Inspector Supply Pick-Up & Check-In-Center Procedures

Transcription

1 JUNE 2014

2 TO: FROM: SUBJECT: Check-In-Center Chiefs Dean Lgan, Registrar-Recrder/Cunty Clerk Inspectr Supply Pick-Up & Check-In-Center Prcedures W e are pleased t present this updated Inspectr Supply Pick-Up (ISPU) and Check-In-Center (CIC) Training Manual. Thank yu! Many f yu have been serving as CIC Chief fr numerus years and we appreciate yur dedicatin and service. What is Inspectr Supply Pick-Up? ISPU allws Inspectrs t pick up electin supplies apprximately 10 days prir t Electin Day. The ISPU site is centrally lcated within a grup f precincts and serves as a distributin lcatin fr electin supplies. As an added benefit, picking up supplies at ISPU allws Inspectrs t becme familiar with their Electin Night CIC site in advance since the majrity f the ISPU sites remain the same fr Electin Night Check-In Center sites. Fr a majr electin, apprximately 4,800 precincts will be available fr pick-up thrugh 74 Check-In-Centers. Fr smaller electins, apprximately 1,800 precincts are available fr pick-up thrugh apprximately 35 ISPU sites. Detailed prcedures fr ISPU are prvided in this training manual. What are Check-In-Centers? CICs are sites designated fr Inspectrs t return all electin materials n Electin Night. In rder t assist yu with questins r issues yu may encunter at the CIC, we have established a Check-In-Center Precinct Cntrl peratin where yu can call fr assistance. The Check-In-Center Precinct Cntrl peratin is als where yu will be reprting the pening and clsing f yur Check-In-Center. Detailed prcedures fr CIC peratins are als prvided in this training manual. What s new? Specific Supplies will be scanned during ISPU and again at the CIC n Electin Night using a hand held prtable scanner. This infrmatin will be available t the Registrar-Recrder Office n a real-time basis. The detailed prcedures in this manual serve as a surce f reference fr CIC Chiefs and staff t ensure ISPU and Check-In-Centers lcatins run smth, bth f which are integral parts f a successful electin. THANK YOU FOR YOUR DEDICATED SERVICE TO THE VOTERS OF L.A. COUNTY!

3 Ls Angeles Cunty Check-In-Centers GORMAN 5000 Plling Places LANCASTER PALMDALE CASTAIC VALENCIA SANTA CLARITA PEARBLOSSOM 63 CICs FALLING SPRINGS MALIBU VAN NUYS PASADENA HOLLYWOOD BEVERLY HILLS LOS ANGELES COVINA MONTEBELLO POMONA MANHATTAN BEACH NORWALK PALOS VERDES LONG BEACH

4 TABLE OF CONTENTS SECTION ONE: Inspectr Supply Pick-Up... 1 A. Intrductin... 1 B. General Operatinal Prcedures... 1 C. Persnnel and Timekeeping Requirements... 2 D. Prir t Date Of Inspectr Supply Pick-up... 3 SECTION TWO: Check-In-Centers... 5 A. General Operatinal Infrmatin... 5 B. Persnnel And Timekeeping Requirements... 7 C. Duties Prir T Electin Day... 8 D. Electin Day Duties: Prir T 8:00 pm... 9 E. Electin Night Duties: After 8:00 pm F. Offlad Statins G. Reslutin f Prblems by CIC Chief H. Cntrl Table I. Sheriff Deputy Pick-Up J. Truck Assigned T Check-In-Center K. Clsing Check-In-Center L. Miscellaneus Items t Remember ATTACHMENTS Time Card... A Supply Receipt... B Sign-In Sheet... C Traffic Cntrl... D Off Lad Statins... E Cntrl Table... F CIC Cntrl Lg (Red Bx)... G CIC Cntrl Lg (Green Stripe Envelpe)... H CIC Cntainer Tag... I Sheriff Cntainer Pick-Up Recrd... J Phne Numbers... K

5 SECTION ONE: Inspectr Supply Pick-Up A. INTRODUCTION In additin t yur service as a CIC Chief, ur electins staff is pleased that yu have agreed t take n an additinal electin related assignment by serving in ur Inspectr Supply Pick-Up prgram. 1. The Inspectr Supply Pick-Up (ISPU) prgram was created t enable plling place Inspectrs t pick up their electin supplies befre Electin Day at a time cnvenient fr them. The mst efficient manner in which this can be dne is t use the electin Check-In-Center sites and staff t facilitate the distributin f Electin supplies at ISPU. B. GENERAL OPERATIONAL PROCEDURES 1. CIC Chief is respnsible fr the peratin f the Inspectr Supply Pick-Up, including the exercise f prper cntrl and security f electin material t be distributed t Inspectrs r their designees, and the training f Check-In-Centers persnnel. 2. CIC persnnel represent the ffice f the Registrar-Recrder/Cunty Clerk and shall cnduct themselves in a curteus, dignified and business-like manner at all times. All persnnel are t wear nametags and shuld be clean and prperly dressed. CIC Chiefs shuld explain t their CIC team that we are guests f the hst facility and that they are nt t enter any area except that assigned fr use f the Check-In-Center. 3. CIC Chiefs will be prvided with a cell phne at the training class. This will enable CIC Chiefs t cntact Inspectrs t remind them t pick up their supplies. CIC Chiefs assigned a Cunty cell phne will be respnsible fr the use and care f the phne and charger, and fr ensuring that the phne is fully charged the day f Inspectr Supply Pick-Up and n Electin Night. The cell phne is issued nly fr calls related t the peratin f electin activities. Bth the phne and charger are t be replaced in the bx yu received it in. 1

