Municipal and School Clerk Responsibilities Presented by the

Municipal and School Clerk Responsibilities Presented by the Office of the Secretary of State

What We’ll Cover q Precincts q Polling places q Required notices q Candidate filing q Ballots q Voting system testing q Election judges q Election day q After polls close q After election q Record Retention

Precincts q SD may consolidate precincts § Standalone school district elections § Combine multiple precincts § 30 day notice to county auditor (M. S. 204 B. 46; 205 A. 11)

Polling Places q School Districts determines polling locations q School Boards designate § By resolution § Large enough to accommodate election activities § Free of non-election activities § Smoke free § Liquor free and no liquor in adjoining room § Fully accessible, M. S. 204 B. 16, subd. 5 (a) to (f) (M. S. 204 B. 16)

Polling Places q Minimum accessibility requirements § Paved parking, wide reserved spaces § Curb cuts or temporary ramps § No barrier in polling place impeding path of person with disabilities to the voting booth § Paved main routes free of stairs or elevator bypasses § Doorways/entrances minimum 32 inches wide § Walkways/hallways minimum 36 inches wide § Hallways free of protrusions overhanging floor § § Handrails on stairs Signs showing accessible routes into location Signs outlining assistance available At least one 34 inch high accessible voting station (M. S. 204 B. 16. subd. 5)

Polling Places q Designations remain effective until changed q Changes cannot be made § Less than 90 days before next election § Anytime between the primary and general elections q Clerk must notify auditor of change q Voters must be notified of change at least 25 days before the next election § § PVC sent by auditors (not for school district changes) Letter sent by the clerk or auditor (M. S. 204 B. 16)

Polling Places q Auto. MARK availability § school elections § In-person absentee or mail voting for these elections (M. S. 204 B. 18, subd. 1; 206. 57)

Required Notices q Candidate filing period § 2 weeks published notice § 10 days posted notice q Notice of election to County Auditor § 67 days election held in conjunction with regularly scheduled primary election or special primary for federal office § 74 days before election held in conjunction with regularly scheduled general election or special election for federal office (M. S. 205. 13; 205. 105; 205. 16; 205 A. 07)

Required Notices q Notice of election to County Auditor (Cont. ) § 53 days before any other municipal election q Notice of cancellation to County Auditor § Same timeline as above § Except 46 days before cancellation of any other election (M. S. 205. 13; 205. 105; 205. 16; 205 A. 07)

Required Notice q Public Notice of Election § 14 and 7 days published notice § 10 days posted notice q Notice of mail election and mail procedures § At least 6 weeks before the election (M. S. 204 B. 45, subd. 2; 204 D. 07, subd. 3; 205. 16; 205 A. 07)

Required Notice q Electronic Voting System Public Accuracy Test § At least 2 days published notice q Sample Ballot – School Districts § Post at least 4 days before the election (M. S. 205. 105; 205. 16, subd. 2; 205 A. 07, subd. 2; 205 A. 055; 206. 83)

Candidate Filings q Two-week filing period § § § 84 -70 days before primary, or 98 -84 days before general if no primary 2 day withdrawal period, no refund q Accept “Affidavit of Candidacy” and filing fee (or Petition in Place of Filing Fee) q Separate filing to fill terms for vacancies (M. S. 204 B. 03; 204 B. 09; 204 B. 10; 205. 13; 205 A. 06; M. R. 8205)

Non-Partisan Vacancy in Nomination q Vacancies when only one or two candidates file is only caused when candidate withdraws during 2 day withdrawal period q Death is not a cause of vacancy in nomination for nonpartisan office (M. S. 204 B. 13, Subd. 1)

Non-Partisan Vacancy in Nomination q Allows for Affidavit of Candidacy and filing fee (or petition in lieu of filing fee) within 5 days after vacancy occurs q Another 2 day withdrawal period exists after 5 day filing period (M. S. 204 B. 13, Subd. 4)

Candidate Filings q Candidate eligibility § Eligible voter § No other affidavit on file (limited exception) § At least 21 years old § Maintained residence in district for 30 days before the general election § School board, cannot be registered sex offender (M. S. 123 B. 09; 204 B. 06, subd. 1 & 4 a)

Candidate Filing q Local candidates required to comply § Campaign finance reporting in M. S. 211 A § Campaign Practices in M. S. 211 B q 211 A reporting form § Printed name, telephone, signature, email § Total Cash on Hand (new form in 2012) § Total receipts and expenditures § Itemized contributions exceed $100 q Reporting schedule § Initial report, 14 days raise or spend more than $750 § 10 days before general election or special election § 30 days after general or special election § January 31 st of each year (M. S. 211 A. 02)

Candidate Filing q Certification of filing § 7 days after election § No Certificate of Election issued if not submitted q Final report § All debts paid § $100 or less remaining § Ends activity q Violation by Filing Officer – Misdemeanor (M. S. 211 A. 02, 211 A. 03; 211 A. 05, subd. 1)

Optical Scan Ballot Creation q School District Clerk provide ballot information to auditor § As soon as possible after close of withdrawal § Local offices, questions q Base rotations § Clerk draws lot for rotated offices (M. S. 206. 90; M. R. 8220. 0825, 8220. 0850)

Ballot Information q School District Clerk work with auditor to enter ballot information into the state candidate filing system

