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Home My WebLink AboutRES 507 Draft 01 2012-2014OFFICE INFORMATION ONLY Meeting: Council October I, 2014 Action: Withdrawn by Introducer (Ford) Re: Res 507-14; Comm. 1006 (2012-2014 term) COUNTY OF HAWAII RESOLUTION NO. STATE OF HAWAII 507 14 A RESOLUTION REQUESTING THAT THE HAWAII STATE ASSOCIATION OF COUNTIES SUPPORT LEGISLATION TO ESTABLISH "VOTE BY MAIL" FOR ALL FEDERAL, STATE, AND COUNTY, PRIMARY, GENERAL, AND SPECIAL ELECTIONS IN THE STATE OF HAWAII. WHEREAS, in the 2010 and 2012 General Elections, the state of Hawaii was ranked 51 out of 50 states and the District of Columbia in voter turnout (Exhibit A); and WHEREAS, the 2014 Primary Election had 697,033 registered voters, and 23.5% voted absentee and walk-in. This was a 14.92% increase from the 2012 election; and WHEREAS, the Help America Vote Act (HAVA) of 2002 established new mandatory minimum standards for states to follow in several key areas of election administration. The law provides funding to help states meet these new standards, replace voting systems and improve election administration. HAVA also established the Election Assistance Commission (EAC) to assist the states regarding HAVA compliance and to distribute HAVA funds to the states. EAC is also charged with creating voting system guidelines and operating the federal government's first voting system certification program. EAC is also responsible for maintaining the National Voter Registration form, conducting research, and administering a national clearinghouse on elections that includes shared practices, information for voters and other resources to improve elections. HAVA requires that the states implement the following new programs and procedures: • Provisional Voting • Voting Information • Updated and Upgraded Voting Equipment • Statewide Voter Registration Databases • Voter Identification Procedures Administrative Complaint Procedures; and WHEREAS, in August 2014, Hurricane/Tropical Storm Iselle made landfall on the islands of Hawaii and Maui, bringing high winds, hurricane speed gusts, and heavy rains that devastated many areas of Puna and also causing damage in parts of Ka`u. This resulted in the closure of two precincts in Puna on Primary Election Day and disenfranchisement of many of the voters in Puna who could not get to the polls on August 9, 2014. A "make-up" election was then held in only one location on Friday, August 15, 2014, even though the district of Puna was still in survival mode, many people could still not get out of their neighborhoods, and only voters in the two precincts that were closed on August 9, 2014, were allowed to vote. This led to many complaints of disenfranchisement; and WHEREAS, the County of Maui was reported to have "mislaid" 800 ballots that were not counted until August 15, 2014; and WHEREAS, the state of Oregon has conducted Vote By Mail elections since 1998. The 2004 Oregon election was one of the most contentious and closely scrutinized elections in Oregon history, and Oregon had the third highest voter turnout in the nation at 86.48% of registered voters. Oregon was the only state without same-day voter registration to place in the top five for voter turnout, and among states where same-day voter registration is not allowed, Oregon had the highest voter turnout. The elections ran smoothly, with no improper counting, no voter suppression or intimidation, and no mismanagement. Fears that Vote By Mail is vulnerable to widespread fraud were again proven unfounded. It is very clear that Vote By Mail is a successful, fraud -free, and voter -friendly model for an election administration. In 2008, Oregon achieved 85.7% voter turnout; and WHEREAS, Vote By Mail maximizes voter convenience because voters do not have to stand in lines at the polls, abandon long lines at the precinct in frustration, take time off from work, drive in bad weather to precincts, wait for their turn at a limited number of polling booths, or miss the opportunity to vote on election day due to illness, personal emergency, or natural disasters; and WHEREAS, Vote By Mail reduces fears of fraud since the signature required to submit a secret ballot can be verified to ensure that each voter is who he or she claims to be; and WHEREAS, Vote By Mail improves accuracy of voter rolls because mailed ballots are not forwarded by the United States Postal Service but instead are returned to the county office of elections where voter rolls are kept and prevents risk of inappropriate purges; 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 2 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 elections can cost one-third less