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<br />Request for Action <br /> <br /> <br />To Item Number <br /> <br />Mayor and City Council 9.2 <br />Agenda Section Meeting Date Prepared by <br /> <br />Work SessionMarch 21, 2016Tina Allard, City Clerk <br />Item Description Reviewed by <br />Cost Share Agreement for Election Hardware, Cal Portner, City Administrator <br />Software, and Related Services <br />Reviewed by <br />Tim Simon, Finance Director <br /> <br />Action Requested <br /> <br /> <br />1.Council to review draft agreement and inform staff of any changes. <br /> <br />2.Council to discuss funding options. <br /> <br />The agreement will come back for final approval at a later date. <br /> <br />Background/Discussion <br /> <br />In 2015, Council authorized the purchase of our election equipment, including the Optical Scanners <br />located at each precinct and the Central Count Scanner located at Sherburne County. The county solicited <br />proposals and recommended the purchase of equipment from Dominion Voting. <br /> <br />The Dominion Voting machine is an all-in-one unit that includes both the ballot scanner and ballot- <br />marking device. We currently use a device called the Automark for precinct ballot marking and assists <br />voters with disabilities, as mandated under the Help America Vote Act. We learned in the proposal <br />process that the Automark will be phased out in the near future. <br /> <br />Our current vendor, ES&S, is awaiting certification for a replacement ballot-marking device. <br /> <br />The agreement with Sherburne County cities and the county has the county paying 52.4% of the cost <br />with the cities sharing 47.6%. With the initial county projections, $45,000 was budgeted in the 2016 CIP. <br />The actual Elk River cost will be $62,335.04. <br /> <br />Financial Impact <br /> <br />The county will cover on-going maintenance and upkeep as they have in the past. The draft agreement <br />allows for payment installments over four years, without interest, with the first installment due in June of <br />2017. Staff recommends we budget repayment over the four years. <br /> <br />Attachments <br /> <br /> <br /> <br />October 6, 2015, Staff Report, including letter from Sherburne County <br /> <br /> <br />December 16, 2015, Sherburne County Letter and Board Approval <br /> <br /> <br />March 1, 2016, Letter from Sherburne County <br /> <br /> <br />Draft Agreement <br /> <br />