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Home My WebLink About10-30-13 CANVASSING BOARD MINUTESMinutes of the City of Sebastian Canvassing Board Orientation and Logic and Accuracy Test Wednesday, October 30, 2013 - 2:30 p.m. 11/5/13 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 (Chair), City Attorney, Robert Ginsburg, and City Manager, Al Minner. Other Officials Present: Indian River County: Supervisor of Elections, Leslie Swan; Absentee Ballot Coordinator, Trisha, 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 Clerk, Tammy Vock and City Manager, Jim O'Connor. Ms. Maio called the Sebastian Canvassing Board meeting to order at 2:30 p.m. (See Agenda for meeting and Canvassing Board Schedule attached) The November 15, 2011 Canvassing Board minutes were approved on motion by Mr. Ginsburg and second by Ms. Maio with a voice vote of 2 -0. Mr. Minner arrived a few minutes later. Supervisor of Elections, Leslie Swan, gave a brief Power Point presentation entitled "Public Test of Voting Equipment ", and Absentee Ballot Coordinator, Trisha Verdugo gave a Power Point presentation entitled "Canvassing Absentee Ballots" (see both Power Point presentations attached). The Canvassing Board then moved to the SOE warehouse to view the public test of the voting equipment as conducted by SOE staff (see Public Pre - Election Test Procedures attached) and when that was completed moved to the SOE tabulating room at 3:20 pm for certification of test results. Upon completion of the test and tabulation, the Canvassing Board initialed the logic and accuracy test results report and control report, and certifed that results were sealed in a transfer box with seal # 0012915 (see attached). The Canvassing Board will meet again on October 31, 2013 to begin canvassing of absentee ballots at 10 am, again on November 5, 2013 to canvass all remaining absentee ballots with tabulation of absentee ballots and final election results to begin at 7 pm. The Canvassing Board Meeting recessed and will reconvene on October 31, 2013 City o astian Canvassing Board Sally A. Maio, MC Leslie Rossway Swan Supervisor of Elections Indian River County, Florida AGENDA PUBLIC PRE - ELECTION TEST October 30, 2013 Certification of Tabulating Equipment Test For the November 5, 2013 Municipal Elections 3:00 p.m. Sign In Sheet for Canvassing Board Members, Vendors, the Public and Staff Call to Order Review Procedures for Public Pre - Election L & A Test Complete Automatic Tabulation Equipment Testing Document Canvassing Boards to Sign Testing Document Testing Materials and Programs Sealed in Transfer Case Recess until 10:00 a.m. Thursday, October 31, 2013 4375 43'a Avenue, Vero Beach, FL 32967 -1024 (772) 226 -3440 FAX (772) 770 -5367 www.voteindianriver.com Leslie Rossway Swan Supervisor of Elections Indian River County, Florida October 30, 2013 October 30, 2013 October 31, 2013 Canvassing Board Schedule 2013 Municipal Elections City of Sebastian City of Vero Beach November 5, 2013 (Wednesday) 2:30 p.m. (Wednesday) 3:00 p.m. (Thursday) 10:00 a.m Canvassing Board Orientation Logic and Accuracy Test Initial Canvass of Absentee Ballots November 5, 2013 (Tuesday) 4:00 p.m. Canvass Absentee Ballots (continued) If all provisional ballots can be processed on Election night, Certify Election November 7, 2013 (Thursday) 5:00 p.m November 12, 2013 (Tuesday) 9:00 a.m. November 12, 2013 (Tuesday) 10:00 a.m Canvass Provisional Ballots and Certify Election (If election is certified on election night, no meeting will be necessary) Post - Election Manual Audit - City of Vero Beach Post - Election Manual Audit - City of Sebastian 4373 43`4 Avenue, Veto Beach, FL 32967- 1(1'.ti.4 (772) 226 -3440 FAX (7 2) 770 -5367 w►vw.wteindiatriYwx*rn "blic Test of Voting Equipment_ :ai oting Equipment Must Be Publicly rested Prior to Elections According to F.S. 101.5612 A.-. :yr A.' 0 !,1 �Csanvassing Board l; f For the test, the canvassing board may designate one member to represent it i x JstH y 'S1 �lNhen do we test? On any day not more than 10 days prior ` to the beginning of early voting I ; - 'A -if no early voting, not more than 10 days before election day n is /.40/,3 Wh Y test? I To determine the voting system;is: ,a - Properly programmed i The election is correctly defined All of the voting system input, output, and communication devices are, working properly INho Can Attend? r #::Public ,Representatives of the political parties t:Candidates or their representatives i� • Law requires 48 hours notice.'