6 4. ELECTION MATERIALS TO BE DISTRIBUTED TO INSPECTORS ARE: Black Supply Bx (scanned ut) Vte Recrder Suitcase (scanned ut) Vting Bths (Pizza Bxes, Aluminum) Precinct Ballt Reader (Gray, remve labels) Audi Ballt Bth (Blue, remve labels) Kisk (brwn pizza bx, similar t vting bth bx) 5. TRACKING DISTRIBUTION OF ELECTION MATERIALS. The CIC team will meet the truck drivers at the CIC lcatin the mrning f the ISPU. The CIC Chief is respnsible fr making reminder calls t Inspectrs and designating staff t cntrl traffic and assist truck drivers. The truck drivers will give the CIC Chief a packet cnsisting f: Electin Operatins Center Bard Member Flimsies: This is the list f precincts and pllwrkers assigned t yur CIC. Use this list t call the Inspectr t remind them t pick up their supplies. Yu can begin calling arund 10 am. Remember, the Inspectr is allwed t pick up their supplies up until 5 pm. If the Inspectr is nt able t pick up supplies, call ther bard members and try t arrange pick-up. The truck drivers are respnsible fr issuing black supply bxes, vting bths, Precinct Ballt Readers (PBR) and blue Audi Ballt Bths (ABB) including pulling and psting labels frm PBR and ABB units and placing n Supply Receipt (Attachment B). They shuld als receive a signature f persn picking up supplies. The truck drivers and CIC staff shuld wrk as a team. 6. Traffic Cntrl. CIC Chiefs versee the mvement f traffic thrugh the Inspectr Supply Pick-up center. Cars must be mved in and ut f the site expeditiusly, with safety being the primary cnsideratin at all times. 7. Traffic Flw. Yu can refer t the map fr traffic flw and lcatin f where t set up. C. PERSONNEL AND TIMEKEEPING REQUIREMENTS 1. Recruitment f Staff. The Check-In-Center Chiefs are respnsible fr recruiting the clerks assigned t their specific peratins. The nly exceptin 2

7 is the facility custdian, if ne is prvided. Check-In-Center Chiefs recruit staff members fr Inspectr Supply Pick-Up. Each CIC will have ne driver fr each truck. Each driver will be assisted by ne swamper. 2. The CIC Chief assures that the fllwing frms are prperly filled ut and returned t the Registrar-Recrder/Cunty Clerk in the envelpe prvided: (a) (b) (c) Time Cards: CIC Chiefs must recrd the time wrked fr each emplyee and sign the time cards. Yu will need t return them in the CIC supply bx. Sign-in Sheets: Must be cmpleted and returned with the abve frms. The Sign-in Sheet will be distributed at training and shuld be returned by placing the Signin Sheet with the time cards in the CIC supply bx. I-9 Verificatin Frm: Must be cmpleted and returned with the abve frms. I-9 frms will be prvided by ur Human Resurces department and shuld be returned by placing the frms in the CIC supply bx. 3. REPORTING TIMES AND PROCEDURES: Check-In-Center Chief and staff reprt at 7:00 am. CIC Chief must call upn arrival. CIC Chief shuld call EOC t give a status reprt at apprximately 10:00 am and again at 2:00 pm. Emplyees wh are late may be replaced (by an authrized replacement) at the discretin f the Electin Operatins Center. D. PRIOR TO DATE OF INSPECTOR SUPPLY PICK-UP 1. Attend Training Sessin. It is imprtant t attend the training sessin at the RR/CC s Electin Operatins Center t familiarize yurself with the prcedures and new infrmatin fr this particular electin. Supplies and cell phnes are issued at the training sessin. NOTE: Where the facilities custdian is hired t pen and clse the facility, he/she des nt serve as part f the CIC team (but must fill ut a Special Pay Frm). 3

8 2. Visit yur Inspectr Supply Pick-Up Site! It is critical that yu g t the ISPU site well in advance t ensure that everything will g smthly. Even if yu have perated an ISPU site many times at the same lcatin, a visit shuld be made t bserve any changes that may have recently ccurred that will impact the ISPU peratin. 3. CIC Cntacts. Be sure yu have access t the ISPU site n the day designated fr supply pick-up. Refer t the Authrizatin Frm fr the name and telephne number f the cntact persn(s) wh will be available t pen the facility, s that cntact can be made if the ISPU site is nt pen. a. Traffic Flw Pattern. Review the traffic flw pattern shwn n yur CIC map. If the traffic flw pattern is nt the best r safest pssible, mdify the CIC sketch. Draw the preferred traffic flw pattern n the back f the CIC sketch, making a nte f it n the CIC Evaluatin Questinnaire. Return it t the RR/CC in the Check-In-Center supply bx. If gate is lcked n the mrning f the Inspectr Supply Pick-Up r fr any ther prblems: Call NOTE: Facility restrms may NOT be available fr persnnel use. 4

