HomeMy WebLinkAbout050324A April S Draft 5.3.2024
Page | 1
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: May 3, 2024 / 1:00 pm
Location: Auditor’s Office, Jefferson County Courthouse
Purpose: Certify April 23, 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
Kate Dean, County Commissioner Legislative Authority Chair
James Kennedy, County Prosecuting Attorney
Observers Present:
___________________________________________________________________________________
___________________________________________________________________________________
__________________________________________________________________________________
Meeting called to order at ____ pm by Quinn Grewell, Election Coordinator
The Canvassing Board met May 2, 2024 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.
Page | 2
Required Notices:
- Notice of Election: Published in the Port Townsend Leader in the April 3, 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 March 16, 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 March 6, 2024.
- The Official Accessible Voting Unit (AVU) test was performed April 3, 2024.
- The Official test was performed April 4, 2024.
Ballot Count - Cumulative & Precinct Reports for the following counts:
April 23, 2024 - Election Night count.
April 25, 2024 - Additional ballots counted.
May 3, 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 4 ballots were duplicated (.004%).
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.
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. 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.
Challenged Ballots:
Challenge letters were sent to voters with instructions how to resolve the challenge. On
April 29, 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.
Page | 3
Audits:
- Manual Audit of the Ballot Tabulator
o April 25, 2024, six groups of ballots were randomly chosen to audit, totaling 62 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 – Quilcene School District No. 48, 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.
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 May 2, 2024, one day prior to certification, ALL possible areas where ballots could be were
checked again for any unprocessed ballots.
Miscellaneous:
- Replacement ballots: 15 replacement ballots were issued.
- Ballots Deposited at Drop Sites: 267 (27%)
Page | 4
Preliminary Canvassing Board Meeting
Date & Time: May 2, 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 _____ pm by Quinn Grewell, Election Coordinator.
Canvassing Board Members present:
Brenda Huntingford, County Auditor
Kate Dean, County Commissioner Legislative Authority Chair
James Kennedy, County Prosecuting Attorney
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 May 2, 2024:
(G-1) Post Marked Too Late 7
(G-2) No Signature 1
(G-3) Invalid /Suspended (informational only) 1
Questionable Signature 3
Total Ballots Referred to Canvassing Board: 12
Item # Description Accept Reject Refer to PAO
(Y/N)
1 Questionable Signature
2 Questionable Signature
3 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 May 2, 2024. These ballots, if any, will be processed
and included in the final count.
Open Public Comment:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Page | 5
Number of Challenged ballots ACCEPTED by the Canvassing Board on May 2, 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-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 May 2, 2024 to resolve ballots submitted to them adjourned
at: ______ pm.
Page | 6
Total All Mail Ballot Voters eligible for this election: 1,784 (includes 0 ACP voters, 1,631 active voters and
153 inactive voters for this election).
Total All Mail Ballots Returned as valid and reconciled with credit for voting:
1009 voters with credit for voting.
982 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 May 7, 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: Quilcene School District No. 48.
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: ______ pm.
Dated at Port Townsend, Washington this 3rd day of May 2024.
Page | 7
___________________________________________________
Brenda Huntingford, County Auditor
__________________________________________________
Kate Dean, County Commissioner Legislative Authority Chair
__________________________________________________
James Kennedy, County Prosecuting Attorney