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HomeMy WebLinkAboutResolution 8516 RESOLUTION NO. 8516 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA Approving the Joint Powers Agreement Between Ramsey County and the City of Mounds View for New Voting System Acquisition and Operation WHEREAS, the City entered into a Joint Powers Agreement in 2001 for the purchase and operation of a new voting system; and WHEREAS, the City has an agreement with Ramsey County Elections for election services, which includes the task of management and oversight of Primary and General Elections for the City; and WHEREAS, Ramsey County Elections is requesting that the City enter into a Joint Powers Agreement for the purchase and operation of new election equipment; and WHEREAS, efficient ballot preparation and the timely compilation of election results depend upon the use of a uniform voting system throughout the County, and the use of a uniform voting systems for all elections enhances election judge and voter understanding of the voting process and helps to provide equitable treatment of all voters, regardless of the type of election; and WHEREAS, Ramsey County and Municipalities has reached an agreement on 1) the need to replace with existing voting system and to implement a new voting system in time for use for the 2016 state elections, and 2) the funding for the new elections equipment. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council approves the attached Joint Powers Agreement (JPA) between the City of Mounds View and Ramsey County for the purchase of election equipment. Adopted this 8th day of February, 2016. Z61°t, e Flah ATTEST. j71."(41.a. q-A4A-'s James Ericson, City Administrator (seal) JOINT POWERS AGREEMENT FOR NEW VOTING SYSTEM ACQUISITION AND OPERATION This Agreement is made by and between Ramsey County,through the Ramsey County Elections Office (hereinafter"County"), and the cities of Arden Hills, Falcon Heights, Gem Lake, Lauderdale, Little Canada, Maplewood, Mounds View,New Brighton,North Oaks,North St. Paul, Roseville, St Anthony, St. Paul, Shoreview, Vadnais Heights, and White Bear Lake and White Bear Township (collectively referred to as the "Municipalities"). WHEREAS,the County and the Municipalities ("Parties") are "governmental units" as defined in Minn. Stat. §471.59; and WHEREAS, pursuant to Minn. Stat. §471.59, the Parties,through actions of their governing bodies, are authorized to enter into a joint powers agreement for the exercise of commonly held or similar powers; and WHEREAS, the Parties entered into a Joint Powers Agreement in 2001 for the purchase and operation of a new voting system, with a ten year term and automatic two year extensions; and WHEREAS,pursuant to the provisions of the 2001 Joint Powers Agreement,the County prepares ballots and compiles election results for all state, federal, county, municipal and school district elections for the Municipalities; and WHEREAS, efficient ballot preparation and the timely compilation of election results depend upon the use of a uniform voting system throughout the County, and the use of a uniform voting system for all elections enhances election judge and voter understanding of the voting process and helps to provide equitable treatment for all voters, regardless of the type of election; and WHEREAS, Congress mandated the use of an assistive ballot marking device in all polling places and in-person absentee voting locations for use by voters with disabilities,through enactment of the Help America Vote Act of 2002 ("HAVA"); and WHEREAS,the Minnesota Legislature mandated the central counting of all absentee ballots under uniform state laws and procedures in Laws of Minnesota 2010, Chapter 194, effective in 2010; and WHEREAS, the Parties have reached agreement on the need to replace the existing voting system and the funding formula for the new voting system; and WHEREAS,the County Board has approved a contract with Hart Intercivic of Austin, TX for the purchase and use of a new voting system for deployment in 2016; 1 NOW, THEREFORE, in consideration of the mutual undertakings and agreements hereinafter set forth, the parties agree as follows: I. PURPOSE The purpose of this Joint Powers Agreement is to establish and describe the roles and responsibilities of the County and the Municipalities in connection with the acquisition, implementation, and operation of a new voting system for use throughout Ramsey County ("Project"), including equipment that will be owned and operated by the County and equipment that will be owned and operated by the Municipalities. II. COUNTY ROLES AND RESPONSIBILITIES-SYSTEM IMPLEMENTATION A. General The County will provide the services, materials, and equipment necessary to procure and implement a replacement voting system ("System") in Ramsey County, including software, hardware, materials, ballot printing, and other services as further described in this Agreement. Services may be provided directly by County staff or by outside vendors, as