9 SECTION TWO: Check-In-Centers A. GENERAL OPERATIONAL INFORMATION 1. CIC Chief is respnsible fr all peratins f the Check-In-Center, including the exercise f prper cntrl and security f all electin materials, and the recruiting and training f Check-In-Center persnnel. 2. CIC persnnel represent the ffice f the RR/CC and shall cnduct themselves in a curteus, dignified, and business-like manner at all times. All persnnel are t wear nametags and shuld be clean and prperly dressed. CIC Chief shuld t yur CIC team that we are guests f the hst facility and that they are nt t enter any area except that assigned fr use f the Check-In-Center. 3. CIC Supplies. Cell phnes and dcuments will be issued t CIC Chiefs at the training class held prir t Electin Day at the Electin Operatins Center in Santa Fe Springs. CIC supply bx, envelpes, fireprf (gray) bags, and ther materials will be available at the CIC site. 4. CIC Chiefs must be accessible by telephne starting at nn n Electin Day. CIC Chiefs will be respnsible fr: The use and care f the phne and charger. Ensuring the phne is fully charged n Electin Night, making nly necessary calls relating t the peratin f the CIC. Returning the phne and charger t the truck driver and btaining a receipt. 5. Seven items must be turned int the Check-In-Center by the Inspectr: (1) Red Bx (cntaining vted ballt cards) (2) Green Stripe Envelpe (3) Black Supply Bx (4) Precinct Ballt Reader (gray) (5) Vte Recrder Suitcase (6) Audi Ballt Bth (blue) (7) Vting Bths (8) Kisk (brwn bx) See the fllwing chart fr details. 5

10 ITEMS TO BE RETURNED TO THE CIC BY POLLWORKERS Item Why? Where It s Ging RED BOX Cntains vted ballts. Must g t the RR/CC headquarters t be cunted. GREEN STRIPE ENVELOPE Cntains vted vte by mail and prvisinal ballts. Must g t RR/CC headquarters fr prcessing. BLACK SUPPLY BOX Supply bx cntains all electin supplies. Must g t Electin Operatins Center in Santa Fe Springs fr deprcessing. VOTE RECORDER SUITCASE Cntains vte recrder devices. Must g t Electin Operatins Center in Santa Fe Springs fr deprcessing. VOTING BOOTHS Inspectrs return vting bths t the CIC s RR/CC staff des nt have t visit each plling lcatin after the electin. Must g t Electin Operatins Center in Santa Fe Springs fr deprcessing. PRECINCT BALLOT READER (PBR, GRAY) Inspectrs return PBR t the CIC s RR/CC staff des nt have t visit each plling lcatin after the electin. Must g t Electin Operatins Center in Santa Fe Springs fr deprcessing. AUDIO BALLOT BOOTH (ABB, BLUE) Inspectrs return ABB t the CIC s RR/CC staff des nt have t visit each plling lcatin after the electin. Must g t Electin Operatins Center in Santa Fe Springs fr deprcessing. KIOSK Inspectrs return Kisk t the CIC s RR/CC staff des nt have t visit each plling lcatin after the electin. Must g t Electin Operatins Center in Santa Fe Springs fr deprcessing. 6

11 6. Traffic Cntrl. CIC Chiefs versee the mvement f traffic thrugh the Check-In-Center. Cars must be mved in and ut f the Check-In-Center expeditiusly, while ensuring that safety remains the primary cnsideratin at all times. 7. Security f material must be maintained at all times. Only authrized persnnel are allwed t handle electin material. 8. Sheriff Deputies will pick up fireprf gray bags cntaining Red Bxes and Green Stripe Envelpes. Bags are nt t be turned ver t any ther persn unless directed by the RR/CC CIC Precinct Cntrl. 9. A Truble Area will be established adjacent t the vehicle fflad statin fr prblem reslutin f missing r imprperly returned electin materials. Examples: Imprperly sealed r missing Red Bx r Green Stripe Envelpe, Black Supply Bx, etc. 10. Observers may bserve the peratin f the Check-In-Center. Plitical party bservers and the public are welcme t watch and ask questins as lng as they d nt disrupt the peratin. Any questins cncerning prcedures are t be directed t the CIC Chief. The Sheriff Deputy may be called fr assistance if necessary. 11. Precinct Crdinatr Supplies may be returned by Precinct Crdinatrs. These supplies are in a white suitcase which the Precinct Crdinatr will seal befre returning t the CIC. Place these supplies n the truck; yu d nt need t make any ntatins regarding these supplies. Precinct Crdinatrs shuld nt wait in line t return supplies; have them pull ver and return supplies t truck driver. B. PERSONNEL AND TIMEKEEPING REQUIREMENTS 1. Recruitment f Staff. The CIC Chiefs are respnsible fr recruiting the clerks assigned t their Check-In-Center*. The nly exceptin is the facility custdian, if ne is prvided. On Electin Night, CIC Chiefs may nly hire authrized additinal persnnel t replace emplyees wh fail t reprt, r fail t fulfill their duties. If the CIC Chief needs help recruiting replacements, the Electin Operatins Center can be called fr assistance at Staffing f Check-In-Centers is based n the number f precincts assigned t the CIC. The EOC will infrm yu n hw many Clerks yu are allwed t recruit fr Electin Night. In additin t the CIC staff, every CIC will have a minimum f tw trucks, each with a driver and swamper. S a CIC with 72 precincts may have 14 staff members. NOTE: When the facilities custdian is hired t pen and clse the facility, he/she des nt serve as part f the CIC team (but must fill ut a Special Pay Frm). If yur CIC lcatin has physical characteristics that impact traffic flw and safety and additinal persnnel will slve the prblem, yu shuld discuss this with the EOC staff and yu may be given additinal staff. 7

