WELCOME CLERKS! Receiving Board Training. Joseph Rozell, Oakland County Director of Elections

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1 WELCOME CLERKS! Receiving Board Training Joseph Rozell, Oakland County Director of Elections

2 Agenda Establishment of Boards Responsibilities of Boards Checklist Preparing Envelopes Exercise (Mock Board)

3 Why would I want a Receiving Board? Are they required? Receiving Boards can help the clerk catch and correct errors before envelopes are sent to the county. Avoid making trips to the Board of County Canvassers. Improve chances of recountability (seal verification). Receiving Boards are now required under State Law (MCL a).

4 Establishment MCL a(1) Provides that the Election Commission of a city, township shall, by resolution, provide that one or more boards of elections inspectors be appointed to serve as receiving boards. Local Election Commission makes the appointment. Minimum of 2 inspectors per board. Must have an equal number from each major political party. Must take a separate Oath that indicates Receiving Board Member. Notes: Clerk cannot serve as a member of Receiving Board. Deputy Clerk (or office staff) may serve, but they must be appointed (meet qualifications), declare party and take Oath.

5 Sample Resolution

6 Precinct Inspector Responsibilities MCL a(2) Provides that not less than 2 election inspectors in a precinct, representing each major political party, shall deliver: Sealed ballot container containing used/unused ballots. One or more sealed envelope(s) containing the Poll Book and Statement of Votes. Placing the documents in a sealed transfer bag is acceptable and preferred when using a Receiving Board. If EPB is used, the inspectors would deliver the supplemental Poll Book and USB flashdrive.

7 Receiving Board Responsibilities MCL a(3) The Receiving Board is responsible for opening the sealed envelope(s) (or transfer container) and reviewing the Poll Book and Statement of Votes to verify the following: Ballot Container Seal VERIFY the ballot container is sealed correctly and the seal number is properly recorded in the Poll Book and the ballot container certificate. If the container is not properly sealed, or the seal number is not properly recorded, the board shall direct the 2 inspectors to make the necessary corrections. The correction must be noted in the Poll Book and signed by the inspectors and receiving board. (MCL a(3a)) Ballots Cast VERIFY that the number of voters according to the Poll Book equals the number of ballots according to the Statement of Votes and Totals Tape. Note: Boards in jurisdictions using EPB will be required to print the List of Voters, Ballot Summary Report and Remarks pages at this point.

8 Ballot Container Seal Verification 8

9 Ballot Container Sealing Let s review some common sealing issues 9

10 Sealing Issues Correct Way With Horseshoe 10

11 Sealing Issues Wrong Way Missing Horseshoe 11

12 Sealing Issues Without Horseshoe, Container can be opened 12

13 Sealing Issues Correct Way Zipper folded back over eyelet 13

14 Sealing Issues Wrong Way If zipper isn t folded back, can unzip 14

15 Sealing Issues Double Zipper Blue Bags should have zipper eyelets closed! Grommets 15

16 Sealing Issues Double Zipper Blue Bags sealed correctly. 16

17 Sealing Issues Double Zipper Blue Bags sealed incorrectly. 17

18 Sealing Issues Double Door Containers need a certificate on both doors! 18

19 Ballots Cast Verification

20 Receiving Board Responsibilities If the number of voters does not equal the number of ballots cast, and no explanation exists, the board shall: Question the Inspectors Note the explanation in the remarks section All present shall sign the notation The Receiving Board does not have the authority to reprocess the precinct ballots. Inspectors should not seal the used/unused ballots and leave the precinct if it does not balance unless authorized to do so by the clerk.

21 Receiving Board Responsibilities MCL a(4) If the Poll Book or Statement of Votes are inadvertently sealed inside the ballot container, the following must occur: The inspectors will open the ballot container and remove the Poll Book and/or Statement of Votes. The inspectors and receiving board members shall record a notation in the remarks section of the Poll Book and immediately reseal the ballot container before during anything further. The Receiving Board has no authority to open the ballot container in any other instance! In the event a ballot was not sealed in the container, it must be sealed in an envelope with a red paper seal and taped to the ballot container.

22 Receiving Board Responsibilities MCL a(5) After completing the above, the Receiving Board shall place the Poll Book and Statement of Votes into the appropriate envelopes, which are sealed with a red paper seal that is initialed by the receiving board members. #1 Envelope County Clerk, contains: Poll Book 1 copy of Statement of Votes, with totals tape Precinct Delegate Booklet (August Even only) #2 Envelope Probate Judge/Board of Canvassers, contains: 1 copy of the Statement of Votes, with totals tape #3 Envelope Local Clerk, contains: 1 copy of Statement of Votes, with zero and totals tape Completed Applications to Vote AutoMARK Test Ballot Any completed forms (change of address, cancellation, etc.) Other items required by the Clerk

23 Receiving Board Responsibilities Let s review the Checklist Tabulator Program Delivery Container Ballot Container Poll Book/EPB Statement of Votes Envelopes

24 Checklist

25 Exercise Mock Receiving Board Let s review the process!

26 Any Questions? THANK YOU FOR COMING AND YOUR COMMITMENT TO SUCCESSFUL ELECTIONS!