determined by the County. B. System Description The System will have the following functionalities: 1. The capability to create ballot styles for each precinct based on the appropriate contests and candidates and to generate ballots by either creating a print file that may be sent to a vendor or by printing ballots in the County offices; 2. The capability to program memory devices for each precinct for an election that will, when inserted into a ballot counter or ballot marking device,properly record the votes on ballots cast in that precinct, reject ballots that are not from that precinct or which do not have the proper validation marks, return to the voter ballots which contain an overvote or a crossover vote, and perform all other actions required by the Minnesota election law; 3. The capability to count absentee ballots at a central location in the County or at one or more Municipalities, at the option of each of the Municipalities, and to generate reports noting the number of absentee ballots counted for each precinct; 2 4. The capability to accumulate votes on ballot counters located in each precinct on election day, at other locations prior to election day, and from absentee ballot counting centers, to protect voted ballots in a sealed ballot box; to generate paper tapes of election results for review and certification by election judges; and to electronically upload or transmit election results to the County; and 5. The capability to compile election results from electronically transmitted files from each precinct through use of the memory device which recorded votes from the precinct and/or from the election results tape;to create an election results database that may be used for displaying results on the County website; and to generate needed reports for certification of election results. C. System Equipment The County will purchase System hardware and software (collectively referred to as the "System Equipment")as initially needed for use of the System by the County and the Municipalities. The System Equipment to be purchased by the County for implementation of the System under the terms of this Agreement is listed as the System Equipment Costs—Total in the System Equipment List, attached hereto and made a part of this Agreement as Appendix A. D. Implementation Services 1. The County will provide services, including training, related to the implementation of the System by the County and the Municipalities, as described in Appendix B - Implementation Services, attached hereto and made a part of this Agreement. 2. The County will provide implementation project management services through a Project Manager. Joseph Mansky, or his designee, shall serve as Project Manager for the County. 3. The goal is to have the System implemented and ready for use by the County and the Municipalities in time for the 2016 state primary. At the discretion of the County,the implementation of the System may be delayed for initial use at the 2016 state general election or a future election. 3 III. COUNTY ROLES AND RESPONSIBILITIES-POST IMPLEMENTATION OPERATING SERVICES A. General Following System implementation, the County will perform the duties described in Sections III. B. through E. (collectively, "Operating Services") either directly by County staff or by outside vendors, as determined by the County. B. System Administration The County will: 1. maintain all licenses and agreements from the vendor(s)necessary to operate the System; 2. obtain and implement all required software updates needed to operate the System in compliance with the requirements of the Minnesota election law; 3. perform diagnostic testing of ballot counters and ballot marking devices to ensure the proper functioning of all equipment; 4. provide election programming needed to generate ballots and program memory devices that allow the ballot counters to correctly record votes; and 5. accumulate and report election results cast on the ballot counters for all elections. C. Warranty Services 1. Warranty services will be provided by the System vendor(s) in accordance with the warranty provisions contained in the contracts between the County and the System vendor(s). 2. The County shall obtain and enforce all System warranties, including warranties on equipment owned by the Municipalities paid for under the terms of this Agreement. All requests for warranty services shall be made by the Municipalities to the County. 4 D. Post-Warranty Maintenance Services Maintenance services will be provided following expiration of the warranty period(s) in accordance with the provisions of the maintenance agreement(s) between the County and the System vendor(s). 1. The County will enter into a contract with the System vendor(s) for System maintenance services to be provided directly to the County. The County will manage the provision of maintenance services for the Municipalities. 