CR 10-023 Election Assistance for Individuals with Diabilities (EAID) Grant ProgramOval
46 *
March 8, 2010
Council Report 2010 -023
Election Assistance for Individuals with Disabilities (EAID)
Grant Program
Proposed Action
Staff recommends adoption of the following motion Move to Adopt Resolution 2010-
011 supporting the application to the State of Minnesota Secretary of State's office for
Election Assistance for individuals with Disabilities Grant Funds
Overview
The State of Minnesota Office of the Secretary of State is currently soliciting grant
proposals from cities, townships, and counties specifically for automatic door openers
to make polling places in Minnesota more accessible.
Mizpah United Church of Christ does not have automatic door openers. The grant
would provide automatic door openers for this precinct.
Issues to Consider
How are the grant funds awarded
What is the cost to the City of Hopkins
How will the grant be implemented
Supporting Documents
• Copy of Grant Request Application
• Copy of Resolution 2010 -023
Terry Obermaier, City Clerk
Financial Impact: $ Budgeted: Y/N Source:
Related Documents (CIP, ERP, etc.):
Notes:
Council Report 2010 -023
Page 2
• How are the grant funds awarded
The State of Minnesota has received funds from the Federal Government to make
polling places accessible. This program has been active for several years and has
covered many different aspects for accessibility. The current request is strictly for
automatic door openers.
The grant application requests a specific amount. The entire amount has to be spent
on the stated project. At this time, the Secretary of State's Office expects the grants to
be large enough to cover the majority cost of the doors and the installation.
The grant application is due on March 19, 2010. Grants would be awarded in late April.
A grant contract would need to be signed by May 31, 2010. Work would be completed
prior to the August 10 Primary.
• What is the cost to the City of Hopkins
Mizpah would require the installation of two doors, one from the outside into the
entryway, and one from the entryway into the church. Both doors are included in the
grant request.
The information on the grant application suggests that the local jurisdiction would be
responsible for cost overruns or for any amount that the grant does not cover. If there
are amounts that are not covered, staff will approach Mizpah to give them the
opportunity to pick up those costs. If they choose not to, a grant contract need not be
signed. There should be no cost to the City.
How will the grant be implemented
Once the grant is awarded, the City would be responsible for selecting a contractor to
complete the awarded accessibility improvement and to pay the contractor. The City
would report the expenditures for the specific accessibility improvement to the OSS in
order to receive reimbursements up to the amount awarded.
Alternatives
Adopt Resolution 2010 -011 approving the application for grant funds for polling
place accessibility.
Do not adopt Resolution 2010 -011.
B. Administrative Questions
No
Questions
Response
1.
Application date:
March 17, 2010
2.
Name of political subdivision:
City of Hopkins
3.
Federal Tax ID #:
41- 6005247
4.
Name of the County(s) in which the political
subdivision in located:
Hennepin
5.
Name of individual completing this application:
Terry Obermaier
6.
Title of individual completing this application and
their telephone number:
City Clerk
7.
In the spaces below, list names and contact information for the individuals and offices of
your political subdivision responsible for:
Administering & implementing the
Authorizing the procurement or purchase
rant:
of accessibility improvements:
Name:
Terry Obermaier
Terry Obermaier
Title:
City Clerk
Address:
1010 1st StS
Hopkins MN 55343
Phone:
952 - 548 -6304
E -Mail:
terryo @hopkinsmn.com
Fax:
952 - 935 -1834
C. Application Questions
Federal law requires that all grantees receiving Federal funds, including State and local
governments shall clearly state the dollar amount of the total costs of the project or program and
the percentage of the total cost that will be financed by nongovernmental sources.
No
Question
Response
8.
Total cost of improvement project.
$ 5454.75
9.
Total amount of funds requested: (Total all EAID
$ 5454.75
Grant Program Application Worksheets):
10.
If any, total amount of additional non -grant funds
$ 0
to be used for the project grant:
(Local funds are not required.)
11.
If any, name the source(s) of non -grant funds:
NA
12.
Has your political subdivision previously applied
No
for this grant? If yes, date of previous
application?
13.
Attach a proposed timeline for procuring or purchasing and implementing this
accessibility improvement.
