HomeMy WebLinkAboutReso 98- 43
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i
j
. RESOLUTION NO. 98- 4-3
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, ADOPTING THE SECURITY
PROCEDURES FOR VOTING SYSTEM MANUAL, AND PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the City Charter provides that the City Clerk shall serve as the supervisor of City
elections; and
WHEREAS, State law requires all municipal supervisors of elections to develop written
procedures to assure accuracy and security in elections in compliance with Florida Statute 101.015;
NOW THEREFORE BE IT RESOLVED, BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SUNNY ISLES BEACH, FLORIDA, that:
Section 1. The "Security Procedures for Voting System Manual" attached as Exhibit "A" to this
resolution is hereby ratified and adopted.
Section 2. The City Clerk is directed to transmit a certified copy of this Resolution to the
Florida Department of State.
Section 3. This Resolution shall take effect immediately u,pon adoption.
ADOPTED AND PASSED this 2'S,..j day of April,~8. //
,~ jju~r--_u
David Samson, Mayor
ATTEST:
~~wv4 ~. ~~ l{~
Richard E. Brown- Morilla
City Clerk
APPROVED AS TO FORM AND LEGAL SUFFICIENCY:
~~
M. Dannheisser
ity Attorney
Election Security Procedures Reso.
Page 1 of 2
Moved by: ~ ;u... \\A..c~"'~0v'- , 1..V'\.Ct~ ()L-
Second by: ~\ i>N.-IV .!-~C4.A
VOTE AS FOLLOWS:
Mayor Samson
Vice Mayor Turetsky
Commissioner Kauffman
Commissioner Iglesias
Commissioner Morrow
(yes) l./"'"
(yes) V
(yes)~
(yes) v
(yes)~
Election Security Procedures Reso.
Page 2 of 2
(no)_
(no)_
(no)_
(no)_
(no)_
(1 )
Security Procedures for
Voting System
Manual
CITY OF SUNNY ISLES BEACH, FLORIDA
Effective April 23, 1998
Richard Brown-Morilla
City Clerk
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947-0606
t~hi b\f- f\
TABLE OF CONTENTS
Page Nos.
Section 1. ELECTION SCHEDULE 1.1
Section 2. BALLOT PREPARATION & SECURITY
Ballot Pages 2.1 - 2.2
Ballot Cards 2.3 - 2.4
Section 3. ELECTION BOARD DUTIES
Opening Procedures
Task Checklist - Before the Polls Open 3.1
Oath (Sample) 3.2
Certificate No.1 (Sample) 3.3
Inspectors' Procedures
Ballot Table 3.4
Demonstration 3.5
Precinct Register (Sample) 3.6
Special Situations for Inspectors 3.7 - 3.8
Votomatic Area and Ballot Box 3.9
Deputy Sheriff Instructions 3.10
Special Situations
Affirmation Form (Sample) 3.11
Box #1 - Elector with no identification 3.12
Box #2 - Elector who has change of name 3.13
Box #3 - Elector who has change of address 3.14 - 3.15
Box #4 - Elector's name not in precinct register 3.16
Application for Duplicate 10 Card 3.17
Challenged Voter Procedures 3.18
Procedures for Providing Assistance 3.19
Voiding Ballots
Error at Ballot Table 3.20
Replacement Ballot or Two Ballots Issued 3.21
Closing Procedures
Task Checklist - After the Polls Close 3.22
Certificate #2 (Sample) 3.23
Ballot Accountability Form - General (Sample) 3.24
Ballot Accountability Form - Primaries (Sample) 3.25
Payroll Report Instructions 3.26
Special Instructions
Guidelines for Pollwatchers 3.27
Absentee Ballot Procedures 3.28
Absentee Ballot Affidavit 3.29
Voter Solicitation 3.30
Curbside Voting Procedures 3.31
Section 4. DISTRIBUTION AND COLLECTION PROCEDURES
Distribution of Ballot Cards and Supplies 4.1
Collection of Ballot Cards and Supplies 4.2
1
Section 5.
Section 6.
Section 7.
ABSENTEE BALLOT PROCEDURES
Absentee Ballot Preparation
Absentee Ballot Cards
Procedures to Prevent Double Voting
Absentee Ballot Canvassing & Opening
TABULATION
5.1
5.2
5.3 - 5.4
5.5
Ballot Preparation and System Readiness Security 6.1
Municipal Voting System Security Tests 6.2 - 6.3
Equipment and Materials for Municipal Tabulations 6.4
Municipal Ballot Tabulation Process 6.5
Equipment Failure Recovery at Municipal Tabulations 6.6
EXHIBITS
I. Election Schedule
II. Ballot Page Layout Form
III. Distribution Center Supply Checklist
IV. Ballot Accountability Form
V. Absentee Ballot Affidavit
VI. Duplication Card
VII. Duplication Envelope
VIII. Ballot Transfer Case Receipt
ii
(2)
Security Procedures for
Voting System
Manual
Section 1
Election Schedule
(3)
ELECTION SCHEDULE
1. The City Clerk will prepare an election schedule at least 90 days prior to a
regularly scheduled municipal election and within 20 days of the date a special
municipal election is called.
2. The form shown as Exhibit I shall be used for the purpose of compiling the
information necessary to produce the "Election Schedule".
3. At least once each week, the City Clerk will review the Election Schedule in order
to:
a. Determine which tasks have been completed and enter the dates completed
on the Election Schedule.
b. Identify which tasks were not completed on the due date, determine why
they were delayed and determine what effect that delay will have on the
completion of other tasks. The comment section of the election schedule is
used for this purpose.
c. Add to the election schedule any tasks not originally included, but necessary
to the conduct of the election.
4. Following the election(s), the City Clerk shall insure that the completed Election
Schedule is included with the records for that election.
1.1
(4)
Security Procedures for
Voting System
Manual
Section 2
Ballot Preparation and Security
(5)
BALLOT PAGES
1. Items which may be included on a ballot include:
Ballot Item
Names of candidates.
Source
Candidate oaths
Municipal questions
Municipal resolutions or ordinances
2. The County Supervisor of Elections or an administrator designated by the
Supervisor is responsible for laying out the ballot pages in English and Spanish
based on the items received from the City Clerk. The CES 312 Position Ballot
Page Layout Form (Exhibit II), is utilized when laying out the ballot. The criteria
used when laying out the ballot includes:
a. Office titles are to be shaded to distinguish one office from another.
b. There is to be a minimum of one blank space between offices and between
questions.
c. Every candidate and ballot question choice should have a unique ballot position
number.
d. Each ballot page shall contain a unique page number and the date of the
election.
3. a. The ballot will be designed by the Elections Department's Administrative
Coordinator using a Ballot Page Layout Form (Exhibit II) at the end of qualifying
and upon receipt of the candidates' oath forms from the City Clerk. The
Elections Administrative Coordinator will produce proofs of each ballot page.
b. Three individuals, including at least one person proficient in Spanish, will be
assigned by the County Supervisor of Elections to verify that the ballot page
proofs are correct.
c. The proof of each ballot page will be marked OK if no corrections are
necessary or marked with the corrections which must be made if there are
errors.
d. The Elections Department's Administrative Coordinator is responsible for
correcting any errors found and a final proof will be sent to the City Clerk for
approval. Upon approval, the City Clerk will sign and date the proof and will
return a copy to the Elections Department.
4. a. The Elections Department's Voting Equipment and Supply Supervisor is
responsible for assembling the ballot page frames for the ballot and punching
out the active punch numbers on the yellow masks.
b. Once the ballot pages and yellow masks are assembled into the frames, they
are placed inside the votomatics A demonstration ballot card is then inserted
into each completed votomatic.
2.1
(6)
c. The ballot frames are checked to insure that there is a hole in the yellow mask
corresponding to each active voting position in the ballot pages and that there
are no additional holes.
d. Each active position number is then punched out on the demonstration card to
insure that the votomatic is working properly.
e. The Elections Department's Voting Equipment and Supply Supervisor will also
send a ballot page frame for each ballot variation to the County Supervisor of
Elections who will insure that the proper ballot pages, races and questions are
contained within the ballot page frame.
5. The final check that the ballot pages are correct is done at the precinct on election
morning when the votomatics are assembled.
a. The Precinct Clerk will read the races and questions using a sample ballot.
b. The inspectors will verify that the proper races and questions appear in each
votomatic and will punch each active position number using a demonstration
card to insure that the votomatics are operating properly.
c. Each inspector who tests a votomatic will print his or her initials and votomatic
number on the demonstration ballot.
d. All of the test demonstration ballots will be placed into the Affidavit Envelope
and retained as a record of the election.
2.2
(7)
BALLOT CARDS
1. Ballot cards for an election are ordered in an amount which approximates the
reg istration.
a. The election title and date are printed on stub #2 and at the bottom of the cards
to insure that the ballot cards can only be used in the election for which they
are printed.
b. The ballot cards are also to be consecutively numbered with the number printed
on both stubs 1 and 2.
c. A copy of the ballot card order is sent to the Elections Department's Voting
Equipment and Supply Supervisor who is designated to receive the printed
ballot cards.
