HomeMy WebLinkAboutVIII-17 Approve JPA with Dakota County for Administration of Absentee Ballots
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: City Administrator Dan Wietecha
Date: October 16, 2023
Item: Administration of Absentee Ballots
Council Action Requested:
Approve JPA with Dakota County for Provision of Absentee Voting Administration Services
Background Information:
A workgroup with representatives from our election partners has been working over the summer
to formulate a JPA cost-share plan, under which Dakota County Elections would perform
absentee voting services. The actual draft of the JPA is pending, but Dakota County would
appreciate knowing each municipalities intent, since the JPA is based on most/all municipalities
participating.
A general description of the JPA:
1. A 2-year JPA between Dakota County and Cities and Townships.
2. Odd year School Districts will have a separate agreement for odd year service only. All
special elections would also be subject to a separate agreement.
3. FTE costs form a base cost, which is proportioned by registered voter count. Base costs
are shared annually, actual cost of absentee services would be paid in the year of election.
4. We have applied VOTER funds appropriated by the State to offset the costs of providing
this service, so the reduction is reflected in this proposal.
5. For 2024 and future even-years, the cost-share model would be as follows:
a. County assumes 55% of base costs, Cities/Townships assume 45% of base costs
b. County assumes 55% of Absentee Voting costs, Cities/Townships assume 45% of
Absentee Voting costs
6. For 2025 and future odd-years, the cost-share model would be as follows:
a. County assumes 75% of base costs, Cities/Townships assume 25% of base costs
b. Odd-year election partners assume 100% of Absentee Voting costs (unless a
shared election is held, in which case costs would be shared)
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7. Estimated costs for 2024 (two elections) and 2025 are attached. Also attached is a high-
level summary that reflects a 2-year cost for each city.
The Dakota County Elections Office believes this service has many benefits:
• It will ease the growing responsibility on City Clerks.
• It will streamline Election Night reporting as absentee ballots will already be at the
County.
• It will enhance the voter experience to have consistent and uniform handling for absentee
voting services across all jurisdictions.
In 2024, there will be three elections (Presidential Nominating Primary, Primary, General).
Absentee balloting begins 46 days prior to any election. Even with the County handling
administration of absentee ballots, the City will still have some staffing costs associated with
Election Judges, such that the net savings is estimated at $12K.
Financial Impact:
Estimate $12K savings
Committee Discussion:
City Council indicated its intent to enter the JPA 8/21/2023, pending the final document
Attachment:
JPA with Dakota County for Provision of Absentee Voting Administration Services
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2024 AB Admin Joint Powers Agreement DCA20889
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Dakota County Contract No. DCA20889 JOINT POWERS AGREEMENT BETWEEN DAKOTA COUNTY AND THE CITIES, TOWNSHIPS, AND SCHOOL DISTRICTS IN DAKOTA COUNTY FOR THE PROVISION OF ABSENTEE VOTING ADMINISTRATION SERVICES
This is a Joint Powers Agreement (“Agreement”) between the County of Dakota (“County”) and THE CITIES, TOWNSHIPS, AND SCHOOL DISTRICTS IN DAKOTA COUNTY (“Governmental Entities”) (collectively the “Parties”) entered into pursuant to Minn. Stat. §471.59, for the provision of absentee voting administration services.
Section 1 Term And Renewal
1.This Agreement shall be in effect beginning January 1, 2024, until December 31,2025, subject to automatic renewal on January 1 of each even calendar year for atwo-year term beginning January 1, 2026.
Section 2 Contract Termination
2.This Agreement may be terminated as follows:
2.1. Participation in this Agreement may be terminated without cause by the County orindividual Governmental Entity effective at the end of the initial term or renewal term by providing written notice to the Parties no later than June 1 in the year prior (the odd
year of the two-year term) to the next automatic renewal in Section 1; 2.2. This Agreement may be terminated by the County effective at the end of a renewal term by providing written notice to the Governmental Entities no later than July 15 in
the year prior to the next automatic renewal in Section 1, if the County determines, in its sole discretion, that there is an insufficient number of Governmental Entities in Dakota County participating in this Agreement to share the fixed costs of Absentee
Voting Administration between the remaining participating Governmental Entities; 2.3. The County or individual Governmental Entities may terminate their participation in this Agreement for cause by providing at least seven days’ written notice to the County and
other Governmental Entities. A party may terminate this agreement for cause due to a material breach of the terms of this Agreement, including failure to provide payment within the time specified in this Agreement. The written notice must state the intent to
terminate participation and specify the events or circumstances and relevant provision warranting termination of the Agreement or withdrawal of the individual Governmental Entity and may, in the discretion of the terminating party, contain an opportunity to cure the default. A termination for cause will not be effective for any election that will have an election day within 90 days of the termination date to ensure transition of absentee voting responsibilities;
2.4. Termination of this Agreement does not discharge any liability, responsibility, or right of the Parties that arises from the performance of, or failure to adequately perform the provisions of this Agreement prior to the effective date of termination, such as payment of an invoice for services satisfactorily performed prior to the effective date of termination. Termination of the Agreement or an individual Governmental Entity’s termination of participation does not discharge any obligation which, by its nature, would survive after the date of termination.
