HomeMy WebLinkAbout6.e. Drop Box Grant Program
EXECUTIVE SUMMARY
City Council Regular Meeting: May 17, 2022
AGENDA ITEM: Drop Box Grant Program AGENDA SECTION:
Consent
PREPARED BY: Erin Fasbender, City Clerk AGENDA NO. 6.e.
ATTACHMENTS: Grant Application, Resolution APPROVED BY: LJM
RECOMMENDED ACTION: Motion to authorize the application for the Drop Box Grant
Program and Accepting Funds from the Program
BACKGROUND
In 2021, the Minnesota Legislature appropriated $2 million for grants to local governments to establish a
24-hour ballot drop box location. The State of Minnesota of the Secretary of State is currently soliciting
grant applications from cities for the establishment of Ballot Drop Boxes.
Grants to local governments are available for up to $15,000 per drop box and will cover the cost of
purchasing the drop box, installation of the drop box, video monitoring equipment and the installation of
video monitoring equipment. The Ballot Drop Box Grant program does note require local governments to
match any amount of the funding and will reimburse to the City the actual costs up to $15,000.
The actual cost for the City to purchase and install a box will not exceed $15,000. The state has guidelines
for the boxes and how the boxes are installed. The City intends to purchase two boxes and located one
near the Police Department entrance and one near the main City Hall entrance.
RECOMMENDATION
Staff is recommending that the City Council approve the resolution to authorize the application for the
Drop Box Grant Program and Accepting Funds from the Program.
2022 Application for
Drop Box Grant Program for Minnesota Counties and Municipalities
In accordance with the requirements of
Laws 2021, First Special Session, Chapter 12, Article 1, Section 6
Minnesota Secretary of State Steve Simon
Contents
A. Overview / General Information
B. Contact Information
C. Application Amount Worksheet
D. Certification
Section A. Overview - General Information
The State of Minnesota Office of the Secretary of State (OSS)is currently soliciting grant proposals from cities, townships, and counties for the
establishment of Ballot Drop Boxes pursuant to Laws 2021, First Special Session, Chapter 12, Article 1, Section 6
During its 2021 1st Special Session, the Minnesota Legislature, via Chapter 12,Article 1,Section 6,appropriated $2 million to the Office of the
Minnesota Secretary of State for grants to local units of government to implement the provisions of Minnesota Statutes, section 203B.082.
Minnesota Statutes, section 203B.082, specifies the minimum security requirements and standards to establish a 24 hour ballot drop box.
Grants are available for up to $15,000 per drop box,and cover the cost of purchasing the drop box,installation of the drop box,installation of
video monitoring, and associated out-of-pocket costs with video monitoring such as license contracts, contracts for data storage, or other costs
associated with data storage.
The Ballot Drop Box Grant Program does not require counties to match any amount of funding to be eligible to receive a grant award amount, but
instead provides for reimbursement of actual costs for up to $15,000 per drop box.
Political subdivisions will be responsible for selecting a contractor, vendor, and/or staff to establish the drop box and ensure compliance with
Minnesota Statutes, section 203B.082. The political subdivision will report the expenditures for the establishment of the drop box to the OSS in order
to receive reimbursements up to the amount awarded. Political subdivisions will also be required to fully cooperate in any and all state audits of the
grant funds.
Applications to the Drop Box Grant Program will be accepted until the funds are exhausted or retuned to the State General Fund. Currently, the
OSS is required to return any unused funds by July 1, 2023. Priority will be given to those applications received by May 16, 2022, and applications
will be considered on a rolling basis until the grant funds are exhausted. If on May 16, 2022, the amount of applications exceed the amount of
funds available, the OSS will prioritize one box per county, city, township, or tribal jurisdiction covered by the application. Funds are expected to
be used for the purposes described above.
In order to apply for these funds, jurisdictions must answer all questions fully and completely on this application. Click on the applicable tabs
below to provide the required information to complete this application. All applications must include a resolution from the county board of
commissioners or municipal governing body approving the application for these funds.
Jurisdiction: (Political Subdivision)
Name of Individual Submitting Application:
Title of Individual Submitting Application:
Mailing Address of Individual Submitting
Application: (Street/P.O. Box)
City
State
Zip Code
E-Mail Address of Individual Submitting
Application:
Phone:
FAX:
Federal Tax ID # of Jurisdiction:
Section B. Contact Information
1. Number Of Drop Boxes Intended
2. Estimated Cost to Purchase Each Drop Box
3. Estimated Cost for Drop Box Installation Per Drop Box
4. Total Estimated Drop Box Cost Per Drop Box:
5. Estimated Cost for Monitoring Hardware Per Drop Box
6. Estimated Cost for Monitoring Installation Per Drop Box
7. Total Estimated Monitoring Cost Per Drop Box:
8. TOTAL COST FOR DROP BOXES (Lines 4+7, then multiplied by Line 1)
9. Estimated TOTAL Cost for Monitoring Licensing
10. Estimated TOTAL Cost for Data Storage
11. TOTAL COST FOR LICENSING AND STORAGE (Line 8 + Line 9)
TOTAL Application Amount (Lines 8 +11):
Section C. Application Amount Worksheet
Name of Jurisdiction:
Printed Name of Individual Submitting the
Application:
Title of Applicant
Signature:
Date:
Please check one:
Section D. Certification
I certify that the Drop Box Grant funds will be used only to cover the costs of purchasing the drop box, installation of the drop box,
installation of video monitoring, and associated out-of-pocket costs with video monitoring such as license contracts, contracts for data
storage, or other costs associated with data storage for the purposes of establishing a drop box under section 203B.082. I further certify
that all information provided in this application is true and accurate.
For County application, see attached county board resolution approving the application
for these funds.
For municipality or school district application, see attached resolution from the city
council, town board or school district board approving the application for these funds;
and see attached letter from the county auditor(s) agreeing to assist the
municipality/school district in use of the equipment.
Prior to signing, please print off this Certification page, sign it, scan it and E-mail it with the completed Excel version of the application to
elections.dept@state.mn.us. There is no requirement to physically mail in a hard-copy of this application. If you have any questions,
please e-mail Bill Ekblad at bill.ekblad@state.mn.us, or call the Elections Division at (651) 215-1440.
Deadline: Priority will be given to those applications received by May 16, 2022, and applications will be considered on a rolling basis
until the grant funds are exhausted.
CITY OF ROSEMOUNT
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2022-XX
A RESOLUTION AUTHORIZING THE CITY OF ROSEMOUNT TO MAKE
APPLICATION TO AND ACCEPT FUNDS FROM THE DROP BOX GRANT
PROGRAM
WHEREAS, the State of Minnesota Office of the Secretary of State is currently soliciting grant
applications from cities for the establishment of Ballot Drop Boxes; and
WHEREAS, in 2021, the Minnesota Legislature appropriated $2 million for grants to local
governments to establish a 24-hour ballot drop box; and
WHEREAS, grants to local governments are available for up to $15,000 per drop box, and will
cover the cost of purchasing the drop box, installation of the drop box, video monitoring equipment
and the installation of video monitoring equipment; and
WHEREAS, the Ballot Drop Box Grant does not require local governments to match any amount
of the funding and will reimburse to the City the actual costs up to $15,000.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Rosemount
approves the attach application for the Drop Box Grant Program and agrees to accept funding to
the election ballot drop box if approved by the Minnesota Secretary of State.
ADOPTED this 17th day of May 2022.
William H. Droste, Mayor
ATTEST:
Erin Fasbender, City Clerk