Running a polling place - a little more complicated than you might think
Election Services spends lots of time preparing for an election. A big chunk of time is spent recruiting and retaining precinct election officials (PEOs) ... and then training them. We are always trying to recruit new PEOs because of normal attrition and we need to have a number of PEOs on standby in case of absences on election day. It's a challenging job to manage the 300-600 temporary workers (PEOs) needed for a county-wide election. I applaud Sue Wold, Deputy Commissioner of Elections, and her staff for consistently doing a great job!
The information below was provided to the Chair of each precinct polling place on the Friday before the recent election. If you can follow instructions and have an interest in becoming a PEO, please contact Elections Services at 892-5300 or go to http://www.linncounty.org/content.asp?Page_Id=567&Dept_Id=6 --Joel @ 4:16pm.
SCHOOL OF INSTRUCTION
Special Supervisor Representation Plan Election--July 24, 2006
There are NO new laws regarding voting at the polls that take effect this year!!
POLL HOURS are open from 7:00 a.m. to 8:00 p.m. All precinct election officials shall report 1 hour before opening time to help set up the precinct for voters.
I Election Morning Duties - 2 officials
1) Set-up the Accu-Vote OS and the TSX first thing in the morning, using the OPEN side of the laminated instruction card found in the supplies.
2) Complete the Tally Book and Tally Envelope and have all officials/chair take the Oath of Office and sign the Accu-Vote tape.
3) Arrange tables and chairs in an orderly fashion.
4) Post large VOTER INFORMATION sign and 4 SAMPLE BALLOTS using the Election Specific sign in green bag. You will need to mark your own “Sample”s (not VOID). Post signs in a conspicuous place.
5) Officials should vote to make sure the Accu-Vote is ready to accept ballots.
6) Chairperson should assign duties to officials and rotate duties during the day.
7) Decide who will be delivering the TSX card with results to the Elections Office.
8) Check the location of your modem jack, especially if you are working in a “new-to-you” precinct. Call in the morning if you have any questions or problems.
9) Call the office for any additional absentee voters.
II Ballots
The ballot is one-sided and one race is on the ballot. Voters may choose 1 of 3 options on how they wish their county supervisors to be elected.
ü Plan One – At-Large: Elect supervisors at large. This is how supervisors are now elected.
ü Plan Two – At-Large/District: Elected at large by district. Supervisors have to live in the districts they represent, but everyone would vote on them.
ü Plan Three – District/District: Elect supervisors by district, with only district residents voting for the supervisor that represents that district. Supervisors would live in the district they represent.
You may not discuss any of the plans on the ballot with a voter or your co-workers. The only information you may give a voter is how to mark their ballot so the machine will read it. Instructions are also at the top of the paper ballot and the 1st screen on the TSX.
III Election Register Duties
1) Each voter should print their name & address on the voter roster. Required for all elections.
2) Ask for voter’s name & current address.
a) If all is correct, voter signs above their printed name in the election register. b) Initial in the left-hand column.
c) Initial & issue ballot & pen to the voter if they vote paper, when a voting booth is available. Secrecy folders should be provided for the voter.
d) Give the voter the orange TSX card if they vote electronic and send them to the TSX machine.
3) If a voter’s name cannot be found in the election register, they will need further assistance, probably from the Chairperson.
4) Process address changes according to instructions in the purple bag. Be sure the voter’s address is in your precinct before you call the office. Call to verify a voter’s eligibility before issuing a ballot. If you can not get verification, they must vote the provisional ballot. Use the Precinct Map for verification.
5) Absentee voter marked in register cannot vote at the polls unless they surrender the absentee ballot and vote at the precinct.
6) Provisional voters’ ballots do not go into the voting machine, but are placed and sealed in the envelope.
7) At the end of the day, count the number of signatures in the election register and the number of change of addresses. Write this number on the “Ballot Record and Receipt” form.
