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HomeMy WebLinkAbout11152011CanvassingMinutes of the City of Sebastian Canvassing Board Random Selection for Post Election Manual Audit Thursday, November 15, 2011 — 9 am 11/8/11 General Election Supervisor of Elections Office 4375 43`d Avenue Vero Beach, FL 32967 Present: City of Sebastian Canvassing Board Members: City Clerk, Sally Maio (Chairperson) and City Manager, Al Minner. Other Officials Present: Indian River County: Supervisor of Elections, Leslie Swan; Absentee Ballot Coordinator, Marge Diehl, and other SOE staff members to conduct the Post Election Manual Audit City of Vero Beach Canvassing Board Members City of Fellsmere Canvassing Board Members The Chairperson called the Sebastian Canvassing Board meeting to order at 9:20 am when Mr. Minner arrived. The Supervisor of Elections had advised that due to the fact that there were so few ballots to audit only two members of the Board needed to be present. The November 8, 2011 Canvassing Board minutes were approved on motion by Ms. Maio and second by Mr. Minner with a voice vote of 2 -0. Manual Audit of Precinct 109 — Question 5 The SOE Staff audit teams conducted the manual audit and reported no problems. See copies of Rule 1S -5.026 Post Election Certification Voting System Audit, Conduct of Election Report, Voting System Post Election Audit Report, and Certification attached to minutes. The Canvassing Board Meeting adjourned at 9:30 a.m. and will reconvene in 2013. City(69ebasti Canvassing Board Sally A. M io, MMC City CI 4C Y4 Q( , 30 OUP 3 08 Voting System Post Election Audit Report County: �_i -k- . rrF'S�nn.Sf E om\ Date of Election: (i6mm1 e.( .d01� Precinct Number(s): IQ�j Race: r At.f Amw2 mPyA 4-5 1. Overall accuracy of the audit: 1 0701 O 2. Description of any problems or discrepancies encountered: nQ y\ e, 3. 4. Likely cause of such problems or discrepancies: Recommended corrective action with respect to avoiding or mitigating such circumstances in future elections: I hereby certify that the report of the voting system audit performed for the 1 3►01( election is accurate and that attached are precinct summary reports for each precinct audited. Si es of County Canvassing Board A. s Printed N Sil AL- g Printed Name Si# Printed Name Signature // //J-/// Date 4 it ,� Da e Date Rule 15 -5.026 DS -DE 107 (eff. 10- 16 -08) Rule IS -5.026 Post - Election Certification Voting System Audit. (1) General application. The provisions of this rule apply to a manual audit of a voting system to be conducted after certification of an election. The purpose of the manual audit is to ensure that the voting system deployed in the election tabulated all votes properly. A manual audit is not required in any election in which only paper ballots are used and are not tabulated by a voting system. (2) Definitions. For purposes of this rule only, the term: (a) "Audit team" means a two- person team that manually sorts and tallies the votes. The audit team may consist of employees of the supervisor of elections, poll workers or other temporary personnel acting under the direction of the county or other local canvassing board. (b) "Ballot image" means an electronic record of the content of a ballot cast by a voter and recorded by the voting device. (c) `Ballot image report" means the printout of ballot images for each machine or precinct generated. (d) "Board" means the county canvassing board or other local board responsible for certifying the election. The board shall be governed by the provisions of section 102.141, Florida Statutes, including the process for substitution in the event a member is unable to serve. (e) "Manual audit" means a public manual tally of the votes cast in one randomly selected race that appears on a ballot in one or more randomly selected precincts. (f) " Marksense ballot" means the printed sheet of paper, used in conjunction with an electronic or electromechanical vote tabulation voting system, containing the names of candidates, or an issue such as a proposed constitutional amendment or other public measure submitted to the electorate at any election, on which an elector casts his or her vote. (g) "Race" means any contest for filling a candidate office or voting on an issue. Races for state or county executive committees of political parties are not included since these races do not constitute races for candidates pursuant to s. 97.021(4), F.S. (3) Forms. (a) The following forms are used in this rule and are incorporated by reference: 1. Form DS -DE 105 A, entitled "Audit Team Worksheet for Direct Recording Electronic Ballots" (eff. 10- 16 -08) 2. Form DS -DE 105 B, entitled "Audit Team Worksheet for Marksense Ballots" (eff. 10- 16 -08). 3. Form DS -DE 106, entitled "Precinct Summary" (eff. 10- 16-08). 