HomeMy WebLinkAbout081925A Canvassing Board MeetingPage | 1
Jefferson County Canvassing Board
Brenda Huntingford, Auditor / Canvassing Board Chair
Heidi Eisenhour, County Legislative Authority Chair
James Kennedy, Prosecuting Attorney
1820 Jefferson St. / P O Box 563, Port Townsend, WA 98368
(P) 360.385.9115 (F) 360.385.9228
Canvassing Board Agenda / Meeting Jefferson County WA
Date & Time: August 19, 2025 / 1:00 pm Location: Auditor’s Office, Jefferson County Courthouse Purpose: Certify August 19, 2025 August Election
(10 days after Special & PP / 14 days after Primary / 21 days after General) Canvassing Board Members for this election:
Brenda Huntingford, County Auditor/Canvassing Board Chair Heidi Eisenhour, County Commissioner, County Legislative Authority Chair Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – Designated by PA
Observers Present: Meeting called to order at _____ pm by Quinn Grewell, Election Coordinator. The Canvassing Board met August 18, 2025 at ______ pm to resolve challenged ballot issues in preparation for today’s certification. See page 4 & 5. The Oath of Authenticity for the County Auditor, given by the County Legislative Authority, and signed by the Auditor, pursuant to RCW 29A.60.200. Witnessed and signed by the other two Canvassing Board Members.
Open Public Comment:
Required Oaths: - The Oath of Authenticity for the County Auditor, given by the County Legislative Authority, and
signed by the Auditor, pursuant to RCW 29A.60.200. Witnessed and signed by the other two Canvassing Board Members. - Delegation of Authority and Oaths for Canvassing Board Members or their designee: Given and retained for this election. - Oaths for Personnel: Required for the Auditor’s Staff involved in the signature verification process. Given and retained for this election. Required Notices: - Notice of Election: Published in the Port Townsend Leader in the July 16, 2025 issue. Also posted on the Elections web page. - Notice of Availability of Services: Included in Notice of Election. - Notice of Logic & Accuracy Test: Included in Notice of Election. - Notice to Political Parties: Sent via email on May 16, 2025.
Logic & Accuracy Test: - A TEST DECK of ballots and a pre-determined RESULTS MATRIX in excel was created. This is used to verify that the tabulation equipment accurately tabulates the votes cast as marked.
- The In-House Unofficial test was performed May 19, 2025.
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- The Official Accessible Voting Unit (AVU) test was performed July 8, 2025. - The Official test was performed July 9, 2025. Ballot Count - Cumulative & Precinct Reports for the following counts: August 5, 2025 - Election Night count.
August 7, 2025 - Additional ballots counted. August 19, 2025 - Final ballot count. Printout used for certification. ExpressVote: (Accessible Voting Unit - AVU) - The AVU is a tool – an “electronic pen” equipped with audio and visual technology – to assist voters who have a difficult time seeing and/or marking a ballot with a regular pen. It allows voters to vote a secret ballot independently. - One machine was programmed and ready for use 20 days prior to the election. - Zero Voters used it this election. Logs: - Seal Logs: Used to verify all election related materials remained under dual control at all times. (Ballot drop boxes and all storage locations) - Duplicated Ballot Log: Verifies all original ballots duplicated are accounted for and
secured with canvassing materials. A total of 44 ballots were duplicated (1%) Reconciliation:
- Elections Summary Report: The total number of ballots voted and tabulated is reported on this report. This report is generated in our (ERM) Election Reporting Module (ElectionWare).
- Precinct Table Report: Generated by our Election Reporting Module (ERM) from data uploaded from the ballot tabulator.
- When giving credit for voting there is no guarantee if a voter who moved and updated
their registration did not use their previously issued precinct ballot with their most current envelope.
Challenged Ballots: Challenge letters were sent to voters with instructions how to resolve the challenge. Voters who did not sign their declaration or if the ballot signature did not match the voter registration record a second letter was sent on August 11, 2025 and follow up phone call was made on August 12, 2025 to those with a phone number on record. Voters with a challenged ballot had until 4:30 pm
the day prior to certification to resolve the challenge. Audits: - Manual Audit of the Ballot Tabulator o August 7, 2025, six groups of ballots were randomly chosen to audit, totaling 309 ballots. A ballot count report was generated prior to tabulating the additional ballots and another
report was generated after tabulation. 1. The audit was conducted by Brenda Huntingford, County Auditor and Sandi Eldridge, Voter Registration Coordinator. The ballots were audited for one issue on the ballot – City of Port Townsend, Council Member, Position No. 1 2. Results of audit:
• The hand count matched the tabulator count. - Audit of Duplicated Ballots o 100% of duplicated ballots were audited. 1. Results of audit: No discrepancies were detected. - Seal log Audit
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o No discrepancies were detected. - Election Audit Event Report
o This audit event report lists all events, descriptions, timestamps, user ID, and modules for ballot adjudication. No ballots were adjudicated for this election. - Signature Compliance Check
o This audit is required by the state. They sent 2 random signatures to us and of the 2, both were approved. - Cure Letter Tracking Log
o This log tracks the phone, email and text messages that were sent to voters with a missing signature or questionable signature. Re-checking ballot deposit sites and all storage areas per WAC 434-261-140 - Prior to certification, ALL ballot deposit sites, ballot storage, processing and tabulation areas were rechecked by staff to confirm that all returned ballots had been processed. - On August 18, 2025, one day prior to certification, ALL possible areas where ballots could be were checked again for any unprocessed ballots. Miscellaneous: - Replacement ballots: 39 replacement ballots were issued.