2. Maintenance services shall include, at minimum, the following: a. Preventative maintenance: inspect and clean all ballot counters and ballot counting devices, including the read heads,printers, motors and other related components. b. Repairs: make basic repairs to ballot counters and ballot marking devices as needed; the County will maintain or obtain spare parts for this purpose. c. Equipment Replacement: replace ballot counters, ballot marking devices and related hardware and components on an as needed basis in the case of complete or un-repairable equipment failure. E. Ongoing Services 1. The County will provide the Municipalities with a set of test ballots (also known as the test deck) and pre-audited test results for each precinct in every election. 2. The County will provide ballot layout,printing and memory device programming as follows: a. Ballot layout—no cost to Municipalities for all elections b. Ballot printing 1) State and county elections—no cost to Municipalities 2) Other elections—printing cost attributable to Municipal and/or School District offices and questions paid by 5 Municipalities and/or School Districts using cost formula provided by the Secretary of State c. Memory device programming—no cost to Municipalities for all elections 3. The County will provide each Municipality with the hardware and software necessary to administer absentee voting for all elections. Each Municipality will have the choice of one of the following options: a. make arrangements for the County to accept/reject, process and count all the absentee ballots for the Municipality; b. accept/reject its own absentee ballots and make arrangements for the County to process and count the absentee ballots for the Municipality; c. accept/reject, process and count its own absentee ballots. 4. The County will provide the Municipalities with the County's costs for options 3. a. and b. (above)no later than 24 weeks before the first election for which the System will be used and no later than 16 weeks before the date established in state law to begin absentee voting in subsequent years. Each Municipality shall inform the County in writing of its initial choice no later than 20 weeks before the first election for which the System will be used. Each Municipality shall notify the County in writing of any changes desired for its choice in subsequent years no later than 12 weeks before the date established in state law to begin absentee voting for a primary in a given year. 5. The County will provide inspection and replacement of consumable supplies. 6. Election Day technical support for the System will be provided by the voting system vendor(up to three days per election), as required by the County. a. Programming and system administration operations b. Ballot counter operations c. Ballot marking device operations 7. Subject to approval by the County, during the term of this Agreement including any extensions,the County shall lease or purchase ballot counters, ballot marking devices, and other hardware and software in addition to those listed in Appendix A, on written request from a Municipality. Payment to 6 the County by the requesting Municipality shall be made within thirty (30) calendar days from the date of the invoice from the County following delivery of the hardware and/or software to the requesting Municipality. 8. During the term of this Agreement including any extensions,the County may lease or purchase any additional hardware or software that is necessary for the System to: a. comply with the provisions of the Minnesota Election Law; b. facilitate the processing and counting of absentee ballots; or c. otherwise meet demand from the voters. IV. ROLES AND RESPONSIBILITIES OF THE MUNICIPALITIES A. Implementation 1. The individual who administers elections for the Municipality shall serve as the Municipality's project implementation liaison with the County. Each Municipality shall provide the name and contact information for the liaison within ten(10) calendar days of final execution of this Agreement. 2. Within thirty(30) calendar days of execution of this Agreement, each Municipality shall notify the County in writing of its plans for payment of the acquisition costs of the ballot counters, ballot marking devices and any other administrative equipment("Equipment Costs"). Each Municipality may choose from one of the following payment options: a) a one-time reimbursement of costs or b)reimbursement of costs over two or more years, not to exceed a maximum of five years. A Municipality may not revoke its decision at any time after notice has been given to the County. B. Post-Implementation/Ongoing 1. The Municipalities shall verify that ballots and memory devices tested by the County function accurately in the ballot counters and ballot marking devices that will be used in each election. If a Municipality identifies an error,the County shall correct the error within ten(10) calendar days of notification of the error, if practicable. 7 2. The Municipalities shall also perform all public accuracy testing provided by law for each election and may request the County's assistance in conducting these tests, at no charge. 