APRIL 6, 2021 ELECTION OFFICIAL TRAINING - CITY OF BELOIT, WI APRIL 1, 2021 - the City of Beloit
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APRIL 6, 2021 CITY OF BELOIT, WI ELECTION OFFICIAL TRAINING APRIL 1, 2021
GETTING STARTED TODAY’S AGENDA
ARRIVE AT 6am
AGENDA COVID
BREAKS / MEALS
THANK YOU for sticking it out to work the April
election. It was difficult to find enough workers and I EQUIPMENT
am grateful you were willing to get us through the last
election of this cycle. OPENING THE POLLS TASK LISTS
This is the last election of 2021! WOO-HOO!
SUPPLIES
You already have the hard skills to work – today, we’ll FORMS & QUICK GUIDES
focus on the soft skills and tasks for this election.
CLOSING THE POLLS TASK LISTS
Every two years, the law requires us to REAPPOINT
election officials – I plan to do this in December of How we
2021. That means I will be reaching out to you in
start
September if you plan to stay on as a worker in 2022-
23. Please respond timely How we
finish
ALL DAY = 6am-close
ARRIVE AT YOUR SCHEDULED TIME AM SHIFT = 6am-3pm
PM SHIFT = 2:30pm-close
Close ~ 9-9:30pm
JUST FOR FUN… WHO KNOWS WHERE THE CITY HALL
DROPBOXES ARE LOCATED?
5 years ago, a CENTRAL COUNT Polling
place was created by resolution here at
City Hall. It is there we process ALL
absentee ballots. Voters can place their
ballot in either one.
There are 2 and they are located:
1 – inside the main lobby accessible
between 8 am and 5pm (Open until 8pm
on election day)
2 – outside on the Watson Dr circle
between City Hall and Regal Beloit
(Open 24/7)
JUST FOR FUN… What’s on the ballot? Turnout is expected to be lower due to voter fatigue and other factors but it’s difficult to anticipate in times like this. Here is some April history of perspective (use caution in comparing last year as it is a presidential preference that always brings out a four year high in April): April 4, 2017 = 268 Absentees + 2,457 in person = 2,725 (10% of eligible voters turnout) April 3, 2018 = 257 Absentees + 3,440 in person = 3,695 (13.74% of eligible voters turnout) April 2, 2019 = 421 Absentees + 3,171 in person = 3,592 (13.3% of eligible voters turnout) April 7, 2020 = 1,268 Absentees (COVID & Presidential Preference) + 1,269 in person = 3,594 (14.4% of eligible voters turnout)
Unlike November, the turnout
MEALS AND BREAKS! won’t be as heavy so breaks
should be more often and
longer!
BREAKS / MEALS
LUNCH IS PROVIDED BY THE CITY = DINNER IS PROVIDED BY THE CITY =
SUBWAY BAGELS & MORE
There will be water, chips, snacks and There will be water, chips, cookie, pickle
various sandwiches for all scheduled and wrap for all scheduled workers.
workers.
We hope to return to regular polling
Please take your break in the dedicated
area. If you plan to leave the building, place protocol in 2022
just let the chief know so they can plan But the potluck styles are
for backup in your absence.
Not COVID friendly
Remember to use COVID-Cautions by
washing your hands and picking up after
yourself 
COVID-19 Protocol Matters
COVID-19 SAFETY STANDARDS
Plexiglass shields (safety + distance) Supplies Include:
Hand Sanitizer (public + staff only) * Masks
Sanitation Tech (take turns – BIG job) * Gloves
Wash often * Kleenex
Mask required for workers (voters * Pens for every voter
cannot be forced per federal rights)
* Rubbing Alcohol
Meals provided
* Twin Oxide/Paper Towels
Limit Contact – Keep traffic moving
* Lysol Disinfectant Spray
DO NOT handle voter ID/POR
* Traffic Cones and COVID signageSET UP ACCORDING TO THE EOC APPROVED PLAN
DURING THE PANDEMIC, ALL
LAYOUTS AT POLLING PLACES
MUST BE APPROVED BY THE
CITY OF BELOIT EMERGENCY
MANAGEMENT TEAM
Once setup takes place, don’t
move the “furniture” as the layout
includes one-way traffic patterns,
social distancing, and occupancy
standards.SET UP ACCORDING TO THE EOC APPROVED PLAN
Your polling place received 20
cones and 20 signs to place on
cones either with Velcro or tape.
Please space out according to
the layout map and use them all.
This will assist in social distancing
and occupancy limits.SETTING UP THE EQUIPMENT Do this FIRST!
EQUIPMENT AT THE POLLS BADGER BOOK – E-POLL BOOK EXPRESS VOTE DS-200 BALLOT TABULATOR Check in and Register Voters. Voters ADA Ballot Marker (multi-language) All voted ballots tabulate into this digitally sign this poll book upon Braile, Audio, larger font, etc. machine and secures ballots until end showing acceptable Photo ID of day.
