Dutchess County

BOARD OF ELECTIONS www.dutchesselections.com

ELECTION INSPECTOR HANDBOOK

Marco Caviglia Democratic Commissioner

Erik J. Haight Republican Commissioner

47 Cannon Street Poughkeepsie, NY 12601 (845) 486-2473

Dutchess County Board of Elections Inspector Handbook

TABLE OF CONTENTS Table Of Contents ........................................................................................................................................................ 2 Message from Commissioners.....................................................................................................................................3 Arrival at the Poll Site ................................................................................................................................................. 4 Highlights of Election Inspector Roles................................................................................................................... 4 Selecting a Chairperson .......................................................................................................................................... 4 Prepare the Room for Voting ................................................................................................................................. 5 Procedures for Voting ............................................................................................................................................. 6 Spoiled Ballots .......................................................................................................................................................... 7 Write-In Votes.......................................................................................................................................................... 8 Casting the Ballot..................................................................................................................................................... 8 Providing Voter Assistance ................................................................................................................................... 11 Records Binder (Contains the Inspector Attendance Sign-in-Sheet)............................................................... 11 Name Change ......................................................................................................................................................... 12 Address Change ..................................................................................................................................................... 12 Name Not Found in Poll Book .............................................................................................................................. 13 Affidavit Ballots ..................................................................................................................................................... 13 Court Orders .......................................................................................................................................................... 15 Challenges............................................................................................................................................................... 16 Emergency Ballots ................................................................................................................................................. 16 Poll Watchers ......................................................................................................................................................... 17 Closing the Polls ..................................................................................................................................................... 18 Ballot Marking Device (BMD) Intake Process .................................................................................................... 18 Voting Machines Instructions ................................................................................................................................... 19 Opening Procedures .............................................................................................................................................. 19 Beginning Steps ...................................................................................................................................................... 19 Record Seals ........................................................................................................................................................... 22 Open Polls............................................................................................................................................................... 24 Machine Inspector Voting Session Roles ............................................................................................................. 25 Closing Procedures ................................................................................................................................................ 26 Emergency Ballots ................................................................................................................................................. 26 Appendix ..................................................................................................................................................................... 28 Voting Session - Voters Using Ballot Marking Device (BMD) ......................................................................... 28 Ballot Review Process ............................................................................................................................................ 29 Voter Assistance Oath ........................................................................................................................................... 29 Challenge Oaths ..................................................................................................................................................... 30 Preliminary Challenge Oath............................................................................................................................. 30 Qualification Challenge Oath ........................................................................................................................... 30 New York State Voter’s Bill of Rights ................................................................................................................. 31 Notice to Voters...................................................................................................................................................... 32 Sample Court Order .............................................................................................................................................. 33 Records Binder ...................................................................................................................................................... 34 Poll Watcher Certificate ....................................................................................................................................... 34 Opening Transmittal Form................................................................................................................................... 35 Closing Transmittal Form .................................................................................................................................... 36 Pre-Lat Form ………………………………………………………………………………………………...37 Machine Inspector Opening/Closing Log ............................................................................................................ 38 Emergency Procedures …………………………………………………………………………….………….39 Providing Assistance to Minority Language Voters ……………………………………………………….…39

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Dutchess County Board of Elections Inspector Handbook

Erik J. Haight

Marco Caviglia

Commissioner

Commissioner

DUTCHESS COUNTY BOARD of ELECTIONS 47 Cannon Street, Poughkeepsie, New York 12601 845-486-2473/845-486-2483 fax www.dutchesselections.com

Message from Commissioners

The Dutchess County Board of Elections would like to sincerely thank you for serving as an Election Inspector. To ensure that your experience is as smooth as possible, please review the following material. It has the procedures to make a successful election day. For assistance or questions, please call Terry Horner, Democratic Training Supervisor at 4862476 ([email protected]) or Donna Shea, Republican Training Supervisor at 486-2474 ([email protected]). Again, on behalf of the Dutchess County Board of Elections, we thank you for your dedicated service. If at any time you need assistance at your poll site, please call us at 486-2473.

Erik J. Haight Commissioner (R)

Marco Caviglia Commissioner (D)

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Arrival at the Poll Site Inspectors must arrive at the poll site at least one half hour prior to the opening of the polls; 5:30 AM for a General Election and 11:30 AM for a Primary Election. If the poll site is locked when you arrive, please call us at: 486-2473. Please wait 5 minutes before calling the BOE, (11:35 am for the Primary and 5:35 am for the General Election). One Democrat and one Republican inspector must be present before any unpacking work is performed.

Highlights of Election Inspector Roles      

Intake Inspectors will set up table, process voters and explain voting day procedure. Intake Inspectors may also be needed to fill in for Machine Inspectors. Machine Inspectors will open and close machines and monitor machine issues during the day. Machine Inspectors may also be needed to fill in for Intake Inspectors. Assist voters by standing between the booths and the voting machines – remember to allow for Voter Privacy by not being too close. Stay at least 5 feet from scanner. Greet voters at entrance to voting area at poll site to direct voter to correct Election District. Note: In the event a Machine Inspector is not at poll site at opening, an Intake Inspector will have to assist in opening the machine. This must be done in a bipartisan fashion. Note: As always, remember that any Election Inspector may be asked to perform the roles of Intake and Machine Inspectors. Inspectors should rotate throughout the day.

Intake Inspectors Open The Polls (Summary) 1. 2. 3. 4. 5. 6. 7.

Unpack the Poll Bag – give Machine Envelope to Machine Inspectors. Select a Chairperson. Prepare the Room. Hang signs and place distance markers. Verify ballots are correct for each Election District. Complete Opening Transmittal Form. Sign Attendance Sheet in Records Binder.

