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2020
CITY OF SHOREWOOD RESOLUTION NO. 12-01.8 RESOLUTION ESTABLISHING PRECINCTS AND POLLING PLACES WHEREAS, the legislature of the State of Minnesota has been redistricted; and WHEREAS, Minnesota Statute section 20413.14, subd. 3 (d) requires that precinct boundaries must be reestablished within 60 days of when the legislature has been redistricted or at least 19 weeks before the state primary election, whichever comes first; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Shorewood, County of Hennepin, State of Minnesota hereby establishes the boundaries of the voting precincts and the polling place locations as follows: Precinct 1 (Private Residence, 4445 Enchanted Point, Shorewood, MN 55364) Those islands in the westerly part of the city, to include Goose Island, Spray Island, Shady Island, and that part of Enchanted Island that lies within the city limits. Precinct 2 (Minnewashta Church, 26710 West 62od Street, Shorewood, MN 55331) That portion of the city lying west of Eureka Road to the westerly shoreline of Lake Minnetonka. Precinct 3 (Southshore Community Center, .5735 Country Club Rd, Shorewood, MN 55331) That portion of the city lying east of Eureka Road to Mill Street. Precinct 4 (Excelsior Covenant Church,19955 Excelsior Blvd., Shorewood, MN 55331) That portion of the city lying east of Mill Street to the easterly border of the city. Attached to this resolution, for illustrative purposes, is a map showing said precincts and the location of each polling place. ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 12th day of March, 2012. (-�- �� Ae , 0 Christine Lizee, Mayor ATTEST: Jean Panchyshyn, Deputy C ty Clerk • 0 WO O O i O t cn 4- O a V N G7 O N ai Q r- 10 CL r C� ccCL D Cc haw w • CITY OF SHOREWOOD RESOLUTION NO.02 - o-u A RESOLUTION ESTABLISHING PRECINCT BOUNDARIES WITHIN THE CITY OF SHOREWOOD WHEREAS, with the 2002 Redistricting, the boundaries of Legislative Districts 43A and 43B have changed; and WHEREAS, the City of Shorewood now lies completely within Legislative District 33B; and WHEREAS, the City of Shorewood population has increased from 5917 in 1990 to 7400 in 2000, an increase of 25.1 %; and WHEREAS, this increase in population has deemed it necessary for the City to add another precinct to create more effectively administered polling sites for its residents; NOW, THEREFORE, BE IT RESOLVED, that the Council of the City of Shorewood hereby supports the reorganization of the precinct boundaries as set in the Precinct Boundary Description and Boundary Map attached hereto and made a part of this Resolution. • BE IT FURTHER RESOLVED that said change shall take effect on September 10, 2002. ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 30th day of April, 2002. ATTEST: is Woody Love, Mayor • CITY OF SHOREWOOD RESOLUTION NO.02-037 PRECINCT BOUNDARY DESCRIPTION Ward 1, Precinct 1 Ward 1, Precinct 1 consists of those islands in the westerly part of the City, to include Goose Island, Spray Island, Shady Island, and that part of Enchanted Island that lies within the City Limits. Ward 1, Precinct 2 Ward 1, Precinct 2 consists of all of the City lying west of Cathcart Drive, north of Smithtown Road and west of Eureka Road to the westerly shoreline of Lake Minnetonka. Ward 2, Precinct 1 Ward 2, Precinct 1 consists of all of the City lying east of Cathcart Drive, south of Smithtown Road, east of Eureka Road and north of Yellowstone Trail to the northerly city limits, including Duck Island, Frog Island and Gale Island. • Ward 3, Precinct 1 Ward 3, Precinct 1 consists of all of the City lying east of the southerly border of the City limits and its intersection with State Highway 7, south of Yellowstone Trail, south of Radisson Road, and south of Covington Road. Ward 4, Precinct 1 Ward 4, Precinct 1 consists of all of the City lying north of Radisson Road and north of Covington Road. 49 APPENDIX A Kitlson 1 01 A Roseau 2022 Minnesota Special Redistricting Panel Minnesota Legislative Districts - Statewide February 15, 2022 Lake of the Woods I S� 0 y Marshall Koochiching IIIIIIIIIIIIIIIIIL J1111 _ Pennington Baltrami = _— �.••• 1 'fllll Red Lake ��� �: 03A Polk 1111 111 I I I t� 1 r 01B ..... _ _ 07B learwate 2B It =11111 11. a . . 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O ro o M U c N �� o 3 QL O U ` C O c ro U) 6 V O1 O N c ro ro m c u c a? a pp N G o 0 c 0 m Duluth 2022 Minnesota Special Redistricting Panel Minnesota State Legislative Districts Duluth, Mankato, Moorhead, Rochester, and St. Cloud February 15, 2022 e Grand take 0 Solway MOFN 11A Carlton 1 Twui (ekes V Silver Brook 03B Canosia Race lake Par $t. Louis ' w axxOwHr�tfap _ -pu GROVE RD g gF €m < o z I--' RV Hermantowli � 4- 0 $A roct cop4� a A4alway �' Hrlgradc Nicollet Mankato I �---� North Mankato (( South Bend 601 p64 Nqk,, aaA "°ry�•4� Lakewood Duluth 09 4 0813 �j Lake Superior 02021 CALIPER 02020 HERE Duluth Kasofa Le Sueur u� G 18A lino LIF,p' A4ankalo �a� L7'YM.s•l�• d ��.x -.Y Hq z �+.aD,s�a nvE Y p -tie, Faglo t 2 U�VE p SS 18B Blue Earth 114ankato 22B lake Superior Lake 03A Map layers 2022 Senate Districts 2022 House Districts Indian Reservation County County Subdivision Major Interstate Major US Major State Major County Secondary Road Washington Jamestown 0 Map layers 2022 Senate Districts 2022 House Districts Indian Reservation 0 County County Subdivision s�r Major Interstate Major US Major State Major County Secondary Road Moorhead Rochester AUiton A nfor e Camsteo Vomon Oakporl Afoland Spring Prawn K 04B .......... iiiH A 1 .Moorhead DAvoith!,o', _ 4 s�nuv' i'Clay yrioldon 041 u i b34 H AVF 1 S r<, 711H AYt S ]✓ Glyndon Riverton -vn1Ac1—EN slue o Map layers 2022 senate Districts 2022 House Districts Indian Reservation o County Moodmad County Subdivision �= Major Interstate nrnr an Major US Major State Kurtz Elmwood Major County 02021 CAI WE 0202044ERE Secondary Road Now llaven `'. Omnoco Fa,nunglon Pla,nv,aw (}- , 52 Watiasha 651H SI Cascade 2 A SE,H Aw ` Kalmar sl t 0 Havarhdl 3 As,, � ti:::... n . V,ola Quincy ± 25B J� 611 IT SI l' 48.E Rochester Olmsted 63 Cv:... H�ni lit c Salem. - P:P:::::' sz 208 )ovn <wIH s, sw• ADarion _ f ota Map layers 24A � 2022 senate Districts 2022 House Districts ,,,,r Indian Reservation Q County County Subdivision Rock Dell Pleasant Giove Onnn zqz= Major Interstate Major US crest Major State Major County .w ,ALIPER 2020 HERE Secondary Road t e Sauk t t9 �• (2i1 7Geoigc Avon Saint Wendel 20 1 4 s tellLJ Benton Minden Sain 0 Sauk a •t � Saint Joseph ap n 14 >t Collegeville Saint Cl d St. Cloud Stearns Wade Park use 14A Saint Joseph Haven Palmer Shei burne 13A 1101 27A rlvtue Map layers 2022 Senate Districts 2022 House Districts (21) .."'t Saint Augusta C Indian Reservation County ar!<ke County Subdivision Wakefield %W- Major Interstate y Major US Maine Praula Cie at Major State 2020 MERE 9 Q - Major County Sandie Thone From: Julia Laden <Julia.Laden@hennepin.us> Sent: Monday, February 14, 2022 2:43 PM To: Julia Laden Cc: Election Staff Subject: Hennepin County Elections Update: 02/14/2022 Good Afternoon, Equipment contact update We are introducing a new email for all questions and concerns related to voting equipment. As our voting equipment team expands, this will help us keep your questions organized and respond to you in a timely manner. Moving forward, any questions or other news you have regarding OmniBallots, Poll Books, DS200s, or processes related to any of the above, please direct them to elections.equipment@hennepin.us. Redistricting update The deadline for the state legislature to complete the redrawing of the legislative and congressional lines is this Tuesday, February 15. Most likely, the legislature will miss this deadline and the courts will draw their own boundaries, as has happened in the past several redistricting cycles. We anticipate they will release their plan within a day or two of February 15. Please note: • For cities with a desktop Maptitude license, we will be able to send you the geographic data as soon as the OSS posts it on their website. • For cities with an online Maptitude license, it will take us a few days to get that data loaded into your plans. In the interim, we will let you know if your city has a legislative or congressional boundary running through your city. In all cases, you should have the legislative and congressional boundaries within a week of their release. If you have any questions, reach out to Jarred (jarred.paguin@hennepin.us) and Jim (jim.howitt@hennepin.us). Happy Valentine's Day! Julia Julia Laden I she/her Hennepin County Elections Office: 612-596-9915 1 iulia.laden@hennepin.us hennepin.us/elections Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly permanently delete this message from your computer system. Sandie Thone From: Jim Howitt <Jim.Howitt@hennepin.us> Sent: Tuesday, February 15, 2022 4:17 PM Cc: Hannah Hutchins; Susan Fritze; Meric Birol; Nathan I Graham; Jarred Paquin Subject: Updated redistricting files Attachments: AdditionalGeographicData.zip Hello, The Minnesota Special Panel on Redistricting has released new Congressional and legislative boundaries. The next steps for cities are listed below. This message is going out to our city clerk list. Please forward it to your GIS people as needed. Cities with a Maptitude desktop license • New state boundaries are attached to this email • We will also include a copy of the files on the FTP portion of the clerk sharepoint page (should be up by the end of the day on 2/15) • Instructions for importing the boundaries into Maptitude begin on page 6 of the Maptitude Guide, found on the Redistricting Training page of the clerk sharepoint site • Hide the 2011 boundaries that are currently in Maptitude so you don't get them confused with current boundaries • You can now begin drawing your ward and precinct boundaries, confirming that no precinct boundaries cross a congressional or legislative boundary • If you've already drafted your ward/precinct boundaries, confirm that they don't cross a congressional or legislative boundary. Instructions begin on page 16 of the guide. Cities with a Maptitude online license • Before you can begin redistricting with the new boundaries they will need to be imported into Maptitude. This needs to be done Caliper, the publisher of Maptitude. While we don't have an exact date, we're hoping this will happen by the end of the week. • After state boundaries are available you will be able to draw your precinct boundaries, confirming no precinct boundaries cross a congressional or legislative boundary. • In the meantime, Hennepin County staff will be reviewing the new boundaries and communicating with each city how they are affected. • NOTE: We've heard from a few of you about technical difficulties with the online version of Maptitude. Please continue to report these to us and we'll work to get them resolved as soon as possible As always, reach out to me or Jarred with questions, Jim Jim Howitt Hennepin County Elections 300 5 61h St Minneapolis MN 55487-0012 612-348-0306 hennepin.us/elections Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly permanently delete this message from your computer system. Congressional District 3 Monticello �EIk River Twp Otseoo - Buffalo Albertville— Ramsey Andover Ham Lake Tv: p C. 1). G Anoka St Michael �-- Rogers Dayton A `<''t�1 O K W R I G H T \ ` Coon Rapids Hanover Champlin `� Blaine { 10 Rockford Twp Osseo p" li Lake horeviewr Corcoran I Brookl n Park Maple Grove Y Park I Greenfield Mounds <. is View d Rockforen AHlls ` Fridley CD.3 I =Brooklyn=, New -- center .Brilifon7 Loretto Cryst Congressional Districts Delano Independence Medina Ho vPe County Boundaries PI mouth Y Rob City / Township Boundaries Frarkiin Twp 1z Maple I Highways Plain H E N N E P I N! Medicine Lake Minnesota Secretary of State �r Golden V - Long LakeV\Iayzata •• . - L_ Orono lG, Vdoodland Wa.ertown - St Loui Twp Minnetrista Spring M Beato ka Mound Park !� �) Park Electrons Division Deephaven Minnetonka Ho P kiris Tonka t Bon faCIUS Bay Greenwood Shorewood Excelsior 1 I Vdaconia J `r Edina Fort TWP Victoria` `' Richfield Snelling r Unorg !Waconia Chanhassen -,` ___, Mgndt ta I Heights L Laketown Twp , _ ---� Eden Prairie t' CARVER it Bloomington Chaska Eagan, Benton Twp _ ) A K 0 T H Dahigren Tva) j _ Shakopee— e_ 2 J-- ackson;Twp , _ _�= 1�. `Burnsville Cologne Carver /' _ Savage f APPIe ouisville Twp $ C O T T Prior Lake `, Valley Published by Office of the Minnesota Secretary of State, Elections Division. Current as of December 2019. Look up districts & polling places at https://polifinder.sos.state.mn.us About this map This map shows the Congressional and Legislative Districts ordered by the Special Redistricting Panel in the matter of Hippert, et al. v. Ritchie, et al, No. Al 1-152, on Feburary 21, 2012, as corrected under Minnesota Statutes 2.91, subd. 2 or adjusted under Minnesota Statutes 204B.146, subd. 3. Derived from precinct boundaries that are maintained by the Secretary of State and available for download at the Minnesota Geospatial Commons (https://gisdata.mn.gov). Road data is from Mn/DOT and U.S. Census (Statewide) and NCompass (Metro). Rail data is from Mn/DOT. Water data is from MN DNR. District Description Territory of Minnesota Congressional District 3: • This area in Anoka County: o Coon Rapids • This area in Carver County: o Chanhassen o Chaska o These precincts in Dahlgren Twp: ■ DAHLGREN TWP P-2 o Laketown Twp o Shorewood o Victoria • This area in Hennepin County: o Bloomington o Brooklyn Park o Champlin o Chanhassen o Corcoran o Dayton o Deephaven o Eden Prairie o These precincts in Edina: ■ EDINA P-01A ■ EDINA P-01 B ■ EDINA P-02 ■ EDINA P-05 ■ EDINA P-06 ■ EDINA P-07 ■ EDINA P-10C ■ EDINA P-11 ■ EDINA P-12 ■ EDINA P-13 • EDINA P-15C ■ EDINA P-16 ■ EDINA P-17 ■ EDINA P-18 • EDINA P-19C o Excelsior o Greenfield o Greenwood o Independence o Long Lake o Loretto o Maple Grove o Maple Plain o Medicine Lake o Medina o Minnetonka o Minnetonka Beach o Minnetrista o Mound Publication Notice Official Publication County of [Name] Notice of public hearing and intent to consider plans for redistricting of county commissioner districts in accordance with Minnesota Statutes, Section 375.01 to 375.025 (Published in [Newspaper] [Month & Date], 2022) Notice is hereby given that on the [Date]th day of [Month], 2022, at 7:00 p.m., the [Name] County Board of Commissioners will hold a public hearing at the [Name] County Government Center, [Address], in the City of [Name], for the purpose of considering preliminary plans for the redistricting of [Name] County Commissioner Districts. A copy of the preliminary plans with all attachments and supporting documentation shall be available for public inspection in the office of the Clerk of the County Board during regular office hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. Any citizen intending to submit a plan for consideration in the redistricting of [Name] County Commissioner Districts must do so no later than [Month & Date], 2022, at 4:30 p.m. Notice is also given that the [Name] County Board of County Commissioners will meet in the [Name] County Government Center, [Address], in the City of [Name] on [Month & Date], 2022, for the purpose of redistricting [Name] County Commissioner Districts. Dated: [Month & Date], 2022 Office of the Minnesota Secretary of State 2021 Redistricting Guide 73 N N a � 2/22/22, 4:27 PM Printable Map - My ShorewoodPrecinctPlan - SandieThone_Shorewood My Shorewood Preci nctPla n - SandieThone_Shorewood 0 https://maps.redistricting.online/HennepinPrecincts/PrintMap.aspx?title=My+ShorewoodPrecinctPlan+-+SandieThone_Shorewood&image=fTempMap... 1 /1 2/25/22, 9:15 AM City Responsibilities Related to Redistricting - League of Minnesota Cities LMCLEAGUE MINNESOTA CITIES City Responsibilities Related to Redistricting October 18, 2021 Once redistricting is complete, cities must establish or reestablish election precincts, designate polling places, and, where applicable, confirm or redefine ward districts. Redistricting takes place after each federal decennial census. After the state completes its redistricting process, there are a few actions cities are required to take, as explained below. Congressional and legislative requirements Redistricting is the process by which new congressional and state legislative district boundaries are drawn. Minnesota currently has eight congressional districts and 201 state legislative districts (67 Senate districts and 134 House districts). There are several constitutional and statutory requirements for congressional and legislative districts, including: • Equal population. • Convenient, contiguous territory. • Single -member Senate districts with two House districts within each Senate district. The state Legislature has primary responsibility for redistricting, which generally begins with the submission and approval of a redistricting plan. However, in recent decades the Legislature has not been able to agree on a plan, and the task of redistricting has been completed by the Special Redistricting Panel, a panel of district court judges appointed by the Minnesota Supreme Court. The Legislature's policy to complete redistricting by Feb. 15, 2022, which is 25 weeks before the state primary election. A court -appointed redistricting panel has begun to convene to ensure redistricting is completed by the deadline in case the Legislature is unable to complete redistricting. City requirements Once congressional and legislative redistricting is complete, cities have the following responsibilities: 1. Precinct establishment or reestablishment Every city is required to establish or reestablish its election precincts, even if there is no change. At a minimum, each city is required to have at least once precinct; additional prE https://www.Imc.org/news-publications/news/all/city-responsibilities-redistricting/ 1/3 2/25/22, 9:15 AM City Responsibilities Related to Redistricting - League of Minnesota Cities are necessary if the city is divided by a county, county commissioner, legislative district, or congressional district. One precinct cannot be split between more than one county, congressional district, legislative district, or city ward. Precincts are not tied to population size, but precincts with over 1,500 voters may be difficult to manage. The secretary of state recommends that precinct boundaries follow census block boundaries. If there are any changes in precinct boundaries, the city clerk must post a notice of the changes in the office of the city clerk or county auditor for 56 days before changes take effect. In addition, the city clerk must immediately notify the county auditor and secretary of state of precinct boundary changes. The city clerk must also file a corrected map of precinct boundaries with the secretary of state within 30 days of any changes. The deadline to establish or reestablish precincts is 60 days after the redistricting is complete or March 29, 2022, whichever comes earlier. If redistricting is completed after March 29, 2022, cities have 28 days following redistricting to establish or reestablish precincts. 2. Polling place designation The state requires governing bodies that establish or reestablish precincts to also designate polling places for those districts. Typically, precinct establishment and polling place designation will happen at the same time through a common resolution. If not, governing bodies have 30 days from the establishment of precincts, or March 29, 2022, whichever comes earlier, to designate polling places. If a polling place location changes, the city clerk must notify the county auditor as well as all affected households by a first class, non-forwardable mailing at least 25 days before the next election. Typically this is accomplished by mailing postal verification cards to affected households and voters. Every precinct must have a designated polling place. This includes mail ballot cities, where it is usually city hall or the clerk's office. Combined polling places or polling places outside of precinct boundaries are allowed in certain circumstances. All polling places are subject to federal and state laws regarding location and accessibility. 3. Ward redistricting Approximately 70 cities elect council members by ward. Cites using the ward system must either confirm or redefine ward districts after each decennial census. Home rule charter cities may have additional redistricting processes in their charters. Ward populations must be as equal as practicable, and wards must be bounded by precinct lines and composed of compact, contiguous territory. Precincts cannot be located in more than one ward. Changes in ward boundaries do not disqualify council members from serving the remainder of their terms. An ordinance establishing new ward boundaries becomes effective on Aug. 9, 2022, the date of the state primary election. Cities cannot redistrict wards until legislative redistricting is complete. Cities have 60 days from legislative redistricting or March 29, 2022, whichever comes first, to complete ward redistricting. If legislative redistricting takes places after March 29, 2022, cities have 28 days from the date of legislative redistricting to complete ward redistricting. If cities do not redistrict wards by those deadlines, mayors and elected officials are prohibited from receiving compensation until the process is completed. https://www.Imc.org/news-publications/news/all/city-responsibilities-redistricting/ 2/3 2/25/22, 9:15 AM City Responsibilities Related to Redistricting - League of Minnesota Cities Redistricting information and census data The Secretary of State's 2021 Redistricting Guide has detailed information on the redistricting process for cities, including template documents, checklists, and calendars. Once redistricting is complete, county auditors are responsible for providing cities with relevant portions of the legislative redistricting plan. Census block maps and population data are important for precinct boundaries and calculation of ward populations. They can be found at the following: • Get 2020 census block maps from the U.S. Census Bureau • Get 2020 census population data for census blocks, cities, counties, and legislative districts from the Minnesota State Demographic Center Read more news articles Your LMC Resource Alex Hassel Intergovernmental Relations Representative (651) 281-1261 or (800) 925-1122 ahassel@lmc.org https://www.Imc.org/news-publications/news/all/city-responsibilities-redistricting/ 3/3 APPENDIX A 2022 Minnesota Special Redistricting Panel Minnesota Congressional Districts - Statewide February 15, 2022 Kittson Roseau bake of the Woods i Marshall " Koochiching 11111111111111114 _j 111 L Pennington Beltrami = _ �illll Red Lake i� ''.ul nnnlr ��; Cook Polk J 111111 St. Louis earwate � u' =1111 111 'bsca /'� Norman Mahnomen = _ jrv( Lake vv� / /4 Hubbard — Clay Becker Cass J 1 Wooden e CarhoK Wilkin Crow Wing Aitkin Otter Tail Morrison � Pine Todd ilk Lac IJ/ I Grant I 'Douglas Kenabec Benton Traverse - Stevens Pope Big Stone Stearn Sherburne Isanti hisag 3 Sw g Anoka Wright Kandiyohi Meeker Chippewa hi Henni Lac qui Pade .1 i Carver Renville McLeod Yellow Medicine Dakota Scott Sibley Redwood Goodhue Lincoln Lyon Nieollet Le Sueur WaDasha Br n 4 pestone Murray Cottonwood ele Blue Earth Waseca S Dodge Olmsted Watonwan _ . - Winoq@ Map layers i Rock Nobles Jackson Martin Faribault. Freedom --dower Fillmore Houston 2022 Congressional Districts �nlr Indian Reservation Q County i- Interstate 02021 CALIPER 2022 Minnesota Special Redistricting Panel Minnesota Congressional Districts - 2012 Statewide Comparison February 15, 2022 Kittson Roseau thke of the Woods 4 Il` 4— Marshall 'I ,� Koochiching i I11111111111111 Ya. :I111 L Pennington Z Beftrami = illll Red Lake i �•111 11111 !1 Yi Palk J 1111 I 1 learwate �1111 i r I M � �%paea Norman Mahnomen • Hubbard _ I lllltltll lilt l� 'I11111►iY� Clay Becker Cass St. Louis 8 JI/• �1111 Wilkin Crow Wing Ankin Otter Tail Ilylyl hToddMorrison IA 1 111 i / Pine Lake Cook JI Grant I Douglas Kanabec Benton Traverse Stevens Pope Big Stone Steam `- Sherburne Isanti hisag 3 3 Swift Anoka Wright Kandiyohi Chippewa Meeker hin --' Lac qui Parle Henn C or Renville McLeod Yellow Medicine Dakota 5 Sibley Scott Redwood Goodhue Lincoln Lyon Nicollet Le Sueur R w 1 Wabasha Brown ipestone Murray Cotton cod Blue Earth Waseca S ete Dodge Olmsted Watonwan . -Winona _- Map layers Rock , Nobles _Jackson----- -Martin --Fadbaug II!! Freem— --Mow'er Fillmore jIn 2012 Congressional Districts 1" "± Indian Reservation vnr County 02021 CALIPER IfInterstate 2022 Minnesota Special Redistricting Panel Minnesota Congressional Districts 2022 and 2012 Greater Metro Area Comparison February 15, 2022 Todd Morrison Kanabac PI ilia Lac Benton 8 Stearns Isand t Sherburne Anoka Wright Kandiyohi Meeker McLeod Carver / Renville f 7 Dakota Sibley Scott Redwood Goodhue co at Le Sueur 1 Rice Wabasha Br n Blue Earth Cottonwood Waseca Steele Dodge Watonwan ,?7d1 is IIN R Olmsted Winona ToddMWright Kanabec SIsanti Anoka Kandiyohi Meeker McLeod Renville. 7 Dakota Sibley Scott Redwood Goodhue Nicollet _ L—� Le Sueur + IL7. -., Ri Wabasha Brown ^ I Blue Earth Waseca Steele Dodge Cottonwood Watonwan Olmsted Winona i 72*1 C. LIPER Map layers C= 2022 Congressional Districts Indian Reservation County Interstate 2012 Map layers 2012 Congressional Districts T Indian Reservation county -f Interstate T) TR 1( 71 AY-4.10;0 12/1/2021 LWVLEAGUE OF W MEN VOTERS' Redistricting Paul Huffman 101 for City Redistricting Coordinator Clerks phuffman@Iwvmn.org Q) The League of Women Voters is nonpartisan, neither supporting nor opposing candidates or political parties at any level of government, but always working on vital issues of concern to members and the public. Redistricting: The Basics..... } ,•.... - , 12/1/2021 a. MN CcrtVressional Districts (8) MN Legislative Districts --- (67 Senate/134 House Districts) 5 4 S ;7�, % ^Ri' 2 .Ho u 3 4 s 2 12/1/2021 Anoka Hennepin School District (6 Districts) __ LWV Brooklyn Park � �\ 'lrulf4' a Following every census, the distribution of Congressional seats across the nation is subject to change based on population changes. This is apportionment. Based on the census and reapportionment states draw the lines for U.S. congressional and state (House & Senate) districts. This is redistricting. Many local district lines such as county commissions, some city councils, and a few school boards and park boards are redrawn using decennial census data Every state determines its own process a e Congress US Constitution Article I Section 2 a Permanent Apportionment Act of 1929 1965 Voting Rights Act Supreme Court Cases ('one person, one vote") Legislature MN State Constitution (Article IV) MN Statute 2.031 (Allocation of districts) County and City Cities: M.S.205.84 Counties: M.S.375.025 Election Precincts 2046.14 subd. 3(e) 0 City Charters 9 Ori 'gu,Ms Pa''' CPAnofi u►.fi�Kn�s // yn�eas- i s �n �cc�Yi M 3 12/1/2021 • Wards • Population as equal as practicable • Compact and Contiguous • Bounded by precinct boundaries • Other requirements may be in City Charter • Council Members If redistricted into a different ward, may fulfill the remainder of their term (Depends on amount of change) Failure to Redistricting If council fails to either confirm existing wards or redistrict wards, mayor and city council will lose compensation until it is done Aft IRIEW io Many Ways to Draw :000 --mom Qom -CNN ANE --__-mom ANN SO PRECINCTS S DISTRICTS S DISTRICTS 60% GREEN 5 GREEN 2 GREEN u YELLOW 3 YELLOW 0 40% YELLOW GREEN WINS YELLOW WINS 11 Redistricting is about community representation Determines: • What voices ape heard • a$ke oUcy) integ sts ark serIII—ved • Grotp $mmunity�l� th tre or Isolated may not,pe heard an hie nterests may not be served i « .0 ,a 5 12/1/2021 How are Maps Drawn in Minnesota? M1 • People — Who make the decisions and draw the maps • In Minnesota district maps are generally approved by elected officials — Legislators, County Commissioners, City Council members Principles — Rules to be followed to draw maps Must follow requirements of MN Constitution and Statute Can add other principles such as minimizing division of cities or communities of interest Process — Steps in how the maps are drawn Some steps are required such as public hearings va Other steps such as allowing public input before drafting maps or after maps drafted can be added 14 • Fall 2021: MN Legislative hearings on revision of state maps • House Committee: Draft Maps Issued • Senate Committee: Hearings in progress • October 2021: Special Redistricting Panel • Hearings and Testimony are Complete • October 2021 — January 2022: City/County Governments cal redistricting process • 2/15/22: Court Issues Final Redistricting Order • F ruary —April 2022: Local Redistricting Hearings • /29/22: City redistricting complete • Other local redistricting complete 5 12/1/2021 city Redistricting in Minnesota • Meet legal requirements for city wards • Consider impacts of precinct boundaries on ward and county commissioner district boundaries • Achieve strategic goals for election administration • Balance voter population • Assess desirable number and distribution of precincts • Address Trends in voter participation and behavior • Ballot content/management • MN Statutes • City Charter Requirements (if applicable) • 2020 Census Data (Census Block data) • Differential Privacy • Existing city electoral precincts • School District Boundaries • 2022 Legislative and Congressional Maps N 18 /W V, Frub A 12/1/2021 • October 2021 —January 2022 • Assemble and validate data, documents • Identify potential issues/challenges in local redistricting and begin contingency planning • City/County Governments define local redistricting process: brief/train city council or charter commission • Opportunity for public communication on process and input for maps (if provided) • 2/15/22: Court Issues Final Redistricting Order • Cities and Counties draw Precinct Boundaries • City and County Maps finalized • Hold public meetings/hearings on proposed maps • 3/29/22: City redistricting complete • 4/26/22: Other local redistricting complete 19 7 12/1/2021 2020 Vhni Oevladon Percent PopuMw hom Meal D.Wflcn fromom M.a 3 G e=✓ Ward 1 5216 20 0.4% -�—WiFT2 5398 202 3.9% T 257 l brd 3 4939 -257 -4.9% I Ward 4 5230 34 0.7% L 4 Ideal Ward Population: 5,196 +34 +20 + 002 2 021 • 2021 Minnesota Redistricting Guide • MN Secretary of State "2021 Redistricting Training and Resources" webpage • League of Minnesota Cities • Webpage dedicated to "City Role in Redistricting" • Webinar "Redistricting Precincts and Wards" • Minnesota State Demographic Data G, 23 Questions? 24 Resources for City Redistricting Minnesota Redistricting Resources • 2021 Minnesota Redistricting Guide, 2021 Redistricting Guide (state.mn.us) ✓goo • MN Secretary of State "2021 Redistricting Training and Resources" webpage, Minnesota Secretary Of State - 2021 Redistricting Training and Resources • League of Minnesota Cities o Webpage dedicated to City Role in Redistricting: City Responsibilities Related to Redistricting - League of Minnesota Cities (Imc.org) o Webinar "Redistricting Precincts and Wards": Redistricting Precincts and Wards - League of Minnesota Cities (Imc.org) • Minnesota State Demographic Data: Redistricting / MN State Demographic Center 2020 Census Information to Support Redistricting 1. For those wanting an easy to use data visualization (map with colors) that also has data to show demographics and population changes between 2010 and 2020 by census tract. (Census tracts are generally smaller than precincts and census block groups.) By zooming in on the map you can find shaded representations representing the percentage of different demographic groups in different areas. 2020 Census Demographic Data Map Viewer 2. For those that want a county and state level view of how population and demographics have changed the U.S. Census Bureau Data Visualization provides and easy to use map that shows changes in population, race and ethnicity between 2010 and 2020 at the state and county level Race and Ethnicity in the United States: 2010 Census and 2020 Census 3. For those wanting to see data in spreadsheet format for population and demographic changes between 2010 and 2020 the Minnesota State Demographic Center created spreadsheets showing the change in population and demographic make-up of the state between 2010 and 2020 at the county, city and township levels. (You have to expand the columns to show all the data.) There is also much more census data available on this site for those interested in exploring. Redistricting / MN State Demographic Center 4. For those wanting to draw maps with 2020 Census data at the precinct level the free online mapping software packages Districtr and Dave's Redistricting app have loaded the 2020 Census data by precincts. You can get to both programs through their websites, look at current demographic composition for each precinct, and create maps based on precincts. It's important to note that the congressional and legislative maps will be drawn based on census block and block group data, and may split blocks to achieve population equality. Precincts are generally larger than blocks and block groups and precinct boundaries may change based on changes in Congressional and legislative maps in 2022. Districtr: www.districtr.org Dave's Redistricting App: DRA 2020 (davesredistricting.org ) 5. For those wanting to do their own research the Redistricting Data Hub website is provided by a nonprofit organization with the purpose of providing the public with data and resources to on redistricting. There are prepared maps, reports, and graphics, and access to raw data on population and demographics. This is for those really wanting to dig into the data. The website is free though registration is required. Redistricting Data Hub 4 Maptitude Guide: Online License This guide will walk you through the steps for all the actions you will need to take during the redistricting process. In Maptitude, redistricting happens within a plan. We have already set up plans for you with data specific to your city loaded in. If you have any questions, reach out to Jarred Paquin (jarred.paquin@hennepin.us) and Jim Howitt (iim.howitt@hennepin.us). Creating a Maptitude Online Account 1. Navigate to the following website: https://maps. redistricting.online/Hennepin Precincts/Defauit.aspx 2. On the landing screen, click on New User Log In New User I Forgot Password I Contact Us 3. Fill out the fields. For username, follow the format Firs MomeL as Mame— CityName. Click Create User. Y 4. An email will be sent to the email you registered with. Click the link and log in to finish registering your account Creating Your City's Plan 1. Once you're logged in, you're ready to create your plan. On the landing screen, click New Plan v 2. In the window that opens, make sure you are under the Initial tab. Find your city in the list, select it, and click Create Initial Create BroddYnCe.t.'A drtctPl- Cancel Ce¢+r.anPrecindPlar: '. baYlor:Pre;inctMan ', UeeVfrevenPrecinctPlan Exce'siurPrecirraPan I GCIdenValleYPreclnclplan , '. GreenflelAPrecinUPlen ' ': r;rcenwaodPrcitnctWan ' tianovENr'ecin[tPlan 1%ngklnSP�ecin<cPfaar 1ndeG='.nden<ePrn^.ir.-etPlan ', Lengi.akeVra.tlncttrian 2 21 Z� ?Zr5 /a ors Navigating Your Plan 1. When you open your plan, you will have a map open with several tabs along the sides. You can toggle the tabs open or closed by clicking on the three parallel horizontal lines. The two tabs on the right, redistricting and changes, we will cover in a later section. 2. If you open the Display tab, it will open to the Map view. This will show the legend, the scale bar, and allow you to change the size of your labels. Layers Map LIM Sill, 21>11 40�n £0ai. a0gg 100'i theme None Map layers Census Block 2012 Precinct County Subdivision Districts 0 75 Miles 3 3. If you change to the Layers view along the top, you will have the option to toggle on or off various layers. We recommend turning on school district boundary, polling place, updated state house districts, and updated congressional districts. Layers Map Selection layers Display Scale E i Census Block 2012 Precinct 1 : 250,000,000 1 1,000,000 County Subdivision 1 1,000,000 Background Layers Display Seam Stale'House D:5t 1 : 20.000,000 i"A 2012 Wards £ : 2500,000,000 Polling i la.-e 1 ; 250,000,000 [ 1 Sc'hnol District Boundary 1 : 250,000,000 i ...._._.__..-.--.___.._.__............... __..... ......., 4. The districts tab opens a table showing a few important details. The top bar shows the number of districts and their ideal population. The left column shows the district ID. The next two columns are the most important, showing the population of each district and the deviation from the ideal value ►. gg mm i,• ,, District 18+ Deviation % Deviation I$+ White % 18+ White 18+ Black % 18 Population 27D x3000200 3,333 -156 4.541;0 1,570 47 100 645 27053000205 1261 -228 -0.5% 1 278 39 2% 1,100 27053000210 4.075 586 16.8% 1.538 37.7°0 1.240 2705i30ii0215 4,034 545 15.6% 1,776 44.0% 1.064 27053G00220 4,630 1.141 32 7% 1.787 38.6°a 071 '14 fi0; 9 07f� �!t A`tb Ct:C 4 5. In the upper left-hand corner, there are a few navigation tools. The first one will revert your zoom back to the starting view of the whole county. The next two tools are zoom in and zoom out respectively. The next one is pan, which will allow you to click and drag to move around the map. The last tool will provide information on any item you click on the map. Redistricting Process The following are instructions for how to submit your plan once you've finished drawing your precinct boundaries. Do not do this until the state has released legislative and congressional boundaries and you have confirmed none of your precincts cross those boundaries. Additionally, submit your finished plan only once. If after submitting you realize you'd like to make additional changes or made a mistake, contact Jarred and Jim. 1. To go through the process of redistricting, you will need to first open the redistricting tab. There are three different sections, Target, Source, and Selection. 2. The target section lets you select which precinct you wish to add census blocks to. You can either select the precinct from the drop down, or you can use the select by pointing tool. Selection I Census Block 3. The source section lets you select which precincts you want to take census blocks from. You can either select an individual precinct or select all precincts. 4. The selection section lets you change how you select areas to add to your target precinct. It is important that under the drop down you have census block selected, as that is the geography we want to be moving around. There are six buttons beneath this drop down. The first three allow you to vary how you select census blocks, which you can either do by selecting each census block individually, drawing a circle around the census blocks you want, or drawing a freeform shape around your desired census blocks. The next tool clears your selection. The checkmark tool officially moves your selection to the target precinct. The final button undoes your most recent selection. C. 1 /4/22, 5:57 PM Sec. 204B.14 MN Statutes Office of the Revisor of Statutes 2021 Minnesota Statutes 204B.14 ELECTION PRECINCTS. Authenticate . PDF Subdivision 1. Boundaries. The governing body of each municipality shall establish the boundaries of the election precincts in the municipality. The governing body of a county shall establish the boundaries of precincts in unorganized territory in the county. Except as provided in subdivision 3, a governing body may change the boundaries of any election precinct which it has established. Subd. la. Legislative policy. It is the intention of the legislature to complete congressional and legislative redistricting activities in time to permit counties and municipalities to begin the process of reestablishing precinct boundaries as soon as possible after the adoption of the congressional and legislative redistricting plans but in no case later than 25 weeks before the state primary election in the year ending in two. Subd. 2. Separate precincts; combined polling place. (a) The following shall constitute at least one election precinct: (1) each city ward; and (2) each town and each statutory city. (b) A single, accessible, combined polling place may be established no later than November 1 if a presidential nomination primary is scheduled to occur in the following year or May 1 of any other year: (1) for any city of the third or fourth class, any town, or any city having territory in more than one county, in which all the voters of the city or town shall cast their ballots; (2) for contiguous precincts in the same municipality; (3) for up to four contiguous municipalities located entirely outside the metropolitan area, as defined by section 200.02, subdivision 24, that are contained in the same county; or (4) for noncontiguous precincts located in one or more counties. Subject to the requirements of paragraph (c), a single, accessible, combined polling place may be established after May 1 of any year in the event of an emergency. A copy of the ordinance or resolution establishing a combined polling place must be filed with the county auditor within 30 days after approval by the governing body. A polling place combined under clause (3) must be approved by the governing body of each participating municipality. A polling place combined under clause (4) must be approved by the governing body of each participating municipality and the secretary of state and may be located outside any of the noncontiguous precincts. A municipality withdrawing from participation in a combined polling place must do so by filing a resolution of withdrawal with the county auditor no later than October 1 if a presidential nomination primary is scheduled to occur in the following year or April I of any other year. The secretary of state shall provide a separate polling place roster for each precinct served by the combined polling place, except that in a precinct that uses electronic rosters the secretary of state shall provide separate data files for each precinct. A single set of election judges may be appointed to serve at a combined polling place. The number of election judges required must be based on the total number of persons voting at the last similar election in all precincts to be voting at the combined polling place. Separate ballot boxes must be provided for the ballots from each precinct. The results of the election must be reported separately for each precinct served by the combined polling place, except in a polling place established under clause (2) where one of the precincts has fewer than ten registered voters, in which case the results of that precinct must be reported in the manner specified by the secretary of state. (c) If a local elections official determines that an emergency situation preventing the safe, secure, and full operation of a polling place on election day has occurred or is imminent, the local elections official may combine two or more polling places for that election pursuant to this subdivision. To the extent possible, the polling places must be combined and the election conducted according to the requirements of paragraph (b), except that: (1) polling places may be combined after May 1 and until the polls close on election day; (2) any city or town, regardless of size or location, may establish a combined polling place under this paragraph; (3) the governing body is not required to adopt an ordinance or resolution to establish the combined polling place; (4) a polling place combined under paragraph (b), clause (3) or (4), must be approved by the local election official of each participating municipality; (5) the local elections official must immediately notify the county auditor and the secretary of state of the combination, including the reason for the emergency combination and the location of the combined polling place. As soon as possible, the local elections official must also post a notice stating the reason for the combination and the location of the combined polling place. The notice must also be posted on the governing board's website, if one exists. The local elections official must also notify the election judges and request that local media outlets publicly announce the reason for the combination and the location of the combined polling place; and https://www.revisor.mn.gov/statutes/cite/204B.14 1/3 1/4/22, 5:57 PM Sec. 204B.14 MN Statutes (6) on election day, the local elections official must post a notice in large print in a conspicuous place at the polling place where the emergency occurred, if practical, stating the location of the combined polling place. The local election official must also post the notice, if practical, in a location visible by voters who vote from their motor vehicles as provided in section 204C.15. subdivision 2. If polling place hours are extended pursuant to section 204C.05, subdivision 2, paragraph (b), the posted notices required by this paragraph must include a statement that the polling place hours at the combined polling place will be extended until the specified time. Subd. 3. Boundary changes; prohibitions; exception. (a) Notwithstanding other law or charter provisions to the contrary, during the period from January 1 in any year ending in zero to the time when the legislature has been redistricted in a year ending in one or two, no changes may be made in the boundaries of any election precinct except as provided in this subdivision. (b) If a city annexes an unincorporated area located in the same county as the city and adjacent to the corporate boundary, the annexed area may be included in an election precinct immediately adjacent to it. (c) A municipality or county may establish new election precincts lying entirely within the boundaries of any existing precinct and shall assign names to the new precincts which include the name of the former precinct. (d) Precinct boundaries in a city of the first class electing council members by wards may be reestablished within four weeks of the adoption of ward boundaries in a year ending in one, as provided in section 204B.135, subdivision 1. If precinct boundaries are reestablished in a year ending in one, the city council must designate polling places for each election precinct pursuant to section 20413.16, subdivision 1, within 30 days establishing precinct boundaries. The polling place designations are effective for the year ending in one. (e) Precinct boundaries must be reestablished within 60 days of the time when the legislature has been redistricted, or at least 19 weeks before the state primary election in a year ending in two, whichever comes first. The governing body of each municipality and of each county with precincts in unorganized territory must designate polling places for each election precinct pursuant to section 204B.16, subdivision 1, within 30 days of establishing precinct boundaries or at least 19 weeks before the state primary election in a year ending in two, whichever comes first. The adoption of reestablished precinct boundaries and polling places becomes effective on the date of the state primary election in the year ending in two. (f) Precincts must be arranged so that no precinct lies in more than one legislative or congressional district. Subd. 4. Boundary change procedure. Any change in the boundary of an election precinct must be adopted at least ten weeks before the date of the next election and, for the state primary and general election or presidential nomination primary, no later than December 1 in the year prior to the year of the state general election. The precinct boundary change shall not take effect until notice of the change has been posted in the office of the municipal clerk or county auditor for at least 56 days. The county auditor must publish a notice illustrating or describing the congressional, legislative, and county commissioner district boundaries in the county in one or more qualified newspapers in the county at least 14 days before the first day to file affidavits of candidacy for the state general election in the year ending in two. Alternate dates for adopting changes in precinct boundaries, posting notices of boundary changes, and notifying voters affected by boundary changes pursuant to this subdivision, and procedures for coordinating precinct boundary changes with reestablishing local government election district boundaries may be established in the manner provided in the rules of the secretary of state. Subd. 4a. Municipal boundary adjustment procedure. A change in the boundary of an election precinct that has occurred as result of a municipal boundary adjustment made under chapter 414 that is effective more than 21 days before a regularly scheduled election takes effect at the scheduled election. A change in the boundary of an election precinct that has occurred as a result of a municipal boundary adjustment made under chapter 414 that is effective less than 21 days before a regularly scheduled election takes effect the day after the scheduled election. Subd. 5. Precinct boundaries; description; maps. If a precinct boundary has been changed or an annexation has occurred affecting a precinct boundary, the municipal clerk shall immediately notify the county auditor and secretary of state. The municipal clerk shall file a corrected base map with the secretary of state and county auditor within 30 days after the boundary change was made or, in the case of an annexation, the later of: (1) 30 days after the approval of the annexation order; or (2) the effective date of the annexation order. Upon request, the county auditor shall provide a base map and precinct finder to the municipal clerk. The municipal clerk shall prepare a corrected precinct map and provide the corrected map to the county auditor, who shall correct the precinct finder in the statewide voter registration system and make the corrected map and precinct finder available for public inspection, and to the secretary of state, who shall update the precinct boundary database. The county auditor shall prepare and file precinct boundary maps for precincts in unorganized territories in the same manner as provided for precincts in municipalities. For every election held in the municipality the election judges shall be furnished precinct maps as provided in section 201.061, subdivision 6. If a municipality changes the boundary of an election precinct, or if an annexation affecting a precinct boundary occurs, the county auditor shall notify each school district with territory affected by the boundary change at least 30 days before the effective date of the change. Subd. 6. [Repealed, 2015 c 70 art 1 s 63] Subd. 7. Application to municipalities. Notwithstanding the provisions of section 410.21, or any other law, ordinance or charter to the contrary, the provisions of subdivisions 1 and 3 apply to all municipalities. https://www.revisor.mn.gov/statutes/cite/204B.14 2/3 1/4/22, 5:57 PM Subd. 8. [Repealed, 1994 c 607 s 7] Sec. 20413.14 MN Statutes History: 1981 c 29 art 4 s 14: I Sp1981 c 4 art 4 s 43; 2SW 981 c 2 s 2: 1983 c 289 s 115 subd 1; 1985 c 248 s 36; 1986 c 444: 1987 c ]86 s 15: 1987 c 212 s 1-4; 1987 c 297 s 2: 1990 c 453 s 4; 1991 c 349 s 31-34; 1993 c 208 s 1.2; 1993 c 223 s 9: 1994 c 607 s 1-4; 1999 c 237 s l: 2000 c 467 s 13-15; 2005 c 156 art 6 s 34: 2005 c 162 s 2: 2006 c 270 art l s l: 2010 c 184 s 13.14; 2010 c 201 s •2010c313s3.4;2011c18s2.3;2014c288art 2s4;2016c161art 1s5; art 3s1;2016c162s4.5;1Sn2021c12art 4s7 Official Publication of the State of Minnesota Revisor of Statutes https://www.revisor.mn.gov/statutes/cite/204B.14 3/3 CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MOND", MARCH 14, 2022 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. For those wishing to listen live to the meeting, please go to ci.shorewood.mn.us/current meeting for the meeting link. Contact the city at 952.960.7900 during regular business hours with questions. AGENDA CONVENE CITY COUNCIL MEETING A. Pledge of Allegiance B. Roll Call C. Review and Adopt Agenda Mayor Labadie Siakel_ Johnson_ Callies_ Gorham Attachments 2. CONSENT AGENDA The Consent Agenda is a series of actions which are being considered for adoption this evening under a single motion. These items have been reviewed by city council and city staff and there shall be no further discussion by the council tonight on the Consent Agenda items. Any council member or member of city staff may request that an item be removed from the Consent Agenda for separate consideration or discussion. If there are any brief concerns or questions by council, we can answer those now. Motion to approve items on the Consent Agenda & Adopt Resolutions Therein: A. City Council Work Session Minutes of February 28, 2022 Minutes B. City Council Regular Meeting Minutes of February 28, 2022 Minutes C. Approval of the Verified Claims List Claims List D. Approve Proposal from Davey Tree Experts Director of Public Works Memo Resolution 22-xxx E. 3. MATTERS FROM THE FLOOR This is an opportunity for members of the public to bring an item, which is not on tonight's agenda, to the attention of the mayor and council. When you are recognized, please use the raise your hand feature. Please identify yourself by your first and last name and your address for the record. After this introduction, please limit your comments to three minutes. No action will be taken by the council on this matter, but the mayor or council could request that staff place this matter on a future agenda. (No Council Action will be taken) 4. PUBLIC HEARING 0 5. REPORTS AND PRESENTATIONS A. Chief Brian Tholen (tentative) CITY COUNCIL REGULAR MEETING AGENDA Page 2 B. Recognition of Outgoing Commissioners 6. PARKS A. Report by Commissioner Tauer on March 8, 2022 Park Commission Meeting B. Christmas Lake Ordinance 7. PLANNING A. 8. ENGINEERING/PUBLIC WORKS A. GENERAL/NEW BUSINESS A. Redistricting: Declare New Precinct Boundaries and Polling Place Locations 10. STAFF AND COUNCIL RE A. Staff 1. 2. B. Mayor and City Council 11. ADJOURN City Clerk/HR Director Memo Draft Minutes Planning Director Memo Ordinance xxx City �erk/HR Director Memo Resolution 22- CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952.960.7900 • www.ci.shorewood.mmus • cityhall@ci.shorewood.mn.us Shorewood "Island" Voters: Covid-19 forced some significant changes on the city and country during the last election period. Perhaps there was no bigger change than having to move the long- time polling place from the private residence on the Shorewood Islands (Enchanted & Shady) to the Shorewood Community Center. City staff recognizes and shares the sentiment that this was a difficult change for residents as the voting process on the Islands was truly something unique in Minnesota. Since that time, and as redistricting is currently in process, staff has been considering and evaluating alternatives for voting for the Island precinct. Unfortunately, we have discovered many roadblocks to bringing a polling place back to the Islands. State law requires that a polling place be accessible, that there be designated handicap parking, provisions for curbside voting, and more recently, adequate internet service, which is now a critical requirement for conducting elections. Even without the threat of Covid, which still exists, these requirements eliminate any private polling place option. In consulting with Hennepin County election staff regarding the options for Island voting, they have recommended combining the precinct with another Shorewood precinct and polling location that complies with state statute requirements. The purpose of this letter is two -fold: First, to let you know of this dilemma, and second, to ask for your feedback as we work through our limited options. We hope that together we can work to find the best solution for Island voting. Redistricting and establishing precinct boundaries needs to be completed by the end of March 2022. During the 2020 election, 83% of Island voters voted absentee. If the Island precinct is combined with another precinct, the city will make an extra effort during this election, as well as future elections, to make sure applications for absentee voting are sent to each of you to keep your options for voting as convenient as possible. In addition, the city will continue to offer direct ballot voting at City Hall the 7 days before the election. Thank you!I:Vjv" TWTM__ Sandie Thone, Shorewood City Clerk and Election Administrator sthone(a-),ci.shorewood.mn.us W P Sandie Thone , From: Ginny Gelms <ginny.gelms@hennepin.us> Sent: Tuesday, March 2, 2021 10:41 AM -r !'-7 Cc: Election Staff Subject: Hennepin County Elections Update: 3/2/21 Good morning, Redistricting update 3/1/2021 Redistricting is the process of redrawing the boundaries of election districts and happens following completion of the Census. Below is some helpful information to be aware of as we all begin planning for redistricting. High level expected timeline: OSS training for county staff— Summer 2021 Census data available — 9/30/202r County training for city staff — Fall 2021 Legislative boundaries due — 2/15/2022 City boundaries due — 3/29/2022 County, park and school district boundaries due — 4/26/2022 Early candidate filing period opens — 5/17/2022 State primary — 8/9/2022 County v. city role in redistricting: Hennepin County will: • Provide redistricting training to cities and school districts • Responsible for redrawing or reestablishing county district boundaries • Provide an option for redistricting software for use by cities o More information on redistricting software coming soon! • Notify registered voters of new precinct and polling place locations Cities will: • Redraw or reestablish all wards (if applicable) and precincts • Establish polling locations If helpful, the 2011 OSS Redistricting Guide is still available on the OSS website. Although dates will change this year, the process will be similar to what is described in this guide. We will continue to provide updates with any new information as the year continues. Please reach out to Susan.Fritze@hennepin.us or 1im.Howitt@hennepin.us with any specific questions we can help with at this time. OmniBallot/AutoMARK Update , A few questions have come up about AutoMARKs/OmniBallots. So here's some more info on the common questions we're getting. 1 • AutoMARK Tables will not be removed with the AutoMARK removal, so.you'.11 have to get rid of,those° yourselves. • If you do not have any special elections this spring/summer please destroy all materials related to the AutoMARK. Special elections this spring will still use the AutoMARKs. So jurisdictions with specials can destroy their AutoMARK materials after your elections. AutoMARKs no longer have maintenance on them, so if you have a special election and one goes down please call us and we will help troubleshoot or replace if needed. Thank you, Ginny Gelms I she/her Hennepin County Elections Manager Office: 612-348-9289 1 ginny.oelms@hennepin.us hennepiin.us/elections Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly permanently delete this message from your computer system. z o Orono o Osseo o Plymouth o Rogers o St Bonifacius o Shorewood o Spring Park o Tonka Bay o Wayzata o Woodland Sandie Thone From: Julia Laden <JuIia.Laden@hennepin.us> Sent: Monday, January 3, 2022 11:04 AM To: Julia Laden Cc: Election Staff Subject: Hennepin County Elections Update: 01/03/2022 Good morning, Happy New Year everybody! You have our permission to close your eyes and pretend that we are still in an odd year election cycle, at least for a few more days. Maptitude Licenses Hennepin County purchased only one license per city. For those with the desktop license, if you anticipate having multiple users we recommend installing the software on a shared computer or schedule time for your users to collaborate. Please contact iim.howitt@hennepin.us and iarred.paquin@hennepin.us if this arrangement will not work for you. Cities with wards or with 20 or more precincts have a desktop license. All other cities have the online license. If you're not sure which license has been provided for your city, please contact Jim and Jarred. Desktop licenses have been distributed. We are still working with Caliper, the maker of Maptitude, to work out some details with the online version. We expect to be able to distribute those licenses soon. Notices of Rejected Ballots Minnesota law requires us to notify absentee voters whose ballot was rejected if that person did not vote a replacement ballot or vote at the polls. These notices will be sent on Monday, January 3. The letter is generated from SVRS and includes the election office contact for the city the voter lives in. If you get calls about these letters you can refer the person to our office, 612-348-5151 or hc.vote@hennepin.us. In most cases the information needed to answer a person's question is in SVRS, so please feel free to handle the question yourself if you prefer. 2022 Abbreviated Election Calendars No worries, the 2022 calendar is in the works and will be distributed once completed. Until then, please reach out to me or any other member of the team with questions about specific dates. Please do not hesitate to reach out to me if you have any questions. Thank you, Julia Julia Laden I .she/het Hennepin County Elections Office: 612-S96-991 S Iiulia.laden@hennepin.us hennepin.us/elections Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly permanently delete this message from your computer system. Sandie Thone W01>117M,(TIN& 1P.