4. Form DS -DE 107 entitled "Post - Election Certification Voting System Audit Report" (eff.10 -16- 08). (b) Copies of the forms may be obtained from the Division of Elections, Room 316, R. A. Gray Building, 500 South Bronough Street, Tallahassee, Florida 32399 -0250, from the Division of Elections website at: http: / /election.dos.state.fl.us, or by contacting the Division of Elections at (850)245 -6200. (4) Board duties. The Board must: (a) Publish at least a 24 -hour advance notice of the meeting to conduct the random race and precinct selection and the meeting to conduct the manual audit. The notice may be published before the official certification of the election results but neither the random selection nor the manual audit can occur until after the certification. The notice shall include the date, time and place for each meeting. Notice shall be posted in four conspicuous places in the county and on the home page of the county supervisor of elections' website. A link to the notice on the county supervisor of election's homepage will satisfy the website notice requirement. (b) Conduct, complete and make available the results of a manual audit of a voting system no later than 11:59 p.m. of the 7`s day following the official certification of election results. (c) Submit to the Department of State a report of the audit results in accordance with the report format prescribed in subsection (10) within 15 days after the manual audit is completed. (5) Random Selection of Race and Precincts. (a) The Board shall determine the method of random selection of the race and precincts to be audited. The selection method must be done manually and independent of any software program, and on a random basis using a uniform distribution in which all races have an equal chance of being selected and all precincts in which the selected race appears have an equal chance of being selected. Examples of such selection may include selection by drawing lots or by using a ten -sided die. However, the selection method should be done in a way that the public is assured that all races as defined in rule that appear on the ballot 2 are included in the random selection of the race, and that all precincts containing the selected race are included in the random selection of the precinct or precincts. (b) The Board shall first randomly select a race from all available races on the ballots. In the event that multiple municipal or other local elections are held on the same day in a county and the county canvassing board certifies the elections, one manual audit will cover all elections held on that day and all races involved in the elections shall be available for selection of the race and precincts. (c) The Board shall next randomly select two percent of the precincts in which the selected race appears. If two percent of the precincts equals less than a whole number, the number of precincts to be audited shall be rounded up to the next whole number. (6) General Procedures. (a) A majority of the Board shall be present at all times until the manual audit is completed. (b) Prior to the beginning of the manual audit, the Board shall jointly review the rules and statutes governing audit procedures. The Board shall also review the security procedures for manual audits established by the Supervisor of Elections pursuant to subsection (11). (c) The Board shall ensure that, at a minimum, the minutes of the manual audit proceedings are taken and promptly recorded and maintained. (d) The Board shall conduct the manual audit in a room large enough to accommodate the following, at a minimum: the board, the audit teams and, if present, two public observers per audit team. If a large public turnout is anticipated, the Board should take reasonable steps to select the largest available public meeting room to accommodate the turnout. In the event that the room is not large enough to accommodate all public observers present, the Board shall provide for the random selection of the observers from among those present just prior to the beginning of the manual audit. The observers shall be allowed to witness the audit team's activities but may not interfere with the proceedings. The Board shall announce the procedures that will allow any departing public observers to be replaced by other observers. (e) The Board may adopt reasonable rules and policies to ensure the public does not interfere or otherwise disturb the manual audit, including taking whatever reasonable action is necessary to have disruptive and unruly persons removed by law enforcement officials. 