14.
Attach a resolution of support from the governing body, and if applicable, list any
amount appropriated by the governing board of the political subdivision submitting this
application.
15.
If applicable, attach commitment letter or resolution from other sources.
NA
2
A Improvements Worksheet
Complete this worksheet (one worksheet for each polling place) explaining the proposed
improvements to be made to the polling place.
1. Street address of polling place for which application is being submitted.
Address: 412 5th Ave N
City: Hopkins Zip: 5534
Township (if applicable):
County: Hennepin
2. Number of registered voters in the polling place: 1374
3. Estimated number of registered voters who may benefit from the automatic 500
doors:
Polling Places may have multiple improvements. List each proposed improvement in a box
below. Describe the job requirements specifically for each proposed improvement, for example,
"install adequate electrical and an automatic door opener on the front door of the public library."
If complete description does not fit in one box, continue in next box or attach additional sheets.
Proposed Improvements
Cost
1
Install adequate electrical and an automatic door opener on the door from the
parking lot into the entryway of Mizpah church and install adequate electrical and an
automatic door opener from the entryway into the church.
$5454.75
2
3
4
5
6
Total:
$5454.75
E. Certification
I certify that Election Assistance to Individuals with Disabilities (EAID) Grant
funds will be used only for the polling places listed on the attached worksheet(s)
and only to purchase and install automatic doors for polling places in Minnesota.
Name of Jurisdiction: City of Hopkins
Printed Name of Applicant: Terry Obermaier
Title of Applicant: City Clerk
Signature:
Date:
All questions must be completely answered and a resolution of support from the
governing body must be provided. An unanswered question or lack of a resolution
could result in the disqualification of the application.
All information must be submitted in writing as part of this application. If a
question is not applicable, please indicate.
Forward completed applications via email to elections.dept(u state.mn.us
Attention: Adam Aanerud.
If necessary, fax or mail completed application and all accompanying worksheets
and documents to:
MN Secretary of State
Attention: Adam Aanerud
180 State Office Building
100 Rev. Dr. Martin Luther King Jr. Blvd.
St. Paul, MN 55155 -1299
Fax: 651- 296 -9073
All submissions must be received by 4:00 p.m. on Friday, March 19, 2010.
All work must be completed no later than August 6, 2010.
4
City of Hopkins
1010 1 St St S
Hopkins MN 55343
Time Line for Election Assistance for Individuals with Disabilities Polling Place
Improvements
March 17, 2010 Submit application
By April 30, 2010 Notice of grant award
By May 15, 2010 Enter into contract with Minnesota Secretary of State's office for grant
funds and notify contractor
By June 15, 2010 Work completed
By July 15, 2010 Final cost submitted for reimbursement
CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 2010 -011
Resolution Supporting Grant Request — Election Assistance for Individuals with
Disabilities (EAID) Grant Program
WHEREAS, The State of Minnesota, Secretary of State's Office is currently
soliciting grant proposals from cities, townships, and counties specifically for automatic
door openers to make polling places in Minnesota more accessible, and;
WHEREAS, Hopkins Polling Place, Mizpah United Church of Christ, located at
412,5 th Ave N, Precinct 2 does not have automatic door openers, and;
WHEREAS, many voting residents of Hopkins Precinct 2 would benefit from this
improvement,
NOW, THEREFORE BE IT RESOLVED, the City Council of Hopkins directs staff to
apply for a grant from the Office of the Secretary of State of Minnesota for Federal funds
pursuant to Title II, Section 261 of the Help America Vote Act for the sole purpose of
improving access to polling places in Hopkins for persons with disabilities and directs
the Mayor and City Manager to enter into an agreement with the Office of the Secretary
of State of Minnesota governing the receipt, expenditure, reimbursement and reporting
of such a grant.
The City Council further directs staff receive and account separately in a manner
sufficient to meet generally accepted government accounting principles sufficient to
pass federal audit, and expend any sums received in the manner indicated in the grant
application and agreement with the Office of the Secretary of State
Adopted by the City Council of the City of Hopkins this 16th day of March, 2010.
ATTEST:
Eugene J. Maxwell, Mayor
Terry Obermaier, City Clerk