-NNING From: Ginny Gelms <ginny.gelms@hennepin.us> Sent: Tuesday, December 7, 2021 10:23 AM 2 Cc: Subject: Election Staff Hennepin County Elections Update: 12/7/2021 Good morning, SharePoint Account Renewal Hennepin County will be removing SharePoint access to any users who haven't accessed our SharePoint in the past 6 months. Kristin will be notifying any users that need to visit the site to keep your access active. Please be on the lookout for this email sometime this week. 2021-2022 Redistricting Training Hennepin County's 2021-2022 Redistricting Overview online training is now available via this link. This course is intended to get you up to speed on what is happening with the redistricting process, your part in it as a city or school district clerk, and what you can expect from Hennepin County Elections. This training, along with additional training materials from the MN Office of the Secretary of State, can also be found on the Clerk SharePoint under Training > Training Resources > Redistricting. This training is meant as an introduction and overview. We will be conducting additional training events on the following dates: Policy Training, 01/12/2022, time TBD. Live, online training. Maptitude (redistricting software) Training, 01/19/2022, time TBD. Redistricting Office Hours, 01/27/2022 and 02/10/2022, times TBD updates. Thank you, Ginny Gelms I she/her Hennepin County Elections Manager Office: 612-348-9289 ; ginny.gelms@hennepin.us hennepin.us/elections Live, online training. Live, online sessions for questions and Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly permanently delete this message from your computer system. APPENDIX A 2022 Minnesota Special Redistricting Panel Minnesota Legislative Districts - Statewide February 15, 2022 Kittson I 01 A Roseau Lake of the Woods '11T6�`si' r `T Marshall Koochiching 11111111111111I I1L _11111 _ Pennington Behmmi �••'• = - 1 -11111 Red Lake • '♦till 03A Polk 1111111i. h r 0113 ""' — 07B learw to ww i6 ; _11111 11. q St. Louis ..1 -a NormanVMahn—n _ = e■■ a.. s 1► r//� Hubbard j • • .• '' = 03B y� ec er Cass 07A �'t C,a04 " \\ B VMridena&" Wing - Ca t Wilkin s.. r ■' ■ ■' ■ ' 1 6R-i Aitkin 1 -tier Tail e 09B . a,, Pine. r■■■ Todd Morrison 1 Q 1 11 i�ktacs �11B Grant �'0�s "'+.....■.♦ui •■ : a c � •' ' • •+�,e_. '■t3 Benton Traverse"' Stevens Pope i.•' -�. 28 2A 13A 27A�■ isago Big Stone Sherb 28B 1 Swift Kandiyohi .29 16B A Chippewa 4 •.■ M arIright 7 Lac qui Parle • 17A ' 16A McLeod a Renville � r Yellow Medicine 17B akota SibleySibtey co�6 ...+ 20A Lincoln Lyon Redwood N�6A 22B • oodhue ■a. � Le Sueur 9 Brown 20 Murray Blue EartlT "' 1 B ipestone 21A Cottonwood '■ Dodge Wat •..■■■■■ wan .• 24 0 led _ Lake 23B,•21BRode Nobles Jackson rtin -- —F ' uli13�_ -D�@ai-_ MFigmore 266 Houston ower • i � 02021 CALIPER Cook Map layers .0 2022 Senate Districts 2022 House Districts Indian Reservation �n1r 0 County -�- Interstate m L m m a �= c C. o .0 �... L E C _NCU C _ u L '4b 'v L a C m 2 O m C •ba •E J 4.0 NVA O 0) N C C Duluth 2022 Minnesota Special Redistricting Panel Minnesota State Legislative Districts Duluth, Mankato, Moorhead, Rochester, and St. Cloud February 15, 2022 03B Canosia Rice L eke E Grand Lake - - < 4 St. Louis W ARRO-1 AD RO o APl1GROVIRU .....Itij � B of .« MORP S IIlOMAS PU i Solvay Hertnantown `N v+-k {fir A� 11A I loci COOY SS DO' J, Addway Carlton I Thomson Twin Lakos V Silver Brook Belgrade Nicollet Mankato I North Atankalo South Bend 22A Lakewood 4 31 ' Mq Lake Superior Duluth Lake 03A ,Y. FD S �G 08B take Superor 02021 CALIPER. 02020 HERE Map layers CM 2022 Senate Districts 2022 House Districts �11�T Indian Reservation County = County Subdivision zip Major Interstate Major US Major State Major County Secondary Road Kesota Le Sueur Washington 0 Jamestown 18A Lnne as a tt_ a� � Mankato -d, . t; .R...SS.. fr' —ION All SppQ "9wJ, Fagle Lake /)G. G\EN��Ur^VE n NOfiMAM1 1 �� ' _ O S o lH 18B Map layers 2022 Senate Districts _14 tier 2022 House Districts T Indian Reservation Q County Blue Earth County Subdivision �:- Major Interstate A4ankalo 22B Major US Major State Major County ----- ------- Secondary Road Moorhead Rochester Oakporl Moland Spring Plante 04B A F ������•w�ii�ll Moorhead Dilworth ,[C s a I I Avl ". i?ol �1uS -- " lyndorr Clay 04A 24W,"1 5 S 2ae. AVF C3� .� nTn Aytz Glyndon Riverton ,� VILIAG! GN(IN PIVU a Q ao,n AVT� _ Map layers 2022 Senate Districts 2022 House Districts t Indian Reservatlon County Afoorhoad County Subdivision > Major Interstate Major US Major State Kurtz Elmwood Major County 02021 CALIPER.IC2020 1 1E E Secondary Road A.lillon Nnw Haven ' Oronoco I aumrrglolr Plaawiew 1 Wahasha < 651n sl G85GAdC2 55T (j A Nv!7 \1,5AN} 1!L A an101 n Kalinal L] Ati5i 51"",yrL 3If O Havarhlll ll •TY y•�••�; Viola 011111cy ay... 25B off. i i ' KaSso (--1 ➢ Q� 1 < 'oz Y 9C odge 2n 61 ST S! � If•.AIf IL CIP 4B Rochestei Olmsted 63 W• yore Ganisloo Salem O _ .... 9::7:5:: 52 208 ovn .em sr sw• Marlon E- vola 1111111 Map layers 24A CM 2022 Senate Districts 2022 House Districts Indian Reservation Q County = County Subdivision Vcnion Itock Ocll Pleasan! Grove 0n011 zf= Major Interstate Major US -ores! Major State Major County ow ,AJIPER 2020 HERE Secondary Road St. Cloud Avon i Saint Wendel Saint Joseph Collegeville Stearns Saint Joseph 13A R-tvrNa t' ti �3J Wakefield Manse Prelim t e Sauk 9 I3 / • � 1 I If 20 '-� Benton m P k�den a Sauk 1 P •I D Saint Park 14A Saint Augusta HERE Haven to 10B Sarni George Palmer 27a Map layers 2022 Senate Districts • 2022 House Districts �..r :1NIN Indian Reservation C e ke 0 County County Subdivision aW Major Interstate Major US Major State Q Major County APPENDIX A 2022 Minnesota Special Redistricting Panel Minnesota Congressional Districts - Statewide February 15, 2022 Kitson I Roseau lAke of the Woods Marshall Koochiching 11111111111111114 �I 111 (, Pennington Belbami Red Lake 4� ���Ilt Illllllr` "In Polk J 111111 earwate I111 C 1I Itasca {/f Norman Mahnomen -_ i • /V Hubbard - %lr ll/tlr Clay Becker Cass Wadena Wilkin Crow Wing Aitkin Otter Tail Todd Monson ilk Ls I Grant 'Douglas Kanabec Benton _ Traverse - -- Stevens Pope Stearn Big Stone - Sherburne Isanti ' hi Swift Anoka Wright Kandiyohi Meeker Chippewa h Henn Lac qui Parie Renville McLeod Carver Yellow Medicine i Dakota soon Sibley Redwood Lincoln I Lyon Nicolkt La Sueur Br n ipeston Murray Cottonwood Blue Earth Waseca Site ele D Watonwan Rock Nobles Jackson _ Martin Faribault r flat" ©2021 CALIPER St. Louis 8 Lake Pine Cook sag 3 i �4 5 Goodhue Wabasha 2022 Minnesota Special Redistricting Panel Minnesota Congressional Districts - 2012 Statewide Comparison February 15, 2022 Kittson I Roseau kofWoods Marshall Koochiching tt-J111Pennington=111t Red Lake rl St. Louis Polk /�Cook J111111/4 8�u I UNorman Mahnomen Lake wt'�. 41r� ■ Hubbard _ _ �Illllttllllllll� '11111 ►11\� Clay Backer Cass 7111 ' Waders dt Wilkin '� Crow Wing Aitkin / Otter Tall Todd ' Morrison IIv 111 It I l Pine J Grant Douglas Kanabee Berton I Traverse Stevens Pope Big Stone Steam Sherburne Isanti hisag Swift Anoka `{/ Wright Kandiyohi Chippewa Meeker a hin Lac qui Parle Henn C r Renville McLeod Yellow Medicine Dakota 5 Sibley Scott Redwood Goodhue Lincoln Lyon Nicollet Le Sueur R Brown L Wabasha ipestone Murray Cotto d Blue Earth Waseca II Stele Dodge Olmsted Watonwan -_ '' Wino-nia__ Map layers Rock Nobles Jackson, _ -Martin m--.,---Mower Fillmore Houston Q 2012 Congressional Districts �ntr Indian Reservation Q County ©2021 CALIPER -�- Interstate m L Q C a Q ao r o J i L A CL V Nf C m .2 NIA Q: L C 4A C V N O H N w C C N N N M rl m L LL 2022 Minnesota Special Redistricting Panel Minnesota Congressional Districts 2022 and 2012 Greater Metro Area Comparison February 15, 2022 Todd Morrison Kanabec Pine ills Lae Benton 8 Stearns Isand I Chisago Sherburne i Anoka Wright Kandiychl I Meeker McLeod Carver Renville f 7 Dakota Sibley Scott Redwood Goodhue 1co et Le Sueur Rice Wabasha Br n Blue Earth Cottonwood Watonwan Waseca steel. Dodge Olmsted Winona 02021 C. LIPER Todd Morrison -�- Kanabec Pine ille Lac Benton 13 Steams - Isanh 'Chisage Sherburne Anoka Wright `_ Kandiyohi ashing Meeker McLeod Renville 7 Dakota Scott Redwood Goodhue eo • Le Sueur ' RI 2 Wabasha Brown Blue Earth Co nwood Waseca Steele Dodge Watonwan f2021 G LIPER Olmsted Winona Map layers 2022 Congressional Districts r Indian Reservation County Interstate Map layers 2012 Congressional Districts Indian Reservation County If Interstate 2021 REDISTRICTING GUIDE n Office of the Minnesota Secretary of State 180 State Office Building 100 Rev. Dr. Martin Luther King Jr. Blvd. St. Paul, MN 55155 Phone: (651) 215-1440 Toll Free: 1-877-600-8683 Minnesota Relay Service: 1-800-627-3529 Email: elections.dept@state.mn.us Website: www.sos.state.mn.us Office of the Minnesota Secretary of State 2021 Redistricting Guide TABLE OF CONTENTS TABLEOF CONTENTS....................................................................................................................................................... 3 1.0 OVERVIEW................................................................................................................................................................. 8 1.1 About this guide...................................................................................................................................................... 8 1.1.1 Organization....................................................................................................................................................... 8 1.1.2 Usage................................................................................................................................................................. 8 1.2 What is redistricting?.............................................................................................................................................. 8 1.3 When does redistricting take place?....................................................................................................................... 8 1.3.1 Special Elections................................................................................................................................................. 9 1.4 Who will be redistricting?....................................................................................................................................... 9 1.4.1 County............................................................................................................................................................... 9 1.4.2 City..................................................................................................................................................................... 9 1.4.3 Township..........................................................................................................................................................10 1.4.4 School District...................................................................................................................................................10 1.4.5 Other Districts...................................................................................................................................................10 1.5 How can jurisdictions prepare?..............................................................................................................................10 1.5.1 Know your area.................................................................................................................................................10 1.5.2 Review your staff and skills................................................................................................................................10 1.5.3 Plan processes...................................................................................................................................................10 1.5.4 Understand the population...............................................................................................................................11 1.5.5 Gather census data............................................................................................................................................11 1.5.6 Map out technology..........................................................................................................................................11 2.0 STATE AND FEDERAL REDISTRICTING...................................................................................................... 2.1 Congressional districts......................................................................................................................... 2.2 Legislative districts............................................................................................................................... 2.3 District requirements........................................................................................................................... 2.4 Legislative process............................................................................................................................... 2.5 Role of the Office of the Secretary of State.......................................................................................... 2.6 Role of the courts................................................................................................................................. 3.0 CITY WARDS.................................................................................................................................. 3.1 What are wards?......................................................................................................................... 3.2 Ward requirements..................................................................................................................... 3.2.1 Ward boundaries.................................................................................................................... 3.2.2 Ward population.................................................................................................................... 3.3 Ward redistricting process.......................................................................................................... 3.3.1 Review city charter or policies................................................................................................ 3.3.2 Acquire census block population data.................................................................................... 3.3.3 Describing ward boundaries................................................................................................... 3.3.4 Public involvement................................................................................................................. 3.3.5 Dates for establishing wards................................................................................................... 3.4 Giving notice............................................................................................................................... 3.4.1 Publish and post ward plan..................................................................................................... 3.4.2 Notification of county and state............................................................................................. 3.5 Ward redistricting and the City Council....................................................................................... 3.5.1 Residence in ward.................................................................................................................. 3.5.2 First class cities without staggered council terms.................................................................... 3.5.3 Failure to redistrict................................................................................................................. 3 6 Voter's right to contest .................15 .................15 .................15 .................15 .................15 .................16 .................16 .................16 .................16 .................17 .................17 .................17 .................17 .................17 .................18 .................18 .................18 .................18 ..........................................................................................................................................18 Office of the Minnesota Secretary of State 2021 Redistricting Guide 3 4.0 PRECINCTS................................................................................................................................................................19 4.1 What are precincts?...............................................................................................................................................19 4.2 Precinct requirements............................................................................................................................................19 4.2.1 Precinct boundaries...........................................................................................................................................19 4.2.2 Population.........................................................................................................................................................19 4.2.3 Available polling places.....................................................................................................................................19 4.2.4 Other non -required considerations...................................................................................................................19 4.3 Precincts and the redistricting process...................................................................................................................20 4.3.1 Precinct freeze..................................................................................................................................................20 4.3.2 Preparation.......................................................................................................................................................20 4.3.3 Describing precinct boundaries.........................................................................................................................22 4.3.4 Establishing precincts........................................................................................................................................23 4.4 Giving notice..........................................................................................................................................................23 4.4.1 Notify the county auditor..................................................................................................................................23 4.4.2 Notify the Office of the Secretary of State.........................................................................................................23 4.4.3 Send map of precinct boundaries to the Office of the Secretary of State...........................................................23 4.4.4 Post precinct boundaries...................................................................................................................................24 4.4.5 Notify affected households of changes..............................................................................................................24 4.4.6 Publish precinct boundaries..............................................................................................................................24 4.5 Preparing for the next election..............................................................................................................................24 5.0 POLLING PLACES.......................................................................................................................................................24 5.1 What are polling places?........................................................................................................................................24 5.2 Polling place requirements....................................................................................................................................25 5.2.1 Accessibility.......................................................................................................................................................25 5.3 Establishing polling places.....................................................................................................................................26 5.3.1 Designating polling places.................................................................................................................................26 5.3.2 Combined polling places....................................................................................................................................26 5.3.3 School district combined polling places.............................................................................................................27 5.3.4 Polling places and mail balloting........................................................................................................................27 5.3.5 Polling place equipment....................................................................................................................................27 5.4 Giving notice..........................................................................................................................................................27 5.4.1 Notify the county auditor..................................................................................................................................27 5.4.2 Notify affected households................................................................................................................................27 6.0 COUNTIES AND REDISTRICTING................................................................................................................................29 6.1 Redistricting process overview..............................................................................................................................29 6.1.1 Redistricting levy...............................................................................................................................................29 6.1.2 Preparation.......................................................................................................................................................29 6.2 Sharing information...............................................................................................................................................30 6.2.1 Census data.......................................................................................................................................................30 6.2.2 State redistricting plans.....................................................................................................................................31 6.2.3 Precinct changes...............................................................................................................................................32 6.3 Is county commissioner redistricting required?.....................................................................................................32 6.3.1 Adjust to new precinct boundaries....................................................................................................................32 6.3.2 Maintain contiguous districts............................................................................................................................33 6.3.3 Ten percent population variance.......................................................................................................................33 6.3.4 Majority of districts and majority of population.................................................................................................34 6.3.5 Equality of population.......................................................................................................................................34 6.3.6 Effect of annexations.........................................................................................................................................34 6.3.7 Determining population in split census blocks...................................................................................................35 Office of the Minnesota Secretary of State 2021 Redistricting Guide 4 6.4 Giving notice..........................................................................................................................................................35 6.4.1 Publish legislative and congressional district boundaries...................................................................................35 6.5 Post -redistricting duties.........................................................................................................................................35 6.5.1 Corrections after redistricting............................................................................................................................35 6.5.2 Boundary adjustment due to municipal annexations.........................................................................................36 6.5.3 Update voter registration records.....................................................................................................................36 7.0 COUNTY COMMISSIONER REDISTRICTING................................................................................................................37 7.1 Definition...............................................................................................................................................................37 7.2 County commissioner district requirements..........................................................................................................37 7.2.1 Number of districts............................................................................................................................................37 7.2.2 Relationship with precinct lines.........................................................................................................................37 7.2.3 Contiguous territory..........................................................................................................................................37 7.2.4 Regular and compact in form............................................................................................................................38 7.2.5 Population requirements...................................................................................................................................38 7.3 County commissioner redistricting process............................................................................................................38 7.3.1 Notice of intent to redistrict..............................................................................................................................38 7.3.2 Public involvement............................................................................................................................................38 7.3.3 Redistricting principles......................................................................................................................................38 7.3.4 Verify precinct boundaries................................................................................................................................39 7.3.5 Writing the commissioner plan..........................................................................................................................39 7.3.6 Dates for establishing commissioner districts....................................................................................................40 7.4 Giving notice..........................................................................................................................................................40 7.4.1 Send commissioner district map to Secretary of State.......................................................................................40 7.4.2 Publish commissioner district plans...................................................................................................................40 7.4.3 Notify cities and townships of changes in commissioner districts.......................................................................40 7.5 District changes and serving county commissioners..............................................................................................40 7.5.1 Do commissioners need to run for election as a result of redistricting?.............................................................40 7.5.2 Normal four-year terms.....................................................................................................................................41 7.5.3 Commissioner shifted out of district..................................................................................................................41 7.5.4 The five percent (5%) rule.................................................................................................................................41 7.5.5 Attorney General opinions on the five percent (5%) rule...................................................................................42 7.5.6 Use of the term "re-elect.. .................................................................................................................................42 7.5.7 Vacancies in office.............................................................................................................................................43 7.6 Contests to redistricting plans................................................................................................................................43 7.6.1 Voter's right to contest......................................................................................................................................43 7.6.2 Court response to contest.................................................................................................................................43 7.6.3 Redistricting commission...................................................................................................................................43 7.6.4 Preparing for contests.......................................................................................................................................44 8.0 SCHOOL DISTRICT REDISTRICTING............................................................................................................................45 8.1 Overview................................................................................................................................................................45 8.1.1 School district elections organization................................................................................................................45 8.1.2 Preparing for redistricting.................................................................................................................................45 8.2 School districts with at -large boards......................................................................................................................45 8.2.1 School district boundary information................................................................................................................45 8.2.2 Updated precinct information...........................................................................................................................46 8.3 Polling Places.........................................................................................................................................................46 8.3.1 Designation.......................................................................................................................................................46 8.3.2 Notification of voters........................................................................................................................................47 8.3.3 Combined polling place.....................................................................................................................................47 Office of the Minnesota Secretary of State 2021 Redistricting Guide 5 8.3.4 Accessibility.......................................................................................................................................................47 9.0 SCHOOL DISTRICTS WITH BOARD MEMBER DISTRICTS.............................................................................................49 9.1 Definition...............................................................................................................................................................49 9.2 School board member district requirements.........................................................................................................49 9.2.1 District representation......................................................................................................................................49 9.2.2 District geography.............................................................................................................................................49 9.2.3 Combined polling places....................................................................................................................................49 9.2.4 District population census.................................................................................................................................50 9.2.5 District population equality...............................................................................................................................50 9.3 Is redistricting of board member districts required?..............................................................................................50 9.4 School board redistricting process.........................................................................................................................50 9.4.1 Acquire population counts................................................................................................................................50 9.4.2 Notice of intent to redistrict..............................................................................................................................50 9.4.3 Updated precinct information...........................................................................................................................50 9.4.4 Writing the redistricting plan.............................................................................................................................51 9.4.5 Dates for establishing member districts.............................................................................................................51 9.5 Giving notice..........................................................................................................................................................51 9.6 How district changes affect serving board members.............................................................................................52 9.7 Voter's right to contest..........................................................................................................................................52 10.0 OTHER DISTRICTS....................................................................................................................................................53 10.1 Park districts........................................................................................................................................................53 10.1.1 Hennepin County Park District.........................................................................................................................53 10.1.2 Minneapolis Park Districts...............................................................................................................................53 10.2 Soil and water conservation supervisor districts..................................................................................................53 10.2.1 District requirements......................................................................................................................................53 10.2.2 Redistricting process.......................................................................................................................................53 10.2.3 Elections following redistricting.......................................................................................................................54 10.3 Hospital Districts..................................................................................................................................................54 10.4 Metropolitan Council Districts.............................................................................................................................54 10.5 Other Local Districts.............................................................................................................................................54 APPENDIX A — REDISTRICTING TIMELINES......................................................................................................................55 APPENDIX B — REDISTRICTING CHECKLISTS.....................................................................................................................61 CountyAuditor............................................................................................................................................................61 BeforeRedistricting...................................................................................................................................................61 DuringRedistricting...................................................................................................................................................61 AfterRedistricting......................................................................................................................................................62 County Board of Commissioners..................................................................................................................................63 CountyRedistricting Commission................................................................................................................................63 CityClerk......................................................................................................................................................................64 BeforeRedistricting...................................................................................................................................................64 DuringRedistricting...................................................................................................................................................64 AfterRedistricting......................................................................................................................................................65 CityCouncil..................................................................................................................................................................66 CityCharter Commission.............................................................................................................................................66 TownshipClerk............................................................................................................................................................67 BeforeRedistricting...................................................................................................................................................67 DuringRedistricting...................................................................................................................................................67 AfterRedistricting......................................................................................................................................................68 TownshipBoard...........................................................................................................................................................68 Office of the Minnesota Secretary of State 2021 Redistricting Guide C1 SchoolDistrict Clerk.....................................................................................................................................................69 BeforeRedistricting...................................................................................................................................................69 DuringRedistricting...................................................................................................................................................69 AfterRedistricting......................................................................................................................................................70 SchoolBoard................................................................................................................................................................70 APPENDIX C—SAMPLE DOCUMENTS.............................................................................................................................71 Resolution Establishing Precincts and Polling Places...................................................................................................71 Resolution Reestablishing Precincts and Polling Places...............................................................................................71 Resolution for Adoption of County Commissioner Districts.........................................................................................72 RedistrictingPVC text (draft).......................................................................................................................................74 REDISTRICTING NOTICE TO VOTERS...............................................................................................................................74 APPENDIX D — ATTORNEY GENERAL'S OPINIONS...........................................................................................................75 APPENDIX E — GETTING REDISTRICTING DATA................................................................................................................78 Geographicdata..........................................................................................................................................................78 Populationsummaries.................................................................................................................................................78 Sources of redistricting data and related information .................................................................................................78 APPENDIX F—SUBMITTING REDISTRICTING DATA.........................................................................................................80 Authorization...............................................................................................................................................................80 Procedure....................................................................................................................................................................80 TechnicalGuidelines....................................................................................................................................................80 BlockEquivalency Files...............................................................................................................................................80 ESRIShapefile............................................................................................................................................................80 Office of the Minnesota Secretary of State 2021 Redistricting Guide 7 1.0 OVERVIEW 1.1 About this guide 1.1.1 Organization This guide follows the general flow of the redistricting process as described in the "When does redistricting take place" section, starting with general overviews of the process, then getting into specifics for election administrators in different levels of government. While federal and state level redistricting will be covered briefly, the focus of this guide is on what happens at the local level —especially for counties, municipalities, and school districts. Information about notifications and contest of redistricting plans is included in each relevant chapter. Though changes will have to be made in the Statewide Voter Registration System following redistricting, that topic is not addressed in detail in this guide. The appendices (incomplete for this draft) may include reference materials such as timelines, flowcharts, sample resolutions, information about redistricting software and data, and relevant statutes, rules and opinions. 1.1.2 Usage All information in this guide should be used along with other Election Guides produced by the OSS and the Minnesota Election Laws. The content of this document is subject to change as directed in subsequent legislation. In all matters, the law and rule are the final authority. Consult with your attorney if you have additional legal questions. Throughout this guide, the abbreviations M.S. and M.R. will be used to refer to Minnesota Statutes and Minnesota Rules, respectively. 1.2 What is redistricting? Redistricting is the process of redrawing the boundaries of election districts to ensure that the people of each district are equally represented. It is typically done in the United States every ten years, after the completion of the decennial Census. At the federal level, the apportionment process in the U.S. Constitution outlined a process to make sure each state has Representatives in the House of Representatives roughly proportional to its population. Laws passed since have modified the apportionment process as the number of states and number of representatives changed. Within Minnesota, the state constitution and statutes identify what districts need to be redistricted and processes for redistricting that happens. ways to Within each state, district boundaries are drawn so that approximately the same number of persons are contained within each congressional district in the state in order to give all persons within the state equal representation. These offices include both chambers of the state legislature, county commissioner districts, and city wards, among others. 1.3 When does redistricting take place? Redistricting must be completed before the state primary in 2022. In the past it usually has happened in the winter/spring of the year ending in two. The details of redistricting involve many deadlines and important dates that are defined in statutes or rules. Many dates are relative to a fixed date, such as "19 weeks before the state primary." Other dates are relative to the date when the legislative redistricting plan is adopted, such as "60 days after the legislature has been redistricted." Because of this, some specific dates are included throughout this guide, while other dates are given in a more general way. See Appendix A for three timelines that compile relevant dates: 1. Intended Deadline Timeline, which includes all relevant dates, is based on the legislative plan being adopted around the statutory "intended deadline." It covers the adoption period of January 28, 2022 to March 29, 2022. Early Timeline includes dates that are relative to the adoption of the legislative plan, if the adoption date is before January 28, 2022. Office of the Minnesota Secretary of State 2021 Redistricting Guide Late Timeline includes dates that are relative to the adoption of the legislative plan, if the adoption date is after March 29, 2022. Also note that although deadlines and dates may be staggered, this office recommends that all levels of government keep in contact with each other about redistricting plans throughout the process because they may affect each other. 1.3.1 Special Elections Municipal and school district special elections are prohibited after March 29, 2022, therefore municipalities and school districts will not be able to hold special elections on the April or May uniform election dates in 2022. A school district special election required by any other law may be deferred until the date of the next school district general election, the state primary election, or the state general election. (M.S. 204B.135, subd. 4) 1.4 Who will be redistricting? Each local unit of government needs to determine its redistricting responsibilities and how it will accomplish them. To understand how a local unit of government will complete its redistricting tasks and responsibilities, local government officials need to determine if they have redistricting responsibilities. Aside from the legislature, four main jurisdictions have some degree of responsibility for redistricting: counties, cities, townships, and school districts. A summary of the duties are below, but more details are in dedicated portions of this guide. Even if a jurisdiction will not be adjusting their own districts, all jurisdictions may be affected by decisions made by others and remain aware of the redistricting process as it proceeds. 1.4.1 County County governments must redistrict county commissioner districts after every federal census to meet the requirements in M.S. 20413.135. This redistricting may take the form of: 1. reestablishing existing county commissioner districts, if they currently meet all statutory requirements, or 2. drawing new county commissioner districts, to make them conform to the statutes. County commissioner district redistricting must occur no later than 80 days after state legislative and congressional redistricting and after precincts are redistricted or reestablished by cities and townships. Counties responsible for unorganized territories must also redistrict or reestablish precinct boundaries in those areas. A voter may apply to a district court for a court order to require county redistricting or to revise the county's redistricting plan. One option for the court is to appoint a redistricting commission, removing redistricting authority from the county board. (M.S. 375.025) 1.4.2 City City governments must reestablish all precincts after state redistricting. This could be a routine process of verifying that existing precinct boundaries meet legal requirements and then reconfirming those boundaries. The city could also determine that existing precincts do not meet the requirements in law, particularly if new legislative or congressional districts have split existing precincts. Cities may also find this to be a good time to realign precincts to eliminate precincts split by school districts, adjust, add, or remove precincts to accommodate population changes, or to change polling places. Cities with wards must redistrict ward boundaries to ensure compliance with ward population equality and other legal requirements. This may involve reestablishing existing wards or drawing new ward boundaries. If cities with wards fail to redistrict their wards within 60 days after the state legislature has been redistricted, the mayor and city council members will not get paid until redistricting is completed. (M.S. 20413.14 subd. 3; M.S. 205.84) Office of the Minnesota Secretary of State 2021 Redistricting Guide 9 1.4.3 Township Township boards must reestablish precinct(s) following legislative redistricting. This may involve reestablishing an existing precinct or establishing new precinct boundaries, particularly if legislative or congressional districts have split the township. Townships that are split by school districts may also choose to establish multiple precincts to simplify elections. (M.S. 204B.14 subd. 3) 1.4.4 School District All school districts need to assess how any precinct changes might affect polling place combinations in a stand-alone school district election, and establish new combinations if necessary. Even school districts that normally have even year elections should review their polling place combinations, in case a special election becomes necessary. If any school board members within a school district are elected from election districts (where voters in a specific area vote for a particular board member seat) then the school district must follow the redistricting guidelines and consider whether adjustments for population are necessary. (M.S. 204B.135 subd. 2; M.S. 205A.12) 1.4.5 Other Districts Some other kinds of districts may have some limited responsibilities —see Chapter 8 for more information on these. 1.5 How can jurisdictions prepare? The specific actions any jurisdiction takes in redistricting may vary. Below are some general considerations. Details specific to counties, cities, towns, or school districts will be in their specific sections. The skills and tools a local government needs for redistricting depends on the tasks to be completed and the level of effort required. The following questions will help determine what skills and tools you have and what additional skills and tools your office may need to acquire. 1.5.1 Know your area • How many precincts under the jurisdiction's responsibility need to be redistricted or reestablished? • How many election districts under the jurisdiction's responsibility may need to be redistricted or reestablished? • What laws apply to these types of election districts? • What redistricting tasks are required? • What changes may be needed for polling places? 1.5.2 Review your staff and skills • What prior experience with redistricting do staff have? • What additional background do decision makers need? • Who are your technical staff? What additional training do they need? • Who are your legal staff? What additional training do they need? • Who are your administrative staff? What additional training do they need? 1.5.3 Plan processes • How will you include stakeholders and the public in the process? • Who will be drawing draft plans for you? • Where do the redistricting tasks fit into redistricting timeline requirements? Office of the Minnesota Secretary of State 2021 Redistricting Guide 10 • How will you share your plans with public, media, and elected officials? 1.5.4 Understand the population • What is the jurisdiction's population? • What are the important demographic characteristics or communities of interest within the population? • How is the population distributed within the districts? • How has the population moved or changed since districts were last drawn? 1.5.5 Gather census data • Do you have maps or geodata of the Census geographies in your jurisdiction? • Do you know how to get the Census population data for your jurisdiction? See Appendix for more information about Census data 1.5.6 Map out technology • Will using a geographic information system (GIS) save time, money and effort, or will obtaining and using a GIS be more work and expense beyond what is required for your level of effort? • Do you have a GIS? If so, does your GIS meet the needs of your redistricting tasks? • Do you have technical staff that understands GIS, GIS software, and the development and maintenance of geographic databases? If not, is this assistance available through other government entities or associations Office of the Minnesota Secretary of State 2021 Redistricting Guide 11 2.0 STATE AND FEDERAL REDISTRICTING 2.1 Congressional districts After each federal census, congressional apportionment takes place. This is the process of dividing up the 435 seats in the House of Representatives among the fifty states, based since 1940 on the Method of Equal Proportions. This complicated mathematical formula makes certain that after each state receives at least one U.S. Representative, the remaining seats are allocated one at a time in a way that minimizes the percentage differences in the population of congressional districts. The members of Congress do not draw their own congressional district lines. Each state draws the boundaries for its congressional districts following its own procedures and statutes. In most cases the responsibility is given to the state legislature and governor, but some states use other methods, such as redistricting commissions. Since 1963, Minnesota has had eight congressional districts. The congressional apportionments were expected to be announced by the end of 2020, but were delayed until April 2021. Minnesota will keep its eight congressional seats for another ten years. 2.2 Legislative districts Minnesota's state senate is composed of 67 members, and the state house of representatives is composed of 134 members, with two house districts being fully contained in each senate district. Following redistricting in 2022, all seats of the senate and house will be up for election, even though this will mean that senators will only have a two-year term instead of the usual four years. (Minnesota Constitution Article IV, M.S. 2.021) 2.3 District requirements Constitutional requirements for legislative and congressional districts include: • Equal population • Convenient, contiguous territory • Single member senate districts • Two House districts nested within each senate districts • Numbered in a regular series (Minnesota Constitution, Article IV) Statutory requirements for redistricting plans include: • A redistricting plan must cover the entire territory of the state. • All districts must consist of "convenient, contiguous territory substantially equal in population." • Districts also must not subdivide political subdivisions more than necessary. (M.S. 2.91, subd. 2) Non -statutory redistricting principles used in the past include: • Congressional district populations must be as nearly equal as practicable, while the population of legislative districts must fall within 2% of the ideal population. • Communities of interest should be preserved, including citizens with similar social, geographic, political, cultural, ethnic, economic or other interests. • Voting rights of racial, ethnic, and language minority groups should not be abridged Office of the Minnesota Secretary of State 2021 Redistricting Guide 12 • Incumbents should be neither unduly protected nor defeated. (Order of the Special Redistricting Panel, Hippert vs. Ritchie, No. A11-152) 2.4 Legislative process To adopt a redistricting plan for congressional or for state legislative districts, the Minnesota legislature passes a bill to make the redistricting plan a part of state law. In most ways, the redistricting plan is like any other bill: the bill is filed by a member of the House and a member of the Senate; hearings are conducted, and amendments made to the bill; any disagreements between the House and Senate are settled in conference committee; and the final version of the bill is sent to the Governor. The Governor may then approve the bill, veto the bill, or allow the bill to become law without a signature. A redistricting bill might include both the congressional and state legislative plans, or these plans could be enacted as part of separate bills. However, in some ways, redistricting bills are different. These bills reference a redistricting plan on file and available on the legislature's web site, and do not set forth the legal descriptions of each district as part of the bill. Likewise, redistricting bills are sometimes considered at the same time as other bills setting forth the redistricting principles that the legislature is considering as the ground rules that would apply to any specific redistricting plan. The political importance of these bills also means that they seldom move through the legislative process without controversy and extensive debate. It is the intention of the legislature to complete congressional and legislative redistricting no later than February 15, 2022, which is 25 weeks before the state primary on August 9, 2022. (M.S. 204B.14, subd. 1a) The state legislature also has the responsibility for adopting a redistricting plan for the members of the Metropolitan Council following each decennial census. This plan is adopted as a state law through the same legislative process discussed above. (M.S. 473.123, subd. 3a) 2.5 Role of the Office of the Secretary of State The authority of the Office of the Secretary of State in redistricting election districts and reestablishing precincts is derived from M.S. 20413.14, 2046.145, 20413.146, and 2.91. The Office of the Secretary of State is instructed by law to: • As an ongoing task, prepare maps illustrating precinct and district boundaries in either electronic or paper format for the public at cost of production. (M.S. 20413.146 sub. 2) • As an ongoing task, maintain a computer database of precinct and election district boundaries. (Available at the Minnesota Geospatial Commons.) The database shall be updated whenever a boundary changes. In some cases, when a municipal boundary that is coterminous with one or more election district boundaries changes, the Office of the Secretary of State may order corrections to move election district boundaries to keep them coterminous with the municipal boundary. (M.S. 20413.146 sub. 2 and 3) • During 2021, conduct conferences to instruct county auditors and municipal and school clerks in the procedures for redistricting. (M.S. 20413.146 sub. 1) • Upon enactment of a redistricting plan for the legislature or Congress, provide copies of the relevant portions of the plan to each county auditor, who then shall provide relevant portions to each municipal clerk in that county. (M.S. 2.91 sub. 1) • After a state redistricting plan is adopted, make copies of the district plan files, maps, and tables available to the public at cost of production. (M.S. 2.91 sub. 1) • After a state redistricting plan is adopted, order corrections to "clean up" the plan. These corrections include adding territories that were omitted from the plan, removing duplicate occurrences of the same territory, and resolving ambiguous boundary descriptions. A copy of each correction shall be provided to the affected county Office of the Minnesota Secretary of State 2021 Redistricting Guide 13 auditor, municipal clerk, and any candidate. The Office of the Secretary of State shall recommend to the legislature any technical corrections to the redistricting plan. (M.S. 2.91 sub. 2, 3, and 4) • During the decade following redistricting, provide periodic updates of precinct and election district boundaries to the Legislative Coordinating Commission (LCC), the state demographer, and the Minnesota Geospatial Information Office (MnGeo). (M.S. 204B.146 subd. 2) 2.6 Role of the courts If someone believes that a state legislative or congressional redistricting plan violates the law, that person can file a lawsuit asking the court to modify a redistricting plan, or to throw the plan out completely. Lawsuits can also be brought if redistricting has not occurred. A lawsuit might be brought in federal court or, in some cases, in state court to resolve the legal issues raised concerning a redistricting plan. There are a number of legal arguments that can be made against any redistricting plan: (1) that the plan violates the United States Constitution (the requirement that districts provide for One Person, One Vote, for example); (2) that the plan violates federal laws (the protections against racial discrimination in the federal Voting Rights Act, for example); or (3) that the plan violates the Minnesota Constitution, or Minnesota state law (the requirements for districts to be contiguous, for example). The court in which the lawsuit is filed will hear evidence from all the persons involved in the lawsuit, and then will issue a written ruling regarding the redistricting plan. The losing side (and even the winning side, if that side is unhappy with some part of the court's ruling) can then appeal this court's ruling to a higher court. This appeals process can continue until the highest court (the United States Supreme Court) makes its ruling, or declines to hear an appeal, which means that a lower court's ruling becomes the final decision regarding that plan. As part of the process for the courts to make their final decision regarding the plan, a court may order a plan to be revised by the legislature. Courts have even drawn district lines themselves when the legislature was unable to do so after a court order. In some unusual cases, the courts have continued to be involved in redistricting plans for the entire ten-year period between one federal census and the new redistricting plan drawn after the next federal census. Office of the Minnesota Secretary of State 2021 Redistricting Guide 14 3.0 CITY WARDS 3.1 What are wards? Wards are portions of a city that are represented by specific elected official(s) on the city council. These council members are elected by the voters who live within that ward. Of the 853 cities in Minnesota, approximately 70 use wards for electing council members, including 8 of the 10 largest cities in the state. In other cities, voters in the entire city vote for all councilmembers, which is known as "at -large." Cities with wards are always organized as charter cities. Cities with wards must redistrict their wards after the federal census, and must make the wards' populations as equal as practicable. This process has an impact on a city's precincts and thus is often done in conjunction with precinct reestablishment. See the Precincts section for details about precincts and their reestablishment. 