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Absentee Voting (AB)

Absentee Voting (AB). Permanent Absentee Voters. An eligible voter applies to automatically receive absentee ballot applications Applications mailed by county 60 days prior to election Completed applications are addressed to each city Encourage the option. Dates and Hours.

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Absentee Voting (AB)

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  1. Absentee Voting (AB) June 27th - August 11th September 19th– November 3rd

  2. Permanent Absentee Voters An eligible voter applies to automatically receive absentee ballot applications Applications mailed by county 60 days prior to election Completed applications are addressed to each city Encourage the option

  3. Dates and Hours June 27th - August 11th September 20th – November 3rd • Absentee voting opens 46 days prior to election day • Primary: June 27 – August 11 • General: September 19 – November 3 • Extended hours • Saturday before election 10am-3pm • Monday before election day until 5pm

  4. Delegated v. Non-delegated June 27th - August 11th September 20th – November 3rd Delegated – Cities process their own absentee ballot applications, have their own absentee ballot board Non-delegated – Cities process in-person absentee voters, forward completed materials and applications to county absentee ballot board Both delegated and non-delegated use SVRS

  5. Types of Absentee Ballots • In-person v. by mail • Registered • Voter is registered with current name and address • Non-registered • Voter is not registered or is registered with an old name or address, or a challenged voter • Safe at Home • Name and address confidentiality program • Administered by Secretary of State’s Office • UOCAVA • Uniformed and Overseas Citizens Absentee Voting Act • Health Care • Agent v. Agent delivery • Presidential

  6. Types of Absentee Ballots - UOCAVA https://mnvotes.sos.state.mn.us/UocavaRegistration/UocavaStep1.aspx • Precinct ballot v. Federal ballot • Federal Write-in ballot • UOCAVA voters may submit application online – new 2013

  7. UOCAVA Absentee Ballots 2014 UOCAVA ballots no longer sent to city for counting All UOCAVA ballots counted by county Simplified absentee statistics worksheet for cities Reduced number of ballots to be duplicated for cities Reduced election day delivery of ballots to be processed

  8. Absentee Ballot Envelopes • Absentee envelope review • Registered Signature • Non-registered Signature • Registered Agent Signature • Non-registered Agent Signature • Outgoing (mailing) • Return • Secrecy • Absentee ballot envelopes to be delivered early June

  9. Changes to Absentee Materials Registered signature envelope and instructions Non-registered signature envelope and instructions Size of all envelopes Recycle all old-stock

  10. Absentee Voting Supplies SVRS Absentee applications Election day registration applications (marked AB) Envelopes Absentee Voting Instructions Ballots Postage for Return Envelopes “I voted” stickers DYMO Label printer, labels Plan ahead – pre-assemble supply of materials

  11. Absentee Voting Process June 27th - August 11th September 20th – November 3rd Voter requests ballot, completes application Staff enters application into SVRS, prints labels Voter votes, returns ballot in completed signature envelope Date stamp envelope Accept or reject envelope Sort envelopes by ward/precinct Prepare ballots to be counted

  12. Processing Applications • Voters no longer need a reason to vote absentee • New 2014 • Volume of voters using absentee may increase, plan ahead • Faxed or emailed applications are okay • If election requested is not marked, provide ballot for the next election only • Keep track of how application is received

  13. Processing Applications • Complete ‘office use only’ section of application • Materials issued –registered, non-registered • Application received date • Ballot Issue date • Issuers initials • Type – M=municipal, C=county, HCF=health care facility • Precinct and school district information

  14. Processing Applications Voters may apply for absentee ballot online – new 2014 Will not have signature to compare More information on this process during SVRS-AB training in June

  15. Issuing Absentee Ballots Enter every accepted application into SVRS SVRS will search voter registration records Existing voter records are updated with absentee information; or New voter records are added with absentee information Confirm voter does not have a ballot issued already

  16. Issuing Absentee Ballots • Labels for materials generated by SVRS • Materials for voters • Envelopes – registered v. non-registered, and secrecy • Instructions – registered v. non-registered • Ballot – for correct precinct and school district • Voter Registration Application (AB-EDR) – non-registered

