RESOLUTION NO. 161-06
A RESOLUTION AUTHORIZING A MAIL BALLOT ELECTION IN THE CITY OF GRAND JUNCTION REGULAR MUNICIPAL ELECTION ON APRIL 3, 2007, AUTHORIZING THE CITY CLERK TO SIGN THE INTERGOVERNMENTAL AGREEMENT WITH MESA COUNTY CLERK AND RECORDER AND APPROVING THE WRITTEN PLAN FOR THE CONDUCT OF A MAIL BALLOT ELECTION
RECITALS.
Pursuant to City Charter §3, the regular election for the City of Grand Junction is scheduled for April 3, 2007.
The City Council finds that conducting that election by mail ballot is the most efficient method for that election.
The City Council has designated the City Clerk as the Designated Election Official (DEO) for the special election.
The Mail Ballot Election Code, 1-7.5-101 et seq, C.R.S., specifically section 105, requires that the designated election official “shall notify the secretary of state no later than fifty-five days prior to the election. The notification shall include a proposed plan for the conducting the mail ballot election, . . .”
The Secretary of State has promulgated rules as to what is to be included in the plan.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAND JUNCTION THAT:
1. The Regular Municipal Election for the City of Grand Junction is scheduled for April 3, 2007 and will be conducted by mail ballot.
2. That the City Clerk is hereby authorized to enter into an Intergovernmental Agreement with the Mesa County Clerk and Recorder for the conduct of said election.
3. The attached “Written Plan for the Conduct of a Mail Ballot Election” is approved for the April 3, 2007 Regular Election and that the City Clerk as the Designated Election Official be directed to submit such plan to the Secretary of State.
Approved this 20th day of December, 2006.
/s/ James J. Doody President of the Council
ATTEST:
/s/ Stephanie Tuin
City Clerk
WRITTEN PLAN FOR THE CONDUCT OF A
MAIL BALLOT ELECTION
SUBMITTED BY: Stephanie Tuin, MMC, City Clerk
ELECTION ADMINISTRATOR FOR: City of Grand Junction
1. LEGAL NAME OF JURISDICTION: City of Grand Junction
2. TYPE OF JURISDICTION: A Home Rule Municipality
3. DESCRIPTION OF ELECTION TO BE HELD: Regular Municipal Election to be held on Tuesday, April 3, 2007
4. AUTHORITY TO HOLD THIS ELECTION: 31-10-101 et seq., C.R.S. and Article II, Secs. 3 through 25, City of Grand Junction Charter
5. ESTIMATED NUMBER OF ELECTORS: 27,345 active registered voters
6. NAME OF CHIEF ELECTION ADMINISTRATOR: Stephanie Tuin, City Clerk
7. COUNTY CLERK AND RECORDER WILL: (1) Assist in candidate nomination petition verification (completed in January), (2) Appoint and train all election judges and deputy clerks, (3) Prepare and mail ballot packets, including absentee ballots, (4) Receive and process all returned ballots, and (5) Count and tabulate the votes. The City Clerk has by Intergovernmental Agreement delegated and transferred to the County Clerk all power, authority and duties of a designated election official for this municipal election. In summary, the City Clerk will work with the candidates for election and certify the ballot content to the County Clerk. At that point, the County Clerk will take over responsibility for the election. The City Clerk will retain responsibility for working with the candidates on Fair Campaign Practices Act filings and candidates will still file all reports with the City Clerk. The City Clerk will resume responsibility for the election, once the votes have been tabulated.
8. NUMBER OF PLACES OF DEPOSIT: Four – see list attached as Exhibit “A”
9. IF BALLOT PACKETS ARE RETURNED AS UNDELIVERABLE: Undeliverable ballots will be tallied/recorded daily, entered as “REJECTED-UNDELIVERABLE” on the ballot distribution database, alphabetically slotted into trays marked “Undeliverable”, and secured in a locked area accessible only by clerks/election judges/deputy clerks. These ballots will not be remailed, but may be reissued to any addressee appearing in person at the Mesa County Elections Office, upon presentation of proper identification of registered elector and address.
