WELCOME LOCAL CLERKS & ELECTION OFFICIALS! · 2019. 9. 2. · WELCOME LOCAL CLERKS & ELECTION OFFICIALS! INTRODUCTION Joe Rozell • Director of Elections – Oakland County • Adjunct

2014 MAMC FREE EDUCATION DAY

WELCOME LOCAL CLERKS & ELECTION

OFFICIALS!

INTRODUCTION

Joe Rozell

• Director of Elections – Oakland County

• Adjunct Professor – Oakland University

• Started with the Elections Division in January 2007.

POST‐ELECTION AUDITS


Public Act 271 of 2012 effective August 15, 2012, states the secretary of state shall develop an election audit program that details the documents to be inspected and the procedures to be used during an election audit conducted under this section. The secretary of state may train and certify county clerks and their staffs for the purpose of conducting election audits of precincts randomly selected by the secretary of state in their counties.


• Oakland County (and others) conducted an audit of 10 random precincts from the November 2012 election as part of a pilot program.

• Random precincts will be selected by the SOS after each election.

• August Even-Year Primary will be exempt from audit.

Pre-Election RequirementsNotices:

Close of Registration Notice

Election Notice

Public Accuracy Test Notice

Election Inspectors:

Election & Receiving Board Inspectors appointed by Election Commission

At least 1 R & 1 D

Election Inspector Applications available

Proof of Election Inspector Training available

Proof Election Inspector list was sent to political parties

E-Pollbook:

Unique User/Password

Encryption Password

Privacy Zone Active

Docs Saved in PZ

Notices:

Close of Registration Notice

Election Notice

Public Accuracy Test Notice

Election Inspectors:

Election & Receiving Board Inspectors appointed by Election Commission

At least 1 R & 1 D

Election Inspector Applications available

Proof of Election Inspector Training available

Proof Election Inspector list was sent to political parties

E-Pollbook:

Unique User/Password

Encryption Password

Privacy Zone Active

Docs Saved in PZ

Notices

• It is critical to keep proof of publication. You must request a “tear sheet” or affidavit of publication from the newspaper.

• 90% compliance on this section. 10% did not provide proof of publication.

• It is critical to keep proof of publication. You must request a “tear sheet” or affidavit of publication from the newspaper.

• 90% compliance on this section. 10% did not provide proof of publication.

Election Inspectors

• 30% did not have their Election & Receiving Board Inspectors appointed by the Election Commission or balance party affiliation. 70% compliance on this requirement.

• 70% did not retain proof that their Election Inspector list was sent to the major political parties. 30% compliance on this requirement.

• 30% did not have their Election & Receiving Board Inspectors appointed by the Election Commission or balance party affiliation. 70% compliance on this requirement.

• 70% did not retain proof that their Election Inspector list was sent to the major political parties. 30% compliance on this requirement.


• Election Inspector Appointment TIPS Election Commission is a public body subject to the

open meetings act. Must provide a notice of meeting, agenda and minutes. City – See Charter for makeup of Commission General Law Township – Supervisor, Clerk and Treasurer Charter Township – Clerk and two Trustees

It’s important to have the Election Commission grant the clerk authority to “make emergency appointments as necessary.”

Inspectors must declare a political party (Rep, Dem, or minor). No Independent, NPA or non-partisan inspectors.


• Election Inspector Appointment TIPS Not later than 2 business days following the appointment of

election inspectors for elections in which a federal or state office appears, the board of election commissioners shall notify by certified mail, personal service, or electronic transmission capable of determining date of receipt notify the county chair of each major political party of the names and political party affiliations of appointed election inspectors and the precincts to which those inspectors were appointed. Advise that the list be sent by certified mail or fax. Save the

green/white slip as proof of mailing and the return receipt for certified mail. Save the fax confirmation (showing phone # and first page sent) as proof of faxing. If email is used, request a read receipt via outlook or response from the party acknowledging receipt.

E-Pollbook

• 90% of the precincts audited used the E-Pollbook.

• 67% compliance on Privacy Zone usage. 33% did not use Privacy Zone.

• 67% compliance on unique users. 33% did not establish unique user name/passwords.

• 90% of the precincts audited used the E-Pollbook.

• 67% compliance on Privacy Zone usage. 33% did not use Privacy Zone.

• 67% compliance on unique users. 33% did not establish unique user name/passwords.

