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HomeMy WebLinkAboutRES 173 Draft 01 2010-2012OFFICE INFORMATION ONLY Meeting: Council — October 5, 2011 Action: Filed due to lack of aye votes: Ayes: Blas, Ford, Smart — 3 Noes: Huffmann, Pilago, Yoshimoto, Yagong — 4 Absent: Ikeda, Onishi - 2 Re: Res. 173-11, Comm. 395 (WAIVED-GREDC) COUNTY OF HAWAII �JM<Y Os MjqI' .O r ro.•''.` T� OF RESOLUTION NO. STATE OF HAWAII A RESOLUTION URGING THE HAWAII STATE ASSOCIATION OF COUNTIES TO INCLUDE IN THEIR 2012 LEGISLATIVE PACKAGE A REQUEST TO THE STATE LEGISLATURE TO ESTABLISH A PILOT PROGRAM FOR VOTE BY MAIL THROUGHOUT THE STATE OF HAWAII FOR ALL FEDERAL, STATE, AND COUNTY PRIMARY, GENERAL, AND SPECIAL ELECTIONS, AND TO MAKE AN APPROPRIATION FOR THIS PILOT PROGRAM. WHEREAS, the State of Hawaii has had a historically low voter turnout, as illustrated in Exhibit B; and WHEREAS, in the 2010 Primary Election, the State of Hawaii had 684,481 registered voters, but only 293,016 people voted (42.8%). Of that 293,016 people, 129,980 voters were absentee (19.0%); and WHEREAS, in 2010 General Election, the State of Hawaii had 690,748 registered voters, but only 385,464 people voted (55.8%). Of that 385,464 voters, 163,277 of the voters were absentee (23.6%); and WHEREAS, Oregon has had Vote By Mail elections since 1998. The 2004 Oregon election was one of the most contentious and closely scrutinized elections in Oregon history, and proved to be efficient and voter friendly. That year, Oregon had the third highest voter turnout in the nation at 86.48% of registered voters. Of the five states with the highest voter turnout in 2004, Oregon was the only state without same-day voter registration. In 2008, Oregon achieved 85.7% voter turnout; and WHEREAS, Vote By Mail is convenient. When this pilot program is implemented, voters will not have to stand in lines at the polls, take time off from work, drive in bad weather to precincts, or wait for their turn at a limited number of polling booths, and an illness or personal emergency on Election Day will not keep them from voting; and WHEREAS, voter fraud can be protected against by utilizing a Vote By Mail program similar to the one used in Oregon, where every voter signature is verified to ensure that the voter is who they claim to be; and WHEREAS, Vote By Mail improves voter roll accuracy because ballots mailed to intended recipients who no longer receive mail at their registered address will not have their ballot forwarded. The ballot will be returned to the county office of elections where the office of elections can contact the voter or the voter rolls can then be purged of inaccurate mail listings; and WHEREAS, Vote By Mail improves uniformity because there is centralized supervision of ballot processing in the county office of elections, instead of in dispersed polling places. This maintains uniformity and strict compliance with law; and WHEREAS, Vote By Mail promotes voter confidence by providing a paper trail where the accuracy and fairness of election results are provable, and the ballots can be recounted, by hand if necessary, to prove to voters that each and every vote was properly counted; and WHEREAS, Vote By Mail may have an overall savings of up to one-third of the cost of a regular election due to the decrease in cost of training and employment of precinct officials to staff all of the precinct locations, and a slight increase in cost to hire additional temporary personnel to staff the counting centers; and WHEREAS, Vote By Mail increases voter participation in small local elections. Voter turnout increases when voters are provided with an easy and convenient way to vote; and WHEREAS, "Get Out the Vote" activities may be conducted several weeks prior to the election and voters are reminded to mail their ballot well ahead of the election deadline; and WHEREAS, Vote By Mail creates a significant gain in informed voting because voters can do their research and think about choices while sitting at home with their Voters' Pamphlet and any other information that they want to use to make reasoned decisions; and BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that it urges the Hawaii State Association of Counties to request that the State Legislature create a Vote By Mail pilot program for all federal, state, and county primary, general, and special elections based on the State of Oregon Vote By Mail program as described in Exhibit C. This pilot program shall be the exclusive method for casting ballots in the State of Hawaii. The pilot program begins with the 2012 Primary election and all other elections in the year 2012, all elections in 2014, and continuing through all elections including the General Election in 2016, if feasible, or if 2012 is too soon to begin the change, then as soon as possible thereafter. This pilot program provides three full election cycles in which to determine the advantages of Vote By Mail in the State of Hawaii; and 2 BE IT FINALLY RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that the County Clerk shall forward a copy of this Resolution, and also include in the package the proposed state bill (Exhibit A), Justification Sheet (Exhibit B), a copy of the current State of Oregon "Vote By Mail Procedures Manual" (Exhibit C), Vote By Mail Frequently Asked Questions (Exhibit D), "A Look at Voter Turnout by State" (Exhibit E), and Statewide Voter Statistics (Exhibit F). The resolution and the exhibits shall be sent to the President of the Hawaii State Association of Counties, and the respective Mayors of the Counties of Hawaii, Kauai, Mau'i, and the City and County of Honolulu.. Dated at , Hawai`i, this day of - TRODUCED BY: _ r -- v' ') v''� 2011. COUNCIL MEMBER, COUNTY OF HAWAII COUNTY COUNCIL County of Hawaii Hilo, Hawaii I hereby certify that the foregoing RESOLUTION was by the vote indicated to the right hereof adopted by the COUNCIL of the Caunty of Hawaii on AT'IT ST COUNTY CLERK CHAIRPERSON & PRESIDING OFFICER 3 ROLL CALL VOTE AYES NOES ABS EX BLAS FORD HOFFMANN IKEDA ONISHI PILAGO SMART YAGONG YOSHIMOTO Reference: C-395/Waived GRC RESOLUTION NO. 6� � 11 EXHIBIT A THE SENATE TWENTY- LEGISLATURE, 2012 STATE OF HAWAII A BILL FOR AN ACT RELATING TO VOTING. BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF HAWAII: SECTION 1. In the 2004 presidential election, 19,117 (21.8%) voters cast absentee ballots in Hawaii County. In the 2008 presidential election, a record number of voters cast absentee ballots (29.1%) in Hawaii County. This trend demonstrates that more voters are finding Vote By Mail to be an easier option than voting at the polls on the day of the election. Other states, such as Oregon (entire state) and Colorado (37 of 39 counties), have used Vote By Mail as the exclusive method for casting ballots. From their experience with Vote By Mail, these states have found that: (a) Vote By Mail increases voter participation because it makes it easier for people to vote; and (b) Vote By Mail increases voter convenience because weather, natural disasters, driving, cost of gasoline, work, child care, illness, and long lines are no longer an issue; and (c) Vote By Mail increases confidence in the accuracy and fairness of election results because there is as a paper ballot that is verifiable and may be audited; and (d) Vote By Mail reduces fears of fraud because the county office of elections will verify the signature of every voter before the ballot is opened or counted, and (e) Vote By Mail improves accuracy in the general county register because mailed ballots are not forwarded by the post office but are returned to the county office of elections; therefore, the general county register is kept accurately without the risk of inappropriate purges; and (f) Vote By Mail maintains uniformity because centralized supervision of ballot processing in strict compliance with the law; and (g) Vote By Mail allows voters to keep their ballots for a longer period of time to study their choices and to research their questions before casting their votes; and (h) Vote By Mail is cost effective because there is a reduced number of precinct officials, less training of precinct officials and captains, and lower lease costs for expensive electronic equipment. The purpose of this Act is to establish a Vote By Mail pilot program in the County of Hawaii to be utilized as the exclusive means of casting a ballot for a federal, state, and county primary, general, or special election. SECTION 2. The Hawaii Revised Statutes is amended by adding a new chapter to be appropriately designated and to read as follows: "& Vote By Mail -1 Definitions. As used in this chapter, unless the context clearly requires otherwise: "Ballot" shall have the same meaning as defined in HRS section 11-1. "Ballot package" means a non-forwardable, mailed package containing: an official ballot, a return identification envelope, a secrecy envelope, a Voters' Pamphlet, instructions on Vote By Mail and any other information that the county office of elections official deems appropriate. "Chief election officer" means the individual defined in HRS section 11-1. "County" shall have the same meaning as defined in HRS section 11-1. "Dropsite" means a location where a ballot may be returned in person without postage. "Election" shall have the same meaning as defined in HRS section 11-1. "Official observer" means an individual designated by the chief elections officer of the state or the county clerk to observe the election process in the counting center. "Vote By Mail" means an election conducted exclusively by mail. "Voter" shall have the same meaning as defined in HRS section 11-1. "Voters' Pamphlet" means a printed insert provided by the county clerk that contains a concise, impartial explanation of each question or ballot measure and its maior effects and a single, concise pro and con statement of less than 250 words each. Candidates for elected office are not included in the Voters' Pamphlet. -2 Vote By Mail; determination. (a) A Vote By Mail election shall be conducted by the chief election officer as a pilot project for all federal, state, and county primary, general, and special elections based on the State of Oregon Vote By Mail program for the County of Hawaii as the exclusive method for casting ballots in the County of Hawaii beginning with the 2010 Primary election and all other elections in the year 2010, all elections in 2012, and continuing through all elections including the General Election in 2014. (b) The chief election officer shall provide notice pursuant to HRS section 1-28.5 no later than sixty days before the election in two daily newspapers in the County of Hawaii, that a vote By mail election shall be conducted and the only precincts open on the day of the election shall be the multiple county offices of elections sites. There shall be a dropsite at all of the county office of elections and a minimum of additional dropsites throughout the county to equal one dropsite for approximately 20,000 registered voters. (The total number of dropsites, including the offices of elections, shall be the approximate number of registered voters divided by 20,000.) This information shall also be published and mailed to each voter with the ballot package. (c) The Direct Record Electronic voting machines will be located at the offices of elections sites for use by voters meeting requirements under the Help America Vote Act (HAVA). -3 Procedures for conducting Vote By Mail. (a) Except as provided in subsections (b) and (c), the county clerk shall mail by nonforwardable mail to each registered voter between thirty-five days and twenty-one days before the date of the election: (1) An official ballot; (2) A return identification envelope that shall be printed with the monetary amount of postage to be applied to the envelope by the voter and a message: "To return ballot by mail, voter must apply S . postage." (A) a bar code containing sufficient voter information from the general county register to identify that voter without opening the envelope. This will allow the county office of elections to match the voter to the general county register and verify that the signature of the voter is authentic; (B) A signature box on the return identification envelope; a written warning near the signature box on the return identification envelope stating: "WARNING! Signing another person's signature to this envelope is class C felony", and an affirmation declaration: "I hereby affirm that I am the registered voter whose name is on the envelope. I am a resident of the precinct and representative district as indicated on the envelope. I am entitled to vote. I understand that signing another person's signature is a class C felony." (3) A secrecy envelope; (4) An instruction sheet on how to complete Vote By Mail that includes the instruction that the ballot must be returned to a designated dropsite or a county office of elections by 6:00 p.m. on election day or the ballot will not be counted; and (5) A voters' pamphlet that is a printed insert provided by the county clerk that contains a summary of each ballot question or measure, a concise, impartial explanation of each question or ballot measure and its maior effects and a single, concise -pro and con statement of less than 250 words each ballot question or measure to be voted on. (b) If the county clerk determines that a voter does not receive daily mail service from the United States Postal Service, the county clerk shall mail by another nonforwardable mail service the same ballot package described in section -3 above to each registered voter between thirty-five and twenty-one days before the date of the election. (c) If the voter requests a ballot be mailed outside of the State, the county clerk shall mail by nonforwardable mail the same ballot package described in section -3 above to each registered voter between thirty-five and twenty-one days before the election. (d) Upon receipt of a ballot by mail, the voter may: (1) Mark the ballot; (2) Sign the return identification envelope supplied with the ballot; and (3) Comply with the instructions provided with the ballot. (e) The voter may return the marked ballot to the county office of elections by United States Postal Service or by depositing the ballot at any dropsite designated by the county clerk. All postage for ballots returned by the United States Postal Service shall be provided by the voter. -4 Voters' Pamphlet. (a) A voters' pamphlet is a printed insert provided by the county clerk that contains a summary or each ballot question or measure, a concise, impartial explanation each question or ballot measure and its major effects. A single, concise pro and con statement of 250 or fewer words each on the ballot question or measure to be voted on. (b) The pro statement shall be provided by a person, organization, council member, state, or group that initiates the ballot question or measure containing a single, concise pro statement of 250 or fewer words. Only one pro statement shall be allowed in the voters' pamphlet. (c) The con statement may be written by a person, organization, council member, state, or group that opposes the ballot question or measure containing a single, concise con statement of 250 or fewer words. (1) If no one chooses to write a con statement, the voters' pamphlet may be printed with the statement that "No con statement was provided" for that particular question or measure. (2) A maximum of one con statement shall be allowed in the voters' pamphlet. (3) If multiple con statements are received by the county clerk by the deadline established by the county clerk, the prosecuting attorney for the County of Hawaii shall select three people to choose the single con statement that will be used in the voters' pamphlet. (d) No statement regarding a candidate for elected office shall be included in the voters' pamphlet. -5 Public notice of mailing. Public notice of the date or dates that ballot packages are mailed, delivered, and made available shall be given by the chief election officer and all county election offices when all ballot packages have been mailed, delivered, and made available to voters. Notice shall be published in a minimum of two daily newspapers in the County of Hawaii on the twenty-eighth and twenty-first day prior to the day of election. -6 Undeliverable ballot packages. (a) Ballot packages that are mailed or delivered shall not be forwardable or deliverable beyond the address of the voter as shown in the general county register established and maintained by the county clerk. (b) A ballot package that is mailed or delivered and is determined to be undeliverable by mail or other means to the voter at the address shown in the register that is established and maintained by the clerk of a county because of the death of the voter, refusal of any person living at that address, or because the voter moved and is no longer residing at that address shall be returned to the county clerk who initiated the mailing. (c) If a voter has moved, the county clerk shall mail, deliver, or make available the ballot package to the voter after the voter has provided their new address. -7 Help America Vote Act. Each county office of elections shall have Direct Record Electronic voting machine to assist those voters qualifying under the Help America Vote Act. -S Replacement ballots. (a) For Vote By Mail, a voter may obtain a replacement ballot from the county clerk if their ballot is destroyed, spoiled, lost, or not received by completing and signing a replacement ballot request form. The request for a replacement ballot may be made by mail, in person, or by other means designated by the chief election officer according to the procedures provided by the rules adopted by the chief election officer pursuant to chapter 91. (b) Upon receipt of a request for a replacement ballot, the county clerk or a designee appointed by the county clerk shall: (1) The registration of the voter shall be verified and the database checked to ensure that another ballot has not been returned by the voter; (2) The original ballot shall be invalidated before the replacement ballot is issued. (3) A notation will be made in the database that the voter has requested a replacement ballot; (4) The return identification envelope shall be marked so that it may be identified as a replacement ballot; and (5) A replacement ballot will be issued. (6) Upon receipt of a voted replacement ballot, the county clerk or a designated appointee shall verify that a completed and signed replacement ballot request form has been received by the county clerk or is included with the voted replacement ballot. If a request form has been completed and signed by the voter and received by the county clerk, the county clerk or a designated appointee shall process the ballot. If the replacement ballot request form is not completed or signed by the voter or not received by the county clerk, the county clerk or a designated appointee shall not process the ballot. -9 Verification of signatures. (a) Verification of signatures may begin immediately from the time that ballots are mailed to registered voters. (b) Signature verification may be made electronically, visually, or by both methods. (c) When a ballot has been returned by the voter and the signature is validated, the ballot is accepted. The ballot is included in the database for the election. If the return identification ballot envelope is unsigned and is returned to the voter for signature. The ballot