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Section 3 Absentee Voting Administration
3.County and the Governmental Entities agree to consolidate absentee voting administrationcountywide in accordance with the Absentee Voting Administration Division of Duties By JointPowers Agreement attached hereto as Attachment A and incorporated by reference. TheParties agree by executing the Agreement, the County Election Director and theGovernmental Entities’ Clerks may agree, in writing, to modify operational responsibilitiesidentified in Attachment A for operational efficiency and to maintain compliance with electionlaws, rules and regulations. Prior to April 1 of each calendar year, the Parties shall meet to
discuss performance of the previous year election cycle and evaluate roles and duties of theParties.
In addition to temporary staffing necessary to administer absentee voting, County will hire atleast two full-time equivalent (“FTE”) positions (Elections Systems Manager and ElectionCoordinator, or successor positions) (“FTE Costs”) to ensure sufficient resources are
available to manage the consolidated absentee voting for the County while maintainingservice levels of all other election work.
In agreeing to the consolidation of absentee voting administrative functions to ensure thesuccessful conduct of multiple, simultaneous elections in the County, the Partiesacknowledge that decisions made by the County regarding resources, procedures, andpolicies are based upon providing the same scope and level of service to all the participatingjurisdictions and the Governmental Entities recognize that such decisions, made for thebenefit of the whole, may not be subject to review by the Governmental Entities.
Section 4 Applicability
4.This Agreement between the County and the Governmental Entities is limited to absentee
voting administration. All other voting processes are outside of the scope of this Agreement.
This Agreement is applicable for all regularly scheduled elections or special elections in a
precinct within the jurisdiction of Dakota County.
Section 5 Allocation of Costs and Invoicing
5.The County will invoice each Governmental Entity its cost share allocation for fixed costs and
its share of variable costs for its voters that voted via absentee voting.
5.1. The Governmental Entities will proportionately share the County’s absenteeballoting administration fixed costs annually based on the annual FTE Cost
incurred by the County for this Agreement (“Fixed Costs”). The Fixed Costs allocated to a Governmental Entity is proportionate to its share of registered voters.
5.2. The Governmental Entities agree that absentee balloting administration variable costs, such as absentee voter application and absentee ballot
mailings, incurred by the County shall be shared among the Governmental Entities based on actual utilization by its voters (Variable Costs).
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5.3. In even-numbered years for regularly scheduled or State special elections, the County shall assume 55% of Fixed Costs and Variable Costs. Each
Governmental Entity shall assume the remaining portion of the Fixed Cost share as set forth in 5.1 and 45% of Variable Costs for the actual number of its voters that voted via absentee voting.
5.4. In even-numbered years for a city or township special election not held on a date for an election identified in Section 5.3 each Governmental Entity
holding an election shall assume 100% of Variable Costs for the actual number of its voters that voted via absentee voting.
5.5. In odd-numbered years, the County shall assume 75% of Fixed Costs. Each Governmental Entity shall assume the remaining portion of its Fixed Cost share as set forth in 5.1.
5.6. In odd-numbered years for State special elections, the County shall assume 55% of Variable Costs. Each Governmental Entity shall assume the remaining 45% of Variable Costs for the actual number of its voters that voted via absentee voting.
5.7. In odd-numbered years, Governmental Entities holding elections other than State, County, or Federal elections shall assume 100% of Variable Costs for
the actual number of its voters that voted via absentee voting. If such an election is layered with a school district election, the Governmental Entity conducting an election shall only be responsible for 50% of the Variable
Costs related to a voter eligible to also vote in the school district election.
5.8. Each Governmental Entity will be invoiced within sixty (60) days of the final election day of each calendar year. Said invoice shall be due and payable within thirty-five (35) calendar days of invoicing. Invoicing will occur after application of any grant or other state or federal funds received by the County for absentee voting administration.
5.9. For illustrative purposes, cost projections for the 2024-2025 elections are attached as Attachment B. Final invoices will reflect actual absentee utilization and Variable Costs.
Section 6 Electronic Voting System and E-Pollbook Costs
6.The cost of the purchase, operation and maintenance of the electronic votingsystem, voting machines, and electronic pollbooks are not included in thisAgreement and are the subject of separate agreements.