Voting System & Test Deck:

Test Deck Sealed

Seal # Recorded

Test Deck & T&S Certification Seal # Match

Tab Seal # & Serial # Match w/T&SCertification & Pollbook

Prelim Test Date

Public Test Date

Test Deck Properly Created (1-13, DifTotals)

Tab Tape & Predetermined Results Match

Zero Tape Printed

AutoMARK:

Tested before and on Election Day

Number of Voters

Voting System & Test Deck:

Test Deck Sealed

Seal # Recorded

Test Deck & T&S Certification Seal # Match

Tab Seal # & Serial # Match w/T&SCertification & Pollbook

Prelim Test Date

Public Test Date

Test Deck Properly Created (1-13, DifTotals)

Tab Tape & Predetermined Results Match

Zero Tape Printed

AutoMARK:

Tested before and on Election Day

Number of Voters

Voting System & Test Deck

• 60% compliance on sealing. 40% did not record the seal number for their test deck on T&S certification. State form has been revised.

• 20% compliance on seal match. 80% did not have their test deck seal and T&S certification seal # match.

• 80% compliance with Pollbook. 20% did not have their tabulator seal # and their tabulator serial # match with T&S certification and Pollbook.

• 60% compliance on sealing. 40% did not record the seal number for their test deck on T&S certification. State form has been revised.

• 20% compliance on seal match. 80% did not have their test deck seal and T&S certification seal # match.

• 80% compliance with Pollbook. 20% did not have their tabulator seal # and their tabulator serial # match with T&S certification and Pollbook.


• Preliminary and Public Accuracy TIPS Must be conducted by Election Commission (or

designee if authorized by Commission) prior to every election.

All precincts must be tested during the preliminary accuracy test. This includes all PCMCIA cards and tabulators planned for use. Do not do all testing on a single tabulator! A smaller sampling (3-5) may be tested during the public accuracy test. Advise using Printing Systems Form #435 & 436 or

revised State form. PSI forms are in duplicate. Place one copy inside of approved container before sealing test deck and retain other copy.

Test Deck

• 50% compliance on test deck creation. 50% of the precincts did not properly create their test decks.

• Boxes 1 -13 and Dif Totals correspond with specific test deck rules.

• 50% compliance on test deck creation. 50% of the precincts did not properly create their test decks.

• Boxes 1 -13 and Dif Totals correspond with specific test deck rules.

POST‐ELECTION AUDITSTest Deck Rules


• Test Deck TIPS Use the test deck rules as your guide. Remember to number each ballot to correspond to the

rule. Rule 7 requires multiple ballots so number ballots (7-1, 7-2, 7-3).

In “vote for one” offices the write-in oval position cannot have the same number of votes as a candidate.

If you experienced staff reductions or struggle with test deck creation, contact Steve DeLongchamp @ Election Source (616-464-2283). They offer a menu of services from deck creation to complete testing.

AutoMARK

• 90% compliance on pre-election AutoMARK’s testing. 10% were not tested.

• 75% compliance on election day AutoMARK testing. 25% of inspectors did not run a test ballot.

• The AutoMARK was used twice during 2013!!!!!!!!!

• 90% compliance on pre-election AutoMARK’s testing. 10% were not tested.

• 75% compliance on election day AutoMARK testing. 25% of inspectors did not run a test ballot.

• The AutoMARK was used twice during 2013!!!!!!!!!

Applications to Vote• 90% compliance on # of

apps to vote. 10% of precincts had a different number of applications to vote than voters in the poll book.

• 80% compliance on apps being properly completed. 20% were missing signatures, DOB, etc.

• 100% of the precincts received military/overseas applications in Nov. 2012

• 50% compliance on military/overseas ballot delivery. 50% did not send out ballots on time or were unable to prove compliance.

• 90% compliance on # of apps to vote. 10% of precincts had a different number of applications to vote than voters in the poll book.

• 80% compliance on apps being properly completed. 20% were missing signatures, DOB, etc.

• 100% of the precincts received military/overseas applications in Nov. 2012

• 50% compliance on military/overseas ballot delivery. 50% did not send out ballots on time or were unable to prove compliance.


• Military/Overseas Application TIPSEffective immediately, all military/overseas ballot

applications must be time stamped and initialed when received in your office.

For ballots transmitted via email, fax or overnight delivery service, you must retain a printout of the fax confirmation (showing phone # and image of first page), the email printed from your sent items that displays the date/time sent or the receipt from the overnight delivery carrier.

For ballots transmitted via USPS, the QVF report will be used to determine compliance.

Ballot Container Seal #: In Pollbook On Certificate Actual Seal

Certificate signed by two inspectors of diff. party

Properly Sealed

Container Approved

Spoiled ballot number matches Poll Book

Duplicated ballots properly duplicated

Electronic ballots properly duplicated

Ballot Container Seal #: In Pollbook On Certificate Actual Seal

Certificate signed by two inspectors of diff. party

Properly Sealed

Container Approved

Spoiled ballot number matches Poll Book

Duplicated ballots properly duplicated

Electronic ballots properly duplicated

Ballot Container

• 70% compliance on container sealing. 30% of the ballot containers were not properly sealed. All ballot containers are checked.