3. The Municipalities may not lease or purchase any additional hardware and software during the term of this Agreement or any extensions without the prior approval of the County. 4. Each of the Municipalities shall lease or purchase at least one ballot counter, a ballot marking device, and a ballot box for each precinct in the Municipality. C. Payment Each of the Municipalities is responsible for payment in accordance with the provisions of this Agreement. V. OWNERSHIP/SOFTWARE LICENSE A. The County will initially own all System Equipment. B. Upon payment in full to the County in accordance with the terms of this Agreement, each of the Municipalities will own the ballot counters,ballot marking devices, and related equipment that were originally purchased by the County under this Agreement; this provision shall not apply to equipment leased by the County. The County will maintain ownership of backup ballot counters and ballot marking devices, the central count ballot counters and any precinct ballot counters that are needed for counting absentee ballots, the memory devices for all ballot counters and ballot marking devices, and the computer hardware and software needed to operate and administer the System. C. The County is the sole Licensee of the System software and the Municipalities are users. VI. WARRANTY The County makes no representations and extends no warranties with respect to the use of the System and specifically disclaims all other warranties, express or implied, including but not limited to any implied warranty or merchantability or fitness for a particular purpose. 8 VII. SYSTEM IMPLEMENTATION FUNDING A. The County will provide initial financing for the costs of acquisition, installation, and implementation of the System ("Implementation Costs"). B. As part of the initial financing of the Implementation Costs,the County will apply state grant funds received under the Help America Vote Act and required County matching funds as a setoff against the Implementation Costs. C. The Municipalities will provide the funds to reimburse the County for the System Equipment identified as the responsibility of the Municipalities in Appendix A. VIII. COST ALLOCATION/PAYMENT A. Cost Allocation-Implementation Costs 1. Each of the Municipalities will reimburse the County for the cost of the number of ballot counters, ballot boxes, and ballot marking devices required by that Municipality in accordance with the pricing in Appendix A. A list of the number of ballot counters, ballot boxes, and ballot marking devices for each of the Municipalities and the percentage of the total cost for ballot counters and ballot marking devices to be paid by each of the Municipalities is listed in Appendix C. The total number and each Municipality's percentage of ballot counters and ballot marking devices may be adjusted throughout the term of this Agreement including any extensions. 2. For those Municipalities that have elected to pay for the ballot counters, ballot boxes, and ballot marking devices over time,the total amount to be paid will include their proportionate share of any financing costs incurred by the County for the purchase, installation and implementation of the System Equipment, which financing costs will be shared among those Municipalities that have elected to pay over a period from two to five years. The County will charge each Municipality that chooses to finance the purchase of its System Equipment 2%per annum. B. Cost Allocation-Post-Implementation/Operating Services 1. There will be no charge to the Municipalities for ballot layout for all elections, ballot printing for State and county elections or for memory device programming. 9 2. The Municipalities will pay the County's costs for Operating Services ("Operating Costs") on an annual basis. 3. The Operating Costs will be calculated to include costs for the items listed in Section III.B.-E. of this Agreement and, until repaid in full, the Implementation Costs described in Section VIII.A.2. 4. Except as identified as the responsibility of a Party to this Agreement, annual Operating Costs for Operating Services will be allocated as follows: a. using the percentage of the total number of ballot counters requested by the Municipality as a proportion of the total number of ballot counters requested by all Municipalities for 80%, and using the percentage of the total number of absentee ballots accepted by each Municipality during the four most recent state general elections as a proportion of the total number of absentee ballots accepted in the County for 20%. The County will initially allocate the annual Operating Costs to the Municipalities as illustrated in Appendix C. The annual Operating Costs are subject to change,based on price changes for post- implementation services provided by the System vendor and changes to the costs of licenses and fees required for the County to administer the System, which have been submitted to and approved by the County. b. The allocation will take into account any changes in the number of ballot counters requested by each of the Municipalities and/or the total number of ballot counters. C. Payments 1. The County shall invoice a Municipality after the initial delivery of County-tested ballot counters,ballot boxes,and ballot marking devices to the Municipality. If a Municipality will pay over a period of 2-5 years, the County will invoice the Municipality its appropriate annual sum along with the invoice for annual Operating Costs. Payment shall be made within thirty (30) calendar days of the date of the invoice. 