Selecting a Chairperson There are four inspectors (two from each major party) per Election District assigned to each poll site. It is important that you work as a team to ensure an honest and efficient election is conducted. The four inspectors are to vote on who will be the chairperson. Along with the basic inspector responsibilities, the Chairperson will: 1. Only allow voting to take place when there is at least one inspector from each party present. 2. Establish the official clock to designate when the polls will open and close. 3. In a poll site with more than one Election District, ensure that at least one inspector is greeting voters with the street guide to direct voters to the correct Election District. 4. Make sure that all paperwork is filled out completely and accurately. 5. Check that Affidavit Envelopes are completed and signed by voter. 6. Assist in arranging for meal times and short breaks when needed to make sure that at least one person from each party remains at the polling place. 7. Ensure that one of the inspectors returns the poll bag to the designated place in their Town at the end of the night. 8. Important: Verify that your Election District was given the correct ballots for your ED. Page 4/39

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Prepare the Room for Voting 1. Unpack Poll Bag. 2. If your poll bag contains the Machine Inspector Envelope, give it to the Machine Inspectors.

3. Place Voting Machine(s) so that the voter goes from registration table, to voting booths to the voting machine, in a clockwise or counterclockwise pattern a. For voter privacy, set up the voting booth so that the voter’s back is facing the wall and space the booths apart from each other. If booths must be located next to each other place them in groups of 2. b. Attach ballot markers to tethers in voting booths. c. Place lights in the voting booths where necessary and make sure they are functional. 4. Place poll books, legal pad, street guide, Inspector Manual, and ballot booklet on Intake Inspector’s table (Remember: Only one (1) ballot booklet on the table at one time. The rest are to be kept wrapped and in a secure location). 5. Hang/Place Voting Signs and Distance Markers. 6. Extremely Important: Ballot Verification: A Machine Inspector will give you a stack of voting ballot booklets. Verify that the Election District number on the ballots is correct for your ED. Unwrap ballot booklets only as they are needed.

Ballot Booklet will have Election District name listed on Cover Page

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The bottom right corner of the ballot lists the Election District

7. Complete Open Poll ballot transmittal form to account for all of the ballot booklets that you receive and place form into the Records Binder. (See page 34) 8. Compare the Sample Ballot to the printed voting ballot and hang Sample Ballot on the wall. Hang one sample ballot to display the candidates, and a second to display the back page, referendum(s), if any.

Procedures for Voting 1. No ballots can be given to voters until 6:00 am in General Election and 12:00 noon in a Primary Election. 2. Greet the voter and ask their name and address. 3. Find the voter’s name in the poll book and confirm their address to make sure the voter has not moved.

4. Have voter sign name in poll book: a. If a voter is unable to sign or make a mark, such as an “X”, the inspector will write “UNABLE TO SIGN” in the box where the voter would sign. No one can sign for the voter. b. Voters that have “ID REQUIRED” in the box where they would sign their name, need to show acceptable ID (see Figure 1). Consult list found in poll bag. If the voter shows you ID that matches the poll book, note that ID was shown. If a voter does not have identification, they must vote with an Affidavit Ballot or by court order. See Affidavit Ballot instructions (page 12) and Court Order instructions (page 14). Figure 1: Poll Book with ID required

c. Voters that have “absentee” next to their name need to vote on the machine. 5. Two Inspectors will compare/confirm signature then place their initials in the poll book next to the voter’s signature. Page 6/39

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Dutchess County Board of Elections Inspector Handbook 6. Record the ballot number in the poll book on the PCN line located next to the signature.

7. Record the voter’s name and the ballot number on the Voter Log. 8. Carefully tear off the ballot (ballot must be intact to work in the scanner) and offer voter a privacy sleeve.

9. Voter Education is Important: If needed, explain to voter the process they will follow: a. The Ballot: 1. It is important to fill in the oval completely with ballot marker provided by the DC BOE. (it is fine to go outside the oval) 2. Be careful not to make any additional marks on the ballot. If a mistake or cross out is made on the ballot, it must be surrendered at the registration table for a new ballot. No more than three ballots can be used per voter. 3. Look at both sides of the ballot. b. The Process: 1. Direct the voter to a voting booth and to use the Ballot Marker provided to completely fill in the oval next to their selection. 2. Once ballot is completed, voter, with or without the use of the privacy sleeve, will proceed to the voting machine. 3. Voter can use any voting machine at the poll site. The ballot is inserted into scanner to cast the vote. It can be inserted with any of the narrow edges and on either side (front or back). Voter needs to wait until the display reads “Ballot Successfully Cast”. 10. At least one inspector in the poll site must: a. Be near the voting machine(s), close enough to hear the machine beeping indicator and the voting booths to offer assistance, if necessary, but not so close as to invade voter privacy. b. Periodically check the voting booths to make sure ballots are not left behind, that voting booths have appropriate Ballot Marking Device (cap Ballot Markers if uncapped) and lights are functional. c. Periodically check the voting booths and the privacy sleeves for extraneous markings and that only authorized items are present in the booth.

Spoiled Ballots 1. If the voter brings back the ballot and says they have made a mistake, have the voter mark the ballot SPOILED, instruct the voter to place it into the Spoiled Ballot Envelope. 2. On the Voter Log, next to the voter’s name write SPOILED. 3. Give the voter a new ballot only when they have surrendered their Spoiled Ballot. 4. On the next available line on the Voter Log rewrite the voters name and the new ballot number. 5. Cross out previous ballot number and record new ballot number on the PCN line in the poll book. 6. Remind the voter that they are allowed three (3) ballots only. 7. If the voter requires assistance, follow the directions on page 11. Page 7/39 6/2015

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Abandoned Ballots 1. An abandoned ballot is a ballot that is found anywhere other than in the possession of the voter. When an inspector discovers an unattended ballot he or she should immediately bring it to the attention of an inspector from the other party. Call the Board of Elections if you have any questions. 2. The abandoned ballot may be in the scanner, on the floor or in the privacy booth. 3. If a voter leaves an abandoned ballot in or on a voting machine without casting their ballot, a bipartisan team of election inspectors shall cause the abandoned ballot to be cast, without examining the ballot. 4. If a voter leaves their paper ballot in a privacy booth or any other place in the poll site and leaves the poll site without first casting the ballot in the voting machine, such abandoned ballot shall be placed in Abandoned Ballot Envelope. A description of where and when the abandoned ballot was found should be written on the envelope. A bipartisan team will verify and initial the envelope.

