3.9. SR 08-01-2005
Item # ,3 I 9 ,
MEMORANDUM
TO: Mayor and City Council
FROM: Joan Schmidt, City Clerk
DATE: August I, 2005
SUBJECT: Resolution Approving Use of Help America Vote Act Monies
The Minnesota State Legislature has appropriated $29,000,000 from the Help America Vote
Act account for Counties to purchase electronic voting systems equipped for individuals
with disabilities and for certain related operating expenses.
Each county expends the funds in accordance with a plan that must be created by a county
working group.
The County Local Equipment Plan must:
1. Describe procedures to implement covered voting systems in each polling
place location.
2. Define responsibilities for equipment-related capital or operating expenses
not covered by the grants.
3. Provide funding to purchase covered equipment for any precinct in a city or
town that requests the equipment, provided that the county and town agree
on who will be responsible for operating and replacement costs.
Sherburne County held meetings recently with local election administrators to draft this plan
for the allocation of Help America Vote Act (HA VA) grant monies.
Attached is a fInal draft of the local equipment plan, information on ES&S AutoMark Voter
Assist Terminal to be purchased, and a resolution that needs to be approved.
ACTION REQUESTED
Motion to approve Resolution #05-_ , the use of Help America Vote Act (HA V A) monies
at the local level.
Final Draft
Page 1 of 4
Local Equipment Plan for Using Assistive Voting
Technology in Sherburne County precincts
Sherburne County Precincts will have acquired MI 00 Precinct ballot readers
for use in all precincts. The equipment will be used in all federal and state
elections beginning in 2006.
As required by Minnesota Statute 204B.18, the Sherburne County
Auditor/Treasurer and Municipal and School Election Staff met at the
Government Center in Elk River on June 27, 2005 and July 25, 2005 and
prepared this plan to:
I) Indicate the procedures to implement assistive voting technology
equipment for use by disabled voters in each polling location.
A) Assistive Voting Technology Equipment Acquisition
1. The County, after consultation with its municipal clerks,
will provide for the purchase of one assistive voting
technology machine for use by disabled voters for every
polling place, to be used in the 2006 primary and general
elections. Federal funds provided to the County will be
used to pay the initial purchase cost for this equipment.
B) Storage of Assistive Technology Equipment.
1. The County agrees to store all assistive voting equipment
on behalf of the local municipalities. The County may
choose to deliver the machines to each municipality prior
to any election or the County may require the munici-
palities and school districts to pickup the machines.
C) Programming of Assistive Technology Equipment
1. The County agrees to coordinate programming with the
vendor for all races and questions at the even-numbered
year Fall Elections, and will charge the municipalities,
schools and special districts for Local Election prorated
shares.
2. Municipalities, Schools and Special Districts are
responsible for programming their Local Elections (after
2007) unless a request is made by the Local Election
Page 2 of 4
Administrator for the County to coordinate it. The cost of
programming Local Elections will be prorated to the
Municipalities, Schools and Special Districts.
D) Other Maintenance and Operating Costs Related to Assistive
Voting Technology Equipment.
1. The county agrees to continue contracting and to pay the
cost of maintenance for the assistive voting equipment,
after any available RA V A Grant funds for this purpose
have been used.
II) Define who is responsible for any capital or operating costs related
to election equipment not covered by federal money from the Help
America Vote Act (RA V A) account.
A) Items considered are as follows:
1. Backup units - 2 units will be kept at the County for
testing and Election-Day backup. The initial purchase
will be paid from the RA V A Grant funds, if possible.
2. Consumables - printer cartridges, etc. will be paid by the
County for Federal, State and County elections; and will
be paid by the municipalities for Local elections (after
2007).
3. Programming - will be paid by the County for Federal,
State and County races and questions. Programming
costs will be prorated for Local Election races and
questions (City, Town, School and Special Districts) held
at the same time as Federal, State and County elections.
Costs of programming for other Local elections will be
paid by the City, Town, School or Special District.
4. Storage - The County will store all assistive voting
technology equipment in a secure, climate-controlled,
insured facility, unless other arrangements are made.
5. Transportation - The County may choose to deliver the
machines to each Municipality prior to any election or
the County may require the municipalities to pickup the
machines, with proper advance notice.
Page 3 of 4
6. Training - Election Judges will be trained in the
operation of the assistive voting technology equipment at
the biennial Election Judge Training sessions.
7. Maintenance after warranty period, and repairs - The
County will pay the cost of maintenance contracts for the
equipment after all HA VA Grant funds are expended.
8. Insurance - The County will pay the cost of insurance for
replacement of the equipment in case of fire or other
damage or destruction for all assistive voting technology
equipment while stored by the County.
III) Outline how the grants will be used.
A) County Plan for Vote Counting
1. Sherburne County uses the following vote counting
systems:
a. Precinct count machines
B) Assistive voting technology equipment purchase for each
precinct in the County,
$5500 per unit x 30 = $165,000
C) Maintenance and operating costs
$ 600 per unit x 30 = $ 18,000
D) Two assistive voting technology units for election-day
backup at the County and maintenance and operating costs.
$5500perunitx2 =$11,000
$ 600 per unit x 2 = $ 1,200
E) Two assistive voting technology units for new precincts
(City of Big Lake and Big Lake Township)
$3000 per unit x 2 = $ 6,000
F) Purchase or replacement of uncertified Vote Counting
Equipment with Federal Funds.
1. To the extent possible, each precinct in the County will
utilize the same model and version of vote counting
equipment.
