CR 2013-024 Approve the 2013 Election Administration Agreement Between the City of Hopkins and the Hopkmins Independent School District 270p
March 19, 2013
Council Report 2013-024
APPROVE THE 2013 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 2013 Election Administration
Agreement between the Cit o�pkins and the Hopkins Independent School District #270.
Adoption of this motion will approve the 2013 Election Administration Agreement between the City
of Hopkins and the Hopkins Independent School District #270.
Overview
On February 7, 2013, the Hopkins Independent School District #270 School Board approved the
2013 administration agreement between the City of Hopkins and the School District. The School
Board also approved a resolution designating the Hopkins City Hall as the absentee ballot precinct,
the Hopkins Ballot Board as the ISD #270 Ballot Board and the Hopkins City Clerk as designated
co -election official.
Minnesota 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. The agreement spells out other costs
that would be paid by the School District which includes one additional precinct in Edina that is
needed to accommodate the residents that reside in Edina but are still in the Hopkins School
District. The costs the City would bill the School District for are the actual costs of the election and
the part of the City Clerk's time that is actually spent on the election. The cost impact is difficult to
assess until after the election. In the past, the city has received approximately $12,000 from the
School District. The School District's portion of the expenses help to defer the cost of the odd year
election and the addition of an extra precinct needed in Edina. This is the same agreement used in
2011 with updates to the dates.
Primary Issues to Consider
Does the City Council want to approve the 2013 Election Administration Agreement with the
Hopkins School District 4270?
Supporting Documents
The 2013 Election Administration Agreement between the City and the Hopkins School
District #270.
School Board Resolution approved at the February 7, 2013 Board meeting.
Kristine A. Luedke, City Clerk
Financial Impact: Approx. $12,000 Budgeted: Y/N Y Source:
Related Documents (CIP, ERP, etc.):
Committed to Equity & Excellence
Hopkins Public Schools
HOPKINS
P U BLIC SCHOOLS it
February 8, 2013
Kris Luedke
Hopkins City Clerk
Hopkins City Hall
1010 S. V, St.
Hopkins, MN 55343
Dear Ms. Luedke:
Education Services Center
1001 Highway 7
Hopkins, MN 55305-4723
952.988.4000
952.988.4108 fax
Please find attached three (3) copies of the Election Administration Agreement between
the city of Hopkins and Hopkins Independent School District #270 which was approved
at our school board meeting held on February 7, 2013. Please sign all copies and
returned two for our files and keep one for your files.
We have also attached a copy for your files that was also approved at the February 7,
2013 Board meeting of the resolution designating Hopkins City Hall as the Absentee
Ballot Precinct, Hopkins Ballot Board as ISD 270 Ballot Board, and Hopkins City Clerk
as designated co -election official.
Thank you for your assistance coordinating our elections in the fall.
Sincerely,
AV
John Toop
Director of Business Services
Attachments: Election Administration Agreement
Resolution
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 2013 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.
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 2013.
2013 Election Administration Agreement
Page 2
In the event the School District conducts a special election in 2013/2014 the School
District will pay one hundred percent of the City's cost of the Special Election.
Hopkins Independent School District 270
Susan Wootten, Board Chair
Printed name
Jon Toop, Board Clerk
Printed name.
City of Hopkins
Eugene J Maxwell, 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 District 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 2013
DATED: FEBRUARY 7, 2013
BY ORDER OF THE SCHOOL BOARD
Sch I District Cler