2. A staff member of the Elections Department's Systems Division will be assigned to
inspect the ballot cards upon receipt to insure that they are in accordance with the
order.
a. The prepunches, if any, are checked to insure that they are in proper card
column.
b. The thickness and length of the ballot cards are checked to insure that they can
be processed through the documation card readers.
3. The Elections Department's Voting Equipment and Supply Supervisor is
responsible for preparing the Ballot Accountability Form (Exhibit IV), for the
election, on which the precinct number, the consecutive number of the ballot cards
and the total number of the ballot cards issued will be printed based on the ballot
card order.
4. The ballot cards are stored in one of two rooms within the Elections Department's
Voting Equipment and Supply Center from the time they are received until they are
set up for delivery to the Distribution Centers.
a. The Elections Department's Voting Equipment and Supply Center is equipped
with a monitored security system.
b. The rooms where the ballot cards are stored are locked at all times.
c. The Elections Department's Voting Equipment and Supply Supervisor and his
assistant each have keys to the ballot storage rooms. The only other key to
those rooms is kept in the safe in the main office.
d. The Elections Department's Voting Equipment and Supply Supervisor has the
authority to allow Elections Department employees into the ballot card storage
rooms on an as needed basis.
e. Entry into the ballot card storage rooms by individuals who are not employees
of the Elections Department must be authorized by either the County
Supervisor of Elections or Assistant Supervisor for Election Services.
2.3
(8)
5. The Elections Department's Voting Equipment and Supply Supervisor is
responsible for packing the ballot cards, Ballot Accountability Forms, Voided Ballot
Envelopes and numbered seals into the metal Transfer Cases.
a. The ballot cards are compared against the Ballot Accountability Form to insure
that the number of ballot cards and consecutive numbers match.
b. If a discrepancy is discovered, the County Supervisor of Elections is notified so
that the cause of the discrepancy can be determined.
c. A maximum of 1,700 ballot cards are packed into a Transfer Case, thus a
precinct can be assigned more than one Transfer Case.
MUNPROC2
11/25/96
2.4
(9)
Security Procedures for
Voting System
Manual
Section 3
Election Board Duties
TASK CHECKLIST BEFORE THE POLLS OPEN
~
I'LLUl CKta: on AS
COKl'U'TU)
Enter "TIME IN" on payroll.
Responsibility of
Clerk
1 PIU. 2 PIU. QH.
l Task
i. Check votomatic ballot pages with yellow
test ballot as Clerk reads from sample ballot.
Inspectors
ODDs
DDD:a
ODDs
ODD4
ODDs
ODD6
Arrange tables and chairs.
Inspectors and Deputy Sheriff
~. Check and distribute contents of b~lIot box.
Inspectors
l. Distribute the contents of Oerk's kit.
Oerk or Deputy Oerk
,., Set up votomadcs.
Inspectors and Deputy Sheriff
'. Place yellow test ballots used for checking Clerk or Deputy Oerk ODD'
votomadcs inside affidavit envelope.
ij<
,
L Seat and lock emptY ballot box. Clerk or Deputy Cerk ODD'
t. Record ballot box seal number on Certificate Clerk or Deputy Cerk 0009
No.1.
10. Compare transfer case seal number(s) against Clerk or Deputy Cerk 00010
. ceroficate No.1.
11. Supervise taking and signing or oath. aerk or Deputy Oerk 00011
12- Supervise signing of Certificate No. t. Oerk or Deputy Cerk 00012
13. Complete information on stub envelope Oerk or Deputy Cerk 00011
and attach to rear or ballot box.
14- Unseat banot transFer case(s) and check Oerk or Deputy Clertt ODDI.
contents and distribute ballot pads to
Inspectors.
HltSlt..
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3.1
OA TB TO BE TAKEN BY Q..I:RK or T.l.ICllON
ST ATE OF FLORIDA)
COtJl'o-Ti OF DADE )
t 1. ~ e/ ~, . Ocrk ofn~ e/
ELu.P-' Ejection held at l'P..lfiA.t ~t.u
1f-o.e' in Voting Prccina NO.(5) I ~a, ~~). in the County of Dade. and State
of Florid&, on the ~ day of f'I1(.-d1 . 19 ~ . do
solemnly swear that J ...m perf'orm the duties of Cletk of EJccDon a.ccordin& to Law. and wiD
endeavor to prevc:nt all hud. dccc:it or abuse in conduaina cbc same.
(etJ..4 ~'f."(--.vJ
Oc:rk
Sworn to and subs.cnDed before me.. this a>...J ~ or nK-tD .19 ~
.
(tJ~'4 ~',d~-W'
Jnspcaor
OATB TO:BE TAKEN BY INSPECTORS ~"J) DE:P1Jn' OLJU< Of ELECl10N
STATE OF FLOJUDA)
CO\J}l."1Y Of DADE )
t
We., the undenisned 1nspe.clcn and Deputy Oak or n~ e/ t.(",~-,
~~Jj
Ejection held &1_ fP..lfiA.t J:lf.u~ in Votina Precinct No.(s) I
in \he Count)' orDadc, and &he Swe of Florida., on WS ~ da'i'OrfBl;:;dJ. J9 ~
do solemn1}' swc.ar lha1 we .m pcrl'onn the d~es of lnspeaon and Deputy Oat or EJcajon
~dina to taw, aM ....m endeavor to prevent aD hud, deceit or abuse in conduc:tina the same.
tSi4~~"-a#" e/f.,/..,-W
1. 11.
2. 12.
3. 13.
~. 14.
5. 15.
6. 16.
,. 11.
I. 11.
,. 19.
JO. 20.
~~on
(
~~.,-_ ,,~ t!/MIJ
J)eputy Oak
Sw~ to and A1bscnW before me Ihis~day of ~ -s t~.
t$i....,-w" t/MtIl
. Oak
NOTE: 0aW orClet1c. Deputy Clerk.. and JnspeaOJ'l ~ be ukc before Ill)' 015= IUIhorized 10
adminiSlCf oaths. or before one of the persons chosen IS 1nspec:Un.
~_'2
CERTIFlCA n: NO. I
(
(To be filled 0U1 and signed by the :Election Officc:rs
BD'ORE TriE op~'INQ OF 1HE POW)
VI: HERfll}' aRTm'
That on this ft).,.} day of
t11!-d1.
. 19 ~ . before the polls were
opened. we C&J'dUt!)' examined the bIDet tranSfer ca.se(s) conuinin& the unvoted ballou, found sald
~ e-J.J Su.l1t.r-~J]
case(s) to be sealed and the seal numbcr(s) to be aDd
Tb&1 we can:futJy ecamined the unvoted baIlot cards conWned in the blDot uansfer cue(s)
and round sald ballot cards to be 1he proper baIlot cards for Ibis pn:dnct(s).
na: 1M baDot pa&cs in ea.ch \'O\C ncorder were c:xamined and round to be c:orrec:t and
properly ptaeed ift acc:ordancc with the sample ballou furnished for this Election Prec:inct(s). aDd
that tvery YOtina position in ea.ch vote recorder was voted usina a demonstration blDot can!.
Th&t ~ baDot box(cs) have been emptied and bas been asec:nained by the dcaion board to
be 50 emptied, tba1.mi]c empty sald box(cs) was securely 5eIled with a m.unbc:red se.&1 resisu:red u
foUows:
.
Pet.
p..u.iMl~.J ~ eJUl ~w Sut1(..JJJ]
SEAL NO. PeT. SEAL NO.
(
We. the uncSc:rsisned. WpeQors, Deputy Clerk and Clerk or Election Prec:iJw:t NO.(I)
~~J]
----1- in the CounEy or Dade. and the Stilt ofFlori4a. do bcRby c.enif:y tha1the foreaoina
statementS arc we ill aD respects.
l~<f""-.u -/'1..,..,-....,
1. 11.
2. '12.
3. 13.
4. 14.
$. IS.
6. 16.
,. 17.
I. 11.
t. It.
10. 20.
1J.sp eclClft
(
~M~~
, Dc:pul)' Oerk
f$4.",r~.,.,j 6/MlJ
Oak
.. ..
BALLOT TABLE PROCEDURES
1. Greet the elector. If demonstrations are being given at the Ballot Table. ask the
elector, "Would you like a demonstration?" (See Demonstration Procedures on
page 5.)
(
2. Ask elector for identification containing elector's name, current address. and
signature such as:
a. Voter's Registration Identification card
b. Florida Driver's License
3. Locate the name in precinct register and call the name aloud. If the name is not
in the precinct register, direct the elector to the Clerk.
4. Ask "What Is your current address!" verify it against the precinct register. If
the address is different. direct the elector to the Clerk.
5. Direct the elector to sign the precinct register.
6. Compare the signature in the precinct register with the signature on their
identification. If it differs. call the Clerk.