than elections that utilize polling places, since fewer personnel are required to coordinate, manage, and carry out the election; and WHEREAS, Vote By Mail increases voter participation because even small local elections see increased turnouts when voters are provided with an easy and convenient way to vote. With several weeks in which to conduct get -out -the -vote activities, there is greater opportunity to remind voters to mail their ballot in plenty of time; and WHEREAS, Vote By Mail allows for a more informed voter, as the voter can think about choices while sitting at home using a Voters' Pamphlet and other information that the voter may want to use to make reasoned decisions; and WHEREAS, change often frightens people and the fear of extending the potential of voting to a larger voting population increases fear. While it is the business of government to empower more people to vote, Professor James D. Moore, a professor of political science at the University of Portland said, "Controlling who votes is fundamental in politics... every change made to election rules alters to some degree, the voting population... That's why, throughout our country's history, `blood has been shed' over extending the vote ---to women, to blacks, to 18- year-olds and to the poor." The poorest people in Hawaii County may not have transportation to the precincts, may be working at so distant a location from their precinct that the normal two- hour allowance by employers may not be sufficient time to return to their precinct, or public transportation may not be running in a timely manner for every voter; and WHEREAS, in some parts of the United States of America, partisan elections offices have intimidated voters by insisting on government -issued identification with a photograph before allowing the voter to vote, or used other illegal tactics to prevent voter turnout; now, therefore, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that the Hawaii State Associations of Counties is requested to support legislation to create a Vote By Mail system of voting for all federal, state, and county primary, general, and special elections based on the State of Oregon Vote By Mail program as the exclusive method for casting ballots in the State of Hawaii beginning with the 2016 Primary election and all other elections thereafter. 3 BE IT FURTHER RESOLVED that the Vote by Mail system utilize the State of Oregon "Vote By Mail Procedures Manual" as attached hereto as Exhibit C. BE IT FURTHER RESOLVED that the Hawaii County Council finds that the proposed bill attached hereto and labeled Exhibit B will satisfy the needs of State of Hawaii for a Vote By Mail system. BE IT FINALLY RESOLVED that the County Clerk shall forward copies of this Resolution, the Voter turnout by States marked as Exhibit A, the proposed bill marked as Exhibit B, and the Oregon Vote By Mail Procedures Manual marked as Exhibit C to the Hawaii State Senate and the Hawaii State House of Representatives, and to the Chief Election Officer for the State of Hawaii. Dated at , Hawai`i, this day of , 20 INTRODUCED BY: lj;e� 1�� 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 County of Hawaii on ATTEST: ROLL CALL VOTE Reference: C-1006/GREDC COUNTY CLERK CHAIRPERSON & PRESIDING OFFICER RESOLUTION NO. 507 14 4 AYES NOES ABS EX EOFF FORD ILAGAN KANUHA KERN ONISHI POINDEXTER WILLE YOSHIMOTO Reference: C-1006/GREDC COUNTY CLERK CHAIRPERSON & PRESIDING OFFICER RESOLUTION NO. 507 14 4 EXHIBIT A The states with the highest and lowest voter turnout in 2012 — Washington Post, March 12, 2013 Minnesota 761% 1 (1) Missouri 631% 18 (7) Rhode Island 58.6% 35 (31) Wisconsin 73.2% 2(2) New Jersey 62,6% 19(19) Kansas 58.1% 36 (28) Colorado 71.1% 3(5) Delaware 62.0% 20 (37) Nevada 57,2% 37 (43) New Hampshire 70.9% 4(4) Connecticut 61.5% 21 (14) South Carolina 57,1% 38 (42) Iowa 70,2% 5(6) North Dakota 61.1% 22 (23) Utah 56,0% 39 (48) Maine 69,2% 6(3) Louisiana 61.0% 23(32) Indiana 56.0% 4Q (38) Virginia 66.9% 7(11) Idaho 60.9% 24 (27) California 5549% 41 (33) Maryland 66.8% 8(12) Vermont 60.9% 25 (18) Kentucky 55,9% 42 (40) Massachusetts 66.6% 9(20) Nebraska 60.8% 26 (3Q) New Mexico 54.9% 43 (39) Michigan 65.3% 10 (8) Mississippi 60.3% 27 (35) New York 53,6% 44 (41) North Carolina 65.2% 11 (21) South Dakota 60,1% 28 (25) Arizona 533% 45 (46) Ohio 65.2% 12 (16) Pennsylvania 59.9% 29 (26) Tennessee 52,6% 46 (44) Washington 65,0% 13 (15) Alabama 59.5% 30 (34) Arkansas 51.0%0 47 (49) Oregon 643% 14 (9) Illinois 59.3% 31 (29) Texas 50.1% 48 (47) Montana 63.6% 15 (17) Wyoming 593% 32(24) Oklahoma 49.6% 49(45) Florida 64,0% 16(13) Alaska 59,2% 33 410) West Virginia 46,8% 5,0(50) DC 633% 17 (22) Georgia 58-7% 34 (36) Hawaii 44.5% 51 (5 1) Source: U.S. Elections Project. The table ranks states by total ballots cast as a percent of eligible voters in the 2012 general eled ons (sec- meth oddoggy page 4). 