HomeMy WebLinkAbout10192011CanvassingMinutes of the City of Sebastian Canvassing Board
Orientation and Public Pre - Election Test
Wednesday, October 19, 2011 - 2:30 p.m.
11/8/11 General Election
Supervisor of Elections Office
4375 43rd Avenue
Vero Beach, FL 32967
Present:
City of Sebastian Canvassing Board Members: City Clerk, Sally Maio (Chairperson), City
Attorney, Robert Ginsburg, and City Manager, Al Minner.
Other Officials Present:
Indian River County: Supervisor of Elections, Leslie Swan; Absentee Ballot Coordinator, Marge
Diehl, IT Manager, Gary Gordon and other SOE staff members to assist with the Public Pre -
Election Test
City of Vero Beach Canvassing Board Members
City of Fellsmere Canvassing Board
The Chairperson called the Sebastian Canvassing Board meeting to order at 2:30 p.m.
(See 10/19/11 Agenda, Public Pre -Test of Tabulation Information, and Municipal Canvassing
Board Criteria for Absentee Ballots 2011 attached)
The November 10, 2009 Canvassing Board minutes were approved on motion by Mr. Minner and
second by Mr. Ginsburg with a voice vote of 3 -0.
Supervisor of Elections, Leslie Swan, gave a brief opening presentation. Absentee Ballot
Coordinator, Marge Diehl presented a power point presentation (see printout attached) regarding
absentee ballot criteria, followed by a power point on the public pre - election test by the Supervisor
of Elections.
The group then moved to the voting equipment room to view the public test of the voting
equipment and when that was completed moved to the tabulating room at 3:35 pm for certification
of test results.
Upon completion of the test and tabulation, the Canvassing Board signed the test certification
validated the zero summary, the test ballot and the certification of the seal number. All were
placed in the transfer case and locked.
The Canvassing Board will meet again on November 3, 2011 to begin canvassing of absentee
ballots at 9:00 am, on November 8, 2011 to canvass all remaining absentee ballots with tabulation
of absentee ballots and all final election results to begin at 7 pm. They will meet again on
November 10, 2011 at 5 pm to canvass provisional ballots and certify the election and randomly
select races /precincts for the Post Election Manual Audit which will take place on Tuesday,
November 15, 2011 at 9 am and will be made public no later than November 30, 2011.
The Canvassing Board Meeting adjourned at 4:36 p.m and will reconvene on November 3, 2011.
City of Sebastian Canvassing Board
rTh
Sally A. Mai • MMC
City Cler
Chairperson
Robert A. Ginsburg
Ginsburg
Cit Attor ey
r
Cit anager
2
Leslie R. Swan
Supervisor of Elections
Indian River County
Your Vote Is Your Voice...Speak Up!
AGENDA
October 19, 2011
CANVASSING BOARD ORIENTATION
PUBLIC PRE - ELECTION TEST
For the November 8, 2011
Municipal General Elections
2:30 p.m. Canvassing Board Orientation
Canvassing Absentee Ballots
Standards for Determining Voter's Choice on a Ballot
Public Test of Voting Equipment Review
3:00 p.m.
Sign In Sheet for Canvassing Board Members, Staff & the Public
CaII to Order
Review Procedures for Public Pre - Election Logic & Accuracy Test
Conduct Testing
Complete Automatic Tabulation Equipment Testing Document
Canvassing Boards to Sign Testing Document
Testing Materials and Programs Sealed in Transfer Case
Recess until 9:00 a.m. Thursday, November 3, 2011
4375 43`d Avenue, Vero Beach, FL 32967 (772) 226 -3440 FAX (772) 770 -5367
www.voteindianriver.com
INDIAN RIVER COUNTY
NOVEMBER 8, 2011 MUNICIPAL GENERAL ELECTIONS
PUBLIC PRE- ELECTION TEST
OF TABULATION EQUIPMENT
CONDUCTED ON OCTOBER 19, 2011
Preparation
1. Supplies: one Transfer case, one Transfer case seal, thumb drive, pens, oath forms, Absentee, Early
Vote, Election Day & BOD Test Deck and information packets (including this information sheet).
2. Determine the number of Edge units.
3. Create Results cartridges, Simulation cartridges, and Audit Trail cartridges for election.
4. Get Seals for Edge units.
5. Boot/Login 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. Remove SIM cartridge.
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 unit.
