HomeMy WebLinkAbout08.21.23 Special Work Session Packet
AGENDA
Work Session Meeting
6:00 PM - Monday, August 21, 2023
Farmington City Hall, Conference Room
170
Page
1. CALL TO ORDER
2. APPROVE AGENDA
3. DISCUSSION ITEMS
3.1. Joint Powers Agreement (JPA) with Dakota County for Absentee Mail
Voting Services (15 minutes)
Staff is seeking direction to move forward with the Dakota County Joint
Powers Agreement for Absentee Mail Voting Services, along with
direction to provide Dakota County with the City's written intent to
proceed with the JPA.
Agenda Item: Joint Powers Agreement (JPA) with Dakota County for
Absentee Mail Voting Services - Pdf
2 - 16
3.2. Proposed 2024 Budget Update - (30 Minutes)
Discuss and review the recommendations for funding EAB mitigation
and Trail Maintenance presented and provide Staff with appropriate
direction.
Agenda Item: Proposed 2024 Budget Update - (40 Minutes) - Pdf
17 - 18
4. CITY COUNCIL COMMITTEE UPDATE
5. CITY ADMINISTRATOR UPDATE
6. ADJOURN
Page 1 of 18
WORK SESSION AGENDA MEMO
To: Mayor, Councilmembers and City Administrator
From: Shirley Buecksler, City Clerk
Department: Administration
Subject: Joint Powers Agreement (JPA) with Dakota County for Absentee Mail Voting
Services (15 minutes)
Meeting: Special Work Session - Aug 21 2023
INTRODUCTION:
Dakota County Joint Powers Agreement for Absentee Mail Voting Services
DISCUSSION:
Minnesota Statute 203B.04 dictates that Minnesota counties administer and supervise federal, state,
and local elections in the county. Statute 203B.05 also allows counties to designate cities to
administer the absentee voting laws. Dakota County is the third most populous county in the state,
with approximately 282,062 registered voters. It is also one of the few counties in Minnesota requiring
its cities to conduct absentee mail voting for the various elections. As the population of the county,
and each respective city, continues to grow, and the political climate around elections becomes more
intense, the scope, complexity, and resources needed to conduct an election should be reassessed.
Dakota County Elections Office proposed a Joint Powers Agreement (JPA) to provide absentee mail
voting services for their cities, townships, and school districts for the 2024 -2025 election cycle. This
JPA will provide consistency for voters across the county and centralize absentee voting services.
State Statute does not allow mail-in ballots to be processed until two weeks before Election Day,
which means 46 days' worth of ballots must be processed by City Clerks within a very short window
during the height of the election. On the other hand, the County's central ballot counter is able to
accurately process thousands of mailed ballots faster than individual cities can hand -feed ballots one
at a time.
The County's original proposal included cities, townships, and school districts picking up 100% of the
cost for County staffing, with Farmington's share at $33,607. City Administrators discussed this
proposal over the past several months and pushed back to the County to lower the cost burden for
everyone.
Allocation of Costs
The County reworked their proposal, which is at tached for Council review. Under this new JPA, the
County will assume 55% of costs and cities, townships, and school districts will assume 45% of costs
for even year regular and State special elections. This brought Farmington's cost down to $15,816,
which was further reduced by the County's ongoing voter funds of $4,027. The City of Farmington's
cost of $11,789 can be budgeted over two years (approximately $6,000 annually).
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Staff is comfortable with the new proposal, which will provide consistency across all cities and lessen
the burden on Election Staff.
The Dakota County JPA for Absentee Voting Services is attached for Council review, along with
Attachment B, which shares the estimated costs and benefits for these services. The Dakota County
Elections Office is seeking written intent from its election partners to proceed with advancing this
JPA. With written intent, the County will be taking this proposal to the Dakota County Board of
Commissioners for their approval on September 12th.
BUDGET IMPACT:
Farmington's cost for absentee mail voting services in the amount of $11,789 to be budgeted over
two years.
ACTION REQUESTED:
Staff is seeking direction to move forward with the Dakota County Joint Powers Agreement for
Absentee Mail Voting Services, along with direction to provide Dakota County with the City's written
intent to proceed with the JPA.
ATTACHMENTS:
Draft AB Admin. Joint Powers Agreement 2024 8.16.2023
Attachment B 2024-2025 JPA Cost-Share Proposal
Page 3 of 18
Page 1 of 6
Dakota County Contract No. _____________
JOINT POWERS AGREEMENT BETWEEN
DAKOTA COUNTY AND
THE CITIES AND TOWNSHIPS IN DAKOTA COUNTY
FOR THE PROVISION OF ABSENTEE VOTING
ADMINISTRATION SERVICES
This is a Joint Powers Agreement (“JPA”) between the County of Dakota (“County”) and
THE CITIES AND TOWNSHIPS IN DAKOTA COUNTY (“Governmental Entities”)
(collectively the “Parties”) entered into pursuant to Minn. Stat. §471.59, for the provision of
absentee voting administration services.