WHAT THE EQUIPMENT WILL & WON’T DO…
IT WILL: IT WON’T:
* Check in and Register Voters * Tell you when voters are ineligible
* Record assistor name/address * Record incidents
* Record Curbside voter/no signature * Record Provisional Ballots
* Help voters understand more * Track observers
complicated ballots
* Spoil ballots/Remake ballots/issue 2nd ballot
* Note typos, errors for correction
* Assign new address in the city until they are
entered
* Check against Student Listing for PORHEY BADGER BOOK PEEPS! The Badger Books have a very specific order of operations and the printers can get finicky. It’s best if you can do a test print BEFORE the first voter. One way to do this is to open Notepad and type test characters. Then chose file, print and the printers until you find the one that is connected. That will save it to the printer you are connected to.
SETTING UP YOUR POLLING PLACE Everyone can help – Stay
Organized OPENING THE POLLS TASK LISTS
OPENING THE POLLS TASK LISTS
were created so even the newest
rookie could plug in and help set
up the polls. They are designed for
the Chief to keep the first three
pages and hand out TASK LIST A
through TASK LIST J to election
officials to use in setting up the
polls.* Some task lists are 1-person easy jobs while others require 2+ people and may require some technical skills. Choose the job that suits you!
CHECK YOUR BALLOT STOCK TO ENSURE YOU HAVE THE RIGHT BALLOTS AND ENOUGH BALLOTS! Ordering enough ballots for all anticipated voters without ordering too many that will be recycled is based on prior turnout. When we pack ballots, we take any leftover absentee stock and test stock and add to the official regular stock. The ballot order should be checked by Style# to ensure you won’t be surprised and runout too soon. The GOOD NEWS is we can always use Express Vote stock if we run low!
HEY BALLOT TABLE PEEPS! Your Ballots are color coded by a color stripe at the top on the front of the ballot. Ward 7 = Yellow Ward 8 = Pink Ward 9 = White It’s been recommended that you highlight the voter ticket with color highlighter that corresponds to the ballot stripe – helping to ensure we issue the right ballots. Many of you have School District Splits: Ward 23-Beloit SD = White Ward 23-Turner SD = Pink Ward 23-Clinton SD= Green Ward 24-Beloit SD = Yellow Ward 24-Clinton SD = Blue
SUPPLIES – Know what you have and where SO…MANY…SUPPLIES! it goes!
WHEN EQUIPMENT FAILS/STALLS… Utilize the user manuals to troubleshoot issues Call the City Clerk on the election day phone to report the problem Work to resolve as quickly as possible WHEN ALL ELSE FAILS: The RED TOTE holds paper back up plan = CODE RED! This tote contains everything you need to “go old-school” – Don’t open unless you need to deploy in the case the badger books fail.
SUPPLIES
It literally takes 7-10 FULL days using 5-7 staff/volunteers to fully test, pack and
prepare equipment & supplies for the field. We then load TWO U-Haul trucks to
get the supplies to the proper location. It is SUPER helpful when you use the supplies
as intended and then CAREFULLY return it to the proper folder and bin.
MANY THANKS!TAKE CARE OF THE SUPPLIES/EQUIPMENT! “WHO PUT THIS STUFF AWAY? IT’S JUST THROWN IN THE BIN WILLY NILLY AND THE ACRYLIC SIGNS ARE ALL BROKE NOW!”
FORMS AND QUICK GUIDES In your supplies are SIX sets of the “Quick Guides” to be located at the following locations: * Chief * Greeter * Ballot Table * Each Badger Book Station Each Packet has 13 laminated “helps” in them. Use them often to respond to unique situations that occur on election day. Keep together on the ring please.
FORMS AND QUICK GUIDES
• What do I do to help a voter is registered but doesn’t have a PHOTO ID?
• What do I do if a voter comes to vote but was already issued an
Absentee Ballot?FORMS AND QUICK GUIDES
• How do I know if the Photo ID is acceptable?
• What’s the difference between PHOTO ID and
PROOF OF RESIDENCE?OTHER RESOURCES- “FELON LIST” INELIGIBLE VOTER LIST There are some people who have lost their right to vote or have been judged incompetent to vote. This list is confidential and provided to the Badger Book terminals to check again ALL NEW VOTER REGISTRATIONS While the voter is confirming the info on screen, you are to discreetly check the book to make sure they aren’t on the list.
OTHER RESOURCES – ALPHEBITAL VOTER LIST ALPHA LIST The week before the election, we download a listing of all registered voters in the City of Beloit. This list is prepared for the Greeter station to assist in checking to see if voters are registered and in the right polling place. It can be useful to look in when a badger book doesn’t find a voter who insists they are registered.
OTHER RESOURCES – LIST OF CITY ADDRESSES CITY OF BELOIT STREET LISTING This list contains all the streets currently in the City of Beloit, followed by the assigned ward and school district. This is likely the most difficult list to read because of the East/West/North/South and Odd/Even labels. We have commonly made the error of redirecting voters to the wrong location because of the nuances. Let’s practice a few! There are several copies and go on the Greeter and Badger Book Tables.
