Minnesota County Election Administration Training Conference Overview
The 2022 County Election Administration Training Conference focuses on mail ballot precincts and mail elections. The agenda covers changes in processing mail ballots, polling place operations on Election Day, history of mail elections, and resources for mail voting. Details include authorizing mail balloting, administration updates, and drop box requirements under legislative sessions. The overview highlights designated mail ballot precinct criteria, requirements for remaining a mail ballot precinct, and polling place specifications for mail ballot elections. The advantages of mail ballot precincts, such as using the auditor's office as a polling place and higher voter turnout, are also emphasized.
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Presentation Transcript
OFFICE OF THE MINNESOTA SECRETARY OF STATE 2022 COUNTY ELECTION ADMINISTRATION TRAINING CONFERENCE MAIL BALLOT PRECINCTS & MAIL ELECTIONS
Agenda Changes Mail Ballot Boards Processing Mail Ballots Polling Place on Election Day Counting Mail Ballots Posting History Mail Elections Mail Voting Resources Overview Authorizing Mail Balloting MB Administration Voter Registration Updates Non-Registered Voters Drop Boxes 204B.45
Changes Back to pre-2020 laws/rules Drop box requirements Ballot board members election judges and/or deputies Anything that changes during legislative session 204B.45; 8210.3000
Overview: Mail Ballot Precincts Designated by governing body applies to county auditor for permission Non-metro town of any size, or Non-metro city with <400 registered voters on June 1, or Precinct with <100 registered voters, or Unorg. territory if provided for by county board 204B.45
Overview: Mail Ballot Precincts Remains mail ballot precinct until revoked Even if population increases Even if it was approved during 2020 under special legislation 204B.45
Overview: Mail Ballot Precincts At any municipal, county or state election In resolution, specify which elections will be MB Regular school election NOT eligible for mail balloting only mail election for questions Office of the auditor or clerk is the only polling place 204B.45
Overview: Mail Ballot Precincts Mail ballot precinct Polling Places Polling Place on Election Day o Good practice to designate that location by 12/31 each year Mail ballot & absentee counter voting location o Default is the clerks office o If another location 14-week deadline to designate 203B.081, subd. 3; 204B.16, subd. 1
The Pros of Mail Ballot Precincts Pros Auditor s office as polling place on election day (need only 1 Assistive Voting Device) Greater number of ballots cast (higher turnout) Fewer election judges (training/costs) Central count tabulation equipment
The Cons of Mail Ballot Precincts Cons Mailing costs New residents may be unfamiliar with the process Unregistered may not know how to vote Undeliverable ballots; replacements Current political climate USPS issues
Authorizing Mail Ballot Precincts Must be authorized by resolution Include which elections will be conducted by MB (muni, county/state) Timing: Adopted no later than 90 days before first election to be conducted by mail Effective: Remains in effect until revoked Can be revoked no later than 90 days before next election M.R. 8210.3000, subp. 2
Notice to County & OSS MCD provides notice to county auditor 2 weeks after adoption/revocation of resolution Auditor notifies OSS By updating each Precinct in SVRS as Mail Ballot o SVRS > Precincts and Polling Places o Thru Polling Places, set up Mail Ballot Polling Place o Thru Precincts, update Precinct to MB
Notice of Mail Procedures The notice s details = MR 8210.3000, subp. 3 First MB Election or first election after revocation: Publication, posting, media or mailed notice in addition to At least 10 weeks before each election: Posted notice of mail ballot procedures by auditor or clerk May wish to publish (new residents) M.S. 204B.45; M.R. 8210.3000, subp. 3
Notice of Mail Procedures: Required Content Name of municipality / unorg. territory Date of election; date ballots will be mailed Statement that ballots will be mailed to voters registered before cutoff Times, places, manner ballots can be returned AB procedures Place & time ballots will be counted Name, address or phone # of official or office M.R. 8210.3000, subp. 3
Notice of Mail Procedures: Additional Content Notice should also contain information regarding: In-person voting location The availability of assistive voting device o (OmniBallot, AutoMARK, ImageCast Evolution, Verity TouchWriter) Optional Information to Include: Availability/ Use of Voter Information Portal (VIP) to track mail ballot o https://mnvotes.sos.state.mn.us/AbsenteeBallotStatus.aspx
Issuing Ballots: Timing Ballots mailed Regularly scheduled elections: No more than 46 or later than 14 days before Other elections: 30-14 days before Second mailing by county auditor no later than 14 days before the election Ballots sent to voters who register to vote after initial mailing but before registration cutoff M.S. 204B.45; M.R. 8210.3000, subp. 4
Issuing Ballots: Recipients Mail ballots sent to registered voters Must be sent by nonforwardable mail Notices not ballots must be sent to voters with challenged, show ID or incomplete registration Must apply for an absentee ballot (if they wish to vote) Rules for eligible voters in HCFs must be followed (outreach to voters) M.R. 8210.3000, subp. 3 & 4
SVRS & Mail Ballots SVRS AB Module used to add, manage and process mail ballots Group Add Mail Ballot Records Received AB Envelopes Returned AB Envelopes SVRS must be used for state elections Available for other elections at discretion of county auditor
Using Group Add MB Records Following created for defined set of voters: MB records & ballot labels (for registered voters) NRMB Notices (for challenged/ show ID / incomplete voters) Add by pct, mcd, or whole county
Using Group Add MB Records Process runs overnight; Enter information the day before wish to start mail prep Receive message on SVRS Homepage when records + notices created