Section 1
Term And Renewal
1. This JPA shall be in effect beginning January 1, 2024, until December 31, 2025,
subject to automatic renewal on January 1 of each even calendar year for a two-
year term beginning January 1, 2026.
Section 2
Contract Termination
2. This Agreement may be terminated as follows:
2.1. Participation in this Agreement may be terminated without cause by the County or
individual Governmental Entity effective at the end of the initial term or renewal term by
providing written notice to the Parties no later than June 1 in the year prior (the odd
year of the two-year term) to the next automatic renewal in Section 1;
2.2. This Agreement may be terminated by the County effective at the end of a renewal
term by providing written notice to the Governmental Entities no later than July 15 in
the year prior to the next automatic renewal in Section 1, if the County determines, in
its sole discretion, that there is an insufficient number of Governmental Entities in
Dakota County participating in this Agreement to share the fixed costs of Absentee
Voting Administration between the remaining participating Governmental Entities;
2.3. The County or individual Governmental Entities may terminate their participation in this
Agreement for cause by providing at least seven days’ written notice to the County and
other Governmental Entities. A party may terminate this agreement for cause due to a
material breach of the terms of this Agreement, including failure to provide payment
within the time specified in this Agreement. The written notice must state the intent to
terminate participation and specify the events or circumstances and relevant provision
warranting termination of the Agreement or withdrawal of the individual Governmental
Entity;
2.4. Termination of this Agreement does not discharge any liability, responsibility, or right of
the Parties that arises from the performance of, or failure to adequately perform the
provisions of this Agreement prior to the effective date of termination, such as payment
of an invoice for services satisfactorily performed prior to the effective date of
termination. Termination of the Agreement or an individual Governmental Entity’s
termination of participation does not discharge any obligation which, by its nature,
would survive after the date of termination.
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Page 2 of 6
Section 3
Absentee Voting Administration
3. County and the Governmental Entities agree to consolidate absentee voting administration
countywide in accordance with the Absentee Voting Administration Division of Duties
Between Cities and Townships, and County attached hereto as Attachment A and
incorporated by reference. The Parties agree by executing the Agreement, the County
Election Director and the Governmental Entities’ Clerks may agree, in writing, to modify
operational responsibilities identified in Attachment A for operational efficiency and to
maintain compliance with election laws, rules and regulations. Prior to April 1 of each
calendar year, the Parties shall meet to discuss performance of the previous year election
cycle and evaluate roles and duties of the Parties.
In addition to temporary staffing necessary to administer absentee voting, County will hire at
least two full-time equivalent (“FTE”) positions (Elections Systems Manager and Election
Coordinator, or successor positions) to ensure sufficient resources are available to manage
the consolidated absentee voting for the county while maintaining service levels of all other
election work.
In agreeing to the consolidation of absentee voting administrative functions to ensure the
successful conduct of multiple, simultaneous elections in the County, the Parties
acknowledge that decisions made by the County regarding resources, procedures, and
policies are based upon providing the same scope and level of service to all the participating
jurisdictions and the Governmental Entities recognize that such decisions, made for the
benefit of the whole, may not be subject to review by the Governmental Entities.
Section 4
Applicability
4. This Agreement between the County and the Governmental Entities is limited to absentee
voting administration. All other voting processes are outside of the scope of this Agreement.
This Agreement is applicable for all regularly scheduled elections or State special elections in
a precinct within the jurisdiction of Dakota County.
Section 5
Allocation of Costs and Invoicing
5. The County will invoice each Governmental Entity its cost share allocation for fixed costs and
its share of variable costs for its voters that voted via absentee voting.
5.1. The Governmental Entities will proportionately share the County’s absentee
balloting administration fixed costs annually based on the annual FTE cost
incurred by the County for this Agreement (“Fixed Costs”). The Fixed Costs
allocated to a Governmental Entity is proportionate to its share of registered
voters.
5.2. The Governmental Entities agree that absentee balloting administration
variable costs, such as absentee voter application and absentee ballot
mailings, incurred by the County shall be shared based on actual utilization
by its voters (Variable Costs).
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Page 3 of 6
5.3. In even-years for regularly scheduled or State special elections, the County
shall assume 55% of Fixed Costs and Variable Costs. The Governmental
Entity shall assume the remaining portion of its Fixed Cost share and 45%
of Variable Costs for the actual number of its voters that voted via absentee
voting.
