Dos and Donts of Early Voting

DOs & DONTs of EARLY VOTING Michael WinnDirector of ElectionsTravis County Texas

Good afternoon! I bring you greetings from Texas! My name is Michael Winn and I am the Travis County Election Division Director. Id like to thank Ms. Judi BeauDreau for her leadership and thank you for the invitation to come and speak. I thank Judith for her friendship and I am impressed to know that there are more election officials in Ct.. Well, today we are going to talk about the Dos and donts of EV and from our discussion today, I d like to lay out to you how we came about doing EV and some of our personal experiences we encountered and some pitfalls you should avoid if you chose to move forward to adopt EV here. Travis County is Austin Texas proper and sits right in the center of Texas and no, we do not carry six shooters and ride horses to work everyday as some people might think.1Early voting is the process by which voters can vote on a single or series of days prior to an election

In Travis County, commonly referred to as the music capital of the world is a jurisdiction that has 1.3 million residents and of those, there are 604,000 registered voters. Each voting segment is called a precinct. We have 200 pcts, each pct. is comprised of approx. 3000 voters. In 1987 the Travis County Clerk saw a need for us to look at a process where we could reach out to more voters and involve the community in a process where they were active stakeholders. It appeared that EV was the answer. As everything else, it was met with skepticism and anxiety because it was new and different. Plus it meant change and of course, everyone loves change right? 2

Early voting can increase voter participation and relieve congestion of polling stations on Election day.

Since implementing EV in our jurisdiction, we have recently seen a shift in voters voting early and casting ballots on ED. 55% voters vote early, 45% voters vote on ED, not the fact we have seen a increase in voter participation and the relief of congestion at the polls on ED. This has been a trend that has continually increased with each election. It would suggest that people are becoming more comfortable with EV.3In voting, the early bird skips the linesEarly voting in person at designated polling stations during time periods prior to Election Day vary based on jurisdiction and type of election.

Should you adopt EV, be sure you are clear about the times that this process can take place. For instance, times vary depending on elections and business hours of the Clerk or Election Administrator, the law is very specific about ED hours.4What States Allow Early Voting?

As you can see this slide is interesting because it shows most of the states have adopted and moved to some form EV. Where is CT.?5Travis County TexasEarly Voting9 - 12 Days of Early Voting

17 24 EV polling locations

3-5 Mobile voting teams across a diverse geographic area

EV varies in Texas, for our jurisdiction, our breakdown of how we perform EV is something like this. EV polling locations are locations that we typically use from election to election, this is done to provide continuity and get voters accustom to going to the same place where they work, frequently shop and near major routes. We also base our analysis of our Commissioner pcts. and legislative boundaries. Mobile teams are a group of individuals who are trained to go to different locations to conduct voting depending on the election, for example they may go to recreation centers, retirement facilities, and office bldgs. We also try to have a theme for some mobile voting like State Office day, Student Day, Senior Day and so on.6Infrastructure is the key to early voting

One very important step before you can even begin to think about EV, is you have to have a good infrastructure in place. Your infrastructure will be an essential building block and it has to be tried and tested! Staffing, equipment, training processes, and sites. 7INFRASTRUCTURE

Equipment StaffingResources

Keys to providing a good infrastructure you have to include equipment, make sure you take into consideration how you will be able to continue to stay up on technology as you build your infrastructure. Staffing, how you will recruit and train your staff and poll workers, and what resources can you pull from? Will you hire all temporary workers, or will you pull staff from your respective offices?8Early voting depends on a safe and secure process

In developing your process, think about how you will convince your jurisdiction and stakeholders you have a safe and secure process. Anticipate the questions you may be asked? What is your security protocol? How will you secure your equipment while it is out in the field? How is your equipment stored in your warehouse? What testing is done to ensure the equipment is working properly? These are just a few of the questions you may be asked.9Early voting depends on procedural integrity

As always Public trust and Integrity is a key part to instill public confidence.10Controls on Accountable Voting Materials

Ballots must be secure and periodic reconciliations of accountable voting materials must take place.