2008 turnout rank k is in parenthesis. EXHIBIT B Report Title: Voting; Vote by Mail Description: Establishes a Vote By Mail election program for all federal, state, and county primary, general, and special elections in the State of Hawaii, and makes an appropriation for a Vote By Mail program. THE SENATE S.B. NO. TWENTY- LEGISLATURE, 2015 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 2014 Primary Election, an anticipated hurricane and other severe weather conditions prevented many voters from reaching the polls on Neighbor Islands. However, Vote By Mail is becoming increasingly popular. 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 in the State 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: "Chapter _ 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. 2 "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 major 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) Vote By Mail elections shall be conducted by the chief election officer for all federal, state, and county, primary, general, and special elections based on the State of Oregon Vote By Mail program for the State of Hawaii as the exclusive method for casting ballots in the State of Hawaii beginning with the 2016 Primary election and all other elections in future years. (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 State 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 drop -sites throughout the counties to equal one drop - site for approximately 40,000 registered voters. (The total number of dropsites, including the offices of elections, shall be the approximate number of registered voters divided by 40,000.) 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 (NAVA). § -3 Procedures for conducting Vote By Mail. (a) Except as provided in subsections (b) and (c), the county clerk shall mail by non-forwardable 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 $ ._ 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; 3 (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 major 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 non-forwardable 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 non-forwardable 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. 4 (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 State 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 State 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. § -8 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. 7 § -11 Contests for cause. (a) A contest for cause maybe 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 State 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 all fiscal years beginning with 2016 and including all future elections for the purpose of implementing and administering the Vote By Mail 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, 2015. EXHIBIT C Vote. r by Mail State of Oregon Bill Bradbury Secretary of State Salem, Oregon A ;.;,. :. Vote. r by Mail State of Oregon Bill Bradbury Secretary of State Salem, Oregon Table of Contents Letter from the Secretary of State County Election Offices How Vote by Mail Works 3 Frequently Asked Questions 4 Facts & Figures 6 Candidate Deadlines 8 Schedule of Campaign Finance 9 Accounting Periods & Filing Deadlines Oregon Vote by Mail History 10 For administrative rules governing vote by mail elections, visit the Secretary of State's website: www.arcweb.state.or.us and access Chapter 165 of the Administrative Rules. For Oregon laws relating to elections, visit the Legislature's website: www. leg, state. or. us/ors and access Chapter 254. iu .la�. ma W STATE OF OREGON SECRETARY OF STATE 136 STATE CAPITOL SALEM, OREGON 97310-0722 On November 7, 2000, Oregon will become the first state in the nation to conduct a presidential election entirely by mail. This will be yet another "first" for vote by mail in Oregon. This brochure is intended to explain the ins and outs of Oregon's pioneering vote by mail program. We have included general information such as a brief history of Oregon's progression toward an entirely vote by mail system, how vote by mail works, a list of frequently asked questions, vote by mail facts and figures and candidate information with deadlines for the 2000 elections. Oregon's history with vote by mail has proven time and again that the system raises voter participation, decreases costs and increases the overall integrity of the election process. It is a system that the vast majority of Oregonians love, having