Wardens & Clerks March 25, 2021 Annual Town Election Voter registration deadline: March 5, 2021
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Wardens & March 25, 2021 Annual
Town Election
Clerks
Voter registration
deadline: March 5, 2021
Warden Duties
Distributes
Swears in Election
instructions and makes
Oversees all activities Officers who have not Makes sure everyone
sure that everyone
at the polling place taken the oath of signs the timesheet
knows what they need
office
to do
Manages ballot box
Asks Police to enforce
Talks to observers key sign-out with Police Delegates tasks
electioneering lines
Officer
Calls the Clerk’s Office
when needed
Warden Book Schedule Polling place management tips DS200 Opening & Closing Procedures Precinct Layout Signs for posting (or in an envelope?) Booth Assembly Procedures Training material Guidelines for Police Election Day Legal Summary Election Regulations Observer Memo
“I solemnly swear that I will support the Constitution of the United States and the Constitution of the Commonwealth of Massachusetts and that I will faithfully and impartially discharge the duties imposed upon me by my appointment as an Election Officer of the Town of Concord, according to the Laws of this Commonwealth.”
Clerk Duties
Maintains the Inactive Assists Checkers when
Roster, Early Voter, and Oversees voter form the wrong name is
Completes Precinct
AV Voter in person completion and checks checked or an override
Clerk Report
rosters, Provisional that they are complete is needed when using
Affirmations, etc. the Poll Book
Warden can assist you
with determining which
Assist Warden as scenario applies, but Calls the Clerk's office
needed you need to know how when needed
to proceed with forms,
etc.
Schedule
Post-it notes for noting voters checked in error in voter
check-in/out books
Precinct Clerk Report – required to be completed!
Clerk Book o Opening certification
Cover Page
Police Officer signature required
o Closing certification
o Log of incidents
o Closing Ballot Report
o Certificate of total voters
Voter registration forms
Record of Challenged voters
Certificate of absentee voter in person
Voter count tally sheets
Ballot tally sheets (inside blue folder)
Total Tally Sheet
Street Directory
GREEN BACK POCKET
for all completed forms
Your Staff at the Precinct Make sure they know what they need to do Greeter • Help voters who are unsure of their precinct • Remind voters of social distancing, don’t let the precinct get overcrowded Checkers • One person checks the voter in, the other is at the ballot table (REMIND VOTER BALLOT IS 2-SIDED) • Label maker and label check-in book on ballot table Ballot Box Attendant • At table with I voted stickers • Help voter with over votes (2 options: override or spoil ballot) • Let Warden know if machine is jamming Election Assistant • Help process absentee ballots during the day • Sanitize voting booths (wipe down the surface after every use) Alternate people in positions if you feel confident doing so to let people have breaks
Morning shift: 6:00am / Afternoon shift begins at 1:00pm
Ballots and supplies are delivered by Facilities Staff and should be in
place when you get there.
Town Clerk’s Office staff will bring the thumb drives and help turn on
the laptops.
6:30am – Police Officer checks ballot box to ensure it is empty
7:00am – Declare the polls open
During the day – keep booths clear of campaign material & sanitize
booths
Election Day Coffee & Munchkins, water, snacks, sandwiches for lunch, pizza & salad for
dinner
Overview Closers arrive at 7:45pm
8:00pm – Declare the polls closed (don't close the door)
Any voters standing in line at 8pm may vote
All absentee and early voted ballots must be processed before closing
polls on the electronic tabulator.
Delegate poll closing tasks and clean up
Non voter activities during polling hours
Observers (poll watchers) – 6’ perimeter around polling place,
communicate only with Warden or Clerk
NO
Press – like an observer. Photos may not reveal a person’s ballot
ELECTIONEERING
Concord Journal has asked permission to have a photographer
Within 150’ of the
take pictures. Observer and Press memos have been sent. voting entrance
No buttons, hats,
Cell phones – are not prohibited but may not disrupt voting process shirts, etc
No candidates
Voter helper – voter may bring a helper or may ask for help greeting voters
Children – allowed with voter but the voter should cast the ballot
COVID Considerations are still in place Masks are required by workers •Voters are urged to wear masks Face Shields are available Gloves need to be worn •Handing anything to a voter •Opening ballot envelopes •Pen sanitizing Hand Sanitizer will be available •Voting booths need to be sanitized
Booth Booth Booth Booth
Ballot Table
Ballot Box
Check-in
Attendant
Ballot
Hand Exit Hand
Box
Sanitizer Sanitizer
EnterVoters Bill of Rights
A voter must feel
A voter is entitled to a
comfortable with the That does not always mean A voter may override
ballot if they believe
process of voting and that the ballot will be the tabulator for an
they are a registered
confident that their tallied on election night. overvote.
voter at your precinct.
vote will be counted.