Section 7 Independent Contractor
7.It is agreed that nothing in this Agreement is intended or should be construed as creating
the relationship of agents, partners, joint ventures, or associates between the Parties heretoor as constituting the County or the Governmental Entities as the employee of the otherentity for any purpose or in any manner whatsoever. The County is an independent
contractor and neither it, its employees, agents, nor its representatives are employees of
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the Governmental Entities. From any amounts due the County, there shall be no deductions for federal income tax or FICA payments, nor for any state income tax, nor for any other
purposes which are associated with an employer-employee relationship unless required by law. Section 8
Data Practices
8.All data created, collected, received, maintained, or disseminated for any purpose in the
course of this contract is governed by the Minnesota Government Data Practices Act, anyother applicable statute, or any rules adopted to implement the Act or statute, as well asfederal statutes and regulations on data privacy. Election data shall also be governed byMinnesota Election Law and associated Minnesota Rules.
Section 9 No Waiver
9.No delay or omission by the Parties to exercise any right or power occurring upon anynoncompliance or default with respect to any of the terms of this Agreement shall impair anysuch right or power or be construed to be a waiver thereof unless the same is consented to
in writing. A waiver by the County or the Governmental Entities of any of the covenants,conditions, or agreements to be observed by the Parties shall not be construed to be awaiver of any succeeding breach or of any covenant, condition, or agreement herein
contained. All remedies provided for in this Agreement shall be cumulative and in additionto, and not in lieu of, any other remedies available to the Parties at law, in equity, orotherwise.
Section 10 Governing Law
10.This Agreement shall be governed by and construed in accordance with the laws of theState of Minnesota.
Section 11
Entire Agreement
11.It is understood and agreed that the entire Agreement between the Parties is containedherein and that this Agreement supersedes all oral agreements and negotiations betweenthe Parties relating to the subject matter hereof and hereby rescinds and replace all priorAgreements with the respective Governmental Entities with this Agreement. All itemsreferred to in this Agreement are incorporated or attached and are deemed to be part of thisAgreement. Any alterations, variations, modifications, or waivers of provisions of thisAgreement shall only be valid when they have been reduced to writing as an amendment tothis Agreement signed by the Parties hereto.
Section 12 No Assignment
12.The Parties may not assign, sublet, or transfer this Agreement, either in whole or in part,without the prior written consent of the Governmental Entities and the County and any
attempt to do so shall be void and have no force and effect.
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Section 13 Notice
13.Any notice or demand shall be in writing and shall be sent registered or certified mail to theother party addressed as follows:
To the Governmental Entity: To the person and address designated by each Governmental Entity in writing.
To the County: Dakota County Elections Director 1590 Highway 55
Hastings MN 55033
Section 14
Audit Provision
14.The Parties agree that the State Auditor, or any of their duly authorized representatives at
any time during normal business hours, and as often as they may reasonably deemnecessary, shall have access to and the right to examine, audit, excerpt, and transcribeany books, documents, papers, records, etc., which are pertinent to the accounting
practices and procedures of the respective Parties and involve transactions relating to thisAgreement. Such materials shall be maintained, and such access and rights shall be inforce and effect during the period of the contract and for six (6) years after its termination orcancellation.
Section 15 Liability, Indemnification and Insurance
15.The County and each Governmental Entity to this Agreement shall be solely liable for theacts of its elected officials, officers, employees, or agents and shall not be responsible for theacts of the other parties to this Agreement, their elected officials, officers, employees, oragents.
15.1. The provisions of the Municipal Tort Claims Act, Minnesota Statutes, Chapter 466 andother applicable laws govern liability of the Parties. To the full extent permitted by law, actions by the Parties, their respective officers, employees, and agents pursuant to this Agreement are intended to be and shall be construed as a “cooperative activity.” It is the
intent of the Parties that they shall be deemed a “single governmental unit” for the purpose of liability as set forth in Minnesota Statutes, Section 471.59, subd. 1a(b). For the purpose of Minnesota Statutes, Section 471.59, subd, 1a(a), it is the intent that this
Agreement does not create any liability or exposure to the Parties for the acts or omissions of the County or other individual Governmental Entity.
15.2. The County agrees to defend, hold harmless and indemnify the Governmental Entities and their officials, agents, and employees, from any liability, loss, or damages the Governmental Entity may suffer or incur as a result of demands, claims, judgments, or costs arising out of or caused by the County in the performance of its obligations under this Agreement.
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15.3. Each Governmental Entity agrees to defend, hold harmless and indemnify the County and its officials, agents, and employees, from any liability, loss, or damages the County
may suffer or incur as a result of demands, claims, judgments, or costs arising out of or caused by its performance of its respective obligations under this Agreement.