5.4. In even-years for a city or township special election not held on a date for
an election identified in Section 5.3, the County shall assume 55% of Fixed
Costs. The Governmental Entity shall assume the remaining portion of its
Fixed Cost share and 100% of Variable Costs for the actual number of its
voters that voted via absentee voting.
5.5. In odd-years, the County shall assume 75% of Fixed Costs. The
Governmental Entity shall assume the remaining portion of its Fixed Cost
share. In addition, Governmental Entities holding elections in odd-years
shall assume 100% of Variable Costs for the actual number of its voters that
voted via absentee voting. If such an election is layered with school districts
or other government entities, the Variable Costs for the actual number of
voters that voted via absentee voting shall be shared proportionately.
5.6. Each Governmental Entity will be invoiced within 60-days of the final election
day of each calendar year. Said invoice shall be due and payable within thirty-
five (35) calendar days of invoicing. Invoicing will occur after application of any
grant or other state or federal funds received by the County for absentee voting
administration.
5.7. For illustrative purposes, a cost projection for the 2024-2025 elections are
attached as Attachment B. Final invoices will reflect actual absentee utilization
and variable costs.
Section 6
Electronic Voting System and E-Pollbook Costs
6. The cost of the purchase, operation and maintenance of the electronic voting
system, voting machines, and electronic pollbooks are not included in this
Agreement and are the subject of separate agreements.
Section 7
Independent Contractor
7. It is agreed that nothing in this Agreement is intended or should be construed as creating
the relationship of agents, partners, joint ventures, or associates between the Parties hereto
or as constituting the County or the Governmental Entities as the employee of the other
entity for any purpose or in any manner whatsoever. The County is an independent
contractor and neither it, its employees, agents, nor its representatives are employees of
the Governmental Entities. From any amounts due the County, there shall be no deductions
for federal income tax or FICA payments, nor for any state income tax, nor for any other
purposes which are associated with an employer-employee relationship unless required by
law.
Page 6 of 18
Page 4 of 6
Section 8
Data Practices
8. All data created, collected, received, maintained, or disseminated for any purpose in the
course of this contract is governed by the Minnesota Government Data Practices Act, any
other applicable statute, or any rules adopted to implement the Act or statute, as well as
federal statutes and regulations on data privacy. Election data shall also be governed by
Minnesota Election Law and associated Minnesota Rules.
Section 9
No Waiver
9. No delay or omission by the Parties to exercise any right or power occurring upon any
noncompliance or default with respect to any of the terms of this Agreement shall impair any
such right or power or be construed to be a waiver thereof unless the same is consented to
in writing. A waiver by the County or the Governmental Entities of any of the covenants,
conditions, or agreements to be observed by the Parties shall not be construed to be a
waiver of any succeeding breach or of any covenant, condition, or agreement herein
contained. All remedies provided for in this Agreement shall be cumulative and in addition
to, and not in lieu of, any other remedies available to the Parties at law, in equity, or
otherwise.
Section 10
Governing Law
10. This Agreement shall be governed by and construed in accordance with the laws of the
State of Minnesota.
Section 11
Entire Agreement
11. 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 and hereby rescinds and replace all prior
Agreements with the respective Governmental Entities with this Agreement. All items
referred to in this Agreement are incorporated or attached and are deemed to be part of this
Agreement. 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.
Section 12
No Assignment
12. The Parties may not assign, sublet, or transfer this Agreement, either in whole or in part,
without the prior written consent of the Governmental Entities and the County and any
attempt to do so shall be void and have no force and effect.
Page 7 of 18
Page 5 of 6
Section 13
Notice
13. Any notice or demand shall be in writing and shall be sent registered or certified mail to the
other party addressed as follows:
To the Governmental Entity: To the person and address designated by each
Governmental Entity in writing.
To the County: Dakota County Elections Director
1590 Highway 55
Hastings MN 55033
Section 14
Audit Provision
14. The Parties agree that the State Auditor, or any of their duly authorized representatives at
any time during normal business hours, and as often as they may reasonably deem
necessary, shall 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 the other party and involve transactions relating to this
Agreement. Such materials shall be maintained, and such access and rights shall be in
force and effect during the period of the contract and for six (6) years after its termination or
cancellation.
Section 15
Liability, Indemnification and Insurance
15. The County and each Governmental Entity to this Agreement shall be solely liable for the
acts of its elected officials, officers, employees, or agents and shall not be responsible for the
acts of the other parties to this Agreement, their elected officials, officers, employees, or
agents.