Write-In Votes On the bottom of the column for each contest there is a designated space for the voter to write in a candidate’s name for any contest on the ballot. Make sure voter knows to use the box labeled “Write-in” under the contest. The voting machine will automatically record that a write-in vote has been cast. The ballot will be deposited into the Write-in section of the ballot box. When closing the polls, Machine Inspectors will:  Count the number of Write-ins.  Record that number on the Write-in Envelope.  Place them in the Write-in Envelope.  Ensure both inspectors initial the envelope and seal.  Place envelope in the Blue Portable Ballot Case.

Casting the Ballot 1. The voter inserts their ballot into the scanner. The voter will wait to observe the LCD screen display “Ballot Successfully Cast”. No further action is needed, voting session is over. 2. A warning will be displayed on the scanner if the ballot: has an Over Vote, a Cross endorsement, an Ambiguous Mark, a Blank ballot, or a ballot has been cast.

Never take a ballot from the voter. Voter is to insert the ballot into the voting machine.

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(Over Vote screens)

a. When an ‘Over Vote’ has occurred, the LCD will indicate the voter’s options. At this point the voter can press “next page” on the LCD, or press the cast or return button. Selecting ‘next page’ or ‘cast’ will bring up the next notice on the screen; and ‘return’ will return the ballot. If the voter wishes to cast their ballot as is, they will press the green CAST button. Pressing CAST on an over vote voids the count for that particular contest. All other votes are counted. If the voter would like to correct the issue, they press the red RETURN button and the ballot will be returned to the voter. For the voter to correct the over vote, this ballot must be spoiled and a new ballot issued. Follow “Spoiled Ballot” instruction in this handbook. (see page 7) (Cross Endorsement screens)

b. When the display indicates a “Cross Endorsement”, the machine will beep and indicate that there is a cross endorsement of at least one candidate. At this point the voter can press “next” on the LCD or press the cast button, which will bring up the next notice on the screen. If the voter wishes to cast their ballot as is, they will press the green CAST button. The vote cast for Page 9/39

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Dutchess County Board of Elections Inspector Handbook that candidate will be “pushed up” to be counted on the highest party line filled in. The voter can press the red RETURN button and the ballot will come back out of the scanner. For the voter to correct the cross endorsement, this ballot must be surrendered at inspector table, marked spoiled, and a new ballot will be issued. Follow “Spoiled Ballot” instruction in this handbook.(see page7) (Ambiguous Mark screens)

c. When the display indicates an “Ambiguous Mark”: The ballot will automatically be returned to voter. Ask the voter to look over the ballot. In a voting booth, voter can correct any voting choices where the oval is not completely filled in, or the voter can spoil the ballot and get a new one. Leave the decision up to the voter. Ask the voter to reinsert the ballot using a different orientation of the ballot. If the ballot continues to yield an “Ambiguous Mark” the voter must complete a new ballot. The ballot will be considered “SPOILED”, follow all “Spoiled Ballot” instructions in this handbook. (see page 7)

(Blank Ballot Screen)

d. When a ‘Blank Ballot’ notice appears, the machine will start beeping a warning, the voter has the option of casting or returning their ballot. Have the voter press the red “return” button to Page 10/39

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Dutchess County Board of Elections Inspector Handbook retrieve the ballot. Suggest to the voter to carefully review their ballot if they do not wish to cast a blank ballot. If the voter decides to cast a blank ballot, then no votes will be counted in any contest. If the voter decides to vote the ballot as is, have voter reinsert the ballot and press cast when the warning is repeated. Instruct voter to follow directions found in the ballot booth to fill out choices correctly and return to recast ballot. e. The oval being improperly filled in is the most common error. 3. Before the ballot is fed into scanner, the voter may request to view their vote on the LCD screen by asking an inspector for assistance. The Machine Inspector will then activate the review feature. See Ballot Review Process on page 29.

Never take the ballot from the voter. Voter is to insert the ballot into the voting machine. Providing Voter Assistance Any voter that requires assistance when voting may receive help from a bipartisan team of Election Inspectors or from any other person except their employer or the voter’s union agent. 1. Have the voter state they require assistance. 2. If help is requested from inspectors, one inspector from each party is to assist. 3. If the voter requests help from someone other than the Inspector, administer the “Voter Assistance Oath” to the helping individual. The oath is found on page 29. 4. Enter the name of the voter who received assistance, and the name and address of the person who provided the assistance and their relationship to the voter on the Voter Assistance page located in the Records Binder. 5. When Inspectors assist, write the names of the both inspectors in the Records Binder.

Records Binder (Contains the Inspector Attendance Sign-in-Sheet) Inspectors shall complete the report for the following situations: 1. Name or Address Change 2. Challenges 3. Assistance Provided 4. Affidavit Ballots/Court Order Also use the Records Binder for: 5. Election Inspector Attendance sheet 6. Names of deceased voters 7. There is also a pocket to hold: court orders, poll watcher certificates, judges’ court orders, oaths, blank absentee ballots, inspector payroll paperwork (W-4), completed transmittals and other loose documents.

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Name Change If a person has changed their name since they last voted or registered, they may vote without re-registering. First verify they have not moved. 1. Have the voter sign their name as it appears in the poll book above the name printed in the poll book. Then have them sign their new name in the space provided. (See Figure 2) 2. Record this change in the Name or Address page of the Records Binder. Figure 2: Poll Book Name Change

Address Change If a voter states they have an address change, but is still within their Election District (use street guide to confirm) and their name is in the poll book, that person may vote on the voting machine. Record the change on the Address Change section of the Records Binder. If the street guide indicates that a voter is in a different Election District but at the same poll site, direct the voter to the correct table. If the voter’s new Election District is at different poll site, give the voter a sheet of paper with the name, address of the new poll site and the new Election District number. The voter must vote in the correct Election District. No voter is permitted to vote in the wrong Election District even if their name is in the poll book. Street Guide List

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Name Not Found in Poll Book If you cannot find the voter’s name in the poll book: 1. Have the voter spell their name and recheck the poll book. * Be sure to check all the poll books at the poll site.* 2. Check the street guide to make sure voter is in correct Election District. 3. If the street guide indicates the voter is at the: Incorrect Election District a. Inform the voter they must vote at the correct poll site and Election District b. Direct the voter to the correct Election District table if at the same poll site c. If correct Election District is at a different poll site, on a piece of paper write the number of the correct Election District with the name and address of the correct poll site and give it to the voter. Correct Election District  Give voter the NOTICE TO VOTER form, which will outline the two methods of voting: 1. Affidavit Ballot – Procedures for Affidavit Ballots are located below 2. Court Order – A voter appears before a judge who determines if the voter can vote on a voting machine even when the voter’s name is not in the poll book. If the voter wants to obtain a court order, the judge is available on Election Day at the Board of Elections, 47 Cannon Street, Poughkeepsie, NY. The judge may give to the voter a written Court Order to take back to their poll site. (See page 33)

