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10-03-11 Town Council Packets(2) -rte o 4 L Rhonda Coxon (fit f/ 7C M From: Janice Vos [Janice.Vos @co.pitkin.co.us] Sent: Monday, October 03, 2011 2:54 PM To: Rhonda Coxon Subject: RE: Tonights Meeting How about I give you an outline: We scan every returned ballot envelope label into the Statewide voter registration system that is dropped off or received through the mail; voted, undeliverabies, etc. We process every ballot received each day, batch them, and seal them in a vault until they are forwarded to judges for review. When we scan a voted ballot label into the system, it will show up in each voters registration record that the ballot is received; so, individuals may go to www.pitkinvotes.org click on the orange icon, online voter registration system, and verify that we received the ballot Before we proceed with processing ballots, we must balance the ballots received and sealed in canisters in the a vault with the ballots scanned into the system; this assures judges are processing all ballots received in the clerk's office. Each envelope has a signature on the outside of the ballot; the voter affidavit attests `I state under penalty of perjury that I am an eligible elector; that my signature and name are as shown on this envelope; that I have not and will not cast any vote in this election except by the enclosed ballot; and that my ballot is enclosed in accord with the provisions of the "Uniform Election Code of 1992.' A Republican and Democrat judge work together to review and compare the signature on the outside of each envelope with a signature in the statewide voter registration system. If it does not match, a letter is send to the individual to affirm the signature on the outside of the envelope. Each individual has up to eight days after the election to respond to the letter to cure the situation. We then open the ballot and verify that the ballot style, as indicated on the ballot stub, is the same as indicated on the label of the envelope. The identifying information is a ballot style number. The stub is also torn off the ballot at this step, with the voted ballot still in secrecy sleeve. If the style on the ballot stub does not match the style indicated on the envelope label, we must follow up with research to address why the individual is voting on the wrong ballot and issues, and cannot process the ballot until issue is resolved. The next step is to separate the ballot in the secrecy sleeve from the envelope. After ballots have been separated from envelopes, the ballot are separated from the secrecy sleeve. At this point there is completed anonymity, and ballots are reviewed for spills, and other markings that may interfere with the scanning of the ballot, and counted into batches of 25. Ballots are cast in batches of 25 in order to assist with accuracy in ballot counting. Final totals cannot be run or released until after 7:00pm on election night. If any of the council members wants to watch the process, they may work with us to complete the proper paperwork and watch. Let us know, we are happy to review the process with them. Call me and we can walk through it so I may answer any questions you may have. Janice From: Rhonda Coxon [mailto:RCoxon @tosv.com] Sent: Monday, October 03, 20112:22 PM To: Janice Vos Subject: RE: Tonights Meeting i 3 Y az m out IMM ag 4 1F i 5 Iwo REMIT 1 V vv c i i t YF k Y f Ao S t x k J h H f n 1 0 0 a M t Y °a--rr a�� 5 f I r D c• -N IX yy++ S o m '0 O' y A O O rZ N O o x m nOx O noy z O r 0 O pp Dmy Z O O Dino Oz ZAO z0 z GO %I D C 1. �mZX x' G A AZ 0 o CoM 30zp iz I m AA oN e r z m '0 O 1