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         City of Duluth
         City Clerk’s Office
         JEFFREY J. COX,
         CITY CLERK
Election Contacts

   Clerk Election Staff
    City Clerk’s Office
    City Hall, Room 330
    411 West First Street
    Duluth, MN 55802

    Jeffrey J. Cox, City Clerk
    Martha A. Oswald, Assistant City Clerk
Election Contact Information

   Telephone Numbers
    Clerk’s Office Main Line -- 730-5500
    Clerk’s Office Election Judge Call-In -- 730-5900
         (Do NOT leave message - if no answer, call back)

      Email at: jcox@duluthmn.gov

    Secretary of State -- (651)215-1440
Goals for Election Judges

   Uphold Minnesota Election Laws

   Ensure that elections are characterized by
    integrity, access, privacy and accuracy.

   Conduct elections in a patient, honest,
    helpful and impartial manner.
Purposes of Election Judge Training

   Know your responsibilities.

   Be able to anticipate the questions.

   Be able to find the answers.

   Achieve required certification.
General Information

   Registered voters allowed to vouch for up to15 new
   Tribal IDs treated the same as MN ID or Drivers
   Election Judge ID badges are required in the polling
   Challengers MUST be MN residents and all
    challenges MUST be in writing. (Role of Challengers
    in the Polling Place).
General Information

   You may receive ballots from overseas or
    military voters that have received ballots by
    email. These ballots will need to be remade
    at the polling place if your precinct uses an
    optical scan counter. For hand count paper
    precincts, treat the ballot the same as other
    ballots even though it probably will be on two
    separate pieces of paper.
Start of the Election Day
   Make suitable arrangements prior to leaving home
   Take the Election Judge Oath (sign form).
   Check the ballot box to be sure it is empty.
   Prepare the optical scan vote counter (where applicable) and
    the AutoMark assistive voting equipment.
   Check you supplies:
     Ballots (correct districts and ample supply)
     Blank voter registration cards
     Voter Receipts
     Summary statements (paper ballot precincts)
Start of the Election Day

   Initial ballots.
   Set up the polling place
    –   Hours of voting posted
    –   U.S. Flag flown
    –   Miscellaneous posters and sample ballots located in
        appropriate places.
   Open the polls on time - 7:00 a.m.
Election Day Practices

   Persons authorized to be in a polling place:
       - Persons assisting voters who may be disabled or who
       cannot read.
       - Vouchers – limited to 15 voters,
       - Authorized observers with written authorization from the
       Secretary of State, Auditor or Clerk.
       - Peace officers if requested by election judges to maintain
       - Children when accompanying voters
       - Challengers, with candidate credentials who are residents
       of Minnesota
       - Press – no longer need authorization.
       - Persons making written complaints – HAVA etc.
Prohibited Conduct

   Disorderly or intoxicated persons are not allowed in
    a polling place.
   No campaigning within 100 feet of the polling place –
    including buttons, literature, pamphlets.
   Voters cannot “loiter” after voting.
   Voters cannot look through the roster to see who
    voted. Judges should refrain from answering
    questions about who voted.
More Election Day Conduct

   Judges must maintain impartiality during the
    election day.
   Voter Assistance:
      - Always use TWO Judges when assisting a
      - Curbside voting is allowed for persons unable to
      enter a polling place.
Disability Awareness and Polling Place

   HAVA is really a disability (ADA) issue
   Election judges should always use good common
    sense when assisting a voter who is or appears to
    be disabled.
   Treat the voter like anyone else – with respect.
   Always speak directly to the disabled voter. It is a
    mistake to direct answers or questions to the person
    who may be accompanying the voter to the polls.
Disability Awareness and Polling Place

   Be sure there are chairs available if there is a
    long line waiting to vote.
   Check that obstructions are removed.
   If a voter asks to use the AutoMark, just let
    them – don’t ask if they are disabled. Never
    assume a voter will or will not need to use
    the AutoMark.
   Basically, relax and use common sense.
Complaint Procedures

   HAVA Election Complaint Form is included with
    precinct supplies.
   Follow the detailed instructions. An election judge
    may witness the signature (otherwise a notary
   Form goes to Secretary of State – either the voter
    can send it to SOS or forward it to our office.
   Judges should note on the Incident Log what the
    problem was and if anything was done – THIS IS
Roster Judge Duties

   Verify pre-registered voters. You may ask for a
    name, address and birth date to verify.
   Determine if the voter is in the correct precinct.
   Direct unregistered voters to complete an election
    day registration.
   Have voters sign the roster and then issue a voter
    receipt (Remember: voters cannot scan through the
    roster to see who voted.)
Roster Judge Duties

