Presented to THE CHARTER REVIEW COMMISSION Wednesday, June 14, 2017 Dr. Brenda C. Snipes Broward County Supervisor of Elections

Transcription

1 Presented to THE CHARTER REVIEW COMMISSION Wednesday, June 14, 2017 Dr. Brenda C. Snipes Broward County Supervisor of Elections

2 As election professionals in the Office of the Broward County Supervisor of Elections, a Constitutional Office of the State of Florida, we will consistently conduct successful elections in compliance with the law, to ensure that every eligible voter can exercise the right to vote. Therefore, we will facilitate voter education through training and strategic comprehensive planning while providing a non-partisan, stable and positive environment built upon respect, growth, creativity, and free thinking. Registered Voters in Broward County: 1,184,111 2

3 Operational Structures The Election Laws of the State of Florida (Chapters ) Help America Vote Act (HAVA) Resources & Support Florida Association of Supervisors of Elections (FSASE) Division of Elections Election Assistance Commission (EAC) Election Center Staffing Full-Time Office Staff 72 full-time positions Temporary Election Staff 7500 for major elections 3

4 Administration Election Day Operations Voter Education Election Planning & Development Broward County Supervisor of Elections Voter Services Information Technology Finance/ HR Voting Equipment Center Operations Public Services 4

5 Awarded National Recognition for Outstanding Partnership with the Broward County Schools by the Election Center Negotiated with the Broward County Public Schools to schedule a teacher planning day for each General Election Fourteen SOE staff received the Master Florida Certified Professional Certification from The Florida Association of Supervisors of Elections Hosted the 2011 Florida Association of Supervisors of Elections Summer Conference & considered to host the 2018 summer conference. 5

6 1. Develop and monitor office Emergency Plans a) Continuation of Operations Plan (COOP) b) Hurricane plan c) Election Security Plan 2. Coordinate Department Standard Operating Procedures 3. Work with finance on budget issues 4. Coordinate all facility issues 5. Revise departmental policy and procedures 6. Attend Department Staff Meetings 7. Complete all survey/research projects 8. Government liaison 9. Coordination of office planning retreats 10. Develop and coordinate the Election Calendar 11. Administer and plan for all security requirements 12. Special Projects 6

7 Communication Strategies Election Connection R.V Social Media Twitter, web, live press releases, YouTube, Facebook Public Displays mass transit buses, billboards, Good Year blimp, street banners, brochures, kiosks, radio, television, sample ballots Events and Activities football games, forums, community walks, home owner meetings and events, Neighborhood Partnership Committee(NPC) meetings, parades, sporting events Election Staffing Special Deputies and election monitors.. 7

8 High School Voter Registration Drive (HSVR) Board Resolution, Principal Meetings Onsite drives offered to all local high schools Training via BECON s distance learning Training for high school teachers/ in-service points 8

9 Groups and Organizations Homeland Security immigration services - weekly Neighborhood Partnership Committee (NPC) quarterly Municipalities as scheduled Courthouses, other governmental facilities Broward County Schools public, private, and charter Local Colleges and Universities Homeowner Associations Community Groups Places of Worship Political Clubs and Organizations Fraternities and Sororities 9

10 Records Management Process new applications Continuous application updates, name, address, party changes Application verification Petition verification List Maintenance Processing /notification/ advertising of ineligible voters Process returned first class mail Update voter status change Petitions Public Records Request/ Candidate Request Systems for efficient responses and record-keeping Candidate and labels Candidate lists and labels 10

11 Voting Options Early Voting Vote-By-Mail (Absentee) Supervised Voting (Assisted Living /Nursing Homes) Military/ Overseas Training All Related Staff 11

12 Duties include but are not limited to: Candidate Qualifying Candidate Workshops Candidate and Political Committee Reports Form 1 Statement of Financial Disclosure Municipal Relations Administer Regional Collection Sites 12

13 Develop Election Assignment Schedule Coordinate Canvassing Board Schedule Verify Ballot Format Prepare and disseminate candidate notices Prepare Legal Advertisements Coordinate Poll Watcher Program Organize Quality Control 13

14 Election Preparation and Election Day Responsibilities 1. Check and Verify Tabulation Network Database All District Relations Offices/Races Candidates Questions/Amendments, etc. 14

15 Election Preparation and Election Day Responsibilities (Cont.) 2. Ballot Coding PAPER Ballots After Candidate Qualifying All Translations Design set by Uniform Ballot Code Create PDFs for different voting processes Early Voting -coded by Precinct. Used for BOD Ballot Printing (Runbeck) Vote-by-Mail Coded by Style Printed ballots by Commercial Printers Election Day Coded by Style Printed Ballots by Commercial Printers Ballot Definition Files Burned onto USB Flash Drives 15

16 Election Preparation and Election Day Responsibilities (Cont.) 3. Ballot Coding ivotronic DRE Ballot After completion of PAPER ballot Ballot burned onto PEB Creation of Audio Files for ADA requirement Burn Audio files onto Compact Flash Cards (turned over to VEC for IVO Prep) 4. Prepare Test Ballot sets Vote-by-Mail Test Deck (M650 High Speed Central Count Scanners) Election Day Test Deck (DS200s) Emergency Ballot Test Decks (M650s and DS200s) 16