An overvote for an
Example of an overvote:
office counts as a
Select Board (vote for A voter may spoil up
blank but it doesn’t
two) but voter fills in 3 to two ballots.
ovals. nullify the rest of the
ballot.Election Workers must remain
ASSISTING VOTERS
impartial while working at the polls
• No discussion regarding the current • Two election workers from different
election parties
• No responses to voter comments • One person reads the ballot if asked
• No explanations about ballot • One person marks the ballot if asked
content • You may not answer any questions
about what is on the ballot
• The Voter Assist Terminal is available
to voters of all abilitiesAutomark
Allows a voter to mark the ballot
independently
Must be available even if never
used
Make sure it is turned on and
works
Try it out when you go to vote!
Touch screen needs to be disinfected and the headphone covering
needs to be replaced after every use.A Voter May Not • Vote More than Once • Vote in the wrong precinct • Deliver a family member's absentee or vote by mail ballot to the polls • Wear campaign apparel
THE BALLOT Four candidates for two positions Three separate offices for Housing Authority There may be a write- in candidate
ePoll Book (Advocate software) Should be plugged in Turn on Enter Windows Username and ID (this will be in the Warden zipped bag) Click on Advocate Icon on the windows screen Enter Advocate password (this will be in the Warden zipped bag) Test ePoll book with a voter to make sure the label prints Undo the check-in for the voter you just tested ePoll Book is now ready
One Checker asks the voter’s name and address
REPEAT THE VOTER’s NAME AND ADDRESS
• Keep errors to a minimum
Voter Check-in • This is the only time that the voter can be challenged
Using electronic check-in, one Checker checks the voter in
process • Label prints out upon confirmation
The other Checker takes the label
Verifies the voter
Hands the voter a ballot
Places the label in the label check-in bookVoter entry screen
Voter Eligibility • Find “Check Voter Eligibility” at the bottom of the screen. This will keep you from checking the voter in, because more steps are needed. • If you enlarge text, you can’t see the notice information at the bottom of the screen for voters who are flagged for voter eligibility. • If your Poll book crashes, it’s OK to restart the computer and log back into the program.
Voter Voter
Label 1 Label 2
Voter Voter
Label 3 Label 4
At the Ballot
TableVoter list PAPER
backup
Only use if the labels don’t print or the ePoll
Book stops working.
You will need to use the label check-in books
to verify a voter has not already voted.
Use red pens
Mistakes require action by the Clerk
They will give you a post it to write the
name on and place it on the voter list.
That way, if the voter marked in error
comes in, they will be able to vote.
If the voter comes in, call the Clerk over
so that they can remove the post it and
the voter can get a ballot.Notation reminders • AV=Absentee ballot has been mailed • EV=Vote by mail ballot has been mailed • C = Certificate on File (absentee or early voter shows up in person and ballot has not been processed) • CV=Challenged Voter • The Pink Post-It Note = voter marked in error. Checker must let the Clerk know if this happens as this is also the only way that the voter who was checked in error can later vote in person.
Scenario 1 Lost Voter Not on your check-in list Listed in town-wide voter list in a different precinct Call the Town Clerk’s Office before sending them to another precinct • Voter registration address changes continue to be updated and may be reflected on the voter list. • We can see where they will be listed based on their voter change history. • Let’s send them to the correct precinct the first time. • Voters may not vote at the Town Clerk’s Office on Election Day. They must vote at a precinct in order for their ballot to be processed.