is not received until the signed envelope is returned. (d) Automated reports and computer programs may be used for the master list and logs tracking reissued, replacement, and challenged ballots. (e) Reissued and replacement ballots must be identified to ensure only the correct ballot is being counted. (f) Challenged ballots must be processed separately. (g) Check for valid signatures. (1) Compare voter's signature on the return ballot identification envelope to the signature on the voter's registration affidavit. (2) If the signature verification clerk is able to determine that the same person signed the return identification ballot envelope and the voter registration affidavit, the ballot may be processed. (3) If the signature does not match the voter registration affidavit and if it appears that another individual has signed for the registered voter on the ballot identification envelope, the ballot is invalidated. -10 Counting of ballots. (a) For Vote By Mail, the method of preparation for counting ballots may begin at any time before the day of election. Preparation may include removal of the outer, return identification envelope, sorting by precinct, etc. The preparation shall not include removal of the secrecy envelope until seven days prior to the day of election. (b) There shall be provision made to allow for attendance by official observers during all ballot processes. The county office of elections official will determine the number of official observers based on space and staff availability. One official observer may be selected from each qualified political party and other civic -minded groups as allowed by HRS statutes. (c) In the presence of official observers, counting center employees may start to count the ballots on the day of the election. All handling and counting of the mailed -in ballots shall be according to the procedures provided by the rules adopted by the chief election officer pursuant to chapter 91. (d) A mailed ballot shall be counted only if: (1) It reaches an official dropsite by 6:00 p.m. on the day of election to be transported to the county clerk or counting center employees; (2) It is received by mail by the county clerk not later than 6:00 p.m. or transport from a designated dropsite where the ballot was received on the day of the election. The refusal to receive ballots after 6:00 p.m. on the day of the election or tally the ballots may only be suspended with prior approval of the chief elections officer in an emergency situation; (3) It is received in the return identification envelope; (4) The return identification envelope is signed by the voter to whom the ballot is issued and verified according to the procedures provided by the rules adopted by the chief election officer pursuant to chapter 91. A faxed or emailed signature shall not be accepted for an unsigned return identification envelope; and (5) The signature of the voter is verified pursuant to section -8. -11 Contests for cause. (a) A contest for cause may be filed with respect to any election per HRS section 11-172. (b) Contests for cause in primary, special primary elections, and county elections shall follow procedures described in HRS section 11-173.5. (b) Contests for cause in general, special general, special, and runoff elections shall follow procedures described in HRS section 11-174.5. -12 Certification of the election. Pursuant to HRS section 11-155, 11-173.5, and 11- 174.5, certification of the election by the county clerk shall occur after the expiration of the time for bringing an election contest or the resolution of such an election contest. In the County of Hawaii, certification of an election shall occur within ten (10) days after the later of either of the two aforementioned events. -13 Elections Fraud and Voter Fraud (a) Elections fraud as described in HRS section 19-3, Election Frauds is prosecutable as a class C felony. (b) Voter fraud as described in HRS section 19-3.5 is a class C felony." SECTION 3. Section 11-91.5, Hawaii Revised Statutes, is amended by adding subsection (e) to read as follows: "(e) Any federal, state, county or special election in the State of Hawaii may be conducted by mail as provided in chapter " SECTION 4. There is appropriated out of the general revenues of the State of Hawaii the sum of $ , or so much thereof as may be necessary for fiscal years 2012-2013, 2014-2015, and 2016-2017 for the purpose of implementing and administering the Vote By Mail pilot program in the State of Hawaii. SECTION 5. The sum appropriated shall be expended by the department of accounting and general services for the purposes of this Act. SECTION 6. This Act shall take effect on July 1, 2012. EXHIBIT B JUSTIFICATION SHEET PROPOSER: Hawaii State Association of Counties TITLE: RELATING TO VOTING; A PILOT PROGRAM FOR VOTE BY MAIL THROUGHOUT THE STATE OF HAWAII PURPOSE: To save time and money on federal, state, and county primary, general, and special elections by introducing a statewide pilot program for vote by mail for three election cycles, and provide funding for the program. This program is based on the successful Oregon State Vote By Mail program. MEANS: Create a new chapter for Vote By Mail in the Hawaii Revised Statutes. Vote by Procedures aa 1 ` • R Bill Bradbury Secretary of State EXHIBIT C Produced by the Secretary of State in conjunction with the Oregon Association of County Clerks Notice The Vote by Mail Procedures Manual and associated forms are adopted by Oregon Administrative Rule No. 165-007-0030. The Vote by Mail Procedures Manual was revised February 2008. 7 Observers 11 Election Personnel, Facility Management and Supplies 17 Voter Registration 27 Printing Preparation 31 Ballot Mailing Preparation 35 Ballot Preparation/Issuing Ballots 41 Ballot Mailing and Post Office Coordination 47 Official Ballot Dropsites, Privacy Booths and Voting Assistance 53 Security 57 Reception, Signature Verification and Sorting 65 Special Ballot Handling: Challenged and Provisional Ballots 71 Opening Return Identification Ballot Envelopes 75 Ballot Inspection Process 97 Ballot Counting 93 Ballot Storage 97 Glossary 103 Acronyms 107 Appendix 1: Sample Election Observer Rules 109 Appendix 2: Sample Oregon County Security Plan 113 Appendix 3: Sample Replacement Ballot Return Envelope, Specially Printed 115 Appendix 4: Sample Replacement Ballot Return Envelope, Rubber Stamp 117 Appendix 5: Sample Vote by Mail Challenge Form 119 Appendix 6: Sample Provisional Ballot Return Envelope 121 Appendix 7: Sample Dropsite Security Plan 123 Appendix 8: Sample Signature Verification Problems 125 Appendix 9: Sample Notice of Rejected Ballot 127 Appendix 10: Sample Presidential Only Ballot Request Form 129 Appendix 11: Sample HAVA Voter Registration Identification Letter 131 Appendix 12a—d: Sample Voter Registration Inquiry Letters Provision is made to allow for attendance by observers during all ballot processes. Members of the public may observe all ballot processes. The County Elections Official will determine the number of observers based on space and staff availability. The Election Official may conduct tours and/or access to the public for educational and/or media purposes, not classified as official observers. See Appendix 1 for Sample Observer Rules. irr�r r■i womb +r Before the Analyze space needs. filing cteadli-, If mailing preparation is done in-house, space for assembling the voters' packets will need to be considered. Depending on the size of ballot and number of extra materials, mail trays will hold approximately 250 ballot packets using a size #11 outgoing envelope. Various teams could be set up to help control the flow of materials and expedite the overall procedures: Control Team Labeling Team Packet Assembly Team -3,SupportTeam Sort Team If inserting is performed at a mailing service, extra space may not be as critical. Space will be required for sorting undeliverable ballots, since they should be reviewed immediately. Space will be required for processing voted ballots: -3-signature verification -->precincting -3. ballots -opening envelopes -3-dropsite returns Equipment setup may require extra space, including space for a minimum of 3 voting booths. Storage space: master list of electors (return identification ballot envelopes a.k.a. poll book) must be retained for 2 years or 90 days if not a Federal election. ORS 254.535 Before the Analyze staffing needs. filing deadline If the election mailing preparations are to be done in-house, supervisors should be regular staff, free to float, whose only duty is to oversee the process. If preparations are to be done at a mailing house service, on-site supervision will be required. Peak periods may require either more personnel or staggered shifts (if space and/or equipment are not available or are being used to fullest capacity). ef€sre the Analyze equipment needs (may affect space needs). filing deadline Consider potential bottlenecks and solutions, such as: Lability to run data exports/labels for mailing companies software that provides CASS certification (postnet barcode) insertion, folding and sealing machines imprinter -postage meter automatic letter opener signature verification process and staffing sorting (alpha and by precincts) Ongoiwj Tally system maintenance. The County Elections Official: Shall obtain a copy of the written instructions for the operation and maintenance of any component of a vote tally system from the vendor. Components include: Computer network Computer program Computer software and Computersystem ORS246.565 Shall keep a log of all maintenance performed on any component of the vote tally system after component is purchased and installed. Ongoing Analyze supply needs. Paper clips, rubber stamps, envelopes, etc. Tthe 30th Establish official dropsites for ballot deposit. dray before the election See "Official Ballot Dropsites" on page 47. In addition to regular staff, appoint needed persons to serve as elections personnel. Immediately after the appointment of elections personnel for the process of counting ballots the County Elections Official shall: -4 prepare a list of any persons that will participate in the ballot counting process (opening envelopes, preparing ballots for counting and counting ballots); the list should include the person's party affiliation and be updated as needed make the list available for public inspection in the office upon request administer an oath to such personnel -4 allow for objections or suggestions regarding personnel hired Confirm personnel are not relatives, defined as a spouse, child, son-in-law, daughter-in-law, parent, mother-in-law, father-in-law, sibling, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, stepparent or stepchild, of a candidate on the ballot at the particular election. Ongoing Process voter registrations, voter updates and automatic voter address updating. Voter registration requirements are set out in ORS 247. Date stamp cards on the date received on the top right-hand side of the registration card. Transfer between counties within 5 days. If a residence or mailing address update only, card does not need to be signed if within the same county. (Automatically update of absentee address if voter carries a home address as absentee address.) If you carry an absentee database with same address in more than one place, update both. Track and sort for changes and duplicate ballots beginning when Vote by Mail (VBM) labels are printed. Track and sortfor qualifications beginning on the registration cut-off—the 21st day before the election. Routine voter file maintenance should be done throughout the year. HAVA requires that new registrants in the state of Oregon must provide identifying information to registerto vote. If the registrant has a current, valid Oregon DMV/ID number, they must provide that number. If they do not have a current, valid Oregon DMV/ID number, they must provide the last four digits of their Social Security number. If they do not have a current, valid Oregon DMV/ID number or a Social Security number they must affirm this by attesting to this on the voter registration card. In addition, if the registrant does not have a current, valid Oregon DMV/ID number or a Social Security number and they are registering by mail, they must affirm this on the voter registration card and they must provide a copy of one of the following: -valid photo identification -).a paycheck stub -*a utility bill -4a bank statement -4a government document -proof of eligibility under the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) or the Voting Accessibility for the Elderly and Handicapped Act (VAEH) See Appendix 11. Ongoing Ensure that effective date of registration is accurate. Effective date of registration is the date a completed voter registration card was received (date stamped) by a County Elections Office, Secretary of State's office or a state agency receiving the card. However, to vote in an election a person's registration card must be postmarked not later than the 21st day immediately preceding the election. ORS 247.012 (3)(b) ORS 247.012(3)(c) states the following regarding the effective date: In the case of a registration card missing a date of birth, containing incomplete date of birth or containing an unintentional scrivener's error that is supplied or corrected, on the date that registration would have occurred if the registration card had not been missing the date of birth, contained an incomplete date of birth or contained the scrivener's error, if the missing infor- mation is obtained or the error corrected. In the case of a registration card missing the answer to the question 'Are you a citizen of the United States ofAmerica?" attempt to contact or send a notification to the voter to come in to complete or fill out a new registration card by Election Day and prior to issuing a ballot. In the case of a currently registered voter active or inactive this minimum requirement does not apply. Process for Determining ote ,[ig.; i ity as a fFe ins to riuidentlai etre [dewRegistrationsr plat OngoingOngoing --- When registration card is first received in the office, the County Elections Official must determine qualifications. Oregon law states that a person's residence must be the place in which habitation is fixed and to which, when the person is absent, the person intends to return. ORS 247.035 Some factors to consider in determining residence (ORS 247.035(3)) include: where the person receives personal mail -4where the person is licensed to drive where any immediate family members of the person reside the address from which the person pays for utility services -)the address from which the person files Federal or state income tax returns N If the County Elections Official determines that the registration should not be accepted because of ineligibility, a notice that more information is requested should be promptly sent to the person. See Appendix 12. If the person does not respond, a rejection notice is sent. See Appendix 12a. The person whose registration or update to a registration is rejected may apply to the County Elections Official no later than the 10th day after the rejection notice to request a hearing. continued on next page The County Elections Official has 10 days from the receipt of the application for a hearing to notify the applicant of the place, date and time of the hearing. See Appendix 12b. The hearing must be scheduled no sooner than the 2nd and no later than the 20th day after this notice is given. If nothing is received, no action is required. . Atthe hearing, the applicant may present evidence of qualification. If the County Elections Official determines that the applicant is qualified, the registration should be processed. ORS 247.174 inquiring into Val idity®--Current Registrations The County Elections Official may inquire at any time into the validity of the registration of any elector. If the County Elections Official determines there is a need to question a person's registration, the County Elections Official mails a written statement to the elector that describes the nature of the inquiry and provides a suitable form for reply. See Appendix 12c. Not later than the 20th day after the date of mailing the statement, the elector, in writing, may state that the information on the registration card is correct, or fill out a new registration card. OMS If the County Elections Official determines that the inquiry has not been satisfied, the County Elections Official will schedule a hearing and mail a notice to the elector of the date, time and place. See Appendix 12d. The hearing must be scheduled no sooner than the 2nd and no later than the 20th day after this notice is given. 1 IV At the hearing, the elector may present evidence of qualification. If upon conclusion of the hearing, the County Elections Official determines that the registration is not valid, the registration shall be cancelled. See ORS 247.195. Updates to Registration Written Evidence from Post Office, (-her County Office or Mailing Notice (Voter Confirmation Cara! Whenever there is evidence that an elector needs to update their registration, the County Elections Official shall mail a written notice (Voter Confirmation Card (VCC)) to the elector. The notice must be forwardable and include a pre -paid postage return card. The notice must state the following: -)The elector should return the card promptly. If the card is not returned by the voter registration cut-off (21st day), the elector may be required to re -register. The elector's registration will be cancelled if the elector neither votes nor updates the registration through two General Elections. ORS 247563(2)(c) The County Elections Official shall make the elector's registration inactive as soon as the notice is mailed. ORS247.013 (6)(b) Upon return of the Voter Confirmation Card, the elector's registration can be updated. See ORS 247.563. If the information received is from the postal service, the elector or another County Elections Official, the elector's registration should be updated and a Voter Notification Card (VNC) sent. December/ Consider NCOA update with Post Office or possible mass registration confirmation. January Even if not required, these processes help to keep registration files updated. December/ Consider updating of address files with zip -plus -4 postnet barcodes— January CASS Certification All mass mailings of VCC's, VNC's, ballots, etc., qualify for 1st class Standard A or non-profit rates using barcoding and zip -plus -4 sort. Additional language may be required by USPS to qualify. 