15.1. The provisions of the Municipal Tort Claims Act, Minnesota Statutes, Chapter 466 and
other applicable laws govern liability of the Parties. To the full extent permitted by law,
actions by the Parties, their respective officers, employees, and agents pursuant to this
Agreement are intended to be and shall be construed as a “cooperative activity.” It is the
intent of the Parties that they shall be deemed a “single governmental unit” for the
purpose of liability as set forth in Minnesota Statutes, Section 471.59, subd. 1a(b). For
the purpose of Minnesota Statutes, Section 471.59, subd, 1a(a), it is the intent that this
Agreement does not create any liability or exposure to the Parties for the acts or
omissions of the County or other individual Governmental Entity.
15.2. The County agrees to defend, hold harmless and indemnify the Governmental Entities
and their officials, agents, and employees, from any liability, loss, or damages the
Governmental Entity may suffer or incur as a result of demands, claims, judgments, or
costs arising out of or caused by the County in the performance of its obligations under
this Agreement.
15.3. The Governmental Entities agree to defend, hold harmless and indemnify the County
and its officials, agents, and employees, from any liability, loss, or damages the County
Page 8 of 18
Page 6 of 6
may suffer or incur as a result of demands, claims, judgments, or costs arising out of or
caused by a Governmental Entity in the performance of its respective obligations under
this Agreement.
15.4. Nothing in this Agreement shall not be construed nor operate as a waiver of any
applicable limitation of liability, defenses, immunities, or exceptions by statute or
common law, nor does it impose or imply responsibility for the acts or omissions of the
County or other Governmental Entities. The County and the Governmental Entities
warrant that they are able to comply with the aforementioned indemnification
requirements and have sufficient insurance coverage consistent with the liability limits
contained in Minnesota Statutes, Chapter 466.
Section 16
Survival of Provisions
16. It is expressly understood and agreed that Sections 8, 10, 14 and 15 hereof shall
survive the completion of performance and termination or cancellation of this
Agreement.
Section 17
Authority
17. The person or persons executing this Agreement on behalf of the Governmental Entity
and County represent that they are duly authorized to execute this Agreement on
behalf of the Governmental Entity and the County and represent and warrant that this
Agreement is a legal, valid and binding obligation and is enforceable in accordance
with its terms. Each Party agrees that the electronic signatures of the Parties included
in this Agreement are intended to authenticate this writing and to have the same force
and effect as wet ink signatures.
(Rest of page left intentionally blank. Signature pages to follow)
Page 9 of 18
IN WITNESS WHEREOF, the Parties hereto have hereunto set their hands.
COUNTY OF DAKOTA
By: __________________________________
Its: Board Chair
Dated:
APPROVED AS TO FORM:
By: _________________________________
Assistant Dakota County Attorney
Dated:
Page 10 of 18
CITY OF ***
By:
****, Its Mayor
Dated:
By:
***, Its Clerk
Dated:
Page 11 of 18
TOWNSHIP OF ***
By:
****, Its Board Chair
Dated:
By:
***, Its Clerk
Dated:
Page 12 of 18