Printing Mail Ballot Labels Print with Mail Ballot Labels Avery report SVRS Report Category Mail Ballot If not working with a vendor: DO NOT print labels for whole county at once! PRINT BY PRECINCT or PRINT BY MCD Mail-to label indicates MB to differentiate from AB If need to reprint, go to AB Label Batches and select appropriate batch
Printing NRMB Notices Print individually or countywide Individually: Voter Registration, Correspondence Queue Search Type:NRMB Non-Registered in MB Pct Letter Countywide: Reports, Report Category Mail Ballot Countywide Notices to Challenged Voters in Mail Ballot Precincts
Managing Mailings Mail Ballot Counts for Reconciliation Report Counts by pct/school district to reconcile number of registered voters with & without an MB o Non-MB pcts with MB records created will display Invalid MB 2nd Mailing after Pre-reg Cutoff Use Group Add MB for voters needing ballots or Create MB records individually as VRAs received after initial mailing M.R. 8210.3000, subp. 4
SVRS Mail Ballot Records MB records managed through AB Records, but MB record is not an AB Record Record indicates Received Via as Mail Ballot Precinct Mail Ballot Precinct method only used for actual MBs Not used when voter in MB precinct requests AB Not used when AB request received through mail
SVRS: Mail Ballot Reports AB & MB Issues for Future Elections IDs MB / AB records & ballots with potential issues o Issues include: Voter record has different last name or address than voter s active MB record Challenged voter linked to active MB record Voter with more than 1 ballot for same election
Undeliverable Mail Ballots Maintain a record Use SVRS Received AB Envelopes to mark ballot as Undeliverable . (System = Record) Reissue ballot if voter s residence at that address is confirmed. Otherwise treat undeliverable MB as returned election mail (and process as per M.S. 201.12) Securely retain M.R. 8210.3000, subp. 7
Processing Undeliverable Mail Ballots as Returned Election Mail
Points to Remember - Undeliverable Timing: Returned before or after VR cut-off Location, Location, Location: Same County or Different County Mail Election precinct or Polling Place precinct Voter Notification: Required Inform voter of undeliverable + next steps Not generated in SVRS; Templates available in SVRS user documentation M.R. 8210.3000, subp. 7
Scenario 1: New MN Address & Before Cut-off If returned >20 before election and new address is: In mail precinct: 1) Update VR address 2) Mark original MB ballot as undeliverable 3) Update MB Record Address & Issue new MB ballot In regular (poll place) precinct: 1) Update VR address 2) Mark original MB as undeliverable M.R. 8210.3000, subp. 7
Scenario 2: New MN Address & After Cut-off If returned <20 before election and new address is: In mail precinct: 1) Mark original MB as undeliverable 2) Send notice on how to apply for AB In regular (poll place) precinct: 1) Mark original MB as undeliverable 2) Send nonforwardable notice on how to register & vote at polling place M.R. 8210.3000, subp. 7
Voter Registration Updates after Ballots are Mailed Updates come from multiple sources: Paper / Online VRA DVS Records COA Records SVRS provides warning about existing MB (or AB) record when updates are made through voter record Use NCOA Activity Affecting Absentee Voters to catch COA Express changes
Points to Remember Voter Updates Timing: Received before or after VR cut-off Location, Location, Location: Same County or Different County Mail Election precinct or Polling Place precinct Voter Notification: Required Inform voter of about mail ballot + next steps Use template before VR cut-off; Use SVRS late notice after cut-off. M.R. 8210.3000, subp. 7
Scenario 1: Voter Record Update & Before Cut-off Mark MB as Spoiled &: If VRA is received >20 before election & voter is: In mail precinct: notify that original MB cannot be counted & provide replacement ballot In regular (poll place) precinct: notify that MB cannot be counted M.R. 8210.3000, subp. 7a
Scenario 2: Voter Record Update & After Cut-off Mark MB as Spoiled &: If VRA is received <20 before election & voter is: In mail precinct: send late registration notice that includes notice that MB cannot be counted & how to apply for AB In regular (poll place) precinct: send late registration notice & include notice that MB cannot be voted & how to register & vote at polling location M.R. 8210.3000, subp. 7a
Voter Record Updates After MBs Mailed: Required Notices Summary When VRA Received >20 daysbefore election Content: MB won t be counted Production: Non-SVRS, create outside system. Template Available When VRA Received <20 days before election If in mail precinct: o Content: MB won t be counted + how to vote AB o Production: SVRS generated (Notice of Late Reg.) If in regular (poll place) precinct: o Content: MB won t be counted + how to register & vote at poll place o Production: SVRS generated (Notice of Late Reg.) M.R. 8210.3000, subp. 7a
Non-registered Voters before Election If voting before election day, non-reg. voter must complete an absentee ballot Voters whose registration is incomplete or has See ID listed are treated as if they are non- reg. voters Would have AB record & label if apply Time to apply, receive, & return ABs extended until 8 p.m. on election day Voter may return own AB on election day Mark ballots received after 8 p.m. on election day as Received Late M.S. 204B.45; 204B.46; M.R. 8210.3000, subp. 5
Non-registered Voters on Election Day Voting method depends on type of location non- reg. voter visits on election day: Absentee-only location (most common) Apply, receive, vote & return an AB with envelope Polling Place-only location A polling place designated for mail precinct(s), but AB not available at this location Complete EDR & sign blank EDR roster page, ballot in ballot box EJs are used for an EDR polling place
Non-registered Voters on Election Day Absentee location that is also Mail precinct s designated polling place Choice of AB or EDR Non-Reg Voter has the choice
Drop Boxes New M.S. 203B.082 Secure* receptacle/container Details outlined including requirement for continual recording Available 24 hours during AB voting period Signage Collected once per day date stamped, etc.