3.2 Ward requirements Wards must be drawn to satisfy statutory requirements for boundaries as well as population. City charters may also specify additional requirements for the wards within a city beyond what is presented here. 3.2.1 Ward boundaries Wards must be drawn to meet statutory requirements about their boundaries. These requirements influence the geography of the ward districts. These requirements include that: • Wards are bounded by precinct lines, • Wards are compact in area, • Wards are composed of contiguous territory. (M.S. 2046.14, subd. 1, 205.84) While it is no longer required that precinct boundaries follow Census block boundaries or physical features, it may be helpful administratively. Using Census block boundaries allows a city to get definite populations for each precinct or ward. Using physical features for boundaries also helps to make it clear to the public where a precinct or ward begins and ends. Note that Census blocks will not reflect any municipal annexation after January 1, 2020. If a city has annexed territory since that date, the precinct and ward plans should be written to include any annexed areas. However, the population of the recently annexed area may be difficult to accurately determine (see below for more information). 3.2.2 Ward population Wards must be as equal in population as practicable. (M.S. 205.84 subd. 1) It may not be possible to draw wards that are exactly equal in population. Situations where wards may have unequal population are: • The total population of the city is not divisible by the number of wards, or • The population totals within census blocks do not provide refined enough numbers to draw equal population wards. For the purpose of redistricting wards, the city must use the population counts that are certified by the U.S. Census Bureau and reflect the city's population as of April 1, 2020. Therefore, the city does not necessarily need to consider any annexation of population after the completion of the decennial census. However, case law has established that in some situations a city may consider post -census population changes or imminent development when redistricting wards. Office of the Minnesota Secretary of State 2021 Redistricting Guide 15 The obvious problem in considering the population in territory annexed after the date of the census is the difficulty of precisely determining the size of that population. If an annexation includes an entire census block, population for that block is easy to determine. However, if a partial census block is annexed, the city may need to use another method to determine the population of the annexed area. Since it is not possible to get an official population count for a portion of a census block, the city may form an estimate of the actual resident population annexed. However, if an estimate is used the city will need to be able to document how that estimate was developed in order to withstand a possible court challenge to the city's redistricting plan. If the total population of the census block would not cause the population of the ward to exceed Constitutional requirements, it may be sufficient to simply proceed as though the entire population of the census block were annexed for the purpose of calculating ward population. 3.3 Ward redistricting process The ward redistricting process generally happens at the same time as the precinct establishment process, Cities should also review the information about precinct establishment, especially the section on Municipalities with multiple precincts. 3.3.1 Review city charter or policies The city charter or official policies should be reviewed to determine if the city has established any specific redistricting related procedures, policies, or requirements in addition to those specified in state law. If there are any conflicts between the city's charter or policies and Minnesota law, cities should work with the city attorney to determine how best to reconcile the conflicts. 3.3.2 Acquire census block population data Population is a major consideration when evaluating and redistricting city wards. It is no longer required to draw precincts on census block boundaries, however doing so simplifies the calculation of ward population totals. To use census block population data it is necessary to have a map indicating block boundaries and the unique number for each census block. See Appendix for more information about Census data 3.3.3 Describing ward boundaries There are many ways to describe ward boundaries. If a single feature (road, river, etc.) is the division between wards, it may be sufficient to define the wards in relation to that feature, for example "those portions of the city east of Main Street," or "north of Clearwater Creek." However, when ward boundaries follow multiple features, a metes and bounds description may be the best way to make the boundary clear. A metes and bounds description is one that describes the boundaries of the wards in such a way that a person could walk the described boundary. An example from the past described a portion of the Metropolitan Council's 6th District: "The sixth council district consists of that portion of Hennepin county consisting of the cities of Golden Valley and St. Louis Park and that portion of the city of Minneapolis lying west and south of a line described as follows: commencing at the intersection of the southern boundary of the city of Minneapolis and Interstate Highway 35W, northerly along Interstate Highway 35W to Minnehaha Parkway, northeasterly along Minnehaha Parkway to 50th Street E., westerly along 50th Street E. to Stevens Avenue S., northerly along Stevens Avenue S. to 46th Street E., westerly along 46th Street E. to Nicollet Avenue S., northerly along Nicollet Avenue S. to 36th Street W..." A metes and bounds description may be preferable because it: • is more easily understood by people unfamiliar with the city, and Office of the Minnesota Secretary of State 2021 Redistricting Guide 16 • refers to relatively permanent features, not features which tend to change over time such as precincts. When a ward redistricting plan is approved, any reference to a municipal or precinct boundary refers to that boundary on the day the plan is approved. It is not uncommon for municipal boundaries to change. A metes and bounds description may help to reinforce that when an annexation has occurred, a change in precincts and wards also has occurred. 3.3.4 Public involvement It is recommended that cities solicit public involvement in the redistricting process. Public involvement may include multiple meetings during which the council considers a variety of redistricting plans, including those submitted by members of the public. 3.3.5 Dates for establishing wards 3.3.5.1 Cities with council members elected by ward A city may not redistrict its wards before the state legislative redistricting plan has been adopted, except for first class cities electing council members by ward in 2021--see below for that situation. Once the state legislative districting has occurred, the city must redistrict its wards, along with its precincts, within 60 days of legislative redistricting or by March 29, 2022, whichever comes first. (M.S. 20413.135 subd. 1) An ordinance establishing new ward boundaries becomes effective on August 9, 2022, the date of the state primary election. (M.S. 205.84 subd. 2) If the state legislative redistricting plan is adopted and/or any court challenges are resolved less than 19 weeks before the state primary in a year ending in two (after March 29 in 2022), there are alternate dates and procedures for redistricting or reestablishing local government elective districts. For more information on the alternate dates and procedures refer to Appendix A or contact the Elections Division of the Secretary of State's Office. 3.3.5.2 First class cities with council members elected by ward in 2021 First class cities that will elect their council members by ward in 2021 may reestablish their ward boundaries no later than 14 days before the start of candidate filing. For cities with a primary possible, the filing period opens May 18, 2021, so the deadline is May 4, 2021. For cities without a primary possible, the filing period opens July 27, 2021, so the deadline is July 13, 2021. The new ward boundaries take effect on the date of the municipal primary, August 10, 2021. In this circumstance, precinct boundaries may be reestablished within four weeks of the adoption of ward boundaries. The ward boundaries may be modified after the legislature has been redistricted for the purpose of establishing precinct boundaries. (M.S. 20413.135, subd. 1; 20413.14, subd. 3(c); 205.84) 3.4 Giving notice 3.4.1 Publish and post ward plan While it is not specifically required to publish or post ward redistricting plans it is a good practice to publish and post plans to make them as widely available to the public as possible. If precincts are changed in the course of redistricting ward boundaries, follow precinct notification guidelines. 3.4.2 Notification of county and state In most cases, a change in ward boundaries will also require a change in precinct boundaries, which requires notification of the county auditor and secretary of state. Cities that incorporate ward designations into their precinct names (e.g. "Ward 1 Precinct 1") do not need to do any additional notification of their ward boundaries. In situations where precinct names do not reference the ward to which they belong, the city clerk should provide the county auditor with information about which precincts are in which wards. (M.S. 2046.14, subd. 5) Office of the Minnesota Secretary of State 2021 Redistricting Guide 17 3.5 Ward redistricting and the City Council 3.5.1 Residence in ward When elected, a member of the city council must be, and remain, a resident of the ward they represent. If redistricting causes a ward boundary to move, and that boundary change causes a council member's residence to be shifted into another ward, the council member is allowed to continue to serve for the remainder of their term. However, if the council member runs for re-election, they will need to become a resident of the ward they represent. (M.S. 205.84, subd. 2) 3.5.2 First class cities without staggered council terms Notwithstanding any home rule charter provision to the contrary, in a city of the first class where council members are elected by ward to serve for four years to terms that are not staggered, if the population of any ward changes by five percent or more, all council members must be elected to new terms at the first municipal general election after ward boundaries are redefined. However, if no municipal general election would otherwise occur in 2022 or 2023, a municipal general election must be held in one of those years. (M.S. 205.84, subd. 1(b)) 3.5.3 Failure to redistrict Minnesota statutes provides a penalty if the city council fails to either confirm that existing wards meet statutory requirements, or redistrict wards to meet statutory requirements. The city council must take an action to either formally reconfirm or change ward boundaries within the time frames provided in law. In the event that the council fails to act in time, no further compensation shall be paid to the mayor or council members until such time as they act. (M.S. 205.84 subd. 2) 3.6 Voter's right to contest Minnesota law provides guidance to citizens of their right to contest local government election district plans. A voter wishing to contest a city ward redistricting plan or compel redistricting must file with the district court in the county by the appropriate date: • If the redistricting plan is approved before March 29, 2022, the voter must file within three weeks, but no later than April 5, 2022; • If the redistricting plan is approved after March 29, 2022, the voter must file within one week of adoption. Consult with the city attorney for additional information regarding the procedures for ward redistricting contests. (M.S. 2046.135 subds. 1 and 3 (a) and (b)) Office of the Minnesota Secretary of State 2021 Redistricting Guide IN 4.0 PRECINCTS 4.1 What are precincts? Precincts are the basic geographical areas for organizing and administering elections. For example, separate ballot styles are created for each precinct, separate voting rosters are created for each precinct, and votes are tallied by precinct. Precinct boundaries are established by the governing body of each municipality, and the county board in unorganized territories. City councils and township boards establish precinct boundaries as the result of various requirements in state statutes and also to suit the needs of the community. At a minimum, each municipality must be at least one precinct; additional precincts are necessary if the municipality is divided by a county, county commissioner, legislative or congressional district boundary. Within these broad requirements, municipalities may create as many or as few precincts as suits the community. 4.2 Precinct requirements 4.2.1 Precinct boundaries At a minimum, each city, township or county's unorganized territory must be at least one precinct. One precinct cannot be split between more than one: • County • Congressional district • Legislative district • City ward Ajurisdiction split by legislative or congressional districts during redistricting will need to adjust its precinct boundaries to follow the legislative and congressional district boundaries as defined in the state redistricting legislation. (M.S. 204B.14) For the decade following the redistricting of county commissioner districts, precincts must not cross county commissioner district boundaries. (M.S. 375.025 subd. 1) 4.2.2 Population Precincts are not tied to population size. However, precincts with large numbers of registered voters can become difficult to manage. While there is no specific threshold that covers all situations statewide, a small percentage of precincts have over 2,000 registered voters. 4.2.3 Available polling places Polling places must be in or near the precinct they are for, with certain exceptions. Although precincts are officially established first and polling places second, it may be helpful to identify polling places before establishing precinct boundaries. See the Polling Places section for more information. 4.2.4 Other non -required considerations Although precincts may be made up of non-contiguous portions of the city, it is recommended to avoid this if possible. One reason is to make the redistricting of county commissioner districts easier, following the establishment of precincts. Whenever a precinct exists which is made up of multiple parts, all parts of that precinct must be contained within a single county commissioner district, which may significantly limit where the county can draw commissioner districts. (M.S. 375.025 subd. 1) Office of the Minnesota Secretary of State 2021 Redistricting Guide 19 Within these requirements, governing bodies may create as many or as few precincts as necessary for the community. Unlike elective districts, voting precincts are based on administrative convenience and may contain a large or small population. However, precincts containing more than 2,000 registered voters can become unwieldy for election administration purposes. There are benefits to drawing precinct lines to follow census block boundaries. Municipal wards and county commissioner districts must be approximately equal in population. The only way to ensure that the districts are balanced by population is to know the census count for the precincts making up the districts, and the only way to know with any certainty the population count of the precincts is to use census blocks as the basis for setting precinct boundaries. Additionally, the legislative and congressional plans will use census blocks exclusively to draw district boundaries. Precincts abutting legislative or congressional districts must use at least some census block geography in order to match the district boundaries. The county board establishes precincts in unorganized territories. At minimum, the unorganized territories in the county must be at least one precinct, and additional precincts are necessary if a congressional or legislative boundary divides the unorganized territory. Beyond this, counties are free to create as many or as few precincts as is appropriate for the community and election administration. 4.3 Precincts and the redistricting process 4.3.1 Precinct freeze Normally the governing body may make changes to precinct boundaries at any time before December 1 of the odd year. However, state election law freezes all precinct boundary lines from January 1, 2020 until after legislative and congressional redistricting is completed. The statutes establishing the precinct freeze allow two exceptions to the freeze period: to accommodate an annexation or to divide an existing precinct. (M.S. 2046.14) In the first exception, if a city annexes an area located in the same county as the city and the annexed area is adjacent to the city boundary the annexed area may be included in a precinct immediately adjacent to it. However, to include the recently annexed area into the city precinct all other statutory requirements such as not crossing legislative, congressional, or county commissioner districts still apply. The statutes do not provide an exception for including a non -adjacent annexation into a city precinct. (M.S. 2046.14 subd. 3 (a)) 2. The second exception provides that a municipality or county may split an existing precinct. To do this the newly established precincts must not extend beyond the boundaries of the original precinct. Additionally, the names of the new precincts must include the name of the former precinct. (M.S. 20413.14 subd. 3 (b)) 4.3.2 Preparation 4.3.2.1 Review city charter or policies Before redistricting, the city charter or official policies should be reviewed to determine if the municipality has established any specific redistricting related tasks. This is particularly true for cities with wards, whose charter may have ward requirements in addition to those specified in law. If there are any conflicts between the city charter or policies and Minnesota law, municipalities should work with their attorney to determine how best to reconcile the conflicts. 4.3.2.2 Clarify roles, responsibilities, duties, and expectations It is a good practice within your municipality to clarify and define the roles, responsibilities, duties, and redistricting - related expectations of the municipal clerk, staff, council/board, and/or other groups before redistricting begins. An agreement on who will do what tasks and when may safeguard everyone involved from unintentionally overstepping the tasks others are intending to do. It is a good idea for those with redistricting responsibilities to learn as much as they can about the redistricting process. Reviewing this guide is just one step in the learning process. There are many sources for additional information. Some of Office of the Minnesota Secretary of State 2021 Redistricting Guide 20 those sources are available on the OSS Redistricting webpage (https://www.sos.state.mn.us/election-administration- campaigns/election-administration/redistricting/). 4.3.2.3 Changes due to annexations Municipalities will need to identify any annexations that have occurred since the completion of the Census's TIGER/Line database on January 1, 2020. For redistricting purposes, they may choose to adjust the populations of areas received from the Census accordingly. 4.3.2.4 Provide information to local officials and media It is important that information relevant to local government redistricting be shared among all those involved with redistricting. This includes providing information to local media about the redistricting process and outcomes. Redistricting elective districts is an important component in the American political system and should be an open and visible process. 4.3.2.5 Acquire maps of school districts (Required) All municipalities are required to acquire maps of any school district with territory within their municipal boundaries within 21 days of the completion of state legislative redistricting, and before reestablishing precincts. Sources for school district maps include the school district itself, county offices, and the state Department of Education's Maps webpage (https://education.mn.gov/MDE/Data/Maps/). Municipalities should verify the source(s) of school district maps before redistricting begins. (M.R. 8255.0015) To simplify election day activities, cities may want to consider their ability to draw precinct boundaries to follow school district boundaries when possible. Administering precincts that are split by school districts sometimes leads to confusion on election day, especially when voters are given the incorrect ballot style by election judges. If a voter does not get an opportunity to vote on a race or question, it may result in them being disenfranchised. Conversely, voters outside the district may get the opportunity to vote on races or questions they are not eligible to vote on. 4.3.2.6 Identify and evaluate existing and potential polling places Before redistricting, it is a good practice to identify and evaluate existing and potential polling places. If the new legislative boundaries do not follow existing precincts within a municipality, it is advisable to know ahead of time where potential polling places exist that meet all state and federal requirements. Many cities may find it easier to first identify their potential polling places and then draw precincts around where they have a polling place. It may be harder to first draw precincts then try to find polling places for each one. Be aware that formal city council action is necessary to establish precinct boundaries before establishing polling places. For more information, see the Polling Places section. 4.3.2.7 Receive state redistricting plans from county auditor The county auditor is required to send a copy of relevant portions of state legislative and congressional redistricting plans to each municipal clerk within their county. The Secretary of State's office will be providing information including maps about the official legislative and congressional plans to each county auditor. The statutes do not explicitly define how, or in what format, the county auditor must provide relevant portions of state redistricting plans to municipal clerks. Municipalities should work with their county auditor to identify the best format to receive state redistricting plans. (M.S. 2.91 subd. 1) After adoption of the state redistricting plan, the Secretary of State is the official depository of that information. While copies of plans may be available from many other sources, it is strongly recommended that cities use only information that has been provided to their county auditor from the Secretary of State, or information that has been sent directly to the municipality from the Secretary of State. Any changes in legislative plans as a result of court action or changes ordered by the Secretary of State may not be reflected in information available from other sources. (M.S. 2.91 subd. 1) Office of the Minnesota Secretary of State 2021 Redistricting Guide 21 4.3.2.8 Receive corrections. if anv. of state plans After adoption of the state redistricting plan, the Secretary of State reviews the plan for errors. If errors are discovered, the Secretary of State has the responsibility to notify the municipal clerk and candidates for office in the affected area. If an error is discovered, the Secretary of State will work directly with any affected municipal clerk at that time. (M.S. 2.91 subd. 3) If municipalities discover errors in the state legislative or congressional district plans they should immediately notify the Secretary of State's Office by sending a description of the error along with a map of the affected area. 4.3.2.9 Posting state redistricting plans While not specifically required, it is recommended that municipal clerks post copies of the relevant portions of state legislative and congressional redistricting plans to provide information about the new state districts to the public. This may be particularly important in areas where district boundaries have changed and where voters may have questions about the new plans. 4.3.3 Describing precinct boundaries There are different ways to describe precinct boundaries, depending on the situation. In a municipality with only one precinct, the precinct boundaries may be defined as following the municipal boundaries. However, when a municipality has two or more precincts, another method is needed for describing the precinct boundaries that split the municipality. Although it is no longer required that precinct boundaries follow physical features, it may make describing precinct boundaries easier. If a municipality uses a single road, or other feature, as the boundary between precincts, it may be sufficient to define the precincts in relation to that feature, as in "those portions of the city east of Main Street," or "north of Clearwater Creek." However, when precinct boundaries follow multiple features, or there are numerous precincts in the municipality, a metes and bounds description may be the best description. A metes and bounds description is one that describes the boundaries of a precinct in such a way that a person could walk the described boundary. An example that describes a portion of the Metropolitan Council's 15th District is included in M.S. 473.123 subd. 3c (15): "The fifteenth council district consists of that portion of Dakota county consisting of the cities of Burnsville, Inver Grove Heights, and South St. Paul, and that portion of the city of Eagan lying north of a line described as follows: commencing at the intersection of Cliff Road with the western boundary of the city of Eagan, easterly along Cliff Road to its intersection with Robert Trail South and 110th Street West, then easterly along 110th Street West to the eastern boundary of the city of Eagan."' When a precinct plan is approved, any reference to a municipal boundary refers to that boundary on the day the plan is approved. As municipal annexations occur, county commissioner districts and state legislative and congressional district boundaries do not automatically change. Refer to 4.3.5.2 Annexations below for details on election district boundary corrections. In summary, the advantages of a metes and bounds description are that it is: • More identifiable to people unfamiliar with the municipality, • Better than using corporate limits for descriptions — as corporate limits tend to change over time, • A reminder that when municipal annexations occur, a precinct boundary change needs to occur or a new precinct needs to be created. Office of the Minnesota Secretary of State 2021 Redistricting Guide 22 4.3.4 Establishing precincts All local governments which establish the boundaries of election precincts —whether in cities, townships, or unorganized territories —must follow similar steps in preparing for the establishment of precincts in the redistricting process, as well as notifying voters and other governmental entities when the process is completed. It may be a very quick process for jurisdictions entirely in one precinct, or a more involved process for jurisdictions with multiple precincts that are changing. 4.3.4.1 Dates for establishing precincts All precincts in the state —whether in a city, township or unorganized territory —must be established (or reestablished) within 60 days of the adoption of the state redistricting plan, or by March 29, 2022, whichever comes first. These established precinct boundaries become effective on the date of the 2022 primary. (M.S. 20413.14, subd. 3) 4.3.4.2 Pass resolution or ordinance The resolution or ordinance reestablishing the precinct must be passed within 60 days of the completion of legislative redistricting, or by March 29, 2022, whichever comes first. (M.S. 204B.14, subds. 3 and 4.) A sample resolution is in Appendix C If the state legislative redistricting plan is adopted and/or any court challenges are resolved less than 19 weeks before the state primary in a year ending in two (after March 29 in 2022), there are alternate dates and procedures for redistricting or reestablishing precincts. For more information on the alternate dates and procedures refer to Appendix A or contact the Elections Division of the Secretary of State's Office. (M.R. 8255.0010) It is common for polling places to be designated in the same action as the precincts, or in an action passed in the same meeting. If a precinct is in or will be in a combined polling place, this is also a time to reestablish or change this status. See the Polling Place section for details. 4.4 Giving notice After completion of the redistricting process, the following notifications must be made by the governing jurisdiction. If there are any changes in the precinct boundaries after the boundaries have been drawn, similar notices must be provided by the municipal clerk or county auditor before the changes can take effect. (M.S. 204B.14) 4.4.1 Notify the county auditor The redistricting of county commissioner districts cannot occur until all municipalities have completed reestablishing their precincts. Additionally, the county auditor is required to update the statewide voter registration system whenever there have been changes in precinct boundaries. Municipalities should coordinate with their county auditor's office to determine the specific process that will be used in their county. Cities with territory in more than one county should make sure to coordinate with all relevant counties. 4.4.2 Notify the Office of the Secretary of State The municipal clerk or county auditor must immediately notify the Secretary of State of any change in a precinct boundary. To fulfill this notification the clerk or auditor should mail, fax or email a copy of the ordinance or resolution establishing the change to the Elections Division. (M.S. 20413.14 subd. 5) 4.4.3 Send map of precinct boundaries to the Office of the Secretary of State The clerk then must file a correct map of precinct boundaries within 30 days of a boundary change. Generally the county will provide a basemap for the municipal clerk to mark up if necessary. However, Secretary of State may also be able to assist. Contact Brad Neuhauser in the Elections Division at Brad.Neuhauser@state.mn.us or by phone at (651) 556-0648 for more help with a map. (M.S. 20413.14 subd. 5) Office of the Minnesota Secretary of State 2021 Redistricting Guide 23 Cities interested in submitting precinct boundary information in the form of a geographic information system (GIS) datafile should refer to Appendix F before sending any digital data. 4.4.4 Post precinct boundaries When precinct boundaries have been changed, the change does not take effect until a notice of the change has been posted in the office of the municipal clerk or county auditor for at least 56 days. (M.S. 20413.14 subd. 4) 4.4.5 Notify affected households of changes Notifying affected households of changes in precinct boundaries is covered by the notification required for changes in polling place. (See 5.3.4 Notify affected households) It is strongly recommended that all voters in the county be notified of their polling place, precinct, and other election districts using postal verification cards even if no changes have occurred. The benefits of this are to inform voters if any of their election districts have changed, and reaffirm their correct polling place. Cost sharing among the county, cities, townships, and school districts may keep the mailing costs affordable for any group. A special redistricting postal verification card will be available. 4.4.6 Publish precinct boundaries Though not specifically required, it is recommended that municipalities publish precinct boundaries in an effort to provide redistricting information to the public. This may be especially important in municipalities that have had significant precinct boundary changes. 4.5 Preparing for the next election If the redistricting process results in more precincts than the municipality or organized territory previously held, additional work may be needed to prepare for the upcoming state primary and general election. Among those items that may need to be done are: • Acquire additional voting equipment; • Additional polling place posters and supplies; • Recruit additional election judges; and • Confirm contracts for new or existing polling places, if necessary. The redistricting process may be a good opportunity for counties, cities, and townships to encourage people to participate in the election process by serving as an election judge. At every general election, it is required that a map of the precinct be posted in each polling place. If precinct boundaries have changed, a new map is especially important. For more information about preparing polling places for upcoming elections, refer to the guides produced by the Elections Division of the Office of the Secretary of State. 5.0 POLLING PLACES 5.1 What are polling places? The polling place is the location to which voters come to cast their ballots on election day. Every precinct must have a designated polling place. No changes may be made to polling place designations less than 90 days before the next election, except in case of emergency. Office of the Minnesota Secretary of State 2021 Redistricting Guide 24 5.2 Polling place requirements All polling places whether new or reestablished must be: • fully accessible (see following subsection); • large enough to accommodate the election activities; • free of other, non -election activities; • smoking free; • liquor free and not adjacent to a liquor service area; • located within the precinct except: o metropolitan area cities and towns may locate a polling place outside the precinct if it is within one mile of the precinct boundary or it is part of a combined polling place (see 5.3.2 Combined polling places); o non -metropolitan cities and towns may locate polling places up to five miles outside the precinct boundary. (M.S. 144.414; 200.02, subd. 24; 204B.16; 473.121) 5.2.1 Accessibility Federal and state laws require that all polling places be fully accessible and usable by elderly or disabled persons. (M.S. 20413.16, subd. 4) Minimum requirements include: • paved parking with wide spaces reserved for disabled persons, • curb cuts or temporary ramps, • paved main routes free of stairs or with ramp or elevator bypasses, • entrances/doorways a minimum of 32 inches wide, • walkways and hallways at least 36 inches wide, • hallways free of protrusions overhanging the floor, • handrails on all stairs, • signs directing voters around obstructed entrances or stairs to accessible routes, • signs outlining the assistance available to voters, and • one or more wheelchair accessible voting booth(s) or station(s) with writing surface 34 inches high. (M.S. 20413.16, subd. 5) Minnesota election law offers some additional accommodations if the voter needs assistance with the voting materials: • voting by absentee ballot; • curbside voting; • a bipartisan team of election judges to provide assistance in the polling place; or • the voter bringing someone of their choosing to assist in the polling place. (M.S. 2036.02, subd. 1; 204C.15, subd. 1; 204C.15, subd. 2) Office of the Minnesota Secretary of State 2021 Redistricting Guide 25 Municipalities should visit polling locations periodically to verify that polling locations are still accessible. The Office of the Secretary of State Polling Place Accessibility Diagnostic Tool provides instructions on how polling places inspections should be performed. For more specific details on accessibility, we recommend consulting the Americans with Disabilities Act Accessibility Guidelines. 5.3 Establishing polling places 5.3.1 Designating polling places Generally, polling places must be designated by city, town, or county governing bodies by December 31 of the preceding year. In 2021, state law was changed to require governing bodies that reestablish precincts to also designate polling places for those precincts. Polling places will be designated within 30 days of the reestablishment of precincts, or by March 29, 2022, whichever comes first. These will usually be done at the same time. An example resolution for reestablishing unchanged precincts and polling places is provided in Appendix C. (M.S. 2046.16, subd. 1) Public entities shall make their facilities available for the holding of city, county, school district, state, and federal elections, subject to the approval of the local election official. Governing bodies using school district buildings as polling places should contact the school district annually to verify that their security requirements have not changed. (M.S. 20413.16, subd. 6) 5.3.2 Combined polling places Under certain circumstances, governing bodies may combine polling places into a single, accessible location with a single team of election judges. A copy of the ordinance or resolution establishing a combined polling place must be filed with the county auditor within 30 days after approval by the governing body or, in the case of multiple municipalities or jurisdictions, all governing bodies. Separate ballot boxes and separate returns are kept for each precinct involved. (See also M.R. 8230.4365) The following circumstances allow for the establishment of a single, accessible, combined polling place no later than May 1 of any year except a year with a presidential nomination primary: • 3`d or 4tn class cities, • cities located in more than one county, • contiguous precincts in the same municipality, • up to four contiguous cities and/or townships located outside the metro area that are in the same county, • noncontiguous precincts located in one or more counties, subject to approval of both the governing body of each municipality and the secretary of state, or • mail election precincts, in which case the designation by the municipality or the auditor of only one centrally - located polling place is required. (M.S. 20413.14, subd. 2; M.S. 2046.45, subd. 1) Note: the metropolitan area is defined as Anoka, Carver, Chisago, Dakota, Hennepin, Isanti, Ramsey, Scott, Sherburne, Washington, and Wright counties. (M.S. 200.002, subd. 24) A municipality withdrawing from participation in a combined polling place must file a resolution of withdrawal with the county auditor no later than April 1 of any year except the year before a presidential nomination primary. (M.S. 2046.14 subd. 2 (b)(3)) Office of the Minnesota Secretary of State 2021 Redistricting Guide 26 5.3.3 School district combined polling places If a school district is holding an election on a day when no other governmental unit in its area is holding an election, a school board may designate one or more combined polling places at which the voters in two or more precincts may vote in the school district election. A single team of election judges, using a single ballot box and keeping a single set of returns, may serve the polling place. In school districts that have been organized into separate board member districts, a combined polling place for a school general election cannot include more than one board member election district. (M.S. 205A.11, subd. 2; 205A.11, subd. 3) These combined polling places must be designated by resolution by December 31 of each year. The polling place locations must be at locations that have been designated for use as polling places by county or municipal governments. (M.S. 205A.11, subd. 2) Combined polling places designated for 2022 will likely only be used (if at all) on the February 8 special election date, as school districts may not conduct special elections on the April 12 or May 10 uniform election dates in the year ending in two, and at the state primary and general elections, the municipality or county will be responsible for operating that precinct's polling place. (M.S. 2046.135, subd. 4) If the school district election coincides with another election in a precinct, the city or township is responsible for operating that precinct's polling place. (M.S. 205A.11, subd. 1) Note that Postal Verification Cards (PVCs) cannot be sent to meet the voter notification requirements for school district combined polling places. 5.3.4 Polling places and mail balloting Precincts designated as mail ballot precincts must still designate a polling place. This is usually the office of the county auditor or municipal clerk. Voters residing in a mail ballot precinct who are not registered may go to the designated location to vote absentee in person. (M.S. 204B.45) 5.3.5 Polling place equipment The cost and availability of voting equipment is another factor in making decisions about the number and location of polling places. Some counties and municipalities have cost -sharing arrangements for voting equipment. It is common for each precinct to have its own ballot counter and memory unit, but one counter may be used to count ballots for multiple precincts. (M.R. 8230.4365) 5.4 Giving notice 5.4.1 Notify the county auditor Whenever there has been a change in polling place location, the municipal clerk must notify the county auditor of the new location. The auditor needs the information for entry into the statewide voter registration system in order to facilitate the notification of affected households, and for notifying newly registered voters as they occur throughout the year. School boards must notify the county auditor(s) within 30 days of the establishment of a combined polling place. (M.S. 205A.11, subd. 3) 5.4.2 Notify affected households When redistricting causes a voter's polling place to change, the municipal clerk or county auditor must notify all affected households with at least one registered voter by a first class, non-forwardable mailing at least 25 days before the next election. (M.S. 20413.16, subd. 1a) There are multiple ways to provide notice using the required voter notification: Office of the Minnesota Secretary of State 2021 Redistricting Guide 27 • the clerk may request the county auditor mail a special redistricting Postal Verification Card (PVC) to all households with at least one registered voter in the affected precincts (after auditors have entered new polling place information into SVRS), or • the clerk may request the county auditor mail a special redistricting Postal Verification Card (PVC) to all voters in the affected precincts (after auditors have entered new polling place information into SVRS), or • the clerk may purchase electronic household address labels from the OSS to send their own notification to all affected households with at least one registered voter. • the clerk may purchase electronic voter labels from the OSS to send their own notification to all affected voters. Order forms are available at www.sos.state.mn.us. (M.S. 2046.16) Information on ordering voter data from the Secretary of State and order forms are available at the Registered Voter List Requests webpage (https://www.sos.state.mn.us/election-administration-campaigns/data-maps/registered-voter-list- requests/). It is strongly recommended that all voters in the county be notified of their polling place, precinct, and other election districts using postal verification cards even if no changes have occurred. The benefits of this are to inform voters if any of their election districts have changed, and reaffirm their correct polling place. Cost sharing among the county, cities, townships, and school districts may keep the mailing costs affordable for any group. A special redistricting postal verification card will be available. Office of the Minnesota Secretary of State 2021 Redistricting Guide 28 6.0 COUNTIES AND REDISTRICTING 6.1 Redistricting process overview Counties play many important roles throughout the redistricting process. The county board may redistrict the county commissioner districts, or be responsible for redistricting precincts in unorganized territory. County auditors serve as a hub of redistricting information by receiving and distributing election district boundaries, precinct boundaries and other information, as well as updating information in the statewide voter registration system. Counties should become familiar with this and other sections of the redistricting guide, to ensure the redistricting process goes smoothly. 6.1.1 Redistricting levy Counties have the opportunity to levy a special redistricting tax to cover expenses related to redistricting. County boards are permitted to levy a tax not to exceed $1 per capita in levy year 2020 to pay for costs incurred in 2021 or 2022 that are related to redistricting. The county board retains 75% of the levy and distributes 25% of the total on a per capita basis to all municipalities. (M.S. 20413.135 subd. 5) 6.1.2 Preparation 6.1.2.1 Review county policies and procedures Many counties may have existing policies and procedures related to redistricting tasks. A review of county policies should be conducted to determine if there are specific guidelines for redistricting. 6.1.2.2 Clarify roles, responsibilities, duties, and expectations It is a good practice within your county to clarify and define the roles, responsibilities, duties, and expectations related to redistricting of the county auditor, county board, other county staff, and/or groups before redistricting begins. An agreement on who will do what tasks, and when, may safeguard everyone involved from unintentionally overstepping the tasks others are intending to do. 6.1.2.3 Provide information to county board and media It is a good idea for those with redistricting responsibilities to learn as much as they can about the redistricting process. Reviewing this guide is just one step in the learning process. There are many sources for additional information. Some of those sources are available on the OSS Redistricting webpage (https://www.sos.state.mn.us/election-administration- campaigns/election-administration/redistricting/). It is important that information relevant to local government redistricting be shared among all those involved with redistricting. This includes providing information to local media about the redistricting process and outcomes. Redistricting elective districts is an important component in the American political system and should be an open and visible process. 6.1.2.4 Acquire maps of school districts Counties, unlike municipalities, are not required to acquire maps of school districts. However, the county should know the school district boundaries in unorganized territories. Property parcel records are a source for this information. To simplify conducting elections, counties may want to consider their ability to draw precinct boundaries to follow school district boundaries to whatever extent possible. Counties should verify the source(s) of school district maps for cities and townships. When these municipalities begin redistricting they may ask the county auditor for information as to where and how they can acquire school district maps. (M.R. 8255.0015) Office of the Minnesota Secretary of State 2021 Redistricting Guide 29 6.1.2.5 Coordination with cities, townships, and school districts Cities, townships, and school districts may look to the county for assistance and guidance throughout the redistricting process. Counties may want to host periodic meetings with municipal and school district clerks to discuss redistricting. Topics the county may want to cover include the process for the transfer of information, redistricting responsibilities and tasks, coordination of mailing notices to voters, and contingency plans if state redistricting is delayed. 6.1.2.6 Soil and Water Conversation Districts County boards also have responsibility for redistricting soil and water districts that ware elected by district. See section 10.2 for more details. 6.2 Sharing information Counties receive information from many sources, and in some cases are required to pass this along to other entities. Public notifications are covered in separate sections of this guide. Information Receive from: Distribute to: Census Data Legislature, Census Redistricted Legislative & Congressional Boundaries OSS Cities & Townships; Public (publish, post) Redistricted City Wards Cities OSS (via SVRS) Redistricted Precinct Boundaries, Polling Places Cities, Townships, County Board OSS & School Districts; Public (publish) Redistricted Commissioner Districts County Board OSS & School Districts; Public (publish) Redistricted School Member Districts, Polling Places School Districts OSS (via SVRS) 6.2.1 Census data For calculating updated population in precincts and/or county commissioner districts, it will be necessary to get 2020 Census data. It is recommended to get this data from an official source such as the Census or Minnesota Legislative GIS office. More information can be found in the Appendix. 6.2.1.1 Acquire census block maps or data Census population counts are at a detailed level, as small as a city block. However, the data often is given for a certain block, designated by ID number. Maps allow you to reference the area each block is in. The block boundaries will also be available in geodata formats that GIS software can use. 6.2.1.2 Acquire census block population Population is a consideration when evaluating and redistricting county commissioner districts. If all commissioner districts are made entirely of complete cities and townships, it may be possible for the county to use the official census population counts for municipalities. However, if a commissioner district splits a city or township, it may be necessary to use the detailed census block population counts to be as accurate as possible. To use census block population data it is necessary to have a map indicating block boundaries and the unique number for each census block. Office of the Minnesota Secretary of State 2021 Redistricting Guide 30 6.2.2 State redistricting plans 6.2.2.1 Receive state redistricting plans from the Secretary of State's Office The Secretary of State's Office will provide information about the official state legislative and congressional plans to each county auditor. Those plans will be provided in the form of a map of the county clearly showing legislative and congressional district boundaries. Counties interested in receiving legislative and congressional district plans in the form of a geographic information system (GIS) database should contact the Secretary of State's Office for more information. After completion of state redistricting plans, the Secretary of State's Office is the official depository of that information. While copies of legislative and congressional district plans may be available from many other sources, it is strongly recommend that counties only use information from official sources. Any changes in legislative plans as a result of court action or changes ordered by the Secretary of State may not be reflected in information available from other sources. (M.S. 2.91 subd. 1) 6.2.2.2 Send each city and township clerk copies of state redistricting plans As soon as the county auditor receives copies of legislative and congressional district plans from the Secretary of State the auditor must forward copies of the relevant portion of those plans to each city and township clerk within the county. (M.S. 2.91 subd. 1) It is imperative that the cities and townships receive the legislative redistricting information so that they can complete their process as soon as possible. The earlier cities and townships have completed their redistricting tasks, the more time that will be available for counties to redistrict county commissioner districts. It is a good idea for counties and municipalities to work cooperatively in the redistricting process. To help facilitate this, counties may want to coordinate and facilitate the transfer of redistricting information to city and township clerks. The more prepared cities and townships are for redistricting the more expeditiously and efficiently they may be able to conduct their redistricting responsibilities. 6.2.2.3 Receive corrections of state plans After passage of redistricting legislation, the Secretary of State's Office reviews the plan for errors. If errors are discovered, the Secretary of State has the responsibility to notify the affected county auditor, municipal clerk and candidates for office in the affected area. (M.S. 2.91 subd. 3) The types of errors that can be corrected by the Secretary of State include: • Assigning territory in state, not named in district plan, to a district, • Assigning territory to one district if it is accidentally assigned to two or more districts, • Assigning discontinuous portions of districts to contiguous districts, and • Correcting errors in the language of the metes and bounds description. If cities, townships or counties discover errors in the state legislative or congressional district plans they should immediately notify the Secretary of State's Office by sending a description of the error along with a map of the affected area.. If the Secretary of State orders corrections before the beginning of the filing period (May 17, 2022), the Secretary of State will send a copy of the correction order to the affected county auditor and municipal clerk. The Secretary of State will additionally provide copies of the correction order to affected candidates filing with the Secretary of State's office. County auditors should provide copies of the correction order to candidates filing with the county auditor's office. If the Secretary of State orders corrections after the start of the filing period, the Secretary of State will also send a copy of the correction order to any officially filed candidate(s) for an office affected by the correction. (M.S. 2.91 subds. 2 and 3) Office of the Minnesota Secretary of State 2021 Redistricting Guide 31 6.2.3 Precinct changes 6.2.3.1 Counties with unorganized territory In counties with unorganized territory, the county board is responsible for reestablishing precincts in those areas. See the Precincts section for details. 6.2.3.2 Receiving notice from Municipalities The county auditor is required to be notified of any precinct boundary or polling place changes. For the redistricting process, it is recommended that the county auditor work with its municipalities to get confirmation of the reestablishment of precinct boundaries and polling places. (M.S. 204B.14, subd. 5) Counties will likely need to make changes in the Statewide Voter Registration System for any precinct changes. Training will be provided on this process. 6.2.3.3 Giving notice to school districts The county auditor is required to notify each school district with territory affected by a precinct boundary change at least 30 days before the effective date of the change. In the case of redistricting, this deadline is July 8, 2022 (30 days before the state primary election; transferred from Sunday July 10, 2022). However, school districts with board member districts need to complete their redistricting within 80 days of the completion of legislative redistricting or by April 26, 2022, whichever comes first, so counties should plan to send precinct boundary changes to school districts as soon as they are available. (M.S. 2046.135, subd. 2; 204B.14, subd. 5) 6.3 Is county commissioner redistricting required? It is sometimes required that county commissioner districts go through the redistricting process. Even if it is not required, the county board may also choose to redistrict. Either way, the redistricting of commissioner districts cannot be completed until after all precincts are reestablished. Below is information about evaluating whether redistricting is required. The County Commissioner Redistricting section has more details about the process of redistricting county commissioner districts. After the certification of the decennial census, M.S. 375.025, subd.1 specifies that each county must redistrict county commissioner districts in any of these cases: 1. Any county commissioner district boundaries are no longer on precinct or ward boundaries; or 2. Any county commissioner district is no longer contiguous; or 3. Any county commissioner district varies in population more than ten percent (10%) from the average of all districts in the county, unless the result forces a voting precinct to be split, or 4. A majority of the least populous districts contain less than a majority of the population of the county; or 5. Commissioner districts are not as equal in population as possible (considering that they must be compact and as regular in form as practicable while bounded by town, municipal, ward, or precinct boundaries). More details about each of these five situations is given below. While these criteria specify the need to redistrict, the county may still decide to redistrict county commissioner districts, even though not required to do so, if the new districts could better meet the above criteria. Case law has ruled that the county board has discretion on the practicality of drawing commissioner districts of mathematically equal population. (State ex rel. South S. Paul, v. Hetherington, 1954, 240 Minn. 298, 61 N.W. 2d 737) 6.3.1 Adjust to new precinct boundaries Because city, township, and unorganized territory precinct boundaries are established before counties redistrict county commissioner districts, a precinct boundary that was previously coterminous with a commissioner district line may be Office of the Minnesota Secretary of State 2021 Redistricting Guide 32 shifted. This would force the county to adjust the county commissioner district boundary to reflect the new precinct boundary. Counties wishing to draw a commissioner district boundary in a particular location should work with their municipalities to ensure a precinct boundary exists in that location. Counties may want to work cooperatively with their cities and townships throughout the redistricting process rather than waiting to see what the municipalities establish as precinct boundaries. After the redistricting of commissioner districts, precincts must not be split by commissioner boundaries and the county board may not move county commissioner district boundaries until the next redistricting period. 6.3.2 Maintain contiguous districts Municipal annexations sometimes cause "islands" of township territory to be created within city territory (or vice -versa), as seen in the figure at right. If the county desires to use the city boundary as part of the county commissioner boundary (dark line), then the county must work with townships so that any township "islands" within the city are in a different precinct, as shown. Counties should also consider future annexations when drawing commissioner district boundaries, as annexations across commissioner district lines sometimes cause the creation of additional smaller precincts. 