Transcript Evolution: Voting by mail - Utah Municipal Clerks Association

EVOLUTION: VOTING BY MAIL
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UMCA Spring Conference
April 16, 2010
Springdale, UT
PANELISTS
Fay Cope – Springdale Town Clerk
 Melanie Abplanalp – Washington Co. Election Clerk
 David Ence – Kanarraville Town Clerk
 Elaine Harris – Rockville Town Clerk
 Nancy Leigh – Brian Head Town Clerk
 Karri Olds – Virgin Town Clerk
 Fran Rex – Leeds Town Clerk
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THE LAW
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20A-3-302
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Precinct(s) smaller than 500 registered voters
County Commission makes the determination 60 days
before the election
Ballots are mailed with a statement that there is no
polling place for the election, instructions for voting, and
a colored warning
County clerk verifies the signatures and contacts voters
with questionable signatures
If signature can’t be verified, the ballot is disqualified
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ORDINANCE REQUIRED – SAMPLE
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AN ORDINANCE CHANGING THE FORM OF ELECTION FOR MUNICIPALITY TO A BY-MAIL (ABSENTEE BALLOT)
PRECINCT
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WHEREAS, ____________Municipality___has conducted its municipal election in the paper ballot form requiring
poll workers and election judges in order to conduct a municipal election; and
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WHEREAS, the __________________County Commission has authorized a by-mail (absentee ballot) precinct to
be established in municipality ,Utah because there are under 500 registered voters in the precinct, as per Utah Code
Annotated 20A-3-302; and
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WHEREAS, the Municipality, Utah desires to have a higher voter turnout in its municipal elections and reduce the
cost of such elections; and
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NOW, THEREFORE, BE IT ORDAINED by the __________ Council of the Municipality, Utah
that Section 1-7 (your citation) of the Municipality Code shall be amended as follows:
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SECTION 1-7-1 (insert proper citation here)
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A: Due to the fact that its precinct contains less than 500 registered voters, and having been granted authorization by the
County Commission, Municipality hereby identifies itself as a vote by-mail (absentee ballot) precinct, which eliminate s the
requirement for poll workers and election judges, except for countin g judges, during early voting and on all election days,
including primary, special and general. An absentee ballot will be mailed to each valid registered voter pursuant to Utah
Code Annotated 20A-3-302.
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If any previous ordinances or resolutions are inconsistent with the expressed terms of this Ordinance, they shall be repealed.
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NOW HEREBY BE IT ORDAINED BY Municipality COUNCIL that this ordinance shall become effective upon passage and
posting.
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WHO’S HANDLING THE BALLOTS IN MUNICIPAL
ELECTION YEARS?
Municipal clerk vs. County Clerk
Pros for the County:
 They can verify as they go
 Lots easier for the municipality but less control
 Sometimes less conflict in the municipality
o Pros for the Municipality:
 Can watch for unsigned ballots and measure
returns more quickly
 More involvement in the process, more
assurance, more personal interaction with voters
 Sometimes less conflict in the municipality
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ORDER SUPPLIES
Tell the printer whose name goes on the envelopes
– yours or the County Clerk’s
 Make sure the envelope stock will be heavy enough
– and blue
 Ask if the envelope will remain sealed after
signature verification
 Ask if you can design your own ballot enclosure or
proofread the ones they design; verify they will be
colored paper
 If you’re doing ‘early warning’ postcards, ask them
about that service
 Make sure they send you the vote by mail ballot
reconciliation form, not the usual one
 Ask for a BIG bag or box for your ballot envelopes
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INFORM THE PUBLIC BEFORE THE ELECTION!
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August (Assuming there isn’t a primary) - Send an
informative letter as to how the “Help America Vote Act”
(HAVA) changed the way elections are handled and the
positive aspects of voting by mail. (Sample in
appendix,)
September – Send a postcard to your registered voters
notifying them that your precinct(s) will be voting by mail
this year and alerting them that this will be the only
opportunity they will have to vote and their ballots will
be coming soon. (Early warning postcards)
Water bill
Newsletter
Website
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Early Warning Postcard Sample
Dear Registered Voter,
The Washington County Commissioners are allowing Rockville,
and other precincts with less than 500 registered voters, to vote in
the upcoming municipal election by mail on a trial basis. Besides
the convenience to the voter, voting by mail is a considerable
financial savings to the Town.