12 3. Frms. The CIC Chief assures that the fllwing frms are prperly filled ut and returned t the RR/CC in the envelpe prvided: Time Cards: CIC Chiefs are given all time cards at the training class. Hurs must be recrded n the time cards and sign-in sheet. Chiefs may receive up t 4 hurs pay fr attending the training class. Sign-In Sheets: These will be distributed at training and shuld be returned t RR/CC by placing the Sign-In Sheet with the Time Cards in the CIC Supply Bx. 4. Wrk starts fr the CIC Chief at 6:00 pm. All ther Check-In-Center staff must reprt by 6:30 PM. Emplyees wh are late may be replaced at the discretin f the RR/CC. C. DUTIES PRIOR TO ELECTION DAY 1. Training Sessin. It is imprtant t attend the training sessin at the EOC t familiarize yurself with the prcedures and new infrmatin fr this particular electin. Cell phnes and ther supplies are issued at the training sessin. 2. Visit yur Check-In-Center. Even if yu have perated a Check-In-Center many times at the same lcatin, a visit shuld be made befre Electin Day t bserve any recent changes that may impact the peratin. 3. Cnfirm r make arrangements fr hst assistance in: a. Opening gates r drs. b. Lcating available restrm fr persnnel use. Obtain key if kept lcked. Sme CICs may nt ffer restrm facilities. c. Sme CIC hsts will prvide tables and chairs. Fr ther lcatins, EOC will prvide them upn request. 4. Be sure yu have access t the Check-In-Center n Electin Night. Obtain the name and telephne number f the hst cntact persn t pen the facility n Electin Night. 5. Check lighting system. Make sure there is sufficient light at the Cntrl Table lcatin. Cntrl Table wrkers must be able t read the CIC Cntrl Lgs and their watches. Beware f time cntrlled lights. Check with hst t make sure they will nt autmatically g ff when yu still need lighting. 8

13 6. Review the traffic flw pattern shwn n yur custmized sketch f the CIC which will be fund in the CIC Supply Bx. If the traffic flw pattern is nt the best r safest, mdify the sketch by drawing the preferred traffic flw pattern n the back f the CIC sketch and make a nte f it n the CIC Evaluatin Questinnaire. Return it t the EOC in the CIC Supply Bx. NOTE: CIC Chiefs may change the traffic flw pattern n Electin Night t maintain safety, but must remember that Inspectrs have a cpy f the riginal traffic flw pattern. Traffic directins shuld be clearly marked and easy t fllw. 7. Determine Deputy Sheriff rute int and ut f the CIC. 8. Select lcatin f the Offlad Statin(s) and Truble Area. 9. Charge the cell phne and test it t ensure it is peratinal. Reprt any prblems r changes, immediately, t the Registrar- Recrder/Cunty Clerk at D. ELECTION DAY DUTIES: PRIOR TO 8:00 pm CIC Cntrl pens at 6:00 pm. Call CIC Cntrl between 6:00 pm and 6:30 pm. If yu d nt call, an emergency vehicle may have t be sent t yur CIC. The numbers can be fund n the last page f this manual. As persnnel arrive, begin persnnel paper wrk, issue nametags and assign a specific jb assignment t each persn. Set up tables. Walk persnnel thrugh the CIC s that they will be aware f the activity at each lcatin. Cnduct separate training sessins fr Offlad Statin and Cntrl Table persnnel (See jb descriptins n pages 10 and 14). Designate a parking area fr the truck(s). This shuld be near the Offlad Statin(s) and ut f the way f pllwrker and Sheriff Deputy Traffic lanes. Set up a Black Supply Bx and Vte Recrder Case staging area fr strage until there is time t lad them nt the truck. This shuld be near the Offlad Statin and under the canpy prvided. Make sure t retrieve yur gray bags frm the RDC driver prir t 7pm. 9

