HomeMy WebLinkAbout24 March PP DRAFT CB Meeting 3.22
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Jefferson County Canvassing Board
Brenda Huntingford, Auditor / Canvassing Board Chair
Kate Dean, 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: March 22, 2024 / 1:00 pm
Location: First Floor Conference Room (RM 160), Jefferson County Courthouse
Purpose: Certify March 12, 2024 Presidential Primary Election
(10 days after Special & PP / 14 days after Primary / 21 days after General)
Canvassing Board Members for this election:
Brenda Huntingford, County Auditor
Kate Dean, County Commissioner, 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 March 21, 2024 at 11:00 am 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.
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.
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Required Notices:
- Notice of Election: Published in the Port Townsend Leader in the February 21, 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 January 22, 2024.
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 January 19, 2024.
- The Official Accessible Voting Unit (AVU) test was performed February 26, 2024.
- The Official test was performed February 26, 2024.
o Observers present:
1. Mike Woodard – Republican Party
2. Victoria Donahue – OSOS Representative
Ballot Count - Cumulative & Precinct Reports for the following counts:
March 12, 2024 - Election Night count.
March 14, 2024 - Additional ballots counted.
March 22, 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 364 ballots were duplicated (.02%).
Reconciliation:
- Data from VoteWA and Ballot Tabulator results entered into the reconciliation form
provided by the OSOS plus the number of ballots out-stacked during pre-inspection (cross
party voting, both parties marked and unable to verify precinct) process equals the
number of voters given credit.
- 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.
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 issued precinct
ballot with their most current envelope.
o 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.
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2303(+1) 2205(-1)
2501 (-1)
Challenged Ballots:
- Modified declaration: When the voter modifies a party name or declaration of the
political party, the ballot declaration is considered unmarked and incomplete. A Missing
Signature/Party Choice form was sent to the voter.
- Missing signature or missing party mark: The political party declaration is unmarked or
the return envelope is unsigned, the ballot declaration is considered unmarked and
incomplete. A Missing Signature/Party Choice form was sent to the voter.
- Both parties marked and declaration signed: If the voter marks both political party
declarations and signed, the ballot must be referred directly to the County Canvassing
Board. A Missing Signature/Party Choice form is not sent to the voter as per WAC 434-
219-235.
For voters who did not respond to the challenge letter, a follow up phone call was made on March
18, 2024 (if phone number was available) 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 March 14, 2024, six groups of ballots were randomly chosen to audit, totaling 547 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 – President of the United States (Democratic Party)
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 2/26/2024 but it did not affect the security or the outcome
of the election as this event occurred prior to ballot processing. In this event, the
discrepancy was on our secure tabulation storage room and at this time, all equipment
inside the room was locked and sealed individually and the room was locked. To be clear,
no live ballots were in that location at that 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. 59 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 March 21, 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: 250 replacement ballots were issued.
- Ballots Deposited at Drop Sites: 5,970 (39%)
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Preliminary Canvassing Board Meeting
Date & Time: March 21, 2024 / 11:00 am
Location: First Floor Conference Room, Jefferson County Courthouse
Purpose: To make determinations on ballots referred to them.
Meeting called to order at _____am by Quinn Grewell, Election Coordinator.
Canvassing Board Members present:
Brenda Huntingford, County Auditor
Kate Dean, County Commissioner –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:
___________________________________________________________________________________
___________________________________________________________________________________
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Summary of Ballots referred to the Canvassing Board on March 21, 2024:
(G-1) Post Marked Too Late 70
(G-2) No Party, No Signature 28
(G-3) No Party 244
(G-4) Both Party Declarations Marked & Signed 1
(G-5) Empty Envelope 4
(G-6) Ballot ONLY, No Return Envelope 2
(G-7) Ballots pulled in pre-inspection for CB to Reject:
Dem declaration with cross party voting
Dem declaration with both parties voted
Rep declaration with cross party voting
Rep declaration with both parties voted
**These numbers may change during pre-inspection of ballots
accepted by the Canvassing Board. Authorization to reject
additional ballots in these four categories will be made by
phone to CB prior to certification. **
(G-8) Invalid /Suspended (informational only) 1
(G-9) Other Election (informational only) 23
(G-10) Late Transfers (Holds) (informational only) 3
CBID1 (unable to identify precinct) 1
CBID2 (unable to identify precinct) 1
2 Ballots 1 Return Envelope (WAC 434-262-031) 1
Questionable Signature 60
Total Ballots Referred to Canvassing Board: 439
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Item # Description Accept Reject Refer to PAO
(Y/N)
CBID 1 CBID1 (unable to identify precinct)
CBID 2 CBID1 (unable to identify precinct)
3 2 Ballots 1 Return Envelope (WAC 434-262-031)
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
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
45 Questionable Signature
46 Questionable Signature
47 Questionable Signature
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Item # Description Accept Reject Refer to PAO
(Y/N)
48 Questionable Signature
49 Questionable Signature
50 Questionable Signature
51 Questionable Signature
52 Questionable Signature
53 Questionable Signature
54 Questionable Signature
55 Questionable Signature
56 Questionable Signature
57 Questionable Signature
58 Questionable Signature
59 Questionable Signature
60 Questionable Signature
61 Questionable Signature
62 Questionable Signature
63 Questionable Signature
*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 3/21/2024. These ballots, if any, will be processed
and included in the final count.
Open Public Comment:
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Number of Challenged ballots ACCEPTED by the Canvassing Board on March 21, 2024, as noted
above, to be processed and included in the final count: ____
Motion to accept __ ballots and reject __ ballots as noted above (includes ____ from (G-1 - G-7):
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 March 21, 2024 to resolve ballots submitted to them adjourned
at:_____.
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Total All Mail Ballot Voters eligible for this election: 29,856 (includes 12 ACP voters, 27,528 active voters
and 2,316 inactive voters for this election).
Total All Mail Ballots Returned as valid and reconciled with credit for voting:
14,778 voters with credit for voting.
64 Ballots referred to canvassing board for rejection.
14,714 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 22 months
Recounts:
- Presidential Primary Elections are exempt from mandatory recounts.
Canvass Materials:
- All canvassing materials for this election will be packed for retention and given to the records
manager. Retention for this election is 22 months after date of certification.
Official returns will be sent to:
- Secretary of State
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:
Motion second by: All in favor:
Meeting Adjourned at:____
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Dated at Port Townsend, Washington this 22nd day of March 2024.
___________________________________________________
Brenda Huntingford, County Auditor
__________________________________________________
Kate Dean, County Commissioner Legislative Authority Chair
__________________________________________________
Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – designated by PA