HomeMy WebLinkAboutVIII-12 Authorize Submission of Ballot Drop Box Grant
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: Assistant City Administrator Kelly Murtaugh
Date: May 16, 2022
Item: Ballot Drop Box Grant Program
Council Actions Requested:
Authorize the submittal of the 2022 Drop Box Grant Program for Minnesota Counties and
Municipalities.
Background Information:
During its 2021 1st Special Session, the Minnesota Legislature, via Chapter 12, Article 1,
Section 6, appropriated $2 million to the Office of the Minnesota Secretary of State for grants to
local units of government to implement the provisions of Minnesota Statutes, section 203B.082.
Minnesota Statutes, section 203B.082, specifies the minimum security requirements and
standards to establish a 24 hour ballot drop box. Grants are available for up to $15,000 per drop
box, and cover the cost of purchasing the drop box, installation of the drop box, installation of
video monitoring, and associated out-of-pocket costs with video monitoring such as license
contracts, contracts for data storage, or other costs associated with data storage.
Financial Impact:
The Ballot Drop Box Grant Program does not require municipalities to match any amount of
funding to be eligible to receive a grant award amount, but instead provides for reimbursement of
actual costs for up to $15,000 per drop box.
Committee Discussion:
NA
Attachments:
• Resolution Authorizing Submission of a Drop Box Grant application.
• Drop Box Grant application.
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Mary Fasbender, Mayor
Attest:
Kelly Murtaugh, City Clerk
CITY OF HASTINGS
DAKOTA COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 05 - -22
AUTHORIZATION TO SUBMIT DROP BOX GRANT APPLICATION
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of
Hastings authorizes the submission of the Drop Box Grant application.
Passed the 16th day of May, 2022.
WHEREAS, an application for grant funds must be submitted to the Office of
the Minnesota Secretary of State for grant consideration; and
WHEREAS, obtaining grant funds would offset the expense for implementing a ballot
drop box for the City of Hastings residents.
WHEREAS, the Minnesota Legislature appropriated funds to the Office of the Minnesota
Secretary of State for grants to local units of government to establish a 24-hour
ballot drop box;and
WHEREAS, the City of Hastings does not currently provide a 24-hour ballot drop box for
residents; and
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2022 Application for
Drop Box Grant Program for Minnesota Counties and Municipalities
In accordance with the requirements of
Laws 2021, First Special Session, Chapter 12, Article 1, Section 6
Minnesota Secretary of State Steve Simon
Contents
A. Overview / General Information
B. Contact Information
C. Application Amount Worksheet
D. Certification
Section A. Overview - General Information
The State of Minnesota Office of the Secretary of State (OSS)is currently soliciting grant proposals from cities,townships,and counties for the
establishment of Ballot Drop Boxes pursuant to Laws 2021, First Special Session, Chapter 12, Article 1, Section 6
During its 2021 1st Special Session,the Minnesota Legislature,via Chapter 12,Article 1,Section 6,appropriated $2 million to the Office of the
Minnesota Secretary of State for grants to local units of government to implement the provisions of Minnesota Statutes,section 203B.082.
Minnesota Statutes, section 203B.082, specifies the minimum security requirements and standards to establish a 24 hour ballot drop box.
Grants are available for up to $15,000 per drop box,and cover the cost of purchasing the drop box,installation of the drop box,installation of
video monitoring,and associated out-of-pocket costs with video monitoring such as license contracts,contracts for data storage,or other costs
associated with data storage.
The Ballot Drop Box Grant Program does not require counties to match any amount of funding to be eligible to receive a grant award amount, but
instead provides for reimbursement of actual costs for up to $15,000 per drop box.
Political subdivisions will be responsible for selecting a contractor, vendor, and/or staff to establish the drop box and ensure compliance with
Minnesota Statutes, section 203B.082. The political subdivision will report the expenditures for the establishment of the drop box to the OSS in order
to receive reimbursements up to the amount awarded. Political subdivisions will also be required to fully cooperate in any and all state audits of the
grant funds.
Applications to the Drop Box Grant Program will be accepted until the funds are exhausted or retuned to the State General Fund. Currently, the
OSS is required to return any unused funds by July 1, 2023. Priority will be given to those applications received by May 16, 2022, and applications
will be considered on a rolling basis until the grant funds are exhausted. If on May 16, 2022, the amount of applications exceed the amount of
funds available, the OSS will prioritize one box per county, city, township, or tribal jurisdiction covered by the application. Funds are expected to
be used for the purposes described above.
In order to apply for these funds, jurisdictions must answer all questions fully and completely on this application. Click on the applicable tabs
below to provide the required information to complete this application. All applications must include a resolution from the county board of
commissioners or municipal governing body approving the application for these funds.
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Jurisdiction: (Political Subdivision)City of Hastings
Name of Individual Submitting Application:Kelly Murtaugh
Title of Individual Submitting Application:Assistant City Administrator
Mailing Address of Individual Submitting
Application: (Street/P.O. Box)101 4th Street East
City Hastings
State Minnesota
Zip Code 55033
E-Mail Address of Individual Submitting
Application:kmurtaugh@hastingsmn.gov
Phone:651-480-2355
FAX:
Federal Tax ID # of Jurisdiction:41-6005220
Section B. Contact Information
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1. Number Of Drop Boxes Intended 1
2. Estimated Cost to Purchase Each Drop Box $2,000.00
3. Estimated Cost for Drop Box Installation Per Drop Box $2,000.00
4. Total Estimated Drop Box Cost Per Drop Box:$4,000.00
5. Estimated Cost for Monitoring Hardware Per Drop Box $1,400.00
6. Estimated Cost for Monitoring Installation Per Drop Box $1,800.00
7. Total Estimated Monitoring Cost Per Drop Box:$3,200.00
8. TOTAL COST FOR DROP BOXES (Lines 4+7, then multiplied by Line 1)$7,200.00
9. Estimated TOTAL Cost for Monitoring Licensing $200.00
10. Estimated TOTAL Cost for Data Storage $0.00
11. TOTAL COST FOR LICENSING AND STORAGE (Line 8 + Line 9)
TOTAL Application Amount (Lines 8 +11):$7,400.00
Section C. Application Amount Worksheet
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