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8.3. SR 08-07-2017 Eof llyRequest for Action River` To Item Number Mayor and City Council 8.3 Agenda Section Meeting Date Prepared by General Business August 7, 2017 Tina Allard, City Clerk Item Description Reviewed by Emergency Voting Plan Cal Portner, City Administrator Reviewed by John Cunningham,Emergency Management Director/Fire Chief Action Requested Accept, by motion, the Election Emergency Plan. Background/Discussion The legislature passed a law requiring counties/cities to develop election emergency plans (MS 204B.181). The Office of the Secretary of State (OSS) was required to develop a model template for counties/cities to utilize. This plan is required to be filed with the OSS.All of this work came from recommendations of an Elections Task Force who wanted to make sure Minnesota is prepared for a natural disaster, blizzard, or other large-scale incident,which could affect an election. The attached plan mirrors the state template and county adopted plan,but includes additional instructions for local emergency planning, such as designating alternative polling locations. The plan outlines ■ Roles and responsibilities for city staff and election judges. ■ Backup locations for city hall and polling locations. ■ Step-by-step checklists for relocating polling locations, securing voting equipment, and closing and reopening the polls. ■ Contact information for various needed support resources, such as the state, county, city,and media. Staff is continuing to line up the alternative polling site options. Financial Impact N/A Attachments ■ Election Emergency Plan P 0 W F R I D 6Y Template Updated 4/14 INATUR Election Emergency *� * IK Plan t � POWEfl EO BI Elk WAfUREI River VOT Table of Contents Introduction 3 Election Leads Order of Succession 3 Alternative Worksite for City Offices 3 Polling Place Relocation—Prior to Election Day 4 Polling Place Relocation—On Election Day 5 APPENDIX Multiple Polling Site Evacuation 7 Contacts 8 Media,and Public Communications Contacts 10 Alternative Polling Sites 11 Election Judge Polling Place Emergency 12 Procedures Emergencies Requiring Police, Fire, and Medical 14 Response (911) 2Page .E Introduction The purpose of this Election Emergency Plan (EEP) is to ensure the essential functions of an election continue in the event of an emergency with minimal impact on the public while maintaining the integrity and accuracy of the election. The EEP applies to the City of Elk River and its directives shall proceed in conjunction with the city's governing Continuity of Operations Plan (COOP). Election Leads Order of Succession In the event an incumbent elections administrator is incapable or unavailable to fulfill essential duties, successors are identified to ensure no lapse in essential decisionmaking authority. The city administrator, city clerk, and the deputy city clerk are responsible for the EEP. The following table shows the order of succession for the Elk River Elections Division. Name Cal Portner Tide City Administrator Work Phone 763.635.1001 Mobile Phone Work Email c ortner elkrivermn. ov Name Tina Allard Tide City Clerk Work Phone 763.635.1003 Mobile Phone Work Email tallard elkrivermn. ov Name Jessica Miller Tide Deputy Clerk Work Phone 763.635.1004 Mobile Phone Work Email miller elkrivermn. ov Alternative Worksite for City Offices If an emergency impacts the safety/security of the Elk River City Hall,per the City of Elk River COOP,thus the facility functionality is compromised, the Emergency Operations Center shall be designated as the alternative facility. Polling Place Relocation — Prior to Election Day If an emergency makes a polling place inoperable prior to Election Day, all reasonable efforts must be made to restore the originally-designated polling place. If determined the originally-designated polling location cannot be restored, the polling location may be changed or consolidated. 3 1 P a g e VOTE ' Checklist Steps Relocation of a Polling Place Prior to Election Day Resources 1 Determine whether the originally-designated polling COOP Plan location can be made operational by election da 2 Identify an alternative polling location as near to the Appendix C designated polling location as possible. ❑ The new polling location must meet the polling place requirement of M.S. 204B.16,including all accessibility provisions for voters with disabilities. ❑ Preference must be given to alternative polling locations within the precinct. ❑ If a new polling location cannot be identified within the precinct,a polling location outside of the precinct may be chosen or the city can choose to combine the polling place with another polling lace outside the precinct. 3 Immediately notify the city administrator, Appendix A auditor/treasurer,and secretary of state of the need to relocate a polling place and the new polling place location ❑ The notification must include (1) the reason for the relocation, (2) the new polling place location, and (3) an explanation for why the new location was chosen 4 Immediately notify the public of the reason for the need Appendix B to relocate the polling place and the new polling place location. Notification must be given,at minimum: ❑ On the city website; ❑ On the county website; ❑ Through the poll finder by updating the information in the Statewide Voter Registration System (SVRS); ❑ On the location for all official notices within the city; ❑ To election judges within the city;and ❑ To local media outlets with a request that the media publically announce the relocation and the reason for the relocation. 