HomeMy WebLinkAbout5B, Elections Contract�
EN HILLS
Request for Council Action
Prepared By: Patrick Klaers, City Administrator Council Meeting Dafie: October 24, 2� 11
Electir�ns Cantrac�
Budgated Arnount: Actual Amount: Funding Source:
$4 in 2011 $15,SOd in 2011 Generat Fund
$18,000 in 2012 $15,506 in 2012
Recommendatio�:
Recommend tha� the City Council approve the contract between Ramsey Caunty ar�d the City of Arden
Hxlls for election services.
Supportin� Documents:
1. Mernorandu� daied October 24, 201 l, from Patrick Klaers, City Administratar.
2. Memorandum dated October 10, 20I l, from Patrick K�aers, City Administrator.
3. Ranr�sey Cou�nty's proposal for election services.
�
EN HILLS
MEMORANDUM
DATE: Oc�ober 24, 2011
TO: Honorable Mayor and City Counci�members
FROM: Patrick Klaers, City Adminis to
SUBJECT: Elections Contract ���
C
Backgraund/Discussion
At the October 10, 2011, work session, the Ciry Cauncil discussed the election service�
proposal from Ramsey County. Sta�`� had requested this proposal following a meeting
with Ramsey Cour�ty Eleciions Maz�ager Joe Mansky. On October 10 tl�e City Council
indicated general support �or the proposal. Attached for your reference is the staff inerno
from the October i 0 work session and the proposal �or election se�rvices from Ramsey
County.
If approved by the City Council, we would pay one half of the fee for the 2012 election in
2011 as we have funds available in the Administration Professional Services line item
and would pay the second half out of the 2012 Election General Fund budget.
Recommendation
�t is recoznznended that ihe City Council approve the contract beiween Ramsey Co�nty
and the City of Arden Hills for election services.
City Council Meeting
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�
EN HTI,Ls
MEMORANDUM
DATE: October 10, 2011
TO: Honorable Mayar and Ciry Councilme�}ber� �
� f
FROM: Patrick Klaers, City Administrator ;� �� ���
�
SUBJECT: Elections
B�COUIIi��15C1i5Si0U
During the review o�the 2012 budget proposal, Sue and I began discussing the costs and
risks associated with canducting the rr��nicipal e�ections. Discussion iterns included. the
recentiy proposed Voter ID legislataon (as an example of how complicated and tect�nicai
electior�s are becomingj, the liability and �inancial exposure of the City to lawsuits related
to recounts ar�d concested elec[ion procedures, a�d the need for incle�ding an election
requirement/experience in the position description for the Deputy C�erk positio�.
Staft's review of the etection issues led t�s to cantact Joe Manst�y, Rarnsey County
E�eetions Manager, regarding the City con#racting wiih the County for election se�-vices.
Ramsey County personneI are full-time professianals in the "elections business" a�d are
already doing school electiot�s in Arden Hiils. 7oe was happy to meet witl� us to eonsider
our request because ��hat happens during eleetions in mu�ici�aaIities reflects upon the
Couaty (remembering the state-wid� Gave�-nor's recount) and d�e to the fact that Mounds
View and Rosevxi�e i�ad already requested election proposals from the Counry.
("Networ�Cing" with staff fro�n Maunds View goi us cE►inking about asking the Counry for
a praposaf.) T�e County will only be considering coniracts with Arden Hills, Mounds
View, and RoseviIle for 2Q12 artd any other City wa�nting to co�traet with the County for
election services will ha�e to wait until 20I3 for consideration.
AE#aehed is t�e Ramsey County proposaL The proposal is identical to tl�e Mounds View
proposal except thai ihe price of our �roposat is less.