Page 13 of 18
Base (Fixed) Costs Absentee (Variable) Costs Base (Fixed) Costs Absentee (Variable) Costs
Dakota County Share 55%Dakota County Share 55%Dakota County Share 75%Dakota County Share 0%
Municipality Share 45%Municipality Share 45%Municipality Share 45%Municipality Share 45%
Municipality # of Voters as of June 2, 2022 Fixed Cost Share (2024-2025)*Estimated Absentee Balloting
Cost (2024-2025)**
Reduction from Ongoing
VOTER Funds***
Total Estimated Costs 2024-
2025
ISD 196 - Rosemount/Apple Valley/Eagan 105,635 15,248$ $ 13,367 $ 28,614
ISD 197 - West St. Paul/Mendota Heights/Eagan 29,698 4,287$ $ 4,576 $ 8,863
ISD 199 - Inver Grove Heights 18,226 2,631$ $ 1,776 $ 4,406
ISD 200 - Hastings 19,957 2,881$ $ 3,946 $ 6,827
Lakeville 46,134 26,021$ 29,146$ (13,419)$ $ 41,747
Eagan 45,274 25,535$ 35,616$ (13,169)$ $ 47,982
Burnsville 37,883 21,367$ 26,194$ (11,019)$ $ 36,542
Apple Valley 35,735 20,155$ 26,339$ (10,395)$ $ 36,100
Inver Grove Heights 22,534 12,710$ 16,818$ (6,555)$ $ 22,973
Rosemount 17,245 9,727$ 13,405$ (5,016)$ $ 18,115
Hastings 14,571 8,218$ 8,704$ (4,238)$ $ 12,684
Farmington 13,844 7,808$ 8,008$ (4,027)$ $ 11,789
West St. Paul 12,523 7,063$ 7,706$ (3,643)$ $ 11,127
South St. Paul 12,190 6,875$ 4,987$ (3,546)$ $ 8,316
Mendota Heights 9,154 5,163$ 10,299$ (2,663)$ $ 12,800
Empire 2,017 1,138$ 573$ (587)$ $ 1,124
Ravenna Twp 1,731 976$ 705$ (504)$ $ 1,177
Eureka Twp 1,096 618$ 298$ (319)$ $ 598
Castle Rock Twp 983 554$ 226$ (286)$ $ 495
Northfield 967 545$ 871$ (281)$ $ 1,135
Vermillion Twp 933 526$ 226$ (271)$ $ 481
Marshan Twp 893 504$ 265$ (260)$ $ 509
Lilydale 801 452$ 763$ (233)$ $ 982
Nininger Twp 654 369$ 163$ (190)$ $ 341
Hampton Twp 633 357$ 148$ (184)$ $ 321
Greenvale Twp 613 346$ 236$ (178)$ $ 404
Randolph Twp 553 312$ 199$ (161)$ $ 350
Douglas Twp 523 295$ 115$ (152)$ $ 257
Sunfish Lake 436 246$ 250$ (127)$ $ 369
Hampton City 406 229$ 57$ (118)$ $ 168
Waterford Twp 378 213$ 155$ (110)$ $ 258
Sciota Twp 327 184$ 66$ (95)$ $ 156
Vermillion City 312 176$ 54$ (91)$ $ 139
Randolph City 286 161$ 33$ (83)$ $ 111
Mendota City 129 73$ 12$ (38)$ $ 47
Coates 101 57$ 226$ (29)$ $ 254
Miesville 86 49$ 292$ (25)$ $ 316
New Trier 56 32$ 112$ (16)$ $ 127
TOTAL 455,517 184,100$ 216,933$ (82,028)$ 319,005$
*Fixed costs contemplate a Primary & General Election in even years and a General Election in odd years. PNP costs to be reimbursed separately from this agreement.
**Used actual absentee voting utilization from past elections to estimate.
***Reduction of State VOTER funds is at the discretion of each municipality.
Even Year Odd Year
2024-2025 JPA Costs for Absentee Services - Draft 08/08/2023
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100% of FTE Costs 263,000$ AB Mailed Cost 10.00$ 55%
AB In Person Cost 4.50$
AB DakCo Share
AB Municipality Share 45%
Fixed cost per reg voter 0.93$
$ 4.50 $ 2.03 $ 20,507 $ 20,507
Municipality
Voters as of
June 2, 2022
(per VOTER
Funding
rules)
Proportion of
Registered
Voters
Annual
Fixed Cost-
share (45%)
Estimated
Costs of AB
Ballot
mailed*
Estimated
Costs of IP
AB Ballot*
25% Reduction
from Ongoing
VOTER Funds for
Proportioned # of
Voters
25% Reduction
from Ongoing
VOTER Funds for
AB
Total Estimated
Costs - 2024
Estimated
Cost Per
Reg Voter
Lakeville 46,134 0.164 19,361$ 17,401$ 11,745$ (3,355)$ (3,355)$ 41,798$ 0.89$
Eagan 45,274 0.161 19,001$ 21,263$ 14,353$ (3,292)$ (3,292)$ 48,032$ 1.07$