If you find it convenient to fill out your ballot and cast your
vote from your home, you can let the County Commissioners know
you would like to retain the right to vote by mail by responding with
a strong voter turnout.
Within the next ten days, your ballot will arrive in the mail.
DO NOT THROW IT AWAY BY MISTAKE – IT’S THE ONLY WAY
YOU’LL BE ABLE TO VOTE IN THE COMING ELECTION. There
will be no polling place on Election Day. By-mail voting information
on blue paper will be included with your ballot. If you have any
questions, call 772-0992.
Elaine M. Harris, Town Clerk
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TIME TO VOTE!
Springdale Town received approval
from Washington County
Commission to vote by mail in 2009
in order to test how well it works and
how much voters like it. They already
know that it saves taxpayers a
bundle. We want this election year to
be very successful – and easy for
voters, too.
Watch your mailbox for your ballots
soon. Don’t throw them away – it’s
the only way you can vote!
Primary Election September 15
Candidates for two (4-year)
council seats: (You’ll vote for two
people.)
John Callahan
Colin Dockstader
Brion Sabbatino
Donna L. Taylor
Jonathan Zambella
Voting by mail takes the place of
early voting.
Voting instructions will be included
with the ballots. Mailed ballots must
be postmarked no later than
September 14.
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CHALLENGES
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Challenges can be made in three different ways:
First: The Election Official may review the voter
register and question a voter as to their residency.
This can be done by establishing a standard in
which residency is identified.

Example: All voters must have a physical property
address which must have a residential and/or
commercial / residential structure on the property and
that property has, at minimum, garbage collection fees
associated with it. Since every resident within the town
boundaries are required to pay for garbage services.
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The Election Official notifies the County Clerk of
the challenges and the County Clerk sends the
voter a letter stating they must provide sufficient
evidence that they are a resident of the
municipality and will identify a time frame in
which they must respond.
Second: The public has the right to submit a
formal challenge form that can be obtained by
the County Clerk. When filling out the challenge,
the person must identify as to why they believe
the voter cannot vote in the municipality for which
they are registered.
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Third:
In 20A-3-305 paragraph (3) it says “If the election
officer (County in this case) determines that the
absentee voter is required to show valid voter
identification as indicated in the official register, the
election officer shall:
(a) issue the voter a provisional ballot in
accordance with section 20A-3-105.5;
(b) instruct the voter to include a copy of the
voter’s valid voter identification with the returned
ballot;
(c) provide the voter clear instructions on how
to vote a provisional ballot; and
(d) comply with the requirements of
Subsection (2)
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The County’s address labels that come to you have
all of the same information. They give the voter’s
identification #, party affiliation, name and address.
They may also include a small box with the letters ID
enclosed. If this appears the voter has NOT shown a
election official, (County, or State DMV worker) any
identification. This voter is REQUIRED by law to
show Valid Voter Identification BEFORE the ballot
can be counted. If the voter does not comply, then
we cannot count their ballot. We (County) issue a
provisional Ballot along with the State valid Voter ID
requirements and a letter from the County.
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CANDIDATE INFORMATION WEBSITE
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Send candidate information to your county clerk, who
will send it to the state website
Candidate website and information can be found
at www.elections.utah.gov. The Candidates have been
issued a challenge. By August 20th, 2010 the candidates
(if they wish to participate) must submit to the County
Clerk’s office some basic information. The State
webpage will be ONLINE 8-25-2010. Also there will be a
link from the Washington County’s website at
www.washco.utah.gov/clerk/electionInfo.php. These 2
sources of information can be linked with your individual
web pages or blogs to get into the voters’ homes easily.
If you desire, build a blog or have someone build a blog
about candidates – ask the candidates to prepare a
statement or answer your list of questions.
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READY, SET, GO!