15.4. Nothing in this Agreement shall be construed nor operate as a waiver of any applicable limitation of liability, defenses, immunities, or exceptions by statute or common law, nor does it impose or imply responsibility for the acts or omissions of the County or other Governmental Entities. The County and the Governmental Entities warrant that they are able to comply with the aforementioned indemnification requirements and have sufficient insurance coverage consistent with the liability limits contained in Minnesota Statutes, Chapter 466.
Section 16 Survival of Provisions
16.It is expressly understood and agreed that Sections 8, 10, 14 and 15 hereof shallsurvive the completion of performance and termination or cancellation of thisAgreement.
Section 17 Authority
17.The person or persons executing this Agreement on behalf of the Governmental Entityand County represent that they are duly authorized to execute this Agreement onbehalf of the Governmental Entity and the County and represent and warrant that thisAgreement is a legal, valid and binding obligation and is enforceable in accordancewith its terms. Each Party agrees that the electronic signatures of the Parties includedin this Agreement are intended to authenticate this writing and to have the same forceand effect as wet ink signatures.
(Rest of page left intentionally blank. Signature pages to follow)
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IN WITNESS WHEREOF, the Parties hereto have hereunto set their hands.
COUNTY OF DAKOTA
By: __________________________________
Director, Public Services & Revenue
Dated:
APPROVED AS TO FORM:
By: ________________________________ Assistant Dakota County Attorney
Dated:
/s/ Thomas R. Donely
10/2/2023
KS-23-495
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CITY OF ___________________________
By:
(Name)____________________________
(Title)_____________________________
Dated:
By:
(Name)____________________________
(Title)_____________________________
Dated:
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Hastings
City Administrator
Dan Wietecha
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Absentee Voting Administration
Division of Duties by Joint Powers Agreement
Dakota County Elections
Administration Center
1590 Highway 55
Hastings, MN 55033-2372
651-438-4305
elections@co.dakota.mn.us
Version 8/24/2023
Attachment A
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1
Summary
Topic Dakota County Cities/Townships/School Districts
Recurring Absentee Application
(permanents)
The county will send recurring
absentee ballot applications.
Receiving regular applications
for AB by mail, email or fax
The county will process all mail
absentee ballot applications.
If a city/township/school district
receives an application for an
absentee ballot to be mailed,
they will scan and email the
application to the county for
processing.
Online applications The county will process all online
applications. NOTE: the SVRS
online module will not be
available in odd years except in
the case of a special election for a
federal, state, or county office.
UOCAVA applications The county will handle all aspects
of UOCAVA voting.
Mail absentee ballots The county will handle all aspects
of absentee voting by mail
including fulfillment, incidental
correspondence, rejects, etc.
Prepare materials for in-person
absentee
County will prepare in-person,
postage paid absentee materials
for use at city and school districts
In-person absentee ballots The county will be an in-person
absentee voting site for the entire
absentee period for all Dakota
County residents. Offered at
Hastings, Apple Valley and/or
West St. Paul, election location
dependent.
The county will provide regular
courier services to collect city and
school district absentee ballots to
deliver to the County Absentee
Ballot Board, for those entities
with regular office hours.
Cities/townships/school districts
which have regular office hours
will maintain in-person absentee
voting sites for the entire
absentee voting period.
Direct balloting/Early Voting
(In-person absentee ballots
cast in tabulator beginning 18
days before election day)
All County in-person absentee
sites will offer direct balloting for
all county voters.
Direct balloting is discretionary.
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2
Topic Dakota County Cities/Townships/School Districts
Health Care Facility absentee
voting
Cities/townships/school districts
will carry out health care facility
voting.
Safe at Home The county will manage all
aspects of Safe at Home ballots.
Agent Delivery and Return All in-person absentee sites will
issue Agent Delivery and Return
ballots.
All in-person absentee sites will
issue Agent Delivery and Return
ballots to be couriered to the
County.
Absentee Ballot Board The county will establish the
Absentee Ballot Board which will
be responsible for all necessary
duties to process Dakota County
absentee ballots.
School districts that cross
counties will be responsible for
all non-Dakota County ballots.
Rejected Ballots The county will issue the
replacement (only Dakota County
ballots), to be returned by mail to
Dakota County.
Spoiled ballots If the voter’s original ballot has
already been accepted, the
county and city/township/ school
district will coordinate efforts so
that the ballot is spoiled before
the voter is issued a replacement
ballot.
If the original ballot has not yet
been accepted, the county will
spoil and replace for mail
absentee voters, or the
city/township/school district will
spoil and replace for in-person
voters.
If the voter’s original ballot has
already been accepted, the
county and city/township/school
district will coordinate efforts so
that the ballot is spoiled before
the voter is issued a replacement
ballot.
If the original ballot has not yet
been accepted, the county will
spoil and replace for mail
absentee voters, or the
city/township/school district will
spoil and replace for in-person
voters.