10. HOW POSTAGE WILL BE HANDLED FOR BALLOT PACKETS RETURNED AS UNDELIVERABLE: Ballots will be mailed in accordance with both USPS and state statutory requirements, each envelope bearing “RETURN SERVICE REQUESTED”. This will guarantee return of “undeliverable” envelopes to the Mesa County Elections Office. If a new address is identified by the yellow USPS label, the Elections Office will comply with 1-2-605(5) C.R.S.
11. PROCEDURES TO BE FOLLOWED TO ENSURE COMPLIANCE WITH STATUTES AND RULES INCLUDING NAMES OF THOSE RESPONSIBLE:
a) Planning and procedural meetings will be held involving the County Clerk, the Elections Director, the Election Division staff, the City Clerk, and City Clerk staff. Title 1, Article 7.5 C.R.S. and the Secretary of State's Rules and Regulations will be reviewed and explained for implementation and administration of the State’s mail ballot process. The State Statutes and the rules and regulations will be administered under the direct supervision of Sheila Reiner, County Elections Director, and Stephanie Tuin, the City Clerk. County Election Division staff will oversee temporary staff.
b) Coordination and printing of any TABOR NOTICE will be supervised by Elections Director Shelia Reiner in accordance with Article X, Section 20(3)(b), with a mailing date no later than March 2, 2007.
c) Absentee mail ballot applications will be processed for mail distribution on the date required by law and in accordance with the appropriate regulations. County Elections staff will process and issue absentee ballots.
d) Mail ballot packages, including absentee ballots, will be prepared in accordance with the mail ballot election law and under the supervision of County Clerk Janice Rich and City Clerk Stephanie Tuin.
e) Mail ballot packages for each eligible voter will be prepared and mailed no later than March 19, 2007 to all “active voters” that did not request absentee ballots. The ballot distribution system is fully automated for issue, receipt and tracking of ballots. Mesa County Elections Director Sheila Reiner will oversee this process. See Exhibit “B”.
f) Each business day, ballot envelopes received or returned to the Elections Office will be date-stamped and tallied for recordkeeping. Each envelope will then be preliminarily verified (first verification) for completion of necessary information (including name, address, and signature) and voter eligibility. The automated pollbook will be updated daily for each ballot received, indicating by code either accepted, rejected or undeliverable. Accepted ballot envelopes will be deposited into a “dated” and sealed ballot box. Rejected or undeliverable ballot envelopes will be filed alphabetically in trays in a locked room in a secured facility. Daily receipt, coding and securing of ballots will include those collected from each of the four designated drop off locations (see Exhibit “C” – BRANCH OFFICE MAIL BALLOT ACCOUNTING). Responsible persons for this process will be Director Sheila Reiner and employees of the County Elections Division Office.
g) The official verification of ballots may begin on Saturday, March 24, 2007. Ballot boxes representing each day’s receipt of accepted ballots shall be opened, the envelopes slit, and the ballot stub number in each envelope checked against the ballot number issued. If acceptable, the ballot stub shall be removed, then the secrecy envelope removed and the ballot shall be placed in a transfer case. In the event a ballot is returned without a secrecy envelope (see Exhibit “I”), secrecies will be readily available for the election judge to enclose the ballot before removing it from the envelope. All transfer cases will be sealed, numbers recorded and stored in a secured facility. County Elections Director Sheila Reiner will oversee this aspect of the election.