95th day before Generate Submarine ballots. ORS 253.565(4) Primary and General The Secretary of State will furnish a list of open offices for the next election so that the County Elections Official may prepare the ballot. Ce LT the 61sC Inactivate and notify voters who have not had any activity during the prior 5 years. lay before any e, tion, date See ORS 247 013(6)(b), The registration of an elector shall not be moved to inactive during the 60 -day period before an election. ORS 247.013(7) Marsh of evenu- Mail non-affiliated voter (NAV) notice if major party opens Primary Election. bered year Establish a procedure for tracking NAVs requesting major party ballots. The Secretary of State will inform counties no later than the 85th day before the Primary Election whether any party has opened the Primary. The party must notify the Secretary of State no later than the 90th day. Before Produce mailing labels. mailing ba," Address format on all return envelopes should contain the following: name mailing address -4 residence address, if possible election date or code voter identification precinct number or name party code (Primary Election only) The party code used may not disclose to the public what party the voter is affiliated with. style/format code Tracking procedure for duplicate ballots must be instituted once labels are run. "Labels" means whatever technique is used to address the envelope. Allow sufficient time for labeling and insertion processes. For automated counties, a 'flag' or special status can be assigned to voters with late updates or party changes. Non -automated counties create a special file of registration cards or a master list for additional ballot tracking purposes. This will not be necessary if the first ballot can be pulled and not mailed. When more than one ballot is issued, you must ensure that only valid ballots are counted. 45 clays prig Mail long term and military absentee ballots (including all out -of -country). to any election A tracking procedure for replacement ballots must be instituted. ORS 253.065 and 253.510. NST the 29U6 Mail out-of-state ballots only. day Before the election Consider mailing with 1st class postage to ensure timeliness. Consider different coding for out-of-state mailing addresses in order to be able to sort and mail these ballots early. 21st clay before: Last day for new voters to register, last day to change party affiliation for the election Primary Election, and last day for NAVs to request major party ballot if permitted in the Primary Election. Postmark applies for valid new voter registrations. Postmarks do not apply for NAV ballot requests or party changes. After 21st If updating for other purposes, a NAV may request a major party ballot if applicable. clay before ORS 254.470(4)(c) the election After 21st Run additional labels (supplemental). slay before the election After ba:• Sort undeliverables for postal errors, office errors and various unique ballots are mailed (i.e. returned to us in our own envelopes) and remail corrected ballots. Sort the ballots for processing: ->deceased -4temporarily away -4new addresses in county -3. new addresses out of county/state Xchange of mailing address and -Moved Left No Address (MLNA), unable to forward, etc. Processing is not required until after the election, but if a county should decide to process during the election, registration is kept up to date and helps resolve data entry and handling errors while there is still time to get a ballot to a qualified voter. If software and time allow, processing of updates and address inquiries can continue with 'flags' to voters or special status types; special status for updates can be made active automatically after election. In a 50% turnout election, process undeliverables in a manner to preserve eligibility determination. 20th stay through Sort incoming registration cards for postmark/date stamp and determine eligible Election Day and ineligible voters. Mail ballot to qualified voters and keep ineligible cards separate. At the voter's request, updates for voters out-of-state or out -of -country that would not have sufficient time to be mailed a ballot and returned by Election Day maybe faxed or emailed their ballot with specific instructions how to return, provided there is sufficient time for the voter to mail back their ballot by Election Day. Voted ballots may not be emailed or faxed back to the election offices. When a voter updates for the purpose of a name change only, the voter may vote once under the previous name. The County Elections Official may issue a replacement ballot at the request of the voter. Inactive voters who update will automatically be issued a ballot. Active voters who update must request a ballot. Ballots are not required to be mailed after the 5th day before the election. Verify previous registration and that the voter has not already voted in this or in another county (and for Primary, is not changing party affiliation). 20th day throuu,, When an elector requests and is qualified, issue a "Presidential only" ballot. Elections Day See ORS 247.410 and 247435. See page 67. 20th day through, A signed registration card is required to re -register from another county. Election Dray Any registration cards processed need to be searched statewide for a potential duplicate. Any potential duplicates need to be carefully reviewed for similar names, date of birth and comparison of signature. The voter registration is considered in the eligibility pool of the most current registration information received at the time of voting. The previous county may inactivate the voter registration if the county receives evidence the voter moved out of the county. If re -registering in the new county, the voter is automatically included in the new county's eligibility pool. See ORS 247.007(3) and OAR 165-007-0130. If a voter already cast a ballot in a previous county during the course of an election, the new registration card may not be processed until after the close of the election or the effective date shall be after election day. For eligibility purposes, the voter can only be included in the county where the ballot was counted. Ballot Issuing lased on Registration States (Within or Between Counties) If the voter was previously inactive in any county, process the voter's registration and issue a ballot automatically. If the voter was previously active and was issued a ballot and the voter did not request a ballot for the new registration, process the registration card in the new county. Do not issue a ballot. If the voter was previously active, submits a request for a ballot and has voted in the previous county, do not process the registration or issue a ballot. If the voter was previously active, submits a request for a ballot and has not yet voted, process the registration and issue the voter a ballot. If the voter submits an updated registration card during a scheduled election and was not previously issued a ballot in their prior jurisdiction, the voter does not need to request a ballot, one shall be issued if applicable. AReminder Should a voted ballot be received by more than one county, see "Reception/Signature Verification/Sorting" subsection "Handling of Multiple Ballots" on page 60. Before the filing Arrange with printer for ballot printing. deadline rte or as soon as possible Review ORS 254.115 through 254.195 and 254.470. Discuss possible quantities and different variations (ballot styles). Consider possible weight limitations (printing instructions back-to-back will reduce the amount of paper and overall weight of the mail). Consider different colors for different ballot types or districts. Include required information and warning per ballot type. For Primary Election, analyze the number of non-affiliated voters (consider buffering ballot quantities to accommodate for party changes or parties opening their Primary). Determine process for issuing precinct committeeperson ballots and for issuing major party ballots to NAVs, if applicable, for a Primary Election. NT the 84th Arrange with printer for Voters' Pamphlet production. day before the Priv (nary or For a Primary or General Election, notify the Secretary of State of the intent to publish or not General Elect,,,; - publish county Voters' Pamphlet. Review ORS 251.175, 251.315, 251.325 and OAR 165-022-0000 through 165-022-0080. Consider joint pamphlet with State (if applicable). The Secretary of State will send a letter to each county asking if it wants to do a joint pamphlet. The letter will provide timelines for publication. Discuss maximum number of pages for a pamphlet: -3, if inserting with the ballot: there may be a weight limitation before postage cost increases there may be limitations for the inserting machines to function properly emphasize deadline to printer for delivery to mail house or in-house for insertion printing may be completed closer to mail out date -* if mailing separately: there will be additional cost in postage timing of Voters' Pamphlet delivery may be critical to ballot delivery (ideally, Voters' Pamphlet should be delivered one week prior to mailing of ballots) emphasize deadline to printer for delivery to Post Office if mailing separately and combining with State Voters' Pamphlet: county's time frame may be shortened to meet State's deadlines emphasize deadline to printer for delivery to State continued on next page Consider using the USPS Election Mail logo. aReminder Voters' Pamphlet arguments and candidate statements are exempt from public review until the 4th business day after the filing deadline for materials. Before the filing Consider preparing a Voters' Pamphlet type of publication for military and other long deadline term absentee voters. Use regular Voters' Pamphlet proofs if necessary. Coordinate with other counties if the same candidate/measure also appears on their ballots. efore the filing Contact USPS and, if applicable, mailing house service. deadline Identify timelines and scheduling (may want to allow for possible delays). Identify staffing needs at all stages of the process (on-site supervision is required). Identify staging requirements (work areas for barcoding, tray assembly, zipping/sorting, etc.). Consider security issues. Indicate how ballot transportation security needs are to be met (i.e. from office or vendor to mail- ing house or from mailing house to Post Office). Specify various quality control issues (tracking and audit trails). Establish method of addressing envelopes. For inserts that may be needed, check with vendor on insert capability: secrecy envelopes return envelopes ballot (one or more) text of ballot title or style if not printed on ballot local Voters' Pamphlet, if applicable map, if applicable and dropsite information, if applicable Before the filia-€ Arrange with vendors to have supplies delivered. deadline envelopes: Envelope size may differ between elections (larger and/or extra weight may mean more postage; may also impact the inserting capabilities at the mailing house). ORS 250.037 and 250.038 require the following tax increase notice be printed clearly and boldly in red: "Contains Vote On Proposed Tax Increase." This only applies to property tax issues regarding bonds, local option taxes and establishment of permanent rate limitations. Does not apply to other revenue measures. -� ballots, if applicable -4 labels, if applicable -� local Voters' Pamphlets -> other inserts 61st clay before the Certify to other counties joint district and city filings. election Contact neighboring counties for filings and explanatory statements. As rneasnres Publish "Receipt of Ballot Title" and "Notice of Measure Election." erre filed Not required to publish city or state measures. Filing deadlin- Code the election in computer system. Use Secretary of State's random alphabet list if there are candidates. ORS 254.155 Code for major parties and NAVs, if applicable, in a Primary Election. Filing deadline Order ballot styles. Review ORS 254.115 to 254.145, 254.195 and 254.470. Refer to Secretary of State's Directive on party ballot colors for party nominations. Consider ordering quantities to accommodate NAVs if a party opens Primary to include NAVs. Remember, NAVs cannot vote on precinct committeepeople or any other offices excluded by the party. Consider extra quantities for voters who update. Some printing concerns to remember: do not split a contest between two columns or pages indicate clearly when to vote both sides of the ballot don't forget required information (i.e. warning, how to mark) and minimum ballot printing requirement for measures is measure number, caption and yes/no statements (for state measures) or caption and question (for local measures); complete ballot title and fiscal impact statements (for state measures) must be provided in ballot packet Proof everything! Proof again! ASAP after Test ballot programming and ballot readability by running test ballots in each receiving printed ballot -counting machine. ballots Test as soon as possible after receiving printed ballots. AReminder Test all ballot styles! Test all precincts! Perform every function to be used on election night! See test procedures in Ballot Counting section. 45 days before Mail military and other long-term absentee ballots (includes all out -of -country). the election Review ORS 253.045 and 253.065. Mail paper ballots if material from printer is not yet available. Between 1'-th Begin addressing process. to 18th € s' Addressing may be done by: inkjetting or laser printing information directly onto the envelope using Cheshire labels (running label format on tractor -fed paper where a cut and paste machine glues the label onto the envelope) using gum labels and using form -fed (tractor -fed) envelopes Addressing and inserting options: In-house See Analyze space needs" on page 11. Mail house See Analyze security needs" on page 53. Run master list (paper or data extract) when names for addressing have been completed. Consider color usage in following areas (always consider Post Office readability): - ink color on envelope - different envelope colors for different ballot types - different envelope colors for different elections; use colored bands instead of totally colored envelopes continued on next page -different colored ballots for different styles or parties - different colors for different inserts - different colors for address labels ORS 250.037 and 250.038 require that a property tax increase notice be printed "clearly and boldly in red". Consider using barcodes or OCR fonts for voter identification. Use automated sorting of returned ballots (precincting) when possible. NST the 29th day Possible mail dates for out-of-state voters. and N Tthe 14th clay before the Consider using First Class postage to expedite delivery. selection 21st day before the Deadline for new registrations. election New registrations must be postmarked by the 21st day before the election. 21st day Last day to change party affiliation and last day for NAVs to request a major party aoore ballot, if applicable, except as noted below. Primary Oectio Postmarks do not apply for party changes. Postmarks do not apply for NAVs requesting major party ballot. After 21st day If updating for other purposes, a NAV may request a major party ballot, if applicable. before the Primary Election See ORS 254.470(4)(c). 18th to 14th day Mail all remaining ballots on date previously arranged with Post Office. before or 20th day for counties Uniform window for mail out. without daily postal See ORS 254.470(3). service Process eligible registrations. Check postmarks for eligible registrations. Run a supplemental list and add to the original master list: If possible, pull the original ballot from the mailing and send only the new ballot. If not possible, send a second ballot and make appropriate entry in the Oregon Centralized Voter Registration System which alerts the County Elections Official that a second ballot has been sent. AReminder See "Voter Registration" on page 17 for registration eligibility. Issue provisional ballots to: -4Voters when eligibility cannot be determined. -*Voters who live in another county but want to vote in your county. The non -residence county issues a ballot using a provisional ballot. After the person has voted, forward the provisional ballot with a completed provisional registration card to the county of residence, being sure to notify that county that a ballot is being sent. -Voters who have not provided identification prior to January 1, 2006 (ID Required flagged). Minimum of two notices must be sent to voter requesting appropriate identification. If the voter responds with proof of identification before the ballot is counted, remove ID Required flag and count the full ballot. Voters who have not provided identification after January 1, 2006 (HAVA flagged). Minimum of two notices must be sent to voter before a Federal Election. Voter must respond with required information on the registration form. If the voter fulfills the identification require- ment, count the full ballot. If the voter does notfulfill the requirement duplicate to count all con- tests except for the federal contests. HAVA flag connot be removed until required information is provided on a registration card. See page 67 for processing provisional ballots. Before ordering Apply for non-profit indicia (imprinted permit number to show method of envelopes postage payment). Contact your local postal representative. Before ordering Talk with the Post Office about the options for return mailing address for the envelopes voted ballots. Options include: - your office address and zip plus 4 - the Post Office assigns a special "plus 4" for the elections office only - use a Post Office box Before: printing Have the Post Office review or help design your outgoing and return envelopes to envelopes ensure they meet the necessary postal standards for automated handling. The Post Office's Mailing Requirements Section will review and assist with the proper wording and placement of endorsements on your envelopes as they apply to the Post Office. They will also provide a camera-ready copy of the front side of both outgoing and return envelopes for the printer. This will include, for the return envelope, the 11 -digit barcode for your return address. This will not include your logo. You will need to add any logo. Have the Post Office review the outgoing and return envelope sizes for postal rate conformity and the paper and ink colors for readability. Always have the Post Office review and sign -off on the printer's "Blue Line" for the front side of your outgoing and return envelopes before they are printed. Keep this for your records. AReminder You may use the USPS Election Mail logo on all election -related materials. NLT 1 week after the Contact your postal Customer Representative to coordinate election mailings. filing deadline You may want to have direct contact with all local Post Offices within your county for ballot mailing coordination. If you change return envelope colors for each election, remember to notify your Post Offices of the color change. ALT 1 week after the Consider other postal issues. filing deadline Other postal considerations: aweigh the piece ->add printing on return envelope to tell voters if they need more than one stamp to return ballot -).redesign the return envelopes to reduce the need for additional postage measure the thickness to ensure it doesn't exceed .25" discuss undeliverables; based on the weight and envelope endorsement, the Post Office can give a cost per piece for undeliverables ILT 1 week after the Discussions should include date, time and location for delivery of ballots to the filing deadline Post Office. -� date: -Mime: Take into consideration the size (number of ballots) of the election, allowing for as much time as possible for processing the returned ballots. Take into consideration holidays or three-day weekends so ballots won't sit in a mailbox over a long weekend. The Post Office will schedule a time frame that allows for the immediate distribution of ballots. If more than one county will drop their ballots at the same Post Office on the same date, it is important to coordinate the time of delivery for each. -4 location: The larger Post Offices sometimes require delivery to a specific dock area. If delivery is by truck, the Post Office will require the truck to be weighed before the mailing is loaded (light) and again before off-loading the ballots (heavy). Before rnailina Prepare mailing. the ballots Provide the Post Office with a "Sample" ballot packet for their inspection. Obtain GPC's (carts) or pallets, trays or bags and proper tagging (such as red political mailing tags) and signs. AReminder Use USPS Election Mail logo for more efficient handling. Before mailing Barcode the mailing. the ballots Consider barcoding outgoing Vote by Mail packets. The speed and efficiency of delivery for barcoded mail is greater than non -barcoded mail. Determine the number of mailings. To qualify for bulk mailing, each mail piece must weigh the same as each other piece in the mailing. Packets with five inserts will weigh more than packets with four inserts, so there will be two mailings (one for packets of four and one for packets of five). Before mailing Use required forms and mailing profiles. the ballots Use current postal forms. If a mailing service is used, forms will be provided for you, but be sure that coordination with the Post Office has already occurred for the acceptability of the forms. Before mailiw'i Determine in-home delivery date. the ballots The Post Office will be able to tell you in-home delivery dates for the ballots. A press release can then be issued to tell voters to call the elections office if they have not received a ballot by that date. Before inailing Determine what supplies are needed. the ballots Discuss when and what supplies will be needed for the mailing and arrange for pick-up. Supplies include: - trays, sleeves or sacks -3� GPC's or pallets --> labels, tags and stickers If a mailing service is used, be sure to verify that the service will be providing all the needed supplies or can obtain them for you. Before mailing Give the Post Office a check for the postage accounts. the ballots There are two separate postage accounts that will need a deposit: --> postage for the non-profit account to cover the outgoing postage ---> postage for the undeliverable account to pay for undeliverable returns Before mailine Coordinate a time with the Post Office to pick up the mail each morning. the hallots Even if the return address is the elections office, you can arrange with the Post Office to pick up the voted/returned ballots each day. This will allow for earlier ballot processing. Date of rr::�.,i. _ The elections officer must arrange for the secure transport of ballots. the €allo. Refer to "Security" on page 53. Before Coordinate with the Post Office for pre-8pm Election Day pick-up of ballots for Elec'tion Dayour county. If your county contains a USPS regional processing center, coordinate with the USPS for a pre-8pm Election Day pick-up for all counties. It is necessary to coordinate with the Post Office for the latest pick-up time for last minute returns before 8pm on Election Day. If your county contains a regional processing center and you do not have an election, consider coordinating with adjoining counties for an Election Day pick-up of their ballots. Prior to the Prepare for setting up official ballot dropsites. 30th day before th? , election Establish dropsites according to the Secretary of State's rule. Each county must have no less than 2 dropsites for every countywide election. A dropsite must be maintained at each County Elections Office. In addition, for every countywide election, there must be at least one dropsite for every 30,000 active registered voters in the county. Consider concentrations of population, geographic areas, security and available funding when determining a dropsite location other than the County Elections Office or the County Courthouse. Designate placement of ballot box within dropsite building. Consider the following in placement of the ballot box within the dropsite: security voter convenience access for the physically disabled parking and public perception that dropsite is official and secure --> Ensure proper security measures are taken at all dropsites. Ballot depositories shall be: -> locked and secure from being moved or tampered with or in view of authorized personnel At staffed locations (such as libraries, city halls, etc.): -). The official ballot drop box must be locked or sealed and accessible only by authorized personnel or deputized staff. The box may be exchanged for locked or sealed empty box on a predetermined schedule or it may be re -locked or re -sealed when emptied by authorized personnel. and The official ballot dropsite must be in view of on-site staff and transported only by election or deputized staff to elections office on a predetermined schedule or as needed. Outdoor mailboxes (drive-by or walking traffic): -* The official ballot dropsite is accessible only by key in possession of authorized personnel. and Establish a predetermined schedule (or more frequently if necessary) to empty the dropsite. Transfer voted ballots in a locked or sealed ballot box, bag or pouch to the elections office. continued on next page Establish times that dropsites are available. A dropsite can be established on the first day ballots are mailed, but at a minimum must be open to the public beginning on the Friday preceding the election, during the normal business hours of each location. On Election Day dropsites must be open 8 hours or more and until 8pm. 30 days before File Dropsite Plan. the election File any changes to a dropsite plan with the Secretary of State 30 days prior to Election Day. Notify the Secretary of State of any change in dropsite locations after the original plan is filed. Include in the plan the number and locations of dropsites. Use state forms for filing plan. See Appendix 7, Dropsite Security Plan Form. Before Notify the Public of Official Ballot Dropsites. the electic=, Ensure adequate public notice by advertising dropsite locations and hours of accessibility for each site. Ensure dropsites are designated with "official" signage. It is recommended that traditional "Vote Here" signs not be used to designate dropsites. A sign substantially worded as follows should be posted at each dropsite: Official Ballot Drop Here Official Ballot Depository or Official Ballot Dropsite aReminder Only personnel authorized by the County Elections Official may collect voted ballots within 100 feet from any ballot dropsite. Bel, Instruct Personnel. the e let. Instruct dropsite personnel not to accept ballots prior to delivery of dropsite container. Review procedures with dropsite personnel to ensure security of ballots at all times. Ensure security of ballots for overnight with dropsite personnel. Options include: using a room that will be locked -4 a vault and/or other secure locations Determine the frequency of ballot pick-up from dropsites. Authorize personnel to pickup ballots from dropsites. Daily ballot pick-up is recommended to minimize the number of ballots left overnight at dropsites. On Election Day, the County Elections Official ensures authorized personnel are available at dropsites to determine that everyone in line at 8pm is allowed to deposit their ballot. The authorized personnel are also to transport the ballots to the elections office. If more than one person used, it is recommended that they be of different political parties. Consider dropsite ballots transported by law enforcement personnel or deputized personnel. Establish Voting Booths. For every election at each location where ballots are issued, must have three voting booths, suitable compartments, shelves or tables at which electors may mark their ballots. The arrangement of the booths, compartments, shelves or tables ensures that the elector may conveniently mark their ballot with absolute secrecy. The booths, compartments, shelves or tables must be available the entire time that ballots are issued. ORS 254.472 Establish Additional Voting Booths for Primary and General Elections. The County Elections Official is required to maintain additional voting booths as follows: -3, In counties with more than 35,000 active electors, at least one voting booth must be established for each 20,000 electors. All other counties must provide at least one voting booth. ORS 254.474(1)(b) At least three voting booths must be established at every election as noted above. The County Elections Official determines the voting booth locations. Each location with a voting booth must also be a designated dropsite. See ORS 254.474 Before Plan for assisting voters with disabilities. the election In accordance with ORS 254.445, upon request, an elector is entitled to receive the assistance of two persons of different parties or by some other person chosen by the elector. A person may not assist an elector if the person is: -). an employer of the elector or an agent of the employer or an officer or agent of the union of which the elector is a member Upon requestfrom an elector, the location where the elector would like election personnel to assist is negotiable. Possible locations depend on the individual elector's need and include: -4 elector's home election office dropsite location community service center senior center or assisted living facility ORS 254.445 ire ore Educate voters. the elecu The County Elections Official shall make every reasonable effort to acquaint electors with the ballot format to be used in the election and the methods used to mark ballots to cast a valid vote. Submit to the Elections Division any written voter education materials or a website link to your County Elections website for posting on the Secretary of State's website. ydanuarylst Analyze security needs. of each year and within one busi- See Appendix 2 for a Sample Security Plan. gess stay Any change in a Security Plan must be submitted to the Elections Division. of any charge Prepare an overall Security Plan and file it with the Elections Division Establish a written agreement for security measures with any vendor handling ballots. R Design security for periods of ballot transportation (e.g. from print shop to location of insertion; from mailing house to Post Office and from Post Office to elections office other than regular mail delivery). Design security for ballots during processing. Design security for ballot dropsites. Establish guidelines for security involving observers. Review office work area, building and ballot storage to assure security (alarms, cameras, special keys, limited keys). Review security for vote tally systems, computer access security and off-site storage for system backups. ART, � Consider having a "backup" county with the same ballot counting capabilities (may want to exchange backups of the election set-up). Establish post-election ballot security. To the greatest extent possible, security plans should consider possible emergency circumstances and course of action. Security plans are exempt from disclosure under the public records law. ORS 254.074 and 192.502(31) Before Establish security. the ele .... . At all times, ballots must be maintained in a secure location in accordance with the security plan filed with the Secretary of State. Adequate supervision must be provided during all processing activities. Use a log to maintain who has access (keys, electronic codes, etc.) to secure areas. To prevent unauthorized access an option is to install secondary locks accessible only to authorized Elections Officials for election -specific dates. continued on next page If the ballots are kept in a separate locked room, it is not necessary to seal the transport carriers. If a secure room is not available, then ballots need to be secured in locked or sealed ballot carriers. Use disposable numbered locks if available. If ballots are being transported within the same building, it is not necessary to seal transport carriers. aReminder Use of motion detectors, video cameras, alarm systems and other technology may be appropriate supplements to locks. Before Establish supervision procedures and train staff. the e* Ensure that all election personnel follow standardized procedures. Ensure that adequate staffing and space are available during the processing period. A manageable supervisor/staff ratio should be established and maintained for each election. During Maintain an audit trail. they elee There must be an audit trail throughout the process. Consider maintaining logs for processing the ballots through different steps. Maintain all statistical information for each precinct. This may include: election date precinct number or name -4 number of ballots issued number of ballots received -� number of ballots counted name, team number or person date and time processed (if a precinct is processed more than once, the information needs to be maintained for the individual dates and times) number of challenged ballots number of out -of -county ballots number of write-ins and duplicated ballots number of envelopes that do not contain a ballot number of envelopes containing more than one ballot number of provisional ballots counted and not counted --3. number of ballots emailed or faxed number of rejected ballots number of defective ballots number of unaccepted ballots / R � i r � Afterballots Begin receiving voted ballots. re resiled Ballots can be returned to: any County Elections Office any officially designated ballot dropsite in the state -). through USPS or other delivery service to the County Elections Office After ballots Start initial count or estimated count. ars mailed Staff at the elections office counts and records the number of: ballots returned by the Post Office ballots received over the counter ballots received from dropsites ballots forwarded to other counties ballots returned unsigned and ballots returned undeliverable For ballots returned undeliverable, see "Voter Registration" on page 22. After ballots How to handle unsigned envelopes. are mailed If the ballot is returned in an unsigned envelope, the County Elections Official shall attempt to notify the voter that the ballot cannot be processed unless the envelope is signed prior to 8pm on Election Day. A signature may not be faxed or emailed. The official may: -4 issue a replacement ballot have the voter sign the return identification ballot envelope at the elections office mail the original unsigned envelope to the voter for a signature if time allows ,after ballots How to handle return identification ballot envelopes from previous elections. are mailed If the voter returns a return identification ballot envelope during a scheduled election cycle for a previous election date: -> do not open the envelope --> place the return identification envelope with the rejected ballots Notification is not required since past 10 days after the date of the previous election. See ORS 254.470(7) & (9). Within 48 hour^ Begin transferring return ballot envelopes belonging to other counties. of receipt and no later than the 3rd Minimum standards include: business day following theStamp date on each return envelope. election Maintain a log recording the date, county and number transmitted Fax or email the standardized form notifying other counties of method of delivery and number of ballots being transferred. Mail/Deliver voted ballots using traceable mail delivery service (such as UPS, Priority Mail, 101 FedEx, Click N Ship, etc.) with notification to the home county. Transfer no later than the next business day after receipt. If not delivering in person, all voted ballots delivered to a county must be forwarded within 48 hours of receipt and no later than the 3rd business day following an election. Other states' ballots cast by Oregon voters in other states must not be counted in Oregon. Within 48 hours Begin transferring ballots belonging to other counties that have been deposited in of receipt and your county's dropsite. no later than the 3rd business Notify the home county of the number of ballots you are forwarding, the date you are day following t - forwarding them and the manner in which you are forwarding them (e.g. UPS, election Priority Mail, FedEx, Click N Ship, etc.). The ballots must be sent using a traceable mail delivery service or personal delivery. All voted ballots delivered to a county that are for another county must be forwarded within 48 hours of receipt and no later than the 3rd business day following the election. After Ballots Begin signature verification. are mailed When a ballot has been returned by the voter and is accepted, it is included in the master list for the election. If the return identification ballot envelope is unsigned and is returned to the voter for signature, the ballot is not posted until the signed envelope is returned. -4 automated reports and computer programs may be used for the master list and logs tracking reissued, replacement and challenged ballots reissued and replacement ballots must be identified to ensure only the correct ballot is being counted challenged ballots must be processed separately; see challenge process on page 65 Check for valid signatures. continued on next page Compare the voter's signature on the return ballot identification envelope to the signature on the voter's registration card. > provide for signature verification training prior to election if the signature verification clerk is able to determine that the same person signed the return identification ballot envelope and the voter registration card, the ballot may be processed An experience deputized elections staff member must review all initially rejected signatures using the following criteria: capital letters match -� letters tail off alike letter spacing is the same space between signature and the line is the same > beginning and ending of signature and the slant are consistent unique letters match overall appearances match natures that Da( Not egistration Card Seepage 66 for handling a challenge due to signatures not matching. See Appendix 8 for signature verification samples. If the signature does not match the voter registration card: Send a challenge notice and a registration card to the voter indicating that the signature does not match. Provide 10 -day notice if sufficient time allows. The notice must be resolved no later than the 10th day after the election. Notice must be sent not later than the 3rd business day after the date of the election. Resolution requires voter providing sufficient proof in-person or by mail with an updated registration card reflecting the voter's signature for matching purposes. -� If the signature does not match the voter registration card and it appears another individual has signed a different name on the ballot: Consider the ballot "spoiled" or "unaccepted." Consider mailing a replacement ballot with a letter of explanation. Refer to page 61. Contact the voter immediately if a replacement ballot is not sent. Resolution will not be possible after 8pm on Election Day. If the County Elections Official is unable to resolve the signature discrepancy issue no later than 10 days after the election, forward the elector's information onto the Secretary of State's office for further investigation. See "Challenge Due to Signatures Not Matching Process" on page 66. After ballots Handle multiple ballots. are: Mai!,, e-,' UPPI Effie tal Ballous More than one ballot maybe issued by a County Elections Official without direct knowledge of the elector in the circumstances listed below. Always flag individual elector's file that more than one ballot was issued. There was an error with the original ballot and the County Elections Official needs to reissue a ballot or issue a supplemental ballot. Process and count in the