7. PRIMARY ELECTIONS
Issue one of the following:
White Ballot (OEM - Democratic)
Blue Striped Ballot (REP - Republican)
Green Striped Ballot (OTHER - No Party Affiliation or Minor party)
ALL OTHER ELECTIONS -Issue a white ballot.
8. Initial ballot stub.
9. Enter ballot number on precinct register.
to. TeU the elector to turn the ballot card over after voting to ensure it was properly
punched. Ask them to follow the instructions on the sign posted inside the
votomatic.
t t. Place the ballot card on top of the secrecy envelope.
t 2. Remind the elector to place the ballot inside the secrecy envelope after checking
the back to ensure it was properly punched. After voting they should return the
ballot to the inspector at the ballot box.
t 3. In primary ElectIons make sure to direct the elector to the proper votomatic.
(DEM., REP., OTHER)
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2/2/95
3.4
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DEMONSTRATION PROCEDURES
t. Insert ballot card. Emphasize red pegs.
2. Point to the English and Spanish pages.
3. Select an office and point out the title, directions, position numbers, arrows and
holes.
4. Show how to use the stylus.
5. Allow elector to practice.
6. Turn to each pagel tell the elector to vote all pages.
7. Check back of card for proper punching.
8. Explain that the ballot card can be replaced by the Clerk when a mistake is made
in voting or if the elector changes his mind while voting.
3.5
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SPECIAL SITUATIONS FOR INSPECTORS
t. No identification, signature differs from identification, or change of name:
( a. Locate name in precinct register and call the Clerk.
2. If an elector has an old Voter Registration ID card or has lost the ID card
and:
· Name is in Precinct Register
a. Process elector in usual manner.
b. Give elector an Application for Duplicate Registration Identification card.
· Name is not in Precinct Register
a. Direct elector to the Clerk
3. Change of Address:
a. Locate name in precinct register and direct elector to Clerk.
4. cannot locate elector.s name In precinct register:
a. Look in the last page of the letter (i.e. for Joseph McDonald, look at the end of
"M").
b. Look under any other possible letter (i,e. for Joseph McDonald, look under
"0").
e. If you still cannot find elector's name, direct him to the Clerk.
5. If an elector requests assistance In voting:
a. Process elector In usual manner and direct elector to Clerk.
b. Advise Clerk of the letter ("N" or "yn) which appears in the Precinct Register
under the "0" column.
6. If you receive an oranse post card which says .1.ATE ADDRESS CHANGE
NOTIFICATIOtr':
a. Verify that elector Is In correct precincti if not. direct to correct precinct.
b. If so, add elector's name, date of birth and the registration' number from the
card to the blank page in the back of the precinct register.
Co Return card to elector.
"
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3.7
G6I121t6
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SPECIAL SITUATIONS FOR INSPECTORS - continuation
7. If you receive an affirmation containing your precinct number, signed by a
clerk and:
( a. Box # 1 or #2 is checked, use the affirmation as identification and process the
elector.
b. Box #3 is checked and the name is in the precinct register, process the elector
as usual.
c. Box #3 is checked and the name is to be added to the precinct register, add
the elector's name and registration number or date of birth from the
affirmation to the blank page in the back of the precinct register.
d. Box #4 is checked, and the "Eligible Voter" box is checked, add the elector's
name and registration number or date of birth from the affirmation to the
blank page in the back of the precinct register.
I. If you are Informed that an elector has died or moved from Dade count)':
a. Enter the Elector's name and voter I.D. number and the name and telephone
number of the person giving you the information on the DECEASED/MOVED
OUT OF DADE COUNTY FORM. (This form Is located In the back of each
precinct register).
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3.8
t6I121t6
,,:" . .
VOTOMATIC AREA
t. Direct the elector to the votomatic area from the ballot table.
(
.
2. If a replacement ballot is required, the elector should be directed to the Cerk.
3. !f assistance or additional instructions are needed, the Clerk should be notified.
4. Do not enter an occupIed yotomadcl
I. Inspect unoccupied votomatics regularly for campaign materials. defaced ballot .
pages. and broken stYlus. Remove any unauthorized materials and make any
necessary repairs.
BAlLOT BOX PROCEDURES
( t. Ask the elector if he has finished voting.
2. Ask the eJector to hand you the secrecy envelope.
I. Check the precinct number on the stUb.
4. fold. crease. and tear the ballot stub along the perforated line. U cwo baUoC
cards are found In the se(req envelope. caU the Clerk.
S. Hand the ballot card. enclosed in the setrecy envelope, back to the eJectOr
,. Tell the elector to drop the envelope into the baUot box.
f. DeposIt the ballot stub Into the stub envelOpe.
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3.9
DEPUTY SHERIFF INSTRUCTIONS
(
Deputy Sheriffs must report to their assigned precinct at 6:00 a.m. on election
morning and are not to leave the precinct until the Clerk and the Deputy Clerk are
ready to depart for the collection center.
Deputy Sheriffs shall not not take radios. television sets or newspapers to the polls.
Additionally, they shall not wear or display any political party, candidate's name or
other pertinent campaign materials.
Prior to the polls opening. they are to assist with polling place preparations such as
setting up tables, chairs, votomatics and posting signs.
(
When the polls are open, Deputy Sheriffs are to remain outside of the voting area and
perform the following functions:
t. Ensure that Individuals or groups which solicit voters remain within the Umits
specified by law. aeries will provide you with any further instructions before the
polls open.
SOLICITING INCLUDES:
a. Distribution of any political campaign material
b. Attempts to influence how electors vote
c. Surveys to determine how electors voted or will vote
d. Attempts to get electors to sign petitions
e. posting of campaign signs
2. Create a line outside the voting area in order to prevent overcrowding.
J. Ask electors to have their identification ready when entering the polling place.
DO NOT ask to see their identification.
4. At 7:00 p.rn.. stand in back of the voting line Of one exists). All electors in front of
you may vote. Those coming in behind you may not vote.
After the polls dose, the Deputy Sheriff is to assist with dosing down the polling place
and signing the payroll
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3.10
AFFIRMATION
Under penalty for false swearing. I swear (or affirm) that my name is:
...
t
(Middle Name! InitiaD
~~cl ~Nam~
My current address of legal residence is:
(Street Address)
(0C;y)
(l1p COdel
(Voter Registration No. (Part;)' AffiUation) treJephone. OptionaD
or Date of Birth)
~~~l~~~m:lil~~._:i@,~~~~-
NO~LUQmuD NO~LUQ~
Complete when eJectOr is In the precinct
register, but has no identification OR when
eJectOrs signature differs trom that on Ills
Identification.
(Date of Birth)
(Print Fonner Namel
, NO ~L UQUlRED CAU UQUIRED
. I
EjectOr has current voters m card EJectOr has no current voter"S m card
and or
current residence on Precinct Map current address or legal residence Is not on Map
Authorization No.
Precinct Number 0 Eligible EJeaorlPrednct No.
o Name is In Precinct Register
D Name is in Precinct R~ 0 Add Name to Precinct Register
o Add name to Precinct R~ 0 Not EligIble to Vote
1i~~a~~~~r~_,::::M
AuttloJi%at1on No.
CALL UQU'IRID
o Eligfble EJec:tOr/Prednct No. 0 Not EligIble to vote
o .Add Name to Precinct Register
I furcher swear (or aftirm> d1at I am a quaMed
elector In Dade Coun~, Florida. and have DOt
voted In lhis eIecCIon.
~igna.tureor~ofElec:tor)
DICe
(:
I Please CO to:
, (Precinct I)
Signature of Oerk or DepUt;y aerk
I
PrednctNumber.
(Address)
I
(Name of polling Place)
t
{,
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BOX #t OF AFFIRMATION
ELECTOR WITHOUT IDENTIFICATION I SIGNATURE DIfFERS
f. The inspector will locate elector's name in the precinct register and will call the
Clerk.
2. Using an affinnation, the Clerk will:
8. fill in elector's name, current address of legal residence, registration number
or date of birth, party affiliation & telephone number (optional).
b. check Box 111.
e. fiU in elector's date of birth.
d. have the elector sign the affirmation.
e. verify date of birth with the precinct register.
f. fill in the date, signature (Clerk's), and precinct number, and
g. hand the affinnation to the Inspector.
J. The inspector will process the elector in the usual manner comparing the
signature on the affinnati9n with that on the precinct register.
4. The affinnation will be kept by the inspector until the Clerk. picks it up and puts it
into the affidavit envelope.
.
. .
. . .
2/2/95
3.12
BOX #1 OF AFFIRMATION
ELECTOR WITH CHANGE OF NAME
(
t. The inspector will locate eJector's former name in the precinct register and call
the Clerk.
2. The Clerk. will:
8. fiU In etecto~s new name, address, registration number or date of birth, party
affiliation, and telephone number (optional) on affirmation. .
b. check Box 12,
c. print former name,
d. have the elector sign the affirmation,
e. fill in the date, signature (Clerk's), and precinct number, and
f. hand the affirmation to the inspector.