Mailing list/Ballot register from County
 Mailing the ballots
 Stuffing the envelopes
 To pay the postage or not to pay the postage –
don’t use a postage meter on return envelopes,
use stamps if you’re going to pay postage
 Insert, instruction sheet, properly folded ballot
and return envelope
 Number the labels - verify that the ballot is
properly assigned
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GETTING READY TO MAIL: ONE OCD CLERK’S PLAN
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Elaine, I got my ballots but still don’t have labels –this is how I ’got ready
to get ready’.
I put stamps on the return envelopes (I’ll meter the outgoing envelopes.)
I folded ballots and counted them into stacks of 25, paper clipped.
I counted both kinds of envelopes into stacks of 25
I assembled the colored information sheet, the white information sheet
and the ballot with the number showing
I tucked all that into the flap of the return envelope then tucked the whole
assembly into the flap of the outgoing envelope, with the ballot on top,
number showing. Since I had everything (except info sheets) counted
into stacks of 25, I could verify that I had everything I needed in a packet.
I kept the ballot/envelope assemblies in rubber-banded packs of 25 so
that when I get the labels I can keep myself on track.
When I get the labels, everything will be ready for me to assign the ballot
number, affix the labels to the envelopes and stuff the envelopes with the
right ballot. It meant handling everything a few times, which wasn’t super
efficient, but since I did it alone and without labels to work with, I found it
easy and felt comfortable that I had double-checked myself as well as
possible.
Fay
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Another ballot stuffing method, using more hands
Procedure for assembly if supplying return postage:
#1 Person – Supplies needed: Postage stamps, outgoing and
return envelopes.
Put postage stamps on both outgoing and return envelopes
and pass to #2 person with outgoing envelope on top. Put
together quite a few sets (12) and then move to the #4 positions
for a while.
#2 Person – Supplies needed: Address labels and ballots.
Record ballot number on last mailing label, place 1st mailing
label on outgoing envelope, place second label on return envelope
and pass ballot and both envelopes to #3 person.
#3 Person – Supplies needed: Ballot instructions and vote-by-mail
notice.
Fold ballot (fold to line below Clerk’s signature so stub is
extended) and stuff into that fold the ballot instructions and the
vote-by-mail notice on colored paper; stuff that group into the flap
of the return envelope and place into the mailing envelope. Pass
this packet to the #4 person.
#4 Person
Seal the envelope.
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SAMPLE INSERT
ATTENTION VOTERS IN THE ROCKVILLE
VOTE-BY-MAIL PRECINCT
If you fail to follow the instructions that are included with this
absentee ballot, you will be unable to vote in this election
because there will be No Polling Place for this voting precinct
on Election Day.
For your ballot to be counted, your ballot must be mailed and
clearly postmarked before Election Day (no later than
November 2) or returned in person to the Town Clerk by Friday,
October 30, 2009. Don’t wait until Election Day to return
your ballot. By law, it won’t be counted. Don’t remove the
numbered stub from your ballot. You are in the Rockville
Precinct of Washington County. If you have any questions,
contact your Town Clerk at 772-0992.
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IF YOU HANDLE THE BALLOTS:
Ballot Register – Receiving the Ballots
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(1)The County Clerk’s office shall provide to each
Municipality the labels for the By Mail or Absentee
Ballots. Please remember that the County Clerk
has two deadlines for voters to properly register to
vote before the up coming election cycles. These
are 30 days prior to the Election Day for any By
Mail Voter Registrations and DMV Voter
Registrations. Then the County Clerk’s office may
accept voter registrations in person until 14 days
prior to the Election Day. If the County Clerk’s office
receives more registrations for your municipality,
they will contact you and mail out any NEW label
sheets. Or, if you prefer you may be able to pick
them up.
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(2) The County Clerk shall provide an Official Register
Book to each municipality, after the deadline for voter
registration has past, and all of the completed voter
registration forms are input into VISTA, (Statewide
Voter Information System) usually the Monday before
the Election Day, thus updating the voter rolls with any
newly registered voters.
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After the ballots have been mailed, the County Clerk’s
office (Washington County) finds that it is easy to track the
information from the label sheets, all that needs to be done
is for the County to receive either the original label sheets
or a copy of them. Hopefully all of the municipalities
document the ballot number that is issued to each voter on
the label. The County Clerk’s office, can then just quickly
scan and enter the ballot number into our VISTA system.