Affidavit Ballots If the voter’s name is not in the poll book, the voter cannot vote on the machine. 1. Check the street guide to make sure they are at the correct Election District. 2. Call the BOE at 486-2473 to help determine registration and poll site issues. If it is determined that voter is at correct Election District: To vote by Affidavit Ballot: 1. Give the voter the folded Affidavit Ballot. NEVER GIVE THE VOTER A MACHINE BALLOT. 2. Have the voter complete the Affidavit Envelope, including all necessary information and their signature. Incomplete information may prevent the ballot from being counted. 3. Explain to the voter that they are to completely fill in the oval for the candidate for whom they wish to vote. Do not cross out or make Ambiguous Marks on the ballot. If voter makes a mistake, they are to return the spoiled ballot and ask the inspector for another Affidavit Ballot. The voter can have up to a maximum of 3 ballots; as per NYS Election Law. Also tell the voter they must place the Affidavit Ballot into the envelope and seal it after completing the ballot. 4. Direct them to a voting booth and tell them to return to you when they are finished. 5. When the Affidavit Envelope is returned to you, review the envelope to make sure all questions have been answered, the envelope is sealed and the voter has signed in the correct place. 6. Enter the Election District information at the bottom of the envelope. 7. Enter the voter’s name and address in the Affidavit section of the Records Binder. 8. Place the sealed white Affidavit Ballot Envelope in the large manila Affidavit Envelope. Be sure to complete large manila envelope with the voters’ names, poll site, Town, Ward, and Election District and place into the poll bag.

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Court Orders A voter that comes to the poll site with a Court Order signed by a Supreme Court Judge is permitted to vote using the voting machine. (See page 33) The voter is required to sign the Court Order (these voters’ names will not be in the poll book). 1. Have voter sign Court Order in your presence. 2. Add the voter’s name to the Voter Log and write “Court Order” next to the name. Also write Ballot Number on Voter Log. 3. Issue the voter a ballot and allow the voter to cast their ballot in the Optical-Scan machine in the same manner as all other voters. 4. Write the voter’s name in the Court Order section of the Records Binder. 5. Place Court Order in Records Binder.

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Challenges A voter can be challenged at the poll site by an Inspector, Poll Watcher, or any registered voter for several reasons: 1. The person’s signature does not match the poll book signature. 2. Someone else using the same name has already voted. 3. The person is believed to not reside at their registered address. Steps to take: 1. The challenge must be made before the ballot is issued. 2. Add the challenged voter’s name to the Challenges section in the Records Binder. 3. Administer the Preliminary Oath (See page 30) to the voter. If the voter refuses to answer the questions or take the oath, they shall not be permitted to vote. 4. All four Election Inspectors take part in asking questions to the voter and listening to the answers. 5. Deciding the Challenge: a. If two or more inspectors of the Election District are satisfied with the voter’s answers to the questions, the challenge is withdrawn and the individual is permitted to vote. b. If the Inspectors vote that the challenge is correct, the individual is told they cannot vote. If the voter still insists they are qualified to vote, administer the “Qualification Oath” found in your poll bag (See page 30) to be sure that the individual understands the voting requirements and that if they knowingly make a false statement, they are committing perjury. The voter and inspectors must sign the “Challenge Qualification Oath”, the challenged voter is now able to vote. If you need of assistance, call the BOE immediately at 486-2473.

Emergency Ballot Procedure If a voting machine malfunctions, DO NOT stop the voting process; call the Board of Elections ASAP at 4862473 to explain the problem. A voting machine technician will be dispatched to your poll site ASAP. If there is another voting machine at the poll site, direct voters to use the working voting machine(s). If there is only one voting machine, continue with the voting process as follows: 1. A Machine Inspector will use the Silver Machine Key to open and secure the special emergency ballot box slot on the voting machine. 2. An Inspector will instruct a voter in casting the ballot into the emergency ballot box on the voting machine. Voter privacy is of the utmost importance - stand at a distance from the voters and the voting machines while assisting them. 3. Newly arrived voters: For voters, who are starting the sign-in process, follow the normal sign-in procedure. The voter’s name must be in the poll book for them to be given a ballot. 4. Record the ballot number in the poll book on the PCN line with the letters EB next to the ballot number. 5. On the Voter Log write the ballot number and “EB”, then print the voter’s name. 6. Direct the voter to follow normal procedure to fill out the ballot. When the voter is ready to cast the ballot, the voter should be instructed to slide the ballot into the emergency ballot box slot on the voting machine. An inspector will be standing near the voting machine to direct if required. Remember, the inspector should be far enough away to protect the voter’s privacy.

Never take a ballot from the voter. Voter is to insert a ballot into the voting machine. Page 16/39

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7. When the voting machine is functioning again, a bi-partisan team of inspectors will scan the ballots. a. If a ballot cannot be scanned because it contains an “Ambiguous Mark”, try rescanning using a different edge of the ballot. If the ballot still cannot be scanned, place it in the large manila envelope labeled “Unscanned Emergency Ballots”. This envelope should be placed in the blue portable ballot case at the end of the night. b. If the ballot contains an over vote, cross endorsement vote, or is a blank ballot, press the “CAST” button.

