HomeMy WebLinkAbout022324A S DRAFT Cb Meeting Agenda 2.23
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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: February 23, 2024 / 1:00 pm
Location: Auditor’s Office, Jefferson County Courthouse
Purpose: Certify February 13, 2024 Special 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 County Legislative Authority Chair
Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – Designated by PA
Observers Present:
___________________________________________________________________________________
___________________________________________________________________________________
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Meeting called to order at ____ by Quinn Grewell, Election Coordinator
The Canvassing Board met February 22, 2024 at 12:00 pm to resolve challenged ballot issues in
preparation for today’s certification. See page 5 & 6.
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 January 24, 2024 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 December 26, 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 December 27, 2023.
- The Official Accessible Voting Unit (AVU) test was performed January 17, 2024.
- The Official test was performed January 18, 2024.
Ballot Count - Cumulative & Precinct Reports for the following counts:
February 13, 2024 - Election Night count.
February 15, 2024 - Additional ballots counted.
February 20, 2024 - Additional ballots counted.
February 23, 2024 - 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 63 ballots were duplicated (1%).
Reconciliation:
- Data from VoteWA and Ballot Tabulator results entered into the reconciliation form
provided by the OSOS showed 1 discrepancy. This discrepancy is explainable as one
ballot return envelope was returned with no ballot inside, this was not discovered until
after the envelope was removed from processing because, the voter returned the insert in
the security sleeve rather than the ballot.
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- 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).
o The total number of ballots tabulated on this report has one less than the number
of ballots accepted and given credit for in VoteWA. This is the same explainable
discrepancy as listed above.
- 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.
o One precinct will not balance because of the empty envelope what was given
credit for voting.
Challenged Ballots:
Challenge letters were sent to voters with instructions how to resolve the challenge. On February
16, 2024, 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 February 15, 2024, six groups of ballots were randomly chosen to audit, totaling 358
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 – Chimacum School District No. 49, Proposition 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 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. 66 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 February 22, 2024, 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: 78 replacement ballots were issued.
- Ballots Deposited at Drop Sites: 1,640 (26%).
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Preliminary Canvassing Board Meeting
Date & Time: February 22, 2024 / 12:00 pm
Location: Auditor’s Office, Jefferson County Courthouse
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
Heidi Eisenhour, County Commissioner – Designated by 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 February 22, 2024:
(G-1) Post Marked Too Late 32
(G-2) No Signature 29
(G-3) Invalid /Suspended (informational only) 2
(G-4) Miscellaneous (informational only) 1
Questionable Signature 23
Total Ballots Referred to Canvassing Board: 84
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
9 Questionable Signature
10 Questionable Signature
11 Questionable Signature
12 Questionable Signature
13 Questionable Signature
14 Questionable Signature
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Item # Description Accept Reject Refer to PAO
(Y/N)
15 Questionable Signature
16 Questionable Signature
17 Questionable Signature
18 Questionable Signature
19 Questionable Signature
20 Questionable Signature
21 Questionable Signature
22 Questionable Signature
23 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 2/22/2024. 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 February 22, 2024, as noted
above, to be processed and included in the final count: __
Motion to accept ___ ballots and reject ___ ballots as noted above (includes 96 from (G-1 - G-2):
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:
Motion made by:
Motion second by:
All in favor:
Canvassing Board Meeting February 22, 2024 to resolve ballots submitted to them adjourned
at:
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Total All Mail Ballot Voters eligible for this election: 29,959 (includes 12 ACP voters, 27,694 active voters
and 2,253 inactive voters for this election).
Total All Mail Ballots Returned as valid and reconciled with credit for voting:
6,065 voters with credit for voting.
6,604 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 individuals
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 February 27, 2024 (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: Queets-Clearwater School District No. 20, Brinnon School District No.
46, Quilcene School District No. 48 and Chimacum School District No. 49.
Certificate of Canvassing Board signed.
Open Public Comment:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
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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:
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Motion second by: All in favor:
Meeting Adjourned at:
Dated at Port Townsend, Washington this 23rd day of February 2024.
___________________________________________________
Brenda Huntingford, County Auditor
__________________________________________________
Heidi Eisenhour, County Commissioner – Legislative Authority Chair
__________________________________________________
Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – designated by PA