4.6 SR 11-20-2023�,
Elk s �-
River
Request for Action
To Item Number
Ma Tor and CinT Council 4.6
Agenda Section Meeting Date Prepared by
Consent A enda NovembeY 20, 2023 Tina rlllard, Cittr C1eYk
Item Description Reviewed by
Agreement with Sherburne County- for Managing Cal Pormer, Ci r Administrator
Voter Account Funds Reviewed by
Action Requested
Approve, byT motion, an agreement with Sherburne County for managing the VOTER Account funds.
Background/Discussion
The 2023 Legislature approved funding to assist with the cost of election administration by establishing the Voting
Operations, TechnologyT, and Election Resource (VOTER) Account `vith $1.25 million allocated per yTear for
expenses Yelated to elections. Counties must distribute funds to cities by DecembeY 31 of each yreaY by either an
agreed distribution or byT the follo`ving distribution:
■ 50% to countyT
■ 25% to all cities/townships
■ 25% based on absentee balloting administration responsibilities.
Cities receiving the funds must segregate them into a separate election fund account and complete annual reporting.
Another option for managing the funds is to leave them with the county to cover some of our election expenses
and reporting. The allocation is small and it is not woYth staff time to create the additional account and handle the
reporting. The countyT purchases some of our supplies and bills us back for some expenses as ��ell.
Financial Impact
There is no cost to us in signing this agreement The funds can be used for various election expenses, such as
supplies, printing and publication costs, equipment, software, programming, among other items.
Mission/Policy/Goal
CityT iVlission and Vision
Attachments
■ Agreement
■ Allocation Breakdown
The Elk River Vision
A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional
se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty.
rowEREo ar
�I'1 ����
Update�l• January 2023
STATE OF MINNESOTA
VOTING OPERATIONS, TECHNOLOGY & ELECTION RESOURCES (VOTER) ACCOUNT
COUNTY — MUNICIPALITY AGREEMENT
This Agreement (hereinafter "Agreement") is made between Sherburne County ("County"),
and City of Elk River ("Municipality")
Recitals
1. Under Minnesota Laws 2023, Chapter 62, Article 4, section 6, the Voting Operations, Technology, and
Election Resources (VOTER) Account was established requiring the Office of the Secretary of State,
hereinafter the OSS, to distribute funds to each county as prescribed.
2. Total allocation to County is approximately $20,442.68 annually.
3. Upon receipt of funds, County and Municipality must agree on a distribution plan for allocating funds from
the account which must be used for expenditures directly related to election administration.
4. County is responsible for elections within its county and Municipality operates polling places
within its jurisdiction.
Agreement
1. Effectiveness of Agreement
1.1. Effective date. August 30, 2023, or the date all required signatures have been affixed to the agreement
by County and Municipality, whichever is later.
1.2 Annual Renewal. This agreement shall remain in effect and renew annually until such time that the
County or the Municipality notifies the other party in writing of its desire to terminate the Agreement. The
termination will be effective December 31 of the year of notice, for the following year's allocation.
1.3 Application of terms. Municipality agrees to be subject to the obligations applicable to County in the
Agreement set forth in said agreement.
2. Allocation of VOTER Account Funds
2.1. Allocation determination. The Municipality agrees to receive no direct allocation under this agreement.
The Municipaliry's default allocation amount as provided by the OSS will instead be retained by the
County for qualifying expenditures of the County and the Municipality as referenced in this Agreement.
22. Allocation methodology. The County will utilize the provided OSS default allocation as a consistent and
equitable distribution of VOTER account funds for qualifying expenditures for all municipalities.
23. Maximum available amount. Based on the OSS default allocation, Municipality is allocated no more than
$2,689.80 for qualifying expenditures described in the Agreement and in accordance with all federal and
state laws authorizing these expenditures.
3. Use and Maintenance of VOTER Account Funds
3.1. Municipality authorization. Municipality agrees to authorize County to expend the allocated amount for
authorized purposes on behalf of Municipality.
3.2. Segregation of funds. County must segregate all funds in an election funding account.
3.3. Maintenance of funds. County must maintain the funds in the segregated account until spent for any
authorized purposes described in the Agreement.