The proposal from the County for alI of the requirec� eiections ser�ices is $3I,000 or
$15,500 per year_ We would want to pay half of the 2012 election expense in 2011 and
the other �alf iR 2012 to even out the �xpenses on an anr�ual budget cycIe. Excludin�
C:ity Councii Meeting
P:lA.dminlCounci 11Agendas & Packet Informatiar�1201 1 I10- f 0-1 i Work SessionlPacicet Inforrr3atior►1 [ 0- � 0-1 I 20 i 2 B�dget
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staff time, tI�e 2008 and 201Q elections averaged $20,000 or $10,000 annually. When
co�nnpared �o t�e Cour�ty propasal, the extra cast to the City is $S,S00 ar�xivaily. Sue and I -
conservatively estir�:ate that $5,500 anx�ually is about ti�e cost for staff time ta manage the
local electiQrrs_ Sue and I have r�at done al� the �nat�, but if the Deputy Cter�c sgends 20Q
ho�rs on electia�:s over twa years and all the other suppart staff {P�blic Works a�d
ClericaI) aiso spend 200 hours corr�bined e�ery two years on etections, then the cost to
the City for tt�e County daing the etec#ion is a"push" �nancially. It is nfl# �arc� to irnage
this arrto��t of staff time being spent on such acti�ities as conducting the actual prirnary
and general election, training, attending County rr�eetings, accuracy tests, nursing horr�e
voting, setting up and taking dowt� the faur voiing sites, e#c. Even with the Co�znty
conducting the City elections, City staff (and the City Council) will still be involved in
sorrte election act�vities but i� wilI be relatzveiy r�tinor cornpared to ihe amount of time
currently invested in the elect�ort process.
Or�e side beneft ta having ihe County da aur City elections is that the City will gain
signi�cant stQrage space by having the election equipment located at the County facility.
A.riother possible ber�eft to the City wit� this pro�osal is that the Deputy Clerk can naw
take all City Cauncil ;neeting miautes. This would save th� City about $9,OOQ per year
on our Timesavers' bills. Sue will need to watc� to see how this new assignment works
out, �ut we t�ink thaE Becky can do the �nirt�tes and her required Clerk duties if elections
are largely beir�g rernaved fro�n her waric schedule. Finally, ha�ing a"turn key" eiections
relationship wit� the County wiil reduce the stress factor at City Hatl araund election
time and we wili alsa not have to deal with all the issues related to election judges (i.e.
recruitment and training)_
Recammen�ation
Overall, scaff thinks that the contz-act frorr► Ramsey Count_y re�resents a signi�ieant
benefit ta the City and we support the proposaI_
flne reason #ha� Su� arid I have nat "dane all tl�e math" is that the tnain reason for the
recorr�rt�endation to contract with the Caunty for eiection services is due to potential new
Iaws t�tat wili rr�ake electians m�tch more dif�cult to adtninister {i.e_ voter photo ID
reguirement) and due to the recent state wide recounts where the actions of etection
judges (anc� therefore the actions of Cities} were placed �nder the rraicroscope because
�very vote in every precinct was important. Sta�f sir�n:ply belie�es that the City is best
served by lea�ing the election to the professionals; which in this case is Rarnsey County.
Ever� if this proposal was �ot cost neutrai, staff would stil� be r�commending accepting
the Cour�ty c�ntract proposal.
City Council Meeting
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CONTRACT BETWEEN
_____ RAMSEY CQUNTY AND THE C1TY OF ARDEN HlLLS
F�R ELECTI�N SERVICES
This 'rs a con#ract between the Gounty of Ramsey ("County") and the C�iy ofi
Arc�en Hifls ("City") fo� the pro�isfon o# election servfces by Ramsey County_
1. Durat�on af Contract
This cantract w�ll be �n effect for the period beginning on ,�anuary 1, 2012 and
ending on December 31, 2012.
2. Contract Renewal ar�d Termir�ation
This cantract may be rer�ewed �or an addi#iona� fo�,r year perrod beginning on
.�anuary 1, 2013 by writ�en consent of the County and City. Ar� amendment io
this contract for renewal must b� executed by alf �aar�ies no later than December
14, 2Q�(2.
This cantract may be iermir�a#ed by either pariy by written notice no later than
Jur�e � of any year, effective on January 1 of the fa1lowing year. Upan termi�ation
of this contracf, #he City-owr�ed �otir�g equiprner�t, election supplies and related
materiais will be ret�med to the Ci#y.
3. Couniy ResponsibElities
Except as o�herwise pro�ided in #his con#ract, the County wil! pro�ide all serv[ces,
e��i�,rn��t, ��id s�ppiies as req�irea io per€orm, on behai� of the City, aii
eiection-re(ated duties of #he Ci�y �nder the Mmnesofa election Eaw and o#her
relevant state and federal laws. These duties w�il ir�clude but ar� no� limited to:
• Recruitment, �raining, and supervision o� staff to carry out the dufies
specified in this contract;
• Annuai inspec�ior� of poliing places to verify comp�iance with al!
