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Department Approval <br />���5 <br />�� <br />REQUEST FOR COUNCIL ACTION <br />Date: October 14, 2013 <br />Item No.: 7.e <br />City Manager Approval <br />��-��� <br />Item Description: Consider Resolution for the Ramsey County Joint Powers Agreement for <br />Replacement Election Equipment <br />BACKGROUND <br />Over the years, municipalities in Ramsey County have purchased elections equipment through <br />j oint powers agreements. By using 7PAs, Ramsey County can negotiate a reasonable cost saving <br />by purchasing a large number of machines. <br />The current voting machines were purchased in 2002 and have exceeded their useful life. <br />Although the machines continue to accurately counts ballots, the county has been having trouble <br />maintaining equipment. Additionally, Ramsey County is unable to get spare parts to repair or <br />replace broken voting machines. <br />Ramsey County holds election meetings each year in which participants discuss provisions of the <br />j oint powers agreement. Additionally Ramsey County has convened a Voting System Task Force <br />with representatives from four municipalities and from the county to review voting systems that <br />meet the county's voting needs. <br />POLICY OBJECTIVE <br />Ensure that election equipment is maintained to protect the integrity of municipal elections, and <br />maximize taxpayer dollars by collaborating with Ramsey County and other municipalities to <br />purchase election equipment. <br />FINANCIAL IMPACTS <br />The Council's budgetary policy is to replace capital equipment when its useful life has been met <br />or exceeded. The City budgeted $60,000 in the capital investment plan for this purchase. <br />Ramsey County plans to issue a request for proposals for voting equipment once the 7PA with <br />local municipalities has been signed. Based on preliminary costs negotiated by neighboring <br />counties, Ramsey County estimates that Roseville's share of the capital costs to purchase voting <br />equipment will be $89,750. Ramsey County Elections Manager Joe Mansky assures staff the <br />final cost will not exceed this amount, and will likely be lower. <br />Finance Director Chris Miller confirmed that there are enough funds in the citywide equipment <br />replacement fund(s) to cover the cost difference. <br />In addition to the purchase of the equipment, the 7PA includes payment of the annual operating <br />costs. These costs cover maintaining licenses and agreements, software updates, diagnostic <br />testing election programming, warranty services, post warranty services, including preventive <br />maintenance, repairs and equipment replacement, and ongoing services. <br />Page 1 of 2 <br />