ADDRESS LISTING EXAMPLE What is your address? • 911 Grand Ave… What’s the next question? East Grand or West Grand? West Grand… 911 W. Grand is Ward 6 What is your address? • 2044 W Grand Ave… What’s the next step? Check for Odd or Even… 2044 is Even side so you are in Ward 5…
ADDRESS LISTING EXAMPLE Liberty Ave serves voters in 3 polling locations and 4 wards and 2 school districts! It is imperative that you check this list TWICE!
OTHER RESOURCES – STUDENT LISTING BELOIT COLLEGE STUDENT LISTING Prior to each election, our office receives an updated listing of all Beloit College students who are currently enrolled. This list is used as a PROOF OF RESIDENCE when students are registering using their student ID. There are 3 lists per polling place and go on the Badger Book tables.
FORMS AND QUICK GUIDES
• What do I do if the voter is on the Felon List?
• How do I serve a Curbside Voter?WHAT IS THE INCIDENT LOG FOR? This is the “Diary” of election day that helps us understand what happened on election day in order to reconcile and explain to the County and State any incidents that affected the election. You can never log too many incidents! I’d rather you log everything, over nothing. In the event of a recount these forms often prove our accuracy. How should we record 2nd ballots? ***Enter the VOTER NAME on the incident log and place the first spoiled ballot in the spoiled ballot envelope*** This way we can tie to the voter list if necessary.
END OF NIGHT PROCESSES We’re almost done!
FORMS AS A PART OF THE “PROCESS” Each Polling place is required to complete and return the following forms/bags to the clerk on election night: * Inspector Statement * Incident Logs * Observer Log * Poll book Certification Pages * Reconciliation Forms * Tapes (County, City, School Dist – All signed) * Tally Sheets – Registered Write-Ins * Voter Slips * Ballot Bags sealed with all voted ballots * Timesheets & Oaths
END OF NIGHT ORDER OF OPERATIONS DO NOT begin closing polls until all voters have cast their ballots - When ALL ballots have been cast begin reconciliation and closing. - RECORD STATS from equipment on the reconciliation form. Close Polls on DS-200 to get tapes to print Open door on DS-200 to sort and count actual ballots Record stats from the BADGER BOOKS by ward and ensure you have tally sheets (voter tickets) that match those numbers
SORTING & COUNTING
BALLOTS
• Sort all ballots by WARD #
• Place ballots in stacks of 25
• Record the count on the reconciliation form. Make sure the
count is accurate and balances to the DS-200 tape.
• Now go back through each ballot and set aside ballots
with anyWrite-in votes
• Bag any Ballots without Write-ins by Ward # (ONE BAG
PER WARD). This will reduce clutter and maintain
organized security of the ballots.
• Record any registered or necessary write-in votes on the
tally sheet. Make sure you record the office, ward and
name of candidate on the tally sheets.
• When complete, place in Ballot Bag by ward, seal the
bag and sign on the signature line on front of bag.END OF NIGHT ORDER OF OPERATIONS When you peel the security seals off of the equipment, secure them to an incident log. We like to prove the number listed on the Inspector’s Statement still matches the number of the label placed on the machine.
END OF NIGHT ORDER OF OPERATIONS Before shutting off the Express Vote and packing, record the necessary data on the Inspector statement. DON’T REMOVE THE USB device until equipment is powered down. Removing prior to powering off may corrupt data and cause loss of results/information. RETURN USB devices to the Chief Inspector for transport to City Clerk.
END OF NIGHT ORDER OF OPERATIONS The DS-200 Tape contains critical information that gets logged in two places: 1 – Ballot Reconciliation Form 2 – Inspector’s Statement Let’s look a little closer at the tape in the next slide.
END OF NIGHT RESULTS TAPE
The beginning of the results tape tells you
the polling place, date, and time
Then it does a MASTER ACCOUNTING
This tells you how many ballots were cast
by WARD/STYLE
You’ll also see the Serial number print on
the tape to ensure the tape occurred on the
assigned equipment.
After this MASTER ACCOUNTING report, it
will break it down by ward.
The end of the tape has 5 signature lines
that needs to be signed by at LEAST 3
workers, including the chief. 5 signatures
are better CLOSING THE POLLS TASK LISTS CLOSING THE POLLS TASK LISTS were created so even the newest rookie could plug in and help close and tear down the polls. They are designed for the Chief to keep the first four pages and hand out TASK LIST A through TASK LIST I to election officials to use in setting up the polls.
CLOSING THE POLLS TASK LISTS
CLOSING THE POLLS TASK LISTS The Badger Book SERVER (MOM UNIT) must have a USB installed to download results – THIS IS REALLY IMPORTANT. Follow instructions on Quick Guide and/or homescreen PDF
CLOSING THE POLLS TASK LISTS
YOUR CHIEF INSPECTOR will place all
the completed forms into the envelope
WHAT GOES WHERE? to return to the City Clerk.
Please do your best to help the CHIEF
Stay organized.
I recommend the Chief have a central
table at end of night where the forms
can be completed, signed and located.
You are “balanced” with the items to the
left are completed and reconciled and
placed in the envelope.
Final steps involve creating two areas:
1 – items that return to City Hall tonight
2 – items that will be picked up by
DPW Wednesday MorningWE MADE IT THANK YOU SO MUCH!
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