6.3.3 Ten percent population variance City Twp P-1 No district shall vary in population more than ten percent from the average for all districts in the county, unless the result forces a voting precinct to be split. To calculate the numbers, first the total population for the county should be divided by the number of county commissioner districts, and that number divided by ten to find the threshold value. Then the difference between the average population and the population of each district should be calculated to find the variance. If the variance is higher than the threshold, it may be necessary to redistrict. Average Population County Population: 20,000 Number Districts: 5 Average Population: 20,000 _ 5 = 4,000 10% Threshold Average Population: 4,000 Threshold (10% of Average): 4,000 x .10 = 400 District 1 Variance District 1 Population: 4,500 Average Population: 4,000 Variance: 4,500 — 4,000 = 500 In the previous example, the variance (500) exceeds the threshold value (400), so the county should consider whether a different configuration of precinct could create districts that are more equal in population. Alternatively, counties could work with municipalities to create additional precincts which would give the county more flexibility. (M.S. 375.025, subd. 1) Office of the Minnesota Secretary of State 2021 Redistricting Guide 33 6.3.4 Majority of districts and majority of population Another requirement of districts is that a majority of the least populous districts shall not contain less than a majority of the population of the county. The following example shows a case that would not meet this requirement. Three districts with smallest population District 1 2,900 District 2 3,000 District 3 3,800 Total population of these districts: 9,900 Two districts with largest population District 4 4,500 District 5 5,600 Total population of these districts: 10,100 In this example, the three least populous districts do not have a majority of the population, so redistricting would be required. (M.S. 375.025, subd. 1) 6.3.5 Equality of population A county with commissioner districts that do not require redistricting according to criteria 1— 3 above, but could better meet the population equality criteria if commissioner districts were redistricted, may risk a challenge if it plans to leave districts unchanged and should consult their county attorney. If a county board decides not to redistrict, it is strongly recommended that they establish reasons for their decision to maintain existing commissioner district lines. Those reasons should be officially stated in the record of a meeting of the board of commissioners. 6.3.6 Effect of annexations In cases where the city and the area it is annexing are entirely within one county commissioner district before redistricting, and they will remain in one district after redistricting, there is no additional consideration caused by the annexation itself. Annexed areas that cross county commissioner district boundaries require specific steps by the county to ensure that voters in areas annexed from neighboring county commissioner districts still have a precinct to vote in. Either a new precinct should be created, or the precinct and county commissioner district boundary should be adjusted, if allowable under M.S. 2046.146, subd. 3. Occasionally, a city will neglect to establish a new precinct or to have the county commissioner line moved when an annexation crosses a county commissioner district boundary. This could result in constituents being moved in non- compliance with statute into a new county commissioner district. Left uncorrected, this oversight can result in an Errors and Omissions suit during an election, or a contest after an election. It can also cause confusion over the correct assignment of populations to county commissioner districts. Rather than allowing either situation to occur, the city should create a new precinct or, if possible, request the Secretary of State's Office adjust the county commissioner district line. During the redistricting of county commissioner districts, the county must consider not only the balance of population among the county commissioner districts, but must also consider changes to county commissioner district boundary lines to reflect moved precinct boundaries (done earlier by cities, townships, and unorganized territories). Cities are required to draw precincts that follow the entire legal boundary of the municipality. County commissioner districts are then drawn using precinct boundaries. The relative percentage of a county's population in each county commissioner district can change as the result of altered precinct lines that had been commissioner district boundaries, or by actual population shifts among the districts. If county commissioner lines need to be moved as a result of altered precinct boundaries (from earlier steps in the current redistricting process or from changes related to municipal annexations), the populations in those affected areas must be considered. Calculating the effect of municipal annexations on district populations can be challenging particularly if a census block has been split by an annexation. Office of the Minnesota Secretary of State 2021 Redistricting Guide 34 6.3.7 Determining population in split census blocks Some of the situations above involve updated census population counts. Annexations that take place following the January 1, 2020 precinct boundary freeze may not follow census block boundaries, so counties with these situation should consider whether and how to adjust population counts. In some cases, it may make sense to assign all of the population in a block to one district. For example, from property records, aerial imagery, and/or local knowledge, a county might be able to determine that most of a block is agricultural land with residential buildings concentrated in one part of the block that is in one district. If it's not clear, counties can get the minimum and maximum populations by assigning all population in split blocks to one district, then recalculating after assigning all population in split blocks to the other district. The result will be 2 scenarios that give a maximum and minimum population. To determine the impacts on county commissioner districts: • Calculate the population of the district containing the unincorporated territory, including the entire population from each split census block. Similarly, calculate the population of the district containing the city, including no population from any of the split blocks. Review both of the populations in this scenario to determine if the commissioner districts meet all the relevant criteria. Then, calculate the reverse scenario, including all the population in the commissioner district containing the city and none in the district with the unincorporated territory. Review both the populations in this scenario to determine if the commissioner districts meet all the relevant criteria. If either of the resulting calculations indicates that the districts do not meet the requirements listed above, prudence may compel further consideration of the commissioner plan. 6.4 Giving notice Counties may have additional notification requirements. See these sections: 0 Precincts • Polling Places • County Commissioner Redistricting 6.4.1 Publish legislative and congressional district boundaries County auditors are required to publish a notice illustrating or describing congressional, legislative, and county commissioner district boundaries. That notice is to be published in one or more qualified newspapers in the county by May 3, 2022. Counties may choose to publish congressional and legislative district boundaries as soon as they receive them. If a county chooses to publish state plans early they will not need to republish the state plans again when publishing county commissioner district boundaries. (M.S. 2046.14 subd. 4) 6.5 Post -redistricting duties 6.5.1 Corrections after redistricting If a precinct boundary is found to be illegal after county commissioner district redistricting is completed, that precinct boundary will be required to be corrected. If that precinct boundary is coterminous with a county commissioner district, a problem could result. Even if an illegal precinct boundary is coterminous with a county commissioner district boundary, the precinct boundary will be required to be corrected. However, the county commissioner district boundary is not automatically moved with the precinct boundary when the precinct boundary is corrected. The correction of the precinct boundary in this situation would result in a commissioner district boundary splitting a precinct, another violation of statute. Office of the Minnesota Secretary of State 2021 Redistricting Guide 35 A county may not revise or otherwise change a county commissioner district plan outside the redistricting period. (A.G. Opinion 798-D, Dec. 17, 1954) 6.5.2 Boundary adjustment due to municipal annexations A county may not adjust county commissioner district boundaries except during the redistricting period between legislative redistricting and the statutorily defined deadline. When a municipal annexation crosses a commissioner district line, the city and the county may decide it would be easier to conduct elections if the new portion of the city is incorporated into the same commissioner district as the rest of the municipality. (AG Opinion 798-D, Dec. 17, 1954) When a municipal boundary that is coterminous with a congressional, legislative, or county commissioner district boundary changes and the affected territory contains 50 or fewer registered voters, the Secretary of State may order corrections to move the affected election district boundaries so the election district boundaries again will be coterminous with the municipal boundary. The election district change is effective 28 days after the date that the order is issued. The Secretary of State shall immediately notify the municipal clerk and county auditor affected by the boundary changes and the legislative coordinating commission. (M.S. 20413.146 subd. 3) Commissioner, legislative, and congressional district adjustment is not done automatically; the municipal clerk or county auditor may request such a change in writing. For more information contact the Elections Division of the Secretary of State's Office. 6.5.3 Update voter registration records The statewide voter registration system will be used to update individual voter registrations after state and local redistricting. Due to the short period between the completion of redistricting and the filing period, there will be a large demand from candidates for updated voter information for use in campaigning. The Secretary of State's Office will assist counties with the process of updating individual voter records. However, counties may need to do ongoing quality checks, and clean-up work as necessary. (M.R. 8200.9315) Office of the Minnesota Secretary of State 2021 Redistricting Guide 36 7.0 COUNTY COMMISSIONER REDISTRICTING 7.1 Definition County commissioner districts are the geographic area within which a county commissioner must reside 30 days before the general election in order to be nominated and elected for office, and in which they must reside while serving on the board of commissioners. (M.S. 375A.09 subd. 3) 7.2 County commissioner district requirements County commissioner districts must be drawn to meet statutory requirements. These requirements influence the geography of the area the county commissioner districts cover. These requirements include: 1. Each county is divided into as many districts as there are members of the board of commissioners, 2. Commissioner districts are bounded by precinct lines (which may also correspond with town, municipal, and ward boundaries), 3. Commissioner districts are composed of contiguous territory, 4. Commissioner districts are to be as regular and compact in form as practicable, and 5. District populations cannot vary more than ten percent from the average. (M.S. 375.025, subd. 1) Each requirement is discussed in more detail below. 7.2.1 Number of districts Counties are to be divided into as many commissioner districts as there are members of the county board of commissioners. Each district is numbered consecutively starting with one (1) and continuing until each district is assigned a number. (M.S. 370.13; M.S. 375.025 subd. 1) With some exceptions counties may have 3, 5, 7, or 9 members on the county board. Currently, most counties have five member boards, while a few larger counties have seven member boards. It is recommended that counties periodically review the size of the county board in relation to the size of the population of the county. Because a change in the size of the county board requires a redistricting of county commissioner districts, the decennial redistricting period is an opportune time to evaluate the size of the county government. Counties deciding to increase or reduce the size of the county board will need to comply with the requirements and processes outlined in law. Contact your county attorney for more information on changing the size of the county board. (M.S. 375A.09) 7.2.2 Relationship with precinct lines Commissioner district boundaries must be drawn on town, municipal, ward, or precinct lines. However, since all town, municipal, and ward boundaries must also correspond with precinct lines, it may be simpler to view commissioner district boundaries as being drawn on precinct lines. (M.S. 375.025 subd. 1; 20413.14 subd. 2) 7.2.3 Contiguous territory County commissioner districts must be composed of a contiguous area. (M.S. 375.025 subd. 1) Districts that are composed of areas that join each other at a single point are not considered contiguous. If a district is drawn which resembles the hypothetical district illustrated to the right, it would not be considered contiguous. (A.G. Opinion 798d, Nov. 8, 1965) Office of the Minnesota Secretary of State 2021 Redistricting Guide 37 A district that is split by a large lake or other impassable geographic feature may also not meet the contiguity requirement. 7.2.4 Regular and compact in form Districts must be as regular and compact in form as possible, to the extent that is possible considering the geography of the county. (M.S. 375.025, subd. 1) Considering the geography in most counties in Minnesota, the most regular and compact districts would be those that are rectangles with similarly sized sides. While it may not be possible to draw all commissioner districts as squares or rectangles, most districts in a county should be regular and compact. Counties should avoid drawing districts that are irregular in shape. (M.S. 375.025, subd. 1) 7.2.5 Population requirements No districts shall vary in population more than 10 percent from the average for all districts in the county, unless the result forces a voting precinct to be split. In addition, a majority of the least populous districts shall not contain less than a majority of the population of the county. (M.S. 375.025, subd. 1) See the section Is county commissioner redistricting required for additional discussion of these population requirements. 7.3 County commissioner redistricting process 7.3.1 Notice of intent to redistrict Before acting to redistrict county commissioner districts, the county board (or redistricting commission) must publish notice three weeks before the meeting. That notice must: • Be published in the newspaper contracted to publish county commissioner meeting proceedings, • State the time of the meeting where redistricting will be considered, • State the place of the meeting where redistricting will be considered, and • State that the purpose of the meeting is to consider redistricting. (M.S. 375.025 subd. 1) Appendix C contains an example of one of the notices published by Hennepin County in 1992. Note that Hennepin County planned on meeting several times to consider redistricting and incorporated multiple notices in this single publication. Also notice that citizens are informed where they can acquire copies of preliminary county commissioner district plans and the deadline for submitting alternate plans. 7.3.2 Public involvement It is recommended that counties solicit public involvement in the redistricting process. Public involvement may include the formation of an advisory redistricting commission or holding public hearings to formulate and establish redistricting principles. The county board may also decide to hold multiple meetings during which they consider a variety of redistricting plans, including those submitted by members of the public. Each meeting would require a notice of intent to redistrict. 7.3.3 Redistricting principles The legislature (or judicial panel) uses a set of guiding principles to help provide a framework for fair and accurate state legislative and congressional redistricting. Some of the principles are based on Constitutional requirements, others on Office of the Minnesota Secretary of State 2021 Redistricting Guide 38 state and federal law, while still others are voluntary requirements the legislature places on itself. Examples are listed in the District Requirements section. Although there is no requirement to do so, some counties may decide to adopt principles to help guide their work. If a county decides to adopt redistricting principles, they should do so carefully as it is possible that the principles may limit what they can do later. 7.3.4 Verify precinct boundaries Because county commissioner district boundaries must use established precinct boundaries, it is essential to verify that precinct boundaries meet all statutory requirements before counties draw county commissioner districts. In addition to precinct boundaries in unorganized territories, counties should verify the precinct boundaries that were established by cities and townships. It is particularly important to verify the precinct boundaries that will be used as commissioner district boundaries. If a county would like to draw a commissioner district boundary that would follow what the county determines is a non- compliant precinct boundary, that precinct boundary must first be corrected by the appropriate local government before the county commissioner district boundary is drawn. There is no provision for "editing" a county commissioner district plan after approval by the county board. To revise or otherwise change a commissioner district plan, the county must begin the redistricting process again and comply with all the processes and procedures defined in law for the redistricting of the county. (A. G. Opinion, 104, November 12, 1942) 7.3.5 Writing the commissioner plan A commissioner plan should include areas contained in each district, number of each district, and a schedule to ensure staggered terms. Each county commissioner district needs to be assigned a number by the county board as a part of the redistricting plan. The county board will need to determine which districts will have two-year or four-year terms elected in 2022 to provide for staggered terms. It does not necessarily have to be the same as the current staggered terms. (M.S. 375.025, subd. 4) The area of each district is usually described one of two ways: by a metes and bounds descriptions, or A metes and bounds description for a county commissioner plan may be preferable to a plan that uses precinct or municipal boundaries for the description, as precinct names and boundaries and municipal boundaries may change. A metes and bounds description is one that describes the boundaries of the districts in such a way that a person could walk the described boundary. An example that describes a portion of the Metropolitan Council's 6ch District is included in M.S. 473.123 subd. 3c (6): "The sixth council district consists of that portion of Hennepin county consisting of the cities of Golden Valley and St. Louis Park and that portion of the city of Minneapolis lying west and south of a line described as follows: commencing at the intersection of the southern boundary of the city of Minneapolis and Interstate Highway 35W, northerly along Interstate Highway 35W to Minnehaha Parkway, northeasterly along Minnehaha Parkway to 50th Street E., westerly along 50th Street E. to Stevens Avenue S., northerly along Stevens Avenue S. to 46th Street E., westerly along 46th Street E. to Nicollet Avenue S., northerly along NicolletAvenue S. to 36th Street W..." When a county commissioner redistricting plan is approved, any reference to a municipal or precinct boundary refers to that boundary on the day the plan is approved. As changes to precincts or municipalities occur, county commissioner districts do not automatically change with those boundaries. Thus a plan that uses precinct and/or municipal boundaries may cause confusion as these changes occur. In summary, the advantages of a metes and bounds description are that it is: • More identifiable to people unfamiliar with the county, Office of the Minnesota Secretary of State 2021 Redistricting Guide 39 • Better than using corporate limits for descriptions — as corporate limits tend to change over time. • A reminder to the county that when municipal annexations occur, a precinct boundary change needs to occur or a new precinct needs to be created. 7.3.6 Dates for establishing commissioner districts Counties must redistrict or reconfirm commissioner district boundaries within 80 days of the completion of legislative redistricting or by April 26, 2022, whichever comes first. However, the county may not redistrict commissioner districts until all cities and townships have completed redistricting or reestablishing precinct boundaries. Furthermore, the county may not redistrict until after three weeks' published notice of the meeting at which redistricting will be discussed. (M.S. 204B.14, subd. 2; M.S. 375.025 subd. 1) A redistricting plan is effective on the 315L day after filing in the office of the county auditor unless a later effective date is specified, but no plan is effective for the next election unless the plan is filed with the county auditor on or before May 3, 2022 (14 days before candidate filing). (M.S. 375.025 subd. 4; M.S. 645.15) If the state legislative redistricting plan is adopted and/or any court challenges are resolved less than 19 weeks before the state primary in a year ending in two (after March 29 in 2022), there are alternate dates and procedures for redistricting or reestablishing local government elective districts. For more information on the alternate dates and procedures refer to Appendix A or contact the Elections Division of the Secretary of State's Office. 7.4 Giving notice 7.4.1 Send commissioner district map to Secretary of State After county commissioner districts are redistricted, the Elections Division of the Secretary of State's Office requests that each county auditor send a map of the county commissioner districts in their county, along with a copy of the ordinance or resolution establishing the districts. Any changes will need to be updated in the precinct database and SVRS. Counties may submit commissioner district boundary information in the form of a geographic information system (GIS) database. Counties interested in sending a geographic information system (GIS) database should refer to Appendix F before sending any digital data. 7.4.2 Publish commissioner district plans County auditors are required to publish a notice illustrating or describing congressional, legislative, and county commissioner district boundaries. That notice is to be published in one or more qualified newspapers in the county by May 3, 2022. If a county chooses to publish congressional and legislative district boundaries as soon as they are received, the county will not need to publish them again when publishing county commissioner district boundaries. (M.S. 204B.14 subd. 4) While counties are not specifically required to post county commissioner district plans it is a good practice to post plans on the county web site to make them available for public inspection. 7.4.3 Notify cities and townships of changes in commissioner districts When the redistricting of county commissioner districts causes a change in the commissioner who represents all or part of a city or township, the county should notify the municipal clerk of the change. 7.5 District changes and serving county commissioners 7.5.1 Do commissioners need to run for election as a result of redistricting? There are two reasons serving county commissioners might need to run for election in the 2022 general election: Office of the Minnesota Secretary of State 2021 Redistricting Guide 40 The seat's normal four-year term is up, or • The commissioner's district has had a change greater than the "five percent rule" Commissioners shifted out of their district by redistricting will not necessarily be up for election, as discussed below. 7.5.2 Normal four-year terms Each county has an existing schedule for when commissioner seats are up for reelection, which provides staggered terms for commissioners. Approximately half of all county commissioners will be running for office in 2022 under the existing plan. The county board will need to determine which districts will have two-year or four-year terms elected in 2022 to provide for staggered terms. It does not necessarily have to be the same as the current staggered terms. (M.S. 375.025, subd. 4) 7.5.3 Commissioner shifted out of district A person may hold the office of county commissioner so long as they remain a resident of the commissioner district. If the redistricting of county commissioner districts causes an incumbent commissioner's residence to be shifted into another commissioner district, they may continue to serve in office between May 31, 2022 (the last day to file for office) and the end of their term if they remain a resident of the county. For commissioners elected in 2020, this could include their full four-year term if the change was less than the "five percent rule" (see below). (M.S. 375.025 subd. 4) 7.5.4 The five percent (5%) rule One of the most important aspects to determining if a commissioner will need to run for office in 2022 is the interpretation of M.S. 375.025 subd. 4, which reads: "When a county is redistricted, there shall be a new election of commissioners in all the districts at the next general election except that if the change made in the boundaries of a district is less than five percent of the average of all districts of the county, the commissioner in office at the time of the redistricting shall serve for the full period for which elected." If the shift in a county commissioner district boundary affects a population larger than 5% of the average district size in the county, it is considered a significant alteration in the constituency represented by that commissioner, so there should be an election in that county commissioner district in the first general election following redistricting regardless of whether or not that commissioner was elected in 2020. Districts elected in 2020 where the population shift is smaller than 5% are exempted from running for office in 2022. The size of population shift that constitutes a significant alteration will vary by county, depending on the total population in the county and the number of commissioner districts. The determination of the size of the threshold population is five percent of the average population in all commissioner districts. The total shift in constituency is calculated by adding the number of individuals shifted into and out of the district due to changes in district boundaries during redistricting. The total shift in constituency is calculated as follows: (# of individuals shifted into district + # of individuals shifted out of district) = total shift The threshold population is calculated as follows: (county population - number of districts) * 0.05 = threshold If the total shift is greater than the threshold population, then a county commissioner who was elected for a four-year term at the 2020 general election will need to run for that office again in 2022. Consider the hypothetical example of County Commissioner District 1 shown in the example below. County information 2020 county population: 20,000 Office of the Minnesota Secretary of State 2021 Redistricting Guide 41 Number of county commissioners: District 1 pre -redistricting population: District 1 post -redistricting population Shifted from District 1 to District 2: Shifted from District 3 to District 1: Calculations 4,600 Average district population: 20,000 _ 5 = 4,000 4,500 Threshold (5% of the average): 4,000 * 0.05 = 200 170 70 Total shift in constituency: 170 + 70 = 240 Since the total shift (240) is greater than the threshold (200), the District 1 commissioner will need to run again. 7.5.5 Attorney General opinions on the five percent (5%) rule There have been two Attorney General Opinions addressing the application of M.S. 375.025, subd. 4. The first addresses the question of whether "change made in the boundaries of a district" refers to change in population or geographic area, and the second the question of whether elections should be held in all county commissioner districts following redistricting. In the first Opinion, Attorney General Warren Spannaus interprets the wording of the statute "change made in the boundaries of a district" as specifically referring to change in population notgeography. His line of reasoning is based on "the fact that county commissioners are elected by, and represent, people and not land areas." Spannaus quotes the US Supreme Court, saying, "legislators represent people, not trees or acres. Legislators are elected by voters, not farms or cities or economic interests." (A.G. Opinion 798-d, Jan. 13, 1976) In his second Opinion, Spannaus draws the conclusion that the legislature intended that elections should be held in all county commissioner districts following redistricting due to a change in the district constituency. To support this, he points to the language in the statute, which reads, "there shall be a new election of commissioners in all districts at the next general election." The application of the exception with regards to a change of "less than five percent of the average of all districts of the county" recognizes that there may be instances where redistricting does not significantly change the constituency of the district. By interpreting the statute as being specifically connected with the constituency that composes the district, the five percent change must consider the individuals who are shifted into, and out of, the district because of redistricting. So it is not simply the net change in the size of the population of the district before and after redistricting, but the total number of individuals affected by redistricting that needs to be considered. Spannaus argues the logic of this interpretation by considering a "theoretical situation in which the location of the district boundaries were so radically altered that the incumbent commissioner's constituency in the new district is virtually entirely different from the one that elected him and which he previously represented." He further asserts that the legislature could not have intended for this to happen and thus when the total, or aggregate, population shift has significantly altered the composition of the district constituency a new election should be held. (A.G. Opinion, 798d, July 22, 1966) Note: Although this subdivision contained a 10% threshold when Spannaus wrote his opinions, the later amendment to a 5% threshold would have no effect on the legal analysis developed by Spannaus. 7.5.6 Use of the term "re-elect" When an incumbent county commissioner is running for reelection after redistricting, statutes provide a limitation of the use of the term "re-elect." For a candidate to use the term "re-elect" in their campaign the following conditions must apply: • The candidate is the incumbent for the office they are campaigning for, and • The district in which they are running contains part of the district they currently represent. Office of the Minnesota Secretary of State 2021 Redistricting Guide 42 (M.S. 211B.03) 7.5.7 Vacancies in office In the event that a vacancy occurs on the county board of commissioners, that vacancy is to be filled from the district from which the commissioner was elected. If the vacancy occurs after the redistricting of county commissioner districts, but the seat was elected under the pre -redistricting districts, the vacancy is to be filled from the old, pre -redistricting county commissioner district. (M.S. 351.01, A.G. Opinion 129-F, July 30, 1956) 7.6 Contests to redistricting plans The accessibility of geographic information systems (GIS) and the availability of data and information on the Internet may enable many more people to participate in local government redistricting than ever before. Minnesota law provides guidance to citizens of their right to contest local government election district plans. 7.6.1 Voter's right to contest A voter's right to contest county commissioner district plans is covered in two places in statute: 2046.135 subds. 2 and 3 (a)(c), and 375.025 subd. 2. As the latter was changed more recently by the legislature, this guide will focus on it. A contest may be filed to (1) require the county to redistrict if it has not done so, and (2) require a revision to the redistricting plan passed by the county. A voter wishing to contest a county redistricting plan or to compel county redistricting must file with the district court of the county no later than May 10, 2022 (one week before the first day to file for office in 2022). In their application to the court, the voter may ask that the county: • Be redistricted if the county board of commissioners has not done so within time specified by law (see 7.3.6 Dates for establishing county commissioner districts and Appendix A) • Revise the redistricting plan 7.6.2 Court response to contest After receiving the application, the district court may direct the county board of commissioners to: • Show cause why it has not redistricted the county • Show why the redistricting plan should not be revised On hearing the matter the district court may: • Allow the county additional time in which to redistrict • Allow the county additional time to correct errors in the plan • Appoint a redistricting commission to redistrict the county if it appears to the court the county has not been diligent in performing its redistricting duties. The court may also add any other conditions the court deems advisable and appropriate. If the redistricting commission is appointed, the board shall be without authority to redistrict the county. (M.S. 2046.135 subds. 2 and 3 (a)(c), and 375.025 subd. 2) 7.6.3 Redistricting commission If the county board fails to redistrict, or improperly redistricts, and a citizen applies for a writ of mandamus to redistrict or revise a proposed redistricting plan, the district court may appoint a redistricting commission to prepare the county's Office of the Minnesota Secretary of State 2021 Redistricting Guide 43 redistricting plan. If a redistricting commission performs the redistricting duties for the county, they shall prepare and file the county redistricting plan with the county auditor in place of the county board of commissioners. The members of the county redistricting commission shall be five to nine residents of the county who are: Not an officer or employee of the county or local government (except notaries public), and Not eligible for election to the county board until two (2) years after redistricting plan becomes effective. Members of the redistricting commission serve without pay, but may be reimbursed for necessary expenses in the conduct of the business of the commission. The county board shall provide for the necessary expenses of the commission. (M.S. 375.025 subd. 3) 7.6.4 Preparing for contests The county board has discretion in drawing commissioner district boundaries. Within the requirements in Minnesota statutes, the county has some room for discretion in meeting strict population equality and the determination of whether districts are compact and regular in form. However, the degree to which counties apply their discretion may increase the probability of a challenge to their plan. If counties adopt a commissioner district plan that is less strictly compliant with equal population or compactness measures compared to alternative plans, the county should consider establishing reasons for their decisions. It is also recommended that the county officially state their reasons in the record of the commissioner meeting. Consult with the county attorney for additional information regarding the procedures for county redistricting contests. Office of the Minnesota Secretary of State 2021 Redistricting Guide 44 8.0 SCHOOL DISTRICT REDISTRICTING 8.1 Overview This chapter has specific information for school district clerks, school boards, and others working on school board member election redistricting. Please use this chapter along with the Minnesota School Clerk Election Guide and the Minnesota Election Laws, as well as other sections of this Redistricting Guide. Specific contents in this document are subject to changes in legislation. In all matters, the law and rule are the final authority. 8.1.1 School district elections organization School districts may be categorized by how their board members are elected and what polling places they use for elections. Seventeen school districts in the state elect at least some of their board members from election districts, meaning the members must live in an area in order to represent it. The remainder —most of the school districts in the state —elect their board members at large, so that all board members may live anywhere in the school district. At -large boards are covered below, while the following section covers School districts with board member districts. Regarding polling places, some school districts use municipal polling places for their stand-alone elections, while others use combined polling places. Of those that combine their polling places, some districts combine them all to one polling place, while others use multiple polling places. This information is covered in 8.4 Polling places. 8.1.2 Preparing for redistricting 8.1.2.1 Review school district policies and procedures School districts may have existing policies and procedures related to redistricting tasks. A review of school district policies should be conducted to determine if there are specific guidelines for redistricting. 8.1.2.2 Clarify roles, responsibilities, duties, and expectations t is a good practice within your school district to clarify and define the roles, responsibilities, duties, and expectations related to redistricting of the school district clerk, school board, other school district staff, and/or groups before redistricting begins. An agreement on who will do what tasks and when may safeguard everyone involved from unintentionally overstepping the tasks others are intending to do. 8.1.2.3 Provide information to school board and media It is a good idea for those with redistricting responsibilities to learn as much as they can about the redistricting process. Reviewing this guide is just one step in the learning process. There are many sources for additional information. Some of those sources are available on the OSS Redistricting webpage: https://www.sos.state.mn.us/election-administration- campaigns/election-administration/redistricting/ It is important that information relevant to local government redistricting be shared among all those involved with redistricting. 8.2 School districts with at -large boards 8.2.1 School district boundary information 8.2.1.1 Work with county to update school district boundary information To conduct fair and accurate elections, it is necessary for the county to have accurate information about the boundaries of school districts. This is particularly important in cities and townships split by two or more school districts. It is essential that voters receive correct ballots in polling places on election day. This is difficult if the county does not have accurate information about the location of school district boundaries. Office of the Minnesota Secretary of State 2021 Redistricting Guide 45 The school district should work with the county auditor to verify that all voter registration records and the county's precinct finder have the proper school district indicated. The school district should also work with the county to verify that the county's parcel records include the proper school district designation for taxation purposes. 8.2.1.2 Identify sources of school district maps City and township clerks are required to acquire maps of school districts in their jurisdiction in a short window of time between legislative redistricting and the establishment of their precinct boundaries. School districts are not specifically required to provide these maps. However, many cities and townships will likely call their school district inquiring about a map. (M.R. 8255.0015) To assist the city and township clerks, the school district may want to identify sources of school district maps. Potential sources include the school district busing office or contractor, county auditor or planning or zoning departments, and others. 8.2.2 Updated precinct information School boards must use the precincts created by cities and townships (and counties, for unorganized territories). These precinct boundaries may be changed through the redistricting process. County auditors will be notified of any changes, but are not required to send changed precinct boundary information to school districts until July 8, 2022 (30 days before the state primary election; transferred from Sunday July 10, 2022). The school district may want to coordinate with the county auditor to receive precinct boundary change information as soon as it is available. The school district may also want to acquire municipal precinct boundary changes directly from the municipal clerk to increase the amount of time the school district has the precinct information. (M.S. 20413.14 subd. 5; M.S. 645.15) 8.3 Polling Places School boards should take this opportunity to review their combined polling places in light of precinct or other changes. See Polling Places for more details, or the School District Clerk Election Guide, distributed by OSS. Note that combined polling places designated for 2022 will likely only be used in the February 8 special election date, as school districts may not conduct special elections on the April 12 or May 10 uniform election dates, and at the state primary and general elections, the municipality or county will be responsible for operating that precinct's polling place. (M.S. 20413.135, subd. 4) 8.3.1 Designation If the school district is holding a standalone election, it will use the municipal or unorganized territory polling places unless the board acts to establish one or more combined polling places. Combined polling places must be at locations designated for use as a polling place by a municipality or county. In all cases polling places must be: • fully accessible; • large enough to accommodate the election activities; • free of other non -election activities; • smoking free; • liquor free and not adjacent to a liquor service area; and • located within the precinct except: o metropolitan area schools may locate a polling place outside the precinct if within one mile of the precinct boundary or it is part of a combined polling place; Office of the Minnesota Secretary of State 2021 Redistricting Guide 46 o non -metropolitan schools may locate polling places up to five miles outside the precinct boundary. (M.S. 144.414; 204B.16; 205A.11) The polling place designation remains in effect until the school board makes a new designation. Changes cannot be made less than 90 days before the next election, nor anytime between the primary and general election. Be sure to immediately notify the county auditor of a polling place change. (M.S. 20413.16) 8.3.2 Notification of voters Every time a polling place is changed, all affected households with at least one registered voter affected by the change must receive notice of the changed location by non-forwardable mail at least 25 days before the election. To accomplish this, the school district clerk may purchase a CD of address labels (either household or registered voters) from OSS to send their own notification. Order forms are available on the Elections Forms and Handouts page at www.sos.state.mn.us. Note: labels should be ordered by precinct when sending a mailing to multiple polling place combinations or to a specific polling place combination that is not school district -wide. Postal Verification Cards (PVCs) may not be sent to meet any of the above notification requirements because they do not list combined school district polling places. 8.3.3 Combined polling place By passing a resolution, a school board may combine the polling places serving precincts in which only the district's election is taking place that day. The designation criteria above apply. In giving notice, the clerk should be clear that the combination applies only to school district elections. In school districts that have been organized into separate board member election districts, a combined polling place for a school general election cannot include more than one board member election district. When using a combined polling place for a levy or bond referendum, the clerk must notify the county auditor (or auditors) within 30 days of establishing a combined polling place and send a special notice to households of registered voters in the affected precincts. The notice should specify the reason for the election, the date, the voting hours, and the voting location. It must be sent by non-forwardable mail at least 14 days before the election. The district must mail the notice for every referendum that uses a combined polling place except when the referendum is held by mail, or is held on a uniform Election Day and uses a previously established polling place. (M.S. 205A.11) One precinct count voting system and one memory unit may be used to count ballots for up to four precincts that are in the county and that have a combined total of fewer than 2,500 registered voters as of June 1 of that election year. A separate summary statement must be produced for each precinct being counted by the precinct count voting system and the voted ballots must be separated and sealed by precinct. (M.R. 8230.4365) 8.3.4 Accessibility Federal and state laws require that all polling places be fully accessible and usable by elderly or disabled persons. Minimum requirements include: • paved parking with extra wide spaces reserved for disabled persons; • curb cuts or temporary ramps; • paved main routes free of stairs or with ramp or elevator bypasses; • entrances/doorways a minimum of 32 inches wide; • walkways and hallways at least 36 inches wide; • hallways free of protrusions overhanging the floor; • handrails on all stairs; Office of the Minnesota Secretary of State 2021 Redistricting Guide 47 • signs directing voters around obstructed entrances or stairs to accessible routes; • signs outlining the assistance available to voters; and • one or more wheelchair accessible voting booth or station with writing surface 34 inches high. (M.S. 20413.16) Minnesota election law offers some additional accommodations if a polling place is not fully accessible or if the voter needs assistance with the voting materials: • voting by absentee ballot; • curbside voting; • a bipartisan team of election judges to provide assistance in the polling place; or • voters bringing someone of their choosing to assist in the polling place. (M.S. 204C.15) Office of the Minnesota Secretary of State 2021 Redistricting Guide 48 9.0 SCHOOL DISTRICTS WITH BOARD MEMBER DISTRICTS 9.1 Definition Any independent school district may establish separate election districts for the purpose of electing board members. School districts with board member election districts must establish and redistrict those districts using the procedures in Minnesota Statutes 205A.12. (M.S. 205A.12 subd. 1) 9.2 School board member district requirements 9.2.1 District representation School districts, unlike other local governments, have a variety of options for the structure of districts for the purpose of electing members of the school board. With most election districts, only a single member may represent a city ward, county commissioner district, state legislative or congressional districts. However, school board members may be elected from: • At large, • Single -member districts, • Multimember districts (with two or three members per district), • A combination of single -member and multimember districts, • A combination of single -member or multimember districts and one or more members elected at large, or • Both a combination of single -member or multimember districts and one or more members elected at large. (M.S. 205A.12 subd. 2) At present, Minnesota school districts use the at large, single -member, single -member with at large, and multimember with at large structures for their school boards. 9.2.2 District geography Each school board member election district must be compact in shape and composed of contiguous territory. However, the actual boundaries of school districts in Minnesota may make this challenging. (M.S. 205A.12, subd. 4) The most compact elective districts will be those which are roughly circular or square in shape. Considering the shape of most school districts in Minnesota, it is not possible for each elective district to be a circle or square. However, the elective districts within a particular school district should be as compact as feasible. A contiguous elective district is one that has one unbroken boundary containing it, with no "islands" of territory inside or outside it. School districts with noncontiguous pieces (school district territory not directly connected with the rest of the district) will recognize that it is not always possible to draw an elective district that is contiguous. Considering this, the noncontiguous pieces of the school district should be assigned to the most elective district within the main core of the school district that best meets all statutory guidelines. (M.S. 205A.12 subd. 4) 9.2.3 Combined polling places Combined polling places must be arranged so that each does not include more than one board member election district. Since combinations consist of precincts, this effectively means that precincts cannot be in more than one board member district. It would make for simpler elections anyway to coordinate school board member districts with municipal precincts. (M.S. 205A.11, subd. 2) Office of the Minnesota Secretary of State 2021 Redistricting Guide 49 9.2.4 District population census The school district may use the 2020 federal census numbers for the calculation of population totals in board member election districts. The school district may also conduct a special census and use the population counts for redistricting. (M.S. 205A.12 subd. 4) The availability and convenience of the federal census block population counts may make it simpler for the school district to use those numbers rather than conduct a census of their own. To use the federal census counts it will be necessary to have a map of census blocks and the corresponding block population number for each census block. There are several sources for maps of census block boundaries. See section 1.4.4 Sources of redistricting data for a list of some of the sources of maps and digital data. 9.2.5 District population equality Within a school district with single -member districts, each single -member district must be as equal in population as practicable. In school districts which elect members from multimember districts or combinations of single- and multimember districts, the size of each district must be in proportion to the number of members who represent that district. In other words, each constituent must have the same level of representation on the school board to comply with the Constitutional requirement of equal representation. (M.S. 205A.12 subd. 4) 9.3 Is redistricting of board member districts required? After the certification of the 2020 census the school district must either: • Confirm that board member election districts conform to law, or • Redistrict board member election districts to meet the provisions in law. Specifically, the school district must verify that its board member election districts comply with district population equality and that districts are compact and contiguous. (See 7.3.2.2 District geography) If the school board fails to take either action within the time required, no further compensation may be paid to the school board members. (M.S. 205A.12 subd. 6) 9.4 School board redistricting process 9.4.1 Acquire population counts Population is a consideration when evaluating and redistricting school board member election districts. If election districts are made up of entire cities, townships, or precincts, it may be relatively easy to acquire official census population summaries for those subdivisions. If school board member election districts split municipalities or precincts, the school district will need to acquire a complete population census of the school district. Typically school districts would use detailed official federal census block counts for this purpose. (M.S. 205A.12 subd. 4) 9.4.2 Notice of intent to redistrict The school board must publish one weeks' notice before holding a public hearing on a proposed resolution for the redistricting of member elective districts. (M.S. 205A.12 subd. 6) 9.4.3 Updated precinct information School boards must use the precincts created by cities and townships (and counties, for unorganized territories). Precinct boundaries may be changed through the redistricting process. County auditors will be notified of any changes, but are not required to send changed precinct boundary information to school districts until July 10, 2022 (30 days Office of the Minnesota Secretary of State 2021 Redistricting Guide 50 before the state primary election). The school district may want to coordinate with the county auditor to receive precinct boundary change information as soon as it is available. The school district may also want to acquire municipal precinct boundary changes directly from the municipal clerk to increase the amount of time the school district has the precinct information. (M.S. 2046.14 subd. 5; M.S. 645.15) 9.4.4 Writing the redistricting plan It may be preferable to write a metes and bounds description for a school board member district plan. A metes and bounds description is one that describes the boundaries of the districts in such a way that a person could walk the described boundary. An example that describes a portion of the Metropolitan Council's 6`h District is included in Minnesota Statutes 473.123 subdivision 3c (6): "The sixth council district consists of that portion of Hennepin county consisting of the cities of Golden Valley and St. Louis Park and that portion of the city of Minneapolis lying west and south of a line described as follows: commencing at the intersection of the southern boundary of the city of Minneapolis and Interstate Highway 35W, northerly along Interstate Highway 35W to Minnehaha Parkway, northeasterly along Minnehaha Parkway to 50th Street E., westerly along 50th Street E. to Stevens Avenue S., northerly along Stevens Avenue S. to 46th Street E., westerly along 46th Street E. to Nicollet Avenue S., northerly along Nicollet Avenue S. to 36th Street W..." The advantages of a metes and bounds description are: • More identifiable to people unfamiliar with the school district, • Better than using corporate limits or precincts for descriptions — as they both tend to change over time, When a school board member district -redistricting plan is approved, any reference to a municipal or precinct boundary refers to that boundary on the day the plan is approved. It is not uncommon for these boundaries to change, and school board member districts do not necessarily change with those boundaries. Metes and bounds descriptions may be more understandable to people unfamiliar with the school district than a description which references particular townships and ranges, for example. They may also be better than using corporate limits or precincts for descriptions — as corporate limits may change over time. 9.4.5 Dates for establishing member districts School districts with board member election districts must redistrict or reconfirm existing board member election districts within 80 days of the completion of legislative redistricting or by April 26, 2022, whichever comes first. However, the school district may not redistrict until after publishing one weeks' notice in advance of the meeting at which redistricting will be discussed. (M.S. 20413.14, subd. 2; M.S. 205A.12 subd. 6) A redistricting plan for school board member election districts is effective on August 9, 2022, the date of the 2022 state primary. (M.S. 205A.12 subd. 6) If the state legislative redistricting plan is adopted and/or any court challenges are resolved less than 19 weeks before the state primary in a year ending in two (after March 29 in 2022), there are alternate dates and procedures for redistricting or reestablishing local government elective districts. For more information on the alternate dates and procedures refer to Appendix A or contact the Elections Division of the Secretary of State's Office. 9.5 Giving notice After acting to redistrict school board member election districts, the school district needs to notify the county auditor(s) of the board member election district boundaries for entry into the statewide voter registration system. The Secretary of State's Office Elections Division also requests school districts which elect board members from election districts to send a copy of the election district plan. Office of the Minnesota Secretary of State 2021 Redistricting Guide 51 9.6 How district changes affect serving board members Board members shifted out of the election district they represent as a result of redrawing election district boundaries during redistricting, are not disqualified from serving for the remainder of the term for which they were elected. When running for office on the school board, a candidate must reside in the district for which they file for office. Except for shifts in election districts as the result of redistricting, each board member must be a resident of the election district that they represent. (M.S. 205A.12 subd. 5) 9.7 Voter's right to contest Minnesota law provides guidance to citizens of their right to contest local government election district plans. A voter wishing to contest a school election district redistricting plan or to compel redistricting must file with the district court by the appropriate date: • If the redistricting plan is approved before April 26, 2022, the voter must file within three weeks, but no later than May 3, 2022; • If the redistricting plan is approved after April 26, 2022; the voter must file within one week. (M.S. 2046.135 subd. 3) Office of the Minnesota Secretary of State 2021 Redistricting Guide 52 10.0 OTHER DISTRICTS 10.1 Park districts 10.1.1 Hennepin County Park District The redistricting of Hennepin County Park Reserve Districts is covered in Minnesota Statutes 383B.68. The redistricting of Hennepin County park districts roughly, though not exactly, matches the redistricting of county commissioner districts. The Board of Park District Commissioners may find it useful to review the County chapter of this guide, though the redistricting must be done according to the provisions provided in law. 10.1.2 Minneapolis Park Districts The city of Minneapolis also has park districts. The timing of redistricting of these districts is covered under the "Other election districts" so it should happen within 80 days after the legislature has been redistricting, or 15 weeks before the state primary (April 26, 2022), whichever comes first. (M.S. 204B.135, subd. 2) 10.2 Soil and water conservation supervisor districts Before 2003, there was no requirement to redistrict Soil and Water Conservation Districts (SWCD) after each census. This is because all voters in the SWCD voted for all candidates, even though SWCD candidates were required to reside in a nomination district, to provide board representation from throughout the SWCD. However, there was a law change made in 2003 to allow election of SWCD supervisors by district. This statute specifies the redistricting process and requirements. At this time, five SWCD—in Anoka, Carver, Dakota, Renville, Scott, and Washington counties --currently elect its supervisors by district. (M.S. 103C.311) 10.2.1 District requirements Districts must be: • Composed of precincts established by county and municipal governing bodies • Compact and contiguous • Substantially equal in population • Numbered in a regular series (M.S. 103C.311, subd. 2(b)) 10.2.2 Redistricting process Districts must be drawn by the county board of the county containing the largest area of the SWCD, in consultation with the SWCD board and with the approval of the state board (BWSR) A certified copy of the resolution establishing supervisor district must be filed by the chair of the district board, at least 30 days before the first day of candidate filing, with the: • County auditor of the counties where the SWCD is located • State board • Secretary of State (M.S. 103C.311, subd. 2(b)) Office of the Minnesota Secretary of State 2021 Redistricting Guide 53 10.2.3 Elections following redistricting Similar to county commissioners, all supervisors are required to be up for election following redistricting, except if the change made in the boundaries of a district is less than five percent of the average population of all the districts, the supervisor in office shall serve for the full term. See a more detailed discussion of this in The five percent rule. If all supervisors are up for election, the district board shall determine by lot the seats to be filled for different term lengths. (M.S. 103C.311, subd. 2(d)) 10.3 Hospital Districts Hospital districts are organized and defined by the cities and townships included. Hospital district boards are composed of one member elected from each city and township in the hospital district, and one member elected at -large. This organizational structure is defined in Minnesota Statutes 447.32, subdivision 2 and is not subject to redistricting at this time. 10.4 Metropolitan Council Districts The state legislature has the responsibility for adopting a redistricting plan for Metropolitan Council districts, in the same manner as described in State and Federal Redistricting. (M.S. 473.123, subd. 3a) 10.5 Other Local Districts There may be additional local election districts that require redistricting. The redistricting of local election districts should be conducted according to the policies and procedures established by the governing body that created the election districts. All local government election districts should be drawn in such a manner as to meet the Constitutional requirement of equal representation. Office of the Minnesota Secretary of State 2021 Redistricting Guide 54 APPENDIX A - REDISTRICTING TIMELINES Statutory Redistricting Timeline (Intended Deadline) *in effect if state redistricting plan adopted between 1/28/2022 and 3/29/2022. Otherwise, see "early" or "late." Date Action Citation 1/1/2020 Precinct boundary freeze begins. No changes except M.S. 2046.14, subd. 3 1) adjacent annexations in same county, 2) subdivision of existing precinct. 