14. Seal the Polls Open/Close cover.
15. Seal the cartridge door.
16. Record the seal numbers on Record of Edge Serial Numbers /Seal Numbers report.
17. Clean and lower the screen.
Stage 2: Optech Insight Scanner Pre - Election LAT
Required Items for Pre - Election LAT
Secure the following items to facilitate a smooth Pre - Election LAT process:
Keys, including the round key, SouthCo key, and the luggage key
Black Insight Memory Pack
Memory Pack seals
Test deck, either pre - marked or manually marked
Paper rolls
Power cords
The actual testing is comprised of the following high - level tasks:
1. Create Memory Packs.
2. Power on the Insight.
3. Validate the Zero Report.
4. If required, reset the date and time.
5. Process ballots.
6. Close polls.
7. Read the Memory Packs in WinEDS, tabulate.
8. Reset machine totals to zero.
9. As required, change the paper roll.
Stage 3: Read Paper Ballots on 400 -C
1. Reset all results on both 400 -C units.
2. Read test deck for Absentee, Early Vote, Election Day & BOD and save results to thumb drive.
Stage 4: WinEDS Tabulation
1. Print the Zero Summary (3 Column) Report and present control sheet to Canvassing Board.
2. Read 400C Absentee ballot results into WinEDS.
3. Read the cartridges into WinEDS.
4. Check the cartridge processing to ensure results processing.
5. Print the Summary (3 Column) Report and present control sheet to Canvassing Board.
6. Have Canvassing Board match results with control sheets.
7. Canvassing Board signs off.
Stage 5: Reporting
1. Backup the database and election files to thumb drive.
2. Place the test ballots, proofing materials, signed reports, and backup thumb drive into the transfer case.
3. Canvassing Board then records the seal number and signs the transfer case contents form and the
transfer case is sealed.
4. Back up of database and election files uploaded to the FTP Florida Division of Elections website.
o
cc
a
0
m
0
z
H
N
Q
z
Q
u
J
Q
a_
V_
z
D
2
CRITERIA FOR ABSENTEE BALLOTS - 2011
Case by Case
Case by Case
Reject
X If there is no offset
X If only one
signature on
absentee Certificate
X
x
x
x
X
X
Reject
X
Accept
X If there is an offset
X If two signatures
on absentee
certificate
Accept
X
Absentee Ballots
Husband and wife sign each other's absentee
ballot certificates
More than one absentee ballot enclosed in
envelope
No voter signature on absentee ballot
certificate
Voter signature does not match signature on
file with S.O.E.
Absentee ballot certificate signed by power of
attorney
Voter removed from voter rolls prior to
receiving voted absentee ballot
Late return of absentee ballot
Voted early or voted at polling site
First time voters who registered by mail —
Special Absentees
Voter provides proper I.D. or indicates
exemption
Voter Does not provide proper I.D. or indicate
an exemption by 7 p.m.
General Election
5
O
cn
MO c
W
c >v
c O N
U O
O fj.) E
-o (1)
a)
O.O
(13
co
N- �
-c •
_o O
Q� c 4-
•
Prior to counting
CO >, L
▪ L O
p C = =
CO O - 0
±-.
u o wt >
o c co 0
o o O 2
co '> co o_
:� OU co L) ca N
2 o o 2 `�
o ca ca c
U Q) .r co
Q CCS O N
a) m CU o O
>>> L C) U'> co
- = F N L)
o c •�
cy) co
U co '� c Cl) ▪ o O
u) ♦) a Owt •=( •▪ - _CD
>
o
s_ • U O CU
o >, 8 C L i- Q i o CO 05 Ca
•� > O O _O > C
'+� > > co
C6 O CD CO N L c Co
• CI) to -0 O co 0 a.) N O � U co 0 CD
0 RI O 32
CU wro. L
-O = 0 Q w o
Q 'co> 0 c 0 0-N
o
co
Ca a) U
o N
_Q
CO CD
co
cn
o
= o 0
Q >
CD
co to
co U
0 U) U
co c
a) scu
> C
U Q
•
The SOE office advertises the time that these certificates
N
Q
0
0
0
N
0
N
U o
0
o 0
o
o
o
o N
0 0
o
_o ci)
c� E
U 17)
Q
O o
O o
> 4) o
Q_
a) �— o
• • •
cts
0 co .-
a co CO CO
-CD
N
' 4— cn a)
O ( O
> m
(t3 (0 -o
-0 0
CO co a3 - 0
CO
•cn CO 0 o 0
(o to O U
> Q) L CD y_-
ni v Q
N
a
O O
Q)
O
Q
O
O
O
N O
- 0
a--'
co O
a) -0
N -o
co
- o
• O
E
o
= -o
�
� 0
O O =
O
• • •
L
a)_
0
a)
E
E
E
a)
L
W
'0
VJ
O
0
U
a)
N
E
)
O
4-
0
a)
E
a)
O
9-
a)
E
0
9F-
E
X
a)
0
0
U
O
4)
• • • •
O
Q
E
X
9-
O
0
Ca
U
u) U)
0 }'
O
a
co co E u) as
V; cu 0 O _Q
.0 cii c m
u O Q
O 0 C
O CO - - O
c =
i N L
0 0 _cu O c O)
(� 0 O >
O m V � O � � �
0 V0) _c Q N cu
(13
>' ) N . >,, O
co O O CD =
N 0) c co • = cp
N O U .u)
< O 0 _c c >, 0
U O C O }' 2 (ti
>,
L O O O
a3 cu N N c "0
O
Q
N . C L1J � to
O 0 O O N
cn
0 — N - O O U
0 co m < 0_
•
• • •
must review certificate to see if voter
L
o .tii •§
W '7 0
O Q a)
73 CD CD O
O i4= N a)
> 0
•
•
a)
0