J. The inspector will process the elector in the usual manner comparing the
signature on the affirmation with that on the precinct register.
4. The affirmation will be kept by the inspector until the Clerk picks it up and puts it
into the affidavit envelope
(
(
. .
. . .
2/2195
3.13
BOX #3 OF AfFIRMATION
ELECTOR'S NAME NOT IN PRECINCT REGISTERI
CHANGE OF ADDRESS
(
'-. f. Inspector will send elector to the Clerk.
2. Clerk will fill in the elector's name, current address of legal residence, registration number
or date of birth, paTty affiliation and telephone number (optional) on affirmation.
3. Check Box 113.
NO CALL TO ELECTIONS
DEP ARTMENT
REQUIRED WHEN:
Elector has current Voter's 10 card
and
Current Address is on Precinct Map
-- Enter the elector's
precinct number from the
map onto the affirmation
{
?
CALL TO ELECTIONS DEPARTMENT REQUIRED
WHEN:
Elector has no current Voter's 10 card
or
Current Address is not on Precinct Map
- call the Voter Problem Number on
the Telephone Information Sheet
- Give the Elections Department the
following information
a} precinct number,
b} elector's last name,
c} elector's first name,
d) registration number or date of birth,
e) current address of legal residence.
- Enter the following information from
the Elections Department onto the
affirmation:
a} authorization number, .
b} check either "Not Eligible to Vote" and
advise the elector or check "Eligible
Elector" and continue to fill out
affirmation,
c} elector's precinct number,
d) check one of the following
1) "Name is in Precinct Register"
2) "Add Name to Precinct Register".
2/2/95
3.1'
BOX #3 OF AFfiRMATION - contir.!uadon
4. Write the precinct number and polling place name and address, if not your own. on the
( bottom of the affirmation.
5. Have elector sign the affinnation.
6. Fill in the date, signature (Clerk's) and precinct number (Cler~'s).
. IF 1liE ELECTOR IS NOT IN HIS CORRECT VOTING PRECINCT, give him the affirmation
and send him to his new poJJing place.
· IF THE ELECTOR VOTES IN YOUR PRECINCT. return the affirmation to the elector and
send him back to the ballot table.
- If name is In the precinct register. Inspector will process him as usual
- If name is to be added to the precinct register. Inspector will add the electors
name, date of birth and registration number from the affirmation to the blank
page in the back of the precinct register.
NOTE: If ~he elector voted before notifying you that he changed his address, complete the
affirmation and write the words: "ALREADY VOTED" on the bottom of the fonn.
Do not call the Elections Department.
(
3.15
(
. .
~ . .
2/2195
(
:l
,
\
(
BOX #4 OF AFFIRMATION
ELECTOR'S NAME NOT IN PRECINCT REGISTER
t. Inspector will send elector to the Clerk.
2. Clerk will fill in elector's name, current address of legal residence, registration number or
date of birth, party affiliation and telephone number (optional) on the affirmation.
3. Check Box #4.
4. Call to Elections Department required.
7. Have elector sign the affirmation.
I. Fill in the date, signature (Oerk's) and precinct number (Oerk's).
t. Inspector will add the elector's name and registration number or date of birth from the
affirmation to the blank page in the back of the precinct register...
".
3.16~:
061121t6
DUPLICATE REGISTRATION 1.D. CARD PROCEDURES
l ASk. voter to fill out the card on his own and mail to the Elections Department under
the following conditions:
t.lf elector has an old LO. card ~nd needs a current one,
or
2. If elector has lost his to. care!.
. UPL.IC~T10H FOR DUPUCATE REQ1STP.AT10N 'DENTIF1C~TION ~RO
,do htrttJ)' appt)' for I CSupU~lte
, of my regIstration Id.ntlfl~atlon card. whIch wat lo~t. atoltn or d.strO)'ld.
1
I.
~~oa","
...'" 01.....
1OflIA1UIII
PJac. . stamp on the rlv.ra. ald. and maIL
'OUCJTU~ DE Qroll)(JPUCADO DE LA TAJUETA DE IDEKT1F1CACtOrol1 lKSCR1PCJOr1
medlo un dupl1ctcSO de MI \lrjeta de lcSenttli~tclon . InICtlpclon. ql.lt hi I1do percSida.
fob.d, 0 de:stnl1da.
. W)Udt. por este
EJ que IUICf'lbc.
. "tCA..oGlA,...1 0 &"..... aft UtAA M ~
ftOlADtfWloClll&JftO
,.,.,.
'on;1 un Mno an.l nv&rao cSe uta \lrjeta J en\'leta por correo.
"
(
... ~
.
3.1'1
CHALLENGED VOTER PROCEDURES
( f. Anyone who is a registered voter (pollwatcher. pollworker. voter. etc.) may
challenge a person's right to vote.
2. "Oath of Person Entering challenge of Voter" is filled out and signed by person
challenging the vote....s right to vote and the Clerk.
J. "Oath of Challenged Voter" is filled out and signed by the voter and the Clerk.
4. The Clerk will ask the Deputy Sheriff to stop incoming voters at the door and wait
until the precinct is clear of voters before the election board votes on the
challenged voter affidavit.
s. Information on challenged voter affidavit will be compared with vote....s
Information in the precinct register for verification.
6. The board will decide the manner of voting, whether it be a show of hands either
for or against. or pieces of paper with a yes or no vote for each board member.
Note: All board members will vote. The Deputy Sheriff will not vote. The election
board's majority vote either for or against the challenged vote....s right to vote will
be final. If the vote results in a tie, the voter is to be allowed to vote.
if
,
7. Upon completion, the "Oath of Challenged Voter and Oath of Person Entering
Challenge of Voter" will be placed into the affidavit envelope.
,
/
\
. :
2/2/95
3.18
l
(
PRC.CEDURES FOR PROVIDIHG ASSISTANCE
t. Inspector at the ballot table will process the elector in the usual manner and send
him to the Clerk after issuing the ballot card.
If elector requiring assistance is identified by a "Y" in the "0" (Disability) Column,
Go to Step 5. If elector requiring assistance is identified by an "N" Continue with
Step 2.
2. Fill out the "Declaration to Secure Assistance" affidavit.
3. Have elector sign the form.
4. Fill in date and signature (Clerk's).
5. Escort the elector and a person of the Voter's choice- to a votomatlc.
OR
Assign two election board members to assist him, if the elector has no one to
assist him.
6. Place the affidavit into the affidavit envelope.
-ft cannot be Clle Voter'. employer, agent oJ that employer or agent 0/ Clle
Voter'. unIon.
'.
, .
3.19 :
.
. '
.
06112196
VOIDING BALLOTS
ERROR AT BALLOT TABLE
( If the inspector issued the wrong party ballot, or the ballot stub is tom off at the
ballot table, or the ballot card is ripped:
t. The inspector will call the Clerk.
2. The Oerk will:
a. Write .'VOID1It on the ballot stUb.
b. write .1NSPECTOR MlSTAKE1It on the back of tile ballot card.
Co Tear the ballot card three quarters of the way across.
d. Place bal10t card Into the Voided Bal10t Envelope without . secrecy
envelope.
e. Place ballot stub Into the stub envelope.
I. The inspectOr will:
a. Isspe the elector a new ballot.
. b. Cross through ballot number on the precinct register Of' entered) and record
th~ new ballot number.
,
\
(
,
~ ~
3.20
VOIDING BALLOTS
REPLACEMENT BALLOT OR TWO BALLOTS ISSUED
i
~
If elector ~aK:s an erro: in voting his ballot card, wishes to c.hanse the way he
voted, or 15 mlStaKenly Issued two ballot cards which go unnCiticed until he has
begun voting or gets to the ballot box:
t. The Inspector will:
a. Instruct the electOr to place the batlot card(S) into the secrecy envelope.
b. Direct the elector to the Oerk.
{
2. The Clerk or Deputy Oe~ will:
a. Take the spoiled ballot card(S) from the electOr.
b. Give elector a demonstration if additional instruction is warranted.
Co Tear off the banot stub(s). (UNDER NO CIRCUMs'rJ.\HCES IS THE BALLOT
CARD{S) TO BE T AKIN OUT OF THE SECRECY ENVELOPE).
d. Tear the ballot card, $oU in the secrecy envelope, three quarters of the way
across.
e. Place banot card(S), still In the secrecy envelope, Into the voIded ballot
envelope.
f. Write "R.EPLACED BY BAllOT NO. (number of the next banot)" and enter the
number on the back of the stubCs}. DO NOT CHA.HG~ BA11.0T NUMBER IN
PRECINCT REGISTER.
I. Slide ballot stubCs) Into the stUb envelope.
h. Initial the stub of the new ballot card. .
L Hand the elector the secrecy envelope and bC\ltot tan!.
J. Direct elector to an empty votomatic.
NOTE: Electors may obtain up to two additional baUots if che)' make a mistake or
change their mind while voting. If an elector is issued twO banot cards by mlstake,lt Is
hot considered an electo(S mistake. Only Cerks or Deputy Oerks are authorized to
void baUots.
r
~
~ . .
