HF4240

Purpose

This bill makes a set of changes to how elections are administered in Minnesota, with a focus on absentee voting, the roles of local clerks, security and data requirements for the statewide voter registration system, and updates to timelines and processes for ballots. It also includes technical clarifications and a repeal of a prior statute.

Main Provisions

• Administration of election duties by clerks

  • Full-time city or town clerks may administer election provisions if designated by the county auditor or if the clerk provides notice of intention to administer.
  • The designation must specify whether the clerk will oversee a ballot board and when the municipality’s office will administer voting (46 days or 18 days before the election).
  • If a city clerk is in multiple counties, the clerk can administer only if designated by each county auditor or notified by each auditor that the city will administer absentee voting.
  • Clerks must have the technical ability to access the statewide voter registration system securely, with security, access controls, and performance prerequisites identified by the Secretary of State.
  • Clerks must complete Secretary of State–approved training before administering these duties.
  • The county auditor must notify the Secretary of State about municipal clerks who will administer these duties and what duties they will handle.

• Security, access, and training for the statewide voter registration system

  • Clerks must meet security requirements and complete approved training before using the statewide system.
  • The Secretary of State will specify the technical prerequisites (hardware, software, security) needed to ensure system security and proper access.

• Absentee ballot timelines and delivery

  • Absentee ballots are mailed to voters on the permanent absentee ballot list at least 46 days before regularly scheduled primaries and general elections, and for each special primary and special election.
  • For special elections, ballots should be mailed as soon as practicable.
  • For town general elections held in March, ballots must be mailed at least 30 days before the election.
  • The Department of Corrections must provide a list of state adult correctional facilities; applications listing an address at these facilities must not be accepted, and ballots must not be issued to such applicants.
  • If an absentee ballot application is received before ballots are available, the application is filed and ballots are mailed as soon as they are available; if received when ballots are available, ballots are mailed promptly using the method requested in the application (mail with no commercial shipping, mail with an approved commercial shipper at the voter's expense, in-person delivery, or delivery to an designated agent for voters who have difficulty getting to the polls).
  • If an application does not specify the election, ballots are mailed only for the next election after receipt; only one set of ballots may be mailed/shipped/delivered to a voter per election, with exceptions for replacements or as allowed under existing rules for replacements.

• Handling of absentee ballot applications and delivery options

  • The bill outlines specific delivery methods to voters and, in some cases, to agents for voters with mobility or accessibility needs.
  • It requires careful timing to ensure ballots are available and delivered in a manner consistent with election laws.

• Recording and use of the statewide voter registration system

  • When accepting an absentee ballot or state primary/general election applications, the county auditor or municipal clerk must record key voter data in the statewide system, including name, date of birth, Minnesota residential address, mailing address, and identifying numbers (driver’s license/state ID, or last four digits of SSN if provided).
  • If a voter’s address on the absentee ballot application differs from the residence address in the state’s records, the previous address is “challenged” in the system.
  • The transmission method and date of the absentee ballot must be recorded in the system.
  • When a returned absentee ballot is received, the system is updated to show that the voter has returned the ballot.
  • The system records whether the ballot was accepted or rejected by the ballot board and, if rejected, the reason.
  • If a replacement ballot is sent, that information is also recorded.
  • Barcodes on envelope labels used for sending and returning absentee ballots are generated by the statewide system and must be recorded in the system; clerks must include barcode data when entering information.

• Town elections and March timing

  • The data-recording requirements do not apply to town elections held in March, though the statewide system may still be used to administer absentee voting in those elections.

• Repeal and funding

  • The bill legislatively repeals Minnesota Statutes 2024 section 5.31.1.10.
  • The bill includes appropriations related to these changes (funding is referenced but not detailed in the excerpt).

How the Changes Work in Practice

• Greater local control with standardized security

  • Cities and towns can have their full-time clerks administer election duties if properly designated, with clear timelines for when administration begins.
  • Clerks must meet security and training requirements to access the statewide voter registration system, ensuring consistent data handling and security.

• Improved absentee voting processes and transparency

  • Clear timelines for mailing absentee ballots help voters plan ahead.
  • Stronger rules around when and how ballots can be issued, including accessibility options for voters who have difficulty reaching polling places.

• More information and tracking in the voter system

  • The statewide voter registration system will track how ballots are issued, transmitted, and returned, including ballot board decisions and reasons for any rejections.
  • Barcodes on envelopes help streamline and verify processing and reduce errors.

• Restrictions related to incarcerated individuals

  • Absentee ballots cannot be issued to voters listed at state adult correctional facilities, reducing potential misuse and ensuring ballot issuance aligns with policy.

Potential Impacts and Considerations

• Implementation and training requirements for clerks may involve upfront costs and time for education.
• The security features and system prerequisites aim to strengthen election integrity, but may require investment in hardware and software.
• The changes to timelines and delivery options could affect how quickly ballots are issued and returned, which may influence voter experience and turnout.
• The data-tracking changes will increase the amount of information recorded in the statewide system, improving auditability but also increasing data management requirements for local officials.

Relevant sections of the bill address administrative delegation, security training, ballot delivery timelines, procedures for special and town elections, and enhanced data recording in the statewide voter registration system, along with a repeal of a prior statute.

Relevant Terms

absentee ballots, permanent absentee ballot list, statewide voter registration system, county auditor, municipal clerk, full-time clerk, ballot board, security prerequisites, Secretary of State, training, barcodes, envelope labels, transmission date, method of transmission, replacement ballot, election primary, election general, special election, town election, March town election, Department of Corrections, state adult correctional facilities, challenge, address, designated agent, accessibility, voting administration, election timelines, data recording, election integrity, absentee ballot applications, access controls, secure access.