Welcome 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 ... 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