  17. Issuing Absentee Ballots In-person June 27th - August 11th September 20th – November 3rd • Voter receives materials • Verbally provide direction • Same direction given to voters at the polls • Instruct voter to complete envelope • Act as witness • Secure completed materials for absentee ballot board

  18. Issuing Absentee BallotsIn-person June 27th - August 11th September 20th – November 3rd • In person voting locations • Each city hall and Hennepin County • Minimum of one voting booth • AutoMARK available • Prohibitions against campaign materials apply

  19. Issuing Absentee BallotsBy Mail June 27th - August 11th September 20th – November 3rd • Gather materials for voter • Include return envelope • Include postage on return envelope • Ballots should be mailed to voters within one business day • Create 2 person system; 1 person gathers materials, 1 person reviews materials prior to being sent • Secure applications

  20. Receiving Absentee Ballots June 27th - August 12th September 20th – November 4th • In person by 5pm day before election day • In person by agent return by 3pm on election day (individual other than voter) • By mail through last mail on election day • Delivering in-person ABs: • In person AB @ county  HC AB board  City for counting • In person AB @ non-delegated city  HC AB board, counting • UOCAVA AB @ county  HC AB board, counting

  21. Receiving Absentee Ballots • Upon receipt stamp or initial and date envelope • Record ballot as received in SVRS, or • Record ballot as undeliverable if USPS couldn’t deliver ballot • Confirm mailing address is correct

  22. Absentee Ballot Board June 27th - August 12th September 20th – November 4th

  23. Establishing Absentee Ballot Board • Must establish ballot board by ordinance or resolution • Must consist of a sufficient number of trained election judges appointed as provided in M.S. 204B.19- M.S. 204B.22 • May consist of deputy auditors or clerks trained in processing and counting absentee ballots • Party balance • Does not apply to appointed staff

  24. Absentee Ballot Board Process June 27th - August 12th September 20th – November 4th • Two or more members of different major political parties shall review returned ballot envelopes and accept or reject them • Party balance does not apply for trained staff • Clerk does not pre-examine

  25. Absentee Ballot Board Process Accept/reject within 5 days of receipt if received more than 14 days before the election Accept/reject within 3 days of receipt if received less than 14 days before the election Record accepted/rejected on ballot envelope, initial Record accepted/rejected in SVRS If rejected, indicate reason rejected

  26. Accepting Absentee Ballots Must accept if: • Name and address match application • Voter signed envelope • Driver’s license, MN ID, or last 4 digits of SSN match application • If DL, MN ID or SSN do not match, compare signature to application • Voter is registered or completed AB-EDR • AB-EDR can be removed at this point, placed in AB precinct kit envelope • Witness provided address and signature • And, completed proof of residence for non-registered voters • Voter has not already voted If these requirements are not met ballot must be rejected.

  27. Accepting Absentee Ballots August 5th and October 28th • Secure all accepted absentee ballots until ballot board may begin counting process • 5pm - 7th day before election – new 2014

  28. Rejecting Absentee Ballots • If rejected at least 5 days before election • Envelope remains sealed • Provide replacement ballot – “Replacement Ballot” on envelope • Include letter stating reason for rejection • If rejected within 5 days of the election • Envelope remains sealed • Attempt to notify voter of rejected ballot by phone or email • Document attempts made • Late ballots • Written rejection notice sent by county 6-10 weeks after election if voter didn’t otherwise vote

  29. Rejecting Absentee Ballots

  30. Absentee Ballot Board Process More information: • OSS Guides • City Clerk Guide • School District Clerk Guide • OSS website • Absentee Ballot Board Guidelines • Accepted envelope examples • Rejected envelope examples • Notice of Rejection and Replacement example http://www.sos.state.mn.us/index.aspx?page=618\

  31. Counting Absentee Ballots August 5th - August 12th October 28th – November 4th

  32. Balancing Accepted Ballots Multiple options in SVRS Additional reports available in SVRS with new release May 29

  33. Marking Absentee on Roster Rosters automatically marked “AB” for registered voters if ballot accepted in SVRS prior to the printing of rosters County will generate rosters as late as possible Manual marking of all “AB” in rosters for registered voters if ballot is accepted after printing of rosters Coordinate with polling place for ballots accepted on election day