Burnsville 37,883 0.134 15,899$ 15,638$ 10,556$ (2,755)$ (2,755)$ 36,583$ 0.98$
Apple Valley 35,735 0.127 14,997$ 15,725$ 10,614$ (2,599)$ (2,599)$ 36,139$ 1.02$
Inver Grove Heights 22,534 0.080 9,457$ 10,040$ 6,777$ (1,639)$ (1,639)$ 22,997$ 1.03$
Rosemount 17,245 0.061 7,237$ 8,003$ 5,402$ (1,254)$ (1,254)$ 18,134$ 1.02$
Hastings 14,571 0.052 6,115$ 5,197$ 3,508$ (1,060)$ (1,060)$ 12,700$ 0.87$
Farmington 13,844 0.049 5,810$ 4,781$ 3,227$ (1,007)$ (1,007)$ 11,804$ 0.85$
West St. Paul 12,523 0.044 5,256$ 4,601$ 3,106$ (911)$ (911)$ 11,141$ 0.90$
South St. Paul 12,190 0.043 5,116$ 2,977$ 2,010$ (886)$ (886)$ 8,330$ 0.70$
Mendota Heights 9,154 0.032 3,842$ 6,149$ 4,150$ (666)$ (666)$ 12,810$ 1.40$
Empire 2,017 0.007 846$ 342$ 231$ (147)$ (147)$ 1,126$ 0.57$
Ravenna Twp 1,731 0.006 726$ 409$ 276$ (126)$ (126)$ 1,159$ 0.67$
Eureka Twp 1,096 0.004 460$ 142$ 96$ (80)$ (80)$ 539$ 0.49$
Castle Rock Twp 983 0.003 413$ 135$ 91$ (71)$ (71)$ 496$ 0.50$
Northfield 967 0.003 406$ 520$ 351$ (70)$ (70)$ 1,137$ 1.20$
Vermillion Twp 933 0.003 392$ 135$ 91$ (68)$ (68)$ 482$ 0.53$
Marshan Twp 893 0.003 375$ 142$ 96$ (65)$ (65)$ 483$ 0.54$
Lilydale 801 0.003 336$ 455$ 307$ (58)$ (58)$ 982$ 1.26$
Nininger Twp 654 0.002 274$ 97$ 66$ (48)$ (48)$ 342$ 0.52$
Hampton Twp 633 0.002 266$ 88$ 60$ (46)$ (46)$ 321$ 0.52$
Greenvale Twp 613 0.002 257$ 45$ 30$ (45)$ (45)$ 243$ 0.40$
Randolph Twp 553 0.002 232$ 119$ 80$ (40)$ (40)$ 351$ 0.64$
Douglas Twp 523 0.002 219$ 68$ 46$ (38)$ (38)$ 258$ 0.50$
Sunfish Lake 436 0.002 183$ 149$ 101$ (32)$ (32)$ 370$ 0.86$
Hampton City 406 0.001 170$ 34$ 23$ (30)$ (30)$ 169$ 0.40$
Waterford Twp 378 0.001 159$ 85$ 57$ (27)$ (27)$ 245$ 0.65$
Sciota Twp 327 0.001 137$ 40$ 27$ (24)$ (24)$ 156$ 0.46$
Vermillion City 312 0.001 131$ 32$ 22$ (23)$ (23)$ 140$ 0.46$
Randolph City 286 0.001 120$ 20$ 13$ (21)$ (21)$ 112$ 0.39$
Mendota City 129 0.000 54$ 7$ 5$ (9)$ (9)$ 47$ 0.36$
Coates 101 0.000 42$ 135$ 91$ (7)$ (7)$ 254$ 2.54$
Miesville 86 0.000 36$ 175$ 118$ (6)$ (6)$ 316$ 3.85$
New Trier 56 0.000 24$ 67$ 45$ (4)$ (4)$ 127$ 2.19$
TOTAL 282,001 1.00 118,350$ 115,216$ 77,771$ (20,507)$ (20,507)$ 270,323$ 0.96$
Fixed costs proportioned by registered voter
2024 Elections - Draft 08/08/2023
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100% of FTE Costs 263,000$
AB Mailed Cost 10.00$ AB DakCo Share 0%
Fixed cost per registered voter 0.58$ AB In Person Cost 4.50$ AB Municipality Share 100%
$ 10.00 $ 4.50 $ 20,507 $20,507
Municipality # of Voters for
Fixed Costs
Proportion of
Registered
Voters for
Fixed Costs
Voters as of
June 2, 2022
(per VOTER
Funding rules)
Proportion of
Registered
Voters for
VOTER funds
Annual Fixed
Cost (100%)
Annual Fixed
Cost - 25 %
Share
ABs Cast in
Most Recent
Election
Estimated
Costs of AB
Ballot mailed*
Estimated Costs
of IP AB Ballot*
25% Reduction
from Ongoing
VOTER Funds for
AB
25% Reduction from
Ongoing VOTER
Funds for
Proportioned # of
Voters
Total Estimated Costs -
2025
Estimated
Cost Per
Reg Voter
ISD 196 - Rosemount/Apple Valley/Eagan 105,635 0.232 60,990$ 15,248$ 1,995 $ 7,980 $ 5,387 $28,614 $ 0.27
ISD 197 - West St. Paul/Mendota Heights/Eagan 29,698 0.065 17,147$ 4,287$ 683 $ 2,732 $ 1,844 $8,863 $ 0.30
ISD 199 - Inver Grove Heights 18,226 0.040 10,523$ 2,631$ 265 $ 1,060 $ 716 $4,406 $ 0.24
ISD 200 - Hastings 19,957 0.044 11,522$ 2,881$ 589 $ 2,356 $ 1,590 $6,827 $ 0.34