Poll Watchers In any elections, any two candidates on the ballot or any party committee chair/secretary may sign a poll watcher certificate and have a maximum of 3 Poll Watchers at an election district site at any time. Have Poll Watcher rules out and readily available for monitoring of Poll Watchers. Poll Watchers are entitled to: 1. Be present at the poll site 15 minutes before opening and may stay until after the signing of the inspector’s paperwork and the closing of the polls. 2. View the unlocking and set up of the voting machines. 3. Challenge persons whom they believe are not qualified to vote. 4. One watcher per party/committee or independent body is entitled be located near the Election Inspector’s table area. Others are not permitted to stand close to the table. Poll Watchers Cannot: 1. Be a candidate appearing on a ballot being voted on in the poll site. 2. Electioneer in any manner. 3. Tamper with election materials. 4. Interfere with the election process. 5. Protest a vote ruling. 6. Accompany a voter to the voting booth unless the voter has specifically requested the poll watcher’s help. Certification of Poll Watchers: A Poll Watcher must have the full written certificate issued by the Chairperson or Secretary of the political party which they represent. This certificate must be shown to the Election Inspectors and must then be collected by the Inspectors and placed in the records Binder. (See page 34) A Poll Watcher must be registered to vote in Dutchess County. Anyone who is not registered to vote in Dutchess County must leave the poll site, even if they are in possession of a Poll Watchers Certificate. Check with the Board of Elections if you have any question about a Poll Watcher’s voter registration status.

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Closing the Polls – All inspectors are required to remain until all tasks are done. 1. Complete the Closing Poll Site Ballot Transmittal/Reconciliation Form. When done, place in the Records Binder. 2. Machine Inspectors will give you closing result tape for each machine at poll site; these are to be posted for poll watcher viewing. Remember to remove tapes before leaving poll site. 3. Give Ballot Stubs/Unused Booklets to Machine Inspectors to pack into machine. Do not place the unused ballots into the poll bag. 4. Turn off the voting booth lights. Return them to poll bag. 5. Remove ballot markers from voting booths, recap if needed and place in poll bag. 6. Take the signs downs; bring in outside signs. 7. Machine Inspectors will bring you the “Machine Inspector Envelope”. Place it into the poll bag. 8. Pack up the poll bag and seal with the orange plastic security seal. 9. Note: The Blue Security Bag is to remain separate from the poll bag and will be picked up separately and delivered to the BOE. 10. Clean area and leave the room neat and orderly. 11. Take poll bag to designated location.

Ballot Marking Device (BMD) Intake Process If a voter asks to use the Ballot Marking Device, follow these steps. 1. Inform the Machine Inspectors to get ready for a BMD voter. 2. The Voter Log: Use the legal pad to create a BMD Voter Log. Number the voters by the order they come in. Poll Book: Have the voter sign the poll book if able. In the PCN section, use the number assigned to the voter from the BMD Sign-in Sheet.

3. On a sheet of paper from the legal pad write the Ballot ID number for the voter. The Ballot ID number is a 4-digit number on the ballot that would have ordinarily been given to the voter (in a Primary Election use the correct party ballot). It is found on the lower right corner of the ballot (see diagram below). If you cannot find the ballot ID number, call the Board of Elections for assistance 486-2473.

The ballot ID is located at bottom right corner of the ballot

4. Direct voter to the BMD and the Machine Inspector will assist the voter at this point. Page 18/39

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Voting Machines Instructions Opening Procedures One member must be represented from both the Democratic and Republican party to perform these steps.

Beginning Steps 1. Ensure correct voting machine(s) are present at poll site. 2. Obtain appropriate Machine Inspector Envelope which will coincide with number on Voting Machine, from one of the Brown Poll Bags. It will contain: Silver Machine Keys, Opening/Closing Logs, envelopes (3) for use during the day, scissors, and Ballot Marking Devices. 3. Carefully cut Plastic Seal from Optical-Scan with BMD vinyl cover to be verified with pre-lat sheet. Remove cover. 4. Carefully raise monitor and remove Styrofoam packing materials- save for closing. Swing the monitor around to face the printer. For Optical-Scan, cut seal on hard plastic scanner cover, set privacy shield in place. BMD Voting Machine

Monitor privacy panel

Never take the ballot from the voter Tabulator Ballot marker (printer)

ATI Ballot Box

5. Cut the Ballot Box Door Red Plastic Harpoon Seal to be verified with Pre-Lat sheet. 6. Unlock Ballot Box Door using the Silver Machine Key, (turn handle clockwise). 7. Plug machine into power outlet using extension cord if necessary. a. Optical Scan without the BMD will power on automatically when plugged in. b. BMD machines power on by pressing UPS button (located inside lower right side of Ballot Box, see diagram that follows). Page 19/39

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8. Remove Blue Portable Ballot Case. Remove and set aside the red accessibility equipment bag with all equipment left in bag for retrieval if, needed. Remove small Blue Security Bag (picture on right). Make certain there are no voted ballots inside. If there are any ballots, STOP and immediately call the BOE. 9. LCD screen will shortly prompt for Administrative Key (Security Key) found in the Blue Security Bag: there will be a soft beeping sound. Press your Security Key on the voting machine where it says “Security Key”: press until it states ‘Key Accepted’.

10. LCD screen will then prompt the Enter Password screen; enter the password provided on the Pre-Lat form, then press enter on the LCD.

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11. LCD screen will then display the time and date screen. Ensure the date and times are both correct. If correct, press “YES” and skip to step “11”. If not, press “NO” and follow the next step.

12. After pressing NO in the previous step, you will be prompted to change the time and date starting from “Year” and ending with “Minute”. Change the date or time by pressing the “+++” (to increase) or “---“ (to decrease) the displayed unit of time. When the time is correct, press “Done” to continue to the next unit of time measurement. Once you press “Done” on the “Set Minute” screen you will continue to the next step.

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Dutchess County Board of Elections Inspector Handbook 13. Extremely Important: Open the Blue Portable Ballot Case and save the plastic seal. Give the CORRECT Transmittal Form and Ballot Booklets to Inspectors setting up the voting area. Each Election District has its own set of specific Ballot Booklets. Carefully determine the correct ballots for each ED before distribution as shown below….. 14. Stop & Read

Ballot Booklets will have the Election District Name on the First Page.

The bottom right corner of the ballot lists the Election District

14. Remove red seal from Emergency Ballot Box on front of machine and open the box. Check to make sure there is nothing in the Emergency Ballot Box, then close lock, and reseal the box – noting the new seal number on the opening log form.