3.21
TASK CHECKLIST AFTER THE POLLS CLOSE
(
Task
1. Compare ballot box seal number
with Certificate No.1.
2. Close and stack votomatics.
3. Open ballot box and place ballots on two
cleared tables.
4. Remove ballots from secrecy envelopes.
5. Stack ballots with clipped corners together.
6. Count ballots in groups of 10 and place in
stacks of 100.
7. Place secrecy envelopes back into the box
they came in. Make sure they are empty.
, Place materials ( including phone) into the
( ballot box.
9. Sea) and sign stub envelope.
10. Place stub envelope into ballot box.
11. Prepare ballot accountability form.
Responsibility of
Clerk or Deputy Clerk
Inspectors and Deputy Sheriff
Clerk or Deputy Clerk
Inspectors
Inspectors
Inspectors
Inspectors
Inspectors
Clerk or Deputy Clerk and
Two Inspectors
Clerk or Deputy Clerk
Clerk or Deputy Clerk
12. Prepare transfer case for return to collection Clerk or Deputy Clerk
center.
13. Enter transfer case sea) number(s) on
Certificate No.2.
14. supervise signing of Certificate No.2. payroll
and mileage.
15. Fill out bottom of Certificate No.2, making
sure you fill in departure time.
16. Return Clerk's kit and transfer case(s) to
( collection center.
Clerk or Deputy Clerk
Clerk or Deputy Clerk
Clerk or Deputy Clerk
Clerk and Deputy Clerk or
Inspector
3.22
o
PLEASE CHECK OFF AS
COMPLETED
1 PRI. 2 PRI CiEN.
DDD
DDD
DDD
DDD
DDD
DDD
DDD
DDD
DDD
DDD!
DDDI
DDD!
DDDI
DDD!
DDDt
DDDI
06/15/94
CERllflCA n: NO.2
(To be filled out and signed by the EJection Officers
#J'ID. niE c.o~Ci OF niE POU.S)
(
n HEREBl mrrm
nw on this m...' day or f"/K,M,tJ.1 . 19 t"lc.MI .. IS IOOflIS 1he pons were
c10~ we C&T~ examined the ballot box(C$) and found it \0 be scaled and 1hc tea! aumbc:n to
correspond rcspeaiveJy \0 the mnnben cmcred on Cc:nificm No.1.
That t1lC baDot box(C$) bas bc= emptied oraD YOUd baIlou and bas *' ~ bytbc
eleaion board 1.0 be 10 emptied.
That aD 1hc wtel5 baIlot cards. urM7tp,~~ cards, widel5 baIlot can!s aDd the BaDol
. ~....~(~
J.,c:.oumIhilit)' formCs) orVotitli Prec:ina No.(s) _, ill the Counry of'na.dc, aM Susc of'
11orid&. have beal dW): and propcrf)' paekod ita the ballot trallSfcr eue(s). P6Iha1 Mid case(s) was
.wed wM a ~ed sea](s) reg;stered IS f'oUows: '.n
p.,u.;.il ~,) ~ ""..fr e."Jw s.J~- -~.,,,
PCT. SE.ALNO. PCT. SEAL NO.
Tb&t the ballot nns1'cr c:ue(s) ~ rca.d)' 1.0 be mmcd over 1.0 the Sypcrvisor ofEieeDoDI.
W~.:~?cnipd. Insl*'cm. Dcp~ Ocri aM Ocri of'ElecsiOll ~ NO.(I)
p...;-;~ ill ~ Count)' orDa.dc. and ~ SUiC ofFJorida. do heRb)' ccnif)' Wi the rorcaoinl
IUtcme:nu arc !Nt in all respecu.
~'.~. '_v.. .; '1.,/."-""
1. u.
2. 12.
(
\ 3. 13.
~. J~.
5. 15.
,. 16.
,. 17.
I. II.
t. It.
10. 20.
~ . =eft
~..r-e/~
an
~""'JJ
We. 6e Uftdcni~ EJec:don Officm of'~ ?recinc:l No(I)._/.......... II the CcuIy
of'J)a.dc. Ddlbc Swa of'J1orid&. ...m nnspon Ihc ballot IrWfc _5) 10 * ~ c..
dcsiplled for Ibis predDc:l(l).
J)Uun' CURX o_1N5J'EC1'OIt:
~...I"" eI'!>t,_I..-..D
I)cpary an
o W'IU(.
(
t'Ai.l ~ ,,~,.,~. ~
Prim Name
t'Ai.l ~ " t/MIl
PrisI1 NImc
~..,._,,~~
Sipmn
t$4-.'.'I/I.II~
SipImrt
rant or~ n.... ,
~ .,~
for use In all dcdlons
Except 1st and 2nd primaries
PRECINCT: (# Filled in by Elections Dept.)
(
I
BALLOT ACCOUNTABILITY FORM
I
ELECTION: (RUed In by Dectlons Dept.) DATE: (AIled In by EIedlons Dept.)
RECEIVED FROM SUPERVISOR OF ELECTIONS:
BalJots Issued - .. I 4<SERIAu I to I 4<l\'UMBEL I - I <<BALLOTS>> I
RETURNED TO SUPERVISOR OF ELECTIONS:
Number orUnused Ballots ..
u-.. .. IWIoC ,.....ref c:.... -
..... ,....)
Number of Voided BaDots ..
(FM" .. VoIdeI B.not [.-.,.)
Number of Voted Ballots ..
(Foc.' .. 8doC Ball)
Number of Write-in
Envelopes with Ballots
..
u-.. .. 8doC Ball)
(
We. the undersigned, Inspectors, Deputy Clerk and Clerk of this election precinct in
the County or Dade, and the Stale or Florida, do hereby certify that the foregoing
information is tJUe in aD respects.
1 9
~ ~
2 10
~ Im'or-
3 11
JDsp-- av-
4 12
JDv- ~
5 13
MIL*- Jp....~
6 14
~1 J ~"" ~
1
~ DcpIt)'CIG
. .
~~.. QIIt .
(
IBIS IJALLOr .4CCOUNrABlU1T FORM ItIVST BE PLACED lNlO FBE ~"nr J'IWt1SFER
CASE AND BROVGll1lN1'O FOUB. DESlGNA'l'ED COLLBCDON CENlD ON ,EUCf'ION.
NlGBr.
Jtey ~ 031:21196
..
3.24
"
~...
'~
(
L
I
for use In
1st and 2nd primaries only
~...--.
I
PRECINCT: (' FUld In lIy tlectlen5 o~,t.)
BALLOT ACCOUNTABILITY FORM
I
ELECTION: (' Fllle".'f Elutte.s De,L) DAlE: (. Fllle"n'f (kelt..s De,L)
RECEIVED FROM SUPERVISOR OF ELECTIONS:
Democratic Ballot Cards-~ D I <<DEMSER>. I to D I <<DEMEN>>>> J =1 <<DEMB>>
Republican Ballot Cards-~ R I <<REPSER>. I to R I <<REPEN>>>> J =1 <<REPB>>
Nonpartisan Ballot Cards ~ 0 I <<OlBSER>. I to 0 I <<omEN>>>> I-I <<OTBB>>
RETURNED TO SUPERVISOR OF ELECTIONS:
Number of Unused Ballots ~
(Foa" .. Ballot ,..-sf.. CMe ... -
.... ,....)
Number of Voided Ballots ~
(Foa" .. VoIcW 8.rIGt [IMIDpe)
Number of Voted Ballots ~
(Foa1l4l .. .... a.)
{
"
We. the undersigned.. Inspectors, Deputy Cleric, and aerie of this eJection precinct in
the County of Dade. and the State of Florida, do hereby certify that the foregoing
information is true in aU respects"
1 9
IDspcctcr Inspedar
2 10
IDspectar IP~<<
3 11
-~ Jup-et.ar
4 12
Irr-- ~ar
5 13
~ ~~
6 14
IDIpectot' ~
7
IaIp-f- Dcpaly CIIIk,
.
I
rv- aat
",
(
. ",
rRlS &ULOT ACCOUN'l'ABIUTr FORM MVST BE PLACED INTO f'HE BALLOT ~
CASE AND BROOOH'l' INTO FOUR DESlGNATED :COUECf70N CENTER ON ELBC'DON
NlGII'l. ~
Rev. 03/2119l'
".
" "
. .
3.25
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GUIDELINES FOR POLLWATCHERS
FLORIDA STATUTE 101.131
Each political committee, party and candidate may have one potlwatcher in each polling room
at any time during elections.
During the election, the officials shall call out the names of electors loudly enough to be
heard by the pollwatchers. .'
Poll watchers shall:
. .
. upon their arrival at the precinct, give their approved copy of the Poll watcher
Application Form to the Precinct Oerk for verification.
. be allowed within the polling room to watch and observe the conduct of the
electors and the officials. (T11ey may not walk around the vodng area.)
