CR 09-029 Approve an Election Administration Agreement Between The City of Hopkins and the Hopkins Independent School District 270e.
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April 2, 2009
Council Report 2009 -029
Approve an 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 an Election Administration
Agreement between the City of Hopkins and the Hopkins Independent School District
270.
Overview
On March 19, 2009, the Hopkins Independent School District 270 Board approved the
attached agreement between the City and the School District.
State Statute specifies the formula and the specific election expenses that can be
included for determining the share of election costs that can be charged to the school
districts. Not all election expenses are allowed to be used in the calculation of costs
paid by the school district. The agreement spells out other costs that would be paid by
the School District. The costs that the City would bill the School District for are actual
costs of the election and the part of the City Clerk's time that is actually spent on the
election. This is the same agreement that was used in 2007.
The cost impact is difficult to assess until after the election. 2007 election revenue from
the School District is estimated to be approximately $5,000 to $8,000.
Supporting Documents
• Copy of the agreement between the City and the Hopkins School
District
Terry Obermaier, City Clerk
Financial Impact: $ Budgeted: Y/N Source:
Related Documents (CIP, ERP, etc.):
Notes:
Committed to Equity & Excellence
Hopkins Public Schools
HOPKINS
PUBLIC SCHOOLS
March 31, 2009
Terry Obermaier
City Clerk
City of Hopkins
1010 First Street S
Hopkins, MN 55343
Dear Terry
Education Services Center
1001 Highway 7
Hopkins, MN 55305 -4723
952.988.4000
952.988.4108 fax
Please find enclosed two copies of the Election Administration Agreement which the
board approved at it's March 19 board meeting. Please have the Mayor and City
Manager sign the copies and return a completed one to our office for our files.
Thanks for taking care of this and hopefully we will all have smooth, easy elections.
Thank you.
Sincerely,
Cindy Joe
Administrative Assistant
Hopkins School District
Eric: Election Administrative Agreement (2)
Serving the communities of: Eden Prairie • Edina • Golden Valley • Hopkins • Minnetonka • Plymouth • St. Louis Park
An equal opportunity /affirmative action educator and employer.
ELECTION ADMINISTRATION AGREEMENT
BETWEEN THE CITY OF HOPKINS 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 District" for the administration of 2009 School District elections.
The City agrees to:
1. require the City Clerk to attend all training required by the State of
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 equipment and supplies necessary to distribute absentee
voting materials at the designated School District office and also 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;
10. furnish the School District with all necessary information for board
approval where required.
In return, 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;
4. pay to the City, as the School District's 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. 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 2009.
In the event the School District conducts a special election in 2009, the School
District will pay one hundred percent of the City's cost of the Special Election.
Hopkins Independent School District 270
Board Chair
City of Hopkins
Eugene J Maxwell, Mayor
Rick Getschow, City Manager