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HomeMy WebLinkAbout4D - Election Expenses STAFF AGENDA REPORT DATE: 4D RALPH TESCHNER, FINANCE DIRECTOR CONSIDER APPROVAL OF AGREEMENT TO ALLOCATE ELECTION EXPENSES OCTOBER 6, 1997 INTRODUCTION: The purpose of this agenda item is for the City Council to consider approval of an agreement to allocate election expenses between the City of Prior Lake and Scott County. The agreement would affect all forms of elections including municipal, school district, county, state and presidential elections plus those special elections involving referendums. DISCUSSION: Under Chapter 8, Section 3 of the Minnesota Statutes, the Secretary of State was directed to develop procedures to be used by local government units in allocating the cost of conducting an election. They have recently released their guidelines for cost allocation which in the absence of any existing formal agreements must be followed. However any county, municipality or school district may voluntarily enter into an agreement to assume or share the costs of elections in a manner other than that provided. The attached cost allocation procedures represents such an alternative cost sharing arrangement. This agreement actually reflects exactly the way Scott County, the City of Prior Lake and ISD #719 have shared election expenses for a number of years. The two major differences from the state policy are: 1. We have prorated election expenses based upon the proportion of the ballot covered by each jurisdiction as opposed to the percentage of the total number of column inches devoted to each office and question on the ballot as proposed by the State. 2. The second variation is that the city and school district have agreed to split the salaries of election judges, which is the major cost of an election, on a 50/50% basis as opposed to the State's recommended policy of cost distribution indicated above. In the event a school district levy question or referendum comes up in an even numbered year this arrangement would favor the city because we are by law already required to provide and pay for judges during general elections. 16200 Eagle Creek Ave. S.E., Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNllY EMPLOYER H:\AGENDA\A9709.DOC Our optical scan equipment has been used since 1985 to conduct the counting of ballots and all jurisdictions in Scott County mutually own the equipment which is housed at the Scott County courthouse. The attached agreement basically states in writing the cost sharing policy we have followed over the past 13 years during which the county auditor's office has been responsible for printing the ballots and generally providing the necessary election supplies. ALTERNATIVES: 1. A motion and second to approve the "Agreement to Allocate Election Expenses". 2. Take no action at this time and direct the staff to provide additional information. FINANCIAL IMPACT: The agreement, prepared by Scott County, basically represents the status quo and would have no impact upon the city's election expenses budget for either the current or upcoming election years. RECOMMENDATION: Alternative 1. Staff has been in contact with school district officials and they will also be entering into this identical agreement with the county. If the Council would choose not to enter into this agreement the City would then have to rely on the Secretary of State's policy which would prove more costly to the City of Prior Lake. ACTION REQUIRED: Adopt a motion and a second to authorize the City Manager to execu,te an "Agreement to Allocate Election Expenses" with Scott C 'ty. AGREEMENT TO ALLOCATE ELECTION EXPENSES This Agreement is made and entered into by and between the County of Scott, hereinafter referred to as the "County" and the City of Prior Lake, hereinafter referred to as "Municipality." WHEREAS, the secretary of state, as required by Minn. State. 204B.32, subd. 2, (1995) has developed procedures for the allocation of election expenses among counties, municipalities, and school districts for elections that are held concurrently; WHEREAS, under the state's published procedures, any county, municipality, or school district may voluntarily enter into an agreement to assume or share costs of elections in a different manner than provided by the secretary of state; and WHEREAS, the County and the City of Prior Lake, along with the other municipalities and school districts in Scott County, have shared the costs of elections under an informal agreement and the parties wish to continue under the same terms; NOW, THEREFORE, in consideration of the mutual promises and agreements contained herein, the parties do agree as follows: 1.1 Purpose The purpose of this agreement is to define the rights and obligations of the parties with respect to assumption or sharing of the costs of elections held in Scott County. 1.2 Applicability See Cost Allocation Procedures for Election Expenses 1.2 - 6.0 (attached) HERETOFORE, the PC' es agree to and execute this Agreement. , // I ' L- I By: Date: Date: By: By: Thomas L. Hennen Scott County Auditor Date: Date: AGREEMENT TO ALLOCATE ELECTION EXPENSES This Agreement is made and entered into by and between the County of Scott, hereinafter referred to as the "County" and the City of Prior Lake, hereinafter referred to as "Municipality." WHEREAS, the secretary of state, as required by Minn. State. 204B.32, subd. 2, (1995) has developed procedures for the allocation of election expenses among counties, municipalities, and school districts for elections that are held concurrently; WHEREAS, under the state's published procedures, any county, municipality, or school district may voluntarily enter into an agreement to assume or share costs of elections in a different manner than provided by the secretary of state; and WHEREAS, the County and the City of Prior Lake, along with the other municipalities and school districts in Scott County, have shared the costs of elections under an informal agreement and the parties wish to continue under the same terms; NOW, THEREFORE, in consideration of the mutual promises and agreements contained herein, the parties do agree as follows: 1.1 Purpose The purpose of this agreement is to define the rights and obligations of the parties with respect to assumption or sharing of the costs of elections held in Scott County. 