3.11 Drop Box Grant Program
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Administration City Clerk Etzel May 9, 2022
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty 3.11 – Drop Box Grant Program
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
X Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council adopt a resolution for a grant funding application.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
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.
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 returned 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 number 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.
To apply for these funds, jurisdictions must answer all questions fully and completely on this application.
All applications must include a resolution from the county board of commissioners or municipal governing
body approving the application for these funds.
The Grant Application has been reviewed by City staff, with recommendation for City Council approval and
authorization for staff to apply for funding.
SUPPORTING DOCUMENTS ATTACHED:
• Drop Box Grant Program Information and Application
• Resolution 2022-48 approving a Drop Box Grant Program Application.
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to adopt Resolution 2022-48, approving the grant application for the Drop Box Grant Program for
Minnesota Counties and Municipalities.
BUDGET INFORMATION
FUNDING: BUDGETED:
General Fund – Elections Department
No
1
CITY OF OTSEGO
COUNTY OF WRIGHT
STATE OF MINNESOTA
RESOLUTION NO: 2022-48
APPROVING CITY OF OTSEGO APPLICATION FOR FUNDING FROM THE DROP BOX GRANT PROGRAM
WHEREAS, Minnesota cities are responsible for administering elections, which includes the purchase and
maintenance of supplies and election equipment, including accessible and a secure ballot drop box; and
WHEREAS, it is essential for cities to have a functioning and secure voting drop box so that voters are able to
drop off their ballot; and
WHEREAS, 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; and
WHEREAS, 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.; and
WHEREAS, 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.; and
WHEREAS, Applications to the Drop Box Grant Program will be accepted until the funds are exhausted or
returned 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 number 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.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OTSEGO, MINNESOTA THAT:
1. The Otsego City Council approves its application for funding from the Drop Box Grant Program.
2. The Otsego City Council certifies that any funds awarded from the Drop Box Grant Program will be
used only to purchase, install, and obtain technology associated with securing a drop box, or any
equipment or technology approved by the Minnesota Secretary of State.
3. The City Clerk is hereby authorized to apply for the grant on behalf of the City of Otsego.
2
ADOPTED by the City Council of the City of Otsego this 9th day of May, 2022.
MOTION BY:
SECONDED BY:
IN FAVOR:
OPPOSED:
CITY OF OTSEGO
__________________________________
Jessica L. Stockamp, Mayor
ATTEST:
__________________________________
Audra Etzel, City Clerk