3 (f) The Board shall appoint as many audit teams as necessary to assist in the manual audit. The Board shall resolve any disagreement on the handling or processing of a ballot by an audit team in accordance with the rule. (g) No person except the Board, an employee of the Supervisor of Elections or a member of an audit team shall handle any ballot or ballot container, or interfere with or obstruct the orderly manual audit. (h) To the extent possible, the certified result from the selected race and precinct(s) to be audited shall not be disclosed in advance to the audit teams. (7) Specific procedures - direct recording electronic voting machine ballots. The Board and the audit teams shall follow these specific audit procedures for votes cast on direct recording electronic machines: (a) The Board shall order the printing of one official copy of the ballot image report from each machine to be audited. The ballot image shall constitute the ballot for purposes of the tally in accordance with this subsection. (b) The Board shall differentiate among the voter's various choices in the selected race by assigning a distinct color code to each possible choice in that race. (c) The audit team shall highlight the voter's choice on the ballot image report in accordance with the assigned color code. (d) The audit team shall then tally the results and write the number of votes for each candidate or issue choice on the Audit Team Worksheet for DRE Ballots (DS -DE 105 A). (e) The audit team shall otherwise examine the ballot images and follow the procedures used under subsection (8) for tallying and recording the votes. (8) Specific procedures - optical scan machine ballots. The Board and the audit teams shall follow these specific audit procedures for votes cast on optical scan machines: (a) The manual audit shall include a tally of the selected race for the selected precinct or precincts of ballots cast on Election Day and during the Early Voting period, absentee ballots (to include absentee ballots cast by uniformed and overseas citizens), and provisional ballots. (b) The tally shall be of the marksense ballots that were tabulated by the voting system. 4 (c) Ballots cast at the precinct on Election Day, early voted ballots, absentee ballots and provisional ballots for each precinct shall be audited separately. (d) In order to distinguish between errors attributable to improper marking of the ballot versus voting system tabulation error, each audit team shall examine a ballot and if in agreement, shall place a ballot into one of the following stacks: 1. Ballots on which the voter overvoted in the selected race. 2. Ballots on which the voter undervoted in the selected race. 3. Ballots on which the voter marked the race in a manner that should have been read by the voting system tabulator. 4. Ballots on which the voter marked the race in a manner that might not have been read by the voting system tabulator (deemed questionable ballots). (e) The audit team shall sort the ballots that were stacked in subparagraph (8)(d)3. according to the voter's choice in the selected race. For example, all ballots with votes for Candidate A should be placed in one stack and all ballots with votes for Candidate B should be placed in another stack. The audit team members shall then tally the number of ballots in each of those stacks and write the number of votes for each candidate or issue choice in the specific race on the Audit Team Worksheet for Marksense Ballots (DS -DE 105 B). (f) The audit team members shall also tally the number of ballots for each stack as separated in subparagraphs (8)(d)1., 2., and 4. and write the number of ballots in each stack on the Audit Team Worksheet for Marksense Ballots (DS -DE 105 B). (g) The manual audit shall continue until completed. A recess may be called but procedures, established by the supervisor of elections, for securing the tally results and ballots shall be followed during the recess. (9) Results Compilation. (a) The board shall direct the supervisor to print a report from the voting system for the precincts selected which provides the group detail of the number of ballots for Election Day, early voting, absentee, and provisional. The provisional number may be included in one of the other numbers. This report will be what the board shall compare to the audit teams' manual count. The report shall not be provided to the audit team members. (b) After the audit team has finalized its tally, the Board shall compile the results and compare the manual tally under subsections (7) and (8) to the official vote totals for the selected race in the selected precinct(s). 1. If the manual tally and official vote totals match for that precinct, this result is to be listed on the Precinct Summary form (DS -DE 106). 2. If the manual tally and official vote totals do not match, the Board shall determine if the difference can be reconciled by reviewing the official totals and the stack set out pursuant to paragraph (8)(d)1., 2, and 4. If the re -tally and totals still do not match, the Board shall direct a different audit team, if available, to conduct a manual re- tally. 