4/1/2020 Official date of US Census 11/3/2020 State General Election 1/4/2021 Deadline for Census to release apportionment data P.L. 71-13 4/1/2021 Deadline for Census to deliver redistricting data to P.L. 94-171, M.S.600.18 Governor, filed with OSS TBD OSS conducts redistricting training for local gov't M.S. 2046.146, subd. 1 officials 12/31/2021 Polling place establishment M.S. 20413.16, subd. 1 2/1/2022 Precinct Caucuses M.S. 202A.14 2/8/2022 February Uniform Election Date (last day to hold MS 20413.135, subd. 4 municipal or school district special elections until State Primary) * 2/15/2022 Intended deadline for legislative redistricting (25 M.S. 204B.14, subd. 1a weeks before primary) 3/8/2022 Deadline for municipalities to acquire maps of school M.R. 8255.0015 districts located within the municipality (within 21 days of completion of legislative redistricting) * 3/29/2022 Deadline for municipal redistricting including M.S. 204B.14, subd. 3, precinct reestablishment, polling place designation, M.S. 204B.135. subd. 1 and city ward redistricting (19 weeks before primary) 4/1/2022 Last day to withdraw from participation in combined M.S. 2046.14, subd. 2 polling place. * 4/5/2022 Last day to publish notice of intent to redistrict county M.S. 375.025, subd. 1 commissioner districts (three weeks prior to scheduled meeting) * 4/5/2022 Voters have at least one week and up to three weeks M.S. 20413.135, subd. 3(b) to apply for revisions to ward redistricting plan (18 weeks before primary) Office of the Minnesota Secretary of State 2021 Redistricting Guide 55 4/17/2022 Last day for SWCD redistricting plan to be filed (at M.S. 103C.311, subd. 2(b) least 30 days before candidate filing begins) 4/19/2022 Deadline for publishing notice of hearing for M.S. 205A.12, subd. 6 redistricting school board member districts (one week prior to scheduled meeting) 4/26/2022 Deadline for all other redistricting (county, school M.S. 204B.135, subd. 2 district, SWCD, park) (15 weeks before primary, or 80 days after legislative redistricting) 4/28/2022 Deadline for notification to secretary of state and M.S. 20413.14, subd. 5 county auditor of precinct boundary changes (within 30 days after change is made) 5/1/2022 Combined polling place deadline M.S. 20413.14, subd. 2 5/3/2022 Voters have at least one week and up to three weeks M.S. 20413.135, subd. 3(c to file to compel redistricting or to apply for revisions ) to school district, SWCD, park district redistricting plans (14 weeks before primary) 5/3/2022 Last day to publish notice of new election district lines M.S. 20413.14, subd. 4 (14 days prior to filing) 5/3/2022 Last day for county redistricting plan to be filed in M.S. 375.025, subd. 4 order for plan to be effective for 2022 county commissioner elections (two weeks before start of candidate filing) 5/10/2022 Last day for hospital district special election (May M.S. 447.32, subd. 2 Uniform Election Date) 5/10/2022 Deadline for voters to file to compel county M.S. 375.025, subd. 2 commissioner redistricting or to apply for revisions to county commissioner redistricting plans (one week before start of candidate filing) 5/17/2022 Candidate filing opens (84 days before primary) M.S. 204B.09, subd. 1 6/14/2022 Deadline for posting notice of new precinct M.S. 2046.14, subd. 4 boundaries in municipal clerk or county auditor's office (56 days before primary election) 5/31/2022 Deadline to file combined polling place action with M.S. 204B.14, subd. 2 county auditor (30 days after combined polling place established) 7/10/2022 Deadline for county auditor to notify school districts in M.S. 20413.14, subd. 5 their county that have territory affected by a precinct boundary change (30 days before effective date of change) Office of the Minnesota Secretary of State 2021 Redistricting Guide 56 7/15/2022 Last day to notify voters of new precinct boundary M.S. 204B.16, subd. 1a changes (25 days before primary) 8/9/2022 Primary Election (new precincts and districts take M.S. 20413.14, subd. 3(d); effect) 204D.03; 205.84, subd. 2 11/8/2022 General Election M.S. 20413.03 Office of the Minnesota Secretary of State 2021 Redistricting Guide 57 Statutory Redistricting Timeline (Early) These dates only in effect if state redistricting plan adopted before 1/28/2022 # Days Sample Action Citation from Plan Dates Approval 0 1/3/2022 Approval of state redistricting plan M.S. 204B.14, subd. la 21 1/24/2022 Deadline for municipalities to acquire maps of M.R. 8255.0015 school districts located within the municipality (within 21 days of completion of legislative redistricting) (80)-21 3/3/2022 Last day to publish notice of intent to redistrict M.S. 375.025, subd. 1 county commissioner districts (three weeks prior to scheduled meeting) 60 3/4/2022 Deadline for municipal redistricting (within 60 M.S. 204B.14, subd. 3(c), days after legislative redistricting) M.S. 204B.135. subd. 1 60 3/4/2022 Deadline for cities that redistricted wards in M.S. 204B.135, subd. 1 2021 to finish any modifications to conform with new legislative and congressional districts 60 3/4/2022 Immediately notify secretary of state and county M.S. 2046.14, subd. 5 auditor of any precinct boundary changes. (80)-7 3/17/2022 Deadline for publishing notice of hearing for M.S. 205A.12, subd. 6 redistricting school board member districts (one week prior to scheduled meeting) 80 3/24/2022 Deadline for all other redistricting (county, M.S. 204B.135, subd. 2 school district, SWCD, park) (within 80 days after legislative redistricting) (60) + 21 3/25/2022 Voters have at least three weeks to apply for M.S. 2046.135, subd. 3(b) revisions to ward redistricting plan (within 3 weeks of adoption of ward redistricting plan) (60) + 30 4/3/2022 Deadline for designating polling places for each M.S. 20413.14, subd. 3 election precinct (within 30 days after change is made). (60) + 30 4/3/2022 Deadline for filing base map with secretary of M.S. 2046.14, subd. 5 state and county auditor after precinct boundary changes (within 30 days after change is made). Office of the Minnesota Secretary of State 2021 Redistricting Guide 58 (80) + 21 4/14/2022 Voters have at least one week and up to three M.S. 204B.135, subd. 3(c ) weeks to file to compel redistricting or to apply for revisions to school district, SWCD, park district redistricting plans (14 weeks before primary) 5/10/2022 Deadline for voters to file to compel county M.S. 375.025, subd. 2 commissioner redistricting or to apply for revisions to county commissioner redistricting plans (one week before first day of candidate filing) 5/17/2022 Candidate Filing Office of the Minnesota Secretary of State 2021 Redistricting Guide 59 Statutory Redistricting Timeline (Late) These dates only in effect if state redistricting plan adopted after 3/29/2022 # Days Sample Action Citation from Plan Dates Approval 0 4/1/2022 Approval of state redistricting plan 21 4/22/2022 Deadline for municipalities to acquire maps of M.R. 8255.0015 school districts located within the municipality (within 21 days of completion of legislative redistricting) (42) - 21 4/22/2022 Last day to publish notice of intent to redistrict M.S. 375.025, subd. 1 county commissioner districts (three weeks prior to scheduled meeting) 28 4/29/2022 Deadline for municipal redistricting (no later M.R. 8255.0010 than 28 days after legislative redistricting) 28 4/29/2022 Deadline for cities that redistricted wards in M.R. 8255.0010 2021 to finish any modifications to conform with new legislative and congressional districts 28 4/29/2022 Deadline for notification to secretary of state M.R. 8255.0010 and county auditor of precinct boundary changes (immediately when change is made) (28) + 7 5/16/2022 Voters have one week to apply for revisions to M.S. 2048.135, subd. 3(b) ward redistricting plan (within 1 week of adoption of ward redistricting plan) (42) - 7 5/6/2022 Deadline for publishing notice of hearing for M.S. 205A.12, subd. 6 redistricting school board member districts (one week prior to scheduled meeting) 42 5/13/2022 Deadline for all other redistricting (county, M.R. 8255.0010 school district, SWCD, park) (within 80 days after legislative redistricting) 5/17/2022 Candidate filing opens (84 days before primary) M.S. 204B.09, subd. 1 (42) + 7 5/20/2022 Voters have one week to file to compel M.S. 20413.135, subd. 3(c); redistricting or to apply for revisions to "other" 375.025, subd. 2 redistricting plans (1 week after adoption of local redistricting plan) Office of the Minnesota Secretary of State 2021 Redistricting Guide APPENDIX B — REDISTRICTING CHECKLISTS County Auditor * Items apply only to counties that have unorganized territory, thus county has to set precincts and polling places Before Redistricting Role or Responsibility Cite Within your organization, clarify and define the roles, Recommended responsibilities, and expectations related to redistricting of the county auditor, county board, other staff, and/or groups Review official county policies to determine if there are any Recommended additional redistricting related responsibilities or tasks Act as an information resource to, and assist the work of, the Administrative county board and, if one is established, county redistricting commission Provide information to local media about redistricting Administrative Verify that all voter registration records and precinct finder data M.S. 201.002, M.R. are correct and accurately reflect the conditions prior to 8200.9315 redistricting * Determine that existing polling places for unorganized territories Administrative, M.S. meet ADA and all statutory requirements 2046.16 * Identify potential new polling places for unorganized territories Administrative, Recommended Acquire population counts and census block lines Administrative During Redistricting Role or Responsibility Cite Receive legislative and congressional plans from Secretary of M.S. 2.91 s. 1 State's Office Provide relevant portions of legislative and congressional plans to M.S. 2.91 s. 1 city and township clerks Receive corrections of legislative and congressional plans from M.S. 2.91 s. 3 Secretary of State, if necessary Coordinate and provide redistricting information to municipal Administrative and school district clerks * Prepare precinct plan for unorganized territories in county for Administrative board to approve, if requested by board Office of the Minnesota Secretary of State 2021 Redistricting Guide 61 * Determine that unorganized territory precinct plan passed by Administrative board meets statutory requirements * Notify Secretary of State of changed and reestablished precinct M.S. 204B.14 s. 5 boundaries in unorganized territories * Send maps of precinct boundaries to Secretary of State for M.S. 204B.14 s. 5 changed precincts in unorganized territories Receive precinct (and ward) boundary information from city and Administrative township clerks Assist cities with verifying that precinct (and ward) plans meet Administrative, statutory requirements Recommended. Notify school districts of changed precinct boundaries M.S. 204B.14 s. 5 Publish 3 weeks' prior notice of county board or redistricting Administrative, M.S. commission meeting during which redistricting plan will be 375.025 s. 1 considered Assist county commissioners with writing description of county Administrative commissioner district plan if requested If requested, assist county commissioners to determine which Administrative commissioners need to run for office in 2022 Verify that final county commissioner plan meets statutory Administrative, M.S. requirements 375.025 s. 1 After Redistricting Role or Responsibility Cite Publish legislative, congressional, county commissioner districts M.S. 20413.14 s. 4 Post legislative, congressional, county commissioner districts Recommended Post precinct boundaries M.S. 2046.14 s. 4 Provide copies of notice of commissioner districts to each municipal clerk Recommended Receive school district precinct and polling place location changes from school clerks Administrative Update street addresses, precinct finder, and voter registration records in the statewide voter registration system following redistricting Administrative * Notify affected households in unorganized territories of any change of their polling place. M.S. 2046.16 s. 1a Office of the Minnesota Secretary of State 2021 Redistricting Guide 62 It is strongly recommended that all voters be notified of their polling place, precinct, and other election districts using postal verification cards, even if no changes have occurred. Consider sharing mailing and costs (e.g. among county, cities, townships, and school districts). A special model redistricting postal verification card will be available. * Confirm contracts or arrangements for new and existing polling Administrative places in unorganized territories * Acquire additional voting equipment for new precincts in Administrative unorganized territories if necessary Prepare for possibility of legal challenge of commissioner plan Administrative, M.S. 375.025 s. 2 County Board of Commissioners Role or Responsibility Cite Determine whether or not to assess a redistricting levy M.S. 20413.135 s. 5, M.S. 275.70 s. 5 Publish 3 weeks prior notice of county board or redistricting M.S. 375.025 s. 1 commission meeting during which redistricting plan will be considered Create and approve county commissioner district plan by M.S. 375.025 s. 1 resolution, including district number assignment and determination of providing staggered terms. * Approve new, or reestablish existing precinct(s) in unorganized M.S. 204B.15, M.S. territories 204B.14 s. 1 * Establish new polling places for new precincts in unorganized M.S. 204B.15, M.S. territories 204B.14 s. 1 * Reestablish existing polling places for unchanged, existing Recommended, M.S. precincts in unorganized territories 204B.15, M.S. 204B.14 s. 1 County Redistricting Commission Role or Responsibility Cite Write descriptions of county commissioner districts M.S. 375.025 s. 3 Office of the Minnesota Secretary of State 2021 Redistricting Guide 63 City Clerk * Items apply only to cities that elect their city council members from wards (versus "at -large") Before Redistricting Role or Responsibility Cite Within your organization, clarify and define the roles, Recommended responsibilities, and expectations related to redistricting of the city clerk, city council, other staff, and/or groups Review city charter or official city policies to determine if there Administrative are specific responsibilities and tasks identified Act as an information resource to, and assist the work of, the city Administrative council or other city commissions Provide information to local media about redistricting Administrative Determine that existing polling places meet ADA and all statutory Administrative, requirements M.S. 20413.16 Identify potential new polling places Administrative, recommended Acquire census block lines Administrative, M.S. 20413.14 Assess any annexations that have been approved since January 1, Administrative 2020 (not reflected by census block lines) * Acquire census block population counts Administrative, M.S. 205.84 Identify source of school district map(s) Recommended Receive legislative and congressional redistricting plan from M.S. 2.91 s. 1 county auditor During Redistricting Role or Responsibility Cite Post legislative, and congressional district plans Recommended Acquire school district map(s) to facilitate coordination of school district and precinct boundaries M.R. 8255.0015 Receive corrections of legislative and congressional redistricting plan from Secretary of State, if necessary M.S. 2.91 s. 3 Office of the Minnesota Secretary of State 2021 Redistricting Guide 64 Prepare precinct plan for city council to approve, if requested Administrative, M.S. 2046.14 * Assist city council with writing description of ward plan if Administrative, M.S. requested 205.84 Verify final precinct plan meets statutory requirements Administrative, M.S. 20413.14 * Verify final ward plan meets statutory requirements Administrative, M.S. 205.84 Identify precinct polling place(s) for city council to approve Administrative, M.S. 20413.16 After Redistricting Role or Responsibility Cite Post approved precinct boundary changes M.S. 2046.14 s. 4 * Publish or post ward redistricting plan Recommended Send precinct information to auditor for posting and entering M.S. 20413.14 s. 4, into statewide voter registration system M.S. 201.022 Send polling place information to auditor for entering into M.S. 20413.16, M.S. statewide voter registration system 201.022 * Send ward information to auditor for entering into statewide M.S. 201.021, M.S. voter registration system 201.022 Send map of changed precinct boundaries to Secretary of State M.S. 20413.14 s. 5 Publish precincts, wards, etc. in local media Recommended Receive and post new county commissioner plan from auditor Recommended Send combined polling place information to auditor M.S. 2046.14 s. 2 (b)(3) Send notice of withdrawal from combined polling place to M.S. 20413.14 s. 2 auditor (b)(3) Notify affected households of any change of their polling place. M.S. 20413.16 s. 1a It is strongly recommended that all voters be notified of their polling place, precinct, and other election districts using postal verification cards (PVCs) even if no changes have occurred. Consider sharing mailing and costs (e.g. among county, cities, townships, and school districts). A special redistricting postal verification card will be available. Office of the Minnesota Secretary of State 2021 Redistricting Guide 65 Confirm contracts or arrangements for new and existing polling Administrative places Acquire additional voting equipment for new precincts if Administrative necessary * Prepare for possibility of legal challenge to ward plan Administrative, M.S. 2046.135 s.3 City Council * Items apply only to cities that elect their city council members from wards (versus "at -large") Role or Responsibility Cite Specific duties determined by city charter or official policies Administrative * Approve ward plan by resolution or ordinance M.S. 20413.135 s. 1 Approve new, or reestablish existing, precinct plan by resolution or ordinance M.S. 20413.14 s. 3 (c) Establish new polling places by resolution or ordinance for new precincts M.S. 2048.16 Reestablish existing polling places for unchanged precincts Recommended City Charter Commission * Items apply only to cities that elect their city council members from wards (versus "at -large") Role or Responsibility Cite Specific duties may be determined by city charter Administrative * Write descriptions of wards Administrative Office of the Minnesota Secretary of State 2021 Redistricting Guide Township Clerk Before Redistricting Role or Responsibility Cite Within your organization, clarify and define the roles, Recommended responsibilities, and expectations related to redistricting of the township clerk, township board, other staff, and/or groups Review official township policies to determine if there are Administrative additional redistricting related tasks that have been identified Act as an information resource to, and assist the work of, the Administrative township board Provide information to local media about redistricting Administrative Determine that existing polling places meet ADA and all statutory Administrative, M.S. requirements 20413.16 Identify potential new polling places Administrative, Recommended Acquire census block lines Administrative, M.S. 20413.14 Assess any annexations that have been approved since January 1, Administrative 2020 (not reflected by census block lines) Identify source of school district map(s) Recommended Receive legislative and congressional redistricting plan from M.S. 2.91 s. 1 county auditor During Redistricting Role or Responsibility Cite Post legislative, and congressional district plans Recommended Acquire school district map(s) to facilitate coordination of school district and precinct boundaries M.R. 8255.0015 Receive corrections of legislative and congressional redistricting plan from Secretary of State's Office if necessary M.S. 2.91 s. 3 Prepare precinct plan for township board to approve, if requested Administrative, M.S. 20413.14 Verify final precinct plan meets statutory requirements Administrative, M.S. 20413.14 Identify precinct polling place(s) for township board to approve Admin., M.S. 20413.16 Office of the Minnesota Secretary of State 2021 Redistricting Guide 67 After Redistricting Role or Responsibility Cite Post approved precinct boundary changes M.S. 204B.14 s. 4 Send precinct information to auditor for posting and entering M.S. 204B.14 s. 4, into statewide voter registration system M.S. 201.022 Send polling place information to auditor for entering into M.S. 204B.16 statewide voter registration system Send map of changed precinct boundaries to Secretary of State's M.S. 204B.14 s. 5 Office Publish precincts in local media Recommended Receive and post new county commissioner plan from auditor Recommended Send combined polling place information to auditor M.S. 20413.14 s. 2 (b)(3) Send notice of withdrawal from combined polling place to M.S. 2046.14 s. 2 auditor (b)(3) Notify affected households of any change of their polling place M.S. 204B.16 s. 1a It is strongly recommended that all voters be notified of their polling place, precinct, and other election districts using postal verification cards even if no changes have occurred. Consider sharing mailing and costs (e.g. among county, cities, townships, and school districts). A special redistricting postal verification card will be available. Confirm contracts or arrangements for new and existing polling Administrative places Acquire additional voting equipment for new precincts if Administrative necessary Township Board Role or Responsibility Cite Approve new, or reestablish existing, precinct plan by resolution or ordinance M.S. 2046.14 s. 3 (c) Establish new polling places by resolution or ordinance for new precincts M.S. 204B.16 Reestablish existing polling places for unchanged precincts Recommended Office of the Minnesota Secretary of State 2021 Redistricting Guide m School District Clerk * Items apply only to school districts that elect their board members from election districts (versus "at -large") Before Redistricting Role or Responsibility Cite Review school board policy to determine if there are specific responsibilities and tasks identified Administrative Within your organization, clarify and define the roles, responsibilities, and expectations related to redistricting of the county auditor, county board, other staff, and/or groups Recommended Act as an information resource to, and assist the work of, the school board Administrative Provide information to local media about redistricting Administrative Determine that existing polling places meet ADA and all statutory requirements Administrative, M.S. 20413.16 Identify potential new polling places Recommended Verify county parcel information contains correct school district information to determine county has correct district boundaries Administrative Notify auditor(s) of school district boundary errors or changes Administrative * Acquire census population counts M.S. 205A.12 s. 4 During Redistricting Role or Responsibility Cite Receive precinct information from auditor M.S. 20413.14 s. 5 Coordinate or reconfirm precinct boundaries to match precincts Recommended established by other government entities * Assist school board with writing description of election district Administrative plan for approval, if requested * Verify final election district plan meets statutory requirements Administrative, M.S. 205A.12 * Notify auditor(s) of new or reestablished school district election Administrative districts for posting and entering into statewide voter registration system * Notify Secretary of State's Office of new or reestablished school Administrative district election district boundaries Identify polling places for school board to approve, if requested Administrative Office of the Minnesota Secretary of State 2021 Redistricting Guide Prepare plan for combined polling places for school board to Administrative approve, if requested After Redistricting Role or Responsibility Cite Notify auditor(s) of change in school polling place for entering M.S. 205A.11 s. 3 into statewide voter registration system Notify affected voters of any change in combined polling place M.S. 205A.11 locations for school district special elections * Prepare for possibility of legal challenge of election district plan Administrative, M.S. 20413.135 s 3 School Board * Items apply only to school districts that elect their board members from election districts (versus "at -large") Role or Responsibility Cite * Approve new boundaries of election districts if board members are elected by election districts (versus "at -large") M.S. 205A.12 s 6 Approve new polling place(s) if necessary M.S. 20413.16 s. 1 Approve new combined precincts M.S. 205A.11 s. 2 Office of the Minnesota Secretary of State 2021 Redistricting Guide 70 APPENDIX C - SAMPLE DOCUMENTS Resolution Establishing Precincts and Polling Places WHEREAS, the legislature of the State of Minnesota has been redistricted; and WHEREAS, Minnesota Statute section 204B.14, subd. 3 (d) requires that precinct boundaries must be reestablished within 60 days of when the legislature has been redistricted or at least 19 weeks before the state primary election, whichever comes first; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of [Name], County of [Name], State of Minnesota hereby establishes the boundaries of the voting precincts and polling places as follows: Precinct 1 (City Hall, 123 Main St) That part of the city lying east of the river and north of Highway 1 Precinct 2 (Elementary School, 2341't Avenue) That part of the city lying east of the river and south of Highway 1 Precinct 3 (Community Center, 456 3`d Street) That part of the city lying west of the river Attached to this resolution, for illustrative purposes, is a map showing said precincts and the location of each polling place. Adopted by the City Council this [xxth] day of April, 2022. Resolution Reestablishing Precincts and Polling Places WHEREAS, the legislature of the State of Minnesota has been redistricted; and WHEREAS, Minnesota Statute section 204B.14, subd. 3 (d) requires that precinct boundaries must be reestablished within 60 days of when the legislature has been redistricted or at least 19 weeks before the state primary election, whichever comes first; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of [Name], County of [Name], State of Minnesota hereby reestablishes the boundaries of the voting precincts and polling places as follows: Precinct 1 (City Hall, 123 Main St) That part of the city lying east of the river and north of Highway 1 Precinct 2 (Elementary School, 23415t Avenue) That part of the city lying east of the river and south of Highway 1 Precinct 3 (Community Center, 456 3`d Street) That part of the city lying west of the river Attached to this resolution, for illustrative purposes, is a map showing said precincts and the location of each polling place. Adopted by the City Council this [xxth] day of April, 2022. Office of the Minnesota Secretary of State 2021 Redistricting Guide 71 Resolution for Adoption of County Commissioner Districts WHEREAS, Minnesota Statutes Chapter 375 establishes the procedure and requires a process for redistricting County Commissioner districts based on population figures from the Federal Census; and, WHEREAS, Minnesota Statute section 20413.135, subd. 2 requires that County Commissioner Districts be redistricted within 80 days of when the legislature has been redistricted or at least 15 weeks before the state primary election, whichever comes first; and, WHEREAS, pursuant to these statutes the 2020 Federal Census population figures shall be used to redistrict the [Name] County Commissioner Districts by [April 26, 2022], and that Commissioner Districts shall be bounded by town, municipal, ward, city district, or precinct lines; and, WHEREAS, the [Name] County Board of Commissioners has considered the possibility or potential for maximizing minority representation on the board of commissioners; and, WHEREAS, [Name] County published a three week notice in the newspaper having the contract for publishing the commissioner's proceedings for the county for 2022; and, WHEREAS, [Name} County conducted a public meeting on redistricting on [month & date], 2022: NOW, THEREFORE BE IT RESOLVED that the [Name] County Board of Commissioners hereby redistricts the County of [Name], following town, municipal, ward, city district, or precinct lines as reestablished in [April], 2022, and reestablishes the length of terms as follows: District 1- City of Washington, Washington Township, City of Adams Precinct 1 and Precinct 3, Jefferson Township (4-year term, 2022 Election) District 2 - City of Madison Precinct 2, Precinct 4 and Precinct 5, Monroe Township (continuation of current term, 2024 Election) District 3 - City of Jackson, City of Tyler, Harrison Township, Polk Township (4-year term, 2022 Election) District 4 - City of Adams Precinct 2 and Precinct 4, Adams Township (2-year term, 2022 Election) District 5 - City of Madison Precinct 1 and Precinct 3 (4-year term, 2022 Election) BE IT RESOLVED that the County Administrator is directed to file the redistricting plan with the County Auditor by May [date], 2022, to be effective on June [31St day after filing], 2022, for the 2022 primary and general election and publish in the [newspaper]. BE IT FINALLY RESOLVED that the districts are, for illustrative purposes, identified in a map of the county attached hereto and marked Exhibit A which by reference is hereby made a part hereof. Office of the Minnesota Secretary of State 2021 Redistricting Guide 72 Publication Notice Official Publication County of [Name] Notice of public hearing and intent to consider plans for redistricting of county commissioner districts in accordance with Minnesota Statutes, Section 375.01 to 375.025 (Published in [Newspaper] [Month & Date], 2022) Notice is hereby given that on the [Date]" day of [Month], 2022, at 7:00 p.m., the [Name] County Board of Commissioners will hold a public hearing at the [Name] County Government Center, [Address], in the City of [Name], for the purpose of considering preliminary plansforthe redistricting of [Name] County Commissioner Districts. A copy of the preliminary plans with all attachments and supporting documentation shall be available for public inspection in the office of the Clerk of the County Board during regular office hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. Any citizen intending to submit a plan for consideration in the redistricting of [Name] County Commissioner Districts must do so no later than [Month & Date], 2022, at 4:30 p.m. Notice is also given that the [Name] County Board of County Commissioners will meet in the [Name] County Government Center, [Address], in the City of [Name] on [Month & Date], 2022, for the purpose of redistricting [Name] County Commissioner Districts. Dated: [Month & Date], 2022 Office of the Minnesota Secretary of State 2021 Redistricting Guide 73 Redistricting PVC text (draft) REDISTRICTING NOTICE TO VOTERS Minnesota law requires that congressional, legislative, county, and local election district boundaries be redrawn every ten years after the census. This "redistricting" process may have changed the location of your polling place and the election districts in which you reside. The location of your precinct polling place and your election districts are provided on the other side of this card. Your polling place is where you will vote for state, county, and municipal elections beginning with the August 9, 2022 Primary Election. If your school district has an independent election, you may vote at a different location. If you have any questions about the information on this card, or if there is a mistake, please contact your voter registration office at the phone number listed on the other side of this card. Visit www.mnvotes.org for more voting information. Rev. 06-21 Office of the Minnesota Secretary of State 2021 Redistricting Guide 74 APPENDIX D - ATTORNEY GENERAL'S OPINIONS This index of Attorney General's Opinions includes all of those opinions identified as relating to local government redistricting. Some opinions are clarifications of language that no longer exists. 1922 No. 121, p. 132 Changing boundaries -necessity of the following lines in redistricting 1926 No. 64, p. 74 Redistricting districts 1934 No. 241, p. 431 Status of commissioners under redistricting 1942 No. 104, p. 170 Publishing Notice -City ward boundaries changed 798-G, July 19, 1954 Consolidation of two villages into one, each of the villages before consolidation begin separate commissioner districts, does not effect the boundaries of the commissioner districts. 798-D, Dec. 17, 1954 May redistricting only following state and federal census 126-F, July 30, 1956 Vacancy- filling of, after redistricting 798d, March 26, 1959 County board must use the latest state or federal census rather than more recent estimates New Districts established by action of majority of whole board. In districts having only one resident commissioner, as redistricted under 375.02, such commissioner shall serve for full period for which he was elected. 798b, March 17, 1960 Annexations by a city do not in and of themselves cause a change in the boundaries of commissioner districts. Redistricting can only be done by the county board pursuant to M.S. 375.02. 798d, June 17, 1960 Annexations by a city do not cause a change in the boundaries of commissioner districts. When a county has been redistricted it may not redistrict itself until after the next state or federal census is taken. 798d, March 26, 1962 Effect of election of redistricting: State institutional inmates as to census. 798D, May 7, 1962 Redistricting after decennial census; over 30% of population in one district: next general election certain commissioners need not run for office until expiration of their term. Office of the Minnesota Secretary of State 2021 Redistricting Guide 75 798D, May 9, 1962 Necessity of submitting redistricting to voters; effect of redistricting on offices of commissioners, and terms of the offices discussed. 185a-2, Jan. 7, 1964 The county board possesses authority to establish election precincts in unorganized territory and may designate such precincts by reference to organized towns as they existed prior to dissolution. 798-d, Jan. 17, 1964 In factual situation presented, proposed redistricting does not conform to requirements of M.S. 375.02 that commissioner districts be composed of contiguous territory. 798d, Nov. 8, 1965 Territories which connect at one corner are not legally contiguous and may not be joined in one district under M.S. 375.02. 126F, April 22, 1966 Prior opinions of office upheld. A vacancy in county board is filled by a board of appointment comprised of representatives from the "old" district as outlined in M.S. 375.10, 375.02. 798c, June 7, 1966 County boards have an obligation to determine whether the appointment of commissioner districts in their respective counties compiles with the requirements 375.02 and the standards are applicable thereto by the decision in Hanlon v. Towey, _ Minn. _. A finding by a county board that its districts do not so conform, and that the gross inequalities can be avoided, gives rise to a duty to redistrict. The fact that in a given county each districts as now constituted contains less than 30 percent of the population does not necessarily eliminate the need for further redistricting to comply with constitutional redistricting. 798d, July 22, 1966 When it becomes necessary to have a new election of commissioners pursuant to M.S. 375.02, the "next general election" referred to in the statute is the next general election at which the names of candidates for such office can be redistricted until after another such census. Op. Atty. Gen. 798d, June 17, 1966, must be regarded as modifying and forming an exception to prior opinions of the Attorney General, which held that when a county is redistricted after a state or federal census it may not again be redistricted until after another such census. The result of any special census taken pursuant to M.S. 297.13 or M.S. 340.60 may not be taken into consideration in determining the population of the county for purposes of redistricting under M.S. 375.02. Office of the Minnesota Secretary of State 2021 Redistricting Guide 76 798d, Aug. 1, 1966 County board should estimate the separate population of two unorganized townships for redistricting purposes where, under facts herein, state or federal census does not give separate populations of each such township, but combines the total population of both in its official report. 798-d, Jan. 13, 1976 Basis for application of election exception in Minn. Stat. 375.025 subd. 4 (1974) Is change made in boundaries of commissioner district, which alters its population and not one, which simply alters its land area. 798-d, Oct. 27, 1981 County Commissioner districts required to be as nearly equal as possible in population. Computation of change in boundaries for exception to election requirement (Minn. Stat. 375.025, subd, 4 (1980)) requires aggregation of persons added to and those subtracted from a district. Office of the Minnesota Secretary of State 2021 Redistricting Guide 77 APPENDIX E — GETTING REDISTRICTING DATA The U.S. Census Bureau releases two general types of data in conjunction with the federal decennial census. These data types are (1) geographic data and (2) population counts. Geographic data Census totals populations at many levels of geography. Some, such as counties, townships, and cities, are administrative entities. Others, such as tracts, block groups, and blocks, are areas defined by the Census for its purposes. Census blocks are the smallest geography, and all other kinds of Census geography can be created by putting blocks together. Blocks are usually bounded by physical features such as roads, railroads, or river, but sometimes are bounded by political subdivisions. The Census Bureau maps nearly all the roads, railroads, rivers, lakes, and other geographic features in the United States. It also maps political subdivisions such as state, county, municipal, and school district boundaries, Indian reservations, and other geographic areas defined by law. These are compiled into a digital database the Census calls its TIGER/Line files. For the 1990 redistricting cycle, the Census Bureau developed the TIGER (for Topologically Integrated Geographic Encoding and Referencing) system to reference population data to its geographic area. TIGER data is not a digital map, but can be used to create maps. Until 2007, TIGER data was released in an ASCII format, but since then it has been released in shapefile format which is compatible with all modern geographic information system (GIS) software. Additionally, the Census Bureau does produce map products, which can be acquired for use in redistricting. The features that comprise the boundaries of a census block define its geographic area. These features may collectively be referred to as "Census Lines," `Block Lines," "TIGER/Lines" or "Census Block Boundaries." Population summaries The first census data delivered to the state are "block" population counts. This is the data that will be used by the Minnesota Legislature and local governments to redistrict election districts. The Census Bureau collects population information by geographic areas called "census blocks." The bureau then reports population counts for each block and also reports population summaries for larger geographic areas such as states, counties, cities, and townships. Census blocks are the smallest geographic area for which population numbers are released. They are geographic areas bounded by physical features or political subdivisions. Other geographic areas defined by the Census Bureau are "Census Tracts." A census tract is a collection of census blocks. Tracts from the 2000 Census typically had between 1,500 and 8,000 people, with an average of approximately 4,000 people. Census tract boundaries are relatively stable over time, unlike census blocks, whose boundaries change whenever a new road is constructed or a municipal annexation occurs. The Census Bureau reports population information by census tracts to simplify the comparison of statistics among different areas of the country and among the same area overtime. The Census Bureau also releases population summaries for counties, cities, townships, and other political subdivisions. These population summaries are released periodically over several years after the census is conducted. Population information can be also be accessed from the State Demographic Center. Sources of redistricting data and related information Whether a local unit of government uses map products or a geographic information system in redistricting it is important that they acquire their data from a reputable source. The U.S. Census Bureau will make available redistricting data and maps: • Minnesota PL 94-171 Population data: https•//www.census.gov/programs-surveys/decennial-census/about/rdo/summary-files.html Office of the Minnesota Secretary of State 2021 Redistricting Guide 78 • Explore Census data: https://data.census.gov/cedsci/ • TIGER/Line shapefiles: https://www.census.gov/geographies/mapping-files/time-series/geo/tiger-line-file.htmi • PDF Maps: https://www.census.goy/geographies/reference-maps.2020.html The Minnesota Secretary of State's Office produces a variety of paper maps including maps of counties, cities, townships, precincts, and legislative and congressional districts: • Maps: https://www.sos.state.mn.us/election-administration-campaigns/data-maps/ordering-maps/ • Redistricting: https://www.sos.state.mn.us/election-administration-campaigns/election- administration/redistricting/ The Legislative Coordinating Commission's Geographic Information Services (LCC-GIS) provides a variety of digital data in GIS file formats on their web site. • Data Downloads: https://www.gis.leg.mn/htmI/download.htmI • Redistricting Resources: https://www.gis.leg.mn/html/redistricting.html The Minnesota Geospatial Information Office (MnGeo) distributes maps and data from state agencies and other official entities throughout Minnesota. • Minnesota Geospatial Commons: https://gisdata.mn.gov/ • School District Maps: https://gisdata.mn.gov/dataset/bdry-school-district-boundaries The State Demographic Center's web site has population information. • 2020 Census: https://mn.gov/admin/demography/data-by-topic/population-data/2020-decennial-census/ Additional sources of maps and digital data may include: • County and municipal planning, GIS, public works, public safety, and tax departments; • Soil and water conservation districts; • School district bus department or companies; • Software vendors; • Map vendors; • Private consulting companies (particularly engineering and environmental consultants); and • Public and private organizations. Office of the Minnesota Secretary of State 2021 Redistricting Guide 79 APPENDIX F — SUBMITTING REDISTRICTING DATA Authorization M.S. 2046.146, subd. 2 allows the Secretary of State's Office to authorize counties, cities, and townships to provide precinct and election district boundary updates in electronic formats. Those counties and municipalities using a geographic information system (GIS) may provide precinct and election district boundaries as a GIS compatible database or file in lieu of a paper map by complying with the guidelines and procedures defined by the Secretary of State's Office Elections Division. Data submitted by these procedures fulfills the requirement of providing a map of precinct boundary changes in Minnesota Statutes 2046.14, subdivision 5. Procedure 1. Immediately notify the Secretary of State's Office of boundary changes. 2. Submit a digital database or file that meets the technical guidelines below via email to brad.neuhauser@state.mn.us For questions, contact Brad Neuhauser, GIS Specialist, at 651-556-0648. 3. The Elections Division will notify the auditor or clerk that: a. If the file is acceptable, that the file was received and has been filed, or b. If the file is unusable in its current form, that the county/municipality must submit a paper map or digital file that meets the technical guidelines. Technical Guidelines Local units of government sending geographic information system (GIS) data to the Secretary of State's Office to fulfill notification requirements must submit files which meet one of the technical guidelines below. Contact the Elections Division to discuss alternative formats. Block Equivalency Files • A block equivalency file must be in comma -delimited (.csv), or dbase (.dbf) file format, • A file must be derived from the 2020 Redistricting Data • The file must contain a record for every census block within the legal boundaries of the jurisdiction, and • For every census block, there must be a populated field containing the number of the precinct, or election district, to which that block is assigned. ESRI Shapefile • File geography must be based on the 2020 Redistricting Data, • File coordinate system must be: o Universal Transverse Mercator (UTM), Zone 15, o North American Datum of 1983 (NAD83), o GRS 1980 Spheroid, and o Measured in meters. • Shapefile components may be zipped into a single file for convenience in transferring. Zipped files must compatible with WinZip or a similar product. Revised 81512021 Office of the Minnesota Secretary of State 2021 Redistricting Guide Eii7 Local Election Officials' Guide to Redistricting Contents Introduction............................................................................................................................................ 3 Purpose............................................................................................................................................... 3 Preparation.............................................................................................................................................4 Createa Calendar................................................................................................................................4 Assess Current Boundaries..................................................................................................................4 Take Inventory of District Maps........................................................................................................... 5 Document the Process......................................................................................................................... 6 Addresses and Street Files.......................................................................................................................6 StreetFile Audits................................................................................................................................. 7 Geocodi ng........................................................................................................................................... 8 ListMaintenance...............................................................................................................................11 Outreach and Public Hearings................................................................................................................11 PublicNotice and Outreach...............................................................................................................12 PublicComment................................................................................................................................13 Making Changes to Boundaries..............................................................................................................13 PrecinctBoundary Changes...............................................................................................................14 District Boundary Changes.................................................................................................................15 Reviewfor Accuracy..........................................................................................................................15 Checklists..............................................................................................................................................16 RedistrictingGlossary ............................................................................................................................19 AdditionalResources.............................................................................................................................20 Introduction Federal, state, and local laws require certain elected offices, such as the U.S. Congress, state legislators, and County Commissioners, represent about the same number of people. Every 10 years, the United States is constitutionally required to conduct a count of the general population, known as the U.S. Census. Redistricting is the process of re-examining and making changes to political boundaries, to account for changes in population. For election officials, this process includes preparing and analyzing electoral data, developing maps, and updating district boundary information in election records. In some jurisdictions, soliciting public input is also delegated to the local election official. Redistricting laws, and the officials responsible for each step in the process, vary by jurisdiction. Purpose Redistricting applies to all levels of government where district elections are held, although not all jurisdictions will be subject to or require new boundaries to be redrawn. Although election officials share basic responsibilities for updating newly redrawn political districts in their records, there are variations among the size of their offices, technical abilities, budgets, and the resources available to update and audit precinct and district boundaries. In addition, because redistricting usually only occurs once every 10 years, it is possible the officials responsible for managing redistricting have only overseen the process one or fewer times. The purpose of this document is to provide general guidance to assist election officials when making technical changes to precinct and district information in election systems. For election officials to certify every vote is counted correctly, they must first make certain that every voter receives the correct ballot. This is a complicated procedure of analyzing voter addresses, and then determining which addresses are located within a voting district. Federal, state, local, and district boundaries rarely coincide with each other and often have overlapping dividing lines. Boundary lines are defined in a variety of ways including metes and bounds, voting precincts, census blocks, public maps, and other methods. Prior to the advent of computer databases, election officials kept track of which voters resided in which districts using a combination of paper maps, lists of addresses, and paper records of voter registration information. Today, many election officials use computerized election management systems (EMS), geographic information systems (GIS), electronic voter registration systems, and other technology tools to help maintain voter and associated district boundary information. Although technology has allowed election officials to refine the accuracy of voting data, the process of redistricting still requires meticulous data entry and careful manual oversight. Many jurisdictions will solicit public input when drafting new political boundaries. Gathering public comments can be a function assigned to local election officials in some jurisdictions. This document also provides a broad overview of items to consider when planning public hearings during the redistricting process. Preparation There is a limited amount of time for election officials to make changes to election systems after census data is released and before subsequent elections occur. Preparation for redistricting can begin months before updated district boundaries are finalized. This section lists areas jurisdictions can focus on early in the redistricting process. Create a Calendar Creating a calendar of events can help ensure that all legal requirements and deadlines are met, even if some dates are not yet finalized. Beginning with the last possible date and working backwards, a plan can be developed in advance to prepare for contingencies when more time may be needed for a specific task. The following examples are not intended to be a comprehensive list and may not apply in every jurisdiction. Items that should be considered for inclusion in a redistricting calendar include: • Auditing existing street files • Auditing existing precinct boundaries • Auditing existing district boundaries • Meeting with other departments to support redistricting changes (e.g., IT or GIS) • Obtaining training materials from the EMS vendor • Outreach to local districts to coordinate redistricting plans and communicate deadlines and requirements • Release date of census data • Public hearing outreach dates • Public hearing notice deadlines • Publishing draft maps • Adoption of final boundary maps • Possible legal challenges to final maps • Making changes to precinct and district boundaries in the EMS • Auditing changes to data in the EMS to ensure accuracy • Required legal notifications after changes are made • Candidate filing periods for new district boundaries Forward planning is the key to solving organizational challenges, especially with shortened timelines. Having a plan with key dates and deadlines identified early in the process of redistricting can help reduce errors or omissions of legal requirements and make the process of updating boundary changes more manageable. Assess Current Boundaries Understanding and reviewing current district boundaries is essential when preparing for redistricting. This review should include locating the latest set of district legal descriptions, which are written geographical descriptions identifying districts' precise locations and boundaries for legal purposes. Once located, familiarize yourself with the types of descriptions districts use to define their boundaries. Some districts are contained wholly within a single jurisdiction, while others cross jurisdiction lines. It is a best practice to identify officials responsible for the redistricting process for shared districts and to collaborate where appropriate. 4 For districts that are defined with metes and bounds descriptions —which are detailed and very specialized descriptions using specific geographic features, street directions, intersections of roads, distance between points, and other land surveying methods —it is helpful to identify professionals who can help read and interpret land survey data. Many agencies have surveying departments that may be able to assist election officials who are unfamiliar with these types of descriptions. Metes and bounds legal descriptions often refer to property records, like subdivision maps, so it is a good idea to know where to find property records in a jurisdiction, in case they will need to be referenced when reviewing these types of legal descriptions. For districts that are defined with census tracts, which are small areas similar to neighborhoods established by the U.S. Census Bureau for analyzing populations, it is helpful to review the latest census tract maps located on the U.S. Census Bureau website: https://www.census.gov/. These maps show and label federal and state American Indian reservations, Alaska Native Regional Corporations, states (or state equivalents), counties, county subdivisions, consolidated cities, and places. Additionally, these maps display a base feature network including roads, railroads, and water bodies. For districts that are defined using voting precincts (or precincts for short), which is a term election officials use to describe a geographic area that determines where a voter resides for election purposes, locate the latest set of precinct boundary definitions, which may themselves be metes and bounds or rely on census data. Election officials should locate and find any current legal descriptions not in their possession. Without the underlying data, it will be difficult or impossible to verify the accuracy of current boundaries. Take Inventory of District Maps Districts maps may be filed with election officials in regular intervals prior to elections, or they may be held in archival map vaults. Boundary maps may be displayed and maintained in GIS systems, or they may be on file with another department within a local organization. It is a best practice to verify with district representatives that current maps in your custody, or displayed within GIS systems, are accurate prior to beginning the redistricting process. Historically at -large districts, where their members are elected by all voters within a political subdivision, may have changed to voting by districts in recent years. Reach out to all local jurisdictions to ensure their boundaries are up to date and that all annexation data is on file. Gather current district maps not in your possession, and request GIS shape files, if available. Congressional and state legislative districts may be available from state redistricting organizations. The U.S. Census Bureau also maintains a repository of states' congressional and state legislative district boundaries. Examples of departments that keep and maintain local shape files are information technology, building and safety, planning, Assessors, or dedicated GIS departments. 5 A shapefile is a vector data storage format for storing the geometric location and attribute information of geographic features. Geographic features in a shapefile can be represented by points, lines, or polygons (areas). Precinct and district shape files will contain polygons that can be overlayed with topography maps, roads, parcels of land, aerial photography, and other useful features to visualize boundaries in a map format. Document the Process It is best practice to obtain signatures, dates, and names of the district representatives who confirmed the boundary data to document all information provided by districts. Jurisdictions should also keep a detailed inventory of where every record is stored, who is responsible for maintaining the records, and where to find the documentation of who provided the boundary information. The inventory should also include who created boundary information in an election management system or GIS database and when the last update was made to these systems. Street Former Revised Reason Updates in EMS Name Pine Street 100-198 100-198 Boundary change adopted by Update was completed by even even Commission on October 12, K. Smith on 12/01/21 District 1 District 2 2021, resolution #2021-68 Know in advance what information should be kept for archival purposes. Identify who the custodian of the current and new boundary information is, and where documents should be stored. Save copies of all existing boundaries to archive historical precinct and district level election results, clearly marked with the date. Precinct and district level election results are only useful if they can be compared to the boundary lines associated with specific elections. Know your record retention laws, and ensure no data is destroyed before allowable by law. Addresses and Street Files The most common way election officials determine which district a voter resides in are by maintaining lists of addresses and street segments, which are portions of a street located between a range of addresses. This is done by associating a numerical range of addresses with each precinct. Precincts are then associated with districts. In practice, implementing changes to district boundaries from the redistricting process is accomplished by updating the precinct and districts associated with addresses and street segments. The database of addresses and associated districts is often referred to as a street file or street index. Pine Street Precinct 100-198 even ........................... 41 101-199 odd .............................. 42 200-300.......................................... 