14 E. ELECTION NIGHT DUTIES: AFTER 8 pm Check-In-Center Chiefs will ensure that: Cars mve in and ut f CIC quickly but safely. Pllwrkers remain in their vehicles unless therwise directed. Sheriff vehicles are nt delayed. Place traffic cnes and barricades t direct traffic in and ut f the CIC. (Traffic Cntrl Operatin) F. OFF LOAD STATIONS (Attachment E) There will be ne Offlad Statin with tw clerks wh will check in the Red Bxes and Green Stripe Envelpes, using the Precinct Cntrl Lgs. Remember nly the Red Bxes will need t be scanned prir t placing in the gray bag. 1. Offlad Clerk Respnsibilities Offlad Clerk #1 Remve Red Bx and Green Stripe Envelpe frm Inspectr s car. Lk thrugh windws in Red Bx t make sure that there are ballts in it (use the flashlight t assist yu with visibility at night) Check the Red Bx t make sure if it is sealed and the Green Stripe Envelpe t ensure it is clsed securely. (If there is a prblem with the Red Bx r there are items missing frm the Green Stripe Envelpe, direct Inspectr t Truble Area). Ntify Receipt Clerk that items are turned in. Call ut the precinct name and number. Take the Red Bx and Green Stripe Envelpe immediately t the Cntrl Table, placing the Red Bx n tp f the envelpe, s that they can be prcessed tgether by Cntrl Clerk #1 & 2. Offlad Clerk #2 Assist Truck Drivers with remving Precinct Ballt Reader, Audi Ballt Bth, vting bths and kisk frm Inspectr s car. Remve the Precinct Ballt Reader and Audi Ballt Bth labels with the cde and place them n the flimsie. Neatly stack Vting Bths and kisk n truck r in Offlad Staging Area. 10

15 Offlad Clerk #3 Remve Black Supply Bx & Vte Recrder suitcase frm Inspectr s car. Call ut OK t Receipt Clerk that Black Supply Bx and Vte Recrder Case was turned in. Neatly stack Black Supply Bx n truck r in Offlad Staging Area. If Clerk #1 indicates a prblem with Red Bx r Green Stripe Envelpe, make sure all electin materials including the Black Supply Bx g t the Truble Area with Inspectr. Offlad Clerk #4 (Receipt Clerk) Prvide receipt If all supplies are returned (Red Bx, Green Stripe Envelpe, Black Supply Bx, Vte Recrder case, Precinct Ballt Reader, Audi Ballt bth, Vting Bths and Kisk). If there is a prblem with returned materials, ask the pllwrker t mve the car t the Truble Area and call the CIC Chief. G. RESOLUTION OF PROBLEMS BY CHECK-IN-CENTER CHIEF Direct vehicle t TROUBLED AREA and call CIC Chief if: Red Bx 1. Missing 2. Unsealed r prly sealed 3. Empty Green Stripe Envelpe 1. Missing 2. Nt in the Black Supply Bx 3. Missing Items 4. Empty Black Supply Bx r Vte Recrder Device Case 1. Missing White Bx r ther materials 1. Delivered utside f Black Supply Bx Precinct nt listed n CIC Cntrl Lg 11

16 1. WHAT TO DO IF PROBLEMS WITH RED BOX MISSING RED BOX: Lk in Black Supply Bx. If Red Bx is inside, remve it and relck Black Supply Bx with a yellw plastic lck. If nt in Supply Bx, ask pllwrkers where it is. If it has been left behind at the plling place, d nt accept any electin materials. Have the pllwrker(s) return t the plling place and bring all f the required items back t the plling place. Call CIC Cntrl Chief in Nrwalk t reprt sent-back and prvide precinct number. UNSEALED RED BOX: The CIC Chief and ne f the pllwrkers must sign a yellw CIC Replacement fr Red Bx Seal. Seal the bx withut cvering the precinct number labels. EMPTY RED BOX: If Red Bx lks like it is empty, ask pllwrker whether all vted ballt cards are inside r, if nt, where they are lcated. If any ballt cards are nt in the Red Bx, call CIC Precinct Cntrl Yu will be given special instructins accrding t the circumstances. It is likely that the Sheriff will be asked t bring all materials including the Red Bx and the Green Stripe Envelpe t the Snag Unit in Nrwalk. 2. WHAT TO DO IF PROBLEMS WITH GREEN STRIPE ENVELOPE MISSING: If the Green Stripe Envelpe is missing, lk in the Black Supply Bx. If it is in there, remve it and relck the Bx. NOT IN THE BLACK SUPPLY BOX: If the Green Stripe Envelpe is nt fund accept the Red Bx. Nte the shrtage n the CIC Cntrl List. And instruct the pllwrkers t return t the plling place and lcate it and return it t the CIC. Immediately call the CIC Precinct Cntrl. If they dn t return within an hur call CIC Precinct Cntrl. It is likely that the Sheriff will be asked t bring all electin materials including the Red Bx t the Snag Unit in Nrwalk. EMPTY GREEN STRIPE ENVELOPE/MISSING ITEMS: If the Green Stripe Envelpe appears t be empty r is missing items, check the Black Supply Bx fr the missing items. Ask the pllwrker t pen the Green Stripe Envelpe and place any missing required items that may be lse in the Black Supply Bx in the Green Stripe Envelpe. If the required items are nt fund, ask the pllwrkers t return t the plling place t find them and then bring them back t the Check-In- Center. 12