state and federaE accessibi�ity requirements;
• Recruitment, training, ar�d ass�gnment af election jud�es;
• Payment of eiectiot� judges' salaries in an amaunt determir�ed by
#he Ramsey Co�n�y Board of Gommissioners;
� Operation, maintenance, testing, demonstration, storage, and
technical support fflr votEng systems;
• Maintenance, storag�, and repfacement of voting siations for each
poliing piace and for abser��ee voti�g p�rposes;
Agreernent for E[ection Services with Cify vf Arden Hills, efFecti�e 1-1-12 1 of 6
• Prepara#ion and #ransportation of �oting sys#ems, �oting stations,
and other election materia[s to and from each po�ling place; _
� Providing election forms, supplies, and o#her related materiafs for
each pol[ing place;
• Cond�cting prelimir�ary tests and public acc�racy tests of voting
syst�ms;
� Pragramming, fayout and printir�g of balEots for Gi�y elections;
• Compi�atior� and reporting ofi election results and e�ection statistics
for dissemination ta th� appropria#e can�assing boards anci the
p�blic;
� Pro�iding eiectior�-reiated information on the County web site;
• Conducting reco�t�#s for City affices and balfot questions;
• Preparing, pasting, ar�d publisf�ing electian notices;
� Pro�iding irrforrnatior� anc[ assistance on election laws and
pracedures to City officials, candidates, ihe news media, and the
ger�eral public;
• Administering absentee voting, incl�cfing processing and counting
al� absentee ba�lots, filiing requests for absentee b�lio#s by mail;
provEcfing a#�sentee �oiing for health care facilEties in t�e City and
providi�rg absentee voting secvices for persons who choose to vote
iri person at #he County eiec#ior�s offce; -
• Administering campaign financial reporti�g and economic
disclosure acti�iti�s;
= PerForming duties of car�didate filing officer, +ncl�ding acceptance af
affidavi�s af candidacy ar�d pe�itions;
• Analyzing �roposed stat� and fede�al laws an election-related
matters #o determine impact an the City;
� Maintai�ing a database and preparing maps af election district and
precinct boundaries;
• Pro�iding technical assis#ance to the City in recfrawing precinct
bo�ndaries as required;
Agreerr�en# for Election 5ervices witE� City of Arden Hilfs, effective 1-1-i 2 2 of F
_ _ __ _ _ _
• Retaining eiection records for at leas# 22 months following each
__._--- election; and
• Reiaining permaner�t archi�e of �tection results.
4. City_Responsibilities
T�e City wiil perform the following election-related responsif�il�ties:
� Pro�ide ahsentee �oting services on behal� of the County for voters
who cf�oose to cas# an absentee ballot in p�rson a# the City offices
during a time period designated by the County nat #o exceed 15
d ays before each efection in the City;
• Conduct official can�ass of efection resuits foi[awing each City
e�ectiorr,
� Provide the titfe and text of City questions ta be p�aced or� the
ballot,
• Provide final approval for polEing place (ocations; and
• Designate a pe�so� who wilE be t�e principa! cantact �or the City.
5. Office S ace and E ui mer�t Stora e
The County wilf provicie s�itable office and wareho�se space to cor�c�uct al�
election-related activi#ies and for storage of election equipm�nt and supp�i�s.
6 Eleciior� Jucf e Recr�itrr�ent
TF�e City wili encaurage City employees to #a�Ce time off from work to serve as
election judges.
7 Upqradinq ar Re�lacinq VoiinQ Systems
The Co�anty will assess the n�ed to up�rade or replace the voting systems, used
far state, County and City efections held on and after .��ly 1, 201'1. Tt�e County
wil! provide ihe City with an estimate ofi �he cost o# upgrading or repEacing the
voting systems no ia#er than March 1, 2012 if atfoption of a replacement voting
system is either required by law or otherwise deemed necessary by t�e County.
The cost of upgrading or replacing vot�ng syster�s is not included in this cot�tracf
and wiil be the subject of a separate agreement.