43 District 2 Precincts 41,42 & 43 District 3 Precincts 44 & 45 Street File Audits Auditing street file accuracy will save time when boundary changes are made. Correcting the street file will require updating addresses, so it is recommended that jurisdictions identify other departments and agencies that maintain addresses to coordinate corrections. Examples of agencies that maintain addressing records are the U.S. Postal System, U.S. Census Bureau, public safety offices, health departments, Assessors or property tax departments, land records agencies, building and safety, or any departments that file property maps, assign addresses, or are responsible to maintain road signs. Items to review when examining a street file: • Even and odd sides of the streets • Incomplete addresses • Incorrect road types (e.g., Street vs. Lane) • Missing prefix or suffix (e.g., apartment or space numbers) • Incomplete or missing compass directions (e.g., North vs. Northwest) • Overly long address ranges (e.g., 1-10,000) All street segments should be reviewed to make sure addressing standards are consistent and duplicate street segments should be removed or combined. For example, Ocean View Ave. vs. OceanviewAve., HWY95 vs. Highway 95, 2"dSt. vs. Second St. should be examined to determine if they are the same street. To verify which version of the street name should be used, it is helpful to review property records, postal service addresses, and voter registration applications which often reflect what is on street signs. If there are inconsistencies in street names, efforts should be made to create standardized, complete,' and uniform addresses among agencies. This may require updating databases or installing new street signs to correct for errors. Auditing street files includes identifying proper address unit abbreviations. States or jurisdictions may have their own specific guidelines for address standardization, so it is a best practice to review all state and local address rules, prior to making changes to street addresses. Listed below are the most common U.S. Postal Service abbreviations, but a complete list can be found at www.usps.com. Apartment APT Building BLDG Floor FL Suite STE Unit UNIT Room RM Department DEPT ' The Postal Service defines a complete address as one that has all the address elements necessary to allow an exact match with the current Postal Service ZIP+4 and City State files to obtain the finest level of ZIP+4 and delivery point codes for the delivery address. Astandardized address is one that includes all required address elements and that uses the Postal Service standard abbreviations (as shown in this publication or in the current Postal Service ZIP+4 file), per USPS Publication 28, Postal Addressing Standards June 2020 Validating street lists against postal service data can streamline the process of identifying non- conforming addresses. Other items to consider are eliminating the use of # signs and looking for addresses with an unusually high number of voters. It is a best practice to identify all business and private mail collection facilities in your jurisdictions, to make sure voters are not registering to vote using these locations. Another common mistake is when multiple streets have the same or similar name in different cities or towns within a jurisdiction, and voters accidentally get assigned to the wrong street segment. Common examples are Park, Main, Oak, Pine, Maple, Cedar, Elm, View, Washington, Lake Hill, and numerical streets First -Ninth.' When auditing the street file, identify voters with the same last name and numerical address who are assigned to different cities or towns with the same street names. Once changes are made, there should be a comprehensive review process to make sure changes made are accurate. It is a best practice for a different person to conduct the review than the person who made the initial changes. Auditing street files can be a time-consuming process, but the more accurate a street file is prior to redistricting, the easier it will be to update databases once new boundaries are finalized. In addition, jurisdictions who regularly audit their street file will have greater confidence that their elections are accurately configured. Geocoding Using GIS, addresses, precincts, and districts in an election management database can be compared with GIS shape files to review for discrepancies. If an elections office does not have familiarity with using GIS, it is a best practice to identify other qualified individuals within their organization or hire a private contractor who may be able to assist with creating a voting precinct layer, if one does not already exist. Once the voting precinct shape files are created, it may require additional periodic assistance to audit street lists, but usually once shape files are created, they only need to be updated when boundary changes are made. Using GIS, streets, addresses, parcels, districts, precincts, township/range lines, and aerial photos can be overlayed in a single database to interactively examine addresses, precincts, and districts for accuracy. This is an example of a shapefile layer with voting precincts in a GIS workspace 'See: https://www.nic.org/resource/most-common-u-s-street-names/ (accessed July 29, 2021) H. It is recommended that election officials use a process known as geocoding to audit voting records in GIS. This will assign a point on the map for every address in a street file. These points can be compared to other information contained in the GIS workspace. For instance, you can compare the associated districts of address points on the map, to the districts for those same addresses in the GIS shape file to test whether there are any conflicts. .-. .. .. _ i This is an example of geocoding in a GIs workspace3 The first step in the geocoding process involves extracting a tab -delimited file from the EMS and uploading the file into an existing GIS database with address point data. Steps should be taken to protect all personal identifying voter information when creating this extract. The only fields necessary are residential address, precinct, and district data. Sources of address point data for comparison within the GIS workspace can include the U.S. Census Bureau's Topologically Integrated Geographic Encoding and Referencing (TIGER/Line) data and the U.S. Postal Service. Parcel data from Assessor or property records offices can be used to create an address point data set by creating centroids (geometric centers) of the parcel polygons (a sequence of individual lines forming a closed loop to define a polygon) and assigning the parcel addresses to the address point. Next, the EMS addresses are compared with other address points in the GIS workspace. An EMS address is successfully geocoded where both the address and town match (to account for duplicate addresses in different towns). If there are EMS addresses that do not match an address within the GIS workspace, those addresses have to be geocoded with a different dataset. The U.S. Census Bureau has a robust address dataset, and easy -to -use online geocoding application, but there are other commercially available geocoding solutions. Unmatched addresses can be run through additional geocoding applications, or they can be layered into a single database to resolve the remaining addresses. There might be a small number that are unable to be geocoded. A manual review of the un- geocoded addresses can be accomplished by visually locating where the address should be, given known address ranges for streets and aerial imagery that shows unaddressed buildings. Any internet mapping tool (e.g., Google) can be used for the manual review by entering an address directly into the search engine. a See: https://www.esri.com/about/newsroom/arcuser/efficient-geocoding-with-arcgis-pro/ (accessed July 29, 2021) 0 Once all the addresses are converted to coordinates and GIS point data (i.e., geocoded), then the geocoded addresses can be used to audit the precincts and districts in the GIS workspace. Using GIS analysis tools, you can export a table that lists the addresses and each address' associated voting precincts and districts into two tables - one produced by the EMS, and one produced by GIS. The final step compares the two tables for discrepancies. With thousands of address points, it is not recommended that this process be done manually. A program can be written to perform several tests designed to expose any discrepancies. The only test that can reasonably be performed without writing code is to compare the total number of addresses in each table. If the totals do not match, the reason for the difference will be discovered in further tests. Examples of coded tests can include, but are not limited to: Counting the number of addresses in each precinct according to each table. Making sure that the addresses of each precinct in a table match the addresses in that precinct in the other table. In other words, one table may show that a given precinct has 400 addresses, which is what the other table also shows, but the specific addresses have to be compared to make sure that it's the same 400 addresses in each table. Double-checking every address to make sure the assigned precincts and districts match in each table. If the previous tests have been run and discrepancies resolved there should be no problems found in this test. Outputs for each test can be text lists of problematic addresses, precincts, or districts. Resolving these issues will require looking closely at each discrepancy and determining the possible problem. It could be an error in data in the EMS T- ` or it could be an error with the address, precinct or district V 4 polygons in the GIS workspace. The only way to tell is with # * a • close scrutiny of both systems. When conducting a visual inspection, it is helpful to color code the address points and+ voting precincts. If a portion of a street segment is assigned the wrong precinct, it will be more obvious to discover. For «1-T1 ;' *- _ - example, in the adjacent image you can see there were s « :^ discrepancies between the EMS address points and GIS precinct shape files, based on the mis-matched color coding. This could be an error in either dataset. By reading the written description of where the precinct boundaries are supposed to be, and then visually inspecting the GIS workspace, it can be determined if the GIS precinct boundaries are correct or not. If they are correct, then the problem is with the EMS precinct assignment. 1i In this example, the pink, green and gold dots should match the pink, green and gold polygons 10 Once the erroneous data has been repaired at the source, it is advisable to go through the testing process again to make sure all discrepancies have been resolved. Precinct 78 Prearx;t BO/ -- \ _1 _ P-anct 78 I 78 Precinct 82 PT�ncr 81 J This is an example of discrepancies in precinct data found with geocoding Once a GIS workspace is created, it can be used to geocode EMS data after making changes due to redistricting. The workspace can also be used to create other tools that GIS can facilitate, such as polling place look -up and election night reporting tools. List Maintenance After the street file has been audited and all address data verified, efforts should be made to maintain the accuracy of the database in the EMS. It will be easier to succeed with address list maintenance if the number of people who are responsible for adding, changing, removing, or combining street addresses or segments is limited. It is a best practice to develop a written plan with standards and steps taken when making changes to a street file. A written plan should include at a minimum: • A log of who updated the data, what data was updated, the date the change was made, and the reason for the change • The steps required to verify the address is a valid residence address for voting purposes (e.g., the address is recognized by the U.S. Postal Service and is not a business address) • The steps taken to verify the associated precinct with the address or street segment • Requirements to notify other agencies of changes made - if applicable • Steps taken to verify that the address or street segment does not already exist, under another spelling or name (e.g., 2nd Street vs. Second Street) when adding new street segments Outreach and Public Hearings Elected representatives make decisions important to the lives of everyone who lives in their districts. Involving the public in the process of redrawing political boundary lines, helps to ensure the diversity of populations are represented within new district boundaries. Many jurisdictions require the local election official to collect public input, prior to adoption of final maps. This usually applies when making changes to smaller local districts like counties, cities, towns, 11 schools, and hospitals that are elected by district. This section will focus on gathering public input generally but is not meant to be a comprehensive guide for every scenario. Public hearings benefit from broad community participation. This can be challenging during times of natural disasters or public health emergencies, when they limit in -person gatherings. Determining how public comments will be adequately recorded, when to hold public hearings, whether they should be conducted in -person or electronically, and how to ensure adequate notice is given to invite participation are all part of the planning process to gather public input. Public Notice and Outreach Adequate notice can be challenging to achieve in a crowded news or social media environment. There is the basic legal threshold of meeting a requirement which might be publishing notice in an adjudicated newspaper, but there are additional steps that can be taken to assure meaningful public engagement. Additional outreach programs, including language interpretations, drafting promotional materials for use on social media, radio, television, and direct mail are strongly encouraged to invite public participation. Before the meeting, solicit constituents' questions via social media, or host digital town hall sessions. During official hearings, make a livestream video available, and provide contact information for individuals who still have questions afterwards. Public notice for hearings held online should include instructions for public access and how comments can be formally submitted for consideration. Remote meeting platforms should be accessible and comply with the American Disabilities Act (ADA) and Section 508 of the Rehabilitation Act. Participants should be able to accessibly communicate and submit comments. Press releases and legal notices should direct the public to websites where they can find more information about the redistricting process. Redistricting information should be posted conspicuously on websites, along with a timeline of events related to the redistricting process and clear guidance on how hearings will be conducted. All notices should include a phone number where citizens may request to receive information and provide comments, outside of public hearings. To the extent possible, governing bodies should seek to provide more than one platform to submit public input. In some areas, limited access to computers (e.g., disadvantaged and economically stressed communities) or limited internet infrastructure (e.g., in rural areas) could hinder public notification of and participation in public hearings. In -person hearings are still an important way to conduct outreach to communities. In person locations should be accessible and in compliance with ADA requirements. Assistive listening devices should be made available along with ASL interpreters, real-time captioning, or other accommodations that are requested in advance. Large print agendas and other alternative forms should be made available. If video streaming is available, consider partnering with local news media to broadcast hearings live and make a recording available for later viewing. It is a best practice to engage local community leaders to explore solutions to potential barriers, such as designating a satellite location (e.g., a public library or community center) where the public can gather to participate remotely. The greater access to public hearings, the more likely it will be to receive meaningful engagement. 12 Public Comment Jurisdictions should have detailed written procedures on how public input will be collected, stored, made available, and considered for inclusion in final decisions. A written plan should include at least the following: • How members of the public can submit comments, such as via email, online forum, teleconference, or in -person • Whether members of the public will be required to pre -register to directly participate or show visual aids • Any constraints on the length of content or comments, such as a maximum word count or limit of oral testimony length • When the public comment portion of the hearing will take place, such as the beginning of a meeting or at a certain time • How public comments will be captured and how the public can access the information • How the comments will be evaluated for inclusion in the final redistricting plan Commentors may wish to share visual aids that were not shared with the governing body in advance, to help communicate or demonstrate their message. For meetings held electronically, there should be established protocols to make visuals aids provided by commenters available for viewing, similar to in - person meetings. If the electronic platform only provides a record of written or oral testimony, there should be written procedures on how visual aids can be submitted via alternative method. Written procedures should include whether additional documents submitted will be made publicly available prior to the close of the comment period, where they can be located, or how they can be requested. If multiple hearings are conducted, the public should be notified of the entire schedule in advance. There should also be clear detailed information if there will be comment periods or if hearings will be conducted before or after draft redistricting maps are published. Making Changes to Boundaries After district boundaries are finalized, and all legal challenges (if any) are resolved, the process of making changes to boundaries in election management systems will begin. If election officials planned ahead, they will already be familiar with the current boundaries. If reviewing precinct and district boundaries for the first time, it is advisable to revisit the section of this document titled Planning Ahead. The process of making changes to election management databases will vary considerably, depending on the software and design of the program. Contact your EMS vendor and request training materials or manuals on how to make changes like splitting, merging, or adding new street segments and the proper order of making changes to precincts and districts. Know which reports should be run to audit the database, after changes are made. Plan ahead to ensure adequate staffing is available to assist with making changes after redistricting maps are finalized. Be sure to coordinate with other supporting departments, such as information technology and GIS departments, well in advance so they can also plan to allot staff time to assist. 13 This section will cover general best practices and is an overview of the types of changes that need to be made to update newly drawn boundaries. A more comprehensive summary can be found in the section of this document titled Planning Ahead. Precinct Boundary Changes With district boundaries changing, it may be appropriate to evaluate whether precinct boundaries should be updated, if legally permissible. Precincts are usually established at the local level and are used to organize voters into groups that share geography and political commonality. From a practical perspective, precincts are used to provide an orderly way to issue correct ballots to voters. If new district boundaries cut through precincts, it may require splitting or changing precinct boundaries. To begin the review process, look for areas where precincts have been spilt by district boundaries lines or where they cut through parcels, dwellings, or developments. School districts and other special districts can have overlapping electoral boundaries that require election officials to split precincts when creating unique ballot styles for voters. These "precinct splits" (subsets of an established voting precinct) can create privacy concerns if district boundaries overlap in particular ways. For example, if a special district extends into just one parcel of a voting precinct, only voters living at that address will receive that particular ballot style. When election results are reported by precinct, it may be possible to discover how these voters voted in an election. In these scenarios, it may make sense to move the household or sub -sets of households into neighboring precincts to protect voter privacy. Renumbering precincts may also be a consideration, if the current numbering system is illogical or missing consecutive numbers. However, changing the numbering sequence may make it difficult to track trends over time. If changes to numbering schemes are made, keep a detailed log of the changes and why the changes were made. Making the changes in EMSs will be dependent on the specific software and design. Some things to keep in mind when making changes include: • What is the proper order of tasks to make changes? • Do any street segments need to be split, merged, or added in the EMS? • Have any voters been disassociated from precincts or districts from changes made in the EMS? • Have all addresses associated with precincts been updated in the EMS? • Have all districts associated with precincts been updated in the EMS? • Have all districts that use precincts in their legal descriptions been informed and updated? • Have new maps been drawn to reflect changes? • Have your website, GIS, or other public documents been updated to reflect the changes? • Have all appropriate agencies been notified of the changes? (e.g., state election directors) Any changes to precincts should meet all legal requirements and be adopted by the appropriate governing bodies. Precincts should not cross district boundaries as a rule, and in some cases by law. Identify who needs to be involved in the adoption of new precincts early on and keep them informed of any changes. 14 District Boundary Changes The process for updating district boundaries is similar to the process for updating precinct boundaries outlined in the section titled Precinct Boundary Changes. For congressional and state legislative districts, ensure that you have enough information to make all needed changes. If the address or boundary information is unclear, contact the agency providing the files and request clarification. If the new boundaries overlap with neighboring jurisdictions, coordinate street files at the intersection, to confirm they line up with each other. When coordinating with school, hospital, community services and other local districts, communicate with district representatives early on in the process. Be specific when requesting items needed to make changes to boundaries and the deadlines for submitting maps, legal descriptions, and shape files. As documentation is received from districts requiring boundary changes, review each jurisdiction's submissions to determine if the information is complete enough for changes to be made in the EMS. Legal descriptions should be carefully proofread for errors or omissions. If a new map is submitted, determine if there is enough information to clearly identify all addresses within the new boundary. If not, contact the district representative and request clarifying documentation. Make a list of precincts, streets, and addresses that will be affected by the boundary changes for each district. Carefully follow the written materials provided by the EMS vendor to make changes. Be sure updates are made in the proper order in the EMS. Run reports to verify the accuracy of all adjustments. After changes are finalized, send lists of addresses associated with the new boundaries to the local district representative to review for accuracy. Incumbent office holder addresses should be reviewed to determine if their residence addresses are within the new district boundary lines. Since incumbent office holders may be required to live in their district, notify the local district governing body if an elected representative no longer resides within the new boundary lines. Review laws to familiarize yourself with all legal notification requirements, such as informing affected voters of boundary changes. Send updated maps and associated data to persons and agencies outlined in statute, such as other departments in an organization or state redistricting agencies. Review for Accuracy Having complete and updated boundaries, carefully reviewed, and implemented, will provide reassurances to election officials, candidates, and voters that elections are properly configured, and outcomes are reliable. All of the same steps outlined in the sections of this document titled Street File Audits and Geocoding should be completed again after any changes are made to EMS data. Because redistricting takes place infrequently, precinct and district boundaries may not be reviewed on regular intervals. It is important that once precinct and district boundaries are adjusted, they are carefully reviewed for accuracy. Every effort should be made to procure adequate training, staffing, and resources to oversee the process. The fewer the errors in election administration, the greater public confidence in the integrity of elections. 15 Checklists This section has example checklists of tasks related to preparing for redistricting, soliciting public input, and making changes to district and precinct boundaries in election records and systems. Preparation Date Completed Will there be adequate staffing for the time period changes will be made to addresses in election management systems and/or GIS? Have other departments that need to be involved in making changes due to redistricting been contacted? (e.g., Information technology or GIS departments) Is there budget to cover over -time, third -party contracts, or additional temporary staffing if needed to make changes due to redistricting? Have all cities, towns and districts been contacted to assess their plans for redistricting? Has a complete calendar of all legal requirements and deadlines been created? Have public hearing dates been scheduled, if required? Has a public outreach plan been drafted? Has a copy of the latest election management system manual for updating addresses, precinct and district boundaries been obtained? Assess Current Boundaries Date Completed Have precinct legal descriptions been located? Have precinct maps been located? Have precinct shape files obtained, if applicable? Have district legal descriptions been located? Have district maps been located? Have district shape files been obtained, if applicable? If election staff is unable to read and interpret the legal descriptions, has additional personnel been identified with this skillset? Has a detailed inventory of items been recorded? 16 Address and List Maintenance Date Completed Has an assessment of current street file been made, and addresses corrected if needed? Even and odd sides of the streets Incomplete addresses Incorrect road types (e.g., Street vs. Lane) Missing prefix or suffix (e.g., apartment or space numbers) Incomplete or missing compass directions (e.g., North vs. Northwest) - Overly long address ranges (e.g., 1-10,000) Abbreviations Has the street index been compared against other databases for accuracy? Have precinct boundaries been audited for accuracy in the election management system? Have district boundaries been audited for accuracy in the election management system? Have all changes been documented and a detailed record created? Has a list maintenance plan been written? Outreach and Public Hearings (if applicable) Date Completed Have websites been updated with all relevant information? Have legal requirements for holding public hearings been identified? Have all promotional materials for the public outreach plan been written, drafted, or produced? Have public hearing dates been set? Have all legal publication requirements been met? Are public hearings accessible? Has a written plan to capture and respond to public comment been written? 17 Making Changes to Boundaries Date Completed Have new precinct legal descriptions been drawn? Have new precinct maps been created? Have new precinct shape files been created and obtained, if applicable? Have new district legal descriptions been obtained from all districts that adopted new boundaries, and are they complete? Have new district maps been obtained from all districts that adopted new boundaries, and is there enough information to act on? Have new district shape files been created and obtained, if applicable? Have all required changes been made in the election management system? Do any street segments need to be split, merged, or added in the EMS? E Have any voters been disassociated from precincts or districts from changes made in the EMS? Have all addresses associated with precincts been updated in the EMS? Have all districts associated with precincts been updated in the EMS? Has a detailed inventory of changes made been recorded? Have changes been audited for accuracy? Have all required legal notices been sent and/or published (e.g., voters who have either been added or removed from districts or other agencies that rely on district boundary information) Have websites, GIS, or other public documents been updated with new boundary information? 18 Redistricting Glossary Apportion - the process of dividing membership or voters. Boundary - the line that divides a precinct, city, or other political unit from another. Census - a complete count or enumeration of the population; the federal census is mandated by the U.S. Constitution in Article 1, section 2. Census block - the smallest and lowest level of geography defined for decennial census tabulations. Census tract - a small area similar to neighborhoods established by the United States Census Bureau for analyzing populations. Generally, census tracts have between 2,500 and 8,000 residents and boundaries that follow visible features. District - a political subdivision established within a specific geographic area. Geocode - the process of taking a text -based description of a location, such as an address or the name of a place, and returning geographic coordinates, frequently latitude/longitude pair, to identify a location on a map. GIS - abbreviation for a geographic information system that creates, manages, analyzes, and maps all types of data. Legal Description - a written geographical description identifying a district's precise location and boundaries for legal purposes. Metes and Bounds - a detailed and very specialized description using specific geographic features, street directions, intersections of roads, distance between points and other physical descriptors. Precinct - election administration division corresponding to a contiguous geographic area that is the basis for determining which contests and issues the voters legally residing in that area are eligible to vote on. Public Notice - A notice issued by a government agency or legislative body to make the public aware of the various government activities, hearings, public bids or other actions. Redistricting - the process by which seats in a legislative body are distributed among administrative divisions based on changes in population. Shapefile - a vector data storage format for storing the geometric location and attribute information of geographic features. Geographic features in a shapefile can be represented by points, lines, or polygons (areas). Precinct and district shape files will contain polygons that can be overlayed with topography maps, roads, parcels of land, ariel photography and other useful features to visualize boundaries in a map format. 19 Additional Resources • QGIS —Afree and open -source Geographic Information System (GIs): https://ggis.org/en/site/ • National Conference of State Legislatures (NCSL) resource page for redistricting: https://www.ncsl.org/research/redistricting.aspx • National Conference of State Legislatures (NCSL) Redistricting Starter Kit: https://www.ncsi.org/PORTALS/l/DOCUMENTS/ELECTIONS/REDISTRICTING-STARTER-KIT.PDF • Red istrictingOnline.org - https://redistrictingonline.org/ • U.S. Census Bureau geocoding tool: https://geocoding.geo.census.gov/ • NSGIC's Geo-Enabled Elections project: https://elections.nsgic.org • National Institute of Standards and Technology (NIST) process diagrams: https://pages.nist.gov/EIectionModeIing/diagrams.htmI 20 1 /4/22, 5:55 PM Sec. 204B.14 MN Statutes Office of the Revisor of Statutes 2021 Minnesota Statutes 204B.14 ELECTION PRECINCTS. Authenticate P PDF Subdivision 1. Boundaries. The governing body of each municipality shall establish the boundaries of the election precincts in the municipality. The governing body of a county shall establish the boundaries of precincts in unorganized territory in the county. Except as provided in subdivision 3, a governing body may change the boundaries of any election precinct which it has established. Subd. I a. Legislative policy. It is the intention of the legislature to complete congressional and legislative redistricting activities in time to permit counties and municipalities to begin the process of reestablishing precinct boundaries as soon as possible after the adoption of the congressional and legislative redistricting plans but in no case later than 25 weeks before the state primary election in the year ending in two. Subd. 2. Separate precincts; combined polling place. (a) The following shall constitute at least one election precinct: (1) each city ward; and (2) each town and each statutory city. (b) A single, accessible, combined polling place may be established no later than November 1 if a presidential nomination primary is scheduled to occur in the following year or May 1 of any other year: (1) for any city of the third or fourth class, any town, or any city having territory in more than one county, in which all the voters of the city or town shall cast their ballots; (2) for contiguous precincts in the same municipality; (3) for up to four contiguous municipalities located entirely outside the metropolitan area, as defined by section 200.02, subdivision 24, that are contained in the same county; or (4) for noncontiguous precincts located in one or more counties. Subject to the requirements of paragraph (c), a single, accessible, combined polling place may be established after May I of any year in the event of an emergency. A copy of the ordinance or resolution establishing a combined polling place must be filed with the county auditor within 30 days after approval by the governing body. A polling place combined under clause (3) must be approved by the governing body of each participating municipality. A polling place combined under clause (4) must be approved by the governing body of each participating municipality and the secretary of state and may be located outside any of the noncontiguous precincts. A municipality withdrawing from participation in a combined polling place must do so by filing a resolution of withdrawal with the county auditor no later than October 1 if a presidential nomination primary is scheduled to occur in the following year or April 1 of any other year. The secretary of state shall provide a separate polling place roster for each precinct served by the combined polling place, except that in a precinct that uses electronic rosters the secretary of state shall provide separate data files for each precinct. A single set of election judges may be appointed to serve at a combined polling place. The number of election judges required must be based on the total number of persons voting at the last similar election in all precincts to be voting at the combined polling place. Separate ballot boxes must be provided for the ballots from each precinct. The results of the election must be reported separately for each precinct served by the combined polling place, except in a polling place established under clause (2) where one of the precincts has fewer than ten registered voters, in which case the results of that precinct must be reported in the manner specified by the secretary of state. (c) If a local elections official determines that an emergency situation preventing the safe, secure, and full operation of a polling place on election day has occurred or is imminent, the local elections official may combine two or more polling places for that election pursuant to this subdivision. To the extent possible, the polling places must be combined and the election conducted according to the requirements of paragraph (b), except that: (1) polling places may be combined after May 1 and until the polls close on election day; (2) any city or town, regardless of size or location, may establish a combined polling place under this paragraph; (3) the governing body is not required to adopt an ordinance or resolution to establish the combined polling place; (4) a polling place combined under paragraph (b), clause (3) or (4), must be approved by the local election official of each participating municipality; (5) the local elections official must immediately notify the county auditor and the secretary of state of the combination, including the reason for the emergency combination and the location of the combined polling place. As soon as possible, the local elections official must also post a notice staring the reason for the combination and the location of the combined polling place. The notice must also be posted on the governing board's website, if one exists. The local elections official must also notify the election judges and request that local media outlets publicly announce the reason for the combination and the location of the combined polling place; and https://www.revisor.mn.gov/statutes/cite/204B.14 1/3 1/4/22, 5:55 PM Sec. 204B.14 MN Statutes (6) on election day, the local elections official must post a notice in large print in a conspicuous place at the polling place where the emergency occurred, if practical, stating the location of the combined polling place. The local election official must also post the notice, if practical, in a location visible by voters who vote from their motor vehicles as provided in section 204C.15, subdivision 2. If polling place hours are extended pursuant to section 204C.051 subdivision 21 paragraph (b), the posted notices required by this paragraph must include a statement that the polling place hours at the combined polling place will be extended until the specified time. Subd. 3. Boundary changes; prohibitions; exception. (a) Notwithstanding other law or charter provisions to the contrary, during the period from January 1 in any year ending in zero to the time when the legislature has been redistricted in a year ending in one or two, no changes may be made in the boundaries of any election precinct except as provided in this subdivision. (b) If a city annexes an unincorporated area located in the same county as the city and adjacent to the corporate boundary, the annexed area may be included in an election precinct immediately adjacent to it. (c) A municipality or county may establish new election precincts lying entirely within the boundaries of any existing precinct and shall assign names to the new precincts which include the name of the former precinct. (d) Precinct boundaries in a city of the first class electing council members by wards may be reestablished within four weeks of the adoption of ward boundaries in a year ending in one, as provided in section 20413.135, subdivision 1. If precinct boundaries are reestablished in a year ending in one, the city council must designate polling places for each election precinct pursuant to section 20413.16, subdivision 1, within 30 days establishing precinct boundaries. The polling place designations are effective for the year ending in one. (e) Precinct boundaries must be reestablished within 60 days of the time when the legislature has been redistricted, or at least 19 weeks before the state primary election in a year ending in two, whichever comes first. The governing body of each municipality and of each county with precincts in unorganized territory must designate polling places for each election precinct pursuant to section 20413.16, subdivision 1, within 30 days of establishing precinct boundaries or at least 19 weeks before the state primary election in a year ending in two, whichever comes first. The adoption of reestablished precinct boundaries and polling places becomes effective on the date of the state primary election in the year ending in two. (f) Precincts must be arranged so that no precinct lies in more than one legislative or congressional district. Subd. 4. Boundary change procedure. Any change in the boundary of an election precinct must be adopted at least ten weeks before the date of the next election and, for the state primary and general election or presidential nomination primary, no later than December 1 in the year prior to the year of the state general election. The precinct boundary change shall not take effect until notice of the change has been posted in the office of the municipal clerk or county auditor for at least 56 days. The county auditor must publish a notice illustrating or describing the congressional, legislative, and county commissioner district boundaries in the county in one or more qualified newspapers in the county at least 14 days before the first day to file affidavits of candidacy for the state general election in the year ending in two. Alternate dates for adopting changes in precinct boundaries, posting notices of boundary changes, and notifying voters affected by boundary changes pursuant to this subdivision, and procedures for coordinating precinct boundary changes with reestablishing local government election district boundaries may be established in the manner provided in the rules of the secretary of state. Subd. 4a. Municipal boundary adjustment procedure. A change in the boundary of an election precinct that has occurred as a result of a municipal boundary adjustment made under chapter 414 that is effective more than 21 days before a regularly scheduled election takes effect at the scheduled election. A change in the boundary of an election precinct that has occurred as a result of a municipal boundary adjustment made under chapter 414 that is effective less than 21 days before a regularly scheduled election takes effect the day after the scheduled election. Subd. 5. Precinct boundaries; description; maps. If a precinct boundary has been changed or an annexation has occurred affecting a precinct boundary, the municipal clerk shall immediately notify the county auditor and secretary of state. The municipal clerk shall file a corrected base map with the secretary of state and county auditor within 30 days after the boundary change was made or, in the case of an annexation, the later of (1) 30 days after the approval of the annexation order; or (2) the effective date of the annexation order. Upon request, the county auditor shall provide a base map and precinct finder to the municipal clerk. The municipal clerk shall prepare a corrected precinct map and provide the corrected map to the county auditor, who shall correct the precinct finder in the statewide voter registration system and make the corrected map and precinct finder available for public inspection, and to the secretary of state, who shall update the precinct boundary database. The county auditor shall prepare and file precinct boundary maps for precincts in unorganized territories in the same manner as provided for precincts in municipalities. For every election held in the municipality the election judges shall be furnished precinct maps as provided in section 201.061, subdivision 6. If a municipality changes the boundary of an election precinct, or if an annexation affecting a precinct boundary occurs, the county auditor shall notify each school district with territory affected by the boundary change at least 30 days before the effective date of the change. Subd. 6. [Repealed, 2015 c 70 art 1 s 63] Subd. 7. Application to municipalities. Notwithstanding the provisions of section 410.21, or any other law, ordinance or charter to the contrary, the provisions of subdivisions I and 3 apply to all municipalities. https://www.revisor.mn.gov/statutes/cite/204B.14 2/3 1/4/22, 5:55 PM Subd. 8. [Repealed, 1994 c 607 s 7] Sec. 2046.14 MN Statutes History: 1981 c 29 art 4 s 14: 1 p1981 c 4 art 4 s 43; 2Sp1981 c 2 s 2: 1983 c 289 s 115 subd 1; 1985 c 248 s 36; 1986 c 444: 1987 c• 186 s ]5; 1987 c 212 s 1-4; 1987 c 297 s 2; 1990 c 453 s 4: 1991 c 349 s 31-34; 1993 c 208 s 1.2; 1993 c 223 s 9: 1994 c 607 s 1-4; 1999 c 237 s 1: 2000 c 467 s 13-15; 2005 c 156 art 6 s 34: 2005 c 162 s 2 2006 c 270 art 1 s 1: 2010 c 184 s 13.14; 2010 c 201 s 24.2010c313s3.4; 2011 c18s2.3; 2014c288art 2s4: 2016c161 artI s 5; art 3s1; 2016c162s4.5; 1Sp2021 c12art 4s7 Official Publication of the State of Minnesota Revisor of Statutes https://www.revisor.mn.gov/statutes/cite/204B.14 3/3 Julie Moore From: Sandie Thone Sent: Tuesday, March 1, 2022 5:23 PM To: Marie Darling; Julie Moore Subject: RE: Cathcart Park boundary issue I have not — but since the Park has no residents — the fact that the census states 4 people live there — would cause us to have staff an entire precinct so they can vote — even though we know that nobody lives there and it would be a waste of our time and efforts and tax payer dollars. Sandie From: Marie Darling <MDarling@ci.shorewood.mn.us> Sent: Tuesday, March 1, 2022 5:08 PM To: Sandie Thone <SThone@ci.shorewood.mn.us>; Julie Moore <MMoore @ci.shorewood.mn.us> Subject: FW: Cathcart Park boundary issue See below. Have you spoken with either of these contacts already? Could you please write out a couple of the difficulties that this causes redistricting so that I can explain it to Carver Co group, (they will be unfamiliar with election districting). mazte D"lGrg 952-960-7912 From: Schroeder, Matt <Matt.Schroeder@metc.state.mn.us> Sent: Tuesday, March 1, 2022 4:25 PM To: Marie Darling <MDarling@ci.shorewood.mn.us> Subject: Cathcart Park boundary issue Hi, Marie — after looking into this some more, it seemed like the error was with the land records people rather than the GIS people, so I emailed the county recorder and copied you. It just occurred to me that getting in touch with the redistricting staff at the state might be useful as well. You may have this information already, but two contacts I have are: • Chris.Cantey(a gis.lcc.mn.gov • Lee. Meilleur(cDgis.leg. mn I hope some of these people can help! --Matt Matt Schroeder Pronouns: he/him/his Principal Researcher I Research Metropolitan Council Community Development 390 Robert St N, Saint Paul, MN 55101 P. 651-602-1513 metrocouncil.orq I facebook I twitter Julie Moore From: David F Schuler (CENSUS/CLMSO FED) <david.f.schuler@census.gov> Sent: Tuesday, March 1, 2022 1:31 PM To: Julie Moore Subject: Re: Date of Annexation Hi Julie, because annexation is before 1/1/20, The CQR process is the best remedy. Either Shorewood, Channahon, or Carver County are eligible to submit the CQR request. I would recommend checking in with Carver county to see if they have any other changes you can piggyback this CQR on. FYI There is no harm if all 3 entities submit the same request separately. You should also submit the BAS to get the city map boundary corrected. You still have time to get it in. 3/1/22 is a malleable date. David Schuler (he/him) Data Dissemination Specialist Data Dissemination & Training Branch Customer Liaison & Marketing Service Office U.S. Census Bureau M: 312-636-2552 census.gov I @uscensusbureau Available Monday -Thursday From: Julie Moore <JMoore @ci.shorewood.mn.us> Sent: Tuesday, March 1, 2022 11:36 AM To: David F Schuler (CENSUS/CLMSO FED) <david.f.schuler@census.gov> Subject: RE: Date of Annexation February 12, 2018 From: David F Schuler (CENSUS/CLMSO FED) <david.f.schuler@census.gov> Sent: Tuesday, March 1, 2022 9:24 AM To: Julie Moore <JMoore @ci.shorewood.mn.us> Subject: Date of Annexation Hi Julie, What was the date that block 1000 was annexed to Shorewood? David Schuler (he/him) Data Dissemination Specialist Data Dissemination & Training Branch Customer Liaison & Marketing Service Office U.S. Census Bureau I Julie Moore From: David F Schuler (CENSUS/CLMSO FED) <david.f.schuler@census.gov> Sent: Thursday, February 24, 2022 4:11 PM To: Julie Moore Subject: Census Disclosure Avoidance System https://www.census.gov/programs-survevs/decennial-census/decade/2020/planning- management/process/disclosure-avoidance.html Disclosure Avoidance Modernization - Census.gov All 2020 Census data products (with the exception of the apportionment data) will be protected with a new, modernized disclosure avoidance system. www.census.gov https://www.ncsl.org/research/redistricting/differential-privacy-for-census-data- explained.aspx#:-:text=The%20U.S.%20Census%20Bureau%20has,differential%20privacy%20for%20policy%2 Ogeneralists. Differential Privacy for Census Data Explained This page explores the Census Bureau's new "differential privacy" approach to ensure that data frorn individuals and individual households remains confidential. www.ncsl.org David Schuler (he/him) Data Dissemination Specialist Data Dissemination & Training Branch Customer Liaison & Marketing Service Office U.S. Census Bureau M: 312-636-2552 census.eov I @uscensusbureau Available Monday -Thursday Julie Moore From: David F Schuler (CENSUS/CLMSO FED) <david.f.schuler@census.gov> Sent: Thursday, February 24, 2022 2:10 PM To: Julie Moore Subject: Boundary and Annexation Survey (BAS) Hi Julie, here the link is to the BAS which is open for submission now. To get Block 1000 moved into Shorewood's boundary would require completing this process. All legal challenges have to be resolved for the change to take effect. https://www.census.gov/programs-surveys/bas.html David Schuler (he/him) Data Dissemination Specialist Data Dissemination & Training Branch Customer Liaison & Marketing Service Office U.S. Census Bureau M: 312-636-2552 census.eov I @uscensusbureau Available Monday -Thursday Boundary and Annexation Survey (BAS) - The United States Census Bureau The U.S. Census Bureau conducts the Boundary and Annexation Survey (BAS) annually to collect information about selected legally defined geographic areas. www.census.gov 1 August 17, 2021 Greg Lerud, City Administrator City of Shorewood 5755 Country Club Rd Shorewood, MN 55331 Dear Mr. Lerud: The U.S. Census Bureau has released 2020 Census counts for your community: As of April 1, 2020, the City of Shorewood had 3,022 housing units, 2,872 households, and 7,779 people (of whom 24 lived in group quarters facilities). Household size averaged 2.70 persons per household. The Metropolitan Council is certifying these numbers in lieu of its annual population estimates for 2020, in accordance with Minnesota Statutes 473.24. These numbers will be the basis for redrawing legislative district boundaries and for allocating certain kinds of state funding, such as Local Government Aid and the Municipal State Aid Street program. The Council's estimates will resume in May 2022, when preliminary estimates for April 1, 2021 will be released. This letter includes a detailed report with additional 2020 Census results as well as comparable numbers from the 2010 Census. The Census Bureau's initial release of data includes only the numbers necessary for redistricting; additional information will follow in the coming months, including the full age distribution and household types. They have not determined a release date for that additional data. In January 2022, the Census Bureau's Count Question Resolution (CQR) program will begin. This provides a process for governments to request corrections to the official counts if they believe the Census Bureau used incorrect geographic boundaries or erroneously excluded some housing units from the data. We encourage local governments to evaluate the 2020 Census counts within their jurisdiction and to participate in the CQR program if they detect potential issues in the data. Any successful CQR corrections will be incorporated into the Council's subsequent population estimates but will not affect redistricting, which is scheduled to occur before the Census Bureau rules on CQR requests. We will provide more details during technical assistance workshops to be offered later in 2021. If you would like further information, please visit https://metrocouncil.org/census202O or contact me. I can respond most promptly if you email me at Matt.Schroeder@metc.state.mn.us. If this is not possible, you can mail letters to Matt Schroeder, Community Development Research, 390 Robert St N, Saint Paul, MN 55101. Sincerely, Matt Schroeder Principal Researcher METROPOLITAN C 0 U N C I L August 19, 2021 Greg Lerud, City Administrator City of Shorewood 5755 Country Club Rd Shorewood, MN 55331 Dear Mr. Lerud: I recently sent you results from the 2020 Census that need to be corrected The Census Bureau's geographic files placed a small portion of the City of Shorewood in Carver County, surrounded by the City of Chanhassen. Based on geographic and parcel data from Carver County, we believed that the Census Bureau had made an error, and we adjusted the counts the Census Bureau had published, allocating that small portion to Chanhassen instead of Shorewood. Relative to the numbers originally published by the Census Bureau, this decreased Shorewood's counts by one housing unit, one household, and four people. We recently learned that Shorewood annexed a small portion of Chanhassen in 2018, which was not reflected in Carver County's geographic and parcel data. As a result, we are reverting the population counts for Shorewood to those originally published by the Census Bureau: As of April 1, 2020, the City of Shorewood had 3,023 housing units, 2,873 households, and 7,783 people (of whom 24 lived in group quarters facilities). Household size averaged 2.70 persons per household. Please let me know if you have questions or if I can help in any way. I apologize for the inconvenience Sincerely, Matt Schroeder Principal Researcher METROPOLITAN C 0 U N C I L The city boundary was corrected last fall, but the parcel record hasn't been updated and still is assigned to Chanhassen. (See screenshot below from the interactive property map.) This has created some complications in the redistricting process; can it be corrected? I've copied Marie Darling, Shorewood's planning director, in case you need to work with her. Thanks, Matt GenvraI Parcel10: 257700060 Feld rlesimBona ZaxMer CITY N SHOREWOOD T,aKpayer2 Taxwrer Address 5759 COUNTRY CLUB RO EXCELSIOR. UN S5334- 7 20: wnship ,^rHAl1HASSEN Use I munibricumer Acres 4 50 PLSS TVVP 116 R10G 023 SEC 05 Plat Home SCHKIRD S ACRE TRACTS Lot 005 True Source .rs,. n...... — A,Lstrad Matt Schroeder Pronouns: he/him/his Principal Researcher I Research Metropolitan Council Community Development 390 Robert St N, Saint Paul, MN 55101 P. 651-602-1513 metrocouncil.org I facebook I twitter 2 Julie Moore From: Marie Darling Sent: Friday, March 4, 2022 4:23 PM To: Brenda Pricco; Sandie Thone; Julie Moore Subject: FW: Parcel data error for Shorewood Please see below. I did receive the paper BSA today. I'll work on that next week. illaue DaafC'.rq 952-960-7912 From: David Frischmon <dfrischmon@co.carver.mn.us> Sent: Friday, March 4, 2022 1:23 PM To: Matt.Schroeder@metc.state.mn.us Cc: Marie Darling <MDarling@ci.shorewood.mn.us>; Kathleen Smith <ksmith@co.carver.mn.us>; Crystal Campos <ccampos@co.carver.mn.us>; Kendra Olson <kolson@co.carver.mn.us> Subject: RE: Parcel data error for Shorewood Hi Matt, My understanding is that parcel 257700060 is recorded in Carver County's land records accurately as being owned the City of Shorewood but GIS maps have not been changed because Carver and Hennepin County have not gone thru the administrative headache to adjust our boundaries for a small tax exempt park. Thus, technically the City of Shorewood owns a park that is still located within Carver County. I know Carver County created a new, stand-alone election precinct for this parcel for the 2020 election which included printing ballots which was fortuitous because my understanding is the 2020 census lists three people as living in the park. Please follow up with Kendra, our Elections Administrator, if you have any questions about how this parcel is impacting the County's redistricting process. David Frischmon Property and Finance Director Carver County From: Schroeder, Matt <Matt.Schroeder@metc.state.mn.us> Sent: Tuesday, March 1, 2022 4:19 PM To: Recorder <recorder@co.carver.mn.us> Cc: Marie Darling <MDarling@ci.shorewood.mn.us> Subject: Parcel data error for Shorewood EXTERNAL EMAIL: Do not click any links or open any attachments unless you trust the sender and know the content is safe. Hi — I wanted to let you know about an error in Carver County's land records for parcel 257700060. Last summer, the planning director for the City of Shorewood let me know that Cathcart Park had been transferred from Chanhassen to Shorewood via concurrent annexation/detachment, and this wasn't reflected in Carver County's boundary or land records. Sandie Thone From: Erdenemandakh, Joy (ADM) <joy.erdenemandakh@state.mn.us> Sent: Friday, February 9, 2018 2:04 PM To: Demography Helpline (ADM) Cc: cpatnode@ci.victoria.mn.us; charlie@metrocitiesmn.org; staylor@ci.bayport.mn.us; justin.hollis@co.ramsey.mn.us; wilson@aaopmn.org; rayla.ewald@moundsviewmn.org; mary.karcz@co.ramsey.mn.us; Sandie Thone; ebodeker@edinamn.gov; dwillenbring@rockvillecity.org; Iderr@blainemn.gov; csorensen@blainemn.gov; staylor@ci.bayport.mn.us; samantha.vang@capiusa.org; jamesnrobins@yahoo.com; ahle0009@umn.edu; renee.vansiclen@hennepin.us; josie.shardlow@brooklynpark.org; xp.lee@brooklynpark.org; bob.spaulding@ci.stpaul.mn.us; alyssa.macleod@ci.oakdale.mn.us; aurora.yager@howard-lake.mn.us; carolyn.curti@cityofroseville.com; karen.moe@minneapolismn.gov; mary.karcz@co.ramsey.mn.us; r.walker@lmc.org; eroper@startribune.com Subject: Census2020 workshop follow-up Attachments: CCC PPT 2-7-18.pdf Dear 2020 Census workshop attendees, Thank you for attending "What You Need to Know for the 2020 Census: Organizing for a Complete Count." Please find attached the workshop presentation. We are excited to work with you as you plan for the 2020 Census, and we hope we can continue be a resource for you as you form your Complete Count Committees! To stay in touch with us, and to hear updates about the 2020 Census in Minnesota, please visit our website www.mn.gov/admin/demography/census2020 and follow us on Twitter @MNCensus2020. You will also be added to our 2020 Census mailing list which we will use to update you on future 2020 Census developments and resources. Please fill out this short survey to give us feedback on the workshop: https://tinyurl.com/mnccceval Your input will help us improve the workshop for future attendees. We've already incorporated some of the feedback we received from you, and we will continue to do so. Finally, please spread the word about our upcoming workshops: http://www.mncounties.org/meetings and education/census 2020- prep for cities and counties state demographer.php Thanks for your partnership! All the best, Joy Erdenemandakh Minnesota State Demographic Center Minnesota Department of Administration 658 Cedar Street, #300 St. Paul, Minnesota 55155 MINNESOTA STATE DEMOGRAPHIC CENTER ()fPARTMENT Of, A0Mlt4)STRATj0N fj")o q, U I Sandie Thone From: Registration Confirmation: Census 2020-prep for Cities & Counties <no- reply@wufoo.com> Sent: Thursday, December 14, 2017 9:26 AM To: Sandie Thone Subject: REGISTER: Census 2020-prep for Cities & Counties Thank you for registering for the Census 2020-prep Workshop! Check -in begins at 9:30 a.m. on the day of the workshop and the session runs from 10:00 a.m. - 4:00 p.m. REGISTER: Census 2020-prep for Cities & Counties Name: * Sandie Thone City/County/Organization: * City of Shorewood Title/Position: * City Clerk Email: * sthone@ci.shorewood.mn.us Choose which session you'll be attending: * St. Paul - February 8, 2018 Minnesota Counties Intergovernmental Trust (MCIT) 100 Empire Drive, Suite 100 1 12/13/2017 What You Need to Know for the 2020 Census: Organizing for a Complete Count colf n What You Need to Know for the 2020 Census: Organizing for a Complete Count —REGISTER (Link to: https://registrationsanic.wujbo.com/forms/register-census-2020prep for -cities -counties/) %� Please note: Registration is through the Association of Minnesota Counties. The League of Minnesota Cities is partnering with several state and local government organizations to co-sponsor this event, as listed at the bottom of this page. 2020 might seem far away, but the 2020 Census is just around the corner! Discover why the census is important and the impact it will have on Minnesota communities during census planning workshops coming to a city near you starting in January. A complete, accurate census count will ensure your community has the maximum visibility and voice in the coming decade. Hear from Minnesota State Demographer Susan Brower about how local governments will play a role throughout the upcoming census. During this workshop, you'll also learn what a Complete Count Committee is and the best strategy for organizing one in your community. Sit down with local government colleagues from your area as you explore who is involved in the 2020 Census and the different roles the Census Bureau, MN State Demographic Center, and local governments will play throughout the census. You'll get hands on experience with sample activities as you develop strategies that will lead to a successful census for your community. Attend this workshop to: Understand your city's role with the upcoming census Learn about Complete Count Committees and how to create one with city and county partners Identify what your city needs to start working on now and develop a timeline Access census planning tools and resources Have the opportunity to connect with other local government officials and discuss the 2020 Census Get concrete best practices, tools, and action ideas to mobilize every resident in your jurisdiction to be counted Read more about Complete Count Committees (pdf) (Link to: http: //www Imc. orglniedialdocument/I12020censtiscompletecoun ylyer. pdj?inl ine=true) Is your city already planning for the 2020 Census? Make sure you're ready for the Dec. 15 Local Update of Census Addresses deadline (Link to: http://www.lmc.org/page/1/LUCA-Census-Worlcshops jsp) . Presenter: Susan Brower, Minnesota State Demographer, MN State Demographic Center Susan Brower is the Minnesota state demographer and directs the MN State Demographic Center. Susan became the state demographer in February 2012. She regularly talks with Minnesotans about the new social and economic realities connected to the state's economy and workforce, education, health, immigration, and rural population changes. Susan earned her Ph.D. in sociology at the University of Michigan, specializing in demography and family sociology. She also holds a master's degree in public policy from Humphrey School of Public Affairs at the University of Minnesota. Audience: This workshop is open to all local government officials, including city administrators, managers, councilmembers, and others charged with community development and outreach Registration Fee: FREE Please note: Lunch is not provided for this workshop Time: 10 a.m.