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Topic Dakota County Cities/Townships/School Districts
Rosters and greeter lists Electronic roster files will be
uploaded to the poll book
management system, for
download to the poll books.
Supplemental reports of voters
with ballots accepted after the
rosters are generated will be
pushed to the poll books the day
before election day and multiple
times on election day.
Rosters and Greeter lists will be
delivered by vendor.
Cities/townships/school districts
will download the rosters to their
poll books after the rosters are
generated and before the poll
books are delivered to the
election judges or polling places.
(Pollbook access points to be
added to all large school district
office)
Cities/townships/school districts
will work with the county to
ensure that on election day all
poll books sync the AB roster
supplement before the polls
open and continue to sync
throughout the day.
Results The county will combine
absentee results from all
absentee ballot counters to
create one absentee result grand
total. This AB total will be
combined with polling place
results and posted on the OSS
and Dakota County websites.
Reports will be made available on
the County SharePoint site in a
timely manner to allow for
canvassing within all deadlines.
Cities/townships/school districts
will be responsible to transmit
polling place results to the
county.
Cities/townships/school districts
will canvass reports against
original tapes and summary
statements.
Cities/townships/school districts
will consult with the County
when scheduling canvass
meetings.
Storage The county will retain absentee
ballots and related materials in
their respective possession.
In the event of a recount,
materials will be transferred as
soon as possible to the
jurisdiction conducting the
recount.
Cities/townships/school districts
will retain absentee ballots and
related materials in their
respective possession.
In the event of a recount,
materials will be transferred as
soon as possible to the
jurisdiction conducting the
recount.
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Base (Fixed) Costs Absentee (Variable) Costs Base (Fixed) Costs Absentee (Variable) Costs
Dakota County Share 55%Dakota County Share 55%Dakota County Share 75%Dakota County Share 0%
Municipality Share 45%Municipality Share* 45%Municipality Share 25%Municipality Share 100%
Municipality # of Voters as of June 2, 2022 Fixed Cost Share (2024-2025)**Estimated Absentee
Cost (2024-2025)***
Estimated Mail Ballot
Costs (2024-2025)