3.4. Authorized purposes. County may use the funds provided under the Agreement for expenditures directly
related to election administration as defined in Minnesota Statutes section 5.305.
3. S. Reporting requirements. County agrees to provide any required infonnation to OSS to meet reporting
requirements outlined in statue for all funds expended for each calendar year by December 31 annually.
4. Authorized Representatives
County's Authorized Representative is:
Name: Diane Arnold
Sherburne County Auditor-Treasurer
Address 13880 Business Center Dr. NW Suite 100
Phone 763-765-4363
Email Diane.Arnoldn,co.sehrburne.mn.us orAuditora,co.sherburne.mn.ns
Municipality's Authoriaed Representative is:
Name: Tina Allard
Title: City Clerk
Address: 13065 Orono Parkway, Elk River, MN 55330
Phone: 763/635-1003
Email: Tallard@E1kRiverMN.gov
If either Authorized Representative change at any time before the funds provided for in this Agreement are
fully expended, parties must notify each other of the change.
5. Signatures and Certification
County and Municipality cert� that the appropriate person(s) have executed the Agreement on behalf of
County and Municipality as required by applicable resolutions or ordinances.
COUNTY
By:
Signed:
Title:
Date:
MUNICIPALITY
Jurisdiction:
By: _
Signed: _
Title:
Date:
By: _
Signed: _
Title:
Date:
2
2023 �lec�ion Funding Allocation Sherburne County
Qwner Vendor # Account# Amount Percentage
County $ 10,22�..34 50
Cities/7ownships $ 5,11a.67 25
County/St. Cloud/�Ik Ri�er AB $ 5,110.67 25
Total Receipt#z�.03 7-21-2�23 01-065-865-0040-5865 $ 2�,442.68 104
Baldwin Township 460 01-065-865-Q0�0-6897 $ 388.84 7.61
B�ckerTownship 6080 01-065-865-OOOD-6897 $ 305.29 5.97
Big Lake Township 6088 01-065-865-0000-6897 $ 463.66 9.�7
Blue Hill Township 472 �1-065-865-OOd0-6897 $ 137.95 2.7
Clear Lalce 1"ownship 6132 Q1-065-865-0000-6897 $ 103.89 2A3
Ha�en Township 67.39 01-065-865-0000-6897 $ 112A5 2.19
Livonia Township 490 Q1-065-865-Oq00-6897 $ 362.95 7.�.
�rrock Township 6192 01-065-865-0000-6897 $ 210.72 4,�.2
PalmerTownship 6195 01-065-865-0000-6897 $ 150.60 2.95
Santiago Township 64A�9 �1-065-865-000�-6897 $ 101.44 1.99
City of Becl<er 8507 Q1-065-865-0000-6897 $ 239.55 4,69
City of Big Lake 6104 01-065-865-0000-6897 $ 5fi8.52 11.12
City of Clear Lake � 6108 Q1-065-865-Oa00-6897 $ 3D.46 fl.6
City af Elk River 6112 01-065-865-0000-6$97 $ 1,34�F.90 26.32
City of Princeton 476 0�.-065-865-0000-6897 $ 4.17 a.as
._ .._ _---- - ---__
City of St, Cloud 477 Q1-065-865-0000-6897 $ 279.24 5.A�6
City of Zimmerman 6127 01-065-865-0000-6897 $ 30fi.44 6
Total $ 5,110.67 10D
$ 5,110.67
___._. __ _ —..........._
AB Breakdown
County $ 3,486.53
Elk Ri�er 6�.3.2 01-065-565-0000-6597 $ 1,344.90 26.�2%
St. Cloud 477 0�.-065-865-000�-6897 $ 279,24 5.46%
Total $ 5,11fl,67 �
- _ _ _--- -----... $ 5,110.67
__ .._.�._.._.._...._._..._.___......____ _....--
Total for the Cour�ty $ 1�;707,87 ;
___�__ _..�__ $ 5,11A.67
--__ $ 1,�44.90T �
_..___.. _...- ---------__.._
_._ __.—._ __._
$ 279.24
'$ 6;7�4,81 to be paid out
$ 20,442.68 tatal recei�ed