h) The Mesa County Elections Division designated “distribution site” at the old Mesa County Courthouse will be open for issue of ballots to “inactive voters”, or the reissue of ballots to those who have spoiled, lost, moved, or for some reason did not receive a ballot for the period of 25 days prior to the election, beginning on Monday, March 12, 2007, and each business day thereafter from 8:00 a.m. to 5:00 p.m. through Monday April 2, 2007 and on Election Day, April 3, 2007 from 7:00 a.m. until 7:00 p.m. Anytime that a replacement ballot is issued, or a ballot is issued to an “inactive voter”, a REQUEST FOR BALLOT/REPLACEMENT BALLOT, or substantially-like form (see Exhibit “D”) sworn statement must be completed, with signatures gathered either in person at the County Elections Office or through the mail. Reissue ballots, or ballots issued to “inactive voters” through the mail will only be issued once a sworn statement has been received in accordance with 1-7.5-107(3)(d)(II) C.R.S.
i) Mesa County Elections Office has flagged voters in compliance with SOS Rule 30.6, and SOS Rule 2.3. Envelopes of voters that are flagged as ID required in the voter registration system will have stamped clearly upon the front of their envelope the words “ID REQUIRED”. In addition to their envelope being stamped the ID required voters will also receive an additional insert in their mail ballot packet. See Exhibit “J”.
12. DESCRIBE PROCEDURES TO ENSURE BALLOT SECURITY:
a) Ballot packages are prepared and stored in secured facilities by Election Division staff. Ballot packages are delivered to the mail handler where Election Division staff use equipment to seal the ballot packages. The packages are then processed in accordance with USPS regulations and state statutory provisions.
b) Ballots, including pre-distribution and non-issued, will be kept in locked rooms on secured premises at all times. All election materials, ballots, ballot boxes, transfer cases and computers will be monitored during utilization by election judges and deputy clerks and placed under locked security each night. The area used for ballot processing adjoins the existing Elections Office, and Mesa County provides regular security. Only four keys to the critical ballot and materials areas exist, and those are held by election supervisors. All empty ballot boxes and transfer cases will be witnessed before and during both sealings (first and second verifications), including the recording of seal numbers.
c) Ballots will be coded according to district for reporting purposes. There is only a single ballot type for this election so no coding is necessary for the ballot itself.
d) At each drop off site (see Exhibit “A”) there will be a locked ballot box. Each day any ballot boxes containing returned ballots will be delivered to the Mesa County Elections Office by sworn election staff.
e) All employees and election judges will be sworn in, affirming their adherence to the election statutes, rules and procedures. Observers (or watchers) will need to present completed forms, and the secured area is not accessible to the cleaning staff during the period of March 9th through April 4th. A sworn law enforcement officer will provide security services at the courthouse when ballots are ready for tabulation, and a security officer will be on the courthouse premises throughout the evening until all ballots have been counted and stored in the vault.
13. DESCRIBE THE PROCEDURES FOR SIGNATURE VERIFICATION: The very day each ballot envelope is received (initial verification), it will be verified for name, address and the presence of a signature. If any of the foregoing information does not correspond to the ballot issue record or if all information is not provided, the ballot will be rejected for discrepancies. The rejection will be coded on the automated pollbook and the envelope placed in alphabetical order in the “REJECTED” tray, which will be stored in the adjoining, secured facility. Periodic checks of signatures on record will be performed to ensure the integrity of the mail ballot election in the City of Grand Junction.
14. DESCRIBE THE PROCEDURES TO ENSURE SECRECY OF BALLOTS: A secrecy envelope will be enclosed with each ballot mailed to all active voters on or before March 19, 2007. The Voter Instructions will specifically ask voters to place the voted ballot in a secrecy envelope when returning the ballot. Ballots initially received are left in sealed envelopes until the final verification. At the time of final verification, when ballot stubs are removed, each election judge will have secrecy envelopes (Exhibit “I”) to slip around any ballot (while it’s still in the envelope) in the event the voter did not place his/her voted ballot in the secrecy envelope. Ballots rejected with the stub still attached will be alphabetized and locked away nightly. Every deputy clerk and election judge will be thoroughly trained on the vital importance and necessity of ballot security.