2. On or about June 1 of each calendar year during the term of this Agreement including any extensions,the County will invoice the Municipalities for their share of Operating Costs for the next calendar year. The total amount of the invoices will be calculated based on the actual Operating Costs incurred by the County in the previous calendar year,with adjustments made to account for increases or decreases in anticipated Operating Costs. The Municipalities 10 shall make payment to the County within thirty (30) calendar days of the date of the invoice. 3. If the County provides maintenance services through the System vendor on a time and materials basis, a Municipality that requires maintenance services will contact the County for the services and the County will contact the vendor. 4. If requested by a Municipality,the County shall invoice the School District(s)to pay a proportion of the Municipalities' annual cost for Operating Services using either: a)the cost-sharing methodology provided in the Minnesota Election Law; or b) another methodology developed by the County, in consultation with the Municipalities. The County will invoice the School District(s)for their proportion of the costs and payments will be made directly by the School District(s)to the County. 5. Payment of interest and disputes shall be governed by the provisions of Minn. Stat. § 471.425. D. Proceeds from sale or lease of old equipment The County shall determine if any existing voting equipment, including but not limited to ballot counters, ballot marking devices and related hardware will be sold or leased in conjunction with the purchase of the System. The County shall apply the proceeds of any sale or lease of existing voting equipment, including but not limited to ballot counters and ballot marking devices, toward the Municipalities' payment of Implementation Costs or Post-Implementation Costs. IX. PROJECT SCHEDULE A Project Schedule is attached hereto and made a part of this Agreement as Appendix D. The County may change the schedule set forth in Appendix D as appropriate based on changes in funding sources or the needs of the County. X. TERM A. The term of this Agreement is for a ten(10) year period from the date of final execution by all parties ("Initial Term"), unless earlier terminated pursuant to the provisions of this Agreement. B. This Agreement shall be automatically extended for successive two-year terms ("Renewal Terms"), upon the same or better terms, conditions and 11 covenants, unless a majority of the Municipalities or the County gives notice of their/its intent not to extend at least 180 days prior to expiration of the Initial Term or the then-current Renewal Term. XI. ANNUAL REVIEW PROCESS At least once a year during the term of this Agreement, including any extensions, the County will convene a meeting of elections officials from the Municipalities to review the elections process and System operations. XII. INDEMNIFICATION AND INSURANCE A. Each party agrees that it will be responsible for its own acts and the acts of its employees, elected officials, and agents as they relate to this Agreement and for any liability resulting therefrom, to the extent authorized by law, and shall not be responsible for the acts of the other parties or their employees, elected officials, and agents, or for any liability resulting therefrom. Each party's liability shall be governed and limited by the Municipal Tort Claims Act, Minn. Stat. Chapter 466 and other applicable law. B. Each Party agrees to defend, indemnify and hold harmless the other Parties,their employees, elected officials, and agents from any liability, claims, causes of action, judgments, damages, losses, costs or expenses, including reasonable attorneys fees, resulting directly or indirectly from any act or omission of the indemnifying party, its employees, elected officials, or agents, in the performance or failure to perform its obligations under this Agreement.Nothing herein shall be deemed a waiver by any Party of its limitations on liability, defenses or immunities under Minnesota Statutes, Chapter 466, or other state or federal law. C. Each Party warrants that it is able to comply with the aforementioned indemnity requirements through commercial insurance or a self-funding program. D. Each of the Parties shall insure the full replacement value of all System equipment stored on the Party's site. E. All insurance policies or self-insurance certificates shall be open to inspection by the other Parties and copies of the policies or certificates of self-insurance shall be submitted to a Party upon written request. 