IV.5. Approve the 2017 Election Administration Agreement between the City of Hopkins and the Hopkins Independent School District #270; Domeier (CR2017-090)
July 11, 2017 Council Report 2017-090
Approve the 2017 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 2017 Election Administration
Agreement between the City of Hopkins and the Hopkins Independent School District #270.
Adoption of this motion will approve the 2017 Election Administration Agreement between the
City of Hopkins and the Hopkins Independent School District #270 (the “School District”).
Overview
The School District approved the 2017 administration agreement and resolution designating the
Hopkins Ballot Board as the ISD #270 Ballot Board and the Hopkins City Clerk as designated co-
election official on February 21, 2017.
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 2015, the City received $25,502.21 from the School District.
Primary Issues to Consider
Does the City Council want to approve the 2017 Election Administration Agreement with the
Hopkins School District #270?
Supporting Documents
The 2017 Election Administration Agreement between the City and the Hopkins School
District #270.
School Board Resolution approved at the February 21, 2017 Board meeting.
Amy Domeier, City Clerk
Financial Impact: Approx. $25,000 Budgeted: Y/N _Y_ Source: ________________
Related Documents (CIP, ERP, etc.): _______________________________________
ELECTION ADMINISTRATION AGREEMENT
BETWEEN THE CITY OF HOPHINS AND
HOPKINS INDEPENDENT SCHOOL DISTRICT 270
This agreement is made by and between the City of Hopkins, hereinafter referred to as the
"City", and the Hopkins Independent School District 270, herein referred to as the "School
DishicP' for the administration of 2017 School District elections.
The City agrees to:
1. Require the City Clerk to attend all training required by the State of Minnesota in
regazds 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. Fwnish all equipment and supplies necessary to distribute absentee voting
materials at City Hall;
5. Furnish all equipment and supplies for the School District precinct in Edina,
including staff for delivery and pick up;
6. Coordinate the publication of all legal notices with the School District secretary;
7. Hire and train all election judges for the Edina precinct;
8. On Election 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
Edina precinct election judge questions, and provide other assistance needed at the
Edina precinct on election day; and
10. Furnish the School District with all necessary information for boazd approval
where required.
In retum, the School District agrees to:
1. Pay to the City the actual cost of maintenance and programming for all equipment
used at the Edina precinct and at the School District office and City Hall for
absentee voting;
2. Pay to the City the actual cost of absentee ballots for the School District;
3. Pay the City for all materials, including but not limited to, ballots and office
supplies used at the Edina precinct;
2017 Election Administration Agreement
Page 2
4. Pay to the City, as the School DistricYs share of other all other election costs, a
percentage of the costs that is equal to the percentage of ballot inches used by the
School District on the Hopkins City/School District ballot.
5. Adopt a resolution desigoating the Hopkins City Hall as the Absentee Ballot
Precinct for 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, a resolution from the School Board appointing the
Hopkins City Clerk to the be designated election official for the School District for
all regular and special elections to be held in 2017.
ln the event the School District conducts a special e►ection in 2017/2018 the School
District will pay one hundred percent of the City's cost of the Special Election.
Hopkins Independent School District 270
Chair
i.n
Printed name
City of Hopkins
Molly Cummings, Mayor
Mike Mornson, City Manager
RESOLUTION DESIGNATING HOPKINS CITY HALL AS ABSENTEE BALLOT PRECINCT,
HOPKINS BALLOT BOARD AS ISD 270 BALLOT BOARD, AND HOPKINS CITY CLERK AS
DESIGNATED CO-ELECTION OFFICIAL
BE IT RESOLVED by the School Board of Independent School District No.
270, State of Minnesota, as follows:
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 Distrid 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 2017
DATED: February 21, 2017
BY ORDER OF THE SCHOOL BOARD
ool District CI k