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Home My WebLink About02222006Minutes of the City of Sebastian Canvassing Board 3/14/2006 General Elec~ion Wednesday, February 22, 200 - 2:30 p.m. Supervisor of Elections Office ~'`~;~- 1750 25th Street Vero Beach, FL 32960 Present: City of Sebastian Canvassing Board Members: City Clerk, Sally Maio (Chairperson), City Attorney, Rich Stringer, and City Manager, AI Minner. Other Officials Present: Indian River County: Supervisor of Elections, Kay Clem; County Attorney, Brian Connelly; Chief Deputy Supervisor of Elections, Cathy Hart; Absentee Ballot Coordinator, Marge Diehl, IT Manager, Chris Wilson. City of Vero Beach Canvassing Board Members City of Fellsmere Canvassing Board Town of Orchid Canvassing Board Representatives of Sequoia were also present. The Chairperson called the Sebastian Canvassing Board meeting to order at 2:30 p.m. The March 8, 2005 Canvassing Board minutes were approved on motion by Ms. Maio, and second by Mr. Stringer with a voice vote of 3-0. Canvassing board members and Supervisor of Elections staff met in the Supervisor's conference room for a power point presentation (see printout attached) regarding canvassing laws. At this time, the Sebastian Canvassing Board accepted "Criteria to be Used in Reviewing Absentee Results" (see executed copy attached). An outline for the Pre-Election Public Test and copy of the legal ad for canvassing board meetings were handed out (see attached). Canvassing Boards were advised that results could not be finally certified until after 5 pm on March 17th due to new law related to provisional ballots. The Sebastian Canvassing Board agreed to meet on Monday, March 20, 2006 in the Supervisor of Elections Office for final certification. The group then moved to the voting equipment room to view the public test of the voting equipment and when that was completed to the tabulating room for certification of test results. The Sebastian Canvassing Board had to leave at 4:45 p.m. prior to the completion of tabulation to attend a Special City Council meeting, therefore, they designated Kay Clem, Supervisor of Elections, in accordance with Florida Law, to act on their behalf to certify the pre-election test, which is sent to the State of Florida. Sebastian Canvassing Board Minutes February 22, 2005 Page Two CitY9f-~~bastian Canvassing Board Sally A. M~i6, MMC City Cler Chai rs n , \wp-electtcanvmin 11 2006. doc ,,, ~ 2006 Municipal Canvassing Board Orientation Election Timeline • Meet at 2:00 PM March 14 to canvass absentees • Meet at 6:15 to canvass remainder of ballots. Public test of equipment immediately following. Start counting absentees, early voting cartridges at 7:00 PM • Continue Counting cartridges as they arrive until all are received • Conduct final tally • Meet after 5:00 PM, March 17 to finalize election -need to set time for all cities Public Test `of Equipment 101.5612, Florida Statutes. 1 Who can attend? • Public • Representatives of the Political Parties • Candidates or their representatives • Law requires 48 hour notice in newspaper When do we test? • Any day not more than ten days prior to the beginning of early voting. • Early voting starts 15 days prior to the election. Why test? • To determine the voting system is properly programmed and that the election is correctly defined, and that all of the voting system input, output, and communication devices are working properly. 2 t. V How do we test? • We randomly select touchscreen machines to test and Optical scan paper(absentee) ballots are also tested • Paper ballots are premarked to get a predetermined total. The candidate in first position gets one, second position -two votes, etc. One ballot is Overvoted to make sure the tabulating system Is rejecting the vote • One paper ballot is Undervoted and one is overvoted to test the tabulating equipment is sorting it out for [he Canvassing Board to look at it to make voter intent decisions. Testing, cont. • The machine tests itself through a process called a "Vote Simulation". A cartridge is programmed (a "vote sim" script) to vote each race just as in the procedure we described for the paper absentee ballot. • Each touchscreen machine is also manually voted for the first selection of each race. The manual vote goes to the candidate in the last position. U ndervotes/Overvotes • You cannot overvote on a touchscreen • You can undervote -that is the voter's choice • If you undervote on a touchscreen there is no question what your "intent" was -the vote is clearly indicated unlike a