15. DESCRIBE THE PROCEDURE TO RECONCILE BALLOTS ISSUED, BALLOTS RECEIVED, DEFECTIVE BALLOTS AND SUBSTITUTE BALLOTS:
Reconciliation will occur daily for every ballot issued and every ballot received using forms substantially like the DAILY RECONCILIATION FORM (see Exhibit “E”) and the DAILY RUNNING TOTAL (See Exhibit “F”). Reconciliation will be automated as well as manual, and each day’s current status will be available by 9 am the following morning. A form substantially like the FINAL DISPOSITION OF MAIL BALLOT ELECTION (see Exhibit “G”) will reflect the number of ballots issued and reissued, less the number of ballots accepted, less the number rejected, less the number undeliverable, less the number of ballots returned after the deadline and/or never returned, which will equal the total number of ballots issued. Additionally, a STATEMENT OF BALLOTS (see Exhibit “H”) will be placed in each sealed transfer case to assure verification with tabulation and the canvass board. Many safeguards have been built into the procedures; and yet the ability to immediately explain and /or access any ballot discrepancy will exist. Computer printouts will be compared daily to written copies to ensure tracking accuracy. The Elections Division of Mesa County is hereby authorized to use other forms to capture the same information as included on the example forms attached to this plan, as they deem appropriate.
DATE OF SUBMISSION:
ELECTION OFFICIAL SIGNATURE:
TITLE: City Clerk/DEO
TIMETABLE ENCLOSED
TIMETABLE
For the conduct of a Mail Ballot Election
(Rule 12.3.3.b)
Please indicate dates by which each item will be completed
12/20/06 Written Plan submitted to governing body. Rule 12.3.2
12/20/06 Election approved by governing body. Rule 12.3.3b
no later than
02/07/07 Submission of written plan to Secretary of 1-7.5-105(1)
State (55 days prior to election) Rule 12.3.2
02/22/07 Last date for approval by Secretary of 1-7.5-105(2)
State (15 days after receipt in Secretary
of State’s office)
02/22/07 Registration records ordered by designated 1-5-303(1)
election official from County Clerk and Recorder
(at least 40 days prior to election)
03/02/07 List of electors submitted to election official 1-7.5-107(2)(a)
(at least 30 days prior to election)
03/05/07 Close of registration (29 days prior) 1-2-201(3)
03/09/07
through
03/19/07 Ballots mailed (not sooner than 25 days and 1-7.5-107(3)(a)
no later than 15 days prior)
03/09/07 Ballots available at election official’s office 1-7.5-107(3)(c)
(no sooner than 25 days prior)
03/14/07 Notice of election to electorate (at least 1-5-205(2)
20 days prior) with copy to County Clerk 1-7.5-107(2.5)
03/14/07 Notice of election to County Clerk & Recorder Rule 12.3.1a
NA Notice of election to County Assessor 1-5-304
03/14/07 Publish Notice of Election 1-7.5-107(2.5)(a)
03/14/07 Supplemental list of electors submitted 1-7.5-107(2)(b)
(at least 20 days prior)
03/24/07 Verification of ballot numbers to pollbook 1-7.5-107.5
(may begin at any time during the 10 days before)
04/03/07 Election day 31-10-108
City Charter, §3
04/05/07 Canvass dates/certification issued City Charter, §25
(canvass no later than 2 days after the election) Rule 12.12
Exhibit “A”
PLACES TO DEPOSIT MAIL BALLOTS
City Clerk’s Office
City Hall
250 N. 5th Street
Grand Junction, Co. 81501
Mesa County Elections Office
Old Mesa County Courthouse
544 Rood Avenue
Grand Junction, Co. 81501
Mesa County Clerk’s Office (Motor Vehicle Division)
Mesa Mall
2424 Hwy 6 & 50, #414
Grand Junction, Co. 81505
Orchard Mesa County Clerk's Branch
Mesa County Fairgrounds
2775 Hwy 50
Grand Junction, Co. 81503
EXHIBIT “B”
EXHIBIT “C"
BRANCH OFFICE MAIL BALLOT ACCOUNTING
April 3, 2007 Regular Municipal Election
Branch Location: Date
Seal Number: Judge’s signature:
Total ballots received
Received by
EXHIBIT “D"
Request for Ballot Original ballot number
April 3, 2007 Replacement number
Date
I , registered elector of the City of Grand Junction
at
Residence Address City/Town Zip
Request a ballot for the April 3, 2007 Regular Municipal Election for the following reason(s) (circle as applicable):
I was not issued a ballot due to eligibility (Voter record shown as inactive)
REQUEST FOR REPLACEMENT BALLOT
I have not as of this date received the ballot packet mailed to me
The ballot I received was destroyed or marked incorrectly
I have not voted a ballot issued for this election and I do not intend to vote except by voting this replacement ballot.