17 Election Preparation and Election Day Responsibilities (Cont.) 5. Prepare DS200s for Election Day All Units tested with actual Election Day Ballots 6. Logic and Accuracy (L&A) Test Design parameters to test all ballot elements Prepare test materials and equipment i.e. PEBs, CF Cards, Thumb Drives, Test Ballot Sets Perform Practice/ Public L&A 17

18 Election Preparation and Election Day Responsibilities (Cont.) 7. Modem Transmission of Results Test Modem phone lines from Regional Sites Use L&A Media to transmit known results from Regional Sites results processed as on Election Day and analyzed for accuracy. 8. Process Mail Ballots (begin 2 weeks prior to Election Day) 9. Process Early Voting Monday before Election Day 18

19 Election Preparation and Election Day Responsibilities (Cont.) 10. Clear Ballot Scan All Ballots 11. Election Day Technical Support Tabulation Election Night Reporting Reports to State Results posted on WEB 19

20 Election Preparation and Election Day Responsibilities (Cont.) 12. Post-Election Process Accepted Provisional Ballots Process outstanding Mail Ballots Complete state reports as required Post Election Certificates Post Election Audit Conduct recounts if required 20

21 Polling Places Identify polling places for 577 precincts. Meet with facilities managers to survey facilities to verify they meet all ADA requirements. Gain written approval for the use of the facility. Perform connectivity tests to ensure EViDs work properly. Collect all contact information from personnel at the facility. Enter all polling place information, contact information, special notes, directions in the system. Add all inventory items (equipment, supplies)for each precinct in the system. Create a precinct layout diagram for each precinct /polling room. 21

22 Placement Representatives Recruit Pollworkers Placement of workers and schedule Schedule practice in the labs Communicate with the public Coordinate, schedule pick up of bags Meet, greet, and process workers at clerk workshops. Work outreach events 22

23 Training Develop curriculum, procedures and schedule Identify and secure training locations Execute equipment requisitions and delivery schedules Identify and train trainers to conduct classes, labs Enter over 300 classes in the system Recruit, train and assign field personnel Recruit, train call center staffing Provide analysis of calls taken in call centers 23

24 Below is a diagram showing the systems supported by the Information Technology Team NSU Call Center Vote By Mail Call Center EOC Call Center Pitney Bowes Operations Early Voting Site Design Early Voting Deployment Early Voting Support SOE GIS Support Multi Media Services Social Media Support Citrix XenApp Services Finance Systems Support Web Services Election Ballot Inventory Election Configuration VR Systems Support Remote Data Services EViD Systems Support VEC Logistics and Inventory Desktop Print Services System Services Desktop Support Services Virtual Private Network Services Signature Verification Team Telecommunication Services Network Data Storage Services Election Night Reporting Support Network Systems Monitoring County GIS Data Support Endpoint Protection Security Services 24

25 Election Equipment Supported By The Information Technology Team 150 EViDs are deployed to Elections Operations Training 50 EViDs are deployed to Early Voting Training 100 EViDs are deployed to Early Voting Operations 45 Laptops/Tablets are deployed to Early Voting Operations 50 Wireless Verizon MiFi units are deployed to Early Voting Operations 95 Ballot on Demand printers are deployed to Early Voting Operations 1500 EViDs are deployed on Election Day. 525 Wireless USB Modems are deployed on Election Day Cell Phones are deployed to Early Voting Operations and Election Day 144 Call Center phone stations are deployed at the NSU Call Center 144 Citrix computer stations are deployed at the NSU Call Center 30 EViD Techs are deployed to Early Voting Operations 40 EViD Techs are deployed on Election Day 25

26 Equipment Maintenance Quality Control Staging Regional Site Delivery & Pickup Shipping using internal /external resources Early Voting Equipment & Supplies (2 Equipment locations, 32 loads) 26

27 Election Day Equipment & Supplier Shipping (577 precincts, over 400 locations & over 60 loads) Election Night Equipment & Supplies Pickup (from more than 240 precincts using over 120 trucks) Safe and secure environment for the completion of all election production (tabulation, Pitney Bowes, information technology, storage, equipment inventory) Managing of permanent and temporary staff assisting in the election process 27

28 Finance/HR Director Oversee annual audits Budget preparation and budget control Grant reporting Bank reconciliation Florida Retirement Reporting Monthly insurance reviews Prepare for and manage open enrollment W-2 processing Conduct open enrollment 28

29 Financial Services Assistant Assist with annual audits Process bi-weekly payroll for all staff and Early Voting payrolls Update election worker files Process payments for all polling places Maintain vendor files Process vendor payments Assist with open enrollment payroll processing and much, much more! 29

30 Purchasing Coordinator Process all purchase orders and requests Obtain quotes from vendors and suppliers Facility management Maintain inventories Review existing governmental agency contracts Participate in staff development in the regional sites Assist with open enrollment and other department activities and much, much more! 30

31 Human Resources Hiring Potential candidate interviewing Conduct exit interviews New Hire orientation and onboarding of employees and temporary employees Work closely with temporary agencies to staff for elections projects Employee verifications New hire reporting, background checks, drug screens Assist with finance administration and benefits administration Ensure awareness of policies and procedures/ Kept up to date Oversee ongoing staff development activities Conduct open enrollment Research human resources state and federal laws and much, much more! 31

32 www. BrowardSOE.org 32