CR 96-122 Establishing Absentee Ballot•
August 1, 1996 Council Report 96 -122
ESTABLISHING AN ABSENTEE BALLOT BOARD
Proposed Action
Staff recommends approval of the following motion: Adopt Resolution 96-63 approving
Ordinance 96 -786 which will establish an Absentee Ballot Board.
Overview
State Statute 2038.13 allows the governing body of a municipality to establish an
Absentee Ballot Board by ordinance. The ordinance defines the scope and duties of
the Board. Establishment of the Board will allow absentee ballots to be processed in
the office and delivered to the precincts for the final count.
Primary Issues to Consider
O What is the absentee process and how will it be affected
Supporting Documents
O Resolution 96-63
O Ordinance 96 -786
O Minnesota Election Law Book available at the Deputy City Clerk's desk
rry Ob aier, Deputy City Clerk
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Primary Issues to Consider
0 What is the absentee process and how will it be effected.
Absentee ballots are available to the public thirty days before an election. An
application is sent to those who request an absentee ballot. After the application
is returned, a ballot is mailed. The voter marks the ballot and returns it to City
Hall. On election day, the returned absentee ballots and the applications are
delivered to the election judges in each precinct. The information and
signatures on the outside of the absentee envelope are compared to the
registration roster and the ballot application. If all requirements are met, the
envelope is marked accepted; if not, it is marked rejected. The inner envelope,
which contains the ballot is then removed. The ballots are then placed in the
machine and counted. Two election judges, one from each party, must review
the ballot envelopes.
The ordinance will detail the duties of the Absentee Ballot Board. The
signatures on the return envelope will be compared to the application, and the
registration and other information will be verified here in the office as they come
in. Members of staff will be appointed as election judges. If there is a new
registration, all the information will be verified by the board. The ballots can
then be taken to the polling places later in the day, compared to the roster, and
fed into the tabulator as time allows.
Absentee Ballots can be taken to the polls and processed at any time during
election day, however, the last mail run is at 4:30 and anything that has come
into the Post Office has to be collected at that time. Often, voter will think that
he or she will be out of town on election day. When plans change, they may
change their minds and want to vote in person and with family. By waiting until
the end of the day to process the absentee ballot, that opportunity is given to the
votrer.
The number of absentee ballots going to a precinct on election day varies from
ten to 50 in an off year, and 50 to 100 in a presidential year. Because they are
not delivered to the precincts until the last mail delivery, the judges receive them
at the busiest time at the polling places and do not have time to do them until
after 8:00. Processing them in the office as they come in, eliminates a large
block of time for the judges and allows the count to be finished earlier after the
polls are closed.
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CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 96-63
RESOLUTION TO ESTABLISH AN ABSENTEE BALLOT BOARD
WHEREAS, Minnesota State Statute 2036.13 allows the governing body of any
municipality to establish an Absentee Ballot Board; and
NOW, THEREFORE, be it resolved by the City Council of the City of Hopkins,
Minnesota that an Absentee Ballot Board is established by Ordinance 96 -786.
Adopted by the City Council of the City of Hopkins, Minnesota, this 6th day of August,
1996.
ATTEST:
WHEREAS, the City Council has a desire to establish an Absentee Ballot Board.
James A. Genellie, City Clerk
Charles D. Redepenning, Mayor
345.10
duties:
CITY OF HOPKINS
Hennepin County, Minnesota
ORDINANCE 96- 786
AN ORDINANCE ESTABLISHING AN ABSENTEE BALLOT BOARD
BE IT ORDAINED by the City Council of the City of Hopkins as follows:
SECTION 1. That the Hopkins City Code is amended by adding a new section 345
to read as follows:
Section 345 Absentee Ballot Board
345.01. Establishment . There is created and continued an Absentee Ballot
Board pursuant to Chapter 2038 of the Minnesota Election Laws.
345.05 Appointment. An Absent Ballot Board shall be a board of election
judges appointed by the City Council as provided in sections 2048.19 to 204B.22 of the
Minnesota Election Laws.
Duties. The Absent Ballot Board shall be responsible for the following
1. Receive all absentee ballots for city, primary, and general elections.
2. Check the registration of each absentee ballot against the permanent voter
registration file.
3. Accept or reject absentee ballots pursuant to Section 2038.12 of Minnesota
Election Laws.
4. Verify that the information submitted on new registrations is complete.
5. Deliver all accepted ballots to the election judges at each precinct polling
place, leaving the ballots sealed in the ballot envelope and then placed inside the
return envelope with new registration cards or in the case of a previously registered
voter, leaving the return envelope sealed.
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First Reading:
Second Reading:
Date of Publication:
Date Ordinance Takes Effect:
ATTEST:
James A. Genellie, City Clerk
APPROVED AS TO FORM AND LEGALITY:
August 6, 1996
August 20, 1996
August 28, 1996
September 17, 1996
Charles D. Redepenning, Mayor
• City Attorney Signature Date