Record Seals 1. Record Town, Poll Site & voting machine # (from shipping label on emergency ballot door) on Inspectors Opening/Closing Log. (See page 38) 2. Locate the previously cut Cover Seal as well as the red Harpoon Ballot Box Door Seal and Blue Portable Ballot Case record seal and record them onto the Opening/Closing Log. 3. Record security seal numbers on Open Polls Log section: USB Port (A); Emergency Ballot Box Door (B); Administrator (C); Poll Worker (D); Firmware on BMD only (E); Printer on BMD only (F); see images that follow…

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Dutchess County Board of Elections Inspector Handbook BMD Machine Cover Seal Voting Machine Number Administrator - Seal ‘C’ Poll Worker - Seal ‘D’ Emergency Ballot Box - Seal ‘B’ Firmware (BMD ONLY) - Seal ‘E’ Thermal Printer - Seal ‘F’

Machine Number

BMD Cover Seal

Blue Portable Ballot Case

Seal “A”

Seal “B”

Seals “C” and “D”

Seal “E”

Seal “F”

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Open Polls 1. On the LCD screen, wait for Administrative Menu. When Administration Menu appears, check to make sure that Ballots Cast is “0”, if not, STOP and immediately call BOE. Make sure the side indicator light is flashing green before proceeding to the next step. (Optical Scan does not have indicator lights)

This light will turn green

2. Select ‘Open Poll’ from Administrative Menu; then select ZERO Report.

Wait! Don’t hit next

Select “OPEN POLL”

Select “ZERO”

Select “No”

When prompted if you would like more copies, select “No”. Review the zero tape to verify a “0” count is associated with all candidates and propositions. Review the zero tape to verify that each Election District at that poll site is represented on the tape. Information from the zero tape is to be recorded/confirmed on the Inspector Opening Log, such as the Unit Serial Number and the Protective Counter Number. Both Machine Inspectors sign the bottom of the zero tape. 7. The Pre-Lat form is located in the Blue Security Bag. Confirm voting machine number and all Security Seal numbers you have just recorded on the Opening Log section with Seal numbers on Pre-Lat form. If any number does not match, or poll site on Pre-Lat is incorrect, STOP and immediately call the BOE. If all is correct, continue with next step. 8. Make sure the Protective Counter Number and the Unit Serial Number from the Zero Tape and the prelat Form match. The Pre-Lat form should be placed in the Records Binder. Page 24/39 6/2015 3. 4. 5. 6.

Dutchess County Board of Elections Inspector Handbook

9. Place the opening zero tape in the Blue Security Bag. 10. NOTE: LCD screen should now read: ‘SYSTEM READY’. If not call the BOE. If the LCD reads “AVS not Connected”, scanner is still operational proceed as normal but call the BOE. 11. Place the fully opened Blue Portable Ballot Case in the voting machine. Close & lock the Ballot Box Door using the Silver Machine Key. 12. Reseal Ballot Box Door with a blue harpoon Plastic Seal found in the Blue Security Bag. Record the seal number on Inspector Opening Log (middle section). The Ballot Box Door stays shut and sealed at all times while polls are open and will always be attended to by a bipartisan team when needed to be opened. 13. Inspectors should sign Opening Log and Open Certification sections and place it with the Silver Machine Keys into the Machine Inspector Envelope. 14. Attach the Privacy Screen on to the LCD screen/scanner only. NOTE: Voting Machine is now ready for a Voting Session.

Machine Inspector Voting Session Roles 

    

During the voting day, one Machine Inspector should monitor voters. Always maintain your distance from a ballot to protect the voter’s privacy, but close enough to hear the beeping indicator on the machine. Never touch a ballot to help a voter. Follow directions in the “Casting the Ballot” section on pages 8-10. This section discusses casting the ballot, Over-votes, Cross-Endorsements, Blank Ballot, and Ambiguous Marks. All Intake as well as Machine Inspectors will rotate duties during the day. Use this book to help guide your work. At some point during the day you may be asked to participate in a “Voter Challenge”. Become familiar with this by reading the Handbook. In poll sites with multiple EDs, an inspector shall be stationed at the entrance with a street guide to help direct voters to the correct intake table. If a voting machine is not working, refer to Emergency Ballot procedure section.(See page 16) Any seals used during the Election Day should be recorded on the Opening/Closing Log. Abandoned Ballots: The abandoned ballot is an unattended ballot found anywhere other than in the possession of the voter. It may be in the scanner, on the floor or in the privacy booth. 1. When an inspector discovers an unattended ballot he or she should immediately bring it to the attention of an inspector from the other party. Such ballot shall be observed by a bipartisan team. Call the Board of Elections if you have any questions. 2. If a voter leaves an abandoned ballot in or on a voting machine without casting their ballot, a bipartisan team of election inspectors shall cause the abandoned ballot to be cast, without examining the ballot. 3. If a voter leaves their ballot in a privacy booth or any other place in the poll site and leaves the poll site without first casting the ballot in the voting machine, such abandoned ballot shall be placed in Abandoned Ballot Envelope. A description of where and when the abandoned ballot was found should be written on the envelope. A bipartisan team will verify and initial the envelope.

TROUBLE SHOOTING  If a ballot jams, look at the LCD screen to determine if the ballot was counted. If the ballot was not counted, team shall pull it out of the scanner and rescan it. If the screen displays that the ballot was counted, press ‘Cleared’ button. If message remains, then with a bi-partisan team, open the ballot door and carefully pull ballot from scanner and drop into ballot box. Reseal the ballot box door and record the new number on the Opening/Closing Log. Page 25/39

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

Dutchess County Board of Elections Inspector Handbook See page 8 of this handbook for instructions on casting the ballot and potential error messages.

