Sponsor: Information and Public Records Administration
Title
title
Agreements with Cities and Independent School District 621 for Voting Equipment and Elections Services
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Recommendation
recommendation
1. Approve agreements with the cities of Arden Hills, Gem Lake, Little Canada, Mounds View, North Oaks, White Bear Lake (Ramsey County portion), White Bear Township and Mounds View Independent School District 621 for the use of voting systems from the date of final execution by all parties through December 31, 2026.
2. Authorize the Chair and Chief Clerk to execute the agreements.
3. Authorize the County Manager to approve and execute amendments and change orders to the agreement in accordance with the provisions of the agreement and all other terms and conditions remaining the same, in a form approved by the County Attorney’s Office.
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Background
background
Ramsey County has been a statewide leader in developing and implementing contracts with municipalities and school districts in the County for administration of elections. These contracts have had the following benefits:
1) Facilitated more uniformity in the administration of elections in the County.
2) Reduced administrative costs through standardization of election materials and administrative processes.
3) Improved the quality and accuracy of administration through increased specialization and development of expert knowledge by the Ramsey County Elections Office staff.
The Ramsey County Elections Office has provided voting equipment and services to cities of Arden Hills, Gem Lake, Mounds View, North Oaks, White Bear Lake, White Bear Township and Mounds View Independent School District 621, since January 1, 2013 under joint powers agreements. The current agreements are expiring December 31, 2020. New agreements are necessary in order to continue providing elections equipment and services to these entities.
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County Goals (Check those advanced by Action)
☐ Well-being ☒ Prosperity ☒ Opportunity ☒ Accountability
Racial Equity Impact
The contracts for election services promote racial equity uniformly throughout the County, ensuring election judges reflect the diverse community which they serve, comprehensive language assistance tools are provided in the polling places, and community engagement work encourages the widest possible participation in the elections process by members of the community, particularly by those individuals who are traditionally under-represented in the voting population. Services provided via the contracts that support racial equity include:
• Promotion and advancement of the strategic priorities and values of Ramsey County
• Recruit, train, assign, and pay election judges
• Procure and provide interpreter services to be available at absentee, early voting, and Election Day locations in accordance with Section 203 of the federal Voting Rights Act
• Conduct civic engagement events regarding voter registration, absentee voting, election judge recruitment, and election related civics
• Recruit student elections judges and teacher liaisons as part of Ramsey County’s Student Election Judge program
Community Participation Level and Impact
The community is informed about this action through County Board action, which is published on the County’s website. <https://www.ramseycounty.us/your-government/leadership/board-commissioners/board-meetings-information>
Work with Municipalities to ensure agreeable terms and conditions are met in order to provide election services that meets the needs of their local communities.
☒ Inform ☒ Consult ☒ Involve ☒ Collaborate ☐ Empower
Fiscal Impact
The contracts cover all associated costs with providing election services. Payment to Ramsey County for 2021-2022 is:
Arden Hills $54,801.60
Gem Lake $9,329.60
Little Canada $55,600.00
Mounds View $62,529.60
North Oaks $35,436.80
White Bear Lake $141,400.00
White Bear Lake Township $68,835.20
School District 621 $57,198.40
2021-2022 Total: $485,131.20
The County will provide an initial cost estimate for the 2023-2024 calendar years to the municipalities and school districts no later than April 1, 2022, and an initial cost estimate for the 2025-2026 calendar years by April 1, 2023. Costs will be adjusted as necessary by the County to account for the following factors: 1) estimated voter turnout; 2) labor contracts and agreements for non-represented employees approved by the Ramsey County Board of Commissioners; 3) changes in the Consumer Price Index for the Minneapolis-Saint Paul metropolitan area, as determined by the U.S. Bureau of Labor Statistics for the previous two-year period; 4) changes in state, federal, County, or City legal requirements, as applicable; and 5) other factors having a significant impact on election costs.
County Manager Comments
County Board approval is required for revenue contracts in an amount over $100,000.
Last Previous Action
On May 23, 2017 the County Board authorized an agreement with the City of White Bear Lake (Resolution B2017-119).
On November 27, 2012 the County Board authorized an agreement with the following cities: Arden Hills, Gem Lake, Mounds View, North Oaks, White Bear Lake Township and Mounds View Independent School District 621 (Resolution 2012-339).
On November 22, 2011 the County Board authorized an agreement with the City of Arden Hills and the City of Mounds View (Resolution 2011-332).
Attachments
1. Agreement with the City of Arden Hills
2. Agreement with the City of Gem Lake
3. Agreement with the City of Mounds View
4. Agreement with the City of North Oaks
5. Agreement with the City of White Bear Lake
6. Agreement with White Bear Township
7. Agreement with Mounds View Independent School District 621
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