HomeMy WebLinkAbout5.H. Agreement to Allocate Election Expenses
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CITY OF SHAKOPEE
Memorandum CO~JSEt~T
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: JudithS. Cox, City Clerk)--
SUBJECT: Agreement to Allocate Election Expenses
DATE: January 12,2006
INTRODUCTION:
City Council is asked to approve an agreement with Scott County to allocate expenses in
connection with state and city elections.
BACKGROUND:
The Help America Vote Act of2002 (HA V A) and Minnesota Statutes 2005 require that all
federal and state elections held after December 31, 2005 and all city and school district elections
held after December 31, 2007 have a voting system in place that is accessible for individuals with
disabilities; equipment that provides the same opportunity for access and participation, privacy
and independence as for other voters.
Scott County has applied for grant funds for the purchase of one assistive voting technology
machine for use by disabled voters for every polling place in Scott County to be used in the 2006
primary and general elections. (The County anticipates receiving 100% funding for the purchase
of 44 assistive voting technology machines.) In conjunction with the grant application, the Scott
County Board must adopt a county election equipment plan which sets forth the purchase,
maintenance, storage, and training of the voting equipment. The required public hearing on the
plan will be held during the Scott County Board meeting on January 24,2006 at 11 :30 a.m.
The City Council is asked to approve an Agreement to Allocate Election Expenses. The
Agreement incorporates both the Cost Allocation Procedures for Election Expenses and the Scott
County Equipment Plan (copies on file in the office of the city clerk if any council member
desires to review them). The Agreement and Procedures set forth how expenses for running an
election are allocated among the various governmental entities and amends the current
agreement. In short, when there is a federal/state/county election, the county pays for supplies,
printing and programming and the city pays for providing the polling places and election judges.
When there is a city/school election, the school district and city share in the cost of supplies,
printing, programming, and election judges. When there is solely a school district or solely a city
election, that particular entity pays 100% of election costs.
Agreement to Allocate Election Expenses
January 12,2006
Page 2
RECOMMENDATION:
It is recommended that the City Council approve and authorize the appropriate city officials to
enter into an agreement with Scott County to allocate election expenses.
VISIONING RELATIONSHIP:
This action supports:
Goal E. Financially Strong, and
Strategies: 5. Foster community connections
10. Ensure City's fiscal health
RECOMMENDED ACTION:
Authorize the appropriate city officials to enter into an agreement with Scott County to allocate
election expenses.
h:\election\cost allocation plan with Scott County
AGREEMENT TO ALLOCATE ELECTION EXPENSES
This Agreement is made and entered into by and between the COlmty of Scott, hereinafter
refen:ed to as the "County" and the City of Shakopee, hereinafter referred to as "Municipality."
WHEREAS, the Minnesota Secretary of State, as required by Minn. State. 204B.32, subd.
. 2, (1995) has developed procedures for the allocation of election expenses among counties,
municipalities, and school districts for elections that are held concurrently;
WHEREAS, under the State's published procedures, any county, municipality, or school
district may voluntarily enter into an agreement to assume or share costs of elections in a
different manner than provided by the Secretary of State; and
WHEREAS, the County and the City of Shakopee, along with the other municipalities
and school districts in Scott County, have shared the costs of elections under an informal
agreement and the parties wish to continue under the same terms;
NOW, THEREFORE, in consideration of the muhlal promises and agreements contained
herein, the parties do agree as follows:
1.1 Purpose
The purpose of this Agreement is to define the rights and obligations ofthe parties with
respect to assumption or sharing of the costs. of elections held in Scott COlmty;
1.2 Applicability
See Cost Allocation Procedures for Election Expenses 1.2 - 6,0 and
Scott County Election Equipment Plan I-N (attached)
HERETOFORE, the parties agree to and execute this Agreement.
By: By:
Shakopee City Administrator
Date:
Date:
By: By:
Mary Kay Kes
Scott County Election Supervisor
Date: Date: