GEARING UP FOR 2016 ELECTION CYCLE ADMINISTRATION UPDATE

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1 GEARING UP FOR 2016 ELECTION CYCLE ADMINISTRATION UPDATE FSASE W INTER CONFERENCE- D ECEMBER 7, 2015 Maria Matthews, Director Gary Holland, Assistant Director Division of Elections Secretary of State Ken Detzner

2 Director s Office 2

3 Publications/Website/Forms Recently revised Election Dates to Remember (last updated ) Handbooks (campaign, qualifying) Reference Guides Minority Language Guideliness, Polling Place Accessibility In Progress SOE Guide to Reports Accessibility Training Powerpoint Accessibility Notice Poster NVRA Training for SOE Trainers 3

4 U.S. Election Assistance Commission Federal non-regulatory agency mandated by HAVA Reconstitution of EAC Standards Board (100 + board) o State/county representatives: Maria Matthews and Paul Lux o Duties: o o o Presents views on federal election administration Formulates recommendations to the EAC Receives updates on EAC activities such as Voluntary Voting Systems Guidelines Upcoming opportunities to participate in telephone conferences/webinars regarding development of voting system standards from Technical Guidelines Development Committee(TGDC) and Voting System Standards Committee kickoff was on November 18 4

5 Congressional Redistricting Florida Supreme Court final decision on maps Trial court order (pro forma) expected no later than December 9, 2015 Implementation for 2016 PPP which requires reporting by congressional districts for party convention delegate assignments Boundary files including shapefiles will be provided by Florida Legislature (actually already provided on website) DOS in coordination to get those to counties once order entered Initiative petitions guidance forthcoming 5

6 Workshops/Training NVRA training workshops for Voter Registration Agencies and updates of training materials FSASE Canvassing Board Workshop (January 14-15; Orange County) SOE Monthly Calls (September 2015 October 2016) FSASE Summer Conference, 2016 (Pasco County) SOS site visit to counties before 2016 PPP (CLA, DAD, DUV, FLA, HAR, HIG, PUT, and before 2016 PE (including but not to BRO, LEE, PAL) 6

7 HAVA Funds for Election Administration Activities Existing HAVA balances at county level 2011 HHS Funds Polling Place Accessibility ($681K) HAVA FEA Funds $3M HAVE FEA Funds (proposed $4M) for Presidential Election Year 7

8 Bureau of Election Records 8

9 Bureau of Voting System Certification 9

10 Rules R1S Minimum Security Procedures Rule R Uniform Ballot Rules R1S Absentee Ballot Requests and Early Voting R1S Post-election reports including XML Results Reporting (subject of different presentation) 10

11 Current or Anticipated Applications Clear Audit (pending) ES&S EVS (anticipated in late March) Democracy Live (pending) 11

12 Staff Prep for Travel for PPP, PE and GE 2016 L&A testing Early voting Election day 12

13 Pending Applications for Certifications/Approvals Democracy Live Live Ballot version 3.0 BVSC has requested more information regarding pending application Clear Ballot- Clear Audit Application submitted on June 8, 2015 Request for approval for upgrade to interim approved ClearAudit (for use until January 1, 2016) ES&S EVS (anticipated in late March 2016) 13

14 Escambia Escambia Santa Rosa Okaloosa Holmes Jackson Walton Washington Bay Calhoun Gulf Gadsden Leon Liberty Wakulla Franklin Jefferson Madison Hamilton Suwannee Taylor Lafayette Baker Columbia Union Bradford Nassau Duval Clay St. Johns Dixie Gilchrist Alachua Putnam Levy Flagler Marion Volusia Volusia Citrus Lake Voting Systems by Vendor Hernando Sumter Seminole Orange Brevard 18 Dominion - GEMS 9 Dominion - Democracy Suites 2 Dominion - WinEDS 13 ES&S - EVS 24 ES&S - Unity 1 ES&S - GEMS 67 Counties Pasco Hillsborough Manatee Sarasota Polk Hardee DeSoto Charlotte Lee Osceola Indian River Okeechobee St. Lucie Highlands Martin Glades Palm Beach Hendry Collier Broward Last Revised: November 20, 2015 Monroe Dade

15 Bureau of Voter Registration Services 15

16 Address List Maintenance Section , F.S. Bi-ennial Program -Odd-numbered years (minimum) Use one or more of the following procedures: o USPS address change information o Mail out to all registered voters in the county (nonforwardable return-if-undeliverable mail) and/or o Mail out to all registered voters who have not voted in the last 2 years and who did not make a written request that their registration records be updated during that time (use returned nonforwardable return-if-undeliverable address confirmation requests) 90-day window before PPP to complete is December 16 16

17 Accounting-Eligibility and Address Records Maintenance Bi-annual 6-month certification of activities reports (due June 30 and January 31 every yeardocuments SOEs maintenance record activities relating to address changes, updates and requests for confirmations, and eligibility) NEXT DUE DATE: January 31, 2016

18 Quality Control/Auditing- Eligibility Records BVRS aged felon and deceased reports (monthly) o FDLE felon match files more than 120 days old in which has taken no action o DOH/BVS and SSA deceased matched files more than 7 days old in which county has take no action o Work the files and contact BVRS if county did not get notice of file. 18

19 Quality Control/Record Auditing Quarterly Reports Incomplete voter status for 2 + years Voters with an age for potential date of birth input error or deceased status Voters with future registration dates and registration dates before 01/01/1900 SSN data input error (e.g., SSN appears as or a five digit SSN Voter information records with the word NONE in first, last or both name fields Voters who had protected records to ascertain if protected flag was erroneously removed 19

20 Auditing-Eligibility Records Move-in and move-outs of potential felons that BVSC has sent county: o If potential ineligible file originated from BVRS, contact BVRS so match can be re-evaluated for continuing validity. If still valid, BVRS will be re-assigned to the new county of residence. Do not transfer file yourself. o If you created the potential ineligible file, then you MUST notify the new county and coordinate transfer of file. Do not involve BVRS. 20

21 FVRS Modernization Project Hardware Refresh Software Refresh Online Voter Registration Application 21

22 Hardware Refresh March-July 2015 Phase I Hardware install completed in July 2015 Phase II Network frame relay transition 22

23 Software Rewrite April October 2017 Includes online voter registration system Discovery phase: completed Requirements phase: in progress including continue to conduct stakeholder/interested party meetings including: o Supervisors of Elections (designated representative and county internal or external IT local system support) o DHSMV and tax collectors o Law enforcement agencies (FDLE, FDOC, US Atty Offices) o Florida Department of Corrections o Clerks of Court Design phase: in progress Development phase User Acceptance Testing including conducting ethical hacking and penetration testing before new rewritten system launches Implementation by October 1,

24 Online Voter Registration Application System Requirements: o Online voter registration application system -with DLs or state ID #s that that can be DHSMV verified o Prepopulated/downloadable option for others o Legislative report due January 1, 2016 on plan, progress and any legislative substantive or budgetary needs o Pre-launch risk assessment and every 2 years thereafter o Secure access/secure verification against DHSMV records o Immediate electronic confirmation of application receipt o Accessibility compliance o Launch by October 1, 2017 Draft legislative report in progress 24

25 What s Ahead for Us, For You December 16, 2015: 90-day moratorium on address list maintenance program activities December 22, 2015: Last day for DOS to certify the names of presidential candidate nominees December 31, 2015: Deadline for SOEs to submit the annual expenditure reports on all open HAVA accounts. January 12, 2016: Legislative session begins January 14, 2016: FSASE Canvassing Board Workshop (Orlando) January 15-20, 2016: Revisions to security procedures due January 30, 2016: Deadline to send out UOCAVA ballots January 31, 2016: Last day to certify list maintenance activities. 25

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