HomeMy WebLinkAbout2019 07 25 Appt Alternate Memberm�,
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Leslie R. Swan
Supervisor of Elections
Indian River County
July 25, 2019
Ms. Jeanette Williams
City Clerk, City of Sebastian
1225 Main Street
Sebastian, FL 32958
Dear Ms. Williams:
During the 2016 election cycle, the County Canvassing Board revised procedures for canvassing mail
ballots due to the increase of mail ballot voting in Indian River County. In the past, the opening and
processing of mail ballots took place on several specific days. On the designated date, all of the ballots
were removed from their certificate envelopes, processed through the tabulation equipment, and all
problem ballots were reviewed by the Canvassing Board to determine voter intent. This process usually
lasted 6 — 7 hours on the designated meeting dates.
In 2016, the County Canvassing Board unanimously agreed to allow the Supervisor of Elections to be the
Canvassing Board's representative for the opening and processing of mail ballots. The Supervisor of
Elections would oversee the opening of the certificate envelopes, the removal of the ballot from the
certificate envelope and the secrecy sleeve, and finally the processing of the ballots through the
tabulation equipment.
All mail ballots that needed Canvassing Board review were set aside until the majority of the members
of the Canvassing Board were present. The Canvassing Board convened on specific dates and times and
all ballots requiring Canvassing Board attention were addressed at that time. This process eliminated
waiting time while ballots were being opened and run through the tabulator.
Florida Statute allows vote -by -mail ballots to be processed up to the 22nd day before the election.
Florida Statute also allows at least one member of the Board present at all times, until the canvass of the
returns is completed. Finally, Florida Statute allows for the appointment of an alternate Canvassing
Board member:
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F.S. 101.68(2) (a) The county canvassing board may begin the canvassing of vote -by -mail
ballots at 7 a.m. on the 22"d da r
y before e the election, but not later than noon on the day c�H,o•
4375 43" Avenue • Vero Beach, FL 32967 1 Office: (772) 226-3440 1 Fax: (772) 770-5367 1 www.votelndianriver.com
July 25, 2019
Page Two (2)
following the election. In addition, for any county using electronic tabulating equipment,
the processing of vote -by -mail ballots through such tabulating equipment may begin at 7
a.m. on the 22nd day before the election.
F.S. 102.141(8) The canvassing board may employ such clerical help to assist with the
work of the board as it deems necessary, with at least one member of the board present
at all times, until the canvass of the returns is completed.
F.S. 102.141(3) If a member of the county canvassing board is unable to participate in a
meeting of the board, the chair of the county canvassing board or his or her designee
shall designate which alternate member will serve as a member of the board in the place
of the member who is unable to participate at that meeting. (4) If not serving as one of
the three members of the county canvassing board, an alternate member may be
present, observe, and communicate with the three members constituting the county
canvassing board, but may not vote in the board's decision or determinations.
The Municipal Canvassing Board has the option of appointing an alternate member of their board. I
will gladly serve as an alternate member if the Municipal Canvassing Board so desires. My purpose
would be to oversee the opening and processing of mail ballots. Any decisions regarding the acceptance
or rejection of a specific mail ballot would require the three members constituting the Canvassing
Board.
This is just an option I am proposing for your Canvassing Board to streamline the mail ballot process and
to reduce the number of days the full Canvassing Board would be required to be in attendance at the
SOE office. Please let me know if you have any questions and if you would like to go forward with my
proposal.
Sincerely,
Ste\
Leslie R. Swan
Supervisor of Elections
Jeanette Williams
From:
Jeanette Williams
Sent:
Tuesday, July 30, 2019 3:29 PM
To:
'Leslie Swan'
Subject:
RE: Canvassing Board
Hi Leslie,
Following the L & A test on October 28th, we would like you to appoint you as our alternate canvassing board member.
We will then return November 1".
Thank you for your assistance.
Jeanette
From: Leslie Swan rmailto:lswanCobvoteindianriver.coml
Sent: Monday, July 29, 2019 3:25 PM
To: Jeanette Williams
Subject: RE: Canvassing Board
Hello Jeanette:
Hope you had a relaxing weekend. The dates you would be required to attend would be October 28'h at 9 a.m. for the
Logic & Accuracy Test (at least one member of the Canvassing Board must be present). Following the test, our staff and
volunteers will be opening vote -by -mail ballots and running them through the tabulating equipment. Your Canvassing
Board would not have to stay at the time if you wanted to appoint me as an Alternate Canvassing Board member. Any
ballots that are outstacked and need Canvassing Board review would be set aside until November 1st. The entire
Canvassing Board would need to be present on November 1't at 9 a.m. The next Canvassing Board meeting would be on
Election Day, November 5 at 2 p.m. Once your Canvassing Board finishes canvassing the vote -by -mail ballots, you would
be finished until about 6:15 p.m. and then would remain at the Elections Office until all results are reported.
Let me know what you decide.
Kindest regards,
Leslie
Leslie Rossway Swan, CERA, MFCEP
Supervisor of Elections
Indian River County
4375 43`d Avenue
Vero Beach, FL 32967
Phone: (772) 226-3435
Fax: (772)770-5367
Email: LSwan voteindianriver.com
Web: www.VoteIndianRiver.com