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90-714 . _ >,'t�..?� •'?'sr 0 R I GI NAL Council File # 9a-7/7' Green Sheet # RESOLUTION CI OF SAINT PAUL, MINNESOTA Presented By Referred To Committee: Date 1 WHEREAS, the Conununity Education Program of the Division of Parks and Recreation with 2 Central High School, has requested the City of Saint Paul's participation in facilitating student 3 council elections by permitting the use of the City's optical scan voting machines; and 4 5 WHEREAS, the City desires to assist in such elections recognizing that the high school students will 6 benefit from exposure to modern voting techniques in preparation for their eventual participation in 7 the democratic election process for government offices; now, therefore, be it 8 9 RESOLVED, that the City Clerk is hereby authorized and directed to permit the use of the City's 10 voting machines for the recited activity, with ballot printing costs to be borne by the Community 11 Education Program. 12 Y� Navs Absent Requested by Department of: Dimon Goswitz —� on Macca ee �. Rettman �: T une � Wi son � By� 6 Adopted by Council: Date MAY 3 1990 Form Approved by City Attorney Adoption Certified by Council Secretary gy: By� Approved by Mayor for Submission to ���/ �� �9�� Council Approved by ayor: Date B %� �E.c�'��'� By: Y� �.�s�m_ r�AY � u �990 . , 0 R I G tN�L �ouncil File ,� -�f/ Green sheet #� Uly7�iZ, RESOLUTION CITY OF NT PAUL, MINNESOTA j I 5� � R � / �.�___! Presented By Referred To Committee: D e WHEREAS , Independent School District No. 25, via Central High School , has requested the City of Saint P 1 ' s participation in facil.itating student council elections y permitting the use of the City' s optical scan voting machin ; and WHEREAS , the City desires to ass ' st in such elections recognizing that the high school stu ents will benefit from exposure to modern voting techniques in preparation for their eventual participation in the democ atic election process for government offices ; now, therefore , it RESOLVED, that the City C erk is hereby authorized and directed to permit the use of the City' s voting machines for the recited activity, with b lot printing and transportation � cost to 'oe borne by the Distri . Yeas Nays Absent Reque y De ent f: mo o w z �— n T— � acc e �— e m � une � � �it'zZson c— BY� --�— v Adopted by Council: Date r►AY j 19� Form oved by C�ity Attorney Adoption Cer�tified by Council Secretary By: ���� '��-�"3- ' BY° Approved by Mayor for Subm' ion to � MAY 2 �gg� Council Approved by Mayor: Date � , � �c� gy; ?��,.��.�2.�� By: �5��4�-v t ` � � �� � 9° - ��y . , PROPOSAL: USE OF VOTING MACHINES FOR STUDENT COUNCIL ELECTIONS Introduction This proposal would conduct student council elections using city optical scanning voting machines and election procedures comparable to those found in Minnesota election laws. Such a project will give high school students training and experience in using the procedures and technology that they will encounter when they turn 18 and are eligible to vote in local, state and federal elections, and will encourage them to register and vote. Designed as a pilot project for Saint Paul Central High School this spring, it could be expanded to all Saint Paul high schools next year. Project descri�tion At Saint Paul Central High School, the student council consists of two groups of students: each of the 70 home rooms has one representative, who is elected by the students in that home room; and a management team of ten (10) members, who are elected by the student body at large. Election of the home room representatives will continue to be done informally. Election of the management team will be done using voting machines and the procedures below. A school committee has been formed to manage the election and to carry out the procedures. 1. Voter registration. Students will register in advance to vote in the student council elections, using voter registration cards. Any student enrolled at Central will be eligible to register. The voter registration drive will b� publicized �vith posters and announcements. (Students will not be required to register; provision will be made for election day registration for new students or students who did not register during the registration period.) Home room teachers will be given a packet with registration cards and background information, will distribute the cards, and will collect them and turn them in to the student council office. After the registration period closes, lists of registered voters, by horne room and alphabetically, will be compiled for use on election day. 2. Candidate fcling for office. Students who wish to run for management team membership will file for office at the student council office in room 321 during a prescribed filing period. Once the filing period ends, names of all candidates will be forwarded to the Saint Paul City Clerk so that a machine-readable ballot can be prepared. 