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IV.4. Approve the 2015 Election Administration Agreement::e e' March 3, 2014 Council Report 2015-025 APPROVE THE 2015 ELECTION ADMINISTRATION AGREEMENT BETWEEN THE CITY OF HOPKINS AND THE HOPKINS INDEPENDENT SCHOOL DISTRICT 270 Proposed Action Staff recommends adoption of the following motion: Approve the 2015 Election Administration Agreement between the City of Hopkins and the Hopkins Independent School District 4270. Adoption of this motion will approve the 2015 Election Administration Agreement between the City of Hopkins and the Hopkins Independent School District 4270 (the "School District"). Overview The School District approved the 2015 administration agreement and resolution designating the Hopkins Ballot Board as the ISD 4270 Ballot Board and the Hopkins City Clerk as designated co - election official on February 19, 2015. Minnesota State Statute specifies the formula and specific election expenses that can be charged to the School District. The agreement includes other costs the School District will pay including one additional precinct in Edina. The Edina precinct accommodates the Edina residents that are in the Hopkins School District. The City will also bill the School District for are the actual costs of the election and the part of the City Clerk's time spent on the election. The cost impact is difficult to assess until after the election. In the past, the City has received approximately $12,000 from the School District. Primary Issues to Consider Does the City Council want to approve the 2015 Election Administration Agreement with the Hopkins School District 4270? Supporting Documents • The 2015 Election Administration Agreement between the City and the Hopkins School District 4270. • School Board Resolution approved at the February 19, 2015 Board meeting. Amy Domeier, City Clerk Financial Impact: Approx. $12,000 Budgeted: Y/N _Y_ Source: Related Documents (CIP, ERP, etc.): ELECTION ADMINISTIZATION AGREEMENT BETWIG ENTHE CITY OF11OPKINS AND IIOPKINS INDEPEADENT' SCIMOL DISTIZICT270 This agrectrient is made by and between the City (.)I' I lopkins, hereinafter referred to as the "Clity and the I lopkins Independent School District 270, herein referred to as the "School District" for the a.dininistration oJ'20 15 School District elections. The ("Itv agrees to: 1. Require the (I ity (,',Ierk to attend all training required by the State ot'Minnesota in regards to elections, including training specific to school district elections; 2. Coordinate election activities among City Clerks from all cities that have residents in the School District, 3. Order all ballots for the school district election; 4. Furnish all CqLIipI­flCI'It and supplies necessary to distribute absentee voting materials at City Hall; 5. Furnish all equipment and supplies for the School District precinct in t'dina, including staf'f'f'or delivery and pick up; 6. Coordinate the publication ol'all legal notices with the School District secretary, 7, 1 fire and train all election I I I judges for the Idina precinct; 8. On F'Iection Day supervise all election activities at the Edina precinct, including closing the precinct, obtaining the official results, and reporting such results to the school district; 9. On Election Day provide staff` to make periodic deliveries to the Edina precinct, troubleshoot election eqUipment at the Edina precinct, answer questions from 1,'diria precinct election judge questions, and provide other assistance needed at the f,"dina precinctt on election day; and 10. Furnish the School District with all necessary information for board approval "'here required. In return, the School District agrees to: 1. Pay to the (.,.'Ity the actual cost of maintenance and programming for all colidpment used at the Eldina precinct and at the School District office and City Hall for absentee voting., 2. Pay to the City the actual cost of'absentec ballots I'Or the School District; Pay the City t')r all materials, including but not limited to, ballots and office Supplies used at the ["Idina precinct; 2015 Election Administration Agreement I Iagc 2 4. Pay to the City, as the School District's share of other- all other election costs, a percentagc of the costs that is equal to the percentage of ballot inches used by the School District on the I lopkins City/School District ballot. 5. Adopt a resolution designating the Hopkins City Hall as the Absentee Ballot Precinctfor the School District, 6. Adopt a resolution that appoints the Hopkins Ballot Board as the ISD 270 Ballot Board; 7. Obtain, prior to the election, 4r resolution from the School Board appointing the I lopkins City Clerk to the be designated election official for the School District for all regular and special elections to be field in 201.5. In the event the School District conducts a special election in 2015/2016 the School District will pay one hundred percent ol'the City's cost of'the Special E'lection. Hopkins Independent School District 270 Warren (Joodroad. Board Chair -------- -- ----- - . . . .. ........... . .. ................. . . ...... .. rated name 14 - — -------- - ji ria N.IcIntosl crlc, I -al (11 Printed name City of'l lopkins E'Ligene .1 Maxwell, Mayor Mike Morrison, City Manager 109001mmil Iwo loll I i MEN 0 A 112 NOU450 WILM OR KA BE IT RESOLVED by the School Board of Independent School District No. 270, State of Minnesota, as • 1) Designate the Hopkins City Hall as the Absentee Ballot Polling Place (Precinct) for the School 2) Appoint the Hopkins Ballot Board as the Independent School District No. 270 Ballot Board 3) Appoint the Hopkins City Clerk to be the designated co -election (election) official for the School District for all regular and special elections to be held in 2015 DATED: February 19, 2015 School District Clerk