• 100% compliance on use of approved containers.

• All ballot containers must have a county approval sticker on them.

• All certificates must be sealed/verified by 1 member of the Democratic Party and 1 member of the Republican Party (no minor party inspectors).

• All ballot containers must be properly sealed using State authorized seals.

• 70% compliance on container sealing. 30% of the ballot containers were not properly sealed. All ballot containers are checked.

• 100% compliance on use of approved containers.

• All ballot containers must have a county approval sticker on them.

• All certificates must be sealed/verified by 1 member of the Democratic Party and 1 member of the Republican Party (no minor party inspectors).

• All ballot containers must be properly sealed using State authorized seals.

Sealing TIPS

• All ballot containers used to transport and store voted and unvoted ballots must be properly sealed after the polls close.

• All ballot containers used to transport and store voted and unvoted ballots must be properly sealed after the polls close.

Sealing TIPS

• The serial number appearing on the seal used to secure the ballot container must be recorded in two places:

1. Election Inspectors Certificate in the Poll Book/Statement of Votes

2. On the Ballot Container Certificate

• The serial number appearing on the seal used to secure the ballot container must be recorded in two places:

1. Election Inspectors Certificate in the Poll Book/Statement of Votes

2. On the Ballot Container Certificate

Sealing TIPS

• Every Certificate must be sealed/verified by one member of the Democratic party and one member of the Republican party

• Every Certificate must be sealed/verified by one member of the Democratic party and one member of the Republican party

Proper Use of Seals

Flat Metal Seals:

Flat Metal Seals are always used along with a horseshoe seal adaptor. Close and lock the container, insert a horseshoe seal through the metal hasp, insert the tip of the metal seal through both sides of the horseshoe, then insert the tip of the seal through the grommet on the plastic sleeve and finally insert the tip of the seal into the metal ball applying force until the seal is fully seated.

Flat Metal Seals:

Flat Metal Seals are always used along with a horseshoe seal adaptor. Close and lock the container, insert a horseshoe seal through the metal hasp, insert the tip of the metal seal through both sides of the horseshoe, then insert the tip of the seal through the grommet on the plastic sleeve and finally insert the tip of the seal into the metal ball applying force until the seal is fully seated.

Proper Use of Seals

Pull-Tite Seals:

Close and lock the container, insert the pull-tite seal through the metal hasp on the container, insert the tip of the seal through the grommet on the plastic sleeve, insert the tip of the seal into the opening at the opposite end, continue pulling the tip of the seal through the opening to ensure a snug fit. Note: It is not necessary to use a horseshoe adapter.

Pull-Tite Seals:

Close and lock the container, insert the pull-tite seal through the metal hasp on the container, insert the tip of the seal through the grommet on the plastic sleeve, insert the tip of the seal into the opening at the opposite end, continue pulling the tip of the seal through the opening to ensure a snug fit. Note: It is not necessary to use a horseshoe adapter.

Proper Use of Seals

Padlock Seals:

Close and lock the container, insert the tip of the seal through the hasp on the container, insert the tip of the seal into the opening at the top of the plastic applying force until the seal is fully seated.

Padlock Seals:

Close and lock the container, insert the tip of the seal through the hasp on the container, insert the tip of the seal into the opening at the top of the plastic applying force until the seal is fully seated.

Ballot Count & Container

• 100% compliance on spoiled ballots. Spoiled ballot number matched what is in the Poll Book.

• AV Ballots damaged or with voter corrected errors (including any military and overseas ballots sent electronically) must be properly duplicated.

• 50% compliance on ballot duplication. 50% did not properly duplicate AV & electronic ballots.

• 100% compliance on spoiled ballots. Spoiled ballot number matched what is in the Poll Book.

• AV Ballots damaged or with voter corrected errors (including any military and overseas ballots sent electronically) must be properly duplicated.

• 50% compliance on ballot duplication. 50% did not properly duplicate AV & electronic ballots.


• Ballot Duplication TIPSDo not underestimate the time/effort required for

this task. It’s advised that a specific team be established (size based on # of electronic ballots received) and trained to solely handle this task.

All original ballots must contain “ORG” or “Original” and a number “1”, “2”, etc. and all ballots used for duplication must contain “DUP” or “Duplicate” and a number “1”, “2”, etc. that corresponds to the original ballot.

This must occur with electronic ballots (ballots sent to voters via email) and any regular AV ballots requiring duplication.

AV Ballot Posting

• 70% compliance on AV posting. 30% did not post AV sent/received summary.

