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Home My WebLink About05(P) - Approval of a Contract for Services with ISD 719 for the 2025 Special Election Report ITEM: 5P CITY COUNCIL AGENDA REPORT MEETING DATE: July 22, 2025 PREPARED BY: Heidi Simon, City Clerk PRESENTED BY: Heidi Simon AGENDA ITEM: Approval of a Contract for Services with ISD 719 for the 2025 Special Election RECOMMENDED ACTION: Approve a contract with Independent School District (ISD) 719 for services with the City of Prior Lake relating to the November 2025 special election absentee voting. BACKGROUND: On November 4, 2025, ISD 719 will need to conduct a special election to fill one vacancy on the school board. The City of Prior Lake will also be including a referendum question on the November 4, 2025, special election ballot. Absentee voting for both will begin Friday, September 19, 2025 and run the 46 days prior to election day. To ensure ease, efficiency and ample access for all voters to participate in early voting, the City of Prior Lake is partnering with ISD 719 to house all absentee voting for this special election at Prior Lake City Hall. This will include all the cities and townships that ISD 719 reaches for the vote on the school board candidate vacancy. These boundaries extend beyond the city's legal boundaries therefore a service agreement is required in order for the city to allow absentee voting for those municipalities. FINANCIAL IMPACT: ISD 719 has agreed to pay half of the cost to run absentee voting and election day up to $20,000. ALTERNATIVES: 1. Motion and second as part of the consent agenda to approve the service agreement with ISD 719 for absentee voting for the 2025 special election. 2. Motion and second to remove this item from the consent agenda for additional discussion. ATTACHMENTS: 1. PRIOR LAKE - CONTRACT FOR ELECTION SERVICES WITH CITY OF PRIOR LAKE (07-10-25) City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372 AGREEMENT FOR ELECTION SERVICES CITY OF PRIOR LAKE and INDEPENDENT SCHOOL DISTRICT NO. 719 (PRIOR LAKE-SAVAGE) 2025 SPECIAL ELECTION (NOVEMBER) This Agreement is entered into by and between the City of Prior Lake, Minnesota (the “City”) and Independent School District No. 719 (Prior Lake-Savage) (the “School District”). RECITALS: WHEREAS, the School District will hold a special election on November 4, 2025 to fill a vacancy on the School District’s school board (the “District Special Election”); and WHEREAS, the City will hold a special election on November 4, 2025, seeking voter approval of a property tax increase to fund improvements to City parks and recreational areas (the “City Special Election”); and WHEREAS, because the City Special Election and the District Special Election will overlap each other, Minnesota law requires that the City administer the District Special Election for School District residents who reside in the City, including staffing and managing polling places and administering absentee voting; and WHEREAS, because the legal boundaries of the School District extend beyond the City’s legal boundaries, the School District will be responsible for administering the District Special Election in those municipalities and precincts, or portions of such municipalities and precincts, that lie beyond the City’s borders, including staffing an managing polling places and administering absentee voting; and WHEREAS, in order to promote the orderly administration of elections by providing voters with a single location to submit absentee ballots, the School District has requested the City’s assistance with the administration of absentee voting for the District Special Election in all School District territory; and WHEREAS, the City is willing to administer absentee voting for the District Special Election in all School District territory, in accordance with the terms and conditions stated below. NOW, THEREFORE, in consideration of the promises and agreements hereinafter set forth, the parties hereto agree as follows: 1. Election Services. The City shall provide all services, equipment and supplies necessary to administer absentee voting for the District Special Election in all School District territory, including, but not limited to, the following (collectively the “Election Services”): a. Administer absentee voting, including absentee voting in-person, by mail, and at healthcare facilities. b. Central tabulation of absentee ballots. c. Preparation and completion of properly conformed precinct summary statements. d. Perform preliminary testing and public accuracy testing of voting equipment and systems. e. Compile and report elections results to the School District. f. Verify polling place accessibility at the absentee voting site. g. Provide trained and experienced staff to administer absentee voting. h. Verify data for all Voter Registration Applications in the Statewide Voter Registration System “(SVRS”). 2. Compensation. During the term of this Agreement, and in consideration for providing the Election Services, the School District shall pay the City for reasonable and necessary costs the City incurs in providing the Election Services, up to a maximum of $20,000. Payment shall be made thirty-five (35) days after the School District’s receipt of an itemized invoice detailing the Election Services provided by the City and the associated costs. 3. Termination. This Agreement will terminate on December 31, 2025. 4. Contract Administrators. The City Clerk for the City, the Board Chair and Superintendent of the School District, and the School District’s Executive Assistant/Elections Clerk shall serve as administrators for this Agreement. 5. Entire Agreement/Modifications/Applicable Law. This Agreement contains all of the agreements and understandings between the parties and supersedes and replaces any prior negotiations or proposed agreements, written or oral. Each of the parties hereto acknowledges that no other party nor agent of any other party, has made any promises, representations or warranties whatsoever, express or implied, not contained herein, to induce it to execute this Agreement. This document may not be modified or altered except by a subsequent writing to be signed by all parties hereto. All terms and conditions shall be construed and interpreted in accordance with and be subject to the laws of the State of Minnesota. 6. Severability. If any provision of this Agreement is held to be illegal, invalid or unenforceable under present or future laws, rules or regulations, such provision shall be fully severable and this Agreement shall be construed and enforced as if such illegal, invalid or unenforceable provision had never comprised a part of the 2 Agreement, and the remaining provisions of this Agreement shall remain in full force and effect and shall not be affected by the illegal, invalid or unenforceable provisions or by its severance from this Agreement. 7. Data Practices. Data provided, produced, or obtained under this Agreement shall be administered in accordance with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13. The School District will promptly report to the City any requests from third parties for information relating to this Agreement. 8. Counterparts. This Agreement may be executed in multiple counterparts, each deemed an original. All counterparts, when taken together, will constitute one Agreement. IN WITNESS WHEREOF, the undersigned parties hereto have duly executed this Agreement as of the date indicated next to the name of the party who signs below. INDEPDENENT SCHOOL DISTRICT NO. 719 (PRIOR LAKE-SAVAGE) Dated: _______________, 2025 By: ____________________________________ Board Chair ____________________________________ Clerk CITY OF PRIOR LAKE Dated: _______________, 2025 By: ____________________________________ Mayor ____________________________________ City Manager 3