Precinct Chairs’ Training for 2012

1. Precinct Chairs’ Training for 2012

2. Louise StineCounty ClerkClerk of the Circuit Court * Carolyn Toliver Election Administrator

3. REMEMBER! • It is the responsibility of the city / twp. clerk to have a person available to: • Answer, fix, respond to any ELECTRONIC problems: • Modem in tabulator • ePoll Book • ePoll Book printing of paperwork

4. E- Poll Book

5. Electronic Poll (ePoll) Book Questions • How many precinct chairs are actual users of the e-Poll Book? • How many election inspectors do you have assigned to use the e-Poll book? • How many precinct chairs are comfortable with using the e-Poll book?

6. Electronic Poll Book Questions • What can you do? • Clerk can upload actual voters on the ePoll book • Practice with data: • - Issue a ballot • - Issue a provisional ballot (envelope) • - Issue a challenged ballot • - Mark a ballot spoiled or defective • - Record an absentee ballot • - Record remarks • - Practice printing reports – end of the night

7. Electronic Poll Book Questions • What order are the reports in e-poll book? • Cover Page • Date / Pct / City or Twp

8. Electronic Poll Book Questions Election Inspectors’ Prep Certificate Oaths / signatures

9. Electronic Poll Book Questions Challenged Voters Page

10. Electronic Poll Book Questions Write-In Statement of Votes Page

11. Electronic Poll Book Questions Copy of proposal language + Totals tape results

12. Electronic Poll Book Questions Certificate of Election Inspectors Close of Polls

13. Electronic Poll Book Questions Ballot Summary Page

14. Electronic Poll Book Questions List of Voters Pages

15. Electronic Poll Book Questions Remarks Page

16. Electronic Poll Book Questions ADD - Delegates Elected Booklet Place this in the very BACK of the ePoll Book

17. Electronic Poll Book Questions Republican Party Delegates

18. Electronic Poll Book Questions Democratic Party Delegates

19. Electronic Poll Book Questions Republican Write-In Tally Democratic Write-In Tally Page

20. Questions?

21. CHECKS & BALANCES

22. CHECKS & BALANCES What does this mean? • This means having one election worker from different political parties who will perform the following: • Complete the Election Inspectors’ Preparation Certificate in the front of the Poll Book. • Assist voters in the voting booth or at the VAT. • Duplicating ballots after the close of the polls. • Complete the Statement of Votes in the back of the Poll Book. • Seal the Ballot Container and the Transfer Case and complete the Certificates for the same.

24. Pens in Voting Booths We have been experiencing some problems with bleed-through from the ink on some ballots; this shows up in the form of overvotes! When voters darken in the space between both ends of the arrow instead of drawing a single line to connect both ends of the arrow, it can cause bleed-through depending on the type of pen that is used in the voting booth OR AT HOME!

25. Re-tabulating Ballots May only be Completed In the Precinct

26. Tabulator Breakdown • If the tabulator becomes inoperable during • election day, a complete record of this fact • should be documented. • Documentation should include: • 1. time the tabulator went out of commission • 2. total number of ballots counted at that • time (according to the tabulator public counter) • 3. time the tabulator was returned to service • 4. any other information that might be deemed necessary. • Verify that any other unusual events are thoroughly documented.

27. Can the media film in the Precinct? Yes, as long as they stay within the public area in the precinct. They may NOT speak with the voters in the precinct. Can voters use cell phones in the precinct? Yes. They may NOT use cell phones while in the voting booth.

28. EXIT POLLING Who? What? Where?

29. An exit pollster is usually a member of the media. - They ask voters HOW they voted when the voter leaves the polling place. - They MUST stand at least 20’ from the doorway to the polling place.

30. Prohibited Activities In The Precinct • Watching Television • Listening to the Radio • Listening to iPods REMEMBER: Whatever you are doing will create a lasting impression on the voters!

31. What is curbside voting?

32. Curbside voting occurs when 2 election inspectors assist a voter outside of the precinct.

33. Emergencies in the Precinct • If an event or emergency occurs in your precinct which would stop the voting process, call your: • Clerk, • Bureau of Elections • Contact law enforcement if necessary • - Notify the County Clerk’s office of the situation • If you must evacuate the polling place, take the ePoll Book with you. • * Polling hours CANNOT be extended without a court order.