(rFneWspaper 4SD 1 rlci�nr do we test? ' ., IRC randomly selects voting machines to test Optical Scan: Test at least 5% or 10 of the deyipas:......... Touchscreen: At least 2% of the devices • All voting machines are set to zero. (no,votes cast) and tested 1 ;ublic Testing - Touchscreen The touchscreen equipment is programmed by our staff to run a- "vote simulation script" which votes every position in each race 1RUbIic Testing - Insight Pre- marked ballots used to test the Insight optical scan voting machines • One vote for each choice In each race Two votes for a "Vote for Two' race or Three votes for a "Vote for Three" race, etc. One or more ballots for each office is 'overvoted'and also 'blank" ballots to make sure the tabulating system is rejecting the vote • The ballots are run through the Insight • The vote totals are compared to the control sheet Tallying the Vote The SOE opens the tabulation system to run a zero proof report to show the system is set to zero Canvassing Board members review and initial this report j -5i 11 dit Cartridge The SOE office runs the "vote simulation script' on the touchscreen equipment until It completes its, program The SOE 'closes the polls' on the machine and all totals are copled to the cartridge which holds all the .� election data for each machine The SOE also makes a copy of the cartridge (audit trail cartridge). The original cartridge will'go,out In the machine to the polling place (Op early voting:slt r- 'Public Testing — 400C u , Pre- marked ballots used to test the 400C high I speed tabulator • One vte for each choice in eacti.rece. . '0, tes; for a 'Vote for Two' race or Three votes for a "Vote for Three* race, etc:. `One or more ballots for each office is 'Over voted' and also "blank' ballots to make sure the tabulating system is rejecting the vote • The ballots are run through the 400C` • The vote totals are compared to thebgnt aI sheel 3 T- allying the Vote SOE tallies all the votes from touchscreen cartridges i- SOE tallies all the votes from the'optical scan :ballots utilizing the memory packs SIDE tallies all votes from 400C highspeed • tabulator 2 1 0 'r,3allying the Vote ✓Touchscreen cartridges I Memory packs, & 400C High Speed Tabulator 'Totals from the above aretransferred to the .�` WinEDS tabulation system • A report is printed and all Canvassing.Board members verify the predeterf>rl!r( results -eolrnpletion Of The Test A# the oompletion of testing: Canvassing Board or its representative — Representatives of the poocal,parfies - Candidates or their representatives: Shall witness the resetting of each device that passed to a pre - election state. of readiness Each device that passed testing shatf_be:sealed In such a manner as to secure its state !6f readiness until the opening of the polls 5 ��fii tr 1 anvassing Board Approval : Canvassing Board shall execrate .a -t written statement attesting — Tabulation devices tested r — Resultsoffesting `? The protecttve counternumber j — Seat # securing tabulation devices at conckab i ..OrlasOfng 6 — Any problems q — WhetherdevlcestestadissaUsfacfaVy .oruOry �a e .AIIoriginal testing reportsand udlt�trail cartridges are stored in a:IgC15e011404 sealed, container to be opened when the'SOE :conducts another public test in ca".i e.isl ananomaly reported The sealed container is placed ln.the, . fireproof vault: in the tabulation roomwi ttEch.is under 2417 video. surveillance- 3 IR - yf .Canvassing Absentee Ballots �Mun�cipal Elections : - "�ovember 5, 2QI T ' - ' A tonPRIOR TO ABSENTEE COUNTING allots arrive in our office they are clocked in and signatures very certificate envelope are compared to our voter registration records • Certificate envelopes with signature variations and specific errors are separated for the Canvassing Board to review • All ballots are stored in fireproof vault under 2477 video surveillance Y C vasshig Board.