. furnish their own materials and necessities (induding chair and cellular phone if
necessaJy. "nley may not use the precinct phone.)
. inspect the precinct registers only when the officials are not processing electors.
. inform the Oerk if they wish to challenge an electo....s right to vote. The
pollwatcher must then fill out the "Oath of Person Entering Challenge of Elector".
"nle Oerk will follow the procedures for a challenged voter.
. inform the Oerk if they see or hear anything that does not comply with election
laws. If they are not satisfied with the explanation or action taken, they may call
the Elections Department at 375-5553.
. D.Q1 take radios, television sets or newspapers to the polls.
. D.Q1 wear or display any political party, candidate's name or other pertinent
campaign materials.
. D.Q1 obstrUct the order1y conduct of any election.
. D21 come doser to the offidals' table or the voting booths than Is reasonably
necessary to perfonn their functions. .
Any member of the public may witness the opening and dosing procedures, but may not
speak to, or interfere with the Eleedon Board In any way. .
3.27
'.
06I121P6
(
ABSENTEE BALLOT PROCEDURES
SITUATION
Early on election morning you may receive a
telephone call giving you names of electors
sent an AS (Absentee BaDot), or receive a
list by messenger.
IAn elector whose signature line is marked
II ABSENTEE BALLOT SENT- brings in an
unvoted or voted Absentee Ballot.
f
An elector whose signature line Is marked
"ABSENTEE BALLOT SENT- comes in to vote.
and brings no Absentee Ballot with him.
An elector whose signature line Is marked
'ABSENTEE BALLOT RETURNED" comes in to
vote.
(
16112196
3.28
WHAT TO DO
. write the names on the ABSENTEE
BALLOT SENT LIST form provided in
your Clerk's Kit.
. Direct Inspectors to write .-AS SENT"
on the signature line of the precinct
register for each elector on the form.
. If an elector has already voted. caD
the Elections Department Absentee
BaDot Number Bsted on the
Telephone Information sheet.
. Allow the elector to vote at your
precinct.
. write the word "cancel-- on the AB
envelope and place It Into the
Canceled BaDot Envelope. The
Elector will sign the precinct register
above the words" AB SENT".
. caD the Absentee BaDot number on
the Telephone Informadon Sheet to
see If elector's Absentee Ballot has
been received and opened.. ' If the
ballot has not be~n received then the
elector must fiU in the nAbsentee
BaDot Affidavlt-- and they will be
allowed to vote In the precinct.
. The elector Is not aDowed to vote.
. If the elector insists that he did not
vote by Absentee Ballot and you have
checked his date of birth, to be sure
that you have the right elector, call the
Absentee BaDot Number Dsted .on
the Telephone lDiormatlon sheet.
(
ABSENTEE BALLOT AFFIDAVIT
Section 101.69, F.S.
This affidavit is to be filled out by a voter who was issued an absentee ballot, is
requesting to vote in person and does not have the absentee ballot to turn in at the polls.
I,
do hereby swear (or affum) that
(print Name)
I have not voted by absentee ballot for the
election.
(election)
(
I understand that anyone who votes both in person and by absentee ballot at any
election is in violation ofs. 104.17, F.S., and can be convicted ofa felony of the third
degree and fined up to $5,000 and/or imprisoned for up to five years.
Under penalties of peIjury, I declare that I have read the foregoing affidavit and that
the facts stated in it are true.
Signature of Voter
Date
Precinct
. Residence Address
Voter ID
City t State, Zip
Witness: Member of Election Board
{
3.29
VOTER SOLICITATION OOORMA nON
FLORIDA STATUTE 102.031
(
POLLING PLACE: A polling place is defined as the building which"contains the polling
room where ballots are cast. '
SOLICITATION: Solicitation Includes. but It Is not limited to. seeking or attempting to
seek any vote. fact. opinion. or contribution. distributing or attempting to distribute
any political or campaign material. leaflet. or handout; conducting a pol~ seeking or
attempting to seek a signature on any petition. and selling or attempting to sell any
Item. .
~ESTRICTIONS
No person may solicit voters within 50 feet of the entrance to any POLLING PLACE,
on the day" of any election. However. If there Is a residence. established business.
private prQperty or park within 50 feet of the polling place. and that residence.
established business. private property or park Is different from the polling place.
voters may be solicited on that property. Voters may also be solicited on public,
sidewalks and streets that fall within the 50 feet zone.
,( Example t: A park building Is used as a polling place. and the park property extends
100 feet from the front entrance of the polling place. In this case. voter cannot be
solicited within 50 feet of the entrance to the polling place.
Example 2: A park building Is used as a polling place and the park property extends
25 feet from the front entrance of the polling place. Property belonging to en...,
apartment buIlding begins 25 feet from the entrance of the park buIlding. In this case.
voters ~nnot be solicited within 25 feet of the entrance to the polling place. but an
be solicited on the apanment building propeny.
".
(
3.30
"CURBSIDE VOTING" PROCEDURES
(
The following procedures are to be used in those precincts where the polling places
are inaccessible to electors with mobility impairments:
1. Prior to 7:00 a.m.. the Deputy Sheriff shall post the following sign outside near the
front entrance of the pQlling place:
"Voters who find the polling place inaccessible should see the Deputy Sheriff"
2. The Deputy Sheriff, who is stationed near the front entrance of the polling place
while the polis are open, will watch for voters with mobility impairment which
will prevent them from gaining access to the voting area.
3. Upon determining that an elector is unable to enter the polling place and wishes
to vote near the front entrance or in his or her vehicle, the Deputy Sheriff will ask
the elector for identification containing his or her name, address, and signature
and will present the identification to the Oerk or Deputy Oerk. If the elector is
without identification, the Deputy Sheriff will ask the Clerk or Deputy Clerk to
come out with an "Affirmation" form which, when completed, will serve as the
elector's identification.
4. The Clerk or Deputy Clerk will then gather the following items:
t
. Precinct register page containing the elector's name
. Appropriate ballot card for that elector
· Secrecy envelope
. Appropriate voting device for that elector
. An" Affirmation" form in case there are any changes to the elector's
registration
. A "Declaration to Secure Assistance" form in case the elector needs assistance
to vote (this form is not necessary if a "Y" appears in the I.leeds assistance
column on the precinct register)
5. The Oerk or Deputy Oerk and one inspector will take these items out to the
elector.
6. The elector will be asked, "What is your current addresS1" and the response .wiD
be compared with the address listed on the precinct register. If the address is
different, the regular "change of address" procedures wiD be followed.
7. The elector will sign on the precinct register page.
8. The signature on the precinct register Is compared with the signature on the
elector's Idendficadon. If the signature Is different, the regular "signature dlffen"
procedure will be followed.
(
3.31
.~.. . .
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"CURBSIDE VOTING" PROCEDURES (COntYd)
9. The inspector will initial the ballot stub and will enter the ballot number on the
precinct register.
10. The ballot card, secrecy envelope, and voting device will be given to the elector.
The elector must be provided with as much privacy as circumstances will permit
when casting the ballC?t. If the elector needs assistance to vote, the regular
"procedures for providing assistance" will be followed. '
11. The elector will place the ballot in the secrecy envelope.
12. The Clerk or Deputy Oerk and Inspector will bring the ballot and other items back
into the polling place. The Clerk or Deputy Oerk will deposit the ballot into the
ballot box with the Inspector observing.
13. The precinct register page and voting device will be put back in their proper
locations.
DC1JZd:6/6/96
3.32
(10)
Security Procedures for
Voting System
Manual
Section 4
Distribution & Collection
of Ballot Cards and Supplies
(11 )
DISTRIBUTION OF BALLOT CARDS AND SUPPLIES
1. The Elections Department's Voting Equipment and Supply Supervisor will have the
Ballot Transfer Cases and Supply Kits delivered by a Supply Driver to the City Clerk
prior to the day of the election.
2. The City Clerk or someone designated by the City Clerk will verify the contents of
the Supply Kits and Ballot Transfer Cases against the Distribution Center Supply
Checklist (Exhibit III). The City Clerk will insure that the total number of ballot cards
in the cases and the consecutive numbers printed on those ballots agree with the
information entered on the Ballot Accountability Forms. The Supply Worker will
then latch and seal the cases with numbered seals. The seal numbers will be .
verified against the numbers entered in Certificate No. 1 (See sample on page 3.3)
to insure that they agree,
3. The City Clerk will sign the Distribution Center Supply Checklists, which is retained
by the Elections Department and will take custody of the Supply Kits and Ballot
Transfer Cases until they are given to the Precinct Clerks prior to the morning of the
election.
4,1
(12)
COLLECTION OF BALLOT CARDS AND SUPPLIES
1. When the Election Board completes the process of closing down their precinct after
the polls close, the Clerk and Deputy Clerk will transport the Ballot Transfer Case(s)
and Supply Kit to the City Hall, Suite 250, 17070 Collins Avenue.