Page 4 of 4
Equipment replacement purchase of up to 3 MIOO ballot readers
for the City of St. Cloud in Sherburne County.
$3000 per unit x 3 = $ 9,000
Summary of funds available and requested grants explained above:
B,C, & D E & F
$211,781.89 $ 90,000
195,200.00 15,000
$ 16,581.89 $ 75,000
Funds available
Total estimate
Difference
IV) The Sherburne County Auditor/Treasurer is responsible for any
Federal and State Audits of the records of how HA V A Grant
Funds were used.
V) It is the understanding of all parties involved that the cost for
replacement ofMIOO equipment and replacement ofassistive
voting technology equipment is not eligible for reimbursement
from the HA V A Grant monies.
PRODUCT OVERVIEW
ES&S AutoMARI(TM Voter Assist Terminal
Election Systems & Software (ES&S) and AutoMARK Technical Systems, LLC (formerly Vogue Election Systems) have teamed up to offer
the ES&S AutoMARK The AutoMARK is a breakthrough ballot-marking technology that allows voters with disabilities and other special
needs to mark a ballot privately and independently when using an optical scan voting system. The
technology was developed based on input from election authorities and disability organizations. The
ES&S AutoMARK voter assist terminal does not tally or store votes; rather, it is a ballot-marking
system designed to provide privacy and accessibility to voters
who are blind, vision-impaired, or have a disability or
The ES&S AutoMARK is condition that would make it difficult or impossible to mark
currently being evaluated a ballot in the usual way. Even a temporary condition,
by independent laboratories such as a broken arm, could make it difficult for a person
and, pending certification, to mark a ballot. In addition, the technology provides
is expected to be available language assistance to voters who are more
in the beginning of 2005. comfortable speaking a different language or who
need help to better understand written instructions.
KEY FEATURES
The ES&S AutoMARK guarantees that an
optical scan balloting device will capture
voter intent. No more overvotes. No more
mismarked ballots. Unique software
applications ensure that no more than the
proper number of candidates can be chosen
for each race. A summary page verification
process allows voters to notice any skipped
races or undervotes and to change their
selections before printing.
An audio function, which allows blind voters
or those with severely impaired vision to
listen to the choices through headphones.
The ability to protect current systems allows
jurisdictions to use existing optical scanner
hardware/software solutions. Simply adding
an ES&S AutoMARK device to a polling
location ensures compliance with the federal
Help America Vote Act (HAVA) and eliminates
the need to reinvest in a new ballot style or
tabulation system. HAVA requires that all
polling locations be equipped with at least
one disability-accessible voting machine.
A sip/puff tube is used by voters who are not
able to use the touch screen or touch pad.
* AutoMARK is a trademark of AutoMARK Technical Systems, LLC
A zoom feature enable the voters to increase
the font size of each race listed on the
optical scan ballot. This may be especially
helpful for voters who are sighted but have
limited vision.
The ES&S AutoMARK offers multiple-
language capability to ensure that all
citizens in a diverse population exercise
their privilege to vote. Visual and audible
ballots in multiple languages can be stored
on a single machine.
The system supports write-in candidates.
,
11208 John Galt Boulevard . Omaha, NE 68137 USA . Phone: 402.593.0101 . Toll-Free: 1.800.247.8683 . Fax: 402.593.8107 . www.essvote.com
ES&S AutoMARK Voter Assist v.l 0904
FEATURES
Sturdy Construction
The ES&S AutoMARKTM is made of durable
materials and has two handles for easy lifting
and transporting.
Weight
39 lb. (17.69 kg)
Dimensions
Width: 20.8 in. (52.832 cm)
Length: 26.0 in. (66.04 cm)
Height: 17.6 in. (44.704 cm) with screen deployed
Height: 7.5 in. (19.05 cm) with screen stored
Operating Temperature
35 - 95 F (1.667 - 35 C)
USING THE ES&S AUTOMARK™
The ES&S AutoMARK protects existing optical scan systems by allowing jurisdictions to use their current hardware
and software.
Optical mark read ballot
tabulation systems, including:
&
ES&S MODEL 650
Centralized
tabulator.
~
ES&S MODEL 100
Precinct-level
tabulator
1. Voter arrives at registration desk
to pick up a paper ballot and is
directed toward voting station.
2. Voter takes ballot
to ES&S AutoMARK
personalized voting system.
3. After marking the ballot,
voter takes ballot to a precinct-level
tabulation device or ballot box for
counting at a centralized location.
For more information, contact an ES&S sales representative today at 1.800.247.8683.
RESOLUTION #05-
RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION APPROVING USE OF
HELP AMERICA VOTE ACT (HA V A) MONIES
AT THE LOCAL LEVEL
WHEREAS, the Elk River City Council has reviewed the Local Equipment Plan to allocate
Help America Vote Act (HA V A) Grant monies in Sherburne County; and
WHEREAS, the Plan was drafted by a committee of Local Election Administrators from
Sherburne County Towns, Cities, and School Districts with the County Auditor/Treasurer,
according to Minnesota Election Law; and
WHEREAS, this Plan meets the requirement of the Federal Help America Vote Act because
every precinct and polling place will be equipped with at least one assistive voter technology
piece of equipment;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Elk River,
Minnesota hereby approves the Local Equipment Plan for Sherburne County and
recommends forwarding the same to the Secretary of State for comment.
Adopted by the City of Elk River on this _ day of 2005.
ATTEST:
Stephanie Klinzing, Mayor
Joan Schmidt, City Clerk