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Division of Elections Workshop . Donald L. Palmer, Director 500 South Bronough Street, Room 316 Tallahassee, Florida 32399-0250 850/245.6200 elections.myflorida.com. Lessons Learned and Frequently Asked Questions. Election Administration Municipal issues Solicitation

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Division of Elections Workshop

Donald L. Palmer, Director

500 South Bronough Street, Room 316

Tallahassee, Florida 32399-0250

850/245.6200

elections.myflorida.com


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Lessons Learned and Frequently Asked Questions

  • Election Administration

    • Municipal issues

    • Solicitation

    • Qualifying candidates

  • Voting Systems

    • Modem

    • Bilingual and Trilingual Ballots

    • Election Night Reporting

    • Reports

    • Beta Tests

  • List Maintenance

    • Felons

  • FVRS – Upgrades and Maintenance

  • UOCAVA

  • Vendor submissions for Certification 2011


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Municipal Issues

  • DOE has no authority to interpret city charters or ordinances, so requests for interpretations to you should be referred to city attorneys.

  • Reminder: In the absence of a city charter or when the ordinance provision changes the effect of the Election Code for the municipality, the Code applies to municipal elections. See s. 101.3605(1), Florida Statutes


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No Solicitation Zone

  • Lack of marking and enforcement within the 100-foot zone

  • SOEs need to ensure the 100-foot zone is clearly and properly marked and enforced

  • Precinct deputies should be alert to maintain good order at the polls


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Qualifying Candidates

  • Candidates need to ensure compliance with Resign-to-Run: Section 99.102, Florida Statutes.

  • Candidates should be referred to FAQs on the DOE website, which addresses Resign-to-Run in detail

  • Candidates need to pay close attention to financial disclosure forms (CE Forms 1 and 6). Several lawsuits originated due to incorrect reporting


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Lessons Learned - Voting Systems

  • Modem Transmission

    • Verify the phone line is an analog line or a filtered digital line – connecting modem to digital line could destroy the modem

    • Verify each tabulation device’s modem is working


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Lessons Learned - Voting Systems

  • Bi- or Tri-lingual ballots

    • Consider one language ballot as requested by the voter

    • Number of sheets, time to scan each sheet, and potential ADA issues may be factors to consider on approach

    • Ballot-on-Demand

    • Allow absentee ballot request by language


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Lessons Learned - Voting Systems

  • Election Night Reporting

    • Consider uploading early voting on Monday

    • Consider uploading absentee upload on Monday


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Lessons Learned - Voting Systems

  • Reports

    • Use a universal format for precinct level report based on the voting system

    • Consider using the “Election Reporting Manual” on DOS webpage - TBD

      • Topics:

        • Before an Election: System acquisition

        • Pre-Election: L&A, election database

        • Election Night: export file

        • Post-Elections: certified elections database, precinct level results, over/under vote report, conduct of elections


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Lessons Learned - Voting Systems

  • “Election Reporting Manual”

    • Items include:

      • Report description

      • Requirement – statute or rule

      • Submission date – due date

      • Reason for the requirement – why doing this?

      • Forms, where applicable

      • Unique instructions based on each voting system

      • Action necessary to satisfy the requirement


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Lessons Learned – Voting Systems

  • County or county representing vendor-specific counties should consider being part of a Beta Test – before a certification event

    • Objective and subjective assessment of customer (county) desires and needs

  • BVSC will provide the certification plan to the counties before the conformance test

    • Request input for specific testing - objective assessment (not subjective)


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    Lessons Learned – List Maintenance

    • Certification Forms

      • Contact the Division with questions

      • Once agreed protocols (Rule 1S.2.041) or procedures in place, automated reports from VR vendors should streamline the process to provide this list maintenance data


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    Lessons Learned – FVRSList Maintenance

    • Transfer of Felons Files Between Counties

      • Assessment found files transferred without notice to BVRS

      • Notice to DOE/BVRS is vital to chain of custody – e-mail/fax

      • Restart clock once transferred to new county

      • Electronic process (Rule or protocols) should allow transfer and notification electronically


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    Lessons Learned – FVRS Maintenance and Upgrades

    • Significant degradation of FVRS since 2006 on number of processes – outdated records weighing down the system

      • Original limitation of the system design

      • No archiving mechanism, no limit on the growth of database

      • The lack of upgrades to Oracle and other system products due to lack of appropriate test environment

    • Performance of FVRS was sluggish, reaching redline on non-major elections and the response time to counties was becoming excessive

    • Action necessary


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    Lessons Learned – FVRS Maintenance and Upgrades

    • Maintenance and upgrades necessary to resolve the aforementioned issues

      • Ensure that system was available, timely responsive and functions appropriately daily and leading up to Election Day.

    • While maintenance schedule set earlier in year, the last maintenance weekend was set within 30 days of Election, no significant difference from previous main window on similar issues.


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    Lessons Learned – FVRS Maintenance and Upgrades

    • Goal of upgrades has been and continues to be:

      • Improve the performance of system and allow for continuity and functionality for SOEs during FVRS down time and minimal impact on counties during maintenance windows.

      • Provide increased functionality while maintenance is occurring on system including: voter look up and other functions such as voter history, elections, street segment information, sending of batch files, synchronization process continuation, and in the future, voter updates.


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    Lessons Learned: FVRS Maintenance and Upgrades

    • Transparency of maintenance windows – dates available

    • Conference calls with voter registration vendors on work and upgrades that may impact counties

    • No upgrades within 60-day window, prior to the 45 days window for overseas ballots – risk benefit analysis

    • 1Q (2011): continued improvements culminating in planned maintenance window from 11-20 March (5 working days) for continued upgrades

    • Post March 2011 maintenance windows – continue to reduce the impact on counties or reduce non-availability of FVRS resources during down times or maintenance windows


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    Voting Systems 2011 – ES&S

    • 1Q Testing and Certification DS200 firmware upgrade – ES&S application.

      • Source code review, mass ballot count, and primary/general election upload into ERM

      • The Lab for EAC currently testing almost complete

    • Summer 2011 – ES&S Unity 5.0 Electionware post EAC testing in June/July

      • Recommend Florida county(ies) and ES&S conduct BETA test prior to Florida certification event and before the end of federal testing.


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    Voting Systems: Issues ahead

    • UOCAVA

      • Electronic ballot access (and transmission) of voter marked ballots

        • FAX – plain text

        • Email – plain text

        • Secure Remote Electronic Access (Encrypted ballot)

          • County or Vendor will produce cryptography access and key management

            • Kiosk based system

            • PC based system


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    Voting Systems 2011- Dominion

    • Application for Dominion Democracy Suite – Image Cast precinct tabulator and Image Cast Central high speed tabulator, Gems II

    • DOE has portion of technical data package

    • Source Code review in February (TBD)

    • Expect into 2Q before testing complete

    • DOE will produce test plan to counties and allow counties to critique before testing and receive county input on any additional particulars to be tested


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