paper ballot ti ~i` Provisional Ballot Testing • Provisional Ballots are cast on the touchscreen (new) • When they are cast they are held in the machines without being counted until we manual)y tell the tabulation system to count the ballot (identifed by a number) or to reject the ballot • We manually enter a provisional ballot during testing to make sure the tabulating equipment holds the ballot and then lets us enter the command to reject or accept the ballot. • The provisional vote is given to the first position candidate. Testing the tabulation • After running the vote sim script and manually voting the touchscreens we close the oils on the machines and run the totals on them. We receive a paper print-out of the totals. • We also make a copy of the cartridge (audit trail cartridge). We will keep the copy to use for our public test of the equipment immediately prior to starting to count ballots on election night. The onglna) cartridge will 0 out in the machine to the polling place ~or early voting site). Tallying the vote • since we know how we voted all the ballots we know what the results will be when we tabulate the vote • We open the tabulation system and run a zero proof report to show the system Is set to zero. Canvassing Board members initial this report. • We tally all the votes from the touch screen cartridges • We tally all the votes from the paper ballots (absentee) using a 400-C machine in [he tabulation room. And add them to the touch screen machine votes. • A report Is printed and all Canvassing Board members verify the predetermined results. 4 Reporting • We send a copy of all the programm(ng and election Parameters on the tabulation system to the Department of State after we test the equipment. • They hold a copy to make sure nothing has been tampered with should there be a question about the election. • All onglnal testing reports and the audit trail cartridges are stored in a locked and sealed container to be opened when we conduct [he neM public test Immediately prior to counting the votes on election night. • The locked container Is placed in a fireproof cabinet in the tabulation room which is under 24/7 video surveillance. Canvassing Absentee Ballots • Prior to Counting • As ballots arrive in our office they are clocked in, sorted by precinct/ballot style and the sigynatures on every ballot are compared to our voter registra£on system records. • Naw -deemed cast when received by supervisor - no changes or additions to certificate • Not antlNad to vote a[ precinct or Mva provl•lonal ballot counted • Ballotr with signature variations are sorted Into a separate batches for the Canvassing Board to review. • Ballots with specific errors on the certificate on the envelope are also sorted out by the staff for Canvassing Board review. • All ballots are stored In fireproof cabinets under 24/7 video surveil lance Election Day Canvassing • Canvassing time is noticed publicly • Canvassing Board reviews the number of absentee ballot requests and compares to the number of ballots we have to make sure we don't have more than were requested • Absentee Ballot Envelopes which have been separated out as having no "problems" are opened by staff using a machine in front of the Canvassing Board • Envelopes are separated from the ballot which Is enclosed in a "Secrecy Envelope." • Ballots are then separated from the "Secrecy Envelope" by another team of election help so that the ballot is not associated with the voter's name on the outside of the ballot. 5 Election Day Processing continued • Ballots are opened and stacked in precinct order and ballot style order making sure to keep them organized for tabulation Canvassing Board Determinations • Canvassing Board will review those ballots/certificates with certificate issues • If deemed illegal, the Board stamps the ballot "Rejected as Illegal" and initial the ballot • Those deemed "legal" will be given to the Absentee Coordinator to add to the proper stack of ballots to be counted Protests • Canvassing Board will accept any protest or challenges brought against an absentee ballot. • NEW --No oath for person challenged • 30 days for pre-challenge • Penalty for frivolous challenge • Any elector or candidate may protest if they believe the certificate has a defect • We advertise the time that these certificates/ballots can be reviewed in our office. • The protest must be filed before the ballot envelope is opened. 