-4 ,VR� 3x-s- a rming i, Canvassing Board will review ballot certificates with Issues using standards of acceptance reviewed and approved by the Canvassing Board • If deemed Illegal. the Board shall stamp the ballot certificate 'Rejected as Illegal' and initial the ballot certificate Those deemed 'legal' will be given to the Absentee Coordinator to add to the proper stack of ballots to be counted 10/30/2013 nDa� • Authority is granted to Canvassing Boards by F.S. 101.68(2) to begin the canvassing of absentee ballots not more than 15 days out from an election • Canvassing Board will accept any protest or challenges brought against an absentee ballot • Any elector or candidate may protest an absentee ballot if they believe the certificate envelope has a defect • The SOE office advertises the time that these certificates envelopes can be reviewed in our office • The protest must be filed before the certificate envelope is opened Certain voters who registered to vole by mail and are first time voters In the state have special requirements that must be met If the voter has not submitted tD to the SOE they must submit it in a separate envelope along with the absentee ballot SOE staff will open *extra' envelope to check for ID and determine if voter has marked the certificate envelope stating a reason why they would be exempt from the Identification requirement • If voter has not enclosed I.D. or marked an exemption the ballot shall be treated as a provisional ballot until 7 p.m. on election day and will not be canvassed unless SOE has received the required I.D. or written Indication of exemption Wn- 1 - 1" 1 n Day -P* • All acceptable AB ballots are removed from the certificate envelope and then passed on to a team member to be removed from the secrecy sleeve • Ballots are run through the high speed counter and total are entered into the tabulation system • Anyone who releases any information from AB ballots processed early is guilty of a third degree felony • On Election Day. the SOE office will receive certificate envelopes from polling sites which reflect information about voters allowed to vote a provisional ballot on the touch screen or the Insight tabulators • Canvassing Board must review certificate to see if voter was eligible and had not already voted • SOE will compare the signature on fife for the voter with the signature on the certificate envelope. If signature matches and voter is eligible to vote the ballot will be counted 10/30/2013 2 INDIAN RIVER COUNTY NOVEMBER 5, 2013 MUNICIPAL ELECTIONS PUBLIC PRE- ELECTION TEST OF TABULATION EQUIPMENT CONDUCTED ON OCTOBER 30, 2013 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. INDIAN RIVER COUNTY L / A OFFICIAL MUNICIPAL ELECTION 2013 Cumulative Totals November 5, 2013 REGISTRATION & TURNOUT INDIAN RIVER COUNTY Completed Precincts 1 of 9 Total:Regstration, ::, • - 26'x798 " ';: " - Election Day Ballots Cast 208 0. Absentee,Ballots.Cast: , Early Voting Ballots Cast 0 0. Tota1;13aliots Cast-: ' 231 ;;0 CITY OF SEBASTIAN Number to Vote For: 3 Completed Precincts 0 of 4 Under Votes: 69 Over Votes: 15 NP!-,Andre B,. Coy, . 9 6;67 %0 NP - Damien Gilliams 18 13.33% NA Richard li. <Gdiinor - 27 `20:00% NP - Bob McPartlan 36 26.67% NP �.Ddwwri ht : `` . 45 33;33% CITY OF VERO BEACH Number to Vote For 2 Completed Precincts 1 of 5 Under Votes: 50 Over Votes: 14 NP - Dick Winger 12 ._4.76% 1. Amelia °Graves: 24 . ;9:52% NP - Brian Heady 36 14.29% NP - Tracy McL-ain!.Carroll: 48 "19:05% NP - Joseph (Buzzie) Guffanti 60 23.81 NP- Warren H. Winchester 30jr- Run Daterl-ime: 10/30/13 3:32:35 PM Page 1 of 1 INDIAN RIVER COUNTY CONTROL REPORT OFFICIAL MUNICIPAL ELECTION 2013 Cumulative Totals November 5, 2013 REGISTRATION & TURNOUT INDIAN RIVER COUNTY Completed Precincts 1 of 9 Total:Registration' 26; 96 Election Day Ballots Cast 208 0.78% A6sentee_Ballots,Cast " " 23 '0A9 °!o Early Voting Ballots Cast 0 0.00% Total-Ballots Cast; •: -'231 `:0:86% CITY OF SEBASTIAN Number to Vote For 3 Completed Precincts 0 of 4 Under Votes: 69 Over Votes: 15 NP = Andrea B. 'Coy;,' 9 6.67% NP - Damien Giiliams 18 13.33% NP` Rfchald H Gitlmor- « 27 20 04% NP - Bob McPartlan 36 26.67% NP. -:Don Wn ht 45 '33;33% CITY OF VERO BEACH Number to Vote For 2 Completed Precincts 1 of 5 Under Votes: 50 Over Votes: 14 NP Dick Winger 12 4.76% NP - Am&6'Graves NP Brian Heady 36 14.29% NP - Tracy McLain;Gairall.° 48 19,:Q5% NP - Joseph Buzzie Guffanti 60 23.81% NP - Warren H..Winchestei ` ' 72 28.'57 %o Run Daterrime: 10/16/13 12:29:37 PM Page 1 of 1 MUNICIPAL ELECTION November 5, 2013 The undersigned members of the City of Sebastian Canvassing Board do hereby certify that on October 30, 2013 the zero tape reports for the 400C, the back up thumb drive for the 400C, and the sign -in sheet for those in the tabulation center were signed by the City of Sebastian Canvassing Board members and were sealed in a transfer case with Seal # 00 ( a7-1\ 0 Sally Maiodbastian City Clerk Canvassind Board Chairman Robert Ginsburg, Sebaldtian City Attorney qanvq$sing Board Member •, Sebastian City Manager ng Board Member