   Address roster notations:
      - A.B. – the voter has already voted by absentee ballot
      - “C” - Challenged – the voter eligibility has been challenged
      regarding residency. Use challenge procedure before
      allowing the person to vote.
      - “G” - Guardianship
      - “F” - Felony
      - “See ID” - This person pre-registered and we were unable
      to verify the identification. Follow the election day
      registration guidelines for acceptable ID. (HAVA)
Registration Judge Duties

   Register new voters at the polls.
   Acceptable forms of identification:
      - MN Drivers License, ID, Learner’s Permit or
      - Student ID, fee statement or registration with
      address in the precinct.
      - Prior registration in the same precinct as shown
      on the roster – even if a name change.
      - Notice of late registration (Ineffective
      registration) received from the Auditor.
Registration Judge Duties

   - Current (within 30 days of election) utility bill with
   the name and address of the VOTER on the bill.
   Must be accompanied by a photo ID such as:
   MN. DL or ID with former address; U.S. Passport;
   U.S. Military ID; Minnesota Student Photo ID,
   Tribal ID.
   (Acceptable utility bills include: cable TV, electric,
   gas, phone, water, garbage, sewer, internet
   service provider – Property tax bills are NOT
   considered a current utility bill.)
Registration Judge Duties

   New this year. Current rent statement if
    utilities are itemized.
   Utility bills can be received by mail or
   Vouchers. May for up to 15 voters – new list
    to keep track of. Must not have been
    vouched for themselves. If a voucher has
    registered with acceptable ID (DL or MN ID),
    they can vouch for other voters.
Registration Judge Duties

   Have voter complete voter registration card
    (application) as follows:
      - Complete legal name.
      - Complete address or geographical description of
      where they live. A P.O. Box is NOT an
      acceptable RESIDENCE address. It should be
      included if mail is not delivered to a home
      -Voters must include birth date.
Registration Judge Duties

   - Must provide their MN DL or ID # . If they do
   not have a DL or ID, then they must provide the
   last four digits of their Social Security Number.
   Judges should NOT ask to view the SS card or
   have the voter give a complete SS number. If the
   voter does not have an ID, DL or SS card, then fill
   in “NONE” where they ask for the SS number.
   (Alternate forms of identification for registering
   must be provided by the voter – voucher etc.)
Ballot Judge Duties

   Collect voter receipts and issue ballots.
   Instruct the voter.
   Ballots will have an oval to be filled in for each
    candidate. You must instruct the voters that the
    machine may not recognize an X – the oval must be
    filled in.
   If a voter seems to be taking a long time, the ballot
    judge may ask if assistance is required.
Ballot Judge Duties

   For optical scan precincts. Ballots are
    rejected by the counter for the following
        - Orientation of the ballot – reinsert.
        - Crossover voting (in a primary).
        - Overvoting – voting for more than the
        number of candidates requested.
    Ask the voter if they want to vote again.
Head Judge Duties

   Assigns duties in the polling place.
   Makes sure the polling place is ready to
    open and runs smoothly during the day.
   Handles emergency situations.
   Conducts emergency judge training if an
    appointed judge fails to appear or a judge
    has to leave.
Head Judge Duties

   Challenged voter procedure. (Note: the onus
    is on the voter – if the voter is willing to sign
    the oath, let them vote.)
   Keep an incident log of unusual situations
   HAVA Complaint Form. Give to voters who
    request one and instruct them to return the
    form to the Secretary of State or Auditor’s
    Office (note the incident on the Incident Log
    – this is very important)
Head Judge Duties

   Keep track of ballot supply. (Note: Never
    issue the last ballot)
   Make sure all voters in line at 8:00 p.m. are
    allowed to vote.
   Supervise closing activities:
        - Take down the U.S. flag.
        - Duplicating absentee ballots as needed
          and inserting all absentee ballots into
Head Judge Duties

   Oversee completion of various reports
       such as summary statements etc.
   Deliver the ballots and all supplies to the
       Clerk as instructed.
Counting Ballots

   Judges must complete the summary
    statements completely and put copies in the
    appropriate marked envelopes.
   Seal the ballots in the ballot envelope and
    sign across the seal.
Closing with Optical Scan Counters

   Be sure all ballots are run through the counter.
   Make duplicates of any ballots that the counter can
    not read. Remember: Two judges remake ballots.
    Be sure to mark one as “original” and the remade
    ballot as “duplicate” and then run through the
    counter. Place the “original” ballot in the appropriate
   When counting is complete, run THREE (3) copies of
    the summary statement tapes. Don’t forget to sign
    the tapes.

Good luck on a successful election year!

Jeffrey J. Cox, City Clerk
Martha A. Oswald, Assistant City Clerk

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