following manner: -� If only the original ballot is returned by the voter, duplicate and count the ballot only for eligible contests. -> If the voter returns two ballots, count the reissued ballot. -;, If only the reissued ballot is returned by the voter, count the ballot. An elector update is received, changing the elector's registration information after the initial ballot labeling process is completed so a second (updated) ballot is automatically mailed. Examples include: changing address, same ballot style changing address, different ballot style changing party status in Primary Election requesting party ballot by NAV, when appropriate, in Primary Election aReminder Postmark does not apply for NAVs requesting a party ballot. Process and count in the following manner -� If only one ballot is received and the ballot label matches most current information submitted by the voter, count the ballot. If only one ballot is received and the ballot label does not match most current information submitted by the voter, duplicate only eligible contests reflecting most current information. aReminder Include elector in 50% eligibility pool reflecting the elector's most recent address on file. -4 If two ballots are returned by the voter, process and count the ballot reflecting the information on the most current registration card or most current information. continued on the next page An update is received for an active elector after the voter registration cutoff date and the elector specifically requests a new ballot. Process and count in the following manner: If one ballot is returned by the voter, process and count the entire ballot if the ballot style correctly corresponds to the update information. If the incorrect ballot style is returned, duplicate and count only those contests that are appropriate under the updated registration. AReminder The elector may only receive a new ballot reflecting an address change. Elector cannot receive a new ballot for a party change after the 21st day before the Primary Election. -3, If a voter indicates a name change on the return identification ballot envelope, count the ballot. After the election move the voter to inactive and send the voter a registration card for update purposes. The voter remains in the eligibility pool for the 50% calculation. If the voter returns two ballots, process the ballot that reflects the updated registration and refer the elector to the Secretary of State's office as a potential election law violation. Replacement L allotl=� A replacement ballot is issued when a voter requests by phone, in writing or in person a second ballot because the original ballot was destroyed, spoiled, lost or not received. You may mark the envelope as a replacement ballot in one of three ways: a specially printed "Replacement Ballot" return envelope; see example inAppendix 3 with a rubber stamp or gummed label on an existing ballot return envelope adding additional voter attestation; see example in Appendix 4 any other indication on the outside envelope, accompanied by a separate attestation form The elector must complete and sign a replacement ballot request form or sign the special printed "replacement ballot" return envelope before the ballot can be counted. Upon receipt of a request for a replacement ballot, the County Elections Official must: verify the registration of the elector and ensure that the elector has not voted another ballot note in the list of electors thatthe elector requested a replacement ballot -> mark the return identification ballot envelope clearly so that it may be readily identified as a replacement ballot issue the replacement ballot by mail or other means If the voter returns two ballots, count only the first ballot received and refer the elector to the Secretary of State's office as a potential election law violation. continued on the next page The election officer need not mail a replacement ballot to an elector after the 5th day before the election date. However, the ballot shall be made available in the election office until 8pm on Election Day. aReminder The replacement ballot request form must be received and it must be verified that a voted ballot has not already been cast before the replacement ballot can be processed. See ORS 254.470. The County Elections Official may mail a replacement ballot with a letter of explanation in the following situations: -� If a voter returns their ballot in all unsealed envelopes. -� If a voter returns an empty return identification ballot envelope. If the voter fails to sign in the appropriate location on the return identification ballot envelope. If the voter is identified, but did not return the voted ballot in the return envelope. If the ballot is returned damaged (e.g. the Post Office processing machine has torn the ballot). The wrong voter (such as another person in the household) signed the return identification ballot envelope. Vater Change of address on Return Envelopes Process a ballot in which a voter has written a change of address on the return envelope as a challenged ballot. 'Flag' the challenged voter until the challenge is resolved. See "Special Ballot Handling: Challenged and Provisional Ballots" on page 65. If the new address is in a different county: And the voter has not re -registered in the new county, put the ballot with the unaccepted ballots. And the voter has re -registered in the new county and has not voted a ballot in the new county, forward the ballot to the new county with a copy of the challenge response. Inform the new county ASAP. See Processing Challenged Ballots. See Appendix 5, Vote by Mail Challenge Form, SEL 535, Pr 11 Ct Sart If a vote tally system requires sorting to produce results by precinct, sort return identification ballot envelopes by precinct before or after signature verification and logging ballots on the master list. Store in secure area not accessible to the public. After Ballo- Process Challenged Ballots. are mailed Challenged ballots are those that are flagged: -) because the County Elections Official questions whether the voter's eligibility has changed since last registering to vote > because a voter challenges another voter's eligibility to vote or because the signature does not match the voter registration card; see page 59 Challenge forms should be attached to the appropriate ballot envelope. Research for eligibility of the voter as soon as practicable and no later than 10 calendar days after the date of the election. Challenges must be: -)filed in the election office -4filed on the appropriate form AReminder Ballots can be challenged until the ballot is separated from the return identification ballot envelope. The County Elections Official completes the following steps in processing challenged ballots: Flag the challenged voter's ballot until the challenge is resolved. If a ballot is challenged under ORS 253.700 or 254.415 send the voter a challenge letter requesting information needed in order to determine eligibility. Inform the elector that the ballot will not be counted unless the elector can demonstrate their eligibility no later than the 10th calendar day after the date of the election. Based on the results of the inquiry: If the response from the voter indicates that the voter moved to a new address within the county after voting, count the ballot in full. If the response from the voter indicates that the voter moved to a new address outside the county before voting and the voter has not registered in the new county, consider ballot unacceptable and remove from the eligibility pool. As soon as practicable, but no later than the 10 calendar days after the date of the election, determine whether the challenged ballot should be counted. Tally only the contests for which the voter is qualified to vote. continued on the next page If a challenged ballot is to be counted, the County Elections Official ensures that the challenge number is written on the ballot and is kept confidential. The ballot must include the challenge number so the ballot may be identified in any future contest of election. See Appendix 5, Vote by Mail Challenge Form, SEL 535. Handling a voter change of address on return identification ballot envelope. If a voted ballot is received but the voter made a change to their address on the return envelope, send a forwardable notice to either address indicated. If the voter is no longer eligible, place the ballot with the rejected ballots, and do not count toward a 50% requirement. Update the voter records after the election has been certified. If the response from the voter indicates that the voter moved to the new address after voting, count the ballot in full. Update the voter's registration and include the voter in the 50% eligibility pool matching where the ballot was counted. Automatic update only within the county. If outside county, inactivate after certification and send notice pursuant to ORS 247.563. Handling a challenge due to signatures not matching. If the signature does not match the voter registration card, send a challenge notice and a new registration card to the voter indicating that the signature does not match. The notice must be resolved no later than the 10th calendar day after the date of the election. If the voter returns the registration card or provides sufficient evidence that the voter signed the return identification ballot envelope, count the ballot. After the election has been certified, process the new registration in order to capture the new signature. -� If the voter does not respond to the notice or if the signatures on the return identification ballot envelope and the new registration card still do not match, do not count the ballot. The ballot is placed with the unaccepted ballots and does not count toward a 50% ballots cast requirement. If the signature does not match the voter registration card and it appears that another individual has signed a different name on the return identification ballot envelope: Consider the ballot "spoiled" or "unaccepted." -4Consider mailing a replacement ballot with a letter of explanation. Refer to page 61. -4Contact the voter immediately if a replacement ballot is not sent. Resolution will not be possible after 8pm on Election Day. If the challenge has not been resolved to the satisfaction of the election official, do not count the ballot. If the signature does not match the voter registration card and/or it appears that another individual has signed a different name on the return identification ballot envelope and you are unable to resolve the situation, refer to the Secretary of State's office as a potential election law violation. See ORS 246.046 and 260.715. After the challenge period is over, the election official may send a second letter to the elector indicating: ballot was rejected new registration with signature is requested if no response, elector's information will be forwarded to the Secretary of State's Election Divi- sion for further investigation. After ballets are mailed Process Provisional Ballots. Confirm whether the voter has already voted and whether the voter meets eligibility requirements of state and/orfederal law. This includes ballots issued where eligibility is ques- tioned and ballots issued to a voter who is registered in another county. If the voter voted an incorrect ballot style or party ballot but the voter is eligible to vote, duplicate eligible votes onto the correct ballot. Process the ballot in the correct precinct after the voter's eligibility is confirmed. When the voter lives in another county, have the voter fill out a provisional registration card. Once the voter votes the ballot, send the ballot and registration card to the appropriate county. In cases where a ballot is issued and the ballot is separate from the voter registration card, note on the voter registration card that the elector was issued a provisional ballot. If a provisional ballot was sent because the elector failed to provide identification at the time of registration in compliance with the Help America Vote Act, separate from other returned envelopes. RefertoAppendix 11. The County Elections Official may challenge any ballot pursuant to ORS 254.415. Presidential (,.:;test Only If a person is qualified to register, except the person has resided in Oregon less than 20 days before the election, the person may vote in the election for US President or US President/ Vice President if the person did not vote in another state for the same office during the 6 months immediately preceding. If an elector of Oregon moves to another state after the 31st day before a Primary or General Election for US President/Vice President and does not qualify to vote in the state of the elector's present residence, may vote forthese offices in Oregon. The ballot for a person eligible to vote under ORS 247.410-247.435 shall be given a ballot marked "Presidential Only." Persons eligible are required to: -� appear in the office of the County Elections Official -4 complete a provisional registration card Validate the qualifications of the voter as provided by ORS 247.410-247.435 prior to counting the ballot. See ORS 247.410-247.435. NST 7 plays bef<- ;> Begin opening the return identification ballot envelopes. the election Once signature verification is completed and the ballots are approved to be counted, begin opening the return identification ballot envelopes. Process ballots from only one precinct or batch at any one workstation at a time. Keep a record number of return identification ballot envelopes. Depending upon equipment, counts may be automated. 3� ;. t a .:ire Election personnel opening envelopes, preparing ballots for counting and counting ballots may not be a relative of a candidate on the ballot in that particular election. "Relative" means a spouse, child, son-in-law, daughter-in-law, parents, mother-in-law, father-in-law, sibling, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, stepparent or stepchild. Each board member must sign an oath prior to processing ballots. Boards must be composed of a minimum of two members, not all of the same political party. A record must be maintained of all board members, including each member's political party affiliation, oath and board assignments. Consider maintaining a log of which boards process which precincts or batches. The County Elections Official must provide written procedures and training in those procedures to ensure consistent application of processes. Opening Boards Process one precinct or batch at a time. Open the return identification ballot envelope (if not done previously) and remove the secrecy envelope containing the voted ballot. aReminder If other material or notations are included on or with the returned ballot and have a bearing on the vote cast, attach the material to the ballot and send to the duplication board. --> If the return identification ballot envelope was sealed and contains a ballot with or without a secrecy envelope, continue processing. -3. If the return identification ballot envelope contains a ballot without a secrecy envelope, remove the ballot and maintain the secrecy of the ballot. continued on next page If the signed return identification ballot envelope is unsealed and: the secrecy envelope is sealed, continue processing the secrecy envelope is unsealed, reject the ballot no secrecy envelope is returned, reject the ballot If there is more than one secrecy envelope or there is more than one ballot not in a secrecy envelope, reject all contents. If there is another signed return identification ballot envelope inside (with a ballot inside of it), remove and forward inner return envelope to be logged and examined as a separate returned voted ballot. Place rejected ballots in the "rejected ballots" envelope. Open the secrecy envelope and remove the voted ballot. If there is no ballot enclosed, log as an empty ballot envelope or refer to the election supervisor for instructions. N ST 7 clays before Begin inspecting ballots. the election In all cases inspection boards must determine whether ballots should be counted, rejected or duplicated. The object of ballot inspection is to ensure that all ballots are machine- readable and that the voter's actual vote will be recorded accurately. If the ballot has damage or defects that would cause problems in tallying, duplicate as directed in this rule. All counties, regardless of vote tally system, need to inspect ballots to determine voter intent. The responsibility for determining voter intent lies with the inspection board, under the supervision of the County Elections Official. Ensure that a team of at least two board members of differing political party affiliation work together to determine voter intent. See following pages in this section for guidelines in determining voter intent. Any extraneous marks, such as names, signatures or initials of the voter should be disregarded unless they have a bearing on the vote cast. Ballots shall be rejected if a write-in is voted using a rubber stamp, sticker or another marking device, except writing which bears the name of a person and is used to vote for a person whose name is not on the printed ballot. If ballots are counted by precinct, process ballots one precinct at a time. All rejected ballots must be accounted for on log sheets or as directed by the County Elections Official and placed in the "rejected ballot" envelope. Use guidelines for staffing in the "Opening Return Identification Ballot Envelopes" section on page 71. tJs i n S can Fri�-; len -� Inspecting Check for questionable marks and write-in votes at the same inspection. Questionable marks are: 1 marks that cannot be read by the ballot counting equipment 2 a checkmark or an "X" in the voting area 3 voting area completed too lightly 4 voter's choice not marked in the voting area, such as a write-in with an unmarked arrow or circle 5 extraneous marks made by the voter in the header code, clock areas or other scanned areas 6 marks indicating the voter's change of mind and/or 7 comments marked in the voting area continued on the next page Inspect entire ballot and sort into three stacks: clearly marked machine-readable ballots (they can be placed in the carrier, ready for counting) ballots with questionable marks ballots with unmarked write-ins Sort the ballots with questionable marks into two stacks: ballots that can be enhanced ballots that must be duplicated -� Enhancing AReminder Process one ballot at a time during this and subsequent steps to avoid confusion about what has or has not been enhanced or duplicated. Questionable marks 2,4,5,6 and 7 may require that the ballot be duplicated. Election personnel process the ballots to be "enhanced" making them machine-readable and reflecting the voter's intent by: placing "enhanced" mark on the ballot, ensuring thatthe ballot can be identified as enhanced -3. marking the voting area in a manner instructed by the County Elections Official for questionable marks 7,2,3 and 4 placing opaque enhancement, when appropriate, over questionable marks 4,5,6 and 7 that affected ballot readability AReminder An opaque enhancement will cover the marks, making the mark unreadable to the ballot counter. The opaque marks must be removable for review during a recount. Enhanced ballots are added to the ballots in the carrier ready for ballot counting. Deterri-Orflng V-, If the inspection board agrees on the voter's intent, the ballot should be enhanced or duplicated in the manner reflecting the voter's intent and the enhanced or duplicate ballot counted. If it is possible to enhance the ballot, use the enhancement process. If enhancement is not possible, duplicate the ballot. If the inspection board does not agree on the voter's intent, the ballot should not be duplicated but processed as is. continued on the next page Voter intent in any single contest may not be determined based upon a pattern of partisan voting on the ballot. If a note is included in the return identification ballot envelope or written on the ballot label and it indicates a change the person wishes to make in voting: -4follow instructions for duplicating a ballot to reflect the intent of the voter and -4 place duplicate number on all associated pieces and place together in the "defective and irregular" envelope Anytime a note is utilized to determine voter intent, the ballot must be duplicated. All received parts must be assigned a tracking number and kept in the event of a recount. If a note is included that is not relevant to voter intent, do not retain the note. Optical Scary Ballots Only official ballots and ballot labels can be counted, See ORS 54.185. Two (or more) ovals or arrows have been marked and one mark has been erased, but enough residue is left that the scanner may read an overvote. 