3. If the re-tally and totals still do not match, the Board shall direct the audit team, to review the paper ballot tabulator printed tapes or reports for the number of ballots cast in the selected race and precinct(s). If the number of ballots cast in the selected race from the printed tapes or reports does not match the number of ballots audited, the canvassing board shall take the steps necessary to resolve the discrepancy. If that tally and official totals still do not match, that manual tally and difference are to be noted on the Precinct Summary form (DS -DE 106). (10) Audit Report. The Board shall submit its report to the Department of State using the "Post - Election Certification Audit Report" (DS -DE 107). Each audit report shall be accompanied by a completed Precinct Summary form (DS -DE 106) for each precinct audited. The report shall also include a description of (a) The overall accuracy of the audit. (b) Problems or discrepancies encountered, if any. (c) The likely cause of any problems or discrepancies encountered, if any. (d) Recommended corrective or remedial actions for any problems or discrepancies encountered, for purposes of avoiding or mitigating such problems or discrepancies in future elections. (11) Security procedures. Each county supervisor of elections pursuant to its responsibility under section 101.015, F.S., shall ensure that its security procedures include procedures relating to the 2 security of ballots, chain of custody controls, protocols for authorized access and secure storage of ballots that may be used in a manual audit. Specific Authority 20.10(3), 97.012(1), 101.591, 101.5911 FS. Law Implemented 101.591, FS. History— New 10- 16 -08. CONDUCT OF ELECTION REPORT [Section 102.141(9)(a) and (b)., Florida Statutes] Section 102.141 (9)(a), F.S. At the same time that the official results of an election are certified to the Department of State, the county canvassing board shall file a report with the Division of Elections on the conduct of the election. Election: 2011 Year County: Indian River (Check one Primary General or other election: Municipal Voting Devices: Please fill -in with the number of voting devices in the appropriate table cells. Polling Locations Precinct Count Marksense Scanners Initial Total Deployment Removed Replaced or Added Earl Voting 1 2 0 0 Election Day 4 8 0 0 ADA Voting Devices e.., Marking device and/or DRE Touchscreen Polling Locations Initial Total Deployment Removed Replaced or Added Earl Voting 1 1 0 0 Election Day 4 4 0 0 Absentee Central Count Marksense Scanners Initial Total AB Scanners Removed Replaced or Added 1 0 0 Election Definition: (Check one) County creates the election definition Vendor creates the election definition Consultant creates the election definition Other and provide the description: Ballot -on- Demand (BOD) Printing: (Check one) No BOD V Yes BOD (Check any) ❑✓ EV ❑ ED ❑ AB Ballot Printer Service (not using BOD): (Check one or both) []✓ Vendor's printer service (Check any) ❑ EV ❑ ED ❑ AB Non - vendor's printer service (Check any) ❑ EV ED ❑ AB Note: "Vendor" refers to a vendor's voting system. Form: BVSC -006 (Rev. 09/08) Page 1 of 5 CONDUCT OF ELECTION REPORT Section 102.141 (9)(a)1., F.S. All equipment or software ma functions at the precinct level, at a counting location, or within computer and telecommunications networks supporting a county location, and the steps that were taken to address the malfunctions; 1. Did you have any problems which occurred as a result of equipment or software malfunctions at the precinct level, at a counting location or within computer and telecommunications networks supporting a county location? Yeses No Lr J If . s,, please fill -in the appropriate table cells with the summation of the number of problems or malfunctions by location (EV, ED, or Central Location). Also, please indicate on the checklist the type of problems or ma�nctions. In addition, please provide to this report an explanation of the steps that were taken to address the problem or malfunction. Number of problems or malfunctions Earlv Votine I Election Day I Central Location Equipment Marksense Scanner ❑ ADA Marking Device Central location ADA DRE Touchscreen Software Marksense Scan F1 ADA Marking Device ADA DRE Touchscreen Computer Election Management Telecommunications Modems and Phone lines Notes: Election day refers to the polling locations. American Disability Act (ADA) Marking Device refers to the AutoMARK Voter Assist Terminal (VAT) Media refers to a tabulator's memory cards, memory packs, USB flash memory, zip drive, PEBs, etc. Checklist for type of problems or malfunctions Early Voting and Election Day Voting devices Voting devices — not connected to electrical power or power source failure Voting devices — battery backup failure — battery not charged Voting devices — battery backup failure — removed from service AD evice failure — repaired — remained in service ADA device media failure — media replaced Marksense scanner failure — repaired — remained in service Marksense scanner memory media failure — media replaced Marksense scanner failure to reject a blank ballot Marksense scanner failure to reject a