Scenario 2 Inactive Voter Message in PollBook indicates Inactive voter needs override to vote Voter must sign the Affirmation of Continuous Residence Log (on long clipboard). Then you must sign Show ID NO ID? You must challenge the voter No 6 month rule for local elections (if they moved out, they can’t vote) If you are using the paper list, use the inactive voter list ePoll Book requires ADM override. Voter is given a ballot
Scenario 3 Absentee or Early Voter shows up
in person
Call the Town Clerk’s Office (TCO)
AV & EV voter may vote if ballot hasn’t been processed at TCO
Early/Absentee Ballot In-Person Roster must be completed
“C” is marked next to the check box if using paper voter list
ePoll Book requires Warden to override
Absentee voter is checked off and votes normally
If they bring in their ballot, place it in the Rejected Ballot EnvelopeScenario 4 Challenged Voter
Inactive voter with no ID (regular or absentee voter)
Voter challenged by another voter
The ballot will physically be marked with voter and challenger name and
reason for challenge
Read challenged voter oath (challenging for absentee)
(if using) mark the paper voter list CV and check the box
There is no place to mark this in the ePoll Book
Record information on Record of Challenged Voters form
Ballot is cast like a normal ballotChallenged Voter’s Oath Do you solemnly swear (or affirm) That you are the identical person whom you represent yourself to be, That you are registered in this precinct (or town), & That you have not voted at this election?
Scenario 5 Provisional Voter
Believes they are registered in your precinct
Lives in your precinct
Not registered in another precinct
Fills out Provisional Ballot Affirmation form
You check it and get more information (when and where did they register and
divers license number)
Check ID. Note if no ID note it
Fill out Provisional Roster
Give voter envelope and ballot they believe they are entitled to have
Make sure they put ballot in envelope and give it back to you
Place ballot in red provisional pouch
Affidavit goes in green pocket
Roster goes in green pocket end of nightComplete the Roster for every voter. At the end of
the night, the completed Roster
Completed forms go in green
pocket at the end of the Clerk
BookPoll closing in a nutshell
• Anyone standing in line at 8:00pm may vote
• Absentee & Vote by Mail ballots need to be processed
before the tabulator can be closed
• Help count the voter check-in totals to record on the
voter checklist tally sheet.
• Sort through machine-counted ballots to find hand-
written notations, check marks, etc.
• Tally ballots needing to be hand counted and write-ins
• Count unused ballots
• Pack things upClosing Polls
All hand count
All voters and absentee compartment ballots must
8:00 pm declare polls
ballot processing must be be hand counted – you Close the election on the
closed – police officer
complete before you close may not feed them tabulator
stands at end of line
the polls on the tabulator. through the machine at
the end of the night.
Once tally tapes are Make sure DS200 is
printed, the results should properly closed (the bar in DS200 thumb drives must
be read out loud, if there the back needs to be be returned to the Town
are any observers. Tape raised and locked in place Clerk’s Office. May be
the results to the outside in order for the wheels to returned by Police Officer.
door. properly engage).Ballot Handling & Tallying Remove ballots from the upper compartment. These are not part of the tape tally because they did not go through the machine. Each group must be hand tallied by two people. They get the ballots, a tally sheet and an envelope. When they finish tallying the ballots go into the envelope that has been labeled in the same way as the tally sheet. The tally sheet goes into the completed forms binder. The ballot envelope is placed with the voted ballots. Remove ballots from the large compartment, check every ballot for write-ins – every precinct will have write-ins Use tally sheets and envelopes for write –in ballots marking only the hand written names or notations Closer instructions are included in Warden binder
Packing it up Voted and only voted ballots go into one ballot transfer case Unused ballots are counted by bundle (unbundled are counted individually) and packed with spoiled ballots, rejected ballots and absentee ballot envelopes. They go into another ballot transfer case. Pack supplies in supply box, all completed forms go in green pocket Backpack contains voter checklists, red pouch, green pocket. Unused forms go in supply box.
Packing it up: What goes where
RED
Ballot Ballot Supply
Transfer Transfer
Case #1 is Case #2 is
Case
locked for locked for Not
30 Days! 30 Days! locked
1. All UNVOTED, rejected, & 1. Check-in and check-out 1. Supplies & Signs
1. Voted and counted books
ballots spoiled ballots
2. Provisional ballot binder
2. Absentee & Vote by Mail 2. RED provisional ballot (unused forms)
2. Hand-count and write- POUCH
in ballots inside Ballot Envelopes
3. Clerk book (unused forms)
envelopes 3. GREEN back pocket from
NOTHING ELSE
Clerk book 4. Town-wide voter list
NOTHING ELSE
4. Warden's zip case with
Thumb drive
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