IV Voting Machines
1) Call the Elections office (892-5300) at 11:00 and 3:00 with the # of voters.
2) Ballots rejected by the OS unit should first be turned over and reinserted. If they are rejected again, look at the message on the Accu-Vote LCD. Never look at the voter’s ballot. If the problem cannot be detected, void the ballot and issue the voter a new one.
3) Call the office if you have any problems that you cannot resolve yourself. Open the auxiliary compartment if needed to secure the voted ballots until a technician comes out.
V Closing the Polls
TSX (Touch Screen)
1) Close down the Accu-Vote TSX, using the CLOSE side of the instruction card.
2) Make sure all election officials sign the results tape.
3) Tear off the results tape and call the results in to the elections office.
4) Place the results tape in the small Totals Envelope in the Tally Book.
5) Remove the memory card from the TSX and place it in the memory card envelope, which is found in the red/white/blue bag. If you are NOT returning the TSX memory card to the office, you do not have to remove the card.
6) Complete the front of memory card envelope and make sure all election officials sign the envelope
7) In Cedar Rapids precincts: The person designated to bring the memory card envelope to the Elections Office should make sure that the OS results have been received by the office before leaving.
OS (Optical Scan)
Have the gray telephone cord out and ready to plug in or hook it up before the polls close, if possible. When connecting the gray telephone cord to the machine and the wall, make sure it’s tight and you hear a click.
1) Close down the Accu-Vote OS, using the CLOSE side of the instruction card.
2) Immediately send results by modem. Call 892-5300 to verify that your upload came through okay. When you call to verify, you will be asked to give your TSX results over the phone also. Please have the results tape with you when you call.
3) If you do not upload, turn the unit off for 5 seconds and turn back on and try again.
4) If you can not get the OS unit to upload the results, call the office or pull the memory card and send it with the person assigned to return the TSX card.
VI Post Election Duties- after election results are reported
1) Remove all ballots from the ballot box and place them in the black transfer case. Remember to pull the cherry colored Ender Card and return it to the Accu-Vote case.
2) P L E A S E -- Make sure all the change of address forms are in the registration changes envelope and place the envelope in the election register book.
3) Make sure any Special Voter’s Envelopes used are placed in the ORANGE bag. Put your precinct # on the front and indicate the number of special voters, if any. The orange bag should be handed to the election office personnel when returning supplies.
4) Complete the Ballot Record and Receipt Form. The number of votes cast on both machines should add up to the total election register signatures and address changes processed.
5) Complete the claim form and use the “Request for Election Case Supplies” form if additional supplies are needed for the next election.
6) Be sure the Accu-Vote is turned off. Check the red switch on the back of the machine.
7) Take down all signs and return supplies to case or designated location.
SPECIAL INSTRUCTIONS
Reporting election results to office after the polls close:
-- 892-5300 --
ü ALL precincts will upload the OS results via the phone line.
ü Cedar Rapids Precincts
1) Send 1 official to the Elections Office to bring the memory card from the TSX machine in the envelope provided in the red/white/blue bag.
2) Have the TSX results tape ready when you call to verify that the OS results were received, report the TSX results at that time. If we didn’t receive the OS results, we can take those over the phone also.
ü All County and Marion Precincts
1) Phone in the TSX election results to the Elections Office after the TSX machine is closed down.
2) Have the TSX results tape ready when you call to verify that the OS results were received and report the TSX results at that time. If we didn’t receive the OS results, we will take those over the phone also.
GENERAL INFORMATION
- The paper ballots may now be marked with any pen.
- Please make no comments to voters or coworkers relating to the election. Remember – you are representing our office.
- CHAIRPERSONS: Return machines and supplies no later than 12:00 noon on Wednesday at the Elections Depot.
- Transmitting the results: If you receive a busy signal, turn the unit off, and wait 1-2 minutes – then try uploading again. You will know you have uploaded when your LCD screen says “Results Sent Okay – Turn Unit Off”.