ballot with an over voted contest Marksense scanner failure to accept one or more under voted contests Ballot box diverter failure — removed from service Ballot box diverter failure — repaired — remained in service Used the marksense scanner's ballot box emergency bin LJ Cannot complete a planned modem upload or problems with the phone lines Other ❑ Provide the description: Central location Absentee tabulation F1 Marksense scanner failure — repaired — remained in service Marksense scanner memory media failure — media replaced Election Management Other Problem or malfunction with uploading results or creating reports. n Provide the description: Form: BVSC -006 (Rev. 09/08) Page 2 of 5 CONDUCT OF ELECTION REPORT Section 102.141 (9)(a)2., F.S. All election definition errors that were discovered after the logic and accuracy test, and the steps that were taken to address the errors; 2. Did ou have any election definition errors that were discovered after the logic and accuracy test? Yes No if Ls, please fill -in the appropriate table cells with the number of errors. Please attach an explanation to this report of the steps that were taken to address the errors. Section 102.141 (9)(a)3., F.S. All ballot printing errors or ballot supply problems, and the steps that were taken to address the errors or problems; 3. Did you have any ballot printing errors or ballot supply problems? Yes ❑ No ®✓ If mss, please fill -in the appropriate table cells with the summation of the number of errors. Also, please indicate on the checklist the type of problems or errors. In addition, please provide to this report an explanation of the steps that were taken to address the errors. Election definition errors Precinct count media errors Central count media errors County created definition or errors errors media problems County created the ballot Vendor created definition or Vendor created with media with correct county information Vendor created definition or Vendor created with media with incorrect incorrect information from information from the county the county Section 102.141 (9)(a)3., F.S. All ballot printing errors or ballot supply problems, and the steps that were taken to address the errors or problems; 3. Did you have any ballot printing errors or ballot supply problems? Yes ❑ No ®✓ If mss, please fill -in the appropriate table cells with the summation of the number of errors. Also, please indicate on the checklist the type of problems or errors. In addition, please provide to this report an explanation of the steps that were taken to address the errors. Checklist for type of ballot or printer problems Early Voting and Election Day Poll ovation (please identify the location) Incorrect ballots to the voter — poll worker error Ballot moisture (humidity) cannot scan Absentee (please identify the location) Incorrect ballots to the voter — election staff error Ballot -on- demand (BOD) Printed incorrect ballots — printer error such as duplex Printed incorrect ballots — software error Printer failure Incorrect ballots given to the voter — poll worker error Oth ❑ Provide the description: Form: BVSC -006 (Rev. 09/08) Page 3 of 5 Electronic ballot layout Paper ballot layout Paper ballot printer Paper ballot supply errors errors errors problems County created the ballot Vendor created with correct county information Vendor created with incorrect information from the county Checklist for type of ballot or printer problems Early Voting and Election Day Poll ovation (please identify the location) Incorrect ballots to the voter — poll worker error Ballot moisture (humidity) cannot scan Absentee (please identify the location) Incorrect ballots to the voter — election staff error Ballot -on- demand (BOD) Printed incorrect ballots — printer error such as duplex Printed incorrect ballots — software error Printer failure Incorrect ballots given to the voter — poll worker error Oth ❑ Provide the description: Form: BVSC -006 (Rev. 09/08) Page 3 of 5 CONDUCT OF ELECTION REPORT Section 102.141 (9)(a)4., F.S. All staffing shortages or procedural violations by employees or precinct workers which were addressed by the supervisor of elections or the county canvassing board during the conduct of the election, and the steps that were taken to correct such issues; 4. Did you have any staffing shortages or procedural violations by employees or precinct workers which were addressed by the supervisor of elections or the county canvassing board during the conduct of the election? Yes Q No MV lf,Ks, please fill -in the appropriate table cells with the number of issues. Please attach an explanation to this report of the steps that were taken to address these issues. Section 102.141 (9)(a)5., F.S. All instances where needs for staffing or equipment were insufficient to meet the needs of the voters; 5. Did ou have an instances where needs for staffing or equipment were insufficient to meet the needs of the