12 XIII. RECORDS Subject to the provisions of Section XIV, each Party agrees that the other Parties, the State Auditor, or any of their duly authorized representatives shall, at any time during normal business hours, and as often as they may reasonably deem necessary,have access to and the right to examine, audit, excerpt and transcribe any books, documents, papers, records, etc., which are pertinent to the accounting practices and procedures of governmental entities and which involve transactions relating to this Agreement. XIV. DATA PRACTICES The Parties shall comply with the provisions of the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, or any other applicable state statutes, any state rules adopted to implement the Act and statutes, as well as federal statutes and regulations on data privacy. XV. NONASSIGNMENT No Party shall assign, subcontract,transfer or pledge this Agreement and/or services to be performed herein. XVI. USE OF VOTING SYSTEM The County shall only implement and support a single, uniform voting system throughout the County that must be used in every election conducted in the County. Each Municipality must use the ballot counters, ballot boxes and ballot marking devices provided in this Agreement for all elections conducted in the Municipality. XVII. TERMINATION A. This Agreement shall terminate upon unanimous consent of the Parties as evidenced by a written resolution of the governing body of each Party or when necessitated by operation of law or as a result of a decision by a court of competent jurisdiction. B. Effect of termination. Termination shall not discharge any liability incurred by any of the Parties during the term of this Agreement including any extensions prior to the effective date of termination. Each Party shall be liable for its own acts to the extent provided by law. 13 XVIII. PROPERTY DISPOSITION A. Upon termination of this Agreement, ownership remains as stated in Article V. B. Upon termination, a Municipality will be given the option to make full payment for the ballot counters, ballot boxes, and ballot marking devices for which it has made partial payment. Such payment must be made within thirty (30) calendar days of the date of receipt of the notice of termination from the County. C. If the Parties reach consensus on the need to replace the System, the Parties will negotiate a new agreement, which shall include the disposition of the System Equipment, whether owned by the County or the Municipalities. XIX. NOTICE A. All notices, reports or demands given or made by a Party under the terms of this Agreement or any statute or ordinance shall be in writing and shall be sent registered or certified mail. B. All notices, reports or demands shall be sent to the representative designated in writing by the Party. If none has been designated, notice to the Party's chief elected official shall be deemed adequate. XX. ENTIRE AGREEMENT/ALTERATION A. It is understood and agreed that the entire agreement between the Parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the Parties relating to the subject matter hereof. B. Any alterations, variations, modifications, or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing as an amendment to this Agreement signed by the Parties hereto. C. The parties may execute separate copies of any amendment to this Agreement and the signature pages will be part of the original. XXI. VOTING SYSTEMS ADVISORY COMMITTEE The County shall establish a Voting Systems Advisory Committee ("Committee")to facilitate the administration of the System. Any Party to this Agreement may request to become a member 14 of the Committee. Approximately eight years following final execution of this Agreement, or at such earlier time as the Parties may agree,the Committee shall begin planning for the acquisition of a successor voting system. XXII. SEPARATE EXECUTIONS/EFFECTIVE DATE Each of the Municipalities may sign a separate signature page and all of the signature pages taken together will constitute the original contract and will be as effective as if all of the signatures were on the same page. This Agreement shall be effective as to a Party upon execution by an authorized representative of that Party. Wherefore,the Parties have executed this Agreement as of the last date written below. COUNTY OF RAMSEY By: U Victoria Reinhardt, Chair Board of Commissioners By: Jan Guthrie, Acting Chief Clerk Board of Commissioners Date: / Zj°1/li 1 Approval Recommended: /4 - #A9/e/ (-74-C-e- ey G Approved as to form and insurance: tJ1 tel'I/% i. Assis •fit aunty ttorney 15 NAME OF MUNICIPALITY: By: Its: By: Its: Date: 16 JOINT POWERS AGREEMENT FOR NEW VOTING SYSTEM Appendix A System Equipment List 1. Voting and administrative equipment- County Description Price Precinct ballot counters and ballot boxes $ 276,028 Accessible ballot marking devices $ 190,625 Memory