  34. Marking Absentee on Roster • Reports available in SVRS • Accepted Absentee Ballots for Registered Voters • Used to manually mark “AB” on pre-registered roster • Absentee Election Day Registrants for Polling Place • Used at new registration table on election day

  35. Marking Absentee on Roster • Must be able to contact polling locations on election day • If cell service is bad, have alternative phone numbers for polling place available, or • Suggest election judges contact your office at specific times • Marking of ‘AB’ on rosters in the polling place is a priority for election judges on election day

  36. Preparing Absentee Ballots to be Counted August 5th - August 12th October 28th – November 4th • Starting at 5pm - 7 days before election – new 2014 • August 5 and October 28 • Review absentee ballot board instructions

  37. Counting Absentee Ballots August 5th - August 12th October 28th – November 4th Central Count (DS850) • 4 central count locations: • Hennepin County • Bloomington • Maple Grove • Plymouth

  38. Counting Absentee Ballots August 5th - August 12th October 28th – November 4th • Specific times and locations assigned to each jurisdiction • Schedule will be sent later • Wednesday or Thursday; and • Saturday or Sunday; and • Monday and/or Tuesday

  39. Counting Absentee Ballots August 5th - August 12th October 28th – November 4th • What to bring? • Two staff members or judges with accepted ballots ready to be scanned • Absentee Statistics Worksheet • Extra absentee precinct kit envelopes • Envelope(s) and/or extra seals to transport counted ballots back to clerk’s office

  40. Counting Absentee Ballots August 5th - August 12th October 28th – November 4th • What to expect? • Scheduled times • County staff • Assist with DS850 • Ballots run/scanned by precinct • Verify # to be counted with # scanned • City staff • Duplicate ballots as needed • Troubleshoot if statistics are off • Seal scanned ballots in envelope • Transport materials back to clerk’s office

  41. Counting Absentee Ballots • Cities must designate absentee “troubleshooter” • Available during absentee processing and counting • Knowledge of process • Knowledge of materials, location • Troubleshooter will help ensure central count locations are able to stay on schedule • County will contact cities if schedule is running behind

  42. Absentee Results August 12th and November 4th

  43. Absentee Results: On Election Night August 12th and November 4th Results sticks from each DS850 are brought to county At 8pm absentee results are loaded onto county server At 8pm precincts begin transmitting results from each polling place Once county has both sets of results (AB and polling place) results are loaded onto OSS website No results are posted without both sets of #s

  44. Absentee Results August 12th and November 4th • Each jurisdiction’s AB results will be posted to FTP site • Results posted on election night • Print AB results, keep with polling place results • Send AB results to school districts • Other items on FTP site • Write-in images • Abstract of results

  45. Other Absentee Activities

  46. Health Care Facility (HCF) Voting July 23rd – August 11th October 15th – November 3rd • Health care facilities governed by M.S. 144.50: • Hospital • Residential treatment center • Nursing home www.health.state.mn.us • Clerk MUST conduct absentee voting outreach for residents of HCF

  47. Health Care Facility Voting July 23rd – August 11th October 15th – November 3rd • 20 days preceding each election • July 23 and October 15 • Two judges of different major political parties • Additional 1 hour training • Travel together • Take absentee applications to residents • Issue ballots to residents • Assist patients with voting • Return voted ballots to clerk

  48. Health Care Facility Voting July 23rd – August 11th October 15th – November 3rd • Coordinate with HCF prior to pre-registration cut-off • Pre-register voters for fewer non-registered residents • Receive applications prior to visit • Prepare materials beforehand • Receive list of employees to be vouchers • Sent to county no less than 20 days before election

  49. Agent Delivery Absentee Voting August 5th - August 12th October 28th– November 4th • Picking up and returning ballot on behalf of another voter • Begins 7 days before election day • August 5 and October 28 • Voter must complete: • Absentee ballot application; and • Request for Agent Delivery of Absentee Ballot application

  50. Agent Delivery Absentee Voting August 5th - August 12th October 28th– November 4th • Who is eligible? • Any voter who • Has difficulty getting to the pollsbecause of incapacitating health reasons • Is disabled • Is a patient of a health care facility • Is a resident of an assisted living facility • Is a resident of a battered women’s shelter

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