Lakeville 46,134 0.101 46,134 0.164 26,636$ 6,659$ -$ -$ (3,355)$ (3,355)$ $(51)(0.00)$
Eagan 45,274 0.099 45,274 0.161 26,140$ 6,535$ -$ -$ (3,292)$ (3,292)$ $(50)(0.00)$
Burnsville 37,883 0.083 37,883 0.134 21,872$ 5,468$ -$ -$ (2,755)$ (2,755)$ $(42)(0.00)$
Apple Valley 35,735 0.078 35,735 0.127 20,632$ 5,158$ -$ -$ (2,599)$ (2,599)$ $(39)(0.00)$
Inver Grove Heights 22,534 0.049 22,534 0.080 13,010$ 3,253$ -$ -$ (1,639)$ (1,639)$ $(25)(0.00)$
Rosemount 17,245 0.038 17,245 0.061 9,957$ 2,489$ -$ -$ (1,254)$ (1,254)$ $(19)(0.00)$
Hastings 14,571 0.032 14,571 0.052 8,413$ 2,103$ -$ -$ (1,060)$ (1,060)$ $(16)(0.00)$
Farmington 13,844 0.030 13,844 0.049 7,993$ 1,998$ -$ -$ (1,007)$ (1,007)$ $(15)(0.00)$
West St. Paul 12,523 0.027 12,523 0.044 7,230$ 1,808$ -$ -$ (911)$ (911)$ $(14)(0.00)$
South St. Paul 12,190 0.027 12,190 0.043 7,038$ 1,760$ -$ -$ (886)$ (886)$ $(13)(0.00)$
Mendota Heights 9,154 0.020 9,154 0.032 5,285$ 1,321$ -$ -$ (666)$ (666)$ $(10)(0.00)$
Empire 2,017 0.004 2,017 0.007 1,165$ 291$ -$ -$ (147)$ (147)$ $(2)(0.00)$
Ravenna Twp 1,731 0.004 1,731 0.006 999$ 250$ 3 12$ 8$ (126)$ (126)$ $18 0.01$
Eureka Twp 1,096 0.002 1,096 0.004 633$ 158$ 9 36$ 24$ (80)$ (80)$ $59 0.05$
Castle Rock Twp 983 0.002 983 0.003 568$ 142$ -$ -$ (71)$ (71)$ $(1)(0.00)$
Northfield 967 0.002 967 0.003 558$ 140$ -$ -$ (70)$ (70)$ $(1)(0.00)$
Vermillion Twp 933 0.002 933 0.003 539$ 135$ -$ -$ (68)$ (68)$ $(1)(0.00)$
Marshan Twp 893 0.002 893 0.003 516$ 129$ 4 16$ 11$ (65)$ (65)$ $26 0.03$
Lilydale 801 0.002 801 0.003 462$ 116$ -$ -$ (58)$ (58)$ $(1)(0.00)$
Nininger Twp 654 0.001 654 0.002 378$ 94$ -$ -$ (48)$ (48)$ $(1)(0.00)$
Hampton Twp 633 0.001 633 0.002 365$ 91$ -$ -$ (46)$ (46)$ $(1)(0.00)$
Greenvale Twp 613 0.001 613 0.002 354$ 88$ 24 96$ 65$ (45)$ (45)$ $160 0.26$
Randolph Twp 553 0.001 553 0.002 319$ 80$ -$ -$ (40)$ (40)$ $(1)(0.00)$
Douglas Twp 523 0.001 523 0.002 302$ 75$ -$ -$ (38)$ (38)$ $(1)(0.00)$
Sunfish Lake 436 0.001 436 0.002 252$ 63$ -$ -$ (32)$ (32)$ $(0)(0.00)$
Hampton City 406 0.001 406 0.001 234$ 59$ -$ -$ (30)$ (30)$ $(0)(0.00)$
Waterford Twp 378 0.001 378 0.001 218$ 55$ 2 8$ 5$ (27)$ (27)$ $13 0.03$
Sciota Twp 327 0.001 327 0.001 189$ 47$ -$ -$ (24)$ (24)$ $(0)(0.00)$
Vermillion City 312 0.001 312 0.001 180$ 45$ -$ -$ (23)$ (23)$ $(0)(0.00)$
Randolph City 286 0.001 286 0.001 165$ 41$ -$ -$ (21)$ (21)$ $(0)(0.00)$
Mendota City 129 0.000 129 0.000 74$ 19$ -$ -$ (9)$ (9)$ $(0)(0.00)$
Coates 101 0.000 101 0.000 58$ 15$ -$ -$ (7)$ (7)$ $(0)(0.00)$
Miesville 86 0.000 86 0.000 50$ 12$ -$ -$ (6)$ (6)$ $(0)(0.00)$
New Trier 56 0.000 56 0.000 32$ 8$ -$ -$ (4)$ (4)$ $(0)(0.00)$
TOTAL 455,517 1.00 282,001 1.00 263,000$ 65,750$ 3,574$ 14,296$ 9,650$ (20,507)$ (20,507)$ 48,682$ 0.11$
2025 Elections - Draft 08/08/2023
Costs proportioned by registered voter
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8
WORK SESSION AGENDA MEMO
To: Mayor, Councilmembers and City Administrator
From: Chris Regis, Finance Director
Department: Finance
Subject: Proposed 2024 Budget Update - (30 Minutes)
Meeting: Special Work Session - Aug 21 2023
INTRODUCTION:
City Staff presented the Proposed 2024 budget at a work session on August 7, 2023. At the work
session, the City Council provided direction to Staff to look for potential funding sources for Emerald
Ash Borer (EAB) mitigation and the mainten ance of the city trail system.