6 Canvassing First Time Voters Absentees • Certain voters who registered to vote by mail and are first-time voters in [he state have special requirements that must be met • If they have not submiteed identification to the sOE [hey must submit it in a separate envelope along with [he absentee ballot • sOE staff can open the "extra" envelope to check IdentlFlcation or check to see if the voter is exempt from the requirement • If the voter compiled, we can stack with other ballots to be opened and counted • If not, the ballot is treated as a provisional until 7 PM on eledlon day and cannot be canvassed unless [he voter complies with identification requirement • NOTE: If Identification is enclosed in ballot envelope It cannot be counted. Instructions are specific to put [he identification in another envelope which is enclosed in the package. Canvassing Provisional Ballots • Who can cast • Persons who names are not on pct. Register • Person who election official says is not eligible • Voters with no picture i.d. at polls • All challenged voters • Person whose driver's license, Florida ID card or social security number has not been validated • Person whose name is on register/absentee requested -poll worker can't verify if ballot is returned • Person whose name is on register/absentee voted • and person says they have not voted Canvassing Provisional Ballots cont. • Person whose identity is in question based on photo i.d. • Person who votes after normal poll closing time (court ordered extension) 7 Canvassing Provisional Ballots • We will receive Certificate Envelopes from Polling places which reflect information about voters allowed to vote a provisional ballot on the touchscreen • Canvassing Board must review certificate to see if voter was eligible and had not already voted • If in wrong precinct ballot cannot be counted. • If determined eligible certificate envelope will be oppened and paper which has the 1'D number Inscribed on it will be given to the Absentee Coordinator to deliver to the tabulation operator in the tabulation room • Determinations are to be based on a preponderance of evidence • Written evidence of voter if provided • Evidence from supervisor • Evidence provide by challenger Provisional Ballots • If determined ineligible, the certificate will be stamped "Rejected as Illegal" and stacked separately. These will also be given to the Absentee Coordinator Challenges • All voters challenged in a precinct must vote a provisional ballot • No oath for person being challenged • 30 day prechallenge • Penalty for frivolous challenges 8 Canvassing Board Reports • Provisional count required in official certification not in unofficial numbers • Certification on reconciliation • Correction of returns within 5 days County Canvassing Board • Conduct of Election Report • Much more detailed • New information after initial submission Ru1e'~ S-2.431 Recount Procedures 9 ~ ., General Requirements • Recounts are ordered by the board responsible for certifying the results of the election General Requirements • Applies to machine and manual recounts of touch screen and optical scan ballots • All procedures are open to the public • Two members of the Municipal Canvassing Board must be present at all times Machine Recounts • Conducted when candidate eliminated or issue rejected by Yz of 1 % or less of the votes cast • Determination made based on 1•' unofficial results due noon, Friday for primary and noon, Sunday for a general election • Automatic unless the affected candidate requests in writing that recount not be conducted 10 Machine Recounts • Canvassing Board calling recount must notify affected candidates or committees • Notification posted on public entrance to building of supervisor's office Machine Recounts • Touchscreen machines • Produce printed vote totals for the affected race for each precinct and early voting site • Compare total number of votes for the affected race with total number of voters who signed in to vote at each precinct or early voting site Machine Recounts • Touchscreen machines • Verify that the total votes taken from the printed vote totals for each precinct and early voting site are the same as the total votes shown from election night • Resolve any discrepancies 11 Machine Recounts • Optical Scan machines • Before recount, do L&A test • Put each ballot back through tabulator • Change election parameters so only recounted race will be tabulated Machine Recounts • Optical Scan Machines • Sort overs and unders during machine recount, if possible • Produce vote totals for only those race(s) involved in the recount • Put sorted ballots into sealed container Manual Recounts • Notice • Candidates or