3. Election judges. Procedures for voter registration in each home room will be the responsibility of the election judges. Election judges will be the home room teacher and the student council representative from that home room. The City Clerk will conduct an orientation specifically on election procedures and on use of the voting machines. The function of the election judges will be analogous to that of election judges in public elections: checking to see that each voter is registered, managing ballot distribution and collection, and assisting voters as needed. Along with a city election supervisor, election ` , � ° !'�90� ?�� � � . judges will be stationed in the lunchroom on a rotating basis throughout the period the polls are open. 4. T�oting. The Saint Paul City Clerk will deliver voting machines to the school cafeteria area and ballots to the student council office the day before the election. Election judges will pick up ballots in the morning before the regular home room period, and will distribute them during the home room period. Students will complete their ballots during the home room period. They then may either take the ballots to the cafeteria area and feed them into the voting machines, or they may give them to the election judges at a table near the voting machines, and the judges will feed the ballots into the machines. The polls will be open and students may vote during the extended lunch periods and after school until 2:45 p.m. After the polls close, election judges will return the ballots and other materials to the student council office. The City Clerk will tally the ballots and report the results to the student council office. Results will be announced over the school public address system as soon as they are available and will be provided in writing for each home room as soon as possible. 5. Fallowup. There will be two kinds of followup: on the school election, and transferring the experience to election participation for students who will turn 18 be the next public election. Followup on the school election will include provisions for a recount, which will be automatic whenever an election is decided by less than a 1% margin, and upon petition for grounds comparable to those in state election law. If a recount is needed, it will be conducted as soon as possible, and a representative of the candidate(s) affected by the recount may participate in the recount. Followup for seniors will be an attempt to register each student who will be 18 be the next election, and recruitment of city election judges from among the same group. Project timeline March 3/19: Proposal accepted by principal. 3/20: Project announced at faculty and staff ineeting. 3/23: Packet with voter registration cards and project information given to each home room teacher. 3/23: Publicity for voter registration drive prepared. 3/26: Filing for office opens. April 4/2-4/6 Voter registration week. A voter registration sheet will be read by teachers in each home room. 4/2-5/1 Lists of registered voters in each home room prepared, using format for city voter registration lists. 4/6: Filing for office closes. 4/9: Deliver names of candidates to City Clerk, so that ballots can be prepared. 4/? or 5/? Orientation by City Clerk for election judges (home room teachers and T - : � ° � Gr y�-��� . � student council representatives) on procedures and on voting machines. May 5/21: City Clerk will deliver voting machines to the school cafeteria and will deliver ballots to the student council office. 5/22: Election day! 7:00-7:15 Election judges pick up ballot packets. 7:30-7:50 Students mark ballots in home rooms. Lunch periods and after school until 2:45 Feed ballots into voting machines for counting. 5/24: Recount requests due (candidates). 5/31: Recounts (if any) completed. 