Drop Boxes New M.S. 203B.082 Notify OSS of Designated Locations: Regularly scheduled elections 40 days pre-AB voting Published on website at 35 days Notify OSS of Updates 20 days pre-AB voting Published on website at 15 days
Mail Ballot Board Minnesota Voters Alliance v. Ramsey County MN Supreme Court, March 16, 2022 Review with your legal advisors Affirmed that election judges or deputies could be members of the ballot board Exhausting the political parties lists Comparing signatures is assigned to election judges M.S. 204B.45; M.S. 204B.46
Mail Ballot Board Returned ballots processed by single Mail/Absentee Board Ballot board members may be: Election Judges of different parties Deputy county auditors or deputy municipal clerks trained in processing/counting of MBs o Do not need major party affiliation M.S. 204B.45; M.S. 204B.46
Ballots to the Board As MBs are returned, mark them Received Stamp Envelope and In SVRS, enter using Received AB Envelopes Board must accept / reject returned ballots: Within 5 days if received > 14 days before election Within 3 days if received < 14 days before election M.S. 204B.45; 204B.46; M.R. 8210.3000, subp. 11
Ballot Board Record accept/reject of MBs in SVRS Same steps as absentee ballots: o Returned AB Envelopes Voters can check status with VIP AB/MB Lookup M.S. 204B.45; 204B.46; M.R. 8210.3000, subp. 11
Rejected Envelopes Rejected > 5 days before election considered spoiled ballots Auditor/clerk provides voter with replacement ballot and include notice of rejection & replacement o Sample included in Mail Election Guide and Absentee Voting Administration Guide Rejected < 5 days before election Auditor/clerk contact voter by phone or email o Must document attempts; Can use comment field in SVRS MB Record M.S. 204B.45, subd. 2; 204B.46
Replacement Ballots: Additional Situations Replace Ballot when original is Spoiled; Lost; Never Received Voter with accepted ballot request to spoil ballot (in advance of 7th day before election) Affidavit not required Must maintain a record of all replacement ballots issued Mark ballot as Spoiled or Lost in SVRS & add a replacement ballot SVRS report serves as record Transmittal envelope must be labeled REPLACEMENT BALLOT in 18-point type M.S. 204B.45, subd. 2; 204B.46; M.R. 8210.3000, subp. 6
Returning Ballots Ballots can be returned by: U.S. mail or package delivery service (UPS, FedEx) Voter in person by 8 p.m. on election day Agent by 8 p.m. on election day o Individual serving as agent cannot deliver more than 3 others ballots per election o *Drop boxes Agent delivery rules apply MBs or ABs returned by individual other than voter themselves must be logged in Agent Return Log M.S. 204B.45, subd. 2; M.R. 8210.3000, subps. 1 & 10
Ballots Received Late Ballots can be returned by 8 p.m. on election day Mark ballots received after 8 p.m. as Received Late. M.S. 204B.45; M.R. 8210.3000, subps. 1 & 10
Polling Place Polling place is designated for mail precinct(s) Usually, office of county auditor Used if: o Not pre-registered in the precinct o Pre-registered but have name or address change o Need Witness o Wishes to use assistive voting device o MBs lost, damaged, don t like it. M.R. 8210.3000, subp. 9
Polling Place & Election Judges Election Judges appointed for election day Polling Place setup Ballot Box on election day 1 Assistive Voting Device required Polling location open to the public for observing counting of the ballots M.R. 8210.3000, subp. 9
Counting Ballots Mail Ballots and Absentee Ballots are counted together (run on same card) After close of business on 7th day before election & thru 8 p.m. on election day, ballots from accepted envelopes may be: Opened & duplicated as needed Initialed Deposited in ballot box (ballot counter) M.S. 204B.45; 204B.46; 203B.121; M.R. 8210.3000, subp. 10