Vote System Testing q All electronic voting systems § Preliminary testing • Tests marking and counting of offices and precincts for each ballot style § Public Accuracy Testing • Public demo of the accuracy of preliminary testing § Includes Auto. MARK, if being used at the election (M. R. 8220. 1050; 8220. 1550; 206. 83)

Absentee Voting Administration q General Election, administered by School District Clerk § County Auditor (always administers UOCAVAs) § School District clerk if • County auditor designates clerk, or • Clerk has given auditor notice of intent to admin § July 30, last day for school district clerk to designate alternate absentee voting locations (at least 14 weeks) (M. S. 203 B. 16, subd. 3)

Absentee Voting Administration q For standalone elections, administered by § School clerk § Includes health care facility outreach 20 days prior to election day § County auditor can agree to administer absentees § County Auditor always administers UOCAVA (M. S. 203 B. 05; 203 B. 11)

Absentee Voting Administration q County auditor acting on behalf of clerk § Auditor office open from 10 am to 3 pm Saturday before election § Until 5 pm day preceding the election (M. S. 203 B. 05; 203 B. 085)

Absentee Voting Administration q Regular absentee applications § Processed by county § AB board to accept or reject q FPCA for uniformed and overseas citizens § Processed by county auditor § Clerk forwards application to county auditor § County UOCAVA AB board to accept or reject § If regular absentee delegated, county auditor forwards accepted UOCAVAs to municipal ballot board for counting (M. S. 203 B. 121; 203 B. 23)

Absentee Voting Administration q If delegated, authorize absentee ballot board § By ordinance or resolution § Election judges or staff trained as election judges § Trained in the handling and processing of absentees (M. S. 203 B. 121; 203 B. 23)

Absentee Voting Administration q Processing absentee ballots § Receive all regular absentees during 45 days before election § Record status of ballots in SVRS § Accept or reject § Rejected at least 5 days before election day, send replacement § County auditor sends accepted UOCAVAs to ballot board for counting § Count ballots starting close of business on 4 th day before election § Mark rosters “AB” create supplemental reports (M. S. 203 B. 121; 203 B. 23)

Election Judges q Clerk hires and assigns election judges § Minimum of 4 judges per precinct § Judges can serve without party affiliation § Trainee judges serve without political affiliation § Party balance does not apply to standalone School District Elections q Compensation is set by appointing authority § At least minimum wage (2/3 minimum for student trainees) (M. S. 204 B. 19; 204 B. 21; 204 B. 22)

Election Judge Training q Required Judge Training § Election Judge § Head Election Judge § Healthcare Facility AB Voting Election Judge § Absentee Ballot Board (M. S. 204 B. 25; 204 B. 31; M. R. 8240. 1750, subp 2; 8240. 1800)

Election Day q Election judge vacancies on election day § Clerk may fill election judge vacancies if appointed alternates § If appointed at the precinct, Head Judge provides emergency training q No lingering within 100 ft of building, except exit pollers q Document on incident log if refuse to remove campaign materials, but allow to vote q Challengers must prove residence in MN § Show same proof of residence accepted for Election Day Registration (M. S. 20 B. 23; 204 B. 25; 204 C. 06; 204 C. 07)

After Polls Close q Summary statements § Returned to municipal clerk or county auditor ASAP § No later than 24 hours after election day § Must be sealed and signed over seal § Check summary statements/math § Fail to deliver, clerk must send special messenger (M. S. 204 C. 24; 204 C. 25, 204 C. 27, 204 C. 28, 204 C. 29)

After Polls Close q Clerk logs § Time delivered § Names of persons delivering § # ballots to precinct, # ballots returned, note of any discrepancy q Clerk returns to auditor § Polling place rosters § EDRs § Other even –year materials (M. S. 204 C. 24; 204 C. 25, 204 C. 27, 204 C. 28, 204 C. 29)

After the Election q Canvass board § Meets 3 rd day after election. § May review portion or all summary statements § Declares the results q Clerk is responsible for conducting a recount for local office or question (M. S. 205. 065, subd. 5; 205. 185, subd. 3; 205 A. 10)

After the Election q Clerk certifies local results to county auditor q Clerk issues certificate of election to candidates § All financial reports and/or Certificate of Filing received and § After 7 days of canvass if no recount requested or contest is filed (M. S. 204 C. 40 ; 367. 30 &. 31)

Record Retention q Clerk is responsible for custody of ballots. q Secure all materials used in the local election (including voted ballots) for 22 months following the election (M. S. 204 B. 40)

Election Calendar q Excel calendar on CD and posted at www. sos. state. mn. us q Separate calendars for Cities, Towns, Schools and those with or without a primary

Election Administrator Certificate q County auditor trains and certifies clerks q Certification training: 5 hours. q Maintenance hours § 4 hours during the following “election cycle” § January 1 even-year to December 31 odd year

Train the Trainer Guide q. Learning Objectives q. Training Context, M. R. 8240. 1600 q. Learner Information § Four stages of learning § Learner characteristics § Learning styles § Keys to Adult Learning

Election Judge Training Materials q Supporting materials § Election Judge Guide § Generic Power. Point § Additional Resources

Election Judge Training Materials q Open book worksheet q Scenarios – requires 3 -4 actors q Group discussion activity q Independent version of above activity q Group training exercises q Election Judge Jeopardy Questions q Training Evaluation

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