committees entitled to representatives • Newspaper of general circulation or post in four locations • Media outlets 12 Manual Recount • Who Can Attend? • Representatives of candidates • Representatives of political committees • Observers Manual Recounts • How Many Representatives? • One per counting team and one for the county canvassing board • If party candidate, political party is entitled to one representative Manual Recounts • Security Procedures • Canvassing board will supervise sorting of overvotes and undervotes • Sorted ballots go into sealed container, if recount is not started immediately or if ballots are being transported 13 ~* ' Manual Recounts • Touch screen machines • Standards to determine whether there is a clear indication that the voter made a definite choice • No overvote is determined by presence on the ballot image of a selection or an indication of an undervote- no overvotes on touch screens • Determination of undenrote made from ballot image according to manufacturer's indications Manual Recounts • Touch screen recount procedures • Order printing of one ballot image report from each machine recording undervotes for affected race • Counting teams examine reports to identify and highlight undervotes and to determine if there is a clear indication that the voter made a definite choice Manual Recounts • Touch screen recount procedures • Objections must be based solely on departures from the procedures outlined in the rule • All objections must be resolved by the county canvassing board 14 Manual Recounts • Touch screeen recount procedures • If unable to resolve discrepancy, canvassing board will review the records produced by the voting system, may request software verification and may conduct necessary diagnostic tests • 3 members of canvassing board must be present for any determination Manual Recounts • Optical Scan ballots • County Canvassing Board Procedures • Review each ballot set aside to determine whether there is a clear indication that the voter made a definite choice • All three members must be present • Determination by majority vote Manual Recounts • Record of proceedings • Audio or audio/video tape • Minutes of the recount • Within 2 weeks 15 i ~• ~ i Manual Recounts • Report to Division • Following recount, examine ballots not allocated to any candidate • If there are markings which the canvassing board believes indicated that the voter made a definite choice but that you did not count, notify the Division Wrap Up • Accept/Reject guidelines • Dinner • Public Notice • Questions 16 .• ~ ~+~ O1 ZO NOTICE OF 0120 NOTICE OF MEETING MEETING vi=: PUBLIC MEETING OF THE CITY OF VERO BEACH, SEBASTIAN, FELLSMERE, AND TOWN OF OR- CHID CANVASSING BOARDS AND CANVASSING OF ABSENTEE BALLOTS FOR THE MARCH 14, ;;2006 MUNICIPAL GENERAL ELECTION. - j .The Municipal' Canvassing Boards will meet~at / 2:30 p:m. on Wednesday; February 22, 2006. Kay Clem, Indian River County Supervisor of Elections will conduct a Canvassing Board Orientation. Immediately following the orientation, testing 'of the voting equipment and tabulating equipment to be used for early voting and Election Day will be conducted. This meeting will be held at the In- dian River County Supervisor of Elections office, 1750 25th Street, Vero Beach,. Florida, and is open to the public. - Sealed absentee ballots received prior to 8:30 a.m. Monday, March 13, 2006 for the Municipal Elec- tioh will be available for public inspection from 830 a.m: until 9:30 a.m. on Monday, March 13, at .the office of the Supervisor of Elections. Any: absentee ballots received between 8:30 a.m. Monday, March 13; and 7:00 p.m. Election Day, Tuesday, March 14, 2006, will be available for public inspection until opened. Those wishing to inspect absentee tiallots received on March 13 and March 14 must be present prior to 2:00 p.rrt. on March 14, 2006. Pursuant to Section 101.681211c) 2,. Florida Stat- utes, if any elector or candidate present believes that an absentee ballot is illegal due to a defect apparent on the voter's certificate, he or she may, at any time before the ballot is removed from the envelope, file with the canvassing board a protest against the canvass of that ballot, specifying the' precinct, the ballot, and the reason he or she be- lieves the ballot to be illegal. A challenge based upon a defect in the voter's certificate may not be accepted after the ballot has been removed from the mailing envelope. The Municipal Canvassing Boards will meet at 2:00 p.m. on March 14, 2006 in the Office of the Supervisor of