17 3. WHAT TO DO IF PROBLEMS WITH BLACK SUPPLY BOX OR BOOTHS BLACK SUPPLY BOX IS OPENED: Relck with a plastic lck. Extra plastic lcks are available in the CIC Supply Bx. MISSING THE BLACK SUPPLY BOX, BOOTHS OR KIOSK: If any f these items are missing, issue a partial receipt nting the shrtage f the particular item(s). Unless yu are almst ready t clse the CIC, instruct the pllwrker t return t the plling place and pick them up. If it will delay the clsing f the CIC, call CIC Precinct Cntrl and advise them f the shrtage. These items can be picked up the fllwing day, if necessary. THIS DOES NOT APPLY TO THE RED BOX AND GREEN STRIPE ENVELOPE, WHICH MUST BE RECEIVED BEFORE CLOSING THE CHECK-IN-CENTER. MATERIALS OUTSIDE THE BLACK SUPPLY BOX: If materials ther than the Green Stripe Envelpe r Red Bx are delivered utside f the Black Supply Bx, pen it and put the items inside, and then reseal with a plastic lck. Nte: Check-In-Center Evaluatin Questinnaire can be used t nte name and precinct number f uncperative pllwrkers. 4. WHAT TO DO IF. A PRECINCT NOT LISTED ON YOUR CIC CONTROL LIST IS TURNED IN Add the precinct name and number t yur CIC Cntrl Lg. Then call CIC Precinct Cntrl immediately and give them the precinct number. Precinct Cntrl will ntify the precinct s assigned Check-In-Center that the material was received at anther CIC. This will prevent delays when the time cmes t clse the assigned Check-In-Center. H. CONTROL TABLE Cntrl Table Team cnsists f tw persns designated as Cntrl Clerks #1 and #2. Cntrl Clerk #1 Duties: Tape the Master Cpy f the CIC Cntrl Lg Red Bx (Attachment G) t the table alng the tp edge. Place carbn paper and duplicate cpy f the CIC Cntrl Lg under the Master page(s). Make sure that the duplicate cpy is lined up with the Master cpy. IMPORTANT: KEEP MASTER CONTROL LOG ON CONTROL TABLE. The duplicate CIC Cntrl Lg recrds infrmatin fr a particular bag (which ges with the bag cntaining Red Bxes and Green Stripe Envelpes), while the Master Precinct Lg shws the infrmatin fr all precincts and all bags. 13

18 The Master CIC Cntrl Lgs are the RR/CC s recrds and are returned in the CIC Supply Bx at the clsing f the CIC. When the Red Bx and Green Stripe Envelpe are placed n the Cntrl Table by the Offlad Clerk, scan the Red Bx. Pass the Green Stripe Envelpe t Cntrl Clerk #2. Lcate the precinct number n the Red Bx and find the number n the CIC Cntrl Lg Red Bx. Recrd the time received and the bag number the Red Bx is placed int. Place the Red Bx in the fireprf gray bag, and assure that a cntainer tag labeled red bx is attached t the bag. Once yu have placed multiple Red Bxes in the gray bag and are ready t seal the bag, place the crrespnding duplicated CIC Cntrl Lg In the bag. Please nte: The bag being filled must be clsed and sealed, whether it is full r nt, when a Sheriff Deputy appraches. The Sheriff Deputy is n a strict schedule and must nt be kept waiting. Lck the gray bag with a red tamper evident seal. Make sure that the lck has been clicked int place. Place a clean duplicate CIC Cntrl Lg under the carbn paper and begin using the next bag number in sequence. Cntrl Clerk #2 Duties: Tape the Master Cpy f the CIC Cntrl Lg Green Stripe Envelpe (Attachment H) t the table alng the tp edge. Place carbn paper and duplicate cpy f the CIC Cntrl Lg under the Master page(s). Make sure that the duplicate cpy is lined up with the Master cpy. Lcate the precinct number n the Green Stripe Envelpe and find the number n the CIC Cntrl Lg Green Stripe Envelpe. Recrd the time received and the bag number the Green Stripe Envelpe is placed int. Place the Green Stripe Envelpe in the fireprf gray bag, and assure that a cntainer tag labeled Green Stripe Envelpe is attached t the bag. Once yu have placed multiple Green Stripe Envelpes in the gray bag and are ready t seal the bag, place the duplicated CIC Cntrl Lg In the bag. Please nte: The bag being filled must be clsed and sealed, 14