Never take a ballot from the voter. Voter is to insert the ballot into the voting machine. Closing Procedures (do not rush through this procedure) Emergency Ballots 1. A bi-partisan team of Inspectors will remove Emergency Ballot Box seal, open the door and check for ballots. If any are found, scan ballots. If a ballot cannot be scanned for reason of an Over Vote, Cross Endorsement vote, Blank ballot, press the “cast” button. If a ballot cannot be scanned for any other reason, place the ballot into the large manila envelope labeled “Unscanned Emergency Ballots” found in the machine envelope. Count the Unscanned Emergency Ballots and record the number on the envelope. The envelope will be sealed, then placed in the Blue Portable Ballot Case when it is opened up when closing the machine(s) (see step 13). Call the BOE with any questions. Close and reseal the Emergency Ballot Box and record seal number on opening/closing log. Close Polls 2. Use Security Key to open Administrative Menu. Select ‘Close Polls’. When prompted “are you certain you wish to Close Polls” – select YES. 3. Message “Poll is being closed” will appear & tape will print. 2 copies will automatically be printed. When prompted ‘Do you want more copies’ select ‘No’. One copy is given to Inspectors at any ED table to be posted for poll watchers; the other is used for recording information on Closing Log. 4. Record the following information from Closing Printout Tape onto Inspector Closing Log: Total Scanned # ____, Protective Counter # ____ 5. Machine Inspectors will sign Closing Printout Tape and place in Blue Security Bag along with the security keys. Power Down 6. When LCD screen displays Administrative Menu, select ‘Power Down’. LCD screen will prompt ‘Are you certain you wish to shut down tabulator’ select ‘Yes’. The screen will display “Shutting Down”. 7. Remove Blue Plastic Seal from Ballot Box Door. Unlock the Ballot Box Door and open. 8. Shut off machine: a. BMD machines shut off by pressing the same power-up UPS button. Hold for approximately 1 second or until you hear a beep. Make sure side indicator lights and front indicator lights are off. Unplug the machine. b. Unplugging the Optical Scan machine will automatically shut it off. *Make sure the small flashing light indicator at the front left side of the scanner has gone out before unplugging the machine.* c. Close Ballot Box Door while preparing Blue Security Bag. 9. When the voting machine is shut off carefully cut red Plastic Seal (“D”) from memory card door labeled ‘Poll Worker’. Open door and press button to remove the memory card. Put memory card in plastic case and place in Blue Security Bag. Reseal memory card door (“D”) with blue plastic seal and record seal number on Closing Log.

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Dutchess County Board of Elections Inspector Handbook 10. The Blue Security Bag should be closed with only the following items inside: a. Security Keys b. Tapes: signed Opening and Closing Tapes c. Memory Card 11. Record the white plastic seal lock number on the Opening/Closing Log. The lock is found in the Blue Security Bag. Use the seal to lock the Blue Security Bag. 12. The Blue Security Bag is now ready for pickup by Results Courier at your poll site.

Ballot Box 13. Open Ballot Box Door. 14. Check to see if there are Write-in Ballots in the Write-In bin. Write-in Ballots are to be placed in the WriteIn Ballot envelope. Count and record the number on the Write-In Ballot envelope. Seal, both inspectors initial across the seal and place on top of the cast ballots in the Blue Portable Ballot Case. 15. Place sealed “Unscanned Emergency Ballot” manila envelope on top of the ballots in the Blue Portable Ballot Case. 16. Remove Blue Portable Ballot Case that contains all Live Ballots. Make sure any ballots that didn’t properly fall into Blue Portable Ballot Case are now carefully placed into the Blue Portable Ballot Case. Do not touch cast ballots in Blue Portable Ballot Case. 17. The Blue Portable Ballot Case now should include all live ballots ONLY: a. Voted Ballots b. Unscanned Emergency Ballots (in appropriate sealed envelope) c. Write-In ballots (in appropriate sealed envelope) d. *NO OTHER ITEMS BELONG IN BLUE PORTABLE BALLOT CASE.* 18. Zip the cover of the Blue Portable Ballot Case closed. Secure with Blue metal and plastic Padlock (shown below). Record the seal number on the Closing Log. Place Blue Portable Ballot Case back into the voting machine.

Finishing Steps 19. If the BMD feature was used to mark a ballot: a. An inventory of cast/spoiled/unused ballots by the Ballot Marking Device (BMD portion of the machine) is to be written on the closing log. Record: 1) Number of ballots cast. 2) Number of spoiled ballots. 3) Number of blank unused BMD ballot sheets remaining. b. Place all the blank BMD ballot sheets inside the machine’s write-in compartment. Place the BMD Spoiled Ballot Envelope into the Poll Bag to return to the BOE.

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Dutchess County Board of Elections Inspector Handbook 20. Go to each Election District table and ask for all of their unused ballot booklets and stubs once they have completed their Closing Transmittal Form. Place all unused ballot booklets and stubs in the ballot box. Return the extension cord in the Write-in Bin of the ballot box. 21. Place the Red Accessibility Equipment Bag in the Write-in Bin of the Ballot Box. Place Privacy Sleeves & Screens in the Ballot Box. 22. With the Silver Machine key, lock the Ballot Box Door.(Remember to lock the OpScan Ballot Box Door) Seal it with the Blue harpoon Plastic Seal and record the seal number on the Closing Log. Place Silver Machine Keys back into Machine Inspector Envelope. 23. Pack BMD machine with Styrofoam. Carefully put monitor back into secure position atop Styrofoam. Place vinyl cover over BMD. Seal with blue plastic security seal and record seal number on closing log. 24. For the Optical-Scan machine without the BMD, secure scanner-cover with blue plastic security seal and record the seal number on the Closing Log. 25. Any Inspector involved in the machine closing procedures must sign the Closing Log and all Inspectors must sign the Closing Certification. 26. Seal the “Machine Inspectors Envelope’ and give it to the Inspectors to be placed into the Poll Bag. It should contain: a. Silver Machine Keys b. Opening/Closing Logs c. Zip Lock Bag of unused seals, scissors and pens

Appendix Voting Session - Voters Using Ballot Marking Device (BMD) When a voter wants to mark a ballot using the BMD machine, see the instructions below. Call the BOE (845-486-2473) for assistance. 1. Inform Machine Inspector that a voter will be using the BMD function of the voting machine 2. Voter will check in at the Intake table. The Machine Inspector will need the Ballot ID# for that voter. The Ballot ID# is a 4-digit number located on the bottom right of the ballot, next to the Town, Ward and Election District number. An Intake Inspector shall write this number down and give to Machine Inspector. Be certain the number is coming from the voter’s correct Election District. 3. The ATI, cable, headphone set and monitor screen should be attached only when a voter will use the accessibility features of the BMD. When needed, see the diagram that follows.