Then the County Clerk can send you an Excel
spreadsheet so you can quickly see the information for
each voter.
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The County Clerk will provide you with an Excel
ballot register after you have emailed the ballot info
from your labels, if you request one. This saves
you from having to handwrite your ballot register.
This spreadsheet will also be used to track the
mailing date of the ballots, date the ballot was
returned and any spoiled ballots or re-issued
ballots.
•Entering the date you received the ballot into the
spreadsheet is called ‘receiving the ballot’.
•The ballot envelopes should be date-stamped as
you receive them.
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BALLOT REGISTER, CONTINUED
Check each ballot to make sure the envelope is
signed before ‘receiving’ the ballot. If you receive on
unsigned, call the voter and have them come in to
sign it before you receive it.
 If people vote in person and attempt to give you
their ballot envelope unsealed, don’t accept it until
they seal it. Let them know you respect the privacy
of their vote.
 Each day, sort the ballots you’ve gotten into
alphabetical order. This makes it quicker to put the
date received into the spreadsheet.
 After you enter the first ballot, use the copy
keystroke (Control C) on the date entered. Then
you can use the paste keystroke (Control V) on
subsequent entries. Saves typing.
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After you have everything entered, put a rubber band
around that day’s ballots, because the County Clerk
needs them in order by date to scan them. The rubber
bands make it easy to keep the ballots in order by
date in whatever container you’re keeping your ballots.
This container should be kept in a secure place – a
safe or a locked cabinet. Never leave ballots in an
unsecure situation. If you aren’t going to be there any
day, make sure someone puts the ballots that come in
the mail in a secure place and that they are kept
separate from the ones you’ve processed. (Outside the
box, but still locked away.)
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Sample ballot register
Undelivered
DATE_RETURNED Judge OK BALLOT # LAST
10/22/2009
336 lost
FIRST
MIDDLE
ADDRESS
CITY
335 Yo
A
S
Po Box 365
Springdale UT
STATE ZIP
84767
DATE_MAILED ISSUE_TYPE
NAME
10/5/2009 ByMail
General Municipal 11/3/2009
ELECTION_DATE
349 Yo
G
B
Po Box 99
Springdale UT
84767
10/5/2009 ByMail
General Municipal 11/3/2009
337 Yo
K
C
Po Box 365
Springdale UT
84767
10/5/2009 ByMail
General Municipal 11/3/2009
10/22/2009
338 Yo
K
M
Po Box 365
Springdale UT
84767
10/5/2009 ByMail
General Municipal 11/3/2009
10/7/2009
339 Yo
S
A
Po Box 218
Springdale UT
84767
10/5/2009 ByMail
General Municipal 11/3/2009
340 Yo
S
A
Po Box 365
Springdale Ut
84767
10/5/2009 ByMail
General Municipal 11/3/2009
341 Za
J
D
Po Box 523
Springdale Ut
84767
10/5/2009 ByMail
General Municipal 11/3/2009
10/23/2009
342 new registration - Ha
10/12/2009 Person
343 new registration - K. Sm
10/12/2009 Person
344 replacement L McK
10/22/2009 Person
75
14-Oct
21.8
344
84
15-Oct
24.4
344
90
16-Oct
26.2
344
102
19-Oct
29.5
346
109
20-Oct
31.5
346
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SIGNATURE VERIFICATION
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The County Clerk must verify the signatures on the
envelopes to determine if they match the voter
database. The only thing that the County Clerk’s office
needs is for you to date stamp and bundle the ballots by
day, which makes the verification process much quicker
and more accurate. If the County Clerk’s office finds
signatures that DO NOT match they can also look up the
original voter registration form and see if this signature
matches. If the signature DOES NOT match, then the
County Clerk should call the voter (if possible) to come
in and clear up any problems, or, the Municipal Clerk
can spoil the ballot and re-issue another to the voter, if
time permits. Then at the end of the batch, the County
Clerk’s office can re-run your Excel spreadsheet if you
would like them to. Most Municipal Clerks use the
original list and log in the date the ballots are returned to
them before they come into the office.