The original ballot issued me will not be cast and if the original and the replacement ballot are cast, neither will be counted in this election.
I understand that this sworn statement must be included in the return verification envelope with the marked ballot and must be received by 7:00 p.m. on Election Day for this replacement ballot to be counted.
SIGN Date of Birth
HERE
STATE OF COLORADO, COUNTY OF MESA, SS:
SUBSCRIBED AND SWORN BEFORE ME THIS DAY OF , 2007.
Clerk/Deputy/Notary
(Seal)
My Commission expires
Exhibit “E”
CITY OF GRAND JUNCTION
JUDGES DAILY RECONCILIATION OF MAIL BALLOTS
, 200_ ELECTION
____________
(Date)
1. Total number of ballots received
Information on return envelope verified Yes No
2. Less number ballots rejected in first verification
-insufficient information on return verification envelope
3. Less number ballots rejected in second verification
-ballot number does not match poll book
4. Equals total number ballots approved for final
1-2-3 = 4
Spoiled ____ Undeliverable ____ Rejected Ballots: Incomplete _______ 2nd Rejected:
Signature _______ No Stub ______
Damaged _______ Unmatched ______
Total rejected ballots _______ Total 2nd Rejected _____
Hand count ___________ Judge's Int _______
Electronic count ___________ Judge's Int _______
Seal Number ___________ Judges Signature
_________________________
_________________________
Seal Number _________ Judge's Signature
Date of reseal __________ _________________________
EXHIBIT “F”
CITY OF GRAND JUNCTION
DAILY RUNNING TOTAL
_______________, 200__ ELECTION
Received Date
Daily:
Number of Original Mailings
Number of spoiled Ballots
Number of ballots reissued / issued late
Number of ballots received
Number of ballots approved for final count
Total:
1. Number of Original Mailings
2. Number of ballots reissued / issued late
3. Number of ballots spoiled
Total ballots issued 1+2-3=
Total of ballots received
Total rejected ballots
Total Spoiled:
Total Undeliverable:
Total of ballots approved for final count
EXHIBIT “G”
CITY OF GRAND JUNCTION
FINAL DISPOSITION OF MAIL BALLOT ELECTION
______________, 200__ ELECTION
ISSUED:
REISSUED:
ACCEPTED:
REJECTED:
SPOILED
INCOMPLETE
DAMAGED
SIGNATURE
UNMATCHED
NO STUB
UNDELIVERABLE
RETURNED AFTER DEADLINE
NEVER RETURNED
EXHIBIT “H"
STATEMENT OF BALLOTS
MAIL BALLOT ELECTION
April 3, 2007
CITY OF GRAND JUNCTION, MESA COUNTY, COLORADO
DATE OF BALLOT RECEIPT
NUMBER OF BALLOTS RECEIVED
NUMBER OF BALLOTS IN THIS TRANSFER CASE
TRANSFER CASE FOR THIS DAY’S RECEIPTS OF
SEAL #
JUDGES SIGNATURES
TEAMWORK COUNT
Exhibit “I”
