HomeMy WebLinkAbout2023 Nov G DRAFT Cb Meeting Agenda11.28
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Jefferson County Canvassing Board
Brenda Huntingford, Auditor / Canvassing Board Chair
Greg Brotherton, 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: November 28, 2023 / 1:00 pm
Location: Auditor’s Office, Jefferson County Courthouse
Purpose: Certify November 7, 2023 General Election
(10 days after Special & PP / 14 days after Primary / 21 days after General)
Canvassing Board Members for this election:
Brenda Huntingford, County Auditor
Heidi Eisenhour, County Commissioner – designated by Legislative Authority Chair
Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – designated by PA
Observers Present:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Meeting called to order at _______ by Quinn Grewell, Election Coordinator.
The Canvassing Board met November 27, 2023 at 12:30 pm to resolve challenged ballot issues in
preparation for today’s certification. See page 5, 6 & 7.
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.
Rules of Engagement:
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.
Open Public Comment:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
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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 October 18, 2023 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 September 12, 2023.
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 September 5, 2023.
- The Official Accessible Voting Unit (AVU) test was performed October 10, 2023.
- The Official test was performed October 11, 2023.
Ballot Count - Cumulative & Precinct Reports for the following counts:
November 7, 2023 - Election Night count.
November 9, 2023 - Additional ballots counted.
November 13, 2023 - Additional ballots counted.
November 15 2023 - Additional ballots counted.
November 28, 2023 - 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 331 ballots were duplicated (3%).
Reconciliation:
- Data from VoteWA and Ballot Tabulator results entered into the reconciliation form
provided by the OSOS showed no discrepancies.
- 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).
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o The total number of ballots tabulated on this report reconciled with the number of
ballots accepted and given credit for in VoteWA.
- Precinct Table Report: Generated by our Election Reporting Module (ERM) from data
uploaded from the ballot tabulator.
o Scenario one, when giving credit for voting there is no guarantee if a voter who
move and update their registration did not use their previously issue precinct ballot
with their most current envelope. Scenario two, there is no guarantee if a voter
living at a precinct did not put their ballot into another voter’s envelope in another
precinct. All of these scenarios are logical conclusion to this discrepancy.
2203 (+2) 2303 (-2)
Challenged Ballots:
Challenge letters were sent to voters with instructions how to resolve the challenge. On
November 20, 2023, a follow up phone call (if phone number was available) was made to those
voters who did not sign their declaration or if the ballot signature did not match the voter
registration. 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 November 9, six groups of ballots were randomly chosen to audit, totaling 635 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 Quinn Grewell, Election Coordinator, and Sandi
Eldridge, Voter Registration Coordinator. The ballots were audited for one issue
on the ballot – Port of Port Townsend, Commissioner District 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
o A discrepancy was detected on 10/16/2023 but it did not affect the security or the
outcome of the election as this even occurred prior to ballots being mail out on
10/18/2023. In this event, the discrepancy was on our secure turret storage room and at
this time, only blank ballot return envelope stock and blank outgoing envelope stock were
secured in this room. To be clear, no live ballots were in our custody at this time and the
door remained locked but, in error the door was not secured with a seal.
- Election Audit Event Report
o This audit event report lists all events, descriptions, timestamps, user ID, and modules for
ballot adjudication. 415 Ballots were adjudicated for this election.
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 November 27, 2023, one day prior to certification, ALL possible areas where ballots could be
were checked again for any unprocessed ballots.
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Miscellaneous:
- Replacement ballots: 420 replacement ballots were issued.
- Ballots Deposited at Drop Sites: 5,494 (44%).
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Preliminary Canvassing Board Meeting, November 27, 2023.
Purpose: To make determinations on ballots referred to them.
Meeting called to order at ______ by Quinn Grewell, Election Coordinator.
Canvassing Board Members present:
Brenda Huntingford, County Auditor
Greg Brotherton, County Legislative Authority Chair
Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – designated by PA
Rules of Engagement:
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 November 27, 2023:
(G-1) Post Marked Too Late 49
(G-2) No Signature 46
(G-3) Empty Envelope 2
(G-4) Invalid / Suspended (informational only)
(G-5) Miscellaneous (informational only)
Voter Intent (to be determined) 1
Questionable Signature 43
Total Ballots Referred to Canvassing Board:
Item # Description Accept Reject Refer to PAO
(Y/N)
1 Voter Intent (to be determine)
2 Questionable Signature
3 Questionable Signature
4 Questionable Signature
5 Questionable Signature
6 Questionable Signature
7 Questionable Signature
8 Questionable Signature
9 Questionable Signature
10 Questionable Signature
11 Questionable Signature
12 Questionable Signature
13 Questionable Signature
14 Questionable Signature
15 Questionable Signature
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Item # Description Accept Reject Refer to PAO
(Y/N)
16 Questionable Signature
17 Questionable Signature
18 Questionable Signature
19 Questionable Signature
20 Questionable Signature
21 Questionable Signature
22 Questionable Signature
23 Questionable Signature
24 Questionable Signature
25 Questionable Signature
26 Questionable Signature
27 Questionable Signature
28 Questionable Signature
29 Questionable Signature
30 Questionable Signature
31 Questionable Signature
32 Questionable Signature
33 Questionable Signature
34 Questionable Signature
35 Questionable Signature
36 Questionable Signature
37 Questionable Signature
38 Questionable Signature
39 Questionable Signature
40 Questionable Signature
41 Questionable Signature
42 Questionable Signature
43 Questionable Signature
44 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 11/27/2023. 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 November 27, 2023, as noted
above, to be processed and included in the final count: __
Motion to accept __ballot and reject ___ ballots as noted above (includes from (G-1 - G-5):
Motion made by:
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Motion second by:
All in favor:
All ballots referred to the Canvassing Board will be packed in the retention box.
Motion to adjourn:
Motion made by:
Motion second by:
All in favor:
Canvassing Board Meeting November 27, 2023 to resolve ballots submitted to them adjourned
at:
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Total All Mail Ballot Voters eligible for this election: 26,133 (includes 10 ACP voters, 24,499 active voters
and 1,624 inactive voters for this election).
Total All Mail Ballots Returned as valid and reconciled with credit for voting:
12,205 voters with credit for voting.
12,205 ballots counted.
Other Canvassing Items Include:
All correspondence pertaining to this election.
Security:
All materials for canvassing this election, including all voted ballots, spoiled ballots and
declaration envelopes, were secured with a numbered seal. They will remain in secure storage
until the law allows them to be packed for retention (5 days after certification).
Recounts:
- Local measures are exempt from mandatory recounts.
- The last day to request, and pay for a recount, is November 30, 2023 (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: Port Townsend Transportation Benefit District
Certificate of Canvassing Board signed.
Open Public Comment:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
These minutes shall be open to public inspection. RCW 42.32.030
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:
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Dated at Port Townsend, Washington this 28th day of November 2023.
___________________________________________________
Brenda Huntingford, County Auditor
__________________________________________________
Heidi Eisenhour, County Commissioner – designated by Legislative Authority Chair
__________________________________________________
Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – designated by PA