THIS IS WHAT NEEDS TO COME FROM THE POLLS ON ELECTION NIGHT

Transcription

1 THIS IS WHAT NEEDS TO COME FROM THE POLLS ON ELECTION NIGHT 1. RUN FOUR SETS OF RESULT TAPES - Run four sets of result tapes - Read the results if there are observers for results - THE TAPES HAVE TO BE SIGNED BY AN ODD NUMBER OF OFFICALS NOT OFFICIALS THAT ARE ODD - Check to be sure the tape that were run at the opening of the polls are signed (the zero tape) 2. PROM/MEMORY PACK BLACK CARTRIDGE IN THE TABULATOR - Break the seal on the machine - Do NOT break the seal on the black prom pack - Verify the Seal Number with the one in the Inspector s Statement - Tape the broken seal from the machine on the Inspector s Statement - Put the Prom Pack in the Red Security Bag with the Flash Card and three sets of signed result tapes 3. FLASH CARD FROM HAVA MACHINE - Put the Flash Card in the Red Security Bag - Verify the Seal Number with the one in the Inspector s Statement - Tape the broken seal from the machine on the Inspector s Statement - Put the Flash Card in the Red Security Bag with the Prom Pak - Remove the print cartridge from the machine and place in the zip-lock baggie, and place in the supply box for that section. 4. RED SECURITY BAG - Put three set of SIGNED result tapes in the bag - Put the Prom Pack in the bag - Put the Flash Card in the bag - Log in the Inspector Statement and on the card in the bag; who and what time the bag is being returned to City Hall - Put a Security Seal on the bag - Be sure that seal number is recorded on the Inspectors Statement - Send one of the Officials back to City Hall ASAP with the Red Bag. City Hall needs to have these items prior to 8:30pm 5. POLLBOOKS AND SUPPLEMENTAL LISTS - The pollbooks need to be reconciled - Document who/when the reconciliation was done on the second sheet of each book - Complete the reconciliation label on the Certification page (first page)of each pollbook - Be sure the last voter number and page is recorded on the Certification page (first page)

2 - Report the last voter ticket number for each ballot style to the Chief Inspector. It needs to be recorded in the master copy of the Inspector s Statement. - All of the books need to be placed in the black rolling cart and given to the Chief Inspector. 6. REGISTRATION FORMS - All Registration Forms should be alphabetized and placed in the expandable folder. - The folder needs to be given to the Chief Inspector. 7. PROVISIONAL BALLOT ENVELOP - Check to be sure an Election Inspector has signed each Provisional Ballots (PVB) envelop - Be sure all PVB have been recorded on the Pollbooks or on the voters registration form. Their Original Voter Ticket Number should be replaced by a PV#. The ticket number that was not used should be recorded on the Chief Inspector s Log. - The PVB need to be recorded on the PVB log, which is with the Ballot Table Incident Log. - All Provisional Ballots (PVB) should be placed in the blue envelop and given to the Chief Inspector. 8. EQUPMENT - Take down all pollbooths - Gather all signs/postings that are in hallways. - Pack away all tables/chairs. - Gather all extension cords and place in the supply box. - Put all the City equipment in one area. 9. SORTING BALLOTS - Obtain any ballots that were taken out of the machine and placed in the Ballot Holding Bin. Remove the security seal and record the number on the Inspector s Statement as well as the time. - Two officials will need to retrieve the ballots from the large bin in the back of machine ballot bin. These ballots should not be mingled with the ballots that are in the Write-in bin. - The ballots from the large bin will need to be reviewed for any names that were written in for a position, but the arrow was not connected. These ballots are set a side and given to the Write-in Tally Inspectors so the votes can be recorded. - Two officials will need to retrieve the ballots from the side bin of the machine ballot bin. Take these ballots directly to the Write-in Tally Inspectors. - See the section on Counting Write-in s - All ballots need to be sorted by Regular and Absentee, and Remade ballots for each Header Code (Ballot Style). Then they need to be sorted by ballots with and with out write-in s. Use the sheet that was provided to indicate what type of ballot is in each bundle.