19 whether it is full r nt, when a Sheriff Deputy appraches. The Sheriff Deputy is n a strict schedule and must nt be kept waiting. Lck the gray bag with a red tamper evident seal. Make sure that the lck has been clicked int place. Place a clean duplicate CIC Cntrl Lg under the carbn paper and begin using the next bag number in sequence. Place carbn under blank Sheriff Cntainer Pick-Up Recrd (duplicate will be given t Sheriff Deputy) and enter bag#, number f Red Bxes r Green Stripe Envelpes in bag (which ever are in that bag#) and enter yur initials (i.e. Bag # 2001, 5-Red Bxes (RB), Initials: J.J.). When the Sheriff Deputy arrives, Deputy cnfirms the number f bags being received with the number f bags n the Sheriff Cntainer Pick-Up Recrd then sign and enters the time. (Deputy nly needs t sign ne time per Sheriff Cntainer Pick-Up Recrd). Give duplicate cpy f Sheriff Cntainer Pick-Up Recrd t Sheriff Deputy and keep riginal fr ur recrds. Place riginal in CIC Supply Bx at the clsing f the CIC. Place new Sheriff Cntainer Pick-Up Recrd n clip bard with carbn paper fr next pick-up. DO NOT LET ANYONE EXCEPT A SHERIFF DEPUTY REMOVE BAGS FROM THE CONTROL TABLE. THE DUPLICATE CIC CONTROL LOG MUST BE INSIDE THE CORRESPONDING BAG. I. SHERIFF DEPUTY PICK-UP The Deputy Sheriff cnfirms the number f bags being received with the number f bags n the Sheriff Cntainer Pick-Up Recrd then sign and enters the time. (Deputy nly needs t sign ne time per Sheriff Cntainer Pick-Up Recrd). The Sheriff Deputy shuld nt accept any bags that are verfilled r nt prperly sealed. The Sheriff Deputies are assigned t pick up materials frm between 1-3 CICs n Electin Night. The Sheriff Deputies have received specific instructins n what they need t be ding, where t g and when t leave n Electin Night. They may nly take instructin frm their central dispatch, s if yu have any questins r cncerns abut what they shuld be ding, cntact CIC Precinct Cntrl at

20 By 8:30, the Sheriff will arrive at their first stp. They are there t pick up any red bxes and green stripe envelpes that have arrived up t that pint. If yu have received any red bxes and green stripe envelpes frm the plls, when the Sheriff arrives, please clse up the bag and check it ut t the Sheriff. If there are n red bxes and green stripe envelpes in hand at 8:30, the Sheriff will wait at the first site n their Rute until 8:45 t get whatever has cme in at that time. After that, they will pick up bags in a rund rbin. If yu have any questins regarding the transprt f gray bags by Sheriff Deputy, call CIC Precinct Cntrl. J. TRUCKS ASSIGNED TO CHECK-IN-CENTER In mst cases, three trucks will be assigned t each CIC. One fr Black Supply Bxes and Vting Bths, the secnd truck fr Precinct Ballt Readers and Audi Ballt Bths, and third fr the vting bths. The drivers shuld arrive n later than 6:30 p.m. Reminder, the Reginal Distributin Center (RDC) truck will have the gray bags. Make sure t retrieve them by 7pm. CIC persnnel carry the Black Supply Bxes, Bths, and Kisks frm the Offlad Statin t the truck and put them n the tailgate. The driver is respnsible fr stacking the Black Bxes, Bths and Kisks n the truck. These items dn t need t be carried t the truck during the busiest perids. Unlading precinct vehicles and mving traffic safely thrugh the CIC are mre imprtant. The truck will remain at the Check-In-Center until released by the CIC Chief. The CIC Chief shuld nt release the truck until authrized t clse. The bxes with any unused fireprf gray bags, and the CIC supplies, including the payrll paperwrk and I9 frms, as well as any special equipment that came n the truck, must be laded n the truck befre it is released. K. CLOSING CHECK-IN-CENTER 1. The CIC may nt be clsed until authrized by the Chief f CIC Precinct Cntrl. The CIC Precinct Cntrl must knw the whereabuts f all ballts. Therefre it is abslutely necessary that yu: Check that all fireprf gray bags cntaining Red Bxes and Green Stripe Envelpes have been picked up by the Sheriff Deputies. Have the Master CIC Cntrl Lgs and Sheriff Cntainer Pick-up Recrds with yu when calling CIC Precinct Cntrl. Yu will be asked t read the bag numbers and precinct numbers t the telephne clerk. 16

21 Under nrmal circumstances, the telephne clerk will nt be able t authrize yu t clse. This must be dne by the Chief f CIC Precinct Cntrl. Be patient. This is abslutely necessary t ensure that all Red Bxes and Green Stripe Envelpes are received and are n their way t the Tally Center. 2. Late Precincts If precincts (less than 5) are extremely late and it has been ne half hur since the last precinct came in, the CIC Chief shuld call CIC Precinct Cntrl at , and be prepared t give the CIC number and the precinct numbers f the late precincts. The CIC Chief may release sme persnnel at this time as they will nt be needed t fflad the few remaining precinct vehicles. 3. Befre Calling CIC Precinct Cntrl t request permissin t clse: Put the payrll cards, Master CIC Cntrl Lgs and Sheriff Cntainer Pick-Up Recrds in the CIC Supply Bx. Ensure that all flashlights, clipbards, unused lcks, and unused paper supplies are returned in the CIC Supply Bx. The lid f the CIC Supply Bx must be securely fastened and lcked with ne f the plastic lcks. The lid has t be inserted int its slts at a 45-degree angle befre lcking r the kit will nt be securely lcked. Check that the CIC Supply Bx and all Black Supply Bxes, Precinct Ballt Readers, Audi Ballt Bth, Vting Bths, Kisks and unused gray bags are laded nt the truck. Place any special equipment that arrived n the truck. Ensure that any equipment brrwed frm the facility is returned t its prper place, and that the premises are as clean as when yu arrived. As previusly stated, the truck may nt leave until after apprval t clse is given by the Chief f CIC Precinct Cntrl. L. MISCELLANEOUS ITEMS TO REMEMBER Gray bags shuld be handled with care. Dragging r thrwing bags arund nt nly may damage the bag but als damage the ballt cards inside the bag. These bags are expensive and are limited in number. CIC Chiefs must accunt fr all bags received. Cntact the lcal plice department if any security issues arise. 17