ATI with cable

ATI cable into Scanner with BMD

Headphones into ATI

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Dutchess County Board of Elections Inspector Handbook a. Offer voter a seat and have them put the headphones on and hand them the ATI device or appropriate assisting device depending on the situation. (See image to right) They should be facing the monitor and printer. Make sure they are comfortable. b. Insert one blank ballot sheet into printer. Attach Monitor Privacy Sleeve. c. Use Security Key to open Administrative Menu and select ‘Accessible Voting’. d. You will be prompted to enter Ballot ID. Enter Ballot ID # given to you by Intake Inspector or by calling the BOE 486-2473. If there is only one Ballot style, the message ‘Are you certain you want to start the Accessible Voting session with Ballot ID ####’ will appear. Select 'YES'. e. The instructions for the voting session will appear on the monitor and through the headphones. Voter will now be allowed privacy while marking the ballots. Watch indicator lights to see if assistance is required. f. Once the ballot is printed, the voter may insert it into the scanner using the privacy sleeve. Provide assistance if required. 5. If the voter does not want to cast the ballot printed, the ballot should immediately be marked ‘SPOILED’ and placed in the BMD Spoiled Ballot Envelope. Ask the voter if they wish to start a new voting session. If so, return to step 1 in this section. 6. NOTE: Normal use of scanner should not be interrupted while a voter is using the BMD function. DO NOT stop voting.

Ballot Review Process 1. Before voter inserts ballot, press Security Key into place on the optical scanner. 2. Select “ballot review” from the menu, then “visual”. 3. Insert the ballot into the scanner. The voter’s selections will appear on the small LCD screen. 4. Press “cast” if you are satisfied, “return” if you want to redo your ballot.

Voter Assistance Oath Person other than Inspector Providing Assistance Oath: This oath is for a person, other than an Inspector, who assists an individual in voting. This must be taken before the person rendering assistance enters the voting booth. The Inspector will ask that person to swear or affirm that he or she: “Do you solemnly swear or affirm that you will not in any manner request, or seek to persuade or induce the voter to vote any particular ticket or for any particular candidate, and that you will not make or keep any memorandum or entry of anything occurring in the voting booth, and that you will not, directly or indirectly, reveal to any person the name of any candidate or proposal voted for by the voter, or which ticket he or she had voted, or anything occurring within the voting booth, except when required pursuant to law to give testimony as to such a matter in a judicial proceeding?” If the person answers yes, then he or she can assist the voter. (Election Law 8-306.5) Page 29/39

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Challenge Oaths Preliminary Challenge Oath An individual who has been challenged and is about to be questioned by the Board of Inspectors as to his/her voting qualifications, must take this oath: “You do solemnly swear (or affirm) that you will make true answers to such questions as may be put to you concerning your qualifications as a voter.” (Election Law 8-504.1)

Qualification Challenge Oath Administer this oath for an individual who has been challenged and has responded to questions from the Board of Inspectors as to his/her voting qualification: “You do swear (or affirm) that you are eighteen years of age, that you are a citizen of the United States and that you have been a resident of this state, and of this county for thirty days next preceding this election, that you reside at the same address at which you have been duly registered in this election district, that you have not voted in this election, and that you do not know of any other reason why you are not qualified to vote at this election. You further declare that you are aware that it is a crime to make any false statements. That all the statements you have made to the Board have been true and that you understand that a false statement is perjury and you will be guilty of a misdemeanor.” (Election Law 8-504.3)

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New York State Voter’s Bill of Rights

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Notice to Voters (Use when voter’s name is not in the poll book and is at the correct ED)

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Sample Court Order

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Records Binder

Contents: 1. Pages to document: a. Name and address changes b. Challenges c. Deceased d. Assistance provided e. Court order f. Affidavit ballot g. Additional space for above items and notes 2. Inspector Election District attendance sheet: 3. Pockets: Insert the following documents into the pockets… a. Opening and closing transmittals b. Court orders c. Poll watcher certificates d. Challenge oaths e. Pre Lat

Poll Watcher Certificate

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Opening Transmittal Form

Place check marks here

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Closing Transmittal Form

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Dutchess County Board of Elections - ___________ Election (Date) Town: _____________________________

Machine #: __________

Poll Site: _____________________________ Pre-LAT - DC BOE Installed Seals Seal Numbers

This Section for BOE warehouse staff REP

DEM

BMD or Scanner Cover

Ballots correct

______

______

Ballot Box Door

Protective counter

______

______

Portable Ballot Case

Inventory:

______

______

Privacy Sleeves

______

______

A - USB Port

Privacy Screen

______

______

B - Emergency Box

Ext cord Accessibility Equip

______ ______

______ ______

Thermal Tape

______

______

______

______

C - Administrator Seal

BMD Printer Empty

D - Poll Worker E - Firmware

(BMD only)

Print Name (REP)

F - Printer

(BMD only)

Print Name (DEM)

Passcode ____________________

Unit Serial # Protective Counter Date: ______________ _________________________

____________________________

DC BOE Staff Print Name

DC BOE Staff Sign Name

_________________________

____________________________

DC BOE Staff Print Name

DC BOE Staff Sign Name

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Machine Inspector Opening/Closing Log

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Emergency Evacuation Procedures Poll worker and voter safety take priority. 1. When safe, call the BOE. 2. Follow the instructions from the Emergency Personnel. 3. Assess the situation and determine if possible to move the voting system and components to another room. 4. If the poll site must be vacated, appoint someone to make sure everyone gets out safely. Protect the integrity of the voting process and the voting materials as much as possible: 1. 2 machine Inspectors shall record the public counter numbers from each voting machine. 2. Chairs persons shall gather Poll Books, Ballots, Voter Logs and Poll Bag and all personnel is to proceed to a safe location. 3. Maintain constant communication with the BOE and follow their further instructions. When emergency personnel indicate that the poll site can safely be reopened: 1. Notify the BOE immediately. 2. Transfer any materials removed from the site back to the original polling area. 3. Record the public counter number on each machine. 4. Resume normal poll site duties.

Providing Assistance To Minority Language Voters: All voters should be treated with courtesy and respect, and patience should be exercised if you are approached at the table by a voter whose primary language is not English. At certain polling places throughout the county, bilingual election inspectors will be available. • At these poll sites bilingual materials will be