Authorize Entering into a Joint Powers Agreement for Conduct of Elections between Anoka County and the Municipalities, Townships and School Districts in Anoka County to Allocate Costs for Election Expenses

As Council is aware, $6,000 was approved in the 2013 budget for the "down payment" for purchase of new elections equipment, with the knowledge that if a payment and/or fee plan was determined, a similar amount would need to be budgeted over a period of years.   Staff attended several meetings with Anoka County, other Anoka County municipalities, and Anoka-Hennepin School District to discuss purchase options.  After extensive review of the funding options, the result of the discussions is a proposal to enter into a Joint Powers Agreement with Anoka County, Anoka County Municipalities and Anoka County School Districts, that establishes Anoka County as the sole owner of the voting equipment system and calls for an annual fee to be paid to the County by cities and school districts to supplement system costs.   The City's payments are based on the 2010 census population number. 

A memo from Cindy Reichert, Anoka County Elections Manager, is attached to this case.  The memo gives much greater detail of the purchase discussions, options and the Joint Powers Agreement (JPA).  A draft of the JPA is also attached for Council review.  It is expected that the final JPA will be adopted by the Anoka County Board on the morning of November 27.  If there are any amendments at all to the JPA, the final will be inserted into the agenda.  Two spreadsheets - one showing the elections equipment system history and the other showing the budget, including the breakdown of the cost per City, are attached as well.

Added Language:   On Tuesday morning, November 27, 2012, the Anoka County Board approved the Elections JPA with the following motion:  Motion to approve Contract #2012-0362, a Joint Powers Agreement between Anoka County and the municipalities, townships, and school districts in Anoka County to allocate costs for election expenses, and authorizing the Management Committee Chair and County Board Chair to approve minor non-substantive contract changes through the approval process of the other governmental entities. 

Anoka County Elections recommended that the City Councils approve the contract also allowing for administrative approval of non-substantive changes.  Staff is adding that in the motion language below.

Included in the proposed 2013 General Fund Budget

Motion to authorize entering into a Joint Powers Agreement for Conduct of Elections between Anoka County and the Municipalities, Townships and School Districts in Anoka County to Allocate Costs for Election Expenses and to authorize administrative approval of non-substantive changes to the contract.