1.2 Applicability See Cost Allocation Procedures for Election Expenses 1.2 - 6.0 (attached) HERE~OFOREle parties agree to and execute this Agreement. By: 1tJ ' By: Prior L e Ci ,Date: Date: By: By: Thomas 1. Hennen Scott County Auditor Date: Date: AGREEMENT BETWEEN SCOTT COUNTY AND THE PARTICIPATING MUNICIPALITIES, TOWNSHIPS, and SCHOOL DISTRICTS IN THE COUNTY TO ALLOCATE COSTS FOR ELECTION EXPENSES PURSUANT TO ADMINISTRATIVE RULES PROMULGATED UNDER LAWS OF 1995, CHAPTER 8, SECTION 3. COST ALLOCATION PROCEDURES FOR ELECTION EXPENSES 1.2 Applicability These procedures are applicable for any election in which offices or Questions for more than one of the following categories is voted on. category A: federal offices state legislative offices state constitutional offices state constitutional amendments judicial offices county offices county ballot Questions soil and water district offices and Questions Category B: municipal offices municipal ballot Questions Category C: school district offices school district ballot Questions 1.3 Allocation Formula for Precincts using Paper Ballots When paper ballots are used, each jurisdiction providing paper ballots at an election are responsible for the costs associated with printing the ballots and transporting them to the appropriate location. 1.4 School District Elections Conducted on the Same Day as other Elections. Where a category C office or Question is included at an election that includes category A and/or 8 offices or Questions, the school district placing those offices or Questions on the ballot shall be responsible, on a precinct by precinct basis, for paying 50% of the costs incurred by the municipality and described in parts 2.3,2.4 and 2.7. Where precincts are split by one or more school district boundaries, the allocation of the school district share Of the costs must be distributed among the school districts with an office or Question at the election in proportion to the number of ballots printed and special programming charges incurred. 2.0 Allocation of Election Expenses The following procedures must be followed in determining the allocation of election costs to be paid by scott county, municipalities and school districts except as provided in part 4.0. 2.1 Ballot preparation Where optical scan voting systems are used the county auditor shall determine the proportion of the ballots covered by each of the categories provided in part 1.2 as a percentage of the total number of columns devoted to offices and questions on the ballot. The county auditor shall pay the percentage of the cost of the ballot used for category A. The municipal clerk shall pay the percentage of the cost of the ballot used for category B. The school district clerk shall pay the percentage of the cost of the ballot used for category C. The cost of the ballot includes the programming, layout, proofing, printing, paper stock, normal delivery and administrative costs necessary to provide ballots in the manner required by Minnesota election law. 2.2 Preparation and Testing of optical Scan voting Systems The county shall assume all costs in testing the ballots and programs for all elections in scott County at which the optical scanners are used. If no offices or questions from category A are on the ballot, the municipality and/or school district shall assume their proportionate costs for the publication notice of the public accuracy test for all elections that include a category Band/or C office or questions. 2.3 preparation of polling Places Where a category A and/or B office or question is included on the ballot, the municipality shall assume all costs required to setup and equip each polling place in the manner required by Minnesota election law, except in situations where there is a charge for rental of the polling place, all costs will be shared between the municipality and affected school districtcs) pursuant to part 1.4. 2.4 postage for Absentee Ballots and Applications 1) When a category A office or question is included on a ballot, the County shall assume all costs for absentee ballot applications, envelopes and postage. 2) Where a municipal clerk has requested responsibility to administer absentee voting in elections that include category A offices or questions, the municipality shall pay all postage costs for the mailing and return of absentee ballots processed by the clerk at an election. 3) When both category Band C offices or questions are included on a ballot, the municipality and school district shall be responsible for administering the absentee ballot process within the municipality and school district. The absentee ballot postage cost shall be shared between the municipality and the school districtcs) pursuant to part 1.4. 2.5 publication of Election Notices Each jurisdiction is responsible for the publication of all election notices when category B and C offices or questions are included on the ballot, as required by Minnesota statutes. Where an agreement has been made to prepare and publish election notices jointly, the costs shall be allocated based on the same percentage established in part 2.1. ~_.- .. 2.6 Transportation of Ballots and Election Supplies For all elections, except school district elections that do not occur in conjunction with any other election, the municipality shall assume the costs required to transport ballots and election supplies from the scott County Auditor's Office to the polling place prior to and after the election in the manner required by Minnesota election laws. 2.7 Salaries of Election Judges 1) When a category A and/or B office or question is included at an election, the municipality shall establish and pay the salaries of the election judges needed for that election. 2) When a category C office or question is included on a ballot along with a category A and/or B office or question, the election judge salary cost shall be shared between the municipality and the school district(s) pursuant to part 1.4. 2.8 Compensation for Contracted Administrative Expenses Where the administrative duties of an election official are carried out on a separate contractual basis by another election official, the actual costs of administering these duties shall be billed to the jurisdiction whose duties have been assumed in an amount and in a manner that is established in the contractual agreement. 3.0 Documentation of Election Expenses Documentation of actual expenditures is required for the allocation Of election expenses pursuant to this agreement. The determination of the total cost of election judges salaries shall be made from an itemized list including the names of persons serving, the number of hours served and rate of payment per hour. Invoices or billing statements are acceptable documentation for goods or services purchased from vendors. 4.0 Unforeseen or Unusual Circumstances In the event an unforeseen or unusual cost is incurred by any party to this agreement, the parties involved shall reach a mutual agreement to share those costs in a manner that is acceptable to the parties. 5.0 Termination This agreement shall be in effect from the date executed, the date of signature by the parties, notwithstanding, until terminated by either party upon ninety (90) day written notice of intent to terminate. 6.0 Effective Date This agreement is effective for all elections occurring within scott County after September 1,1997. The agreement shall remain in force until amended by the parties to the agreement.