Agreement for Elec#ian Services wi#i� City of Arden Hills, effective 3-T-42 3 of 6
8. Specia� Elections
The County will conduct alf speeial elections �equir�d by law duri�g the #err� of
this contract. T#�e County wili submit an invaice payable within 30 days of receip#
to th� City for alt costs inc�rred by the Counfy to conduct a special efection_
The City w�ll pay al! cos�s of any City specia} election �hat is noi conducted on the
date of a re�ularly scheduied City, Caunty or state electio�. The City wi11 afso �ay
a�l casts ap�licab�e to �he CE#y of any sta#e speciat election that is nat concfucied
or� the date of a�egularly scheduled City, County or sia#e electEon_
9. Ir�surance
Durir�g the term o# #his contract, the Cour�ty and Ciiy wilf maintain, through
commerciafly a�ai#able insurance or on a self-insured basis, praperty insurance
coverage or� the �ating equipment each owns, �or the repair or repfacemer�t af
#he voting eq�ipment if damaged or stoler�_ Each �arty sha11 be responsi�le for
any deductible ur�der its respective poliey_ Each party hereby wai�es and
releases the other party, its employ�es, agents, officials, and officers from al�
claims, liability, and cat�ses of action �Oi I055, damage to or destruction of tF�e
waiving par�y's property resulting frorn fre or other periis covered in the standard
property insurar�ce co�erag� maintair�ed t�y the par�y. Furthermare, each pa�ty
agrees tha# �t will Ivok ta its own property insurance for r�imbursemer�t for any
�oss and shali #�a�e no rights of su�Eogatior� against the oth�r party_
'f0_ Indemnifca�ion
Each party to this contract wi11 defend, hold harmless, and i�demnify fhe at�er
party, i�s officials, agents, and employees from any liability, loss, and dar�age it
may suffer as a res�lt of demands, ctaims, judgmenfs, ar costs incfudir�g, b�t not
limited to, attorneys' fees a�d disbursements, arisir�g out of or related �o the
indemnifying �arty's per#armance or failure of performance under ti�is cor�traet.
This �rovision shall r�ot be constr�ed . r�or operate as a wai�er of any appiicable
limits of or exceptions to �iability set by law. This pro�ision wil! surrrive the
termina�ian of this coniract.
1 i . L�gal Representation
The Ramsey Cour�ty Attorney's affice will ad�ise and represen# the Caunty in a!!
electior�-re�ated matters, except thai the Arden Hills Ci�y Attorr�ey wiEl advise the
County ar� any efection-reiafed mat#er ap�lying to the Arden Hills municipal cocfe.
�2. Eiection_Costs and Paymer�ts
Payrnents to cover the costs incurred by th� Co�nty in the performance of the
prov�sions af this contract for reg�farly scheduled elections in 2a12 will be made
by the City ir� fo�ar equal amo�r�ts to be bilfed quarterly, based on invoices
Agreerr�ent for Efection Services with City of Arden Hiils, ef#ective 'E-4-�2 4 of 6
s��mitted by the Caunty. Payments wil# be due on March 3�, June 30,
September 3� and December 31 of 2012.
The cast of Election ser�ices for 2012 wifl be�$31,000.
13. Data Practices
Afl daia created, col[ecied, r�cei�ed, maintained, or dissem�nated for any
purpose �n the course of this contract is governed by the Minnesota Govemment
Data Practices Act, any oiher applicable statute, or any rules adopted to
implement the Act or statute, as weli as federa� statutes and regulations on data
privacy.
14. Afteration
The provEsions of this contract rnay k�e altered o�fy by mutuai written consent of
the County and City. Any a�teratior�, variatian, rr�odifca#ion, or waiver of the
provisivns of this coniract shali be valid only after it has been r�d�ced to writing
and d�ly signed by all parti�s. Any alterations must be approved r�o later t�an
Jurte 1 of any y�ar for implemen#ation o� January '� of fhe following year.
15_ Entire Aqreement
This contract shall constitute the en�ire agreement beiween #he parties and shall
supersed� all prior ora� and written negotiatEons.
This space inteniionally left blank.
Agreement for Election Services with City af Arden HiE(s, �f#ecti�e 9-1-12 5 of 6
IN WITNESS THEREOF, #he pariies ha�s subse�ibed their names as of the last
date written below_
RAMSEY COUNTY
By:
Julie Kleinschm�dt
Ramsey Caunty Manager
Date:
C1TY OF ARDEN HlL�S
BY:
Da�id Grant
Mayor
Date:
Appro�al recommended: APprovat recommended:
By: By_
Mark Oswa�cl, Directo� Patrick Klaers
Pro�erty Records and Re�enue De�artmer�t City Adm�n�strator
Approved as to form and insurance:
gY=
Assisiant County Attarney
�i.iiids aie avc��{dui�:
By:
B�dgeting and Accoun#ing
4-&-11
w
City Attorney
ruri�s �re a�ailabi�:
By:
Finance Director
Agreement for Election Ser�ic�s with City af Arden Hilis, effec#i�e 'f-7-12
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