41M Yes No (erasure has been done) Opaque enhance (white sticker) the erasure so that the scanner only "sees" one vote. Duplicate the ballot, if necessary, to reflect only the "dark" vote. One response is indicated with a heavy line or dark oval and a second response is marked with a narrow line or pale oval, but no erasure has been attempted. Yes C—:) No (no erasure has been done) Since there is no attempt to erase either mark, leave as is and allow scanner to count as an overvote. The arrow or oval has been completed for one response and a dot or partially completed arrow or oval is marked for the other. 41� Yes No Mark may or may not have some erasure—usually there is none. Opaque enhance or duplicate the ballot to eliminate the overvote due to the partial mark or dot. The arrow or oval has not been marked, but the response is circled. 0 Yes CIE:No Enhance or duplicate the ballot by completing the oval or arrow beside the circled vote. Enhancement cannot permanently obscure the original marks of the voter. Sometimes duplication is necessary because the circle overlaps the voting area. The arrow or oval has not been marked but there is a connective line between the response and the arrow or oval to indicate the vote. 0 Yes Fred or (=—No 0—Brenda Enhance the ballot by completing the oval or arrow beside the indicated response. More than one arrow or oval has been completed, but a word or mark is used to indicate the correct vote. Yes 4� Yes or 41� No —4111W— No w0t th is Duplicate or enhance the ballot to correct the overvote so that the correct vote can be counted. A word has been used to indicate the vote instead of completing the arrow or the oval. Ye s t SO BNo Duplicate the ballot, completing the arrow or oval for the indicated vote. The entire response area for a contest is crossed out. es No Duplicate or opaque the ballot, leaving all ovals and arrows uncompleted to indicate an undervote. Corrections are made with liquid white-out. /, ►A Yes 41M No Opaque enhance or duplicate the ballot to eliminate the overvote due to the white-out. Machine -Rejected Defective Ballet Resolution Ballots that are not machine-readable must be inspected. The inspection process should consist of at least two election board members, each of a different political party affiliation. Machine -rejected ballots are defective ballots that are not machine-readable, including a ripped or torn ballot, a ballot voted with an instrument that cannot be read by the machine or a ballot with extraneous marks within the read head path. These ballots are out-stacked/rejected while the machine is in standard counting mode. If the vote tally system requires sorting by precinct, then election personnel will only inspect one precinct of "unread" defective ballots at a time. See "Enhancing" on page 76 and "Duplication" below. DUplication Duplication boards, regardless of the vote tally system used, process ballots requiring duplication, making a duplicate ballot that is machine-readable and reflects the voter's intent. Duplicating and proofing must be done by at least two election personnel each with a different party affiliation. Each worker must initial both ballots. Sort by ballot style if there are multiple ballot styles for the precinct. Select the appropriate blank ballot style that matches the ballot to be duplicated. Clearly indicate on the ballots which ballot is the defective original ballot and which ballot is the duplicate ballot. Do not place "Duplicate" stamp in read head path or voting area. --> If the County Elections Official uses duplication teams with unique team identification numbers both the original defective ballot and the duplicated ballot must have the team's identifying number on it. The County Elections Official must keep a record of each team identifying number and must clearly record the name of each team member. Assign a matching number to the original and duplicate ballot and ballot stubs and to any other material bearing on voter intent. The number can only be used once in a given precinct (unless mixed mode). If it is necessary to duplicate a duplicated ballot because the duplicate ballot becomes damaged, duplicate from the original ballot using the same tracking number. �'f,: Use a control log to track the assigned numbers. One board member or team duplicates the entire ballot accurately reflecting the voter's intent and initials both ballots. continued on next page The second board member or team proofs the duplicate ballot against the original defective ballot, initials both ballots and places the original defective ballot in the "Defective Ballot Envelope" for that precinct or batch processing. If other material is included with the ballot or is attached to the secrecy envelope, inspect to determine if it has bearing on voter intent. If the material has bearing, duplicate the ballot as necessary and place original ballot and the material in the "Defective Ballot Envelope" for that precinct. -�. If the material has no bearing, discard the material. The duplicate ballot is added to ballots in the carrier for ballot counting. Wrrtf4- In Processing This section describes the general procedures for processing write-in ballots. Following are examples to illustrate processing write-in votes for all counties and vote tally systems. Our examples simulate an optical scan ballot but are a guide for all ballot types. Per ORS 254.505(1), "If it can be ascertained from the ballot for whom the vote was intended" it should be counted. Follow the enhancing and duplicating instructions from the previous pages, when necessary, for all write-in examples. No candidate name or office written -in, but box, oval or arrow is marked and no other candidate is selected C--) Fred Neal C:::—) John Lindback 41M write-in When the write-in line is blank, but the box is marked on the paper ballot or the oval/arrow is marked on the optical scan ballot, the vote is counted as an undervote. --> Paper Ballot Ignore marks and tally as an undervote. Optical Scan Ballot Enhance or duplicate the ballot so the vote is counted as undervote. If a full recount is conducted, any undervotes that made their way into the write-in pool can be identified and recategorized. A candidate is selected and no name is written -in, but box, oval or arrow is marked. 4� Fred Neal C= John Lindback _ write-in When a candidate is selected and the write-in mark is also filled in, the vote is counted for the selected candidate. It is not an overvote because no name is written -in. Paper Ballot Ignore marks and tally as a vote for the selected candidate. Optical Scan Ballot Enhance or duplicate the ballot so the vote is counted as a vote for the selected candidate. A real or fictitious name is written -in. - Fred Neal Fred Neal John Lindback or John Lindback 4� grevucia gaffes write-in M%ol2et j Mouse write-in When a real or fictitious name is written -in, whether or not the corresponding mark is completed, the vote is counted as a write-in (ORS 254.145(6) states that the elector is not required to place a mark in the voting square corresponding to a name written in a blank space.) The Board shall not attempt to determine whether the name is real or fictitious. If a write-in is questionable, the write-in name provided may be validated against the voter registration file within the district if contest is not landowner qualified. If no such registered voter exists, tally as a miscellaneous vote. For example, if the write-in is Mickey Mouse, Thomas Cruz or John Donovan and if the County Elections Official validates no such active or inactive voter is registered by that name, the write-in may be tallied as miscella- neous or as a candidate. If the non -registered candidate receives the majority of the votes, that name may be certified to the appropriate special district indicating the status of the winning candidate. For example, ORS 255.295(2) states the district will indicate whether the candidate is qualified to hold the office. -).Paper Ballot If the name of a candidate is written -in, count the vote as a write-in -40ptical Scan Ballot If the name of a candidate is written -in, enhance or duplicate the ballot so that the vote is counted as a write-in. continued on next page A candidate is selected and a name is written -in. 41W Fred Neal 41� Fred Neal (= John Lindback or John Lindback _ grevi,da gaffes write-in grevuda gaffes write-in When a candidate is selected and a different name is written -in, it is counted as an overvote. The Board may make a different determination only if the voter added instructions clarifying intent. Paper Ballot If corresponding write-in mark is not completed, count as an overvote. Optical Scan If corresponding write-in mark is not completed, enhance vote so it is counted as an overvote. The write-in line contains a name that is the same as the one that is printed on the ballot for that office. 41W Fred Neal (:= John Lindback _ fired Neal write-in The vote is counted as a vote for the candidate. -).Paper Ballot Tally as a vote for selected candidate. ->Optical Scan Enhance or duplicate so the vote is counted as a vote for the selected candidate printed on the ballot. The printed candidate is selected AND the same name is written -in. 4111� Fred Neal John Lindback -� fired Neal write-in The vote is counted as one vote for the selected candidate. It is NOT an overvote. Paper Ballot Tally as a vote for selected candidate. -)Optical Scan Enhance or duplicate if the oval or arrow is completed so the vote is counted as a vote forthe selected candidate. Comments written -in, including "none of the above" and no candidate is selected. Fred Neal John Lindback 0 Nowe o£the above write-in If the comment does not include a name, the vote is not valid as cast. This vote is counted as an undervote, whether the corresponding mark is completed or not. Paper Ballot Ignore marks and tally as an undervote. Optical Scan Enhance or duplicate so vote is counted as undervote. or Allowthe ballot to be counted as write-in, but tally as undervote if write-ins are tallied. When a candidate is chosen and a comment is written -in, marking or not marking the corresponding box. 4� Fred Neal 4� Fred Neal John Lindback or John Lindback _ ! dow't L%12e awl write-in fired %s great! write-in The vote must be reviewed by the Board to determine the voter's intent. Make adjustments necessary to count the vote as the Board determines. -,,Paper Ballot Ignore marks, hand tally as vote for selected candidate. Optical Scan Enhance or duplicate so vote is as a vote for the selected candidate. WILT 5 business clays Conduct preparatory test of the vote tally equipment for logic and accuracy to before the election ensure that each ballot format, where appropriate, correctly tallies ballots in each electoral contest by precinct. Note in the maintenance log any maintenance performed during the period that occurs after the preparatory test and before the final public certification test. Counties must use the current election ballot stock for the test deck. NLT 5 business days before the election Conduct a public certification test using a selection of precincts, ballot formats and electoral districts from the preparatory test. Send notice of time and place of the first public certification test to required parties. See ORS 254.235. Repeat public certification test of vote tally equipment before counting ballots. Perform exactly the same test as conducted in the previous public certification test. Observers may be present. See ORS 254.485. The ballots shall be transported to the count center in a sealed container when the count center is located in a separate building. Begin counting ballots. Once ballot counting begins, count all ballots before ending Election Day count. The Election Day count need not include: machine -rejected ballots challenged ballots -->write-ins -4ballots in provisional envelopes -4 ballots from other counties -4 reissued ballots --) replacement ballots AReminder The post 8pm Election Day tally in any county may only be suspended with prior approval of the Secretary of State in an emergency situation. Once all ballots are Repeat public certification test of vote tally equipment. counted and reconciled, Use the same selection of precincts, ballot formats and electoral districts as was performed at but before tile fina, the election day public certification test. results of the election are Observers may be present. See ORS 254.485. certified or the vote Remember to distinguish in tally system maintenance log, maintenance performed after the tally system is shut preparatory test and before the final certification test. down Log everything. Certify the results of the test. Within 48 how Begin transferring return ballot envelopes belonging to other counties as appropriate. of receipt and no lha,m the 3rd Minimum standards include: busi= ,.... day f Stamp date on each return envelope. Maintain a log recording the date, county and number transmitted. Fax or email the standardized form notifying other counties of method of delivery and number of ballots being transferred. Mail/Deliver voted ballots using traceable mail delivery service (such as UPS, Priority Mail, FedEx, Click N Ship, etc.) with notification to the home county. Transfer no later than the next business day after receipt. If not delivering in person, all voted ballots delivered to a county must be forwarded within 48 hours of receipt and no later than the 3rd business day following an election. Other states' ballots cast by Oregon voters in other states must not be counted in Oregon. Within 48 hours Begin transferring ballots belonging to other counties that have been deposited in of receipt arld your county's dropsite. no later than the 3rd business Notify the home county of the number of ballots you are forwarding, the date you are day following the forwarding them and the manner in which you are forwarding them (e.g. UPS, election Priority Mail, FedEx, Click N Ship, etc.). The ballots must be sent using a traceable mail delivery service or personal delivery. All voted ballots delivered to a county that are for another county must be forwarded within 48 hours of receipt and no later than the 3rd business day following the election. NLT 10 days aft:,• Resolve all challenged ballots. election Process eligible challenged ballots. Resolve all provisional ballots. Priorto Process eligible provisional ballots. cert ifir; atron Upon completion o. Reconcile the ballots. the ballot count and prior to Compare the number of ballots processed with the return identification ballot envelope counts certification or computer voter history log for the precinct. If the counts do not match, the County Elections Official reconciles the totals to resolve the discrepancies prior to certifying the election results. LT 20 stays aftaer• the File abstract of votes with the appropriate Elections Officials. election LT 30 days 01 Complete calculation of percentage of voter turnout as provided in election OAR 165-007-0130. Determine voter turnout and issue certification of voter participation for measures requiring 50% turnout to be adopted. NLT'the 45th day Post election certification notices of rejected ballot. after the election Notify the voter of the reasons why the voter's ballot was not counted if the ballot was received by the 10th day after the election. The notice shall include information about the reason the ballot was rejected and what the voter could do to ensure that ballots in future elections will be counted. Send a notice to: many voter who has not previously been notified that the voter's ballot was not counted because the voter did not sign the return identification ballot envelope �a voter whose ballot was postmarked on the Friday before the election through Election Day and the ballot was received too late to be counted if the ballot was received within 10 days after the election See Appendix 9 for sample Notices of Rejected Ballot. Seal and store ballots. Seal and store all ballots, including ballots "received too late," provisional and challenged ballots: - For Federal elections -2 years following the election ---> For all other elections -90 days after the last date to contest the election Review Archive Retention Rules—OAR 166-150-0035. Store undeliverables 60 days after the last date to contest the election. Store all other records of the election (working papers, all return identification ballot envelopes, except those unaccepted, and master list of electors) for 2 years or 90 days if not a Federal election. AReminder Consider storing ballots by precinct for recount purposes. Seal and store ballots in secure containers: -3. ballots (voted, counted) defective ballot envelopes (originals of duplicated ballots) -4 rejected ballot envelopes (passed signature verification but not counted for some other reason) unaccepted ballot envelopes (did not get past signature verification step) challenged ballot forms (must remain confidential and be stored separately) Challenged Ballot that is held for further research because there is a question as to the voter's eligibility or because the signatures on the return identification ballot envelope and the registration card do not match. County Elections The county clerk or the county official in charge of elections. Official Defective Ballot Ballots that cannot be accurately tallied by the counting equipment unless enhanced or duplicated. These are found by the inspection boards or are identified by the ballot counting equipment. Duplicate r.._ :: A blank ballot onto which original votes are copied exactly for purposes of counting. A duplicate ballot is created when the original ballot is damaged, is not machine-readable and cannot be enhanced. Duplication Board' Persons performing the task of duplicating ballots. Effective Date of most current information received from the voter or USPS. This date is changed every Registration Date time the county receives an update or request from the voter resulting in a status change for the voter. This date also reflects a change of status from active to inactive, active to cancel, and inactive to cancel for the purpose of completing statutory purges, other than administrative/clerical corrections. If this is an active or inactive record in another county that is more current do not change the effective registration date contact the county with the current record to merge the records. EnhancF The process of modifying an original ballot in order to make it machine-readable, the process includes darkening a vote target so the counting equipment can "see" the vote or "opaquing" a vote target so the counting equipment will not read an extraneous mark or an erasure as a vote. The alterations must be removable so that the original ballot can be restored in the event of a contest of election. HAVA ID A ballot issued to a new registrant to Oregon who fails to provide the Department of Motor Vehicle or Social Security identification number required by the Help America Vote Act of 2002 and would not be qualified to vote on federal offices until those requirements are met. Inspection Board Persons who perform the task of inspecting ballots after the ballots are removed from the secrecy envelopes and before the ballots are counted. Issue Date The date entered into the system to print (now or later) the VNC, or the date a modification was made to the voter record that automatically caused a VNC to be sent. This is the date that shows on the VNC. The original date of registration does not appear on the VNC. Long Term As defined in ORS 253.510 and 253.530, a long term absent elector is a resident of this state Absent Elector absent from the place of residence and: -3� serving in or discharged 30 days or less from the United States Armed Forces or United States Merchant Marine; temporarily living outside the territorial limits of the United States and the District of Columbia the spouse or dependent of a long term absent elector Machine -Rejected Defective ballot that is not machine-readable, including a ripped or torn ballot, a ballot Ballot voted with an instrument that cannot be read by the machine or a ballot with extraneous marks within the read head path. Master list The names of all voters to whom ballots were mailed. The list can be an electronic file or hard copy or return identification ballot envelopes. Non -Affiliated ed An elector who has chosen not to be a member of any political party as indicated on the (NAV) voter registration card. O enin a r g Persons performing the task of removing ballots from the return identification and secrecy envelopes. 