Elections. Absentee ballots will be .opened and. processed; however, not tabulated. The Boards will reconvene at 6:15 p.m.to canvass the balance of the absentee ballots. A Public Test will be conducted immediately following the can- vass of absentee ballots., The Canvassing Boards will remain in session until the results of the elec- tion are obtained. It may become necessary for any of the. Municipal .Canvassing Boards to reconvene after March 14, -2006. If so, the time and date will be posted at the office of the Supervisor of Elections as well as online at www.voteindianriver.com and' an- nounced at the conclusion of the March 14 meet- ing. In accordance with the Sunshine Law of Florida, all Canvassing Board meetings are open to the public. NOTE: Section 286.0105, Florida Statutes, states that if a person decides to appeal any decision ,by a board, agency, or commission with respect to any matter considered at a meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. Any. person needing a special accommodation at these meetings may contact the Elections Office Americans with Disabilities Act (ADA) Coordinator at 772-567-8187 at least 48 hours in advance of each meeting. March 15, 2006 Publish: February 18, 2006 1333088 ' r ~ + S~~ ~~~ TOWN OF ORCHI ANVASSING BOARD MARCH 14, 2006 - NICIPAL GENERAL ELECTION CRITERIA TO BE U IN REVIEWING ABSENTEE BALLOTS No Voter Signature Reject Voter Signature Does Not Match Reject Voter Signed Wrong Ballot Envelope Other Ballot Envelope Found Accept Voter Signed Wrong Ballot Envelope Other Ballot Envelope Not Found Reject Untimely Return of Ballot Reject Voted at Polls Reject Maria T. Aguilar, Orchid Town Manager, Canvassing Board Chairman Deb Branwell, Town Clerk, Canvassing Board Member SEBASTIAN CANVASSING BOARD MARCH 14, 2006-MUNICIPAL GENERAL ELECTION CRITERIA TO BE USED IN REVIEWING ABSENTEE BALLOTS No Voter Signature Reject Voter Signature Does Not Match Reject Voter Signed Wrong Ballot Envelope Other Ballot Envelope Found Accept Voter Signed Wrong Ballot Envelope Other Ballot Envelope Not Found Reject Untimely Return of Ballot Reject Voted at Polls Reject City Clerk, Canvassing Board Chairman Canvassing Board Member City Manager, Canvassing Board Member INDIAN RIVER COUNTY PRE-ELECTION PUBLIC TEST February 22, 2006 Preparation 1. Supplies: one Transfer case, one Transfer case seal, two blank CD-Rs, pens, oath forms, Absentee /Provisional Test Deck, and information packets (including this information sheet). 2. Determine the number of Edge units and Card Activators. 3. Create Results cartridges, Simulation cartridges, and Audit Trail cartridges for election. 4. Get Voter Activation Cards and Seals for Edge units. 5. Boot/L.ogin Tabulation computers. Start tabulation mode in WinEDS. 6. Initialize network printer. Stage 1: AVC Edge Voting Unit Pre-LAT 1. Verify display of correct date and time on the screen. 2. Calibrate the screen (Calibration Report will print automatically). 3. Insert a results cartridge to load the ballot. 4. Open the polls to Pre-LAT mode (Zero Report will print automatically). 5. Perform the vote simulation script process. 6. Manually vote one ballot by giving a vote to the last candidate(s) in each race (Select 2 or 3 respectively in vote for multiple). Manually vote one provisional ballot giving the vote to the first position candidate. 7. Close the polls (Vote Totals Report will print automatically). 8. Enter the Pre-LAT diagnostics mode. 9. Perform the Audit Trail transfer process. 10. Remove the printout. 11. Power down the unit. 12. Turn on unit -verify that screen displays "Ready to open official election." 13. Power down the unit. 14. Seal the Polls Open/Close cover. 15. Seal the carnidge door. 16. Record the seal numbers on Record of Edge Serial Numbers /Seal Numbers report. 17. Clean and lower the screen. Stage 2: Touch Screen Tabulation 1. Print the Zero Summary (3 Column) Report (Canvassing Board to proof and sign). 2. Read the ten (10) Audit Trail cartridges into WinEDS. 3. Check the cartridge processing to ensure results processing. 4. Print the Summary (3 Column) Report (Canvassing Board to proof and sign). Stage 3: Read Paper Ballots on 400-C 1. Reset all results on both 400-C units. 2. Read test deck for Absentee & save results to disk. 3. Read Absentee ballot results into WinEDS. Stage 4: Reporting 1. Backup the database and Election files to CD (1 copy to send to the state, 1 copy to retain locally). 2. Place the test ballots, proofing materials, signed reports, and one backup CD into the transfer case. 3. Canvassing Board then records the seal number and signs the oath form then the transfer case is sealed. 