DISCUSSION:
Within the 2024-2028 Capital Improvement Plan (CIP), funding is provided for both EAB and the city
trail system. However, the funding levels within the CIP are less than what is actually needed to fulfill
the needs of each project.
Staff is working on developing options for increased funding for both projects and will bring these
options to the work session to discuss with the City Council.
Work has continued with the 2024 Proposed budget and the tax levy now stands at 8.63% as a result
of some minor adjustments to the budget.
BUDGET IMPACT:
Budget impacts of the recommendation have been noted above.
ACTION REQUESTED:
Discuss and review the recommendations for funding EAB mitigation and Trail Maintenance
presented and provide Staff with appropriate direction.
ATTACHMENTS:
1 General Fund Budget Summary Page 2024 Base w_Gross Levy 08 21 2023
Page 17 of 18
Company 2022
Budget
2023
Budget
Budget %
Change
2024
Proposed
Budget
Change %
Non-Property Tax Revenues
Licenses and Permits 736,700 915,470 24.27%782,050 -14.57%
Intergovernmental Revenue 672,087 623,320 (7.26)%769,110 23.39%
Charge for Service 602,460 605,919 0.57%729,930 20.47%
Fines and Forfeitures 50,000 55,000 10.00%55,000 0.00%
Investment Income 41,600 51,000 22.60%10,000 -80.39%
Miscellaneous 80,878 48,410 (40.14)%63,100 30.34%
Transfers In 1,427,858 1,497,734 4.89%1,984,510 32.50%
Total Revenues 3,611,583 3,796,853 5.13%4,393,700 15.72%
Expenditures
Administration 1,099,249 1,159,523 5.48%1,412,345 21.80%
Human Resource 402,112 401,235 (0.22)%439,839 9.62%
Dakota Broadband 45,500 45,500 0.00%0 -100.00%
Finance and Risk Mgmt 818,759 848,407 3.62%968,120 14.11%
Police 5,279,810 5,664,569 7.29%6,203,145 9.51%
Fire 1,592,646 1,742,006 9.38%1,795,383 3.06%
Community Development 1,059,182 1,239,709 12.50%1,446,254 16.66%
Engineering 850,411 814,743 1.47%989,680 21.47%
Municipal Services 1,609,704 1,716,574 6.64%1,980,327 15.37%
Parks and Recreation 1,329,737 1,610,495 21.11%1,785,914 10.89%
Transfers Out 1,642,609 1,642,022 (0.04)%1,669,000 1.64%
Total Expenditures 15,729,719 16,884,783 7.34%18,690,007 10.69%
Revenues Over (Under) Expenditures (12,118,136)(13,087,930)8.00%(14,296,307)9.23%
EDA Levy 0 0 0.00%150,000 100.00%
Total EDA Levy 0 0 0.00%150,000 100.00%
Debt Levy
Bonds 2,099,788 1,903,565 (9.34)%1,667,101 -12.42%
2005C Loan Repay-Storm Water Tr 166,000 166,000 0.00%96,000 -42.17%
Total Debt Levy 2,265,788 2,069,565 (8.66)%1,763,101 -14.81%
Gross Levy 14,383,924 15,157,495 5.38%16,209,408 6.94%
Fiscal Disparities (2,351,400)(2,407,636)2.39%(2,359,483)-2.00%
Farmington Net Tax Levy 12,032,524 12,749,859 5.96%13,849,925 8.63%
City of Farmington
Budget and Tax Levy
2022 Budget, 2023 Budget and 2024 Proposed
Page 18 of 18