voters? Yes No FVI If Yes, please fill -in the appropriate table cells with the number of insufcient staffing or equipment for meeting the needs of the voters. Please attach an explanation to this report of the steps that were taken to address these issues. Number of shortages Number of instances of insufficient training Number of instances where procedures were used incorrectly or with violations Poll workers number of voters for demand for voters Election staff election day Security Temporary support Section 102.141 (9)(a)5., F.S. All instances where needs for staffing or equipment were insufficient to meet the needs of the voters; 5. Did ou have an instances where needs for staffing or equipment were insufficient to meet the needs of the voters? Yes No FVI If Yes, please fill -in the appropriate table cells with the number of insufcient staffing or equipment for meeting the needs of the voters. Please attach an explanation to this report of the steps that were taken to address these issues. Note: The number of " lap nned" items is based on the election day estimates, and "available" is the actual items at the start of the election day. Note that the number of voting devices available is based on the actual initial total deployment including ADA devices as provided on page 1 for election day. Other equipment and supplies, for example, refers to summation of the number of electronic pollbook devices, provisional ballot supplies, ballot boxes, transfer bags, etc. Form: BVSC -006 (Rev. 09/08) Page 4 of 5 Number of 1p anned resources for the expected Number of resources available for election day Number of insufficient resources to meet the number of voters for demand for voters election day Poll workers Election staff Voting devices• Other equipment and supplies Note: The number of " lap nned" items is based on the election day estimates, and "available" is the actual items at the start of the election day. Note that the number of voting devices available is based on the actual initial total deployment including ADA devices as provided on page 1 for election day. Other equipment and supplies, for example, refers to summation of the number of electronic pollbook devices, provisional ballot supplies, ballot boxes, transfer bags, etc. Form: BVSC -006 (Rev. 09/08) Page 4 of 5 CONDUCT OF ELECTION REPORT Section 102.141 (9)(a)6., F.S. Any additional information regarding material issues or problems associated with the conduct of the election. 6. Do you have any additional information regarding material issues or problems associated with the conduct of election? Yes© No F7 If M please indicate on the checklist the type of issues or problems. In addition, provide to this report an explanation of the steps that were taken to address the issue or problem. Checklist Early Voting and Election Day Polling location Incorrect setup Solicitation area violated Incompatible for ADA accessibility Incompatible for use as a polling location Voter check -in Electronic poll book / precinct register error Paper poll book / precinct register error Process error Voters 0 Fleeing voter Disruptive behavior 8 Disruptive photography Observers [� Not approved ❑ Disruptive behavior Disruptive photography Media and/or citizen polling ❑ Disruptive behavior Other n Provide the description: §102.141(9)(b), F.S., If a supervisor discovers new or additional information on any of the items required to be included in the report pursuant to paragraph (a) after the report is filed, the supervisor shall notify the division that new information has been discovered no later than the next business day after the discovery, and the supervisor shall file an amended report signed by the supervisor of elections on the conduct of the election within 10 days after the discovery. NOTE: This conduct of election report must be filed at the same time that the returns for the election are certified to the Division of Elections. (No later than 5 p.m. on the 7`h day following the primary election or by 5 p.m. on the I I'h day following the general election, section 102.112(2), F.S.) Form: BVSC -006 (Rev. 09/08) Page 5 of 5 (D MUNICIPAL GENERAL ELECTION November 8, 2011 Post Election Audit I Canvassing Board Rules Security Observers Recess II Process of Observer Selection �vil III Rules for Observers 4� i IV Ballots Removed from Vault V Procedures for Audit VI Precinct # 109 (paper ballots) Charter Amendment #5 Early Vote Ballots Election Day Ballots Absentee Ballots VII Precinct # 111 (paper ballots) Fellsmere City Council Race Early Vote Ballots Election Day Ballots Absentee Ballots VIII Precinct # 508 (paper ballots) City of Vero Beach Referendum Early Vote Ballots Election Day Ballots Absentee Ballots IX Canvassing Board Compilation of Precinct Summary Sheet X Procedure if Totals Match XI Procedure if Totals Do Not Match XII Reconciliation and Audit Report XIII Secure Ballots and Tally Sheets XIV Adjourn