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State Board of Election Commissioners

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State Board of Election Commissioners
County Board of Election
Commissioners’ Training




Provided by the
State Board of Election Commissioners
501 Woodlane, Suite 122
Little Rock, AR 72201
1-800-411-6996
Common Terms:

   Bill  Act  Statute
   Audit Log (RTAL) – from VVPAT
   Constitutional Officers
   Majority Party
   Minority Party
   Initiative vs. Referendum
   Polling Site vs. Precinct
County Board of Election
Commissioners:

   Chair of Majority Party County Committee
    (unless designates an alternate)
   Chair of Minority Party County Committee
    (unless designates an alternate)
   Third Member appointed by State Board from
    list of 5 names submitted by Majority Party
    County Committee
Third Member:

   Majority Party county committee submits to
    State Board before general election a new list
    of 5 eligible persons
   Persons on list submit background information:
    qualified, willing to serve?
   State Board appoints from list
Chairperson

   Elected by the county election commission
   Not necessarily the majority party member
County Board Qualifications:

   Must attend required training by State Board
   Not guilty of violating election laws
   Not paid employee of candidate or party
   Not a candidate or related to one
   Not appointed or hired as government
    employee or member of a board or commission
    (exceptions: JP, alderman, notary, military)
Oath:

   Members take oath biannually and file with
    county clerk and Secretary of State
   Resigning member continues to serve until
    new member’s oath is on file with Secretary of
    State (resigning member notifies county party
    committee, who notifies Secretary of State or
    State Board for 3rd members)
Meetings:
   Meetings (2 or more commissioners) are PUBLIC
    (advance notice to press)
   Must notify all three members
   Quorum = 2 members
   Second is not required for a motion (small commission)
   2 concurring votes decide any question
   File minutes with county clerk
   No state reimbursement for meetings until certified
    election results filed with Secretary of State
Types of Elections:
   Presidential Preferential Primary – NEW – every 4
    years starting in February 2008
   Preferential Primary – May in even numbered years
   Nonpartisan Judicial General Election – same time as
    May Preferential Primary
   General Primary (Run Off) – June
   General – November in even numbered years
   Nonpartisan Judicial Runoff – same time as November
    General
   School – September of every year
Special Elections:

   To fill vacancy or if a tie; and for issues
   On 2nd Tuesday of month by proclamation
   Same date as regular election if during same
    month
   On 3rd Tuesday if 2nd Tuesday is holiday
   New requirement: separate special election-
    only ballot
Whose job is early and absentee
voting????

   Early Voting in courthouse  County Clerk
   Off-site Early Voting  County Election
    Commission
   Absentee Voting  County Clerk
   Early and Absentee Vote Tabulation  County
    Election Commission
Early Voting Hours:

   Vary depending on type of election and where
    held (county clerk’s office or off-site)
   Refer to your handout chart
Processing and counting early and
absentee ballots:

   OK to process (open outer envelope, check against
    clerk’s records, separate, open ballot envelope, count)
    before polls close – Public
   See procedure in ACA 7-5-416
   Do not print or release results before polls close
   Counted by election officials appointed by county
    election commission
   Must wait 10 days for outstanding overseas and
    military ballots to certify
“Special runoff” absentee ballots:

   New in 2005 session for active duty overseas military
   Mailed with preferential primary and general ballots
   Serves as runoff ballot for general primary (June) and
    general runoff (after November general)
   Ranked votes
   If received with primary or general ballot, hold for runoff
   Follow State Board Rules for “Special Runoff Ballots”
Setting Precincts, Polling Sites:
   May alter precinct boundaries, change polls up to 30
    days before election, unless emergency
   May combine polling sites
   Public meeting
   Designating polling sites -
    –   Must be well-known, easily accessible
    –   Best if centrally located within precinct with phone service
   Post notice of change at previous poll; notify county
    clerk to mail notice to affected voters
   Publish notice
   File boundaries w/ SOS; file actions w/ county clerk
Selecting Poll Workers:
   Qualified elector
   Read and write English
   Resident of precinct where serving, unless none
    available
   See “Must Nots” on page 21
   May recruit high school and college students
   Minimum 4 poll workers per poll
   Minimum 2 minority party poll workers per poll (or one
    fewer than majority)
   Designate at least 2 per poll to attend training
   At least 1 per poll must have attended training
Training:
   Conducted by State Board for:
    –   All county election commissioners – REQUIRED
    –   Two designated trainers per county -REQUIRED
   Conducted by certified trainers in county for:
    –   Poll workers –2 designated per poll – REQUIRED
    –   At least 1 trained per poll on election day - REQUIRED
   Conducted by Secretary of State and Voting
    Equipment Vendor for:
    –   Local election authorities regarding new voting system
    –   Voter education
Public Notice of Elections:

   In newspaper:
    –   Date of election
    –   Hours of voting
    –   Polling sites
    –   Candidates and offices
    –   Time and location of processing and counting absentee ballots
   20 days before Preferential Primary or General
   10 days before Runoff or Special
   Second publication 5 days before election
Types of Ballots:
   Primary (separate for each party) combined w/ nonpartisan
    judicial general candidates, and any special – includes
    unopposed candidates (except county committee members)
   Separate Nonpartisan Judicial only ballots
     – Reimbursed for up to 10% of registered voters for state-funded
       elections
   Separate Special only ballots
     – Reimbursed for up to 10% of registered voters for state-funded
       elections
   Special runoff ballots for active duty military overseas voters
   General election ballots combined with nonpartisan judicial
    runoff – includes independents, write-ins, all parties, issues
Ordering Ballots:

   County board’s responsibility – ORDER EARLY
   County board reviews names/titles on political
    practices pledges for local candidates
   Order of names determined by lot
   Set firm delivery date with printer
   Combined maximum quantity based on:
    –   1 ½ times electors voting in last comparable election, or
    –   105% of registered voters
Ballot Name Certification:
   County Board certifies form of local candidates’ names
    on ballot in accordance with ACA 7-7-305
   Maximum of 3 given names (not including initials, last
    name or suffix), one of which may be nickname
   Title must be of an elective public office currently held
   If a judge, title must be of an office currently held and
    to which elected
   No professional or honorary titles (Dr, Rev, Sgt, MD,
    etc.)
   See Guidelines beginning on page 147
Voting Systems:

   New equipment is purchased and distributed by
    Secretary of State
   Equipment training provided by Secretary of State
   County board responsible for preparation, use,
    maintenance, care, programming oversight and testing
   Public and candidate notice of testing – open to public
    and media
ADA Compliance:

   Contact Ruth Raines, Compliance Director with State
    Board: 501-682-1783
   Federal law requires that all polling sites be accessible
    to voters with disabilities
    –   Parking
    –   Entrances – route to and inside building to voting area
    –   Voting area
   File report with State Board prior to general election
   See Guidelines beginning on page 165
Election Day:

   Be available county-wide - use cell phones
   Election Officials Checklist – optional but
    valuable
   Help election officials control electioneering
    and voter conduct
   Do not serve as a poll worker
After the Polls Close:

   Ensure security of election materials
   Ensure ballot security –Recommend 2 election officials
    transport ballots
   Compile manual results and electronic results from
    activation packs; compare totals
   Produce an audit log from each voting machine used
   Refer to Rules on Voter Intent beginning on page 187
    to determine if ballot properly cast and whether vote
    should be counted
Counting Write-Ins:

   Not counted in primaries
   Not counted in presidential or municipal races
   To be counted, write-in candidates must have
    filed notice of intent with county board 90 days
    before election (60 days for nonpartisan judicial write-in
    candidates, 40 days for school district candidates)
Counting Provisional Ballots:

   Formerly called “Challenged Ballots”
   Counted by election commission at central
    counting location
   Verify voter’s registration status with county
    clerk
   Notify voter whether ballot was counted; if not
    counted, reason not counted
   Refer to new Rules for Provisional Ballots
Recounts:

   If timely requested by candidate or on motion
    of county board
   Follow procedure in ACA 7-5-319
   For DREs, the VVPAT serves as official ballot
    to be recounted
   Candidate requesting recount pays before
    conducted (refunded if changes outcome)
   Certify results of last recount
Declaring winners/nominees:

   Primary requires majority to be nominee
   Nonpartisan requires majority
   General election requires win by plurality
    (except municipal and county)
   Majority vs. Plurality
    –   Majority: 50% plus one vote wins
    –   Plurality: greatest number of votes wins
Certifying Results:
   Preliminary/Unofficial Results: county board to transmit
    to Secretary of State via county clerk’s internet website
    – as soon as count complete
   Official Results: no earlier than 48 hours and no later
    than 10 days after primary elections or 15 days after
    general or statewide special elections –transmit to
    Secretary of State via county clerk’s internet website;
    no later than 15 days after election – sign and send
    hard copy to Secretary of State
   State reimbursement will be withheld until certified
    results properly filed with Secretary of State
Other Required Filings:

   Ballot Accounting – See form on page 159 for
    gathering data from polls
    –   Report to State Board via Secretary of State’s internet website
        – same time as certifying
   Over Votes and Under Votes
    –   Report to State Board via Secretary of State’s internet website
        – same time as certifying
   Affidavit of Compliance
    –   File with State Board within 15 days after preferential primary,
        general or statewide special elections only
Election Contests:

   By candidate: within 20 days after certification
   By at least 10 citizens: within 20 days after
    election
   Important to properly preserve and store all
    election materials and records in case judge
    needs to review
Storage of Materials:

   Seal ballots – Not to be opened unless by court order
   Store ballots, audit logs, certificates and other election
    materials in a secure location in the courthouse or
    other secure county storage facility
   Return all voter lists and voter registration materials to
    county clerk for storage
   Keep for 2 years
   Ballot stubs to county treasurer
Election Expenses:
   State reimburses county for:
    –   Preferential primary/Nonpartisan judicial general
    –   Primary runoff
    –   Presidential preferential primary
   County pays for general election (portion reimbursed
    by cities/towns where held)
   School board pays for annual school election
   Special elections:
    –   State pays for special primaries and statewide specials
    –   City or incorporated town calling election pays for municipal
        election
    –   County pays for all other special elections
Calendar Highlights:

   31 days before election: deadline to change or create
    new precincts or change polling sites
   30 days before general: deadline to elect chair
   25 days before election (except runoffs): deadline to
    deliver absentee ballots to county clerk (10 days for
    runoffs)
   20 days before election: deadline to appoint election
    officials
   15 days before election: early voting begins
More Calendar Highlights:

   48 hours after election: earliest time to certify
    results
   10 days after primary and school elections:
    deadline to certify results
   15 days after general election: deadline to
    certify results
Reimbursement Requests:
   Closely read your packet from State Board
    (See pages 62-146)
   NEW: Pre-election (budget) reimbursement requests
    will only be considered if requested by all three
    commissioners at least 30 days before an election
    (See Section 503 on pages 130-131)
   Actual expense reimbursement: use worksheets to
    complete each subsection; return with summary page
    and attachments
   Provide copies of invoices and supporting
    documentation as required
Election Officials’ (Poll Workers’)
Pay:

   Flat rate of $75/day for state-funded elections
   Extra $25 for training attendance prior to
    primary (one time only; only if work primary)
   Up to 6 per polling site
   Provide signed Election Officials’ Training
    Attendance Forms for each poll to State Board
    for preferential primary election only
Part-Time Help:
   Includes one extra deputy for county clerk for absentee
    and early voting
   Includes election officials delivering and returning
    ballots to and from polls
   Includes election officials counting regular and
    absentee ballots
   Does NOT include
    –   Pay to election commissioners
    –   Pay to coordinators, secretaries or personnel on county payroll
    –   Pay to labor for ADA compliance
    –   Pay for training attendance
Mileage:

   Reimbursed at state rate - $.39 per mile as of
    January, 2006
   Includes personnel designated to deliver to and
    return ballots/materials from polls
Election Commissioner Pay:

   Only for attending public meetings and for
    election day
   $50 per meeting up to a maximum of 10 each
    per state-funded election
Polling Place Supply Costs:

   Must submit receipts/invoices
   Bulk buying is OK, but must provide supporting
    documentation
   NOT for cost of non-expendable office
    equipment/supplies such as voting booths or
    copiers
Set-Up/ Programming Costs:

   To pay labor for preparation, programming,
    testing and transportation of voting machines
    and tabulating devices
   NOT for costs to purchase, lease, rent or
    maintain voting systems
Ballot Printing Costs:

   Receipts, Receipts, Receipts!
   Order up to the max allowed by law [1.5 times
    number of voters in last comparable election
    up to max of 105% of registered voters]
   State Board will NOT pay for reruns due to
    county or vendor error
Legal Advertising Costs:
   Two publications of notice of election
   One publication of early voting hours and locations
   One publication of notice of testing voting machines
    and tabulating devices
   What do we need? –VENDOR INVOICES
   Important change in law: not required to publish list of
    election officials in newspaper, so not reimbursable
   Will not pay for advertising in excess of that required by
    law, for re-advertising due to county error, for radio or
    TV ads, or for ads in color
Cleaning Expenses:

   $20 per polling site paid to facility, not to
    individuals
“Actual Expenses” summary page:

   Transfer totals from each section or from
    attachments
   All 3 commissioners must sign
Withholding of Funds:

   See §502 of Rules on page 130
   State Board may withhold reimbursement if
    –   County fails to comply with rules or guidelines for
        reimbursement
    –   County fails to comply with state election laws
    –   County fails to file Affidavit of Compliance
    –   County fails to deliver certified results to Secretary
        of State
And Finally ...

Call us if we can help, and


  GOOD LUCK!

				
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