2. The Elections Department's representative will compare the numbered seal(s) on
the Ballot Transfer Case(s) against the seal number(s) entered on Certificate No, 2.
(See example on page 3,23).
a) If the numbers agree, the seal number(s) is entered on the Ballot Transfer Case
Receipt (Exhibit VIII) along with the precinct number, time and date.
b) If the seal number(s) does not compare with Certificate No.2, the seal
number(s) on the Ballot Transfer Case(s), the precinct number, time, date, and
a notation that the number(s) does not agree with Certificate No. 2 will be
entered on the Ballot Transfer Case Receipt. The Precinct Clerk will sign the
notation.
After the Ballot Transfer Case Receipt has been completed, it is signed by the
Precinct Clerk and the Elections Department's representative. The top copy of the
Receipt will be given to the Precinct Clerk and the bottom copy will be retained by
the Elections Department's representative,
3. The Elections Department's representative will break the numbered seal(s) on the
Ballot Transfer Case(s) and will remove the Ballot Accountability Form (Exhibit IV)
and the voted ballot cards in preparation for tabulation.
4. Upon completion of the tabulation process, the City Clerk will take custody of the
voted ballot cards, voided ballot cards, unused ballot cards, Ballot Accountability
Form, Ballot Transfer Case Receipt, Oath and Certificate Form, and payroll. The
Elections Department's representative will take custody for all of the other items
contained in the Supply Kit.
4,2
(13)
Security Procedures for
Voting System
Manual
Section 5
Absentee Ballot Procedures
(14)
ABSENTEE BALLOT PREPARATION
1. The absentee ballot originals are produced on a word processor by the Elections
Administrative Coordinator.
2. The ballot pages produced for the election, voting instructions and ballot return
instructions are used as the basis for producing the absentee ballot originals,
3. Three individuals, including at least one person proficient in Spanish, will be
assigned by the County Supervisor of Elections to verify that the races and
questions contained in the absentee ballot original are correct, One member of the
team will spell out the offices and question titles, candidate names and ballot
questions using the sources listed in Section 2. The other two team members will
verify that everything is included in the booklets and spelled correctly.
4, The County Absentee Ballot Supervisor will make copies of the absentee ballot
original in sufficient numbers to satisfy the number of requests, Absentee ballot
copies are made in-house and therefore appropriate and on-demand increments
can be easily produced,
5.1
( 1 7 )
after completing an Absentee Ballot Affidavit (Exhibit V). The Absentee Ballot Section will key
the election date in the return date of the absentee ballot edit request screen, key 'VOTED AT
POLLS" in the notes area and click "SAVE".
NOTE: There will be no return status in the absentee ballot screen and the voter is not given credit
for returning an absentee ballot in voter history.
5. If an elector whose signature line is marked "AB RETURNED" comes to the polls to vote, the
Clerk will call the Absentee Ballot number on the telephone information sheet, The Absentee
Ballot Clerk will verify the elector's date of birth to insure that they have the right person. If the
computer shows that an absentee ballot has been returned for this elector, the elector will not be
allowed to vote at the polls.
6. If the wrong elector has "AB RETURNED" on the signature line of the precinct register, the
Absentee Ballot Section will advise the Precinct Clerk to write "AB RETURNED" on the signature
line of the elector who did return the Absentee Ballot and will correct the computer records for
each elector.
7. When the Absentee Ballot Clerk issues a ballot on election day, they will call the Precinct Clerk,
who will have the words "AB SENT" printed on that elector's signature line. if that elector has
already voted at the polls, the Absentee Ballot Clerk will key the election date and 'VOTED AT
POLLS" in the notes area of the edit request screen of the Absentee Ballot request screen.
8. When working absentee returns on election day--if an absentee ballot comes in for someone who
has voted at the polls, the absentee ballot clerk will get the message that an absentee ballot has been
returned. The Elections Department's Absentee Ballot Section employee sets this ballot aside and
continues to process returned ballots. After working all returned ballots, the clerk will access the
Absentee Ballot Return screen to see if the notes area has the message 'VOTED AT POLLS". Ifit
does, the words 'VOTED AT POLLS" are written on the absentee ballot and it is given to the
section supervisor. If there is no notation, the Absentee Ballot Section clerk will pull the other
absentee ballot from the variation it is filed in. The first ballot received is invalidated.
5.4
(18)
ABSENTEE BALLOT CANVASSING AND OPENING
1, The Municipal Canvassing Board shall meet to rule on presumed invalid absentee
ballots. The Municipal Canvassing Board will further order the opening of valid
absentee ballots. Presumed invalid absentee ballots are those which contain one
or more of the following deficiencies on the Voter's Certificate:
a, No voter's signature.
b, Voter's signature differs from registration document.
c, No witness,
d. No address or incomplete address of the witness.
2. Those absentee ballots ruled valid will be stamped "Accepted as legal" and will be
opened with the rest of the valid absentee ballots. The absentee ballots ruled
invalid will be stamped "Rejected as illegal" and placed in a designated storage
box.
3, Subsequent to an order to proceed from the Municipal Canvassing Board, Elections
Department employees, City employees, and precinct officials will open the valid
absentee ballot envelopes by variation. If an envelope contains two or more ballot
cards, the Canvassing Board will determine which, if any, of the ballot cards is to be
tabulated,
4. When all the voted absentee ballot envelopes are opened, they are given to the
Elections Department's Tabulation specialist who will put the cards through a card
reader to get a count of the cards. The cards are read a second time and if the two
counts match, the votes on the absentee ballot cards are tabulated, If the cards do
not match, the absentee ballot cards are reread until a successful comparison is
achieved.
5.5
(19)
Security Procedures for
Voting System
Manual
Section 6
Tabulation
(20)
BALLOT PREPARATION AND SYSTEM READINESS SECURITY
1. Ballot Definition: The ballot for each municipal election containing candidate races
and/or questions is sent by the City Clerk to the County Supervisor of Elections, or
his designee, who will forward the ballot details to the Elections Department's
Systems Division.
2. Election programming: The ballot, with candidate races and/or questions, punch
positions, precinct and registration data is entered into the election program
spreadsheet ETNet 2.X by the Metro-Dade Elections Departments Systems
Division.
3, Program software installation: The software programs used for municipal election
tabulations by the Metro-Dade Elections Department consist of the following files --
ETNet, Reader, Pseudo and Magic and are version indexed and time-stamped.
These program files are archived with the Florida Division of Elections.
4. Equipment readiness testing: Prior to each municipal election, all equipment to be
used in that election is activated and its functioning is monitored by the Elections
Department's Tabulation Specialist. Exceptions are noted and addressed
Malfunctioning equipment is repaired or replaced prior to any official tabulation of a
municipal election.
5, System readiness testing: When the ballot definition and programming for a
municipal election is completed, an accuracy trial is performed using a 55-card test
deck, (or in circumstances where the 55-card test deck is not applicable, a unique
test deck) on the equipment to be used.
6, System readiness verification: Upon the completion of the system readiness trial,
cumulative and precinct reports are printed, and the accuracy of the count and the
fulfillment of all the ballot preconditions are verified by staff of the Elections
Department's System Division.
6.1
(21)
MUNICIPAL VOTING SYSTEM SECURITY TESTS
1 Design and creation of test votes: The test votes consists of a standard fifty-five
card test deck designed to show votes equal to the last number of each possible
punch position. Two additional test ballot cards are included, one containing all
voted positions to demonstrate overvotes, and one containing no voted positions, to
demonstrate undervotes In races where the votes allowed condition is for more than
one candidate, additional cards are included or a unique set is created to
demonstrate this condition for all candidates.
2. Municipal Logic and Accuracy Tests: The execution of municipal logic &
accuracy tests include the three test scenarios described below,
a. Pre-election day test: Two public logic & accuracy tests precede each municipal
election. The first pre-tabulation logic & accuracy test usually takes place on the
Friday or Monday preceding the day of the election. The City Clerk,
representatives of the canvassing board, and or of the candidates or the public,
randomly select the precincts to be used in the test.
b. At least one precinct is used. The precincts are tested using 55-card test decks
or unique test decks if necessary, The municipal logic & accuracy test is verified
and certified by the City Clerk or her designee.
c, Election day test - pre-tabulation: The second municipal pre-tabulation logic &
accuracy test takes place on election day immediately before the tabulation of
the votes begins, In the second pre-tabulation logic & accuracy test the precinct
tests of the initial logic & accuracy test are replicated, verified and certified,
individually and cumulatively. The system is then cleared of all counted ballots
and a "zero-report" is printed.
d, Election day test -- post-tabulation: When the municipal tabulation is completed
and the election file is "saved," all precincts are cleared of counts and a
"zero-report" showing no counts is printed. The precinct tests of the previous
logic & accuracy tests are replicated, verified and certified, individually and
cumulatively.
3. In the event of an error being identified during the municipal logic & accuracy test,
the tabulation input file will be changed to correct the error condition by the Elections
Department's Systems Division personnel on site, under the direction of the City
Clerk or their designee. The Logic and Accuracy test will be repeated and certified
by the municipal clerk.