0Se,r ;; An individual(s) who has obtained prior approval from the County Elections Official in representing a candidate, measure, PAC, special interest group or Political Party for the purpose of observing the election processes. These individuals are only to observe and may not at any time interfere or interact with elections staff while they are performing their duties and must direct any questions only to a designated supervisory staff person. The County Elections Official may conduct tours and/or access to the public for educational and/or media purposes, not under the same observer classification as noted above. Original First date a voter registers in the state. This date is not modified after entry unless a clerical egistrat on Deaf error is made at the time of entry. Provisional nal allot A ballot that is issued when the eligibility of the voter has not yet been determined or when the County Elections Official issues a ballot to a voter who resides in another Oregon county. Reissrmed Ballot. A ballot that is issued to a voter by the County Elections Official to correct an error in the printing or issuing of an original ballot or to a voter who has updated and had requested a new ballot. Rejected Ballot Ballots that have passed signature verification but which cannot be counted because of other problems. These ballots are discovered during the opening process when boards are removing the contents from the return envelopes. Examples of rejected ballots include return envelopes containing more than one ballot, return envelopes received unsealed containing an unsealed secrecy envelope, etc. These ballots are considered "cast" for purposes of the turnout calculation. Replacement A ballot that is issued upon request from a voter when the original ballot has been Ballot destroyed, spoiled, lost or not received by the voter. Affiliates of a major or minor party and representatives of nonpartisan candidates that Required Pa, t, have notified the County Elections Official that a notice of the first vote tally machine public certification test is desired. Return The envelope issued by the County Elections Official for a particular election and used by the Identification voter to return a voted ballot. Envelope displays voter's name, address, precinct, ballot type and Ballot Envelope other pertinent information and provides a place for voter to sign under oath. Soiled Ballot A ballot that cannot be counted because it is ruined in some way by the voter, it arrives at the elections office with the ballot return envelope and secrecy envelope unsealed, or the signature on the return envelope is not the signature of the voter to whom the ballot was issued. The County Elections Official can issue a replacement ballot for a spoiled ballot but replacement ballots must be voted and returned prior to 8pm on Election Day. Supplemental Ballot An additional ballot that is issued to voters due to a correction in or an addition to the original ballot sent for that election. Transaction late The date of a modification of any kind is made to a voter record in the voter registration module (other than a merge). Unaccepted Ballot Ballots that are not processed beyond the step of signature verification. Includes envelopes with no signature, wrong signature, signature does not match, ballots not returned in return envelope. These ballots are not considered "cast" for purposes of the turnout calculation. Ballot does not arrive before 8pm on Election Day. Vater Nota#sc al Card (VNC) a.k.a. Precinct Memorandum Card (ORS 247.181) Voter Confirmation Card A notice mailed to the elector whose registration appears to be invalid and whose registration (VCC) may need to be updated.(ORS 247.563) RT Ballot type CASS Certified Address Street Service GPC General Postal Card FLAVA Help America Vote Act MLNA Moved Left No Address FAV Non -Affiliated Voter IA National Change of Address CELT Not Later Than OAR Oregon Administrative Rule OCR Optical Character Recognition 0CVR Oregon Central Voter Registration System ORS Oregon Revised Statute USPS United States Postal Service UPS United Parcel Service VBM Vote by Mail VCC Voter Confirmation Card VNC Voter Notification Card VP Voters' Pamphlet Office of Any County Clerk Elections Division Election Observer Rules Check in Procedures 1 All observers must report and sign -in daily at front counter. 2 An "Official Observer" badge will be issued and must be worn at all times. 3 All observers must be escorted by designated election staff to and from designated observer stations. 4 When leaving for the day, return the badge to the front counter. General Rules I, the undersigned, having been appointed as an observer of the (insert election date) process, agree to comply with the following rules: 1 Observers will conduct themselves in a professional manner. 2 Observers will remain silent and not interfere with the activities of Election workers. 3 Observers will address all questions to a designated supervisory staff member and comply with their directions. 4 Observers will wear the "Official Observer" badge at all times while in the ballot processing area. 5 Observers may not handle any ballots or election materials. 6 Observers must keep confidential and not divulge to anyone election results until after 8pm on Election Day. AWarning Violation of these rules may result in removal from the premises and may result in criminal and/or civil penalties as provided for in ORS 260.993 and ORS 260.995. Sample Oregon County Ballot Security .iris sample county Ballot security plan is intended tO provide quiclance to counties—it is not a statement of nrininnum or maximurn requirements. ....................... Oregon County Ballot Security Plan (as of latest revision date) Introduction A security plan must be submitted to the Secretary of State, Elections Division, not later than the 31st of January of each year. Any revisions to the plan must be submitted not later than one business day after the revision is made. The security plan and all supporting documentation is confidential and not subject to public disclosure. All ballots must be carefully secured from their inception in the county's computers, through printing, insertion, to the electors and final storage. This secure process must be followed through ballot reception, verification, inspection and counting. The County Elections Official must include accountability procedures for ballots during the election process. During each phase of the process the County Elections Official must maintain an audit trail for all ballots, whether voted or unused. Copies of all security agreements with outside vendors must be submitted to the Secretary of State as part of the overall security plan. This sample plan provides for security at the various stages of the election process in Oregon County. This sample plan provides a basis for an actual overall county security plan and is intended to be customized to fit each elections juris- diction's needs. II Ballot Security at the Printers The following security procedures are to be implemented to safeguard the ballots during the printing and binding process: -Ballots should be accessible only to authorized personnel while being printed. -All ballots will be typeset using computers that do not allow access by unauthorized users, either on the printer's premises or from the outside. Backup documentation, printed ballots, and depending on the county tally system— any negatives, printing plates and metal plates, must be kept secure. Include accountability methods for: Negatives Printing plates and ballots Audit trail of ballots III Ballot Storage Security All ballots, voted or unused, must be locked in a secure room and accessible to authorized personnel only. IV Ballot Security During Insertion -The secure room must be locked when authorized personnel are not present. - Ballots must be stored in sealed boxes or a secure room until the insertion begins. -Security Agreement with Vendor: provide personnel assuring security on site an Oregon County Elections staff worker shall verify receipt of ballots upon delivery from the printer, first verifying the count of ballots received by style and number ordered page 1 of 3 V Ballot Security During Transport -During transfer from printing vendor, ballots must remain in boxes that are sealed. If applicable, upon arrival to insertion vendor, vendor verifies receiving ballots to be inserted. -After insertion of ballots, ballots are again stored. These are locked in a secure room until mailing. - For counties using a vendor for inserting ballots, ballots are picked up from insertion vendor site by the county or by Postal Service. At that time, the Post Office takes custody of the ballots. - Unused ballots from insertion site are brought back to the County Elections Office by authorized personnel. - Between Post Office and/or Vendor Presort and Elections (for ballots mailed from Elections Division), ensure that all ballot envelopes are sealed or that authorized personnel accompany the ballots to the Post Office or Vendor Presort. - For counties using separate locations for ballot verification and ballot processing, ensure all ballot envelopes are sealed and that authorized personnel accompany the ballots between buildings. -Between Dropsite and Elections: Authorized personnel shall package all voted ballots received in transport carrier boxes provided by the county election office. The boxes shall be securely sealed with seals provided by county elections. Transport between sites shall be provided by two authorized personnel, enforcement or deputized personnel. Transporters shall not stop, park or leave the ballots unguarded while en route to processing, in order to maintain security. If using two elections staff, it is recommended they be of different political parties. VI Ballot Security at Dropsites Secure ballot boxes shall be within sight of an authorized person throughout the hours that the site is open to the public or secured in such a manner as to prevent tampering (e.g. mailbox type installed drop slots that are permanent.). The box shall be removed from public view at end of each site workday, and locked at a secure location assuring the security of the ballots. -When the box is full or at specified times during the election time frame, the ballots that have been turned in shall be removed from the secure ballot box, placed in a secure transport carrier box and forwarded to the county elections office via two authorized personnel or by law enforcement or deputized personnel. The authorized personnel shall have written authorization signed by the election official and show it to the Dropsite personnel for verification prior to turning over the ballots. - Each site shall have a joint security agreement signed by the Drop Site Manager and the Election Official. - Dropsite Security forms must be completed and filed with the Secretary of State. VII Security of Voted Ballots Awaiting Verification -Noted ballots are retrieved from the Post Office on a daily basis or as often as required. Ballots are also removed from official ballot reception boxes as necessary. All problems, such as the ballots with no signatures, are separated and investigated at this time. -While ballots are being processed, access to this space shall be limited to authorized personnel only. See Observers Rules, Appendix 1 of VBM directive. VIII Security of Voted Ballots Verified and Awaiting Inspection -After signature verification, the acceptable voted ballots shall be sorted by precinct (if required by vote tally system), counted and kept in a secured manner and location. All ballots other than accepted voted ballots should be stored in a secure area. page 2 of 3 IX Security of Voted Ballots Opened and Inspected Ballots that have been inspected and are awaiting vote tally are kept in sight of authorized personnel and/or law enforcement or deputized personnel at all times. If ballots cannot be counted by the end of the day, county election officials shall secure ballots until the tally of ballots begins. X Ballot Tally System -A county security plan must contain information specific to the county ballot tally system to ensure computer access security. Only authorized personnel may access the system. -The plan must also contain provisions for the security of offsite storage for systems backup. XI Post Election Security Seal and store all ballots, including ballots "received too late," provisional ballots and challenge ballots in a secure facility accessible only to authorized personnel. X11 Other Security Considerations -Security associated with media relations groups. -Security attimes when ballots are being processed, such as during verification or during processing—access to spaces where ballots are being handled shall be limited to authorized personnel. -Security associated with elections observers: Observers will be limited depending on amount of space. Interested observers must sign and comply with the Election Observer Rules. See for an example—VBM directive, Appendix 1, Observers Rules. XIII Emergency Circumstances -� Include in a county security plan any plans to handle ballot processing and security of such, in the event of various emergency circumstances. page 3 of 3 Sample Replaceupent Balh�-r fleturki.. s;' Ipe, Speciallyd front of sample envelope not to scale Replacement Ballot Return Envelope replacement ballot enclosed back of sample envelope not to scale 1* * *ELECTI� N MAIL 411ftr"Idbl ie tis.",,U/51 ke County Elections Office Address City State Zip Replacement Ballot Return Envelope Voter's Statement Bysigning, 1 certify that: -4 1 am the person to whom this ballot was issued. —3, 1 am legally qualified to vote in the county that issued this ballot. —3. This is the only ballot / have voted this election --> l still live at the address where I am registered to vote. Replacement Ballot Statement By signing this envelope, 1 certify that 1 have requested this replacement ballot. voter's signature Sample eat Ballot front of sample envelope not to scale Ballot Return Envelope ballot enclosed back of sample envelope nottoscale KE:PLAE'EJ11"INT BALLOT *ELECT4(N MAIt 1utYiiirimd nieaAS %oral Service County Elections Office Address City State Zip KETLACTI'MENT BALLOT Voter's Statement By signing, /certify that: 1 am the person to whom this ballot was issued. 1 am legally qualified to vote in the county that issued this ballot. -4 This is the only ballot / have voted this election I still live at the address where l am registered to vote. Replacement Ballot Statement By signing this envelope, I certify that I have requested this replacement ballot. voter's signature Semple Vote by Mail Challenge F"num Vote by Mail Challenge Form FElection Official IC, precinct number C Elector Ilenge number SEL 535 ,,, 1106 ORS 254.415 A dath of Voter Making Challenge print name of person being challenged following reason: ofelector making challenge address of elector making challenge challenged as qualified voter forthe • Reminder Foran election conducted by mail a person's ballot may only be challenged before the ballot is removed from its return envelope for processing. Subscribed and affirmed before me this -day of 20-. signature of County Elections front of sample envelope not to scale back of sample envelope nottoscale election date precinct ballottype voter's name A oEFlGial R * *-,3- *CTIi*I MAIL- County AILCounty Elections Office Address City State Zip Voter's Statement By signing, I certify that: -.). I am the person to whom this ballot was issued. —3, I am legally qualified to vote in the county that issued this ballot. This is the only ballot I have voted this election I still live at the address where I am registered to vote. voter's signature Samplel _ t Any County, Oregon Date of Election Official Sites for Ballot Deposit Security Plan (Dropsites) date/hours transport security/ security other security measures frequency of collection include whether box is supervised and/or(ie. daily supervision of box, security permanently mounted cameras, etc) R WA, wkter" M1,11,1111111 z.,. 10/20-11/6 Mondays, Fridays and Padlock on ballot box; box is Drop box in lobby ofthe Usual Election day in the locked in a secure room in recorder's office in sight of business hours; morning, afternoon and city hall at night by city staff. city staff. 11/7 during 8pm sweep until 8pm 10/20-11/6 Mondays, Fridays and Padlock on ballot box; box is Drop box in lobby of the Usual Election day in the locked in a secure room in recorder's office in sight of business hours; morning, afternoon and city hall at night by city staff. city staff. 11/7 during 8pm sweep until 8pm f�iyrrtip,fil 10/20-11/6 Mondays, Fridays and Padlock on ballot box; box is Drop box in lobby of the Usual Election day in the locked in a secure room in recorder's office in sight of business hours; morning, afternoon and city hall at night by city staff. city staff. 