22 Check-In-Center Evaluatin Questinnaire: Please remember t cmplete this questinnaire and return it t the EOC in the CIC Supply Bx, r via U.S. Mail as sn as pssible. The questinnaire can be cmpleted during the slw perid between the rush and the last few precincts cming in. Yu need nt wait until yu are ready t clse t cmplete the questinnaire. It is particularly imprtant that yu make nte f any prblem precincts. If prblems at the Check-In Center are nt reprted n this questinnaire, crrective actin cannt be taken and prblems will reccur. THANK YOU FOR YOUR INVALUABLE ASSISTANCE. WITHOUT YOU, ELECTIONS CANNOT BE A SUCCESS! 18

23 TIME CARD Attachment A

24 Attachment B

25 SIGN-IN SHEET Attachment C

26 ELECTION NIGHT LAYOUT OF CHECK-IN-CENTER AND TRAFFIC CONTROL OPERATION This is a general flrplan. Yu will receive a specific traffic cntrl map in yur CIC supplies ENTRANCE 48 ESTABLISH A SEPARATE ROUTE THROUGH THE CHECK-IN CENTER FOR SHE RIFF, IF P OSSIBLE. OFF LOAD STATIONS CONTROL TABLE TROUBLE AREA EXIT NOTE: A VEHICLE SHOULD ENTER AND LEAVE THE CENTER ONCE EVERY 20 SECONDS - THIS RE QUIRES CONSTAN T ATTENTION BY THE CHECK-IN CENTER CHIEF. Attachment D

27 ELECTION NIGHT PROCESS Off Lad Statin SUPPLY BOX AND VOTE RECORDER BOX "OK" TAKES BLACK SUPPLY TUB AND VOTE RECORDER BOX, CALLS OUT OK TO CLERK #4, AND PLACES BOXES ON TRUCK. MAKES OUT RECIEPT AND GIVES IT TO THE INSPECTOR OR DESIGNEE. NUMBER OF VOTING BOOTHS TAKES VOTING BOOTHS, CALLS OUT NUMBER OF BOOTHS TO CLERK #1, AND PLACES BOOTHS ON TRUCK. "PRECINCT LA 6213A" TAKES RED BOX AND GREEN STRIPE ENVELOPE CHECKS SEAL ON BOX, CALLS OUT PRECINCT NUMBER, AND TAKES RED BOX AND ENVELOPE TO THE CONTROL TABLE SUPPLY TRUCK CONTROL TABLE IF THERE IS ANY PROBLEM, CLERK #4 WILL ASK THE INSPECTOR OR DESIGNEE TO MOVE THE CAR TO THE "TROUBLE AREA" AND WILL CALL OUT FOR THE CHECK-IN-CENTER CHIEF. Attachment E

28 ELECTION NIGHT CHECK-IN-CENTERS CIC Cntrl table CONTROL CLERKS WILL WORK IN TEAMS OF TWO RED BOXES AND GREEN STRIPED ENVELOPES TAKEN FROM VEHICLES ARE IMMEDIATELY CARRIED TO THE CONTROL TABLE. OFF LOAD STATION "LA 5721B" PRECINCT CONTROL LIST CONTROL TABLE CLERK #1 CALLS OUT THE PRECINCT NUMBER, NUMBER OF BOOTHS, ENTERS TIME AND BAG, NUMBER ON PRECINCT CONTROL LIST, AND PASSES THE RED BOX TO CLERK #2. CLERK #1 ALSO PLACES THE GREEN STRIPED ENVELOPES IN TUBS. CLERK #2 PLACES RED BOX IN BAG. WHEN BAG IS FULL, CLERK #2: COPY OF PRRECINCT CONTROL LIST WILL ACCOMPANY BAG WITH SHERIFF, ANNOUNCES THAT THE BAG IS BEING SEALED, THEN PULLS THE ZIPPER TO CLOSE THE BAG AND SEALS IT WITH THE PLASTIC LOCK. NOTE: AT SMALL CHECK-IN CENTERS, WITH MINIMAL STAFFING, THE CHECK-IN CENTER CHIEF WILL PERFORM THE DUTIES OF CLERK 2. Attachment F

29 CIC CONTROL LOG RED BOX Attachment G

30 CIC CONTROL LOG GREEN STRIPE ENVELOPE Attachment H

31 CIC ONTAINER TAG Attachment I

32 SHERIFF CONTAINER PICK-UP RECORD Attachment J

33 PHONE NUMBERS Inspectr Supply Pick-Up (877) Call in when arriving in the mrning at 7:00 am. Call between 11:00 am-12 pm and between 2:00 pm - 3:00 pm fr a status reprt. Call t clse at the end f the day. Check-In-Center (877) (Electin Night Only) Call in between 6:00 pm and 6:30 pm t infrm CIC Cntrl yu are pening, t reprt late precincts and t clse at the end f the night. Attachment K