4. Send the other backup CD to the Florida Division of Elections. 0120 NOTICE OF O12Q N011CE OF MEETING `MEETING ti' PUBLIC MEETING OF THE CITY OF VERO BEACH, SEBASTIAN;. FELLSMERE; AND TOWN OF OR- CHID CANVASSINGBOARDS AND CANVASSING OF ABSENTEE. BALLOTS FOR THE MARCH 14, ,2006 MUNICIPAL GENERAL ELECTION. j The Municipal Canvassing: Boards will meet sat 2:30 p.m. on Wednesday;-February 22; 2006. 14ay J% Clem, Indian River County Supervisor of Elections will conduct a Canvassing Board Orientation. Immediately following. the orientation, testing 'of the voting equipment and tabulating equipment to be used for early voting and Election Day will be conducted. This meeting will be held at the In- dian River County Supervisor of Elections office, 1750 25th Street, Vero Beach,. Florida, and is open to the public. Sealed absentee ballots received prior to 8:30 a.m. Monday, March 13, 2006 for: the Municipal Elec- tion" wilt be available for public inspection from 8:30 a.m: until 9:30 a.m. on Monday,-March 13, ,at the office of the Supervisor of Elections. Any absentee ballots received between 8:30 a.m. Monday, March 13; and 7:00 p.m. Election Day, Tuesday, March" 14, 2006, will be available for public inspection until opened. Those wishing to inspect absentee ballots received on March 13 and March 14' must be present priorto 2:00 p.m. ' on March 14, 2006. Pursuant to Section 101.681211c) 2,. Florida Stat- utes, if any elector or candidate present believes that an absentee ballot is illegal due to a defect apparent on the voter's certificate, he or she may, at any time before the ballot is removed from the envelope, file with the canvassing board a protest against the canvass of that ballot, specifying the' precinct, the ballot, and the reason he or she tie- " Iieves the ballot to be illegal. A challenge based upon. a defect in-the voter's certificate may not be accepted after the ballot has. been removed from the mailing envelope. The Municipal Canvassing Boards will meet at 2:00 p.m: on March 14, 2006 in the Office of the Supervisor of Elections. Absentee ballots will. be "opened and processed; however, not tabulated. The Boards will reconvene at 6:15 p.m.to canvass the balance of the absentee ballots. A Public Test will be conducted immediately following the can- vass of absentee ballots., The Canvassing Boards will remain in session until the results of the elec- tionare obtained. It may become necessary for any of the. Municipal .Canvassing Boards to reconvene after March 14, 2006. :If so, .the time and date will be posted at the-office of the Supervisor of Elections as well as online at www.voteindianriver.com and an- nounced at the. conclusion of the March 14 meet- ing. In accordance with the. Sunshine Law of Florida, all Canvassing Board meetings" are open to the public. NOTE: Section 286.0105, Florida Statutes, states that if a person decides to appeal any decision ,by a board, agency, or commission with respect to any matter considered at a meeting or hearing,. he or she will need a record of the proceedings, and that, for such purpose, he or she may need. to ensure that a verbatim record. of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. Any, person needing a special accommodation at these meetings may contact the Elections Office Americahs with Disabilities Act (ADA) Coordinator at 772-567-8187 at least 48 hours in advance of each meeting. March.l5, 2006 Publish: February 18, 2006 1333088 ' PUBLIC PRE-ELECTION TEST CERTIFICATION OF TABULATING EQUIPMENT TEST FOR THE MUNICIPAL GENERAL ELECTION MARCH 14, 2006 The undersigned members of the Canvassing Board do hereby certify that on February 22, 2006 at 3: [C~ p.m., the automatic tabulation equipment to be used in counting the election systems ballots was tested to ascertain that the equipment will correctly count the votes cast for all offices and all measures on the ballot. The test was conducted by processing apre-audited group of ballots so marked as to record a predetermined number of valid votes for each candidate. The tabulation devices tested were as follows: EDGE UNIT # PROTECTIVE COUNT EDGE UNIT # PROTECTIVE COUNT 9976 Coo ~ 10021 , p `r 9981 p ~1 10026 ~~ p 9989 ~~~ 10051 ~ -~ J 9991 ~'~9 10056 (~ 27 9994 ~~ ~ 10060 ~~ g We further certify that after the test was completed, the testing materials and programs were sealed in a transfer case with Seal # a~~ 7 ~~~~~ ~:. C'~u~~ J'~ r~ ~ ~~ Sa 'o,~Se~stian City Clerk Ri City Manager