been adopted by the voters in 1998 with nearly 70 percent in favor. No discussion of vote by mail could be complete without an acknowledgement of the efforts of two of my predecessors who have made our system possible. Secretary of State Norma Paulus, who conducted the first mail - in elections, and Secretary of State Phil Keisling, whose efforts helped make all vote by mail elections a reality. Over the past 19 years, Oregon has conducted hundreds of local and several statewide vote by mail elections, In January 1996, Oregon gained national attention by holding a statewide special election to elect the country's first United States senator by mail. Oregon's vote by mail system will again be the focus of national attention in 2000 as we help to elect a new president using the mailbox. I invite you to also browse the Secretary of State's web page for additional information at www.sos.stateor.us. Sincerely, Bill Bradbury Secretary of State Oagon's scenic beau[v. County Election offices COUNTY PHONE FAX Baker 541/523-8207 541/523-8240 Benton 541/766-6756 541/766-6757 Clackamas 503/655-8510 503/655-8461 Clatsop 503/325-8511 503/325-9307 Columbia 503/397-7214 503/397-7266 Coos 541/396-3121 541/396-4861 Crook 541/447-6553 541/416-2145 Curry 541/247-7011 541/247-6440 Deschutes 541/388-6546 541/389-6830 Douglas 541/440-4252 541/440-4408 Gilliam 541/384-2311 541/384-2166 Grant 541/575-1675 541/575-2248 Harney 541/573-6641 541/573-8370 Hood River 541/386-1442 541/387-6864 Jackson 541/774-6148 541/776-7028 Jefferson 541/475-4451 541/475-4454 Josephine 541/474-5243 541/474-5246 Klamath 541/883-5134 541/885-6757 Lake 541/947-6006 541/947-6015 Lane 541/682-4234 541/682-2303 Lincoln 541/265-4131 541/265-4950 Linn 541/967-3831 541/926-5109 Malheur 541/473-5151 541/473-5523 Marion 503/588-5041 503/588-5383 Morrow 541/676-9061 541/676-9876 Multnomah 503/988-3720 503/988-3719 Polk 503/623-9217 503/623-0717 Sherman 541/565-3606 541/565-3312 Tillamook 503/842-3402 503/842-1599 Umatilla 541/278-6254 541/278-5467 Union 541/963-1006 541/963-1013 Wallowa 541/426-4543 541/426-5901 Wasco 541/296-6159 541/298-3607 Washington 503/846-8670 503/693-4854 Wheeler 541/763-2400 541/763-2026 Yamhill 503/434-7518 503/434-7520 Secretary of State Elections Division 503/986-1518 503/373-7414 page 2 How Vote by Mail Works Vote by mail (VBM) packets are mailed to all eligible voters. Each packet contains a secrecy envelope, ballot return envelope and ballot. Ballots cannot be forwarded. Those ballots that are undeliverable are returned to the county election office, Any time after the ballots are mailed, if a regis- tered voter has not received a ballot, the voter may call the county election office and request a replacement ballot. If the voter is qualified, the ballot will immediately be mailed. Each ballot is checked upon return to its respective county election office. • Outer envelope signatures are verified using an electronic signature on computer, or by com- paring each signature by hand to the most current registration on file. *Voter signatures are verified on each return envelope. If a signature cannot be verified, the ballot is set aside for further investigation. If the envelope is not signed, an effort is made to contact the voter. • Once verified, the ballots are sorted by precinct. All outer envelopes are kept sealed until the Thursday before the election. The county election boards begin opening the outer envelopes, one precinct at a time. • The secrecy envelope is separated from the outer envelope. • Outer envelopes are retained by precinct and serve as the "poll book." • The secrecy envelope is opened. Election boards unfold and straighten the ballots. • Each ballot is pre -inspected to check for irregularities and prepared for the tallying process. Ballots are held for counting until election day. Counting of ballots begins on election day. The first results are released after 8:00 p,m. Nearly all ballots will be tallied immediately following the close of the election. page 3 )regon's bountiful products... 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 ballots can be voted. Usually, you can drop off your completed ballot at the same location. Why are elections conducted by mail? • 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. • Saves taxpayer dollars. • Has built-in safeguards that increase the integrity of the elections process. 