• 70% compliance on AV posting. 30% did not post AV sent/received summary.

Poll Book & Statement of Votes

Clerk’s Preparation Certificate completed and signed

Election Inspectors Preparation Certificate completed and signed by inspectors present when polls opened

All inspectors (including chair) subscribed to the Constitutional Oath of Office

Oath administrator signed

All election inspectors that signed the oath were appointed by the Election Commission

All spoiled, affidavit, envelope, challenged, and AV ballots noted

Challenges recorded (if necessary)

Write-in votes totaled (if necessary)


Clerk’s Preparation Certificate completed and signed

Election Inspectors Preparation Certificate completed and signed by inspectors present when polls opened

All inspectors (including chair) subscribed to the Constitutional Oath of Office

Oath administrator signed

All election inspectors that signed the oath were appointed by the Election Commission

All spoiled, affidavit, envelope, challenged, and AV ballots noted

Challenges recorded (if necessary)

Write-in votes totaled (if necessary)


Totals tape signed by inspectors present when polls closed

Ballot summary is completed and totals are accurate

Certificate of Election Inspectors completed and signed by inspectors present when polls closed

Ballot container seal number is properly recorded in pollbook

Program container seal number is properly recorded in pollbook

Seal number verification signed by two inspectors of differing party affiliation in pollbook


Totals tape signed by inspectors present when polls closed

Ballot summary is completed and totals are accurate

Certificate of Election Inspectors completed and signed by inspectors present when polls closed

Ballot container seal number is properly recorded in pollbook

Program container seal number is properly recorded in pollbook

Seal number verification signed by two inspectors of differing party affiliation in pollbook


• Make sure all Election Inspectors including the Chairperson take the Oath of Office

• All election inspectors must be appointed by the local Election Commission

• The totals tape must be signed by all the election inspectors present when the polls close. Note any inspectors that leave early in the Remarks Section of the poll book.

• Make sure the ballot summary is complete and the totals are accurate

• Make sure all Election Inspectors including the Chairperson take the Oath of Office

• All election inspectors must be appointed by the local Election Commission

• The totals tape must be signed by all the election inspectors present when the polls close. Note any inspectors that leave early in the Remarks Section of the poll book.

• Make sure the ballot summary is complete and the totals are accurate


• Make sure the ballot container seal number is properly recorded. In case of a recount, this precinct would not be recountable.

• Very important: The seal number verification must be signed by a Democratic Election Inspector and a Republican Election Inspector.

• Only 40% compliance on sealing/verification. 60% did not have their seal number sealed/verified by two inspectors of differing party affiliations.

• Make sure the ballot container seal number is properly recorded. In case of a recount, this precinct would not be recountable.

• Very important: The seal number verification must be signed by a Democratic Election Inspector and a Republican Election Inspector.

• Only 40% compliance on sealing/verification. 60% did not have their seal number sealed/verified by two inspectors of differing party affiliations.

Republican Inspector

Democratic Inspector

Program Container Certificate

Seal number properly recorded

Signed by two election inspectors of differing party affiliation


Seal number properly recorded

Signed by two election inspectors of differing party affiliation


• It is important to retain the Program Container Certificate. Place the certificate and seal in the bag on Election Night.

• 30% compliance on this item. 70% did not have the program container certificate signed by two election inspectors of different party affiliations (Republican and Democrat, no minor parties).

• It is important to retain the Program Container Certificate. Place the certificate and seal in the bag on Election Night.

• 30% compliance on this item. 70% did not have the program container certificate signed by two election inspectors of different party affiliations (Republican and Democrat, no minor parties).

Democratic Inspector

Republican Inspector

Provisional Ballot 4-Step Procedure Forms

Affidavit ballot 4-step forms had 4 Yes answers marked

Envelope ballot 4-step forms had at least 1 No marked

Envelope ballots were processed appropriately


Affidavit ballot 4-step forms had 4 Yes answers marked

Envelope ballot 4-step forms had at least 1 No marked

Envelope ballots were processed appropriately


• Only 30% of precinct audited actually had provisional ballots

• 67% compliance on this item. 33% of precincts did not process provisional ballots correctly.

• Only 30% of precinct audited actually had provisional ballots

• 67% compliance on this item. 33% of precincts did not process provisional ballots correctly.

Any Questions?

THANK YOU FOR COMING AND YOUR COMMITMENT TO SUCCESSFUL ELECTIONS!

Documents

WELCOME LOCAL CLERKS & ELECTION OFFICIALS! · 2019. 9. 2. · WELCOME LOCAL CLERKS & ELECTION OFFICIALS! INTRODUCTION Joe Rozell • Director of Elections – Oakland County • Adjunct