5/31: Voter registration for anyone who will be 18 by the next election and recruitment of election judges completed. ' � RECEIVED � ��- a�'� ` . , • • N� Q14742 ' cz� cLExx nEp�a�rrr � APR 2 31990 - - - - - _�il Olson or Caro1 F�n�aine COHTACT NAMB , x 4231 or x5441 PHONE , � Anril 23� 1990 DATE . ASSIGN NUltBER FOR aOIITING ORDER: (See reverse side.) _ Department Director , 1 Mayor (or Assistant) _ Finance and Management Services Director 2 City Clerk � _ Budget Director � _ _ City Attorney _ � TOTAL NiMBER OF S.aGNATURE PAGES: �_ (Clip all locations for signature.) ��T WILL BE AGHIEVED B� TAKING ACTION ON THE ATTACHI�D 1�tATERiAis? (Purpose'tionale) Council approval of t$is resolution will authorize the City Clerk to, par�.icipate in the pilot program of the Community Education Department at Central High School to encourage students to register and vote. COST/BENBF�T BUDGETARY AND PERSONNEL IMPACTS ANTICIP!l�TED: , The ballot printing and equipment transportaf�an costs will be borne by the Independent School District No. 625 . There will be a minimal'amount of staff time put forth by the City usii►g our current employees. FINANCING SOURCE AND BUnGET ACTIVITY NUMBER CHARGED OR CREDITED: • , (Mayor's signature not required if under $10,000.) ' Total Amount of Tr�nsBCtion: minimal and not Activity Number: specifically determined as yet. Funding Source: 00263 ATTACHMENTS: (List and number all attachments.) ' _ t�c�rvFn 1.) Council RQe�olution(1 page) �����0 2.) Pilot Program Proposal(3 pages) �ITI( ��.ERK � ADMINISTRATIVE PROCEDURES � . _Yes _No Rules, Regulations, Procedures, or Budget Amendment required? _Yes _No If yes�, are they or timetable attached� DEPARTMENT R�VIEW CITY ATTORNEY REVIEK ,Yes No Co�ncil resolution required? Resoiution requfred? _Yes _No _Yes _No Insurance required? Insurance sufficient� _Yes _No _Yes _No Insurance attached? J f � j ,: . . „ HOW TO USE THE GREEN SH�T _ . ..� ..���� . � . The GREBN SHL�LT has. thrae PIIRFOSES: l". to ass#�t in routing documents and in securing required signatures; ` 2. to brief the rev3eMmrs crf doc�ents' on tb� impacts of approval; 3. to help ensure that necessary supporting msterials are prepared and, if rec�uired, � attached. . _ Providing complete information under the listed headiags enables revievers to make � decisions on tha dacuments and eliminates follo�r-up contacts that may delay ezecution. � Below is the p�referred ROUTI J�G for the five mast freau�nt ttiroes of dccwn�ents: CONTRACTS (assumas authorized budget exists) 1. Outside Agency 4. Mayor 2. Initiating Department 5. Finance Director 3. City Attorney 6. Finance Accounting Note: If a CONTRACT amount is less than $10.000, the Mayor's signatare is not required, if the department director signs. A contract must always be signed by the o�ctside agency before routing through City offices. ADMI�IISTRATIVE ORDER .(Budget Revision) ADMINISTRATIVE QRDER (all others) .1. Activity Manager ' 1. Initiating Depastment ' 2. Department Accouatant 2. City Attorney 3. Department Diractor 3. Maqor/Assistant 4. Budget Director 4. City Clerk ' 5. City Clerk . 6. Chief Accountant, Finance and Management Services COUNCIL RESOLUTION (Budget Amendment/Grant Acceptance) COtJNCIL RESOLUT�QN (all others) 1. Department Director 1. Department, Director 2. Budget Director 2. City Attor�ey 3. City Attort►ey �- 3. Mayor/Assistant 4. Mayor/Assistan� 4. City Glerk 5. Chair, Finance` Mgmt. , and Pers. Cte. 5. City Council b. City`Clerk 7. City Council ' ' , 8. Chief Accounta�t, Finance and Management Samices i The COST B L ti h+l�ading provides space to ezplain the cost/benefit aspects f the dacision. Costs aad bet�efits relate both to City budget (General Fund_and/or pecial Futzds) and to broader financial impacts (cost to users. homeowners, oz other roups affected by the action). The personnel impact is a description of change or shift; of Fu11-Time Equivalent (FTE) positions. ' The �DMIi�b�iTI�+`� C section must be completed to indicate whether additional administrative proee es, including rules, regulations, or resource praposals are necessary for impleme tation of an ordinance or resolution.. If yes, the procedures or a timetable for the co letion of procedures must be attached. StIPPORTING 1dATERIAIS.! In the �TTAC NTS section, identify all attachments. If the Green • Sheet is well done, � letter of transmittal need be included (unless:.signing such a letter is one of the reques d actions). Note: I€ an agreeme.l' requires evidence of insurance/co-insurance, a Certificate of Insurance should be e�,of the attachments at time of routing. ote: Actions which equire City Council resolutions include contractual relationships with other governmen 1 units; collective bargaining contracts; purchase, sale, or lease of land; issua.nce of b s by Citg; eminent domain; aasumption of liabilitq bq City, or granting bq �City of indemnification; agreements �ith state or federal gavernment under which they are providing funding; budget amendments.