3 - After all the ballots are sorted, place the appropriate sheet on top of that stack, and place a rubber band around that group. If there are too many ballots, then place them in a box with the appropriate Ballot Style Sheet taped to the outside. - The ballots that are sorted to the Absentee Ballots stack should be placed in another box, with the Absentee Ballots label placed on the outside of the box. - The write-in ballots should be placed in their own box, or with the absentee ballots. Place the Write-In label on that box. - The plastic bags with the used voter ticket numbers are placed in the box with the voted ballots. - After all ballots have been sorted, each box should have Security Tape and Seal Number affixed to it. A signed Certification should be placed on the top of each box. 10. WRITE-IN TALLY SHEETS - Two copies of the Tally Sheets need to be completed. - Two people will each take a copy of the Tally Sheet and record the write-in votes. The third person reads and spells the name written on the ballot. Then shows it to the two people recording the votes. A majority of inspectors need to agree on the voters intent. - Record the number of write-in s that are recorded on the Tabulator Results Tape at the bottom of each position on the Tally Sheet. - The number of Write-in s on the Results Tape should be less than or equal to the number of write-in s found on the ballots. If it is not, you will have to repeat the sorting and counting process. - You CAN NOT return the Tally Sheets if there are more votes on the result tape then you have recorded on the Tally Sheets from the write-in bin. - Once all the votes have been tallied, the ballots need to be sorted with the other ballots. - The write-in ballots should be placed in a box with a Write-In label on that box. - After all ballots have been sorted, each box should have Security Tape and Seal Number affixed to it. A signed Certification should be placed on the top of each box. 11. INSPECTOR S STATEMENT GAB Be sure - the first page is signed - every page is collected from each section - all incidents have been logged on the sheets - all security seals that have been removed are taped to the statement - the number of absentees has been logged on the statement - the number of Provisional Ballots have been logged on the statement 12. TIME SHEETS - Be sure everyone shows a starting and ending time on the time sheet - Return the sheets to the Chief Inspector 13. CHECK THE AREA - Check all restrooms and the work area for any stray voters or Election Officials. - Check under all tables and chairs for any personal belongings and Election Inspectors.

4 Bring these items back to City Hall on Election Night 14. TIME SHEETS - Be sure everyone s time is marked with their starting and ending time - Return these sheets to the Chief Inspector 15. KEYS - Keys for the building, any doors, and the machines should be placed in the Black Rolling Box 16. CELLPHONES - City Clerk Phones and charger cords should be placed in the Black Rolling Box 17. LEFTOVER FOOD - Any food that has not been eaten needs to be brought back to City Hall 18. PUT ALL FORMS AND EQUIPMENT IN THE BLACK BINDER - This is the one the Chairs picked up on Monday - These forms come back on Election Night after they have been signed: - Machine Result Tape that were not sent with the Prom Pack - Write-in Tally Sheet check for each position that the number from the result tape is less than the number of write-ins that were recorded. - The box of ballots that contain the write-in ballots. - Registration File this is the expandable brown file with the forms filed in it. - The complete set of Inspector s Statements. Including the pages from each section. 19. ABSENTEE ENVELOPS - THE ENVELOP/BOX OF DEFECTIVE AND CHALLENGED CERTIFICATES - These ballots should be placed in the Certificate Envelop that was provided - The Absentee Log. This is the log that was delivered with the absentee ballots - CERTIFICATE ENVELOP (brown) OF REJECTED ABSENTEE BALLOTS - The ballots should be placed in the Certificate Envelop that was provided. These are the envelops that were NOT opened and the ballots were NOT processed 20. PUT THE POLLBOOKS IN THE BLACK ROLLING CART - Check that the last voter number and page are recorded on the front page. - Check that the number of absentee voters are recorded on the front page. - Check that the label on the front page has the time and who reconciled the books at the end of the day. This is also recorded on the Inspector s Statement. - Check that the certificate page is complete.

5 THESE ITEMS SHOULD GO IN THE BLUE TABULATOR BIN 21. USED ABSENTEE CERTIFICATE ENVELOPE/BOX FOR ABSENTEE BALLOTS THAT WERE PROCESSED - The ballots should be placed in the Certificate Envelop(white) that was provided, or tape it to a box and put the envelops in the box if there are too many. These are the envelops that were opened and the ballots were processed - THE CERTIFICATE ENVELOP HAS TO BE SIGNED BY AN ODD NUMBER OFF OFFICAL NOT OFFICIALS THAT ARE ODD THESE ITEMS SHOULD BE PLACED IN A CENTRAL AREA OTHER ITEMS 1. SUPPLIES - The supplies should be placed in their respective supply box that is labeled for each section. 2. USED AND UNUSED BALLOTS - The ballots should have security tape placed around the box and a seal placed on top - The seal number should be recorded on the Inspector s Statement 3. COMPUTER EQUIPMENT - IT Staff should come around and pick up their equipment. If they haven t leave the computers and printers set up and they will dismantle. 4. BULLETIN BOARD/EASELS/SIGNS - Gather all bulletin boards and easels inside and outside