5 On Election Day, the city must also post at the originally- designated polling place a notice in large print and in conspicuous locations a sign notifying potential voters of the new polling place location. ❑ If it is not possible to post this notice due to hazardous conditions,this requirement may be waived. ❑ Multiple postings may be required,and must be visible from a vehicle to accommodate those voters who would otherwise vote from a vehicle. 4Page Polling Place Relocation - On Election Day In the case of an emergency impacting a polling place on Election Day, election judges shall follow the Polling Place Emergency Procedures in Appendix D. If it is determined the originally- designated polling location cannot be restored, the polling location may either change or consolidate. Checklist Steps Polling Place Relocation on Election Day Resources 1 Staff determines the originally-designated polling Appendix D location cannot be made operational. 2 Staff must identify an alternative polling location as Appendix C near to the designated polling location as possible. ❑ The new polling location must meet the polling place requirement of M.S. 204B.16, including all accessibility provisions for voters with disabilities ❑ Preference must be given to alternative polling locations within the precinct ❑ If a new polling location cannot be identified within the precinct,a polling location outside of the precinct may be chosen or the city can choose to combine the polling place with another polling place outside the precinct 3 Immediately notify the city administrator, Appendix A auditor/treasurer and secretary of state of the need to relocate a polling place and the new polling place location ❑ The notification must include (1) the reason for the relocation, (2) the new polling place location,and (3) an explanation for why the new location was chosen 4 Immediately notify the public of the reason for the Appendix C need to relocate the polling place and the new polling place location. Notification must be given,at minimum: ❑ On the city website; ❑ On the county website; ❑ Through the poll finder by updating the information in the SVRS system; ❑ On the location for all official notices for the city; ❑ To election judges within the city;and ❑ To local media outlets with a request that the media publically announce the relocation and the reason for the relocation. 5 Post at the originally designated polling place a notice 5 r a g E AIL VOTS in large print and in conspicuous locations a sign notifying potential voters of the new polling place location. ❑ If it is not possible to post this notice due to hazardous conditions,this requirement may be waived. ❑ Multiple postings may be required,and must be visible from a vehicle to accommodate those voters who would otherwise vote from a vehicle. 6 Staff determines if a one-hour extension of polling Appendix A place hours is necessary to accommodate voters who Appendix B would have been in line at the original polling location. If polling place hours are extended, staff must notify the following of the extension: ❑ Auditor/Treasurer; ❑ Secretary of State; ❑ Election judges within the municipality; and ❑ All local media outlets. Multiple Polling Site Evacuation If a catastrophic emergency occurs resulting in a need to move a majority of precincts,the following second round evacuation plan shall be implemented. If evacuations are necessary for security purposes,the Elk River Police Department shall provide police protection to the polling area. The potential alternative sites to hold a number of precincts include: ■ Elk River Senior High School ■ Ice Arena ■ Fire Stations ■ Public Works Facility Possible alternative polling locations ■ YMCA ■ Community Education 1170 Main Street 6Page AIL VOT1= 40 Appendix A Contact Information Sherburne County Election Staff Name Diane Arnold Title Auditor/Treasurer Work Phone 763.765.4363 Mobile Phone Work Email Diane.arnold9co.sherburne.mn.us Name Carmen Schommer Title Chief Deputy Auditor/Treasurer Work Phone 763.765.4363 Mobile Phone Work Email Carmen.schommer&co.sherburne.mn.us Name Kris Engel Title Elections Manager Work Phone 763.765.4360 Mobile Phone Work Email Kris.engel&co.sherburne.mn.us Secretary of State General Information Main Elections Admin Line 651.215.1440 Office of the Secretary of State Election Admin Email elections.deptkstate.mn.us Voter Information Line 1.877.600.vote Gary Poser,Director of Elections Office Phone 651.556.0612 Email garyposer&state.mn.us Support Information City Emergency Management Director Office Phone 763.635.1105 John Cunningham Mobile Phone Email j cunnin ham elkrivermn. ov City Attorney Office Phone 612.991.1350 Peter Beck Mobile Phone Email eter eterbecklaw.com Police Department Office Phone 763.635.1201 Chief Ron Nierenhausen Mobile Phone Email rnierenhausen elkrivermn. ov IT Director Office Phone 763.635.1266 Bob Pearson Mobile Phone Email b earson elkrivermn. ov 7 1 P a g e .E Utilities and Public Works (Elk River COOP coordinates these contacts) Community Operations & Office Phone 763.635.1030 Development Director, Mobile Phone Suzanne Fischer Email sfischer elkrivermn. ov Public Works Superintendent Office Phone 763.635.1122 Mark Thompson Mobile Phone Email mthom son elkrivermn. ov Electric Company Office Phone 763.441.2020 Mobile Phone 888.855.4096 Natural Gas Office Phone 800.245.2377 Mobile Phone 612.372.5050 8 1 P a g e VOTE Appendix B Communications Contacts (Elk River COOP coordinates these contacts) Organization Contacts WCCO 612.339.4444 612.330.2509 (News Desk Karel 1 763.797.7215 (News Desk Fox 9 952.946.5767 (News Desk KSTP 651.646.5555 651.588.6397 (News Desk Star Tribune 