devices $ 10,824 Central count ballot counters for absentee voting $ 111,332 Ballot on demand printer $ 2,833 Administrative operations components $ 173,919 Staff training and new implementation services $ 56,640 Licenses and technical support $ 86,468 Subtotal for Equipment Costs - County $ 908,669 2. Voting equipment—Municipalities Precinct ballot counters and ballot boxes for polling places $ 751,680 Accessible ballot marking devices for polling places $ 471,192 Subtotal for Equipment Costs—Cities $1,222,872 System Equipment Costs - Total $2,131,541 Appendix B Implementation Services The County will provide, either directly or through a contracted vendor,the services shown below. The information provided below are tentative,pending the selection of a voting system. A. Training and instructional materials 1. Training for Municipal elections officials and staff a. Operation of the ballot counter b. Operation of the ballot marking device c. Processing and counting absentee ballots (where applicable) 2. Training for election judges a. Operation of the ballot counter b. Operation of the ballot marking device 3. Development of training and informational materials -printed a. Ballot counter operations guide and quick start guide b. Ballot marking device operations guide and quick start guide c. Opening and closing the polling place d. Providing instructions to voters 4. Development of training and informational materials for County website a. Election judge training videos b. Public information videos B. Election day technical support—to be provided by voting system vendor(up to three days per election) 1. Programming and system administration operations 2. Ballot counter operations 3. Ballot marking device operations C. Warranty services D. Ballot layout,printing and memory device programming 1. Ballot layout—no cost to Municipalities for all elections 2. Ballot printing a. State and county elections—no cost to Municipalities b. Other elections—printing cost attributable to Municipal or School District - offices and questions paid by Municipalities and/or School Districts 3. Memory device programming—no cost to Municipalities for all elections Joint powers agreement for new voting system - Appendix C Capital Costs Annual Operating Costs 80%of total 20%of total City Number %of county City funds needed City share Number of %of county City share Total annual* of total for capital of licensing and accepted ABs total of absentee operating costs precincts costs system operations 2008-2014 voting costs 2016 Arden Hills 3 1.72% $ 21,084 $ 2,000.00 2,058 2.39% $ 693.51 $ 2,693.51 Falcon Heights 2 1.15% $ 14,056 $ 1,333.33 895 1.04% $ 301.60 $ 1,634.93 Gem Lake 1 0.57% $ 7,028 $ 666.67 72 0.08% $ 24.26 $ 690.93 Lauderdale 1 0.57% $ 7,028 $ 666.67 275 0.32% $ 92.67 $ 759.34 Little Canada 3 1.72% $ 21,084 $ 2,000.00 1,912 2.22% $ 644.31 $ 2,644.31 Maplewood 15 8.62% $ 105,420 $ 10,000.00 6,864 7.98% $ 2,313.04 $ 12,313.04 Mounds View 4 2.30% $ 28,112 $ 2,666.67 1,846 2.15% $ 622.07 $ 3,288.74 New Brighton 8 4.60% $ 56,224 $ 5,333.33 4,445 5.17% $ 1,497.89 $ 6,831.22 North Oaks 2 1.15% $ 14,056 $ 1,333.33 2,086 2.42% $ 702.94 $ 2,036.28 North St Paul 4 2.30% $ 28,112 $ 2,666.67 1,847 2.15% $ 622.41 $ 3,289.07 Roseville 10 5.75% $ 70,280 $ 6,666.67 9,339 10.85% $ 3,147.08 $ 9,813.74 Shoreview 7 4.02% $ 49,196 $ 4,666.67 6,938 8.06% $ 2,337.98 $ 7,004.65 St Anthony 3 1.72% $ 21,084 $ 2,000.00 2,248 2.61% $ 757.54 $ 2,757.54 St Paul 96 55.17% $ 674,688 $ 64,000.00 35,206 40.91% $ 11,863.79 $ 75,863.79 Vadnais Heights 4 2.30% $ 28,112 $ 2,666.67 2,540 2.95% $ 855.93 $ 3,522.60 White Bear Lake 7 4.02% $ 49,196 $ 4,666.67 5,139 5.97% $ 1,731.75 $ 6,398.42 White Bear Township 4 2.30% $ 28,112 $ 2,666.67 2,348 2.73% $ 791.23 $ 3,457.90 Total 174 100% $ 1,222,872 $ 116,000.00 86,058 100% $ 29,000.00 $ 145,000.00 Note: * 25%of annual operating costs will be apportioned to the school districts 10/19/2015 Appendix D Project Implementation Schedule (Dates and Activities Subject to Revision) Jan 22 Complete Elections staff training on voting system operations Feb 1 Begin ballot printing, marking and counting accuracy tests Feb 16 Begin simulations of 2016 state elections and related functions Apr 1 Complete simulations of 2016 state elections and related functions May 17 First day to file for office for 2016 state primary and state general election Jun 3 Complete delivery of ballot counters and ballot marking devices to Maplewood, White Bear Lake,New Brighton, Shoreview, Little Canada and Lauderdale Jun 13 Begin training of city elections staff in Maplewood, White Bear Lake,New Brighton, Shoreview, Little Canada and Lauderdale in voting system operations Jun 24 Begin absentee voting for 2016 state primary Jul 11 Begin preliminary testing of ballot counters and ballot marking devices Jul 18 Begin election judge training in voting system operations Jul 29 Public accuracy test of voting system Aug 6 Begin central counting of absentee ballots for state primary Aug 9 State primary 11-25-15