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Counting Down
•Visual aids
•Nagging emails
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Not even half of you have voted! You’re running out of
time! If you have already cast your vote, you can
righteously bug everyone around you to do the same.
3/5 of a person
Before 1866, the Constitution of the United States deemed
anyone who wasn’t a ‘free person’ (read slave) to be 3/5th of a
person for the purposes of determining how many legislators
a state was allowed. The 14th Amendment of the Constitution,
ratified in 1866, guaranteed citizenship to former slaves and
changed their status to ‘whole’ persons. It wasn’t until 1870
that the 15th Amendment was ratified, prohibiting states from
‘using a citizen’s race, color or previous status as a slave as a
voting qualification.’ (Women were still essentially slaves
then [as opposed to former slaves], so this amendment didn’t
ensure their right to vote.) Utah wasn’t yet a state when this
amendment was ratified.
If you really believe you’re a whole person, prove it. Vote
today!
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COUNTING AT LAST
Instructions for Processing and Counting Ballots for Mail-in
Election
Items needed to begin:
County register book (voter register)
Excel spreadsheet ballot register (ballot register)
Ballots, used & verified and unused
Mailing labels
Letter opener
‘By Mail’ stamp, if used
Several sharp pencils and a pencil sharpener
Several pens
Two tally sheets
Envelopes for disposition of ballots, total votes cast, ballot stubs, ballots
and official election returns
Judges’ pay request
Disposition of ballots report
Total Votes Cast report
Large paper bag or box for ballot envelopes
If poll watchers are present, they must provide affidavits (see appendix)
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Discuss with all present the importance of maintaining
ballot secrecy and keeping any information about the
vote or the results secret until after the polls close.
Cell phones are allowed in the room during the count,
but they must be turned off. Poll watchers must
remain silent and not interfere with the process
unless they contest a vote. Explain penalties for
violation (see 20A-3-201(c), 20A-5-705, and 20A-5701). Any poll watchers and judges must agree to
these terms or be removed.
Verify that the number of ballot envelopes matches
the number of ballots received on the Excel
spreadsheet ballot register.
Verify that the number of mailing labels sent equals
the number of names listed in the voter register book.
If they don’t match, the difference can be determined
at this point or it can wait until the tally is complete.
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Ballot verification begins:
One judge or election official reads the name on the
ballot, opens the envelope and either passes it to
another judge or removes the ballot only far enough
to read the number out loud.
The second judge marks in the voter register book
that the person has voted by mail. (Stamp or write ‘By
Mail’.)
The third judge marks the ballot register that the
ballot has been verified. (Note: it isn’t uncommon for
spouses to exchange ballots. If that happens, you can
choose to change the numbers on the ballot register
and accept the ballots.)
When the registers are marked, the 1st judge initials
the stub and removes it from the ballot.
The first judge can then remove the ballot and place
it, unopened, in the ballot box. That person should
verify that only one ballot was in the envelope and
that the envelope is empty when the ballot is cast.
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After all ballots are verified and in the ballot box, the
tally can begin. Only poll watchers and counting
judges should be present for step 5. We believe the
election official should step out until the tally is
complete. (20A-4-105 (7))
Remove all ballots from the ballot box and count them
into stacks of 20.
Verify that the total votes cast in the voter register
book equals the total number of ballots. If there is a
discrepancy, the ballot envelopes can be used to
resolve the difference.
While the other judges tally, if there is a 4th poll worker
present, that person can recount the ballot envelopes
and place them in a bag with the count on the outside
of the bag. This can also be done by the election
official outside the counting room. Otherwise, this can
be done after the tally.
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Two judges will mark tally sheets with pencil while the 3rd
reads the votes cast. By separating the ballots into stacks
of 20, the tally can be periodically checked to make sure
both tally sheets agree. Marking the place in the tallies
with a red dot at each pause helps determine the starting
place for each reconciliation. (i.e., III.)