4, The results of the logic & accuracy tests are certified by the City Clerk who signs,
dates, and writes the time on both precinct and cumulative reports. The City Clerk
also completes signs the Certification of Logic and Accuracy Report form.
5, Copies of test results including all printed reports along with the micro disk, test
ballots, precinct header cards (if they are used), and system logs are retained
under seal by the City Clerk.
6. Security of the voting system: Prior to the first pretabulation test, the election
definition file is retained by the Director of the Systems Division or his designee. The
election definition file is maintained on a single micro disk, Two backup copies of the
6.2
(22)
file is retained by the Director of The Systems Division or his designee. The
tabulation program is password protected. The password is retained by the Director
of The Systems Division or his designee.
7. Following the initial pretabulation test, the program micro disk for municipal
tabulations is maintained in a sealed transfer case in the custody of the City Clerk,
A copy of the program micro disk is sent to the State Division of Elections by
certified mail by the Director of the Systems Division or his designee.
8. Security of testing facility: the initial municipal logic & accuracy test is open to the
public. All other tests are conducted under the supervision of City Clerk or their
designee,
6.3
(23)
EQUIPMENT AND MATERIALS FOR MUNICIPAL TABULATIONS
1. System (software) configuration: The specific system software components used for
the municipal tabulations are the following program files: ETNET.EXE,
READER.EXE, MAGIC,ELE, and a ballot definition file (Name_.ELE) designated
by the Director of The Systems Division or his designee.
2, System (hardware) configuration: The specific system components used for
municipal tabulations consist of one (1) M1000L Documation reader or one (1) M200
Documation connected to a NEC Powermate Portables 386sxl16 by means of a
card reader adapter board (Hazlett version 1.0),
3, Logs and reports: A log of all transactions is printed by the tabulation computer
following the end of the tabulation process, Logic & accuracy reports include
cumulative totals and precinct totals,
4. Secure storage of all municipal tabulation media: All tabulation media including,
forms, reports, logs, micro disks and ballots are maintained by the City Clerk in
secured supply boxes.
6,4
(24)
MUNICIPAL BALLOT TABULATION PROCESS
1. Counting and reconciling ballots: A Ballots Accountability Form from each precinct
shows ballots issued and received; voted ballots are subjected initially to a hand
count by precinct officials, and if necessary a machine count and finally a tabulation
count. The number of ballots cast counts must be reconciled with previous counts,
2, Processing and reconciling absentee votes: absentee ballots are subjected initially
to a hand or a machine count, and then to a tabulation count. Both counts must be
reconciled.
3, When a damaged card is found at a reader, the Elections Department's
representative will encode the duplication ballot (Exhibit VI) with the same code as
on the original and a true duplicate will be made. The original will be placed in a
duplication envelope (Exhibit VII), the label on which will be completed with the
pertinent information.
4. Public access to municipal election results: The public has access to municipal
election results through public announcement by the City Clerk and through the
media.
5. Forms, logs, etc., to resolve discrepancies during municipal. tabulations: An
on-screen log shows all the actions of the tabulation; the READER screen shows a
scroll list of precincts active, counted, or cleared and ballots cast. The Ballot
Accountability Form shows ballots issued and received,
6. Security: The municipal tabulation site is secured by the City Clerk, municipal
personnel, and at the discretion of the City Clerk by police officers,
6.5
(25)
EQUIPMENT FAILURE RECOVERY AT MUNICIPAL TABULATIONS
1, In the event of a hardware failure of the tabulation computer (PC), a backup
computer will be connected and the tabulation will begin again with the Logic &
Accuracy test.
2. Should a reader or any other device fail, the failed device is disconnected and
replaced, and processing resumes from the point of the last completely tabulated
and accepted precinct.
6,6
(26)
Security Procedures for
Voting System
Manual
Section 7
Exhibits
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EXHIBIT II
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312 POSITION
BALLOT PAGE LAYOUT fORM
JSTOMER
(
_t_ aUCTIONS
ELECTION DATE
PAGE NO.
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DISTRIBUTION CENTER SUPPLY CHECKLIST
PRECINCT NO(S).
EXHIBIT III
t
SUPPLY KIT:
Oath, Certificate No. 1 and Certificate No.2
Affidavit Envelope:
B1ackPens (2)
J{ey Envelope:
Ballot Box Key
Precinct Registers (set includes booklets)
Sample Ballots
Precinct Supply Checklist
Letter Signs for Precinct Registers
Telephone Information Sheet
Handicap Stylus
Clerk's Manual
~s)
Polling Place List
Payr01llPayroD Envelope
PoDwatcher Letters (If any)
PoUworkers Evaluation Forms (2)
Absentee Ballot Booklets for Checking Votomatics
Absentee Ballot Sent List(s)
((
BAT J .aT TRANSFER. CASE:
BaBot Cards (numbers and amounts listed on Ballot Accountability Form)
BaDot Accountability Form(s) .
Openins Seal No. (I) I
(located behind the baDots)
aosiDs Seal No. (I) I
(attached to the underside of the transfer case lid)
Voided BaBot Enve1ope(s)
, '
I hereby cenify that I have cbecked an items above and acknowledge reCeipt theieo( on
this_day of .19_. .i;-
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Precln~ Clerk or Deputy aerk '.,
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EXHIBIT IV
PRECINCT:
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BALLOT ACCOUNTABILITY FORM
I
ELECTION:
DATE:
RECEIVED FROM SUPERVISOR OF ELECTIONS:
Ballot Cards ........................
to
=
RETURNED TO SUPERVISOR OF ELECTIONS:
Number of Unused Ballots ...................................................................
Number of Voided Ballots '. .................................................................
Number of Voted Ballots
............ ..... ..... .............................................
(,
"
We, the undersigned, Inspectors, Deputy Clerk and Clerk of this election precinct in the
County of Dade, and the State of Florida, do hereby certify that the foregoing information
is true in all respects.
Inspector Inspector
Inspector Inspector
Inspector Inspector
Inspector Inspector
Inspector Inspector
Inspector Inspector
Inspector Deputy Clerk
Inspector Clerk
I(
THIS BALLOT ACCOUNTABILITY FORM MUST BE PLACED INTO THE BALLOT TRANSFER CASE AND BROUGHT
INTO YOUR COLLECTION CENTER ON ELECTION NIGHT.
0-
T-
&
Rev. 1218/93
f
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EXHIBIT V
ABSENTEE BALLOT AFFIDAVIT
Section 101.69, F.S.
This affidavit is to be .fIlled out by a voter who was issued an absentee ballot, is
requesting to vote in person and does not have the absentee ballot to tmn in at the polls.
I,
do hereby swear (or affmn) that
(print Name)
I have not voted by absentee ballot for the
election.
(election)
I understand that anyone who votes both in person and by absentee ballot at any
election is in violation of s. 104.17. F .S.. and can be convicted of a felony of the third
degree and~fined up to $5.000 and/or imprisoned for up to five years.
. ,
Under penalties of perjury. I declare that I have read the foregoing affidavit and that
the facts stated in it are true.
Signature of Voter
Date
Precinct
Residence Address
Voter..ID
City, State, Zip
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Witness: Member of ElectioD Board
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EXHIBIT VI
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EXHIBIT VII
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EXHIBIT VIII
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BALLOT TRANSFER CASE RECEIPT
I
THE BALLOT TRANSFER CASE(S) FOR VOTING PRECINCT NO.
SEALED WITH SEAL NUMBER(S)
( RECEIVED AT
AND
WAS
P.M. ON
COMMENTS:
,.
PRECINCT CLERK
.'
( ) ELECTIONS DEPARTMENT'S REPRESENTATIVE
OR
( ) JUDGE'S REPRESENTATIVE
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City of Sunny Isles Beach
City Hall, 17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida
DATE: April 23, 1998
TO: Mayor David Samson
and City Commissioners
FROM: Richard Brown - Morilla
City Clerk
SUBJECT: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY
ISLES BEACH, FLORIDA, ADOPTING THE SECURITY PROCEDURES
FOR VOTING SYSTEM MANUAL, AND PROVIDING FOR AN
EFFECTIVE DATE.
RECOMMENDATION:
We recommend that the City Commission adopt the proposed resolution which ratifies
and adopts the Security Procedures for Voting System Manual.
REASONS:
Section 3.5 of the Municipal Charter of Sunny Isles Beach provides that the City Clerk
shall be the supervisor of City elections. State law requires all municipal supervisors of
elections to develop written procedures to assure accuracy and security in elections in
compliance with Florida Statute 101.015.
The Miami -Dade County Supervisor of Elections conducts municipal elections on behalf
of our City. The format of the proposed Security Procedures for Voting System Manual
essentially follows the format recommended by the Miami -Dade County Supervisor of
Elections Office.
Respectfully submitted,
2 - No,., 1)..
Richard Brown - Morilla
City Clerk