Memorandum

To approve the agreement between Ramsey County and the City of Shoreview for election services through December 31, 2032 and for the mayor and city manager to execute the agreement.

In 2023, the city council approved an agreement with Ramsey County for administrating election services through December 31, 2026. By contracting with the county, the city is able to provide consistent and efficient elections to its residents through the county's election staff and expertise and their systems. 

The city council is being asked to approve a renewal agreement for six years from January 1, 2027 - December 31, 2032. This is the same agreement that all cities that contract with the county for election services are being asked to approve. As of today, Maplewood is the only city that doesn't contract with them.

Through the attached agreement, Ramsey County administers most election functions on behalf of the city. This includes election judge recruitment and training, ballot preparation, election equipment and materials, absentee and early voting, and publications. The majority of the contract is similar to what the city council approved in 2023 besides the following additions:

• Item 3e - the city will be responsible for additional costs if the county sets up an extra absentee voting location at the city's request.
  • Ramsey County hosts early voting at the Shoreview library a few weeks before election day at no cost to the city. Staff does not see a need for additional locations and agrees with this language.
• Item 3f - the city will be responsible for additional costs related to changes in election laws or other factors that have a significant impact on election costs.
• Item 5b - the city may serve as the candidate filing officer for city offices.
  
  • Staff work in conjunction with the county to accept candidate filing forms so this isn't a change in what we're already doing.
• Item 13 - addresses election emergencies such as natural disasters, cyber incidents, and public health emergencies.
• Item 18 - addresses conflicting agreements.

The two-year cost for 2027 - 2028 is $231,969.98 or $115,984.99 (roughly $5.89/registered voter) annually. This reflects the actual costs expected to be incurred by the county in relation to administering our elections. Several factors go into calculating the costs such as the number of registered voters, polling places, and election judges, as well as the estimated number of absentee voters. The 2026 cost is $102,416. The county will provide the 2029 - 2030 costs by April 1, 2028. 

The city attorney has reviewed the agreement and did not have any changes.

It is recommended that the city council approve the agreement between Ramsey County and the City of Shoreview for election services through December 31, 2026.