11/7 during 8pm sweep until 8pm � „�=1111-11TWOR�., r r:� 10/20-11/6 Mondays, Fridays and Padlock on ballot box; box is Drop box in lobby of the Usual Election day in the locked in a secure room in recorder's office in sight of city business hours; morning, afternoon and city hall at night by city staff. staff. Drop box monitored at 11/7 during 8pm sweep night by a surveillance camera. until 8pm 10/20-11/6 Mondays, Fridays and Padlock on ballot box; box is Extra long hours, open on Usual Election day in the locked in a secure room in weekends business hours; morning, afternoon and city hall at night by city staff 11/7 during 8pm sweep until 8pm 000* OYRW tri 21:4' 10/20-11/6 Daily Locked box during day; box Drop box unattended at Usual locked in secure room in clerk's courthouse lobby, courthouse business hours; office at night doors staffed by sheriff's 11/7 deputies at metal detecting until 8pm machine. o , Lot of Courthouse 10/20-11/6 Daily Locked and anchored to Ballots may be deposited 24-hour access; the ground. without leaving the car. 11/7 until 8pm old .k ft*— 10/20-11/6 Daily Locked and anchored to Ballots may be deposited 24-hour access; the ground. without leaving the car. 11/7 until 8pm County Elections Official: Date: Sample i fic Signature change has taken place because of age or other factors. If the change is too great, recommend that the subject re -register. Signature 2 should be challenged as a possible forgery. Check the registrations of other registered voters in the household with signature 2. The signatures show differences, but the differences could be attributed to when the signature was made and the age of the writer at the time. Recommend that the subject re -register. 7 Signature 2 should be challenged as a possible forgery. Check the registrations of other registered voters in the household with signature 2. The signatures show differences, but the differences could be attributed to when the signature was made and the age of the writer at the time. Recommend that the subject re -register. Signature 1 displays different capital letters and pre -strokes of lower case letters than signature 2. Take into account the time factor (e.g. signature 1 was written in 1967 and signature 2 was written in 1984). A. a Signature 2 shows a great difference and change from signature 1. Registered subject might have been influenced by calligraphy, etc. or other subject is responsible. Recommend that the subject re -register. Signatures cannot be compared. Signature 1 is handprinted and signature 2 is handwritten. Recommend that the subject re -register and use the signature that he wants recognized as his official voting signature. Notice :f Rejected Ballot Office of Any County Clerk Elections Division Notice of Rejected Ballot Dear Elector, I regret to inform you that your ballot for this past election was not counted. We are providing you this notice so next election you can correctly vote your ballot and your ballot will be counted. Your ballot was not counted for one of the following reasons: You did not sign your return identification ballot envelope and did not respond to our attempt, if any was possible, to contact you; or Your ballot was received after 8pm on Election Day and the postmark indicated you mailed your ballot too late. Please note, if you are not sure you have enough time to mail your ballot we recommend you use an official drop site box to assure your ballot will be delivered in time. Sincerely, County Elections Official 99Sample Presidential Only Ballot Request .. .. FW s...., ... _..,, r....M ...,.. W._ .. Presidential Only Ballot Request Form Complete the questions below as they apply to your situation to help determine the eligibility to count your provisional ballot. 1 Have you previously attempted to register here in this county? O yes O no a If yes, how and where did you attempt to regster? b Did this office return the registration card to you? Oyes Ono c If so, provide reason indicated in the letter or provide a copy of the letter received. 2 Explain any special circumstances regarding your registration (ie. why do you feel you are entitiled to vote in this election even though it is past the registration deadline?) Complete Below for Presidential Only Ballotsly; 417 ORS 247.410 1 Have you moved here from another State? Oyes Ono a If yes, what was the exact day/month/year you moved to the state? b What was the city, county and state you moved from? c What is the city, county and state you moved to? d Have you voted for US President in another state since moving? Primary O yes O no General O yes Ono I attest/affirm that the above is true and correct. signature date signed Sample HAVA Voter Reyisiraivin�,"ficay Letter Office of Any County Clerk Elections Division Voter Name Voter Address Date Dear, County Elections has received your voter registration card. However, we are unable to complete your registration because identification information required under federal law was not included with your registration application. You must provide the required identification information. Until you have provided this required information, your votes on federal offices, including President of the United States will not be counted. You may send in a new registration form including the required information. The federal Help America Vote Act of 2002 now requires individuals registering to vote in federal elections to provide the following identifying information with their registration application: - If you have a current, valid Oregon DMV Driver's License/ID, you must provide that number. - If you do not have a current, valid Oregon DMV Driver's License/ID, you must check the appropriate box on the registration form and provide the lastfour digits of your Social Security number. If you do not have a current, valid Oregon DMV Driver's License/ID or a Social Security number, you must check the appropriate box on the registration form. In addition, if you do not have a current, valid Oregon DMV Driver's License/ID or a Social Security number and you are registering by mail, you must check the appropriate box on the registration form and provide a copy of one of the following: -A current and valid photo identification that shows your name. If an expiration date is provided on the photo identification that identification must not have expired. or -A current utility bill, bank statement, government check, paycheck or other government document that shows your name and address. The address listed must match the residence or mailing address submitted on your voter registration card. This identification must be received in order to complete your registration for the next Federal Election (an election in which a federal candidate is nominated or elected). You may provide this identification: - by mail or -in person at your County Elections Office It is important to act promptly. Please contact our office at XXX-XXX-XXXX if you have any questions regarding this matter. Sincerely, County Elections Official Office of Any County Clerk Elections Division Notice of Incomplete Voter Registration this should be sent if questioning new voter registration cards or updates under ORS 247.174(2) Date Dear, We received your voter registration card in the mail on It was determined upon review of the card that we need further information before we can process this registration. We have determined this for the following reason: Our records indicate that the residence address you listed on your voter registration card is actually a business address. -� Our records indicate that the residence address that you listed on your voter registration does not exist. We have been unable to verify the address as being a valid residence address in our County. Our records indicate that this may be a vacation residence and your permanent residence is elsewhere. -)Other Reaso Oregon law states that a person's residence must be the place in which habitation is fixed and to which, when the person is absent, the person intends to return. Please contact us at XXX-XXX-XXXX or provide us additional written evidence to consider in determining your eligibility. If we do not receive a response from you, it could result in rejection of your voter registration. Sincerely, County Elections Official Office of Any County Clerk Elections Division Notice of Rejection of Voter Registration this should be sent if questioning voter registration per ORS 247.174(2) Date Dear, On (date), the (County name) County Elections Office sent you a letter questioning your voter registration. Since a response was not received, we are rejecting your registration, as authorized by ORS 247.174(2). You may apply to the elections office to request a hearing. The request must be received in our office no later than the 10th day from the date of this notice. We will then notify you of the date, time and location of the hearing. At the hearing, you may present evidence of qualification. Sincerely, County Elections Official Office of Any County Clerk Elections Division Notice of Hearing to Determine Voter Eligibility Per ORS 247.174(3) this should be sent if voter requests a hearing under ORS 247.174(3) Date Dear, We have received a request from you for a hearing to determine your qualifications as a voter in (County name) County. Below is the date, time and location of the scheduled hearing. At this hearing, you may present evidence of qualification. Attached to this notice is a list of factors that can be considered in determining residency for a person. if upon conclusion of the hearing, it is determined that you are qualified, your registration will be processed. The hearing is scheduled for: at a.m./p.m. The location of this hearing will be: If you have any questions, please call our office at XXX-XXX-XXXX. Sincerely, County Elections Official Office of Any County Clerk Elections Division Voter Registration Inquiry this should be sent if questioning voter registration as authorized under ORS 247.195 Date Dear, In reviewing our records, it appears that the residence address listed on your voter registration card may be inaccurate. Listed below is the information we show on your voter registration. If your name, residence address, mailing address, or political party has changed, you must update your registration. A voter registration card is enclosed for that purpose. If this information is correct, please sign the statement at the bottom of this letter and return this letter to us. If we do not receive a response from you by (not later than the 20th day from the date of this notice), this may require further review and could result in your voter registration either being rejected or cancelled. Name: Residence: Mailing Address: Political Party: O By marking this circle and signing below, I certify that my name, address, and political party shown are correct. signature date Office of Any County Clerk Elections Division Notice of Hearing to Determine Voter Eligibility Per ORS 247.195(2) this should be sent if questioning voter registration as authorized by ORS 247.195(1) Date Dear, On (date), the (County name) County Elections Office mailed you a letter inquiring into the validity of your registration. Because we have not received an adequate response from you, a hearing will be scheduled so that you may present evidence of qualification. Attached to this notice is a list of factors that can be considered in determining residency for a person. If upon conclusion of the hearing, it is determined that your registration is not valid, your voter registration will be cancelled. The hearing is scheduled for: at a.m./p.m. The location of this hearing will be: If you have any questions, please call our office at XXX-XXX-XXXX. Sincerely, County Elections Official Elections [division 255 Capitol St NE Suite 501 Salem, Oregon 973103 phone 503 986 1518 fax 503 373 7414 web vvww,sos.state.or.us EXHIBIT D Vote by Mail Frequently Asked Questions In 1998 Oregon voters overwhelmingly passed a ballot measure directing elections be conducted by mail, commonly called Vote by Mail. This replaces traditional polling place elections. What is Vote by Mail? Vote by mail is a method of distributing ballots for an election. Instead of using traditional polling places where voters go to cast ballots on election day, a ballot is mailed to each registered voter. The ballot is then voted and returned to the county election office to be counted. If you need a private, secure place to mark your ballot, contact your county election office. Every county provides privacy booths where you can mark your ballot. Usually, you can drop off your completed ballot at the same location. Why are elections conducted by mail? The major reasons to conduct an election by mail include: • Increases voter participation • Removes barriers that can keep people from getting to the polls • Allows more time for people to study issues and candidates before marking the ballot • Has built-in safeguards that increase the integrity of the elections process • Saves taxpayer dollars As a registered voter, what do I have to do? If your registration is current, your ballot packet will automatically be mailed to you. Inside the packet you will find the ballot, a secrecy envelope and a return envelope. Once you vote the ballot, place it in the secrecy envelope and seal it in the pre -addressed return envelope. Be sure to sign the return envelope on the appropriate line. After verifying that the return envelope has your name and current address, simply return the ballot either by mail or at a designated drop site. When are the ballots mailed to the voters? In Oregon, ballots will be mailed any time between the 14th and 18th days before an election. I will be out of town when ballots are mailed. How do I get a ballot? Absentee ballots are available 45 days before the election. You may request an early absentee ballot from your county election official either in person, by mail, or by fax. You will need to include your name, residence address and, if different, your mailing address. What if my ballot doesn't come? If you have not received your ballot within a week after they are mailed, call your county election office. They will check that your voter registration is current. If it is, they will mail you a replacement ballot. What if I have moved and have not updated my registration? If you are registered to vote by the 21 st day before the election but now have a different address, you may contact the county election office. They will instruct you as to available options. How do I get information about the candidates and issues? You will receive a voters' pamphlet from the Secretary of State for all statewide elections. Many counties also produce a local voters' pamphlet which is either included with the state pamphlet or mailed separately. In special elections, the county may include the pamphlet with the ballot. What if I make a mistake? If you make a mistake, you may call your county election office and request a replacement ballot. One will be mailed to you provided the request is received with sufficient time for mailing. Otherwise, you may pick up a replacement ballot in person at your county election office. Your ballot has been cast as soon as you deposit it in the mailbox or at a drop site. After that, you cannot receive a new ballot to re -vote. Do I have to return my ballot by mail? You have the choice of mailing your ballot or returning it to any county election office or any designated drop site in the state. The times and locations of drop sites are published by and available from your county election official. How much postage is required to mail my ballot back? Your voted ballot can usually be returned without extra postage. In those instances where additional postage is necessary, it will be clearly indicated on the ballot materials. When must the voted ballot be returned? The voted ballot must be received in any county election office or designated drop site by Bpm on election night. Postmarks do not count. How do I know if my ballot is received? You may call your county election office and ask if they received your ballot. A record is kept showing each voter whose ballot has been returned. Can anyone find out how I've voted once I mail my ballot? No. All ballots are separated from the return envelope before the ballots are inspected. This process ensures confidentiality. Will my vote still count if I forget to put my ballot into the secrecy envelope? Yes, the ballot will still be counted. Can the public watch the election process? All steps of the process are open to observation by the public. The major steps include: • Preparation for mailing (about one month before the election). • Ballot reception and signature verification (during the two weeks before the election). • Opening envelopes and preparing ballots to be counted (usually starts 5 days before the election date). • Counting ballots (election day). When will election results be known? Ballot counting cannot begin until election day. Initial results are released at 8pm election night and will continue to be updated through the evening until all ballots have been counted. What if I have more questions? Call your county elections official. Each office will be more than happy to assist you. Exhibit E l5 10 15 EJectorate, in millions N0,75,xiol, "-"p,," �'PUR�T I J'S C 20 A look at voter turnout by state By Chris Morris, Alex Richards; Monday, Aug. 10, 2009 12 a.m percentage .f eligible voters xh. ted 0 Voted in 2008 general election Eligible, but did not vote Minnesota )!-, District of Columbia 14 1 Nevada turnout in general elections oeigL,)e vot,- 1�§SGS}nS?Ei 71 New flaRIPSNTe 71 59.0% 59.9% Loui&iana TO Iowa 70 missii-sippi .70 44T% 42.6% vilginia ft �' 37.0% Colorado 68 Mwyiand 68 South Dakota 68 N"i ch�dn 68, Oregon jr 804 NorthCatoliqa 67 C12 G C a North Dakota 61 I 2008 general election turnout, Rhe,de Wand 67 by race/ethnicity Kebraska 67 p', " - fe v ,'er' Delaware 67 Whitt otri-hi&pank. Black Connecticut 67 Massachusevs 61 Washington 67 O 62.5% 77.1% Missouri 66 South Carolina 66 Asian Hispanic Ohio :v Montana 65 29.8% Alaska 65 Wrrnont 65 "Alywimg; 64 GOtgij 64 N evv Jersey 64 United States average: 63.6% f.orAa 61,4 ca=ifcwsda 63 Kansas 63 Kentucky 63 111inuis 63 New'N'lexico 163■ Xabaria 62 Permsylvarfla 62 Idaho 61 Navada 60 Arizona 60 New York 59 Oklahma 59 Texas Si lennessee "6 Arkansas 54 tAr'Est Virginia 53 Utah 53 Hawaii 52 l5 10 15 EJectorate, in millions N0,75,xiol, "-"p,," �'PUR�T I J'S C 20 File: Ex F - Statewide stats.xls EXHIBIT F STATEWIDE VOTER STATISTICS Year Total Reg. Voters Total Turn Out % Absent. Turn Out Over - seas Turn Out 1 st Congre tional 2nd Congre- tional Presi- dential 2010 Primary 684,481 293,016 42.8% 129,980 24 20 4 General 690,748 385,464 55.8% 163,277 79 60 19 2008 Primary 667,647 246,299 36.9% 95,042 228 123 105 General 691,356 456,064 66.0% 175,526 827 459 368 2006 Primary 655,741 276,693 42.2% 102,349 161 104 57 General 662,728 348,988 52.7% 118,823 237 145 92 2004 Primary 626,120 248,731 39.7% 79,276 105 74 31 General 647,238 431,662 66.7% 133,782 459 272 185 2002 Primary 667,679 274,517 41.1% 69,544 2 2 General 676,242 385,462 57.0% 110,049 2000 Primary 629,162 250,848 39.9% 49,192 15 13 2 General 637,349 371,033 58.2% 73,070 80 59 20 1 1998 Primary 582,558 291,069 50.0% 46,982 General 601,404 412,520 68.6% 70,345 1996 Primary 531,892 275,548 51.8% 37,695 6 3 3 General 544,916 370,230 67.9% 56,532 76 42 34 1994 Primary 468,739 309,700 66.1% 38,863 3 2 1 General 488,889 377,011 77.1% 53,843 3 2 1 1992 Primary 432,723 251,576 58.1% 231,134 6 3 3 General 464,495 382,882 82.4% 40,539 89 58 27 4