Reduction from Ongoing VOTER
Funds****Total Estimated Costs 2024-2025
ISD 196 - Rosemount/Apple Valley/Eagan 105,635 15,248$ $ 13,367 $ 28,614
ISD 197 - West St. Paul/Mendota Heights/Eagan 29,698 4,287$ $ 4,576 $ 8,863
ISD 199 - Inver Grove Heights 18,226 2,631$ $ 1,776 $ 4,406
ISD 200 - Hastings 19,957 2,881$ $ 3,946 $ 6,827
Lakeville 46,134 26,021$ 29,146$ (13,419)$ $ 41,747
Eagan 45,274 25,535$ 35,616$ (13,169)$ $ 47,982
Burnsville 37,883 21,367$ 26,194$ (11,019)$ $ 36,542
Apple Valley 35,735 20,155$ 26,339$ (10,395)$ $ 36,100
Inver Grove Heights 22,534 12,710$ 16,818$ (6,555)$ $ 22,973
Rosemount 17,245 9,727$ 13,405$ (5,016)$ $ 18,115
Hastings 14,571 8,218$ 8,704$ (4,238)$ $ 12,684
Farmington 13,844 7,808$ 8,008$ (4,027)$ $ 11,789
West St. Paul 12,523 7,063$ 7,706$ (3,643)$ $ 11,127
South St. Paul 12,190 6,875$ 4,987$ (3,546)$ $ 8,316
Mendota Heights 9,154 5,163$ 10,299$ (2,663)$ $ 12,800
Empire 2,017 1,138$ 573$ (587)$ $ 1,124
Ravenna Twp 1,731 976$ 705$ (504)$ $ 1,177
Eureka Twp 1,096 618$ 298$ (319)$ $ 598
Castle Rock Twp 983 554$ 226$ (286)$ $ 495
Northfield 967 545$ 871$ (281)$ $ 1,135
Vermillion Twp 933 526$ 226$ (271)$ $ 481
Marshan Twp 893 504$ 265$ (260)$ $ 509
Lilydale 801 452$ 763$ (233)$ $ 982
Nininger Twp 654 369$ 163$ (190)$ $ 341
Hampton Twp 633 357$ 148$ (184)$ $ 321
Greenvale Twp 613 346$ 236$ (178)$ $ 404
Randolph Twp 553 312$ 199$ (161)$ $ 350
Douglas Twp 523 295$ 115$ (152)$ $ 257
Sunfish Lake 436 246$ 250$ (127)$ $ 369
Hampton City 406 229$ 57$ (118)$ $ 168
Waterford Twp 378 213$ 155$ (110)$ $ 258
Sciota Twp 327 184$ 66$ (95)$ $ 156
Vermillion City 312 176$ 54$ (91)$ $ 139
Randolph City 286 161$ 33$ (83)$ $ 111
Mendota City 129 73$ 12$ (38)$ $ 47
Coates 101 NO FIXED COST SHARE 407$ (29)$ $ 378
Miesville 86 NO FIXED COST SHARE 344$ (25)$ $ 319
New Trier 56 NO FIXED COST SHARE 230$ (16)$ $ 214
TOTAL 455,517 183,963$ 216,303$ (82,028)$ 319,219$
***Used actual absentee voting utilization from past elections to estimate.
****Reduction of State VOTER funds is at the discretion of each municipality.
**Fixed costs contemplate a Primary & General Election in even years and a School District General Election in odd years. PNP costs to be reimbursed separately.
Even Year Odd Year
2024-2025 JPA Costs for Absentee Services - Estimate 08/24/2023
*Not applicable for special elections, which will incur 100% share to municipality.
Attachment BDocuSign Envelope ID: 7BD56DE4-534E-46E9-BAA9-CFD7FC01F03D
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100% of FTE Costs 263,000$ AB Mailed Cost 10.00$ AB DakCo Share 55%
AB In Person Cost 4.50$ AB Municipality Share 45%
Fixed cost per reg voter 0.93$
$ 4.50 $ 2.03 $ 20,507 $ 20,507
Municipality
Voters as of
June 2, 2022
(per VOTER
Funding
rules)
Proportion of
Registered
Voters
Annual Fixed Cost-share
(45%)
Estimated
Costs of AB
Ballot
mailed*
Estimated
Costs of IP
AB Ballot*
25% Reduction
from Ongoing
VOTER Funds for
Proportioned # of
Voters
25% Reduction
from Ongoing
VOTER Funds for
AB
Total Estimated Costs -
2024
Estimated
Cost Per
Reg Voter
Lakeville 46,134 0.164 19,361$ 17,401$ 11,745$ (3,355)$ (3,355)$ 41,798$ 0.89$
Eagan 45,274 0.161 19,001$ 21,263$ 14,353$ (3,292)$ (3,292)$ 48,032$ 1.07$
Burnsville 37,883 0.134 15,899$ 15,638$ 10,556$ (2,755)$ (2,755)$ 36,583$ 0.98$
Apple Valley 35,735 0.127 14,997$ 15,725$ 10,614$ (2,599)$ (2,599)$ 36,139$ 1.02$
Inver Grove Heights 22,534 0.080 9,457$ 10,040$ 6,777$ (1,639)$ (1,639)$ 22,997$ 1.03$
Rosemount 17,245 0.061 7,237$ 8,003$ 5,402$ (1,254)$ (1,254)$ 18,134$ 1.02$
Hastings 14,571 0.052 6,115$ 5,197$ 3,508$ (1,060)$ (1,060)$ 12,700$ 0.87$
Farmington 13,844 0.049 5,810$ 4,781$ 3,227$ (1,007)$ (1,007)$ 11,804$ 0.85$