-4 p.m. (Check -in begins at 9:30) https://www.Imc.org/18completecountl 1 /3 12/13/2017 What You Need to Know for the 2020 Census: Organizing for a Complete Count Dates!Lorations: Jan. 24—Rochester Southeast Service Cooperative and Wood Lake Meeting Center 210 Woodlake Dr SE (view map) (Link to: https://www.mapquest.com/ushmz/rochester/55904-4513/210-woodlake-dr-se- 43.973945,-92.458761) Rochester, MN 55904 Jan. 31—Staples National Joint Powers Alliance 202 12th St NE (view map) (Link to: https://www.mapquest.com/us/mn/staples/56479-2438/202-12th-st-ne- 46.356489,-94.783979) Staples, MN 56479 Feb. 1—Sartell Resource Training & Solutions 137 23rd St S (view map) (Link to: https://www.mapquest.com/us/mn/sartell/56377/137-23rd-st-s-45.591280,-94.195600) Sartell, MN 56377 Feb. 8—St. Paul Minnesota Counties Intergovernmental Trust (MCIT) 100 Empire Dr, Suite 100 (view map) (Link to: https://www.mapquest.com/us/mn/saint-pacd/55103-1858/100-empire-dr- suite-100-44.962038,-93.104667) St. Paul, MN 55103 March 7—Thief River Falls Northwest Service Cooperative 114 1st St W (view map) (Link to: https://wwwmapquest.com/us/mn/thief-riverAlls/56701-1911/l14-1st-st-w- 48.117070,-96.181791) Thief River Falls, MN 56701 March 8—Fergus Falls Lakes Country Service Cooperative 1001 E Mount Faith (view map) (Link to: https://www.mapquest.com/us/mn/fergus falls/56537-2375/l001-e-mount faith- ave-46.287289,-96.059212) Fergus Falls, MN 56537 March 21—Mountain Iron Northeast Service Cooperative 5525 Emerald Ave (view map) (Link to: https://www.mapquest.com/us/mn/mountain-iron/55768-2068/5525-emel•ald-ave- 47.517363,-92.593537) Mountain Iron, MN 55768 April 11—Marshall Southwest/West Central Service Cooperative 1420 E College Dr (view map) (Link to: https://www.mapquest.com/us/rnn/marshall/56258-2015/l420-e-college-dr- 44.450439,-95.760859) Marshall, MN 56258 April 12—Mankato University of Minnesota Extension Regional Office 1961 Premier Dr, Suite 110 (view map) (Link to: https://www mapquest.com/us/mn/mankato/56001/]961 premier-dr- suite-110-44.179790,-93.945520) Mankato, MN 56001 The League of Minnesota Cities is co -sponsoring this event with Association of Minnesota Counties, Lakes Country Service Cooperative, the Minnesota Association of Townships, the Minnesota School Boards Association, the National Joint Powers Alliance, the Northeast Service Cooperative, the Northwest Service Cooperative, Resource Training & Solutions, the Southeast Service Cooperative, the Southwest West Central Service Cooperative, and University of Minnesota Extension. https://www.Imc.org/18completecountl 2/3 12/13/2017 What You Need to Know for the 2020 Census: Organizing for a Complete Count je±i Associlation 01,1' SO utwwtsorh X= SCM001 10"Os UUMinnesota Countics Msb AMOAnow 'EAGUI PA EX I'ENSION M I N N U'SOTA crrits sw4k Your LMC Resource Contact Kate Brenna Training & Conferences Administrative Assistant (651) 281-1249 or (800) 925-1122 kbrenna@lmc.org (Link to: mailto:kbrenna@lmc.org) Learn more! CODIFICATION SERVICES can organize your city's codes and ordinances into one easy place! 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OR< 0- to 'E N6 S. % itIt C) i m FjLr . 7- z , t 0 . jj - JZ fo 7E E -2 f CVgm (D r cm Z CL c v 0 M 0 -n 0 *-A ♦ 0 cr e+ 0 0 D Ln 0 -� r) m 0 m 0 0 0 Ln (D can Srm r+ 0 Is owalim,al W-11 --4- n i M— Z 0 zm C', cn 0 > > Ln --q > rn z m Z M M 00, g —..h u 3 cu w r-+ rCC-F Q C —h — r-F (D (D p (D �- O O Q n lD r-+ Q (D C7 h (D C: Cn (D (D V) Cn orq —h C: 0 ..v a - PM Z 50m z C cn aD� v 3 amm a Z a M z m a Z37 M Q �' C Q ® (p O Q Q O O 3 3 0 717 O O � CD < :' Q CD CD ICJ Your Role as a Local Elected Leader: Join this regional discussion and training session with other leaders in your area. Topics have been selected to help you better to understand the role of a local elected leader, how to be more effective in that role, and how to better communicate what you're doing when it comes to constituents and stakeholders. Sessions in Fergus Falls, Duluth, and Mankato will cover: • The Best Job in Federalism: Why it's a great time to be a local elected official. • Leading from the Front: The skills and knowledge to conduct effective public meetings. • Keeping Yourself Out of Trouble: Sunshine laws, gift bans, and public ethics in a time of hyper -transparency. Presenter: Roger J. Reinert, Principes Consulting Reinert served almost 15 years in elected public office as a City Councilor, State Representative, and State Senator. He earned a reputation during his public service of being a thoughtful and centered leader having the ability to work effectively with diverse stakeholders and audiences. He twice served as President of the Duluth City Council, served as Chair of the Minnesota Legislative Audit Commission, and founded the Bipartisan Purple Caucus of the Minnesota Legislature. Reinert was named a "Rising Legislative Leader" in 2010 by the Council of State Governments, selected as a Bush Fellow in 2013, and named an Aspen Institute of Public Policy Rodel Fellow in 2014. Zi CD .�f] y � 4. p tt b �/O CD `CDD CD On w CD 0 cD V1 CD CD�• ti NJCD v' �- CD CD 0 0 Ql- �] �• o CD CD O Co 0 o 0 CD �a cn Inihnt ire Complete Count Committees? am Complete Count Committees are established by county and local governments, community leaders and volunteers to increase awareness about the 2020 Census and to motivate residents in their communities to fill in and return their Census forms. They are formed at the local and community levels. What kind of work will they do? Local/Regional Level Local elected officials and community leaders plan and execute an outreach plan, especially in areas that pose a challenge to 2020 Census participation. Community Level Community CCCs perform a direct contact role with members of their organizations, or in their communities they serve. Who should be involved? Local/Regional Level • Tribal, county & municipal leaders • School Districts • Regional Commissions • Extension services • Local Media • Others that can help extend your committee's reach Community Level • Community organizations • Civic groups • Service organizations • Employers • Media • Retailers • Faith communities • Ethnic/cultural organizations • Local schools and colleges • Multi -unit building owners/managers • Tenants organizations • Condo associations • Police/Fire/EMS • Youth organizations • Ad hoc volunteer efforts • Others that can help extend your committee's reach A Quick Guide to Complete Count Committees A Complete Count Committee (CCC) is a volunteer committee focused on raising awareness about the 2020 Census and on motivating residents in their communities to fill in and return their Census forms Complete Count Committees can come in different shapes and sizes, depending on how they are organized and where they are located. County government CCCs may include members from multiple cities and townships. Community -sponsored CCCs may be organized by a community group or a coalition of community groups. A CCC may also be assumed by an existing committee or group such as a city planning board, a regional planning commission, or a local community committee. A CCC may choose to form subcommittees or working groups to distribute tasks. • A media working group may be formed, producing material for social media, local television and radio; • An education subcommittee, targeting schools, colleges, and universities; • A business subcommittee, engaging the local business community to post census materials and sponsor local events; • Faith communities; • Multi -unit housing subcommittees working with building owners, managers and tenants; • Services to parents & children, such as Head Start, day care centers, and preschools; • Or any other working group that the local CCC sees value in. 4 Why Form a Complete Count Committee? The 2020 Census is important to your community. Your community's census count will: • Determine how Congressional and state legislative districts are drawn. • Guide the distribution of federal and state money to your community. • Provide important data that local leaders use to make decisions The CCC is open and inclusive, speaks the languages of its community, and builds trust by encouraging neighbor -to -neighbor awareness of the importance of an accurate census count. "Here's our 2020 Census complete count plan. Now to carry it out, we need people who aren't 1970s clip art." January 4, 2018 TO: City Clerk and Zoning Manager, City of Shorewood FROM: Shorewood Ponds Association, HOA Board SUBJECT: In compliance with Elderly Housing Restrictions for Shorewood Ponds, the following are changes in our census: Home Sales in 2017 Unit Sold: Doris Strom 25605 Park Lane Submitted by: A - Karen Shearer, Secretary �7 � �-7i9-l;' -�0 New Resident at that address Wendy Harrington DOB: 11 /6/56 7'l�! C��.► � Q o�.u^C�t� �ou,�s �cY� 9 APPENDIX C-3: ANNUAL CENSUS CONFIDENTIAL Elderly Housing is the classification for Shorewood Ponds. Occupancy is limited to no more than two (2) adults per unit, fifty-five (55) years of age or older; exception is made if a live-in care provider is necessary. If a care provider resides in the dwelling for more than thirty (30) days, notice must be given to the Board. The Association must annually file with the City of Shorewood providing a list of all residents and their birth(s). Complete the form below and return to the Association Secretary so it can be filed with the City of Shorewood as soon as possible. If occupancy changed during the year, please contact the Association Secretary immediately. CENSUS INFORMATION FOR THE CITY OF SHOREWOOD All new residents must complete this form for the city. Resident Name (1) Birth Date Resident Name (2) Birth Date Address J c,z Phone number Care -provider Name (if any) _ Care -provider's Phone Number RETURN TO THE ASSOCIATION SECRETARY Revised 6-16 30 r 0 o N t2 Start hereOR go online at Use a blue or black pen. Before you answer Question 1, house, apartment, or mobile tX • Count all people, it most of the time. • If no one lives and online at survev.ce t this address most of the time, go or call the number on page 8. The census must also include people without a permanent place to live, so: • If someone who does not have a permanent place to live is staying here on April 1, 2018, count that person. The Census Bureau also conducts counts in institutions and other places, so: • Do not count anyone living away from here, either at college or in the Armed Forces. • Do not count anyone in a nursing home, jail, prison, detention facility, etc., on April 1, 2018. • Leave these people off your questionnaire, even if they will return to live here after they leave college, the nursing home, the military, jail, etc. Otherwise, they may be counted twice. �. How many people were living or staying in this house, apartment, or mobile home on April 1, 2018? Number of people = OMB No. 0607-0999: Approval Expires 09/30/2020 FOR OFFICIAL USE ONLY to complete the 2018 Census Test. Were there any additional people staying here on April 1, 2018 that you did not include in Question 1? Mark X_ all that apply. Children, related or unrelated, such as newborn babies, grandchildren, or foster children Relatives, such as adult children, cousins, or in-laws Nonrelatives, such as roommates or live-in babysitters People staying here temporarily No additional people 3. Is this house, apartment, or mobile home — Mark ;X, ONE box. Owned by you or someone in this household with a mortgage or loan? Include home equity loans. Owned by you or someone in this household free and clear (without a mortgage or loan)? Rented? Occupied without payment of rent? 4. What is your telephone number? We will only contact you if needed for official Census Bureau business. Telephone Number FORM DH-61 (12-27-2017) Person 1 rJ. Please provide information for each person living here. If there is someone living here who pays the rent or owns this residence, start by listing him or her as Person 1. If the owner or the person who pays the rent does not live here, start by listing any adult living here as Person 1. What is Person 1's name? Print name below. First Name MI Last Name(s) s. What is Person 1's sex? Mark X ONE box. Male Female 7. What is Person 1's age and what is Person 1's date of birth? For babies less than 1 year old, do not write the age in months. Write 0 as the age. Print numbers in boxes. Age on April 1, 2018 Month Day Year of birth years 4 NOTE: Please answer BOTH Question 8 about Hispanic origin and Question 9 about race. For this census, Hispanic origins are not races. 8. Is Person 1 of Hispanic, Latino, or Spanish origin? MarkX one or more boxes AND print origins. No, not of Hispanic, Latino, or Spanish origin L-- Yes, Mexican, Mexican Am., Chicano Yes, Puerto Rican Yes, Cuban Yes, another Hispanic, Latino, or Spanish origin — Print, for example, Salvadoran, Dominican, Colombian, Guatemalan, Spaniard, Ecuadorian, etc. 7 9. What is Person 1's race? Mark X one or more boxes AN t origins. White - Print, for examp e I h, English, Italian, Lebanese, Egyptia , tc. c Am. - Print, for example, African American, a i aitian, Nigerian, Ethiopian, Somali, etc. American Indian or Alaska Native — Print name of enrolled or principal tribe(s), for example, Navajo Nation, Blackfeet Tribe, Mayan, Aztec, Native Village of Barrow Inupiat Traditional Government, Nome Eskimo Community, etc. Chinese Vietnamese Filipino Korean Asian Indian Japanese Other Asian — Print, for example, Pakistani, Cambodian, Hmong, etc. W Some other race — Print race or origin. I o Native Hawaiian r Samoan 07 Chamorro Other Pacific Islander — Print, for example, Tongan, Fijian, Marshallese, etc. 7 ♦ If more people were counted in Question 1 on the front page, continue with Person 2 on the next page. co N O dp N r MINNESOTA STATE DEMOGRAPHIC CENTER DEPARTMENT OF ADMINISTRATION Census 101 Pretest Don't worry. It's just for fun. 0—j. How often is a census taken in the United States? a. Every year b. Every 5 years % c. ery 10 years �2, Who receives a census form? every household in the U.S. b. Most households in the U.S. c. A small, but representative sample of U.S. households 3. Which level of government is responsible for taking the census? " ,/ a./Federal C/� State c. County d. City/Township �J�r False. College students should to be counted in their dorm rooms, not their parents' homes. 1/� k rt alse. T census includes questions about educational attainment and income. t� k� 6. Circle all that apply. Census data are used to: 4- 0 a. Determine the number of U.S. Congressional Representatives each state receives b. Draw state legislative districts stribute funds to local communities r(�d. II of the above Page 1 KITTSON I ROSEAU MARSHALL PENNINGTON RED LAKE POLK NORMAN .emu LAKE OF THE WOODS BELTRAMI ITECWLA CLAY 7 BECKER KODCHICHING HUBBARD I CASS ITASCA WAITKIN WILKIN � OTTER TAIL ADEN ROW WING SAINT LOUIS CARLTON PINE LAKE TDDD MORRISON LAC MILLE GRANT DDUGLAS BENTDN 11 C. A AVERSE STEVENS POPE STEARNS ISpNTI �y G STDN SHERBURNE 9G'pCcnsus SWIFT ANOKA KANDIYDHI MEEKER WRIGHT = LAC CHIPPEWA RAM DUI HENNEPIN SEY PARLE MCLEDD CARVER YELLOW MEDICINE RENVILLE CDTT DAKOTA 51BLEY LINCOLN LYON REDWOOD NICOLLET RICE GOODHUE LE SUEUR WABASHA BROWN HURRAY COTTONWOOD �%'ql� EARTH BLUE ASECA STEELE DODGE DLMSTEAD WINDNA q ROCK I NOBLES JACKSON MARTIN I FARIBAULT I FREEBORN MOWER FILLMORE I COOK MINNESOTA LUCA COUNTIES N el I r°�°� ftr. 1 )10 �4 bljlt,4� 2L� 4- LAN kA, d-bk U�4� -N4 FIU �� 2 ��v3 n of sf2/Uj bIt i M nJ 15 lz,e 1, (Usb(- bostrJ& cn-- What YOU C� Association of Minnesota (,ounties �♦M I N N ESOTASTATE DEMO DEM�GRAPRAPHI CENTER VN IRA"ON Southeast service DEPARTMENT OF AD r<nmxi wimn coaaxrno - ZsIPJPA�JmTT, Powers N ■ SWWC Msb 7ortheuyt Sern-ice Cooperathe Need of Know for the 202— Census: GANIZINI 0; ++a 0:1 Q- Complete Gaunt tiumm "�•��� CENSUS 2020 MINNESOTA REGIONAL OFFICES TABLE OF CONTENTS Organizing Your MN Complete Count Committee: An Introduction 4 What Is a Complete Count Committee? 5 Why Form a Complete Count Committee? 6 How Do You Organize a Complete Count Committee? 7 Sample Activities of Local Complete Count Committees 8 Community CCCs 8 Sample Activities of CCCs for 2018 — 2019 9 Writing a CCC Outreach Plan: An Overview 10 Example of possible candidates for the leadership team 10 Your turn: Put together a leadership team. 11 Local government 11 Subcommittees define their own action steps 13 Your turn: Think of subcommittees and their leaders 14 Sample Schedule for a Complete Count Committee 15 Your turn: Ideas for goals for 2018-2020 17 Sample Committee Action Sequence 18 "Hard To Count" tool 19 Supporting Materials 22 Census Confidentiality - is it really confidential? 26 Frequently Asked Questions 27 How Census Data Is Used 34 Sample Resolutions for Local CCC creation 35 One City's CCC Experience 35 Tips for Great Minnesota 38 Glossary 39 2020 Census Area Offices Contact Information Duluth: Minneapolis: Rochester: MN State Demographic Center: demography.helpline@state.mn.us www.mn.gov/admin/demography/census2o2o MN State Demographic Center 658 Cedar St. Centennial Office Building, Room 300 St. Paul, MN 55155 ��MINNESOTA STATE DEMOGRAPHIC CENTER DEPARTMENT OF ADMINISTRATION Updated January 29, 2018 This guide is largely based on the US Census's Complete Count Committee Guide, (D-1280) issued in November 2008. 3 Organizing Complete Count Committees Organizing Your Minnesota Complete Count Committee: An Introduction The CCC is open and inclusive, speaks the languages of all the communities within it, and builds trust by encouraging neighbor -to -neighbor awareness of the importance of an accurate census count. It only takes one person to initiate a local effort to maximize 2020 census participation - one committed individual at the local government level who under- stands how important a complete and accurate count is to their community, region and state. That person may be you. This doesn't mean one person should take on the whole job of census turnout themselves, the idea is to give you the tools to convince others to join you in the effort. A successful complete count committee involves a number of people, organizations and businesses from every part of the community. The focus of this guide is for local governments to begin the process of getting CCCs up and running in their communities. The details of grassroots organizing - while vital to your ultimate success - are outside the scope of this guide, but will be revisited at a time when the people you recruit to join your efforts can take advantage of them. The 2020 Census cycle marks the first time that Minne- sota will form a state complete count committee. We'll help your community organize, as well as gather and share the work that is being done in other parts of the state. While CCCs are a new for some Minnesota commu- nities, for many this will seem familiar territory. Any successful campaign for any purpose - whether it's a business venture, a charitable drive or even a political campaign - involves the basic techniques of communi- ty engagement that we'll present here. They all share the characteristic of a broad spectrum of involvement and a well -designed and executed plan of action. Your CCC outreach plan is not a static document. It summarizes a process that a community can return to as needed in moving towards the goal. It's often neces- sary to review and make adjustments as needed. Finally, this guide is not a recipe book - Think of it more like a menu. Choose what works for you and your county, city or neighborhood, and add new X^_, ideas that will help in your efforts. 4 J Organizing Complete Count Committees 4 What Is A � � 6'-' V *�_" Complete Count Committee (CCQ7 How Does a Complete Count Committee Work? The Census Bureau needs help to count everyone. They require the assistance of partners —individuals, groups, and organizations across the nation that help them build aware- ness about the census, why it is important, and encourage their community to participate. One way to accomplish this is through Complete Count Com- mittees. What Is a Complete Count Committee? A Complete Count Committee (CCC) is a volunteer committee established by tribal, state, and local governments, and/or community leaders, to increase awareness about the census, and motivate residents in the community to respond. The committees work best when they include a cross section of community representatives from government agencies, education, business, religious organizations, and the media. The CCC is charged with developing and implementing a plan designed to target the unique characteristics of their commu- nity. Complete Count Committees (CCCs) come in different types and sizes, depending on how they are organized and where they are located. The following table gives you an idea of the types and sizes that are most common. Type of CCC Responsible Body Size Location State State government Large Statewide Local Local government Large, Urban, (Regional, County, Medium, Rural, or City, Town) or Small Suburban Community Community Large, Urban, organization/ Medium, Rural, or leader I or Small Suburban Organizing Complete Count Committees Government -sponsored CCCs may have a state, regional, or local focus, and operate within the juris- diction of their highest elected official(s). Local govern- ment CCCs may include more than one jurisdiction. Community -sponsored CCCs may be organized by a community group or a coalition of community groups. A CCC may also be assumed by or assigned to an exist- ing committee or group such as a city planning board, a regional planning commission, or a local community committee. Once the CCC members have been identified, chairper- sons may wish to divide the members into subcommit- tees based on the activities that the committee plans to undertake. For example, a media subcommittee may be formed to identify local officials and other persons of influence to record public service announcements (PSAs) and appear on local television and radio shows about the census. See the Subcommittees section on page 12. CCCs are a team: • Charged with influencing members of their com- munity to complete the 2020 Census questionnaire in a timely and accurate manner. • Of community members that will lead their com- munity in the promotion of a 2020 Census aware- ness campaign from now until census follow-ups are completed in 2020. r . ,* �r. ti abo Why Form a Complete Count Committee? A Complete Count Committee should be formed to: • Increase the response rate for residents mailing back their questionnaire through a focused, struc- tured, neighbor -to -neighbor program. • Utilize the local knowledge, expertise, and influ- ence of each Complete Count Committee member to design and implement a census awareness campaign targeted to the community. • Bring together a cross section of community mem- bers whose focus is 2020 Census awareness. • Develop ways to reach the hard -to -count residents • Build trust of the Census among their stakeholders • Implement outreach strategies in his/her own community or organization • Tracking and reporting progress and efforts • Recruit other members to support the CCC • Convene community meetings The CCC makes sure each resident is aware of the im- portance of an accurate census count. Organizing Complete Count Committees 6 How Do You Organize a Complete Count Committee? As noted earlier, there are three types of complete count committees - state government -sponsored, local government -sponsored, or community -sponsored. Let's take a look at each of these and review the differ- ences between the committee types and sizes. Know- ing what the differences are will help determine how to form your Complete Count Committee. State Government Complete Count Committees Minnesota's governor appoints individuals to serve as members of the Minnesota Complete Count Committee. The committee will be staffed from the State Demogra- phy Center. Examples of State CCC Strategies Minnesota didn't have a statewide CCC in previous censuses, but a number of other states did, and we can look to them for best practices. Here are some suggested strategies that worked well for them: • Develop an action plan. • Set clear, achievable goals and objectives. • Identify targets (populations or areas) for aggres- sive outreach through— • direct community outreach —touching as many people as possible through swap meets, sports events, festivals, parades, etc. • strategic partnerships with counties, schools, state agencies, and community -based organi- zations. • Coordinate activities with local CCCs through- out the state. • Develop a state 2020 Census Web site with links to the Census Bureau Web site. Minnesota's site can be found at www.mn.gov/admin/demography/ census202O. �0 T6 2 • Create promotional materials and items for popu- lations or areas identified. • Create events in key areas where none exist. Local or Tribal Government Complete Count Committees Local Complete Count Committees are formed by the highest elected official in that jurisdiction, such as a mayor, county commissioner, or tribal leader. The highest elected official may appoint a chair of the CCC and may then appoint residents of the community to serve as members of the CCC. Members appointed could be representative of a cross section of the community, be willing and able to serve until the census is over, and help implement a creative outreach campaign in areas that may pose a chal- lenge in 2020. Members could include persons from the areas of education, media, business, religion, and community groups. Most local government CCCs are small to medium size depending on the jurisdiction. A small town may have a small committee with only 3-5 members, while a larger community's CCC may be medium to large size, with anywhere from 10 to more than 100 members, depending on the size of the city or tribe. Both county and regional CCCs, since they cover a larger geography, tend to be larger in size with 20-50 members. The size and number of members depends on what works best for each jurisdiction and what will make the most effective and successful committee. Mayors, county commissioners, and heads of regional boards understand the importance of getting a com- plete and accurate census count and how census data impacts their communities. In previous censuses, experience has shown that local government CCCs are more productive with subcommittee structure. Examples of subcommittees and what they do are covered under "What is the subcommittee structure of a Complete Count Committee?" on page 12. 7 Organizing Complete Count Committees Sample Activities of Local Complete Count Committees 2018-2019 • Develop a list of barriers or concerns that might impede the progress of the 2020 Census in your area, such as recent immigrants, non-English speaking groups, and communities with gated resi- dents. Explore ways/activities to engage them. • Use the facts. Dispel myths and alleviate fears about the privacy and confidentiality of census data. • Use social media. Start Facebook and Twitter ac- counts and follow as many local people and busi- nesses as seems useful to help build up followers. • Place census messages in water bills, property tax bills, and other correspondence generated by the jurisdiction. • Develop and implement activities to involve local government employees in an 2020 Census aware- ness campaign. • Encourage corporations and local businesses to become official sponsors of your census activities. • Have census banners, posters, and other signage placed in highly visible public locations. • Include the 2020 Census logo and message on bus schedules, brochures, newsletters, and your local jurisdiction's web and social media sites. • Sponsor a census booth at county fairs, carnivals, and festivals, (especially cultural or ethnic celebra- tions.) • Sponsor a contest to design a sticker or poster promoting the 2020 Census in your area. x.. • Have census information available during voter regis- tration drives. January —March 2020 • Add a census message to all meetings, events, corre- spondence and social media. • Provide information on federally funded programs that have benefited the community. • Plan a major promotional event around the mailout of census questionnaires. • Saturate public access areas with easy -to- read and understandable census information customized for your community. • Ask elected officials to encourage residents to com- plete and return questionnaires immediately. • Place a census message on all municipal marquees urging residents to complete and return their ques- tionnaires. • Canvass areas where the census return rate has been historically low, or in areas where residents may not have filled out a census form before, such as stu- dents, April 2020 • Place public service announcements in local and social media encouraging residents to cooperate with census workers. Community CCCs Community Complete Count Committees are often formed in areas that do not have a government CCC or areas that may require a more targeted outreach ap- proach. Community CCCs may be formed by a community groups/organization or a coalition of several organiza- tions. For example, an organization in a predominantly elderly community may want to form a community CCC in order to build awareness among that population and encour- age them to respond when questionnaires are delivered. A tenant's association may form a committee to educate tenants about the census and help those needing as- sistance in completing their questionnaire. Community CCCs identify their own chair and committee members. They may choose residents who are influential leaders or gatekeepers in the community to serve as members or others that will help accomplish the goals of the commit- tee. Community CCCs are usually small to medium in size with anywhere from 5 to 25 members depending on the sponsoring organization(s) and the size of the community Organizing Complete Count Committees 8 it represents. Small committees may not need subcommittees, howev- er, larger committees may find this structure helps them focus and work more effectively. Examples of Community Complete Count Committee Strategies A number of organizations formed community Complete Count Committees for the 2010 Census. Here are some suggested strategies that worked for them: • Set clear, achievable goals and objectives for your committee. • Identify what your committee will focus on. Some ex- amples include increasing the response rate in public housing communities among cultural/ethnic groups in your area or among students in colleges/universi- ties, outreach and promotion to youth or elderly in the community, or a global approach if no other CCCs are in the area. • Develop an action plan that will include activities, events, etc., which will support your efforts and help you meet your goals and objectives. • Create promotional materials that appeal to your focus areas, if resources are available. • Implement special events that will generate interest and participation in the census. • Canvass areas that had low census form return rates in the 2010 census. • Set up a booth and/or leaflet high volume gathering spots such as grocery stores and shopping centers. • Encourage local businesses to help distribute census reminders to their customers. Sample Activities of Community Complete Count Committees for 2018 — 2019 • Identify organizations in the community that can provide space for assistance centers and will serve as a "Be Counted" site. Pass this information on to your census contact person. • Make a list of community -based organizations in your area. Hold a meeting with leaders of the organiza- tions and solicit their help in creating a census aware- ness campaign targeted for community residents. • Check the community calendar in your area for events. Contact event organizers to see if you can a have a census table or pass out census materials to increase awareness. • Plan and solicit sponsors for fun events that can draw people in between now and Census Day. Think of cre- ative games or activities where census information can be incorporated. • Develop a 2019 Census Activity Calendar, ask organi- zations to choose a month in which they will sponsor census activities or promote census awareness. • Ask organizations to include a census article or message in all of their publications from April 2019 to August 2020. January through March 2020 • Encourage organizations to include 2020 Census on the agenda of their meetings, workshops, or confer- ences. • Distribute/post fliers announcing the delivery of the census questionnaire at busy locations in the com- munity. • Check with your census contact person about the locations of Questionnaire Assistance Centers and Be Counted sites in your community. Get signs from the contact person with the days and times the centers will be open. If signs are not available, make and post them as a committee project. • Encourage schools to include a unit on census educa- tion, with take-home census reminders. April 2020 • Encourage residents to complete and mail back their census questionnaires. • Plan a Census Day event to motivate community response. • Check with your census contact person about response rates for your community. If rates are low, plan special events or activities to motivate residents to respond. • Remind residents if they don't mail back their questionnaire a census worker may come to their home. Encourage residents to cooperate with census workers. May 2020 • Continue to encourage community residents to coop- erate with census workers. • Evaluate what worked best for your community and report this information to your census liaison. • Celebrate your success and thank all those involved in making it happen. 9 Organizing Complete Count Committees Writing a CCC Outreach Plan: An Overview Identify the Leadership Team A core team of leaders from as wide a cross-section of your community as possible will give your CCC insight and access to those with influence in their sphere of ex- pertise or involvement. Together, the leadership team sets the goals, develops the strategy, and guides the de- ployment of the outreach plan. Consider forming subcommittees tasked with exploring ways to divvy up the work and to engage people based on their skills and areas of interest. The people who lead the Complete Count Committee will give it inspiration, drive, and momentum. They will set the groundwork for a long-term reform strategy. This is a task that requires numbers of committed peo- ple, but it must start with a core team. In some com- munities a core team of leaders is already in place. In others, the current team may be one or two concerned citizens. Whatever the situation, the most important qualification for membership on the leadership team is the interest in making sure everyone is counted in the 2020 Census. Perhaps the best way to identify possible partners is to look at who has a stake in the census. Since census num- bers guide the distribution of federal funds, elected offi- cials are keen to make sure their constituents are receiv- ing theirfair share of state and federal funds. An accurate census also gives local businesspeople insights for mar- keting and location. Census data is also used for congres- sional apportionment and drawing political boundaries, drawing interest from a broad spectrum of the commu- nity because districts of equal population are foundation of a fair and just democracy. Be inclusive, not exclusive. Avoid cliques, in-groups, or resorting only to the 'usual bunch' Welcome new peo- ple and bring in as many new perspectives as possible. Work at working together. The complete count com- mittee will be most effective if the leadership team really is a "team." A broad coalition of people working together can be challenging at times. It's important that everyone is patient and gives genuine consideration to the views of others. Make some time for some fun and socializing with picnics, potlucks or whatever works in your community. A team that likes each other will do a great job together. Example of possible candidates for the leadership team Local government groups Community • Ma or/Cit Council members y y • School guidance counselors • Community -based organiza- • County Board members Dormitory residence advisors lions • Township officials Media • Religious groups/leaders • City/County clerks Newspapers • Social service/health agencies • City/County GIS staff • Television • Child-care providers • Library leaders . Radio • Foundations • Legislators • Social Media • Volunteer groups • Civic groups/service organiza- tions Education Business/Labor • Job training groups • School board members Retailers • Health care professionals • PTA/PTO • CEOs/executives Law enforcement • Superintendents/administra- . Human resources staff Nei g Neighborhood associations tors • Tenant groups • Teachers/education associa- tions • Students/student government • Vocational/technical educators • Higher education professionals • Adult education or literacy • Community affairs staff • Corporate foundations • Chambers of Commerce • Other business organizations • Organized labor leadership • Labor organizers Organizing Complete Count Committees 10 Your turn: Put together a leadership team. Local government Education Community/Service/Non-Profits s c4ene Media/Social Media Business Labor C.a,,�r 11 Organizing Complete Count Committees Subcommittees The following are examples of a typical subcommittee structure. (How your community does this is entire- ly up to you!) Other subcommittees may be formed based on the focus of the CCC or the needs of the community. Examples of other subcommittee topics are migrant and seasonal farmworkers, children/youth services, immigrants, senior services, and the disabled community. • Government subcommittee —Assists in all activ- ities between the Census Bureau and the local government, such as participation in decennial geography programs, free space for Questionnaire Assistance Centers, and identifying other resources for CCC activities. • Education / Youth subcommittee —Facilitates census awareness for local schools from prekinder- garten through twelfth grade, as well as postsec- ondary education institutions in the area. May also encourage school administrators, teachers, and students to use Census In Schools materials. • Faith -based subcommittee —Creates and coordi- nates activities and materials that can be used by any local faith -based institution in the promotion of the 2020 Census awareness and participation. • Media subcommittee —Creates and facilitates ways to get the census message to all community residents, using all available sources such as social media, local newspapers, newsletters, fliers, local festivals, billboards, radio, and television. • Community -based organizations subcommittee — Collaborates with community organizations to inform residents of the importance of participating in the 2020 Census and the benefits derived from census data. • Business subcommittee —Creates and coordinates activities that involve businesses in census awareness, such as distribution of census information and census messages on packag- ing (grocery bags), and the inclusion of the census logo and message on sales promotion materials. • Recruiting subcommittee —Disseminates infor- mation about census job openings for the 2020 Census. Information will include the number of jobs avail- able, types of jobs available, and the locations of testing and training sites. • Multi -unit housing subcorhmittees working with building owners, managers and tenants, including college dormitories • Various cultural subcommittees can be formed to engage specific immigrant communities, Native Americans and New Americans • A subcommittee to explore special circumstances in housing — such as homeless persons, provisional and ad hoc housing situations • Services to parents & children, such as Head Start, day care centers, and preschools • Or any others to meet local needs. • "Hard to count" subcommittee zeros in on areas of your community that experienced low -census form return rates, and develops a strategy to increase participation. See page I8 for the Census's "hard- to - find" online tool. Depending on local circumstances, you may want to combine, (or split) subcommittees. The point is to get the best people working in areas they know. Below is a sample Complete Count Committee or- ganizational chart, a guide to assist in forming a CCC and implementing the CCC plan. Once discussion has started about the focus and goals of the committee, subcommittees and/or activities may be added to fit the customized plan. CCC CHAIRPERSON r COMMUNITY - GOVERNMENT EDUCATION FAITH -BASED MEDIA BASED SUBCOMMITTEE SUBCOMMITTEE SUBCOMMITTEE SUBCOMMITTEE ORGANIZATIONS I I SUBCOMMITTEE BUSINESS II RECRUITING SUBCOMMITTEE I I SUBCOMMITTEE Organizing Complete Count Committees 12 Subcommittees define their own action steps Once subcommittees are in place, it's their job to break down the steps needed to reach their slice of the population pie. It's a matter of setting goals, and thinking through the steps that need to be taken to accomplish them. Subcommittee Action Plan Steps • Objective • What is needed to meet objective • Who can help • What resources are required • Barriers? • Form tactics • Execute steps Example - Multi -Unit Housing Subcommittee Many communities in Minnesota have several types of housing - condos, senior -citizen buildings, Sec- tion 8 housing for low income -persons, market -rate apartment buildings and, in communities with higher education facilities, student dormitories. The strategies used will likely vary by type of building, because they operate differently. Condos, dormito- ries, senior -citizen housing, and Section 8 buildings often have resident councils and regular meetings. Getting on the agenda for one or more of these meet- ings will help get the word out and make contacts with potential volunteers. Market -rate apartments generally don't have resi- dents councils, and the subcommittee will need to rely more on personal acquaintances, apartment y CD En (D ;r (D r--+ 4 managers and building owners to gain access. The types of contacts they make may also need to vary. Where there is easy access to residents, either because buildings are unlocked or building managers allow easy access, canvassing can be a simple matter. Where it is not, mailings may be needed to fill in the gaps. (Mail costs money, though, so the effort made to get direct access pays off.) So, let's take a look at what their subcommittee plan might look like. • Objective • Reach out to every resident about the census. • Follow-up as needed. • What is needed to meet objective • Compile a list of all the group residential build- ings in town. • Get contacts for as many buildings as possible. • Barriers? • Uncooperative building managers • Reluctance to comply with Census • Form Tactics • Meetings • Canvassing • Letters • Execute Plan • Set calender dates/times for all events in concert with the local CCC • Train volunteers, provide them with resources • Deploy volunteers according to schedule. 13 Organizing Complete Count Committees Your turn: Think of subcommittees and their leaders Government Multi -unit housing Brief description of subcommittee purpose: Brief description of subcommittee purpose: Lead members: Education / Youth Brief description of subcommittee purpose Lead members: Faith -based Brief description of subcommittee purpose Lead members: Media Brief description of subcommittee purpose Lead members: Community -based organizations Brief description of subcommittee purpose Lead members: Business Brief description of subcommittee purpose: Lead members: Recruiting Brief description of subcommittee purpose Lead members: Lead members: Cultural Groups Brief description of subcommittee purpose: Lead members: Hard to Count Brief description of subcommittee purpose: Lead members: Special Housing Circumstances Brief description of subcommittee purpose: Lead members: Other Brief description of subcommittee purpose: Lead members: Other Brief description of subcommittee purpose: Lead members: Other Brief description of subcommittee purpose: Lead members: Organizing Complete Count Committees 14 Sample Schedule for a Complete Count Committee 2018: EDUCATION PHASE Now is when the work begins to put together a strong committee and build the foundation to begin working within your committee. This includes activities such as: • Recruiting committee members and leadership • Educating committee membership on the impor- tance of Census 2020 • Starting to plan a future calendar of events • Creating promotional and educational materials 2018 Summer and Fall • Highest elected official or community leader meets with regional office partnership staff to discuss forming a partnership for the 2020 Census and the establishment of a Complete Count Com- mittee. • Highest elected official or community leader ap- points the chairperson of the CCC. • Hold first Complete Count Committee meeting. • Establish committees, subcommittee chairpersons are chosen. • Select a secretary to record minutes of meetings. • Highest elected official or community leader holds a press conference to announce the formation of a CCC and the appointment of the chairperson. • Official or community leader issues a proclama- tion/resolution stating that it will formulate a Com- plete Count Committee for the 2020 Census. 2018 Fall and Winter • Give an overview of the roles and responsibilities of a CCC. • Develop a plan of action for 2020 Census aware- ness campaign to cover the period from now through October 2020. • Set a schedule for the CCC meetings as well as the subcommittees. 2019: PROMOTION PHASE Now is the time to begin activities in the community in partnership with community partners to create aware- ness about the Census such as: • Tabling at community events • Interviews in local media • Participating in parades and festivals • Presence in local media January —December 2019 • CCC members participate in census CCC training. • Hold regularly scheduled meetings to report on tasks and subcommittee activities. • Proceed with census awareness activities generat- ed by each subcommittee. • Evaluate the activities for effectiveness. • Modify action plan as needed. • Saturate community with at least one census awareness activity each month. 15 Organizing Complete Count Committees 2020: ACTION PHASE Now it's time to Get Out the Count. The committee works to make sure people fill out their forms correctly and return them with activities such as: • Door-to-door canvassing in Hard to Count neigh- borhoods • Email signature and phone message reminders • A community Census rally January 2020 • Hold monthly CCC and subcommittee meetings. • Finalize plans for activities surrounding question- naire delivery days and Census Day activities. • Review task lists and subcommittee activity plans. • Proceed with 2020 Census activities generated by subcommittees. • Finalize plans for activities to encourage residents to complete and return census questionnaires. • Develop and finalize plans for motivating residents who do not return their questionnaires to coop- erate with census workers during non- response follow-up. Plan these activities for April 2020. February 2020 • Hold regular CCC and subcommittee meetings. • Review and modify, as needed, plans for question- naire delivery and Census Day activities. • Review and modify, as needed, plans for residents who do not respond. • Finalize plans for all activities scheduled for March and April. • Check with subcommittee chairs on the number and location of Questionnaire Assistance Centers and Be Counted Sites. Publicize the location, dates, and times of operations in the community. March 2020 - Countdown to Census Day • Review and implement activities leading to Census Day —April 1, 2020. • Finalize plans for all activities planned for the end of March and the month of April. • Proceed with activities generated by subcommit- tees. • Send press release highlighting 2020 Census activi- ty schedule. • Encourage community members to participate with census workers during address canvassing operations. Census Day —April 1, 2020 • Implement Census Day activities. • Hold daily activities to encourage residents to complete questionnaires accurately and to return them quickly. • Evaluate activities and make changes as necessary. • Prepare to implement activities for residents that did not return their questionnaire. • Implement activities to keep the census awareness and interest strong. May —July 2020 Nonresponse follow-up • Use all sources to encourage residents to cooper- ate with census workers. • Continue to meet regularly to give and receive 2020 Census progress reports. • Prepare summary report of CCC activities, opera- tions, and member feedback. • Celebrate the success of the 2020 Census enumer- ation and recognize the efforts of the CCC mem- bers. Organizing Complete Count Committees 16 Your turn: Ideas for goals for 2018-2020 2018: EDUCATION PHASE Goal One: Goal Two: Goal Three: 2019: PROMOTION PHASE - �'ti1aI�,C{ Goal One: _ Goal Two: Goal Three: 2020: ACTION PHASE Goal One: Goal Two: Goal Three: 17 Organizing Complete Count Committees Sample Committee Action Sequence Immediately (or very soon) • Form the Committee officially. • Review status of specific activities for groups or geographic areas which need special targeting. • Disseminate news releases and other media an- • Revise Action Plan, as needed. nouncements about the creation of the Committee. January -March 2020 • Establish membership and structure of the Commit- tee. First Regular Meeting • Review and discuss the purpose and functions of the Committee. • Discuss community perceptions and any cultural or language factors that may require attention in de- veloping the census plans and activities. • Identify areas which may need special targeting for promotion and outreach because of remoteness, language, or other factors. • Brainstorm ideas for an Action Plan for promoting census awareness in the community. Identify spe- cific activities and assignments related to building awareness, motivating community response, and encouraging community cooperation with enumer- ators. • Break Committee activities into three timetables: 1. before census questionnaires are distributed 2. during the census questionnaire period and 3. after the questionnaire period. • Schedule dates for regular committee meetings. • If meetings are to be open to the public, decide fu- ture meeting location(s); consider whether more residents will come if the meetings are held in the same place or if they are held in different places in the community Regular Meetings • Discuss the status and evaluate the effectiveness of outreach and census promotion activities to date. • Discuss and adopt action plan, and track progress as it is implemented. Develop strategies for encour- aging community members to apply for temporary censusjobs. • Determine specific ways to actively encourage community participation during Address Listing and Block Canvassing census operations. • Review status reports on Action Plan activities. • Identify specific action items that still need to be completed before questionnaires are distributed • Finalize Action Plan for specific Committee activities which encourage residents to complete and return census questionnaires as soon as they are received. • Finalize Outreach Plan for residents who are not likely to receive questionnaires by mail, and for whom other census interactions need to occur. • Review Plan for Committee activities for final push April 2020 • Release news media releases (for print, radio, and TV) reminding community members about the im- portance of being counted. • Report on the status of questionnaire distribution May 2020 • If the questionnaire response rate is low, imple- ment a low response rate plan. • Discuss Committee ideas and recommendations for future census efforts. • Draft a Final Report (with Committee recommenda- tions for submission to the Census Bureau's Com- plete Count Program. • Discuss the Final Report with officials and agencies that have representation on the Committee. Organizing Complete Count Committees 18 HTC 2020 TRACT INFO CONGRESS STATE LEG_ a +Y �1 Tract 1055.00 in x G—' Nobles County. MN 8ase0 on me laesl cemusesllmetes IM' Ue 2-2]lipMxG.8,818 pwpxlM In 1,81] r [weYwlpe In Ma paH mtl JOgmlp eva m8lalp _ ,�, �. 9eoaaea .t�..�• Sane poP,]ep MYeaHleer mal YlM Nle Wortninglon i-f: halls penrpxlonmine 212D12P Cenew Vtllppe ...•.I Census Self-ResponseF•';Q- o:PI[, o1lna Waalmabtla mapae ,. s[x1nHr zsu nnxla nexallalnae•. mpvnn9 mo. naan enp p,mpm mpe.apn rao.,w n cwm Etta iii,y 29.]%. TY maa b eex W %e 1,e,dne to aaea In tlx aa'anrl. } N 182[, IPi 1.11nl Il Inc Lmsw eneap Mp be urglnV moss npesenaee to eubmn mm cenv�s ' ao>nuae.la malnennR mzaac,Mmm wm ' i �- e1Ma vaeat MueNroWa mee:M iCC, mnmum HWesr b pw11M�_ aMr,MN a lavinp IHeinetsameclMry a1280 kbpa fw Ttaas M1 tlx Nllpn uPNaVe a dwanloWs. (Reao more abeul U[ Tarn Nrn m,OmaO ImpaM1u,ce 91 MernH access Ix IM 2p20 Cenwa, mjy„'p yppmmdrHun,tte: rutbnwh,waM1aOed wtlre Populetlons at Rlsk of Being n�me Popaaoana NSNnctlh nave Deco, w e,e H nek o' � 8-6]%neW eeNn m1t nn Maaea m me prnam al aswppwttpr.Hery n�pr� ■ so -es% �a .a. nee.. owa.: ■ � aba%rneleo MC Yeas) .-48%11 th, hea%Hkpn leg d..d M iEunw �me�io4 • .a%lof Ue Ven rp,or40 P.e"rece ee 6qR xwm Ala ��[' •�' IHIMv none p�ln:meluuwwnn an<< .anus , wwwxensus�ardtocountmaps202O.us 0 ureau s Hard To Count GC��� (`'h tool to help target your local CCC s efforts The goal of the decennial census is to count each person in the United States based on their residence as of April 1. For the 2020 census, each household in the U.S. will either receive mailed instructions on how to fill out the census questionnaire online, or they will receive the actual questionnaire. The Census Bureau asks that as many households as possible submit their responses to this questionnaire via the Internet or by mail — this is the self -response component of the decennial census. In prior censuses, the self -response rate in many parts of the country has been relatively high. But in other parts of the country and for some population groups more than others, the self -response rate has been relatively low. Households may not have submitted their census questionnaire for various reasons, such as having language difficulties, concerns about trust in government, or otherwise. These areas and population groups are considered "hard to count", because the Census Bureau sends enumerators into the field to talk with each non -responding household one -by -one. This "non -re- sponse follow-up" component of the census can be difficult, time-consuming, & costly. If these groups are not counted fairly & accurately, they - and the communities around them - will be deprived of equal political representation and vital public and private resources. The goal of this map is to highlight the areas of the country that are hardest to count, and to help CCCs target their resources. Simply go to www.censushardtocountmaps202O.us and use the zoomable map to check out the 2020 census participation rate for census tracts in your community. It's an easy way to get a quick idea of which areas need the most attention 19 ��r>,/�-� Organizing Complete Count Commit es HTC 2020 www.CensusHardToCountMaps202O.us MAPPING HARD TO COUNT (HTC) COMMUNITIES FOR A FAIR & ACCURATE 2020 CENSUS HOW TO USE THE MAP Search by Congres- sional or state district You can zoom to any dis- trict in the country (example below at left) and the map will highlight the hard -to -count tracts within the district and show how much of the district's popu- lation lives in hard -to -count neighborhoods. When you use the district search box, you can type a state name, district num- ber, or even a representa- tive's name and you'll see a list of results. Click or tap your district to zoom to it on the map. HTC C: i CON13RESS104At DISTRICT 2 ..r.._....`�- Enhance your cam- paign for an adequate Census budget When you search for a dis- trict, the results provide contact info for each con- gressional & state repre- sentative. You can also copy a link to your district search results, and share on Facebook, Twitter, or email. Zoom to any tract for its hard -to -count info The map color -shades the hardest -to -count tracts in the country. You can click or tap on any tract (or search by address) to find District search i THE "HARD TO COUNT" POPULATION The goal of the decennial census is to count each person in the U.S. based on their residence as of April 1. For the 2020 census, each household in the U.S. will either receive mailed instructions on how to fill out the census question- naire online, or they will receive the actual question- naire. The Census Bureau asks that as many house- holds as possible submit their responses to this questionnaire via the Inter- net or by mail — this is the self -response component of the decennial census. In prior censuses, the self - response rate in many parts of the country has important population infor- mation such as: ♦ How many households mailed back their census questionnaire in 2010 (i.e., how much of the tract may require more costly in -person follow up by the Census Bu- reau in 2020); and ♦ How much of the tract is populated by groups that are at risk of being undercounted (example below at right), such as children under 5, households with poor Inter- net access, recent immi- grants, and more. Shading for percent; blue circles for number The map's color -shading por- trays the percent of house- holds in 2010 that returned their census questionnaire by mail (dark red represents few- er than 60% of households self -responded; indi- cates up to 73% responded). You can also display the num- ber of people in hard -to -count tracts. In the legend, select the option that says "Population in HTC tracts". This will display a blue circle on each HTC tract. The size of the circle corre- sponds to the tract population. SO.* C—t). W 1 Will this tract be ;� • hard -to-count in 20207 e �• 'mKMdr. � nw Mw rizY.a � � •�_ uw�.nz sewn ,N / ..,. a-.vznen aazzee.u•aez •"'�`!, l,i.,—,.