34. Question: If two inspectors assist a voter in the voting booth, what notation do you make on the Remarks Page of the ePoll Book? Answer: The name of the voter and the names of the two inspectors should be noted on the Remarks Page.

35. Question: A voter is mailed an absentee ballot and shows up on election day to vote. The AV ballot has been lost / destroyed. What procedure should you follow? Answer: Since the voter cannot return the absentee ballot, his or her ballot should be challenged.

36. Question: What should you do if a voter is given the wrong ballot style and votes the ballot? Answer:

37. Question: While processing absentee ballots you discover that a husband and wife have inadvertently voted each other’s ballot. How do you handle this? Answer:

38. QUESTION & ANSWER EXERCISE

39. It is critical for you to remember to read the tabulator tape when a ballot is rejected OR when there is a ballot jam.

40. Under what circumstances would you override a ballot? • When a voter casts more votes than there are candidates to be elected. • In the precinct, the voter would be offered a new ballot. • With an absentee ballot, this ballot would NOT be duplicated unless the overvote was caused by an invalid write-in vote.

41. RUNNING OUT OF BALLOTS? • Don’t panic!There’s an easy solution. • Call your clerk and advise her / him about the problem. • Take the last ballot and block out the ballot number. • Photocopy as many ballots as you think you need. • Number the first photocopied ballot with the next number after your LAST regular ballot. • Photocopied ballots will need to be hand tallied. • Use a sample ballot to do your tally. • The final tally / vote total for each candidate and proposal will need to be added to all of the totals tapes. • Make a note on the Remarks Page about this!

42. Running Out of Ballots continued • After you run you totals tape – DO NOT MODEM THESE IN. You need to tally the paper ballots that are in the Auxiliary bin. • Two people from two political parties – open the Auxiliary bin where the “photocopied paper ballots” are stored. • Take a blank SAMPLE ballot and use that as your “Tally Ballot” and the two parties begin to tally the results from the Auxiliary bin. • One person should call the votes off of the ballots and one person should watch the caller. • One person should complete the tally on the sample ballot and one person should watch the writer.

43. Running Out of Ballots continued • IMPORTANT: • You must watch for crossover votes. If a voter voted for candidates in both parties, then no votes for any candidates can be counted unless the crossover is created by an invalid write-in. • Take the tape from the tabulator – AFTER the totals tape has run add these manually tallied totals to all 3 copies of the totals tape. • Fax in your results to the County – 269-982-8642. • Call and notify the County that you are faxing in your results. DO NOT LEAVE until you call to verify that we received your results. 269-983-7111, extension 8264. • Finish closing your precincts. • All poll books, memory packs, flash cards etc…must be delivered to the Courthouse by the local clerk on election night (this is for even-year August and November elections only).

44. Sample • Of • Amended • Totals Tape

45. THE STATEMENT OF VOTES AND BALLOT SUMMARY

46. 1 Best Township Aug. 7, 2012 407965  400 407839  400       

47. THE BALLOT SUMMARY EXERCISE

48. 1 Best Township Aug. 7, 2012 400 400 1 400 78 478 406 0 *Used Ballots: 478 - 426 = 52 14 5 1 52 426* Used ballots 478 426 53 Note this! 478

49. CAN’T BALANCE? CHECK FOR: 1. ALL AV’s are accounted for? 2. ALL ballots been removed from auxiliary bin? 3. ALL duplicated ballots been accounted for? 4. ALL of the spoiled ballots recorded? 5. ALL jammed ballots noted? 6. ALL names on apps to vote been entered in poll book? Have any lines been skipped in book? 7. ALL provisional ballots been accounted for? 8. Voter’s name been entered in poll book twice? 9. Checked the tabulator tape that ran throughout the day? 10. Count your ballots – make sure the number matches the number of voters listed in the poll book.

50. YOUR PRIORITIES AT 8:00 P. M. They are: 1. Announce the close of polls. 2. Verify that all ballots have been tabulated. 3. Run 4 totals tapes. One tape is for the media! 4.Modem election results to the county clerk’s office. 5. Complete the poll book’s Ballot Summary and Statement of Votes.