- Ballots Deposited at Drop Sites: 2077 (50.4%)
Preliminary Canvassing Board Meeting Date & Time: August 18, 2025 / 12:00 pm Location: Auditor’s Office, Jefferson County Courthouse Purpose: To make determinations on ballots referred to them. Meeting called to order at _____ pm by Sandi Eldridge, Voter Registration Coordinator. Canvassing Board Members present: Brenda Huntingford, County Auditor Heidi Eisenhour, County Commissioner – County Legislative Authority Chair
Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – Designated by PA Rules of Engagement:
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Do not openly discuss or acknowledge identifying factors about the voter and/or ballot.
When working with the members to resolve challenged ballots remain fair and impartial.
Do not openly discuss outside of this meeting the names or any other personal information of the voters and/or ballots that have been or were challenged and/or rejected. Observers present: Summary of Ballots referred to the Canvassing Board on August 18, 2025: (G-1) Post Marked Too Late 17
(G-2) No Signature 11*
(G-3) Invalid /Suspended (informational only) 4
(G-4) Other Election (informational only) 0 (G-5) Late Transfers (Holds) (informational only) 0 (G-6) Voter did not sign 1
Questionable Signature 8* Total Ballots Referred to Canvassing Board: 41
Item # Description Accept Reject Refer to PAO
(Y/N)
1 Questionable Signature
2 Questionable Signature
3 Questionable Signature
4 Questionable Signature 5 Questionable Signature 6 Questionable Signature
7 Questionable Signature
8 Questionable Signature
P- Indicates partial acceptance of a ballot *An indication in red will be made if a voter resolves the challenge AFTER the canvassing board
meeting but BEFORE the deadline of 4:30 pm, August 18, 2025. These ballots, if any, will be processed and included in the final count. Open Public Comment: Number of Challenged ballots ACCEPTED by the Canvassing Board on August 18, 2025, as noted
above, to be processed and included in the final count:
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Motion to accept ___ ballots and reject ____ ballots as noted above (includes _____ from (G-1 - G-2- G-6):
Motion made by: Motion second by:
All in favor: All ballots referred to the Canvassing Board will be packed in the retention box. Motion to adjourn made by: Motion second by: All in favor:
Canvassing Board Meeting August 18, 2025 to resolve ballots submitted to them adjourned at: _____ pm.
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Total All Mail Ballot Voters eligible for this election: 9817 (includes 8 ACP voters, 9410 active voters and 399 inactive voters for this election).
Total All Mail Ballots Returned as valid and reconciled with credit for voting: 4140 voters with credit for voting. 4140 ballots counted. Other Canvassing Items Include:
• All correspondence pertaining to this election. Security:
• All materials for canvassing this election were stored in secure storage. Secure storage is a
container or room that stores voted ballots and electronic data containing voted ballot images. Secure storage must employ the use of numbered seals and logs that document each individual access to the voted ballots or voted ballot images, and detect inappropriate access to the secure storage. Voted ballots and voted electronic ballot images must remain in secure storage except during processing, duplication, resolution, inspection by the canvassing board, or tabulation.
• Immediately after tabulation, all ballots counted are sealed in containers that identify the election and retained for at least 60 days or according to federal law, whichever is longer. Recounts: - Local measures are exempt from mandatory recounts. - The last day to request, and pay for a recount, is August 21, 2025 (within 2 business days of certification). The board will be notified immediately if a recount is requested. Canvass Materials: - All canvassing materials for this election will be packed for retention and given to the records manager. Retention for this election is 60 days after date of certification. Official returns will be sent to: Clallam County Fire Protection District No. 3 Certificate of Canvassing Board signed. Open Public Comment: Motion to accept minutes as written made by:
Motion second by: All in favor: Motion to adjourn made by:
Motion second by: All in favor: Meeting Adjourned at: ____ pm.
Dated at Port Townsend, Washington this 19th day of August 2025.
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___________________________________________________ Brenda Huntingford, County Auditor
__________________________________________________ Heidi Eisenhour, County Commissioner – Legislative Authority Chair __________________________________________________ Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – designated by PA