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 you 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 14i1 and 18t1 days before an election. I will be out of town when the 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 were registered to vote by the 2151 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 local elections, the county may include a county pamphlet with the ballot. page 4 Frequently Asked Questions 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. Other- wise, 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 avail- able from your county election official. How much postage is required to mail the ballot back? Your voted ballot can usually be re- turned 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 necdvedin any county election office or designated drop site by 8:00 p.m. on election night. Postmarks do not count. How do I know my ballot was 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. 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 8:00 p.m. 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 election official. Each office will be more than happy to assist you. page 5 From the forests to the rivers... anw-WWOLIMM Oregonians like • Sixty-nine % of ballots cast in 1998 for vote by mail Ballot Measure 60 voting by mail were "yes" votes. • Measure 60 passed with a clear majority in each of Oregon's 36 counties. VBM increases *Vote by mail mobilized those already predisposed to vote to turn out at turnout and results higher rates, as found in a University of Michigan study in 1998. in more citizens • Participation is higher in elections conducted by mail, having a stake in have to sit with spouses, friends, co-workers and children to discuss their government 1994 Regular Primary Poll 38.0% 1995 Special Senate Primary VBM 57.9% 1996 Presidential Preference VBM 57.6% 1996 Regular Primary Poll 28.4% • Some of the most ardent supporters of VBM are busy parents who no longer have to squeeze voting in between soccer practice, fixing dinner and helping with schoolwork. • Drop sites are also provided for voters in each county where a sealed mail ballot may be deposited, rather than mailed. These sites are open until 8 p.m. election night. VBM results in • When a voter receives a ballot in the mail two weeks before an election, more thoughtful it is a tangible reminder that an election is imminent. voting, enhancing • One of the most often cited benefits of VBM is the opportunity voters the democratic have to sit with spouses, friends, co-workers and children to discuss process the issues and contests on the ballot. -Another cited benefit is a chance to consult the voters' pamphlet while marking a ballot. Many voters find contests and measures on the ballot that they were not expecting. At the polls, this circumstance may have forced voters to make an uninformed choice. VBM offers greater • Each voter must seal the marked ballot and return it to the procedural integrity elections office in a signed "ballot return envelope." Each signature must match the original on the voter's registration card before the ballot can be counted. This safeguard was not in place for poll elections in Oregon. *VBM elections provide increased validity of voter registration addresses, as ballot envelopes cannot be forwarded if they are not properly addressed. Any envelope not properly addressed is returned to the county election office. • In a VBM election, fewer temporary workers are required and all ballot preparation is done under the close supervision of the election clerk — a precaution logistically impossible in a polling place election. page 6 VBM does not favor •A 1998 University of Michigan study found that there was no direct either of the major impact of VBM on the mobilization or retention of Democrats more than political parties and Republicans, or vice versa, in the political process. negates fears of • Oregon has prosecuted only four cases of fraud since VBM's inception. undue influence •A study conducted by an Oregon political scientist in 1984 found no evidence of illegal influence. A 1996 study found less than 1/1011 of one percent felt pressured to vote a certain way. VBM benefits voters As VBM ballots are received in election offices, counties match the signatures on the outer envelopes with the voter registration card on file, using either an automated signature database or manually checking the voter registration card. These signatures serve as a virtual `poll book.' Even though the ballots are neither opened nor counted at this time, candidates are still able to access data as to who has and has not voted on a day-to-day basis for two weeks prior to the election. VBM saves • The total election cost in the 1998 primary election was $3,396,272. The total taxpayer dollars election cost in the 2000 primary election was $2,812,481, saving Oregonians $583,791. • Reductions in the number of temporary staff needed for polling place work account for the majority of these savings. 