CR 11-039 Approve the 2011 Election Administration Agreement between The City of Hopkins and Hopkins Independent School District 270• May 11, 2011 Council Report 2011-039
Approve the 2011 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 2011 Election
Administration Agreement between the City of Hopkins and the Hopkins Independent
School District 270.
Overview
On April 28, 2011, 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 2009.
• The only difference is that the city office will be the only absentee ballot precinct for the
school district. The City will be doing all the absentee ballots for the School District.
The cost impact is difficult to assess until after the election. 20011 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
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Terry Obermaier, City Clerk
Financial Impact: $ Budgeted: Y/N Source:
Related Documents (CIP, ERP, etc.):
Notes:
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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 IndependentSchool District 270, herein referred
to as the "School District" for the administration of 2011 '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 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.
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5. adopt a resolution designating 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 2011.
In the event the School District conducts a special election in 2011/2012 the
School District will pay one hundred percent of the City's cost of the Special
Election.
Hopkins Independent School District 270
Printed name
City of Hopkins
Eugem"e Ji axwell, Mayor
enellie, Acg—bTy Manager
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