4.8. SR 11-06-2017
Request for Action
To Item Number
Mayor and City Council 4.8
Agenda Section Meeting Date Prepared by
ConsentNovember 6, 2017Tina Allard, City Clerk
Item Description Reviewed by
Election Agreement with Sherburne County and Cal Portner, City Administrator
Designate City Clerk to Serve as Election Official
Reviewed by
for Future Elections
Action Requested
1.Approve, by motion, the election agreement between the city and the county.
2.Adopt, by motion, a resolution designating the city clerk to serve as election official for all future
elections beginning in 2018.
Background/Discussion
Per state law, the county auditor can designate a municipal clerk to administer absentee voting (AB
voting). Sherburne County is requesting the city administer AB voting for Elk River residents.
Designating cities to administer AB voting is a growing trend as recent election law changes allow early
voting without a reason to not vote on Election Day. Growing AB stress county resources especially
during high turnout election years like presidential election years like the one we recently experienced.
The county’s ongoing remodeling project also poses challenges for this election season.
The county is requesting the city enter into the attached agreement to clarify roles and asks the city clerk
be designated as the election official for Elk River beginning in 2018. City staff is currently already
handling much of what is outlined in the agreement with the exception of the administration duties for
the AB voting process.
Financial Impact
Personnel costs may fluctuate between presidential/non-presidential election years. There would be some
initial equipment purchases needed to implement to process.
An additional $5,000 would be needed in the 2018 election budget for equipment and personnel.
Attachments
Agreement
Resolution
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
AGREEMENT 2017-30
ELECTION ADMINISTRATION AGREEMENT
BETWEEN THE CITY OF ELK RIVER AND
SHERBURNE COUNTY
This agreement is made by, and between, the City of Elk River, hereinafter
referred to as the "City" and the Sherburne County Auditor/Treasurer, herein
referred to as the "County" for the election administration starting with the 2018
elections for regular and special state and federal elections for the City precincts.
The City agrees to:
1. Require the city clerk or designee to attend all training required by
the State of Minnesota in regard to elections.
2. Furnish all equipment and supplies necessary to distribute
absentee voting materials at Elk River City Hall.
3. Hire all election judges for City precincts.
4. Coordinate election judge training with the County utilizing online
training software and train election judges for the absentee voting
process.
5. Supervise all election activities at city precincts on Election Day
including closing the precinct, obtaining the official results, and reporting
such results to the county.
6. Provide staffing to make periodic deliveries to the precincts, troubleshoot
election equipment, answer election judge questions, and provide all
other assistance needed on Election Day.
7. Furnish the County with all necessary information for Board
approval where required.
In return, the County agrees to:
1. Pay the actual cost of maintenance and programming for all equipment
used at City Hall for absentee voting.
2. Furnish and pay the actual cost of absentee ballots for the City.
3. Pay for all ballots and envelopes used at City Hall.
4. Adopt a resolution designating the Elk River City Hall as the Official
Absentee Ballot Precinct for the Elk River Precincts;
5. Obtain, prior to the election, a resolution from the City of Elk River
appointing the city clerk as designated election official for Elk River
precincts for all regular state and federal elections to be held starting in
2018.
Signature page to follow:
Sherburne County Auditor/Treasurer
City of Elk River
Mayor
City Clerk
RESOLUTION DESIGNATING ELK RIVER CITY HALL AS THE ABSENTEE
BALLOT PRECINCT AND THE ELK RIVER CITY CLERK AS THE
DESIGNATED CO -ELECTION OFFICIAL
BE IT RESOLVED by the Auditor/Treasurer of Sherburne County, State of
Minnesota, as follows:
1) Designate the Elk River City Hall as the Absentee Ballot Polling
Place (Precinct) for the City of Elk River Precincts.
2) Appoint the Elk River City Clerk as the designated co -election official for
the City of Elk River for all regular and special elections to be held
beginning in 2018.
11_r9917i
BY ORDER OF SHERBURNE COUNTY
Sherburne County
Auditor/Treasurer
CITY OF ELK RIVER PRECINCTS
►► '�
City Hall
13065 Orono Parkway
W1 P1 B
United Methodist Church
1304 Main Street
W2 P2A
River of Life Church
21695 Elk Lake Road
W2 P2B
Meadowvale Elementary School
12701 Elk Lake Road
W3 P3A
Activity Center
413 Proctor Ave
W3 P3B
Lion's Park Center
1104 Lion's Park Drive
W4 P4A
Church of St Andrew
566 4th Street
W4 P4B
Emmanuel Church
18912 Twin Lakes Rd NW
(Continued on back of page)
City of Elk River
City Council
Resolution 17-____
A Resolution of the City Council of the City of Elk River Designating the City
Clerk to Serve as the City of Elk River Election Official for all Future Regular
and Special Elections Beginning 2018
WHEREAS, On October 18, 2017, the Sherburne County Board designated Elk River
City Hall as the official absentee ballot voting precinct; and
WHEREAS, On October 18, 2017, the Sherburne County Board appointed the Elk River
City Clerk as the designated co-election official for the City of Elk River for all future
elections beginning in 2018; and
WHEREAS, Per Election Agreement 17-30 adopted November 6, 2017, between the City
of Elk River and Sherburne County, the county requests a resolution from the city
appointing the city clerk as the designated election official for future Elk River elections.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk
River, Minnesota, as follows: the Elk River City Clerk is hereby officially designated to serve
as the city’s election official for all future regular and special elections beginning in 2018.
th
Passed and adopted this 6 day of November, 2017.
John J. Dietz, Mayor
ATTEST:
Tina Allard, City Clerk