West St. Paul 12,523 0.044 5,256$ 4,601$ 3,106$ (911)$ (911)$ 11,141$ 0.90$
South St. Paul 12,190 0.043 5,116$ 2,977$ 2,010$ (886)$ (886)$ 8,330$ 0.70$
Mendota Heights 9,154 0.032 3,842$ 6,149$ 4,150$ (666)$ (666)$ 12,810$ 1.40$
Empire 2,017 0.007 846$ 342$ 231$ (147)$ (147)$ 1,126$ 0.57$
Ravenna Twp 1,731 0.006 726$ 409$ 276$ (126)$ (126)$ 1,159$ 0.67$
Eureka Twp 1,096 0.004 460$ 142$ 96$ (80)$ (80)$ 539$ 0.49$
Castle Rock Twp 983 0.003 413$ 135$ 91$ (71)$ (71)$ 496$ 0.50$
Northfield 967 0.003 406$ 520$ 351$ (70)$ (70)$ 1,137$ 1.20$
Vermillion Twp 933 0.003 392$ 135$ 91$ (68)$ (68)$ 482$ 0.53$
Marshan Twp 893 0.003 375$ 142$ 96$ (65)$ (65)$ 483$ 0.54$
Lilydale 801 0.003 336$ 455$ 307$ (58)$ (58)$ 982$ 1.26$
Nininger Twp 654 0.002 274$ 97$ 66$ (48)$ (48)$ 342$ 0.52$
Hampton Twp 633 0.002 266$ 88$ 60$ (46)$ (46)$ 321$ 0.52$
Greenvale Twp 613 0.002 257$ 45$ 30$ (45)$ (45)$ 243$ 0.40$
Randolph Twp 553 0.002 232$ 119$ 80$ (40)$ (40)$ 351$ 0.64$
Douglas Twp 523 0.002 219$ 68$ 46$ (38)$ (38)$ 258$ 0.50$
Sunfish Lake 436 0.002 183$ 149$ 101$ (32)$ (32)$ 370$ 0.86$
Hampton City 406 0.001 170$ 34$ 23$ (30)$ (30)$ 169$ 0.40$
Waterford Twp 378 0.001 159$ 85$ 57$ (27)$ (27)$ 245$ 0.65$
Sciota Twp 327 0.001 137$ 40$ 27$ (24)$ (24)$ 156$ 0.46$
Vermillion City 312 0.001 131$ 32$ 22$ (23)$ (23)$ 140$ 0.46$
Randolph City 286 0.001 120$ 20$ 13$ (21)$ (21)$ 112$ 0.39$
Mendota City 129 0.000 54$ 7$ 5$ (9)$ (9)$ 47$ 0.36$
Coates 101 0.000 NO FIXED COST SHARE (7)$ (7)$ (15)$ (0.15)$
Miesville 86 0.000 NO FIXED COST SHARE (6)$ (6)$ (13)$ (0.15)$
New Trier 56 0.000 NO FIXED COST SHARE (4)$ (4)$ (8)$ (0.14)$
TOTAL 282,001 1.00 118,248$ 114,840$ 77,517$ (20,507)$ (20,507)$ 269,591$ 0.96$
Fixed costs proportioned by registered voter
2024 Elections - Estimate 08/24/2023
DocuSign Envelope ID: 7BD56DE4-534E-46E9-BAA9-CFD7FC01F03D
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263,000$
AB Mailed Cost 10.00$ AB DakCo Share 0%
0.93$ AB In Person Cost 4.50$ AB Municipality Share 100%
$ 10.00 $ 4.50 $ 20,507 $ 20,507
Municipality
Voters as of
June 2, 2022
(per VOTER
Funding rules)
Proportion of
Registered
Voters for
VOTER funds
Annual Fixed Cost - 25 %
Share
Estimated Costs
of AB Ballot
mailed*
Estimated Costs
of IP AB Ballot*
25% Reduction
from Ongoing
VOTER Funds for
AB
25% Reduction from
Ongoing VOTER
Funds for
Proportioned # of
Voters
Total Estimated Costs -
2025
Estimated
Cost Per Reg
Voter
ISD 196 - Rosemount/Apple Valley/Eagan 15,248$ $ 7,980 $ 5,387 $ 28,614 $ 0.27
ISD 197 - West St. Paul/Mendota Heights/Eagan 4,287$ $ 2,732 $ 1,844 $ 8,863 $ 0.30
ISD 199 - Inver Grove Heights 2,631$ $ 1,060 $ 716 $ 4,406 $ 0.24
ISD 200 - Hastings 2,881$ $ 2,356 $ 1,590 $ 6,827 $ 0.34
Lakeville 46,134 0.164 6,659$ -$ -$ (3,355)$ (3,355)$ $ (51)(0.00)$
Eagan 45,274 0.161 6,535$ -$ -$ (3,292)$ (3,292)$ $ (50)(0.00)$
Burnsville 37,883 0.134 5,468$ -$ -$ (2,755)$ (2,755)$ $ (42)(0.00)$
Apple Valley 35,735 0.127 5,158$ -$ -$ (2,599)$ (2,599)$ $ (39)(0.00)$
Inver Grove Heights 22,534 0.080 3,253$ -$ -$ (1,639)$ (1,639)$ $ (25)(0.00)$
Rosemount 17,245 0.061 2,489$ -$ -$ (1,254)$ (1,254)$ $ (19)(0.00)$
Hastings 14,571 0.052 2,103$ -$ -$ (1,060)$ (1,060)$ $ (16)(0.00)$
Farmington 13,844 0.049 1,998$ -$ -$ (1,007)$ (1,007)$ $ (15)(0.00)$
West St. Paul 12,523 0.044 1,808$ -$ -$ (911)$ (911)$ $ (14)(0.00)$
South St. Paul 12,190 0.043 1,760$ -$ -$ (886)$ (886)$ $ (13)(0.00)$
Mendota Heights 9,154 0.032 1,321$ -$ -$ (666)$ (666)$ $ (10)(0.00)$
Empire 2,017 0.007 291$ -$ -$ (147)$ (147)$ $ (2)(0.00)$
Ravenna Twp 1,731 0.006 250$ 12$ 8$ (126)$ (126)$ $ 18 0.01$
Eureka Twp 1,096 0.004 158$ 36$ 24$ (80)$ (80)$ $ 59 0.05$
Castle Rock Twp 983 0.003 142$ -$ -$ (71)$ (71)$ $ (1)(0.00)$
Northfield 967 0.003 140$ -$ -$ (70)$ (70)$ $ (1)(0.00)$
