estimated savings of $5,000.00 in those odd years when no election would occur. 2. Voter turnout would be larger during general election years when state and federal offices are voted upon thereby validating election outcomes to a greater degree. 3. Customer service would be enhanced as the residents would find it more convenient from a time perspective since voting activity would be reduced in half. 4. Election judge recruitment would be easier due to fewer elections. 5. Reduction of scheduling conflicts with the eight (8) polling locations. 6. Signage and sign enforcement would be limited to even years only. Disadvantages: 1. Loss of local identity and focus because presently the city election is basically the "only game in town" during the odd years. 2. An argument could be put forward that the voter turnout during odd years is more informed because these voters are generally more engaged by council representation. 3. School district would need to move their elections back to an even year cycle if they wish to consolidate their election administration expenses with ours. Process and Timeline Staff has prepared the following suggested action items that would facilitate a change to even year elections assuming the outcome were favorable: DATE ........................... ..................! ACTIONII~M...... I ACTION II~M~... March 20, 2006 ..................H....... Council initiative City Council receives a report on even/odd year election options and schedules a town meeting to consider the even-year election change. Apri/1, 2006 Wavelength, Website Public invitation and information article as to why an even-year election is beneficial to Prior Lake residents and inviting residents to attend one of two Town Meetings scheduled for week 0(AprillO-14th. Prior Lake American, Newspaper announcement of town meetings. This Week April 8, 2006 Week of April 1 ()"14 ! Town MeetlDgs#i& 2 (actual dates TBD) .........H........ City Council would solicit comments and input from the general public on making the switch froI!l:odd-year to even-year beginning May 1, 2006 ! with the 2008 general eJection. Council direction I Staff prepares a report from Town Meetings ! and if appropriate City Council directs Staff ! ! to prepare ordinance that would implement mml~Y~J:lY~~c::.h~g~()ver. Initial Council Council considers even-year election Review . ance (allows f(),f continuation). i Ordinance adoption mmL~iiY Council aPP~9.i~:~ordinance. i Ordinance publication I Ordinance is published in Prior Lake I American. Apri/17, 2006 15, 2QQ~ May 20, 2006 November 16, 2006 180 day petition time If petition is received meeting statutory, limit requirement, question is placed on the i election ballot. ................. ..................................................................................... January 15, 2007 I If no p~iiti~~i;; received,~i~~ti~n~h~g~ is ! effecti\'~~~gilJ.J:l:~g with the ~QQ~election. Implementation While the Council has the option to make the voting year change effective in any specific year Le. beginning in 2008 2010,2012, etc., future elections must either be on an odd-year or even-year basis. So, therefore if the Council were to switch to even year elections then the term of all council members would simply be extended by one year each if the even-year election change is approved and the ordinance does not provide for specific term expirations. In other words we could not change next year's election from 2007 to 2008 without also changing those councilmember's terms that are scheduled to expire in 2009 to 2010. Statewide we appear to be in the considerable minority as only 77 cities out of 853 statewide have their elections during the odd year. In short over 90% of all Minnesota cities conduct even year elections. Among some of the larger cities in the metropolitan area that do observe the odd year are Bloomington, Minnetonka, Minneapolis and St, Paul. In Scott County there is a 50/50% split between cities that hold their elections in even and odd years. Generally speaking the larger cities (Prior Lake, Savage, Shakopee and New Market) conduct their local elections during odd years while the smaller cities of Belle Plaine, Jordan, Elko and New Prague have theirs in even years. The primary reason is that in all likelihood the smaller cities do not have the staff to conduct their own elections and therefore can avoid the administrative responsibility which is undertaken by Scott County Elections office during even year elections only. So converting from odd-year to even-year elections would put Prior Lake in the mainstream of cities that conduct their local council elections during the same years as the general state and presidential elections. Also for information purposes, Staff has advised the Prior Lake School District that the City Council is considering this change so that they may be kept advised of our status since they may wish to consider a similar action if the even-year election change is approved. ALTERNATIVES: The following alternatives are available to the City Council: 1. Accept Report and direct Staff to proceed with action steps as outlined. 2. Accept Report and proceed according to any Council changes within recommended timeline. 3. Accept Report and take no Council action. RECOMMENDED MOTION: Alternative 1. Staff would recommend that the City Council approve Alternative #1. Reviewed by: J?aA1K ~ /C421 Frank Boyles, Cify ~na-gef. I