100% 80% 0% Primary 1996 General 1996 ❑ % Registered Absentee ❑ % Absentee Ballots Returned ■ % Absentee Ballots Cast page? Number of Registered Absentee Voted Election Registered Absentee Ballots Absentee Voters Returned in Election Primary 1996 1,851,499 20% 66% 36% General 1996 1,962,155 39% 88% 48% Primary 1998 1,909,798 41% 52% 63% General 1998 1,965,736 47% 73% 58% 100% 80% 0% Primary 1996 General 1996 ❑ % Registered Absentee ❑ % Absentee Ballots Returned ■ % Absentee Ballots Cast page? 1111111q • •. --.• !11 - • State Capitol at night. Major Party Candidate Filing Deadline 2000 Primary Election 5:00 p.m., March 7, 2000 Candidates Other than Major Party Filing Deadline 2000 General Election 5:00 p.m., August 29, 2000 State Voters' Pamphlet Filing Deadlines 2000 Elections Primary Election 5:00 p.m., March 9, 2000 General Election 5:00 p.m., August 29, 2000 page 8 Schedule of Campaign Finance Accounting Periods Filing Deadlines: 2000 Primary and General Elections Only Required Reports May 16, 2000 Primary Election November 7, 2000 General Election 111 Pre -Election Report* Accounting Period From: * From: * May 14, 2000 To: April 6, 2000 To: September 28, 2000 Filing Period NST: April 7, 2000 NST: September 29, 2000 May 15, 2000 NLT: April 17, 2000 NLT: October 9, 2000 New Transaction Deadline May 16, 2000 Accounting Period November 7, 2000 2nd Pre -Election Report From: October 30, 2000 To: Accounting Period From: April 7, 2000 From: September 29, 2000 June 6, 2000 To: May 7, 2000 To: October 29, 2000 Filing Period NST: May 8, 2000 NST: October 30, 2000 July 14, 2000 NLT: May 11, 2000 NLT: November 2, 2000 New Transaction Deadline June 9, 2000 December 4, 2000 Supplement to 2nd Pre -Election Report** Accounting Period From: May 8, 2000 From: October 30, 2000 To: May 14, 2000 To: November 5, 2000 Filing Period NST: May 8, 2000 NST: October 30, 2000 NLT: May 15, 2000 NLT: November 6, 2000 Post Election Report Accounting Period From: May 8, 2000 From: October 30, 2000 To: June 5, 2000 To: November 27, 2000 Filing Period NST: June 6, 2000 NST: November 28, 2000 NLT: June 15, 2000 NLT: December 7, 200 New Transaction Deadline July 14, 2000 January 5, 2001 Supplement to Post Election Report*** Accounting Period From: November 28, 2000 To: December 31, 2000 Filing Period NST: January 2, 2001 NLT: January 5, 2001 Supplemental Report**** Accounting Period From: June 6, 2000 From: November 28, 2000 To: September 1, 2000 To: September 1, 2001 Filing Period NST: September 2, 2000 NST: September 2, 2001 NLT: September 11, 2000 NLT: September 10, 2001 New Transaction Deadline October 10, 2000 October 9, 2001 Abbreviations: NST means Not Sooner Than and NLT means Not Later Than ** The accounting period begins on the date the first contribution is received or the first expenditure is made, whichever is sooner, or on the day following the last day of the accounting period for a post-election or supplemental report filed for a previous election. If a candidate, principal campaign committee or political committee receives $500.01 (or more) in aggregate contributions from one source during the period beginning on the 81' day before the election and ending on the god day before the election, the candidate, principal campaign committee or political committee must file a supplement to the 2"d pre-election report which discloses all contributions which exceed an aggregate of $500 during this accounting period. If a candidate, principal campaign committee or political committee affiliated with a candidate for the offices of Governor, Secretary of State, Attorney General, State Treasurer, Commissioner of the Bureau of Labor and Industries, State Senator or State Representative or a political committee affiliated with a political party, caucus of either house of the Legislative Assembly receives $500.01 (or more) in aggregate contributions from one source during the period beginning the 2111 day after the election and ending on December 311`, the candidate or principal campaign committee must file a supplement to the post-election report which discloses all contributions which exceeded an aggregate of $500 during this accounting period. A candidate or political committee who was active in the primary election and will be continuing their account to the general election does not need to file a supplemental report during the even -numbered year. The ending balance of the post-election report for the primary election must be the beginning balance for the first pre-election report for the general election. page 9 40k� ,Uicer w: , IaNm INYpuRi "VU Oregon Vote by Mail (VBM) History "o, U, 'wh