612.673.4414 Pioneer Press 651.222.1111 Star News 763.441.3500 Editor:Jim Boyle Editor.ers tarnews necm-inc.corn Sherburne County Citizen 763.261.5880 9Page ± ± \ \ 3 * « / \ { { / 7:1 c c — o = ON 4 c •/ c U I V U § � _ 0 / ) CLB { u § \ q � _ / 2 U E L E c § _ Q S S 4 m �rj . a. / Q 4) — x CL CL CL © o CL � % w « / 7:1 7:1 w w ct/ / % \ / .00c) / ¢ a a a a % % % % ƒ j j \ 2 / ° \ M m _ m % u / u u a G m ƒ a \ \ L. ƒ \ / t ON Cf) 00 S S Q / / 7 / / ƒ / a \ / YD m \ - 4-) c \ m / — % / k / / VD 7 m � � o : m � a : % 3y * / ƒ ƒ / n ƒ \ � � / Q \ c * � o S c = a U \ / EQt m / m .0 \ .2 u _ § / 2 ƒ IN "I u a Qt u y g m u 3 g y u $ 2 u Q u m 3 _ m ' _ ' _ m m # m s w m Appendix D Election Judge Polling Place Emergency Procedures Emergency Evacuation of Polling Location If a fire, a weather emergency,power outage, or another type of emergency occurs during voting hours,take steps to protect yourself and the other people in the polling place. Familiarize yourself with evacuation plans for the polling place. Do not worry about election supplies until after everyone in the polling place is safe. If the polling place must be left unattended due to a catastrophic emergency (tornado, fire,bomb threat, etc.) when election judges may be ordered to leave premises,use the following procedures. If time permits, and your safety is not jeopardized, follow these steps before you leave the polling place. 1. Choose a location to meet outside; designate election judges to assist voters exiting the poll. 2. Record the public count from the Ballot Counter and the time on the cover of the polling place Roster. 3. Remove the memory cards from the Ballot Counter. Sample steps for a Dominion ballot counter: a. Use the security key to access the poll worker menu b. Choose POLL MANAGEMENT- CLOSE POLL, key in Username and Password in Authorization screen, and press OK for confirmation screens C. Press the POWER button icon in the top right corner of the screen to power down the machine d. Select the SHUT DOWN button e. Once the LCD screen is blank, break the seal of the memory card doors and remove the cards f. Place cards in an envelope or container to protect them,and take them with you 4. Secure blank, non-voted ballots in your rolling canvas tote. 5. Keep voted ballots locked in the Ballot Box. 6. Use any available return envelope (i.e. Duplicate Ballot Envelope,Election Day Registration Envelope, etc.) for all uncounted ballots remaining in the auxiliary compartment. 7. If possible. take the following items with you: ■ Rosters (Registered Voters Roster and New Registrants Roster) ■ Completed voter registration applications. ■ Memory Cards (if you are able to complete Step 3). 8. Voted ballots must remain locked in the ballot machine. The ballot box must remain locked at all times. 9. Exit the polling place and account for all your election judges. 10. As soon as you are in a secure location, contact the city clerk's office for further instructions. If the Polling Place Can be Re-opened 1. Resume voting by using the auxiliary compartment of the ballot machine. 2. Inform the city clerk's office the polling place has been re-opened. 3. Support staff will be sent to re-install the memory cards and assist in re-establishing normal operations. 4. Do not keep voters waiting while you restore functionality to the ballot machine. a. Immediately open the auxiliary compartment slot of the ballot box. This slot lets voters drop their ballots into the locked ballot box without being counted by the machine. b. If needed, explain to voters that once the ballot counter is operating election judges will process them through the ballot counter. c. Voters may use the ballot marking device to verify their ballot has no voter errors before placing it in the auxiliary compartment. d. After the machine is operating again, two judges of different parties should remove the ballots from the auxiliary compartment and feed them in the ballot counter. 5. Record events on the incident log. ----------------------------------------- If the Polling Place Cannot be Re-opened Contact the city clerk's office if your polling place is unusable. The city clerk's office will help determine if you need to move to a new polling place and will assist in identifying a new polling place location. Follow the city clerk's instructions regarding moving polling places and notification that must be posted to inform voters of the change in polling locations. Emergencies Requiring Police, Fire or Medical Response (91 1) Call 911 for any problem or situation requiring a response from police, fire, or medical personnel. When calling 911 to report a problem requiring an emergency response: 1. Identify yourself as an election judge and give your name and address of the polling place along with the specific location inside the building where the problem is located. 121Page 2. Explain the circumstances to the 911 dispatcher and accurately describe the situation. The more accurate you can describe the situation,the better the 911 dispatcher is able to make a determination about what type of response is required. 3. After calling 911, call the city clerk's office. Explain the situation and the appropriate staff will be sent to assist you. 4. Record the situation on your incident log noting: a. Time of incident b. Type of problem c. Name of individual(s) involved,if known d. Brief physical description of individual(s) involved e. Brief description of the incident. 5. Contact the city clerk's office when the situation is resolved. 6. Record the time and resolution of the situation on the Incident Log. Adopted (put on back page of this document) 13 Page