If a cast ballot is unmarked or doesn’t have as many votes
marked as indicated, it is not considered spoiled and
should be counted as a cast ballot. Ballots that have more
votes cast than allowed are considered spoiled and are
marked ‘spoiled’ on the back. If you can’t reasonably
determine the voter intent, consider it a spoiled ballot.
Spoiled ballots are accounted for separately from the
others, so keep them in a separate stack.
If the judges can’t reconcile a tally, we think it is
appropriate only at that time to invite the election official in
to help reconcile.
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After all the ballots are counted and the tally sheets agree,
complete the ‘Total Votes Cast’ report and sign it.
At this point, the election official may be invited back into
the count room.
Undeliverable ballots should be so indicated in the voter
register book so the county has that information.
Complete the Disposition of ballots using the voter register
book, ballot register and ballots. This form was not created
for mail-in elections. It will be necessary to write in lines for
unreturned ballots, lost ballots, ballots destroyed by the
post office, undeliverable ballots or other unforeseen
mailed ballots issues. Provisional or spoiled ballots will be
accounted for, also. Unmarked ballots are counted in
‘Number of Absent-Voter Ballots received’. Mark the top
line, ‘Number of Official Ballots received’ -0- because all
ballots are absent voter ballots. All lines referring to Poll
Book counts are marked -0- because no poll book is used.
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If not done earlier, reconcile any differences between
the voter register book and the mailing labels.
Hopefully there won’t be a difference, but if there is,
the county needs to know.
Place used and unused ballots, stubs, total votes cast
report and judges pay request into the appropriate
envelopes. Ballot envelopes should be counted and
placed in a bag or box and kept with returns.
Complete Poll Worker Pay Voucher.
Deliver all sealed envelopes to town clerk/election
official.
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IS MY MAIL-IN VOTE SECRET?
Secret ballots
Voting was not secret in the US until the mid-1800s. Before that, voters
would be sworn in and announce their choices by voice. The secret ballot
box was seen as a way to increase voter participation because voters
couldn’t be scrutinized or intimidated by how they voted. The secret ballot
box has the potential for fraud because there is no direct verification that the
voter’s intent was followed. Voting electronically also has that problem.
(Source: activoteamerica.com)
Some people are concerned that mail-in-ballots aren’t
secret. It’s true that there is a very tiny opportunity for
the judges to see your ballot and compare it to your
name, but that possibility goes away if you refold your
ballot in the same way it’s sent to you. The judges don’t
ever unfold the ballots until they are separated from any
identifier and all the ballots are put in a ballot box.
Besides, those counting judges work fast – they don’t
have time to think about who is voting for who. Anyone
who would like to see the count should contact a
candidate and ask to be appointed a poll watcher.
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After the count, the Election Official notifies:
The Spectrum: Brian Ahern – [email protected]
Lt. Governor: fax – 801-538-1133 or elections@
utah.gov
Melanie Aplanalp: [email protected]
Your candidates
Your mayor
Your email list
Make posters for your three normal posting places
Your webpage if applicable
Other press people who have requested the information
If you know the date and time of the canvass, include
that information
NOTE: Your notification should include how many votes
each candidate received and clearly state that the
results are ‘Uncanvassed Results’. You can include, if
you want, your voter turnout information, including total
votes cast, any provisional ballots and your return
percentages.
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CAUTIONARY TALES
I
want my ballot back!
I
want you to count ALL the ballots!
I
want to watch you count!
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ODDS AND ENDS
It’s a learning process for everyone
 About that old signature….
 Permanent absent ballots
 The Lt. governor’s handbook:
 Look it up. Nobody has it memorized.
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Many people are willing to help
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THE POLL
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Southern Utah University and Michael O. Leavitt
Center for Politics
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Telephone poll
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Results: Hot off the press
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CONTACTS
Fay Cope 435-772-3434 [email protected]
 David Ence 435-867-1852 [email protected]
 Elaine Harris 435-772-0992 [email protected]
 Nancy Leigh 435-677-2029 [email protected]
 Karri Olds 435-635-4695 [email protected]
 Fran Rex 435-879-2447 [email protected]
 Carr Printing 801-295-2321 [email protected]
[email protected]
 Lt. Governor Greg Bell’s office 801-538-1041
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