Vermillion Twp 933 0.003 135$ -$ -$ (68)$ (68)$ $ (1)(0.00)$
Marshan Twp 893 0.003 129$ 16$ 11$ (65)$ (65)$ $ 26 0.03$
Lilydale 801 0.003 116$ -$ -$ (58)$ (58)$ $ (1)(0.00)$
Nininger Twp 654 0.002 94$ -$ -$ (48)$ (48)$ $ (1)(0.00)$
Hampton Twp 633 0.002 91$ -$ -$ (46)$ (46)$ $ (1)(0.00)$
Greenvale Twp 613 0.002 88$ 96$ 65$ (45)$ (45)$ $ 160 0.26$
Randolph Twp 553 0.002 80$ -$ -$ (40)$ (40)$ $ (1)(0.00)$
Douglas Twp 523 0.002 75$ -$ -$ (38)$ (38)$ $ (1)(0.00)$
Sunfish Lake 436 0.002 63$ -$ -$ (32)$ (32)$ $ (0)(0.00)$
Hampton City 406 0.001 59$ -$ -$ (30)$ (30)$ $ (0)(0.00)$
Waterford Twp 378 0.001 55$ 8$ 5$ (27)$ (27)$ $ 13 0.03$
Sciota Twp 327 0.001 47$ -$ -$ (24)$ (24)$ $ (0)(0.00)$
Vermillion City 312 0.001 45$ -$ -$ (23)$ (23)$ $ (0)(0.00)$
Randolph City 286 0.001 41$ -$ -$ (21)$ (21)$ $ (0)(0.00)$
Mendota City 129 0.000 19$ -$ -$ (9)$ (9)$ $ (0)(0.00)$
Coates 101 0.000 NO FIXED COST SHARE (7)$ (7)$ $ (15)(0.15)$
Miesville 86 0.000 NO FIXED COST SHARE (6)$ (6)$ $ (13)(0.15)$
New Trier 56 0.000 NO FIXED COST SHARE (4)$ (4)$ $ (8)(0.15)$
TOTAL 282,001 1.00 65,715$ 14,296$ 9,650$ (20,507)$ (20,507)$ 48,647$ 0.11$
2025 Elections - Estimate 08/24/2023
100% of FTE Costs
Fixed costs proportioned by registered voter
Fixed cost per registered voter
DocuSign Envelope ID: 7BD56DE4-534E-46E9-BAA9-CFD7FC01F03D
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Certificate Of Completion
Envelope Id: 7BD56DE4534E46E9BAA9CFD7FC01F03D Status: Sent
Subject: Complete with DocuSign: City of Hastings JPA for Absentee Voting Services DCA20889
Source Envelope:
Document Pages: 15 Signatures: 0 Envelope Originator:
Certificate Pages: 5 Initials: 0 Michelle Blue
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
1590 Highway 55
Hastings, MN 55033
michelle.blue@co.dakota.mn.us
IP Address: 207.171.99.1
Record Tracking
Status: Original
10/4/2023 1:51:05 PM
Holder: Michelle Blue
michelle.blue@co.dakota.mn.us
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: Dakota County Location: DocuSign
Signer Events Signature Timestamp
Michelle Blue
Michelle.Blue@co.dakota.mn.us
Elections Director
Dakota County
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 207.171.99.1
Sent: 10/4/2023 1:51:55 PM
Viewed: 10/4/2023 1:52:02 PM
Signed: 10/4/2023 1:52:11 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Dan Wietecha
dwietecha@hastingsmn.gov
City Administrator
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(None)
Sent: 10/4/2023 1:52:13 PM
Viewed: 10/9/2023 9:31:07 AM
Electronic Record and Signature Disclosure:
Accepted: 10/9/2023 9:31:07 AM
ID: 83019d14-0c88-411c-ac70-40dad6630993
Kelly Murtaugh
kmurtaugh@hastingsmn.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 9/28/2023 10:15:09 AM
ID: 76cef216-7162-4816-8ab5-8ec294c69fe4
Tom Novak
Tom.Novak@co.dakota.mn.us
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 10/9/2023 7:41:18 AM
ID: 47be24e1-e43d-4071-9614-ea466445789c
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
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Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Doug Gross
doug.gross@co.dakota.mn.us
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Julie Riveness
Julie.Riveness@CO.DAKOTA.MN.US
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
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Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 10/4/2023 1:51:55 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
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How to contact Dakota County:
Electronic Record and Signature Disclosure created on: 2/22/2017 3:37:08 PM
Parties agreed to: Dan Wietecha, Kelly Murtaugh, Tom Novak
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