|
View autobiographies of candidates running for the Board: Clark, Sam P. |
|
Grand Harbor Election Committee
Ballot Tabulation
February 15, 2012
Election Committee Members:
Group Leads: (volunteers who have been involved in the entire election process)
Galen Mihm
Donna Fick
Dave Fick
Mike Kemp
Pricilla Leger
Tellers; (ballot count volunteers that have not been involved in the election process)
Michael Pierce
Barbara Clark
Linda Davis
Katherine Reddin
Gail Mihm
Ernest Leger
Mickey Wagner
Committee Chair: (oversees the entire election process)
Cathy Scott
We will be divided into 7 groups.
The Group Leads are responsible for the group they are assigned. Group assignment is determined by lottery on election night. Each group is to work independently of the others. All questions regarding a group will be directed to the Group Lead. Group leads may request clarifications from the Committee Chair at any time. Office staff may fill-in as Tellers on an as-needed basis.
We have a few volunteers who are related. Related volunteers cannot serve on the same group or related group (groups will be defined below); so if you are on Group 2a your counterpart can not be on 2a or 2b but can serve on any other group.
During tabulation volunteers cannot interact with anyone outside their group. They cannot discuss anything about the process or results with other groups, residents, candidates or the Board. Only the Board can release the results.
All Election Committee members will meet at the KOA at 5:30 on February 15, 2012
Dinner and drinks will be provided. The vendor will be Pizza Shack.
Candidates and residents will be allowed to observe, but they must stay seated along the wall near the door and may not speak among themselves or interact with committee members at any time.
INCOMING BALLOTS: (2 members plus Nancy)
Homeowners may vote on election night from 6:30-7:30
This station will be right outside the door of the ballot room
· Accept incoming ballots and pass them on to Group 1
· Nancy will check off the random number sheet (random number issues are her only function during the ballot process).
· Track down prior ballots if a person wishes to change their vote on election night
GROUP 1: (3 members, committee chair is automatically on this group)
Normal Batch:
· Take ballots from lock box
· Open and verify random number on envelope and number on ballot match
· Staple envelope to back of ballot.
· If a ballot does not have an envelope it should have the office date stamp.
· Ensure 3 clear votes for candidates, and 1 for By-Laws
· Ensure voter signature
· Place ballot in a batch of 20.
· Clip batch, assign a batch number (from batch control sheet) on the pink batch tally sheet and pass to group 2
Abnormal Ballots:
Abnormal ballots are set aside during initial run through
This would include:
o Random number on envelope does not match ballot
o Has number of candidate votes other than 3
o Missing signature
o More than one ballot in envelope
o Questionable markings
o Etc…….
Once all the normal ballots are batched, abnormal ballots are processed.
Group 1 will problem solve with each abnormal ballot.
If resolved, mark the abnormal batch box on the tally sheet if the total count will be different than 60/20.
Group Lead may need to interact with Nancy on any random number sheet issues.
The Election Committee does not have access to the random number verification sheet.
Invalid Ballot:
· A ballot that is judged to be possibly invalid is set aside by Group 1.
· After all ballots are tallied the possible invalid ballots are addressed. The Tellers are dismissed and the Group Leads will debate each ballot. Typical invalid ballots will include; missed voting deadline, missing signature or voted for more than 3 candidates, however, all ballots in this group will be scrutinized. There are 6 Group Leads and 4 votes are needed to certify a ballot as invalid.
· Group Leads will sign-off on the Review Form and if approved the ballot is included in the election night results.
· The Group Assessment is final and can NOT be overturned.
Recount:
Group 4 will forward any recounts to Group 1.
Group one will cross out the original batch number and place the new batch number next to the old.
The batch is than processed as normal.
GROUP 2a and 2b: (2 members each)
This group will tally the votes for each batch received.
During a normal batch the grand batch total should be 60/20.
· If the members agree with the totals, they sign their pink sheet.
· Write the batch number on a green tally sheet and attach it to the batch.
· Pass the batch with the green sheet attached to;
o 2a passes off to 3a
o 2b passes off to 3b
· Give the pink tally sheet to Group 4 (at NO time is group 3 to be aware of the group 2 count)
GROUP 3a and 3b: (2 members each)
This group will tally the votes for each batch received.
During a normal batch the grand batch total should be 60/20.
· If the members agree with the totals, they sign their green sheet.
· Pass the batch with the green sheet attached to Group 4
GROUP 4: (2 members)
· Once a pink and green sheet is received for the same batch, the totals are compared.
· If the totals on each independent Pink and Green sheet match; the votes are entered on the Master Tally Sheet. The Master Tally sheet is computer based for an accurate total count.
· The Green tally sheet is kept with the batch.
· The Pink tally sheet stays with the Master Count.
If the totals of the Pink and Green sheets do not match:
· The batch minus the pink and green sheets is returned to Group 1.
· Group one will cross out the original batch number and write a new number next to the old. This will give us the ability to track the number of recounts.
· A new pink tally sheet is attached and the batch is processed again from scratch
· Group 4 will destroy the first round batch total sheets.
FINAL RESULTS:
· Once Group 4 has recorded all batches the Tellers are dismissed and the Group Leads will meet to process the possible invalid ballots.
· Each ballot is scrutinized. The reason for acceptance or denial is noted on the review form and all Groups Leads sign off.
· Approved ballots are added to the Master Tally.
Once all batches/ballots are processed the Official Results form is completed and signed by each Group Lead.
It is placed in an envelope and given to the Boards Election Committee liaison (Chuck Smith).
Only the Board can reveal the results to the residents/candidates.
The Election Committee results cannot be changed/altered/questioned once the final results are released to the Board.
SUPPORT DOCUMENTATION:
· The Master Tally along with the pink batch sheets are available for review by anyone who would like confirmation of the election result.
· The batches, along with the green cover sheets and invalid ballots, are boxed. The box is taped and all Group Leads will sign across the tape creating a tamper free box.
· This box is not available to anyone unless the election results are challenged.
· Per the By-Laws the challenger must pay the POA, up front, for all expenses related to a recount. The recount must be executed at the POA office and witnessed by POA members. At NO time is the box to leave the POA, or to be opened and reviewed, without creditable witnesses.
· Recount Results:
o If the final election results are confirmed the challenger pays for the recount.
o If the final election results change the POA pays for the recount.
o A ballot recount that changes the vote count but has no effect on the final election results means the challenger pays all cost.
|