+^ i Popu4nBns a1 Nsi. � Beuq uneereaxme Into on at -risk populations Q been relatively high. But in other parts of the country & for some population groups, the self -response rate has been relatively low. Households may not have submitted their cen- sus questionnaire for vari- ous reasons, such as having language difficulties, con- cerns about trust in govern- ment, or otherwise. These areas and population groups are considered "hard to count", because the Census Bu- reau sends enumerators into the field to talk with each non - responding household one -by - one. This "non -response follow- up" component of the census can be difficult, time-consuming, & costly (to the Bureau and to tax (continued next page) Organizing Complete Count Committees 20 Page 2 HTC 2020 www.CensusHardToCountMaps202O.us ..."HARD TO COUNT" POPULATION (CONTINUED) payers). And if these groups and their communities are not counted fairly & accu- rately, they will be deprived of equal political representa- tion and vital public and private resources. received a census question- naire mailed it back to the Census Bureau, it is shaded in -to-dark red as a hard -to -count tract on the map (see legend at right). For the purpose of this map, This measure of self - a census tract is considered response for the 2010 cen- hard-to-count (HTC) if its self sus is called the mail return -response rate in the 2010 rate. It represents the per - decennial census was 73% cent of occupied housing or less. If 73% or fewer of units only whose residents the tract's households that answered the census in the OTHER HTC METRICS self -response stage of the count. The 73% threshold is used because it represents all tracts nationwide that are in the bottom 20 percent of 2010 mail return rates — i.e., the worst 20% of return rates. This is consistent with the definition of hard -to - count tracts from the 2010 census outreach campaign. Other ways of identifying and describing hard -to -count populations include: Low Response Scores Hardest to Count (HTC) X Tracts in the Nation Tracts with 2010 mail return rates of 73`� or less (in the bottom 20 percent of return rates nation:ides are shaded on the map See 4hour for mireinfo) 0 - 60% mail return rate 60 -654 65 - 704, i0-734 above 734E (no HTC tracts) f' ; Tracts counted using speca, Update: E.n.urrerate method they are hard -to -count but mad return rates not applccabie Population in HTC tracts t - 2,500 people • -2.500 - 5,000 • >5,000 to 10.000 >10.000 to 20,000 -20,000 to 39,454 The Census Bureau has developed a statistical model that uses population data to assign a "low response score" to each tract. The Bureau states that these scores "predict low census mail return rates and are highly correlated (negatively) with census and survey participation." At this point, the Bureau's research indicates that this statistical model explains only 55% of the variation around the predicted response rate. The Bureau will be refining this sta- tistical model leading up to the 2020 Census using more recent demographic data. As its predictive power im- proves, we may incorporate these scores into the Census 2020 Hard to Count map, as well. Population groups with increased risk of being undercounted Historically, the census has undercounted young children, people of color, rural residents, & low-income house- holds at higher rates than other population groups. Also, groups with low self -response rates in prior censuses or census tests include "linguistically isolated" households; frequent movers; foreign born residents; households be- low the poverty line; large (i.e. overcrowded) households; low educational attainment households; & single -parent headed households. And people who distrust government authorities and/or have been or could be targets of law enforcement or heightened surveillance may be less likely to respond to the census. In the Census 2020 HTC appli- cation, statistics on these groups for each tract are presented when a tract is selected on the map. Households with no computer or inadequate Internet access The Census Bureau plans to encourage most households to answer their 2020 census questionnaire via the Inter- net. As a result, households with poor Internet connectivity or, worse, no computer will be at risk of being under- counted. The Census 2020 HTC map application highlights tract -level household Internet access based on data from the Federal Communications Commission (FCC). Prepared by the Center for Urban Research at the Graduate Center of the City University of New York (CUNY) with funding support provided by the 2020 Census Project. September 2017 For more info, contact cunymoppinq@gc.cuny.edu 21 Organizing Complete Count Committees Supporting Materials RECRUITMENT EMAIL Dear I am emailing to invite you to the first meeting of the 's Complete County Committee (CCC) on DATE at TIME. CCCs help assure a complete count in the upcoming Census 2020 so our community receives its fair share of congressional and legislative representation as well as our proper share of federal and state funding for programs that serve our area. Comprised of highly regarded representatives and trusted voices from different sectors of our community, CCCs plan and implement focused projects that help to increase the response rate of our residents. A CCC can lead community outreach and launch awareness campaigns that inform constituents about the importance of achieving an accurate count. It is a platform that provides leaders with opportunities to reach out and build meaningful relationships with new immigrants, college students, senior citizens, busi- nesses, the disabled, and other populations. Working together on a CCC builds a strong sense of communi- ty pride. For more information about our community's CCC, please call if you are planning to attend. SAMPLE MEETING AGENDA 1. Welcome from Elected Official or Committee Chairperson 2. Introductions 3. Why Census 2020 and a CCC is important 4. Open Discussion (Sample Questions) • What in your mind does success mean/look like? • What are our key challenges? • What should we, the CCC focus on? 5. Subcommittee Check Ins 6. Commitments and homework to be completed by next month's meeting 7. Confirming meeting frequency / locations / time Please RSVP by Organizing Complete Count Committees 22 2020 Census Area Offices Contact Information Duluth: Minneapolis: Rochester: MN State Demographic Center: demography.helpline@state.mn.us www.mn.gov/admin/demography/census202O MN State Demographic Center 658 Cedar St. Centennial Office Building, Room 300 St. Paul, MN 55155 2020 Census Operational Timeline \Oc eS\ .1110 et°x1d" o61 0100 P fie'\ e� e ',°� eeyoS6\S 4 �nJ,eysl tie`' tie`'S �e5N orp \Goes ♦e5 J°SS\C ecsJs s G `c Gecy°y GecS°s GeO'P Se`,erya&."' GecsJs ezG°e Address ry�,ry ryG,p ry�1� �e�e° 4G1� ryp-b Paffi ry�,� Canvassing Peak i Operation Operations Activities Complete 2020 2021 RESEARCH AND TESTING PHASE OPERATION AND IMPLEMENTATION PHASE Estimate on -the- Develop and award Put field infrastructure April l: On -the -ground April l: December3l: March 31: ground workloads major contracts for and offices in place Census Day address canvassing Census Day Deliver Complete and define operations the systems that will throughout the country for the test where necessary apportionment delivering and systems needed support the census counts Redistricting for the census Summary Files to all states (P.L. 94-171) 23 Organizing Complete Count Committees THE GEORGE WASHINGTON INSTITUTE OF PUBLIC POLICY THE GEORGE WASHINGTON UNIVERSITY WASHINGTON, DC Counting for Dollars 2020 16 Large Federal Assistance Programs that Distribute Funds on Basis of Decennial Census -derived Statistics (Fiscal Year 2015) Minnesota Total Program Obligations: $8,411,135,752 Per Capita: $1,532 (see note on proper use) CFDA # Program Name Dept. Tvpe Recipients Obligations 93.778 Medical Assistance Program (Medicaid) HHS Grants States $5,148,945,675 20.205 Highway Planning and Construction DOT Grants States $673,309,975 10.551 Supplemental Nutrition Assistance Program (SNAP) USDA Direct Pay House- holds $627,557,916 93.774 Medicare Part B (Supplemental Medical Insurance) — Physicians Fee Schedule Services HHS Direct Pay Providers $585,541,241 14.871 Section 8 Housing Choice Vouchers HUD Direct Pay Owners $232,959,000 84.027 Special Education Grants (IDEA) ED Grants States $187,400,949 10.555 National School Lunch Program USDA Grants States $156,002,538 14.195 Section 8 Housing Assistance Payments Program (Project -based) HUD Direct Pay Owners $154,342,214 84.010 Title I Grants to Local Education Agencies ED Grants LEAs $146,378,464 93.568 Low Income Home Energy Assistance (LIHEAP) HHS Grants States $114,669,262 93.600 Head Start/Early Head Start HHS Grants Providers $112,595,410 10.557 Supplemental Nutrition Program for Women, Infants, and Children (WIC) USDA Grants States $93,911,121 93.596 Child Care and Development Fund- Entitlement HHS Grants States $52,665,000 93.658 Foster Care (Title IV-E) HHS Grants States $46,930,000 93.767 State Children's Health Insurance Program (S-CHIP) HHS Grants States $41,135,000 93.527/ 93.224 Health Center Programs (Community, Migrant, Homeless, Public Housing) HHS Grants Providers $36,791,987 Organizing Complete Count Committees 24 .a ►� Grp �,,Ad Notes and Findings: �17�A)cev,sus 0 • The Counting for Dollars Project will identify all federal financial assistance programs relying Decennial Census -derived data to guide the geographic distribution of funds. • As an initial product, the project is publishing tables on the distribution, by state, of FY2015 funds from 16 large Census -guided programs. • For every program but the National School Lunch Program, the equitable distribution of funds to a state depends on the accurate measurement of its population count and characteristics. • There is not a straight linear relationship between state population count and federal funds flow. The per capita figure allows cross -state comparisons of fiscal reliance on census -guided programs. It does not indicate the amount by which federal funding increases for each additional person counted. (See The Leadership Conference Education Fund, "Counting for Dollars: Why It Matters.") Definitions: Census -derived statistics — federal datasets that are extensions of or otherwise rely on the Decennial Census (list available on project website) Census -guided financial assistance programs — programs that rely on Census -derived statistics to determine program eligibility and/or allocate funds to states and localities Per capita —total FY2015 obligations for the 16 programs divided by population as of July 1, 2015 (per the Census Bureau) Abbreviations: • CFDA — Catalog of Federal Domestic Assistance • USDA— U.S. Department of Agriculture • ED — U.S. Department of Education • HHS — U.S. Department of Health and Human Services • HUD— U.S. Department of Housing and Urban Development • DOT —U.S. Department of Transportation Sources: • USAspending.gov (20.050, 84.010, 84.027, 93.224/93.527, 93.568, 93.600, 93.778) • President's Budget Request for FY2017 or program agency (10.511, 10.555, 10.557, 14.871, 93.596, 93.658, 93.767) • Center on Budget and Policy Priorities (14.195) • Centers for Medicare & Medicaid, HHS (Physicians Fee Schedule Services of 93.774) Prepared by Andrew Reamer, Research Professor, GWIPP, with data analysis provided by Sean Moulton, Open Government Program Manager, Project on Government Oversight (POGO) August 18, 2017 25 Organizing Complete Count Committees Census Confidentiality - is it really confidential? ABSOLUTELY! - (under current law) Answers to Census questions are protected by law (Title 13 of the U.S. Code, Section 9) and are strictly confidential. • It is illegal for the Census Bureau, or its employees, to share your personal information with any other government agency —not law enforcement, IRS, Welfare, FBI, Immigration, etc. • No court of law, not even the President of the United States can access individual responses. • 1953—During the Truman administration, the White House had to undergo renova- tion. It was necessary to relocate the Presi- dent until the renovation was completed. The Secret Service requested from the Census Bureau information on residents living in the proposed relocation area for the purpose of performing background checks. However, because census data are ABSOLUTELY CONFIDENTIAL, even to the President, the request was denied. • Census workers must pass security and employment reference checks and are highly motivated to protect your answers. All Census Bureau employees are subject to a $250,000 FINE AND/OR A 5-YEAR PRISON TERM for disclosing any informa- tion that could identify a respondent or household. • 1980—Armed with a search warrant au- thorizing them to seize census documents, four FBI agents entered the Census Bu- reau's Colorado Springs office. No confi- dential information was ever released be- cause a census worker held off the agents until her superiors resolved the issue with the FBI. Organizing Complete Count Committees 26 Frequently Asked Questions What's the Census for? The U.S. Constitution (Article I, Section 2) mandates a headcount every 10 years, of everyone residing in the United States: in all 50 states, Puerto Rico, and the Island Areas. This includes people of all ages, races, ethnic groups, citi- zens, and noncitizens. The first census was conducted in 1790 and has been carried out every 10 years since then. The population totals from the 2020 census will determine the number of seats each state has in the House of Representatives. States also use the totals to redraw their legislative districts. The U.S. Census Bureau must submit state population totals to the President of the United States by December 31, 2020. The totals also affect funding in your community, and data collected in the census help inform decision makers how your community is changing. Why doesn't the Census only count citizens? The framers used the term "citizen" 11 times in the Constitution, but in Article 1, Section 2 (3), they expressly said that the census is an enumeration of persons.' The 14th Amendment of the Constitution repeats this point, stating: "Representatives shall be apportioned among the several States according to their respective numbers, counting the whole number of persons in each State, excluding Indians not taxed."z,3 What this means is that in accordance to the United States Constitution, the US Census counts everyone including citizens, non -citizen legal residents, non -citizen long-term visitors, illegal immigrants and prisoners in jails and penitentiaries. :++✓+ram' l+rin✓lu-, Y>>+><,�'/.: /f�/''rr, v<.li.r<.v_//<r�: ��/.'✓ice s! .6 .x w.cil+ar l C%�� }ii//7Y��fi mii/+!. i// ,, > +i i< e /�Gii>:Yv. � > ✓<>/ � r r < J�'r.✓r� <ivA � ' 3 FF" .n�•<��te,af+✓/r�i•�! (((///lav�/n>i>c.i.,.✓<a/>!y ✓ii .i/ir .a :G/./..r-, a.� .>. ✓ E ,,�/.�l/(%1 / Tl�r< lrGe4-i /v,.v:.v >f�m>.. ,. <rx �/, zai:x-, •,. .�<G,i .>(ar.� r/si .:<ir,n �I�u...q:,��✓v//uw.i r/ :'it ✓/�< �..m/>Y::.._u<. f' ti�/r%/!i%! I. ,��L 1���«�e l�Gr. di>+rs>:w-✓,: lle+..,.-.� t.✓,.'�%�/..._.,S .a,.:!a,,.-.v. e..>,:. rn ,/� ry//.4tJ: r�/fir%��.,v:.�_. /Ifi /rl:,,.rd/ i'<.ru'w: 9 . ,r,<rr,.%.//r.� >�r/l�se �% �danci »-v /err<'� X ` >`' ,,.....v,..r i1 ✓ r' //.nl. � � 1 c,/� J lr<d�� - f sc. n'`< - >� !. i. . !/i/ r✓/.ra. r,< >.���r�nv..v,.v,.Iiri w...-.,...�.+.u.i G�F-+6'i%6ii.. r.µC>,>dL, i i . �� ...,»<//.,r..,>,/.:>r,�.:.n-v i. s/..>ir�.. ,%•;. ... ,..1 ,. .>. ,.<: A.��., �<.�<.«/d..F>,,,.ff.' /�✓11.�M ;o�: rr�/nina^ [-<.✓.: v�. u�t/.r.r/ »r ;//d ...>..... v,..n� , .. ,.:/G.o,�ra,z• .,/.,: .._;..:/:> :�'..ti. /.rl�.. ...r3/r' >'�. .%- / t��Cls�c/'!Q!�fh�..Gz��?7�zL.�"Zf'LL�!! !.�'�.�r�r1C 10�1•��1��.'10GC'�.,-%it;jfr°u�.I`t�i'/lcG�11/';.��%!.J Full text: "Representatives`and direct Taxes shall be apportioned among the several States which may be included within this Union, according to their respective Numbers, which shall be determined by adding to the whole Number of free Persons, including those bound to Service for a Term of Years, and excluding Indians not taxed, three fifths of all other Persons.2 The actual Enumeration shall be made within three Years after the first Meeting of the Congress of the United States, and within every subsequent Term of ten Years, in such Manner as they shall by Law direct. The Number of Representatives shall not exceed one for every thirty Thousand, but each State shall have at Least one Representative; and until such enumeration shall be made, the State of New Hampshire shall be entitled to chuse three, Massachusetts eight, Rhode -Island and Providence Plan- tations one, Connecticut five, New -York six, New Jersey four, Pennsylvania eight, Delaware one, Maryland six, Virginia ten, North Carolina five, South Carolina five, and Georgia three." a Full text: 2: "Representatives shall be apportioned among the several States according to their respective numbers, counting the whole number of persons in each State, excluding Indians not taxed. But when the right to vote at any election for the choice of electors for President and Vice President of the United States, Representatives in Congress, the Executive and Judicial officers of a State, or the members of the Legislature thereof, is denied to any of the male inhabitants of such State, being twenty-one years of age,15 and citizens of the United States, or in any way abridged, except for participation in rebellion, or other crime, the basis of representation therein shall be reduced in the proportion which the number of such male citizens shall bear to the whole number of male citizens twenty-one years of age in such State." 3 "Indians not taxed" was negated by enactment of the Indian Citizenship Act of 1924, which granted full citizenship to all indigenous peoples of the United States. 27 Organizing Complete Count Committees Why does the Census Bureau ask the questions they do? The Census Bureau asks the questions they do on the surveys because of federal needs and for community benefits. The information the Census Bureau collects helps determine how more than $400 billion dollars of federal funding annually is spent on infrastructure and services. Your answers help federal, state and local leaders make decisions about: schools, hospitals, emer- gency services, roads, bridges, job training centers, and many other projects that affect your community. See why the Census Bureau asked EACH question they did in 2010. The 2020 form should be finalized in 2018. thought that the census was only 10 minutes,10 questions. Why might I also be getting something called the American Community Survey? Launched in 2005, the American Community Survey (ACS) is part of the decennial census program and is essentially what used to be the Census long form. It col- lects more detailed information on housing, population, and the economy. ACS data are collected continuously throughout the year and throughout the decade from a sample (fraction) of the population (about 3 million addresses annually). As of now, we estimate approximately 250,000 house- holds will receive both the ACS and the 2020 Census form. Like the 2020 Census participation in the ACS is man- datory by law and the American public's participation is vital to provide data that impacts policy decisions on the local, state, and federal level. Are my answers safe and secure? The Census Bureau collects data for statistical purposes only. They combine your responses with information from other households or businesses to produce statis- tics, which never identify your household, any person in your household, or business. Your information is CONFI- DENTIAL. They never identify you individually. Title 13 of the U.S. Code protects the confidentiality of all your information and violating this law is a crime with severe penalties. In addition, other federal laws, including the Confidential Statistical Efficiency Act and the Privacy Act reinforce these protections. The penalty for unlawful disclosure is a fine of up to $250,000 or imprisonment of up to 5 years, or both. It is against the law to disclose or publish any of the following information: • Names • Addresses including GPS coordinates • Social Security numbers • Telephone numbers How does the U.S. Census Bureau help me identify fraudulent activity and scams? The Census Bureau will never ask for: • full social security number • money or donations • anything on behalf of a political party • your full bank or credit card account numbers If you are visited by someone from the United States Census Bureau, here are some recognition tips to assure the validity of the field representative; Must present an ID Badge which contains: photo- graph of field representative, Department of Com- merce watermark, and expiration date. Will provide you with supervisor contact informa- tion and/or the regional office phone number for verification, if asked. Organizing Complete Count Committees 28 • Will provide you with a letter from the Director of the Census Bu- reau on U.S. Census Bureau letterhead. • May be carrying a laptop and/or bag with a Census Bureau logo. What if I am away from my residence on April 1, 2020? People away from their usual residence on Census Day, such as on a vacation or a business trip, visiting, traveling outside the U.S., or work- ing elsewhere without a usual residence there (for example, as a truck driver or traveling salesperson) are counted at the residence where they live and sleep most of the time. What if I have more than one residence or no residence on April 1, 2020? People who live at two or more residences (during the week, month, or year), such as people who travel seasonally between residences (for example, snowbirds or children in joint custody) are counted at the residence where they live and sleep most of the time. If usual resi- dence cannot be determined, they are counted at the residence where they are staying on Thursday, April 1, 2020 (Census Day). College students living away from their parental home while attending college in the U.S. (living either on -campus or off -campus) are counted at the on -campus or off -campus residence where they live and sleep most of the time. Those staying in shelter or living outdoors are counted where they are staying on April 1, 2020. When will the results from the census be available? The nation should see the very first results from the 2020 Census in the form of total population counts for the nation and each state in late 2020 or early 2021. In 2021 each state receives local -level 2020 Census data on race and the voting age population. As required by law, the Census Bureau will provide these key demographic data to the states (on a state -by -state basis), so the state governments can redraw the boundaries of their U.S. Congressional and state legislative districts. Public Law 94-171 requires that the redistricting data must be delivered to state officials responsible for legislative redistricting within one year of Census day or no later than April 1, 2021. What if I still have questions or concerns? As we get closer to Census 2020, there will be more FAQs detailing the process of the upcoming count. However, please email us at demography.helpline@state.mn.us if you have any remaining ques- tions. 29 Organizing Complete Count Committees Who gets counted? Where do they get counted?* The Concept Of Usual Residence Planners of the first U.S. decennial census in 1790 established the concept of "usual residence" as the main principle in determining where people were to be counted. This concept has been followed in all subsequent censuses. Usual residence is defined as the place where a person lives and sleeps most of the time. This place is not necessarily the same as the person's voting residence or legal residence. Determining usual residence is easy for most people. Given our Nation's wide diversity in types of living arrangements, however, the usual residence for some people is not as apparent. A few examples are people experiencing homelessness, snowbirds, children in shared custody arrangements, college students, live-in employees, military personnel, and people who live in workers' dormitories. Applying the usual residence concept to real liv- ing situations means that people will not always be counted at the place where they happen to be staying on Thursday, April 1, 2020 (Census Day). For example, people who are away from their usual residence while on vacation or on a business trip on Census Day should be counted at their usual residence. People who live at more than one residence during the week, month, or year should be counted at the place where they live most of the time. People without a usual residence, however, should be counted where they are staying on Census Day. The Residence Rule The residence rule is used to determine where people should be counted during the 2020 Census. The rule says: Count people at their usual residence, which is the place where they live and sleep most of the time. • People in certain types of facilities or shelters (i.e., places where groups of people live together) on Census Day should be counted at the facility or shelter. • People who do not have a usual residence, or cannot determine a usual residence, should be counted where they are on Census Day. How the residence rule applies for peo- ple in various living situations. People Away From Their Usual Residence On Census Day People away from their usual residence on Thurs- day, April 1, 2020 (Census Day), such as on a vaca- tion or a business trip, visiting, traveling outside the U.S., or working elsewhere without a usual residence there (for example, as a truck driver or traveling salesperson) - Counted at the residence where they live and sleep most of the time. Visitors On Census Day • Visitors on Thursday, April 1, 2020 who will return to their usual residence - Counted at the residence where they live and sleep most of the time. • Citizens of foreign countries who are visiting the U.S. on Thursday, April 1, 2020, such as on a vaca- tion or a business trip - Not counted in the census. People Who Live In More Than One Place • People living away most of the time while working, such as people who live at a residence close to where they work and return regularly to another residence - Counted at the residence where they live and sleep most of the time. If there is no resi- dence where they live and sleep most of the time, they are counted where they live and sleep more than anywhere else. If time is equally divided, or if usual residence cannot be determined, they are counted at the residence where they are staying on Thursday, April 1, 2020. • People who live at two or more residences (during the week, month, or year), such as people who travel seasonally between residences (for example, snowbirds) - Counted at the residence where they live and sleep most of the time. If there is no resi- dence where they live and sleep most of the time, they are counted where they live and sleep more than anywhere else. If time is equally divided, or if usual residence cannot be determined, they are counted at the residence where they are staying on Thursday, April 1, 2020. • Children in shared custody or other arrangements *NOTE: The criteria on these pages are from the who live at more than one residence - Counted at 2010 Census. These pages will be updated once the the residence where they live and sleep most of the 2020 Census residency criteria are finalized. Organizing Complete Count Committees 30 time. If time is equally divided, they are counted at the residence where they are staying on Thursday, April 1, 2020. People Without A Usual Residence • People who cannot determine a usual residence - Counted where they are staying on Thursday, April 1, 2020. • People at soup kitchens and regularly scheduled mobile food vans - Counted at the residence where they live and sleep most of the time. If they do not have a place they live and sleep most of the time, they are counted at the soup kitchen or mobile food van location where they are on Thursday, April 1, 2020. • People at targeted non -sheltered outdoor loca- tions - Counted at the outdoor location where people experiencing homelessness stay without paying. Students • Boarding school students living away from their parental home while attending boarding school below the college level, including Bureau of Indian Affairs boarding schools- Counted at their parental home rather than at the boarding school. • College students living at their parental home while attending college - Counted at their parental home. • College students living away from their parental home while attending college in the U.S. (living either on -campus or off -campus) - Counted at the on -campus or off -campus residence where they live and sleep most of the time. • College students living away from their parental home while attending college in the U.S. (living ei- ther on -campus or off -campus) but staying at their parental home while on break or vacation - Count- ed at the on -campus or off -campus residence where they live and sleep most of the time. • U.S. college students living outside the U.S. while attending college outside the U.S. - Not counted in the census. • Foreign students living in the U.S. while attend- ing college in the U.S. (living either on -campus or off -campus) - Counted at the on -campus or off -campus residence where they live and sleep most of the time. Movers On Census Day • People who move into a residence on Thursday, April 1, 2020 who have not been listed on a questionnaire for any residence - Counted at the residence they move into on Census Day. • People who move out of a residence on Thursday, April 1, 2020 and have not moved into a new resi- dence on Thursday, April 1, 2020 and who have not been listed on a questionnaire for any residence - Counted at the residence from which they moved. • People who move out of a residence or move into a residence on Thursday, April 1, 2020 who have already been listed on a questionnaire for any residence - If they have already been listed on one questionnaire, do not list them on any other questionnaire. People Who Are Born Or Die On Census Day • Babies born on or before 11:59:59 p.m. on Thurs- day, April 1, 2020 - Counted at the residence where they will live and sleep most of the time, even if they are still in the hospital on April 1, 2020. • Babies born after 11:59:59 p.m. on Thursday, April 1, 2020 - Not counted in the census. • People who die before Thursday, April 1, 2020 - Not counted in the census. • People who die on Thursday, April 1, 2020 - Count- ed in the census if they are alive at any time on April 1, 2020. Nonrelatives Of The Householder • Roomers or boarders - Counted at the residence where they live and sleep most of the time. • Housemates or roommates - Counted at the resi- dence where they live and sleep most of the time. • Unmarried partners - Counted at the residence where they live and sleep most of the time. • Foster children or foster adults - Counted at the residence where they live and sleep most of the time. • Live-in employees, such as caregivers or domestic workers - Counted at the residence where they live and sleep most of the time. U.S. Military Personnel • U.S. military personnel living in military barracks in the U.S. - Counted at the military barracks. 31 Organizing Complete Count Committees • U.S. military personnel living in the U.S. (living either on base or off base) but not in barracks - Counted at the residence where they live and sleep most of the time. • U.S. military personnel on U.S. military vessels with a U.S. homeport - Counted at the onshore U.S. residence where they live and sleep most of the time. If they have no onshore U.S. residence, they are counted at their vessel's homeport. • People in military disciplinary barracks and jails in the U.S. - Counted at the facility. • People in military treatment facilities with assigned active duty patients in the U.S. - Counted at the facility if they are assigned there. • U.S. military personnel living on or off a military installation outside the U.S., including dependents living with them - Counted as part of the U.S. overseas population. They should not be included on any U.S. census questionnaire. • U.S. military personnel on U.S. military vessels with a homeport outside the U.S. - Counted as part of the U.S. overseas population. They should not be included on any U.S. census questionnaire. Merchant Marine Personnel On U.S. Flag Maritime/Merchant Vessels Crews of U.S. flag maritime/merchant vessels docked in a U.S. port or sailing from one U.S. port to another U.S. port on Thursday, April 1, 2020 - Counted at the onshore U.S. residence where they live and sleep most of the time. If they have no onshore U.S. residence, they are counted at their vessel. If the vessel is docked in a U.S. port, crew members with no onshore U.S. residence are counted at the port. If the vessel is sailing from one U.S. port to another U.S. port, crew members with no onshore U.S. residence are counted at the port of departure. Crews of U.S. flag maritime/merchant vessels engaged in U.S. inland waterway transportation on Thursday, April 1, 2020 - Counted at the onshore residence where they live and sleep most of the time. Crews of U.S. flag maritime/merchant vessels docked in a foreign port, sailing from one foreign port to another foreign port, sailing from a U.S. port to a foreign port, or sailing from a foreign port to a U.S. port on Thursday, April 1, 2020 - Not counted in the census. Foreign Citizens In The U.S. • Citizens of foreign countries living in the U.S. - Counted at the U.S. residence where they live and sleep most of the time. • Citizens of foreign countries living in the U.S. who are members of the diplomatic community - Counted at the embassy, consulate, United Na- tions' facility, or other residences where diplomats live. • Citizens of foreign countries visiting the U.S., such as on a vacation or business trip - Not counted in the census. U.S. Citizens And Their Dependents Living Outside The U.S. • U.S. citizens living outside the U.S. who are em- ployed as civilians by the U.S. Government, includ- ing dependents living with them - Counted as part of the U.S. overseas population. They should not be included on any U.S. census questionnaire. • U.S. citizens living outside the U.S. who are not employed by the U.S. Government, including dependents living with them - Not counted in the census. • U.S. military personnel living on or off a military installation outside the U.S., including dependents living with them - Counted as part of the U.S. over- seas population. They should not be included on any U.S. census questionnaire. • U.S. military personnel on U.S. military vessels with a home port outside the U.S. - Counted as part of the U.S. overseas population. They should not be included on any U.S. census questionnaire. People In Correctional Facilities For Adults • People in correctional residential facilities on Thursday, April 1, 2020 - Counted at the facility. • People in federal detention centers on Thursday, April 1, 2020 - Counted at the facility. • People in federal and state prisons on Thursday, April 1, 2020 - Counted at the facility. • People in local jails and other municipal confine- ment facilities on Thursday, April 1, 2020 - Count- ed at the facility. Organizing Complete Count Committees 32 People In Group Homes And Residential Treatment Centers For Adults • People in group homes intended for adults (non -correctional) - Counted at the facility. • People in residential treatment centers for adults (non -correctional) - Counted at the residence where they live and sleep most of the time. If they do not have a residence where they live and sleep most of the time, they are counted at the facility. People In Health Care Facilities • Patients in general or Veterans Affairs hospitals (ex- cept psychiatric units) on Thursday, April 1, 2020 , including newborn babies still in the hospital on Census Day - Counted at the residence where they live and sleep most of the time. Newborn babies should be counted at the residence where they will live and sleep most of the time. • People in hospitals on Thursday, April 1, 2020 who have no usual home elsewhere - Counted at the facility. • People staying in in -patient hospice facilities on Thursday, April 1, 2020 - Counted at the residence where they live and sleep most of the time. If they do not have a residence where they live and sleep most of the time, they are counted. • People in mental (psychiatric) hospitals and psy- chiatric units for long-term non -acute care in other hospitals on Thursday, April 1, 2020 - Counted at the facility. • People in nursing facilities/skilled nursing facilities on Thursday, April 1, 2020 - Counted at the facility. People In Juvenile Facilities People in correctional facilities intended for juve- niles on Thursday, April 1, 2020 - Counted at the facility. • People in group homes for juveniles (non -correc- tional) on Thursday, April 1, 2020 - Counted at the facility. • People in residential treatment centers for juve- niles (non -correctional) on Thursday, April 1, 2020 - Counted at the facility. People In Residential School -Related Facilities • People in college/university student housing - Counted at the college/university student housing. Boarding school students living away from their parental home while attending boarding school below the college level, including Bureau of Indian Affairs boarding schools- Counted at their parental home rather than at the boarding school. People in residential schools for people with dis- abilities on Thursday, April 1, 2020 - Counted at the school. People In Shelters • People in emergency and transitional shelters (with sleeping facilities) on Thursday, April 1, 2020 for people experiencing homelessness - Counted at the shelter. • People in living quarters for victims of natural disasters - Counted at the residence where they live and sleep most of the time. If they do not have a residence where they live and sleep most of the time, they are counted at the facility. • People in domestic violence shelters on Thursday, April 1, 2020 - Counted at the shelter. People In Transitory Locations (e.g., RV parks, campgrounds, marinas) • People at transitory locations such as recreation- al vehicle (RV) parks, campgrounds, hotels and motels (including those on military sites), hostels, marinas, racetracks, circuses, or carnivals - Count- ed at the residence where they live and sleep most of the time. If there is no residence where they live and sleep most of the time, they are counted where they live and sleep more than anywhere else. If time is equally divided, or if usual residence cannot be determined, they are counted at the place where they are staying on Thursday, April 1, 2020. People In Faith -Based Residential Facilities • People in religious group quarters such as convents and monasteries - Counted at the residence where they live and sleep most of the time. If they do not have a residence where they live and sleep most of the time, they are counted at the facility. People In Workers' Residential Facilities • People in workers' group living quarters and Job Corps Centers - Counted at the residence where they live and sleep most of the time. If they do not have a residence where they live and sleep most of the time, they are counted at the facility. 33 Organizing Complete Count Committees How Census Data Is Used Census data is used extensively at all levels of government as well as the private sector. Here are some examples: • The federal government uses population data to allo- cate funds in a number of areas: • Title 1 grants to educational agencies (school dis- tricts across the nation) • Head Start programs • Women, Infants, and Children (WIC) (food grants) • Public transportation • Road rehabilitation and construction • Programs for the elderly • Emergency food and shelter • Empowerment zones • The data help the private sector as well as state and federal governments determine where jobs and job programs are needed. • Census data help potential homeowners research prop- erty values, median income, and other demo- graphic information about a particular community. • Corporations use population data for market re- search to determine locations for commercial enter- prises, such as food stores, pharmacies, and other essential services. • Drawing federal, state, and local legislative districts. • Attracting new businesses to state and local areas. • Distributing over $300 billion in federal funds and even more in state funds. • Forecasting future transportation needs for all seg- ments of the population. • Planning for hospitals, nursing homes, clinics, and the location of other health services. • Forecasting future housing needs for all segments of the population. • Directing funds for services for people in poverty. • Designing public safety strategies. • Development of rural areas. • Analyzing local trends. • Estimating the number of people displaced by natu- ral disasters. • Developing assistance programs for American Indi- ans and Alaska Natives. • Creating maps to speed emergency services to households in need of assistance. • Delivering goods and services to local markets. • Designing facilities for people with disabilities, the elderly, or children. • Planning future government services. • Planning investments and evaluating financial risk. • Publishing economic and statistical reports about the United States and its people. • Facilitating scientific research. • Developing "intelligent" maps for government and business. • Providing proof of age, relationship, or residence certificates provided by the Census Bureau. • Distributing medical research. • Reapportioning seats in the House of Representa- tives. • Planning and researching for media as backup for news stories. • Providing evidence in litigation involving land use, voting rights, and equal opportunity. • Drawing school district boundaries. • Planning budgets for government at all levels. • Spotting trends in the economic well-being of the nation. • Planning for public transportation services. • Planning health and educational services for people with disabilities. • Establishing fair market rents and enforcing fair lend- ing practices. • Directing services to children and adults with limited English language proficiency. • Planning urban land use. • Planning outreach strategies. • Understanding labor supply. • Assessing the potential for spread of communicable diseases. • Making business decisions. • Understanding consumer needs. • Planning for congregations. • Locating factory sites and distribution centers. • Distributing catalogs and developing direct mail piec- es. • Setting a standard for creating both public and pri- vate sector surveys. • Evaluating programs in different geographic areas. • Providing genealogical research. • Planning for school projects. • Developing adult education programs. • Researching historical subject areas. • Determining areas eligible for housing assistance and rehabilitation loans. Organizing Complete Count Committees 34 SAMPLE RESOLUTION 2020 Census Partnership WHEREAS the U.S. Census Bureau is required by the U.S. Constitution to conduct a count of the population and provides a historic opportunity to help shape the foundation of our society and play an active role in American democracy; WHEREAS _(name of city or county) is committed to ensuring every resident is counted; WHEREAS federal and state funding is allocated to communities, and decisions are made on matters of national and local importance based, in part, on census data and housing; WHEREAS census data helps determine how many seats each state will have in the U.S. House of Representa- tives and is necessary for the an accurate and fair redistricting of state legislative seats, county and city councils and voting districts; WHEREAS information from the 2020 Census and American Community Survey are vital tools for economic de- velopment and increased employment; WHEREAS the information collected by the census is confidential and protected by law; WHEREAS a united voice from business, government, community -based and faith -based organizations, educa- tors, media and others will enable the 2020 Census message to reach more of our citizens; Now, therefore, BE IT RESOLVED that _(name of city or county) is committed to partnering with the U.S. Census Bureau and the State of Minnesota and will: 1. Support the goals and ideals for the 2020 Census and will disseminate 2020 Census information. 2. Encourage all County residents to participate in events and initiatives that will raise the overall aware- ness of the 2020 Census and increase participation. 3. Provide Census advocates to speak to County and Community Organizations. 4. Support census takers as they help our County complete an accurate count. 5. Strive to achieve a complete and accurate count of all persons within our borders Adopted at _(name of city or county) Minnesota this day of SAMPLE RESOLUTION Creation of the 2020 (name of city or county) Complete Count Committee WHEREAS the U.S. Census Bureau is required by the United States Constitution to conduct a count of all persons; and WHEREAS the Census count requires extensive work, and the Census Bureau requires partners at the state and local level to insure a complete and accurate count; WHEREAS the _(name of city or county)_ Complete Count Committee will bring together a cross section of community members who will utilize their local knowledge and expertise to reach out to all persons of our community; WHEREAS the _(name of city or county)_ Complete Count Committee will work with the Census Bureau and the State of Minnesota to strive for an accurate count. NOW THEREFORE, BE IT RESOLVED that _(name of city or county)_ establishes a 2020 Census Complete Count Committee. 35 Organizing Complete Count Committees One City's Experience... An abridged version of the Final Report on 2010 Census Preparation from the City of Minneapolis. The full report is available at www.minneapolismn.gov/www/ groups/public/@cped/documents/webcontent/wcrosl p-081234. pdf Final Report 2010 Census Preparation and Outreach (ABRIDGED 112312018. Full Report at www.minneapolismn.gov/www/groupstpublic/@cpedt documents/webcontent/wc ms1 q-069148.pdf) Jeff Schneider Community Planning and Economic Development Hannah Garcia Local Resources • City staff team • $100 K in one-time funds for outreach support: $80 K CURA $20 K printing, mailing, utility bill insert, etc. • Complete Count Committee participants • Other community partners • Local media • Other local governments, State Demography Office Center for Urban and Regional Affairs University of Minnesota 104 - 2010 Census Final Report `* December 2010 December 16, 2010 Minneapolis - Mlnne9polls d L"A, I.OUR HANm 3 Outreach Challenges • Unfamiliarity with Census process, form • Fear • Apathy • Language and cultural barriers • Upheaval in housing market ... many people displaced • National fall off in survey response rates since 2000 Key Outreach Components • Complete Count Committee • Other community partners • Local community media • City web site and listsery • Census Bureau staff, materials, advertising l 2010 Census Final Report 2010 Census Final Report December 2010 December 2010 polls Minneapolis C1,O ,ry �/LrArs OUR HANDS 6 " I OUR HANO. 9 Key Outreach Strategies Complete Count Committee • 14 meetings over 13 months • Community organizing approach Multiple locations across the city • 50+ participants • Community leaders' expertise and knowledge 14 door -knocking and canvass events • Partnership -building around mutual interests Over 30 outreach events —with forms - in spring Co-chairs - Sara Hernandez (McKnight Foundation) and Saeed Fahia (Confederation of Somali Communities) a 2010 Census Final Report 2010 Census Final Report r_ December 2010 December 2010 Minneapolis Va, �1 takes .OUR HANG' 10 Minneapolis L..;,,r L'Aes ' OUR HANG512 Organizing Complete Count Committees 36 Key Outreach Strategies • Community based • Culturally, linguistically appropriate • Attendance at community meetings • Organizing special events • Door-knocking/flyers • Direct Mail [e.g. utility bill insert, March 2010] • Local community media, especially radio and TV • Social media I A t 2010 Census Final Report .� December 2010 , Minneapolis C. .f LnAa. Jac_ r NDs14 Multi -Lingual Communication Irk.k.ol4ka 201,0� Aawsmo,rar,.�•awar 1 i � -_ � Minneapolis I' ` ': OI1R HANDS 17 Glty ur C�lvs Learnings, Recommendations, cont'd • Significant fundraising for the Census campaign • Financial and outreach support • Community organizing approach • Central location for outreach resources, materials • Focus on "hard to count" communities Key Outreach Strategies, cont'd • January 2010 training event for volunteers • Toolkit for neighborhood and community groups • Locally and culturally relevant outreach materials • Technical assistance • Organizing support 2010 Census Final Report December 2010 , Minneapolis Learnings, Recommendations • Identify local resources ... start one year ahead • Identify community partners ... they can help shape the message: why is the Census important to YOU • Multi -media, multi-lingual, multi -cultural • Face to face communication 2010 Census Final Report Q� December 2010 Minneapolis cityaLA- tuw'[Ds 19 Results • Improved Census participation rates • Positive sentiments around civic engagement in immigrant communities • Improved relationship between the City and community organizations • Greater connection between community members and their local organizations 2010 Census Final Report 2010 Census Final Report December 2010 December 2010 Minneapolis urinkr. ' OUR N—os 20 Minneapolis 22 37 Organizing Complete Count Committees Tips for Greater Minnesota CCCs While some of the experiences listed on the previous two pages could apply to any community in Minnesota, here are some tips we've received from Greater Minnesota communities who had complete count committees during the 2010 Census. (It's good advice for big cities too!) Snow Birds Many people with winter places down south aren't back in home in Minnesota when Census forms are mailed out in March. Make sure that they know before they leave for the winter that their census forms should reflect their permanent Minnesota residence. (See the Residency section on page 30.) Public Schools and Libraries Schools and libraries are great ways to get the word out about the 2020 Census. They interact with immigrant communities extensively, and are trusted sources for census information. Also, with the availability of online census form submission, libraries are the only source of Inter- net access for many people in rural areas. Make them a part of your Complete Count Committee team. Everyone counts! Reach out to all the faith communities. All the organizations and nonprofits serving people. Don't let differences in faith or culture keep anyone from participating, or from being encouraged to participate in the 2020 Census. Your community's count be more accurate, and the benefit from this unique, once -in -a -decade opportunity to work together on a shared goal will last well beyond the 2020 Census. GOT A TIP? SHARE IT! demography.helpline@state.mn.us Organizing Complete Count Committees 38 Glossary The 2020 Census From A to Z Advance Letter A Census Bureau letter sent to alert households that the census questionnaire will be mailed or delivered to them soon. American Community Survey (ACS) A monthly sample household survey conducted by the Census Bureau to obtain information similar to the long -form census questionnaire. The ACS is sent to a small percentage of the U.S. population on a rotating basis. First tested in 1995, it will replace the long form for the 2020 Census. Since 2004, ACS has provided annual data for social and economic characteristics for many geographic entities and population groups. Be Counted Site The Be Counted program provides a means for people who believe they were not counted to be included in the 2020 Census. Special Be Counted census forms in five different languages —Spanish, Chinese, Korean, Vietnamese, and Russian, will be available at different locations in the community. Businesses and organiza- tions may agree to be a Be Counted site by donating space to display a Be Counted box with forms in appro- priate languages for their location. The Be Counted program runs for about 4 weeks in spring 2020. Census A complete enumeration of a population or business and commercial establishments, factories, farms, or governments in an area. (See decennial census.) CCC See Complete Count Committee Census Bureau An agency within the U.S. Department of Commerce and the country's preeminent statistical collection and dissemination agency. It publishes a wide variety of statistical data about people, housing, and the econ- omy of the nation. The U.S. Census Bureau conducts approximately 200 annual surveys, conducts the decennial census of the United States population and housing, the quinquennial economic census, and the census of governments. Census Day The reference date for collection of information for a census. For the decennial census, this has been April 1 of the decade year (year ending with zero) since the 1930 census. April 1, 2020, is the reference date, Cen- sus Day, for the 2020 Census. Census in Schools (CIS) A national program component of the 2020 Census with an emphasis on kindergarten through eighth grade students in schools located in hard to count areas. The purpose of Census in Schools is to educate all of the nation's K-12 students about the importance of the 2020 Census. Commitment An agreement or pledge to carry out a particular task or activity that will in some way help the census achieve its goals. Complete Count Committee (CCC) A volunteer committee established by tribal, state, and local governments, and/or community organizations leaders to include a cross section of community lead- ers, including representatives from government agen- cies; education, business, and religious organizations; community agencies; minority organizations; and the media. The committees are charged with developing and implementing a 2020 Census outreach, promotion, recruiting, and enumeration assistance plan of action designed to target and address the needs of their communities. Confidentiality The guarantee made by law (Title 13, United States 39 Organizing Complete Count Committees Code) to individuals who provide information to the Census Bureau, ensuring that the Census Bureau will not reveal information to others. Decennial Census The census of population and housing taken by the Census Bureau in each year ending in zero. Article 1, Section 2, of the U.S. Constitution requires that a census be taken every 10 years for the purpose of ap- portioning the U.S. House of Representatives. The first census of population was taken in 1790. Early Local Census Offices (ELCO) A temporary office opened to conduct early census operations such as check addresses and develop and refine the Master Address File for mailing census ques- tionnaires. Enumeration The process of interviewing people and recording the information on census forms. Enumerator A Census Bureau employee who collects census in- formation by visiting households during census field operations. Governmental Unit (GU) A geographic entity established by legal action for the purpose of implementing specified general- or special-purpose governmental functions. Most gov- ernmental units have legally established boundaries and names. GU officials (elected or appointed) have the power to carry out legally prescribed functions, provide services for the residents, and raise revenues. To meet Census Bureau criteria, a government must be an organized entity that, in addition to having govern- mental character, has sufficient discretion in the man- agement of its own affairs to distinguish it as separate from the administrative structure of any other govern- mental unit. To have governmental character, an entity must exist as a legally organized entity and have legally defined responsibilities to its residents. Hard to Count (HTC) Groups or populations who have historically been undercounted and/or traditionally have not responded well to the decennial census question- naire, such as ethnic/minority populations, renters, low-income, etc. Hard to Enumerate (HTE) An area for which the environment or population may present difficulties for enumeration. Highest Elected Official (HEO) The elected or appointed person who is the chief executive official of a governmental unit and is most responsible for the governmental activities of the gov- ernmental unit such as the governor of a state, chair of a county commission, or mayor of an incorporated place. Household (HH) A person or group of people who occupy a housing unit as their usual place of residence. The number of households equals the number of occupied housing units in a census. Housing Unit (HU) A house, townhouse, mobile home or trailer, apart- ment, group of rooms, or single room that is occupied as separate living quarters or, if vacant, is intended for occupancy as separate living quarters. Local Census Office (LCO) A temporary office established to oversee census operations in a specific area. These operations include address listing field work, local recruiting, and visiting living quarters to conduct the 2020 Census. LUCA Local Update of Census Addresses. Prior to the Census, local units of government check the Census Bureau's address list with their address databases and report changes to the Census Bureau. Mailout/Mailback (MO/MB) A method of data collection in which the U.S. Postal Service delivers questionnaires to housing units, based on geocoded addresses (usually city -style mailing addresses) recorded in the Census Bureau's Master Ad- dress File. Residents are asked to com- plete and mail the questionnaires to a specified data capture center. Organizing Complete Count Committees 40 Mail Return Rate (MRR) The total number of households returning a ques- tionnaire by mail divided by the number of estimated housing units that received a questionnaire by mail or from a census enumerator (the only units that can return a questionnaire). This measure cannot be final- ized until the enumeration is completed, and the final number of occupied housing units is determined. Master Address File (MAF) A Census Bureau computer file of every address and physical location, including their geographic locations, that will be used to conduct the next decennial census, as well as some ongoing surveys. This address file is updated throughout the decade and is supplemented by information provided by tribal, state, and local govern- ments. Nonresponse (NR) A housing unit for which the Census Bureau does not have a completed questionnaire and from which the Census Bureau did not receive a telephone or Internet response. Nonresponse Follow-up (NRFU) A field operation designed to obtain a completed interview from households where a questionnaire was not returned. Enumerators will make personal visits to these households to obtain completed interviews. The enumerator will enter respondents' answers to interview questions or information about the status of the housing unit (for example, vacant or nonexistent). If all attempts to contact the residents of a household are unsuccessful, an enumerator will obtain as much SC44 x information as possible about the household from a neighbor, building manager, or another reliable source. Partner A partner is a group or individual that commits to par- ticipate in some way with census activities. Partnership An agreement with tribal, state, and local govern- ments, national organizations, and community groups (faith -based organizations, businesses, media, schools, etc.) that allows their active participation in various census activities. Partnership Specialist The Partnership Specialist takes a lead role in outreach and promotional efforts before and during census operations. Their main duties are increasing awareness and outreach in communities and gaining cooperation and participation from those communities. Privacy Act The Privacy Act of 1974 requires that each federal agency advise respondents of their rights. Specifical- ly, every respondent must know under what law the information is being collected, how the information will be used, whether he or she must answer the questions, and the consequences of not answering the questions. Questionnaire Assistance Center (QAC) A center established by a local census office to assist people with completing their questionnaires. For Census 2000, the centers were established in com- munity centers, large apartment buildings, churches, and so forth. The centers are staffed by Census Bureau employees. CIAC's are open when census questionnaires are mailed, about 4 weeks from mid -March to mid -April 2020. Regional Census Center (RCC) One of 12 temporary Census Bu- reau offices established to manage census field office and local census office activities and to conduct geographic programs and support operations. Regional Office (RO) One of 12 permanent Census Bureau offices that direct and advise local census offices for the 2020 Census. The Regional Office also conducts 41 Organizing Complete Count Committees one-time and ongoing Census Bureau surveys, such as the Current Population Survey (CPS), which is used to publish unemployment figures each month, and the American Community Survey (ACS), a nationwide survey designed to obtain information similar to long - form data and to provide communities a fresh, more current look at how they are changing. Respondent The person who answers the Census Bureau's ques- tions about his or her living quarters and its occupants. The respondent is usually the member of the house- hold who owns or rents the living quarters. SDC State Demographic Center, shorthand for the Minneso- ta State Demographic Center, Minnesota's liaison with the US Census. It is a division of the Minnesota Depart- ment of Administration. Title 13 (U.S. Code) The law under which the Census Bureau operates. This law guarantees the confidentiality of census informa- tion and establishes penalties for disclosing this infor- mation. It also provides the authorization for conduct- ing censuses in Puerto Rico and the Island Areas. Value Added Refers to any service or activity provided by partners that would ordinarily require payment such as room/ space for testing or training, use of staff time, and use of other business resources. Organizing Complete Count Committees 42 THE GEORGE WASHINGTON INSTITUTE OF PUBLIC POLICY THE GEORGE WASHINGTON UNIVERSITY fii,& WASHINGTON, DC Counting for Dollars 16 Largest Federal Assistance Programs that Distribute Funds on Basis of Decennial Census -derived Statistics (Fiscal Year 2015) Minnesota Total Program Obligations: $8,411,135,752 Per Capita: $1,532 CFDA # Program Name Dept. Type Recipients Obligations 93.778 Medical Assistance Program (Medicaid) HHS Grants States $5,148,945,675 20.205 Highway Planning and Construction DOT Grants States $673,309,975 10.551 Supplemental Nutrition Assistance Program (SNAP) USDA Direct Pay House- holds $627,557,916 93.774 Medicare Part B (Supplemental Medical Insurance) — Physicians Fee Schedule Services HHS Direct Pay Providers $585,541,241 14.871 Section 8 Housing Choice Vouchers HUD Direct Pay Owners $232,959,000 84.027 Special Education Grants (IDEA) ED Grants States $187,400,949 10.555 National School Lunch Program USDA Grants States $156,002,538 14.195 Section 8 Housing Assistance Payments Program (Project -based) HUD Direct Pay Owners $154,342,214 84.010 Title I Grants to Local Education Agencies ED Grants LEAS $146,378,464 93.568 Low Income Home Energy Assistance (LIHEAP) HHS Grants States $114,669,262 93.600 Head Start/Early Head Start HHS Grants Providers $112,595,410 10.557 Supplemental Nutrition Program for Women, Infants, and Children (WIC) USDA Grants States $93,911,121 93.596 Child Care and Development Fund- Entitlement HHS Grants States $52,665,000 93.658 Foster Care (Title IV-E) HHS Grants States $46,930,000 93.767 State Children's Health Insurance Program (S-CHIP) HHS Grants States $41,135,000 93.527/ 93.224 Health Center Programs (Community, Migrant, Homeless, Public Housing) HHS Grants Providers $36,791,987 Notes and Findings: • The Counting for Dollars Project is identifying all federal financial assistance programs that rely on Decennial Census -derived data to guide the geographic distribution of funds. • As an initial product, the project is publishing tables on the distribution, by state, of FY2015 funds from the 16 largest Census -guided programs. • For every program except the National School Lunch Program, the fair and equitable distribution of funds to a state depends on the accurate measurement of its population count and characteristics. • There is not a simple linear relationship between state population count and federal funds flow. The per capita figure allows cross -state comparisons of fiscal reliance on census -guided programs. It does not indicate the amount by which federal funding increases for each additional person counted. Definitions: • Census -derived statistics — federal datasets that are extensions of or otherwise rely on the Decennial Census (list available on project website) • Census -guided financial assistance programs — programs that rely on Census -derived statistics to determine program eligibility and/or allocate funds to states and localities • Per capita — total FY2015 obligations for the 16 programs divided by population as of July 1, 2015 (per the Census Bureau) Abbreviations: • CFDA — Catalog of Federal Domestic Assistance • USDA — U.S. Department of Agriculture • ED — U.S. Department of Education • HHS — U.S. Department of Health and Human Services • HUD — U.S. Department of Housing and Urban Development • DOT —U.S. Department of Transportation Sources: • USAspending.gov (20.050, 84.010, 84.027, 93.224/93.527, 93.568, 93.600, 93.778) • President's Budget Request for FY2017 or program agency (10.511, 10.555, 10.557, 14.871, 93.596, 93.658, 93.767) • Center on Budget and Policy Priorities (14.195) • Centers for Medicare & Medicaid, HHS (Physicians Fee Schedule Services of 93.774) Prepared by Andrew Reamer, Research Professor, GWIPP, with data analysis provided by Sean Moulton, Open Government Program Manager, Project on Government Oversight (POGO) May 31, 2017 Restaurants Near MCIT JMT Subs - locally -owned sandwich and soup shop 1046 Rice Street - 1.0 miles John's Pizza Caf6 - pizza, hoagies, burgers, salads 616 Como Avenue - 1.4 miles Subway 945 Rice Street - 0.8 miles Los Ocampo - Mexican American restaurant 615 University Avenue W (Dale & University) - 1.4 miles Aesop's Table - deli -style sandwiches and burgers 919 Dale Street N - 1.6 miles Mama's Pizza - pizza, pasta, sandwiches, salads 961 Rice Street - 0.9 miles Who by Saigon - banh-mi sandwiches, pho, soup, and other Vietnamese food 704 University Avenue W - 1.8 miles Lao Thai Family Restaurant - Laotian, Thai, and Vietnamese restaurant 501 University Avenue W - 1.2 miles Chipotle 867 Grand Avenue - 2.8 miles The Muddy Pig - sandwiches, burgers, salads, soup, and pasta 162 Dale Street N - 2.2 miles The Happy Gnome - burgers, sandwiches, salads, soup, pizza 498 Selby Avenue - 1.8 miles