It will be important to have clear written procedures that show that your processes are one of accountability and reconciliation. In Travis County, we use Hart Intercivic and we have focused on security and chain of command of the equipment. This is a picture of our brain of our system which has the flash card inside of this particular unit.11Equipment electronic poll books

Do your homework and investigate what other jurisdictions are using to create efficient workflows. The great thing about being members of other organizations such as this group, ROVAC, IACREOT, Election Center and NACRC, it allows you to network and talk with other jurisdictions and see what products are available to make your job and processes more efficient and streamlined. This is why attending trade shows is invaluable.12Equipment security

In my opinion, security will be one of the most asked question when discussing your process. Make sure you are able to address how your process is secure. Get accustomed to discussing security and procedures that include utilization of seals, chain of command documentation, and having a clear paper trail that can be recreated if anything is called into question. (Tell story of recount presentation to election committee) 13Locations Central Locations

As you work on your program development, be sure to include in your process how site locations can contribute as one of your stakeholders. In Texas we use retail locations like grocery stores, community centers, public buildings that are have been through a thorough ADA inspection process. Invite your ADA groups to be involve in the selection of your polling locations. Be sure to share with your locations that as result of them agreeing to participate as a voting location, they are susceptible to campaigns signs, maybe even protesters, Know the rules regarding how to deal with such particularly if the location is private property.14EV StaffingLonger time period of employment Staff must commit to extended hours including weekendsAdvanced, more complex training neededWorkers must be comfortable with additional skill sets & tools

When considering staffing, determine what your policy will be on recruitment of temporary staff, poll workers as far as conducting criminal background investigations, who and how you will conduct transporting of equipment, if you use of law enforcement, how can they to help enforce security and building public trust. Sell the fact that your temporary employees and staff are qualified to administer your election.15Stake Holders SupportVoters

Elected Officials

Parties

Candidates/Campaigns

Media

Be prepared to involve all of the stakeholders into your process. They can really help to add credibility to your program. Also they will be your best adversaries If you do adopt EV. Meet with your stakeholders lay out your program and be prepared to involve them in on the program, indicate to them their roles and expectations.16Candidates & Campaigns

EARLY VOTING WILL CHANGE THE WAY CANDIDATES AND PARTIES CONDUCT THEIR CAMPAIGNS

I think you will find that EV will be something that everyone will adapt easily to. Establish the rules so that everyone is clear on what they have to do to abide to while they are campaigning. Be sure to share information with all the campaigns.17Public Awareness

Social media, Radio, and television can help you greatly information very quickly. Utilize them to your advantage to get all the information out. They will be hungry for turn out numbers and be sure you are in control of your polling locations and they abide by the rules to ensure voter privacy.18COSTS

Who will pay?

Be sure to address who pays for what? In Texas, EV is paid for by the Election Administrator, and the jurisdictions that contract with the Administrators office pays for ED. That was a legislative decision. Make sure that you are involved in that decision making process. 19DOs OF EARLY VOTINGCreate an strategic implementation plan Seek community support Secure resources to cover EV costsIncrease public awarenessBuild infrastructureLearn from other states who conduct EV

So, as we wrap up lets go some final highlighted Dos and Donts20DONTs OF EARLY VOTINGRush into EV without planningConduct EV without solid infrastructureOperate without adequate resourcesForget to secure stakeholder supportFail to ask for helpReinvent the wheel

Finally, some things you dont want to do when considering EV.21Next conversation: Vote Centers

If you ask me to come back, our next conversation, vote centers, to be continued..Lets have a Rep. from each County Fairfield, Hartford, Litchfield, Middlesex, New Haven, New London, Tolland, and Windham Counties. I mentioned earlier that Austin was crowned the Music Capitol of the World Who can tell what ACL is the acronym for? 22