HomeMy WebLinkAbout2024 Aug P Draft 8.20 Meeting
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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: August 20, 2024 / 1:00 pm
Location: First Floor Conference Room (RM 160), Jefferson County Courthouse
Purpose: Certify August 6, 2024 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:
Meeting called to order at ___ pm by Quinn Grewell, Election Coordinator
The Canvassing Board met August 19, 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:
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.
- Oaths for Personnel: Securing election materials. Given and retained for this election.
Required Notices:
- Notice of Election: Published in the Port Townsend Leader in the July 17, 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 of Logic & Accuracy Test to Candidates: Sent via mail on June 4, 2024.
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- Notice to Political Parties: Sent via email on June 3, 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 June 6, 2024.
- The Official Accessible Voting Unit (AVU) test was performed July 2, 2024.
o Observers Present:
1. Cynthia Graves
- The Official test was performed July 3, 2024.
o Observers present:
1. Lisa Farr – Republican Party
2. Lisa Tuerk – OSOS Representative
Ballot Count - Cumulative & Precinct Reports for the following counts:
August 6, 2024 - Election Night count.
August 7, 2024 - Additional ballots counted.
August 8, 2024 - Additional ballots counted.
August 12,2024 - Additional ballots counted.
August 15,2024 - Additional ballots counted.
August 20, 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 423 ballots were duplicated (3%).
Reconciliation:
- Data from VoteWA and Ballot Tabulator results entered into the reconciliation form
provided by the OSOS reconciles with number of ballots received and accepted.
- 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 For this election, we received two ballots that were voted but only partially intact.
As these were only partial ballots, the precinct was unidentifiable but the voter
intent was clear. Under direction of the Canvassing Board, in order to tabulate
these ballots, they were duplicated onto the first precinct within the county 1101.
These being secret ballots, the voters got credit for voting within the precinct that
they live and the ballots got tabulated to precinct 1101 thus causing a potential
overage in 1101.
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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.
1105 (-1) 1106(+1)
2401(-1) 2302(+1)
Challenged Ballots:
All challenge ballots received a first and second review by signature verification staff. For voters
who had a ballot that remained in the challenged status after the second review, these voters
were notified by first-class mail and, if a phone number or email address on file for a voter, by
telephone, text message, and email, and advise on the procedure for curing the challenge within
3 days of a challenge status.
For voters who did not resolve the challenge, a follow up letter, phone call, text message and
email were made on August 13, 2024 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 (6-batch Audit)
o August 8, 2024, six groups of ballots were randomly chosen to audit, totaling 1016 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 – Commissioner of Public Lands
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;
Discrepancies were detected and corrected prior to tabulation.
- Seal log Audit
o No discrepancies were detected.
- Random Compliance Check (RCC)
o Statewide random compliance check of ballots with a challenge status of “Signature Does
Not Match”. Three (3) random Jefferson County ballots were selected by the Secretary of
State to be reviewed by a 3rd staff member that is trained in signature verification that did
not complete the first 2 reviews of the signature.
- Election Audit Event Report
o This audit event report lists all events, descriptions, timestamps, user ID, and modules for
ballot adjudication. 939 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 August 19, 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: 334 replacement ballots were issued.
- Ballots Deposited at Drop Sites: 7,744 (48%)
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Preliminary Canvassing Board Meeting
Date & Time: August 19, 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:
_________________________________________________________________________________
Summary of Ballots referred to the Canvassing Board on August 19, 2024:
(G-1) Post Marked Too Late 117
(G-2) No Signature 34
(G-3) Empty Envelope 2
(G-4) Invalid /Suspended (informational only)
(G-5) Other Election (informational only)
(G-6) Late Transfers (Holds) (informational only, included in reconciliation
report)
Questionable Signature 44
Total Ballots Referred to Canvassing Board:
Group Item #’s
G-1 Post Marked Too Late Authorization to reject:
G-2 No Signature Authorization to reject:
G-3 Empty Envelope Authorization to reject:
Item # Description Accept Reject Refer to PAO
(Y/N)
1
2 Questionable Signature
3 Questionable Signature
4 Questionable Signature
5 Questionable Signature
6 Questionable Signature
7 Questionable Signature
8 Questionable Signature
9 Questionable Signature
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Item # Description Accept Reject Refer to PAO
(Y/N)
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
*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 8/19/2024. 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 August 19, 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-6):
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 August 19, 2024 to resolve ballots submitted to them adjourned
at: ___.
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Total All Mail Ballot Voters eligible for this election: 29,827 (includes 12 ACP voters, 27,447 active voters
and 2,368 inactive voters for this election).
Total All Mail Ballots Returned as valid and reconciled with credit for voting:
14,880 voters with credit for voting.
65 Ballots referred to canvassing board for rejection.
14,815 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:
- The last day to request, and pay for a recount, is August 22, 2024 (within 2 business days of
certification). The board will be notified immediately if a recount is requested.
- Mandatory Machine state recount required for Commissioner of Public Lands.
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:
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:
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Meeting Adjourned at:
Dated at Port Townsend, Washington this 20th day of August 2024.
___________________________________________________
Brenda Huntingford, County Auditor
__________________________________________________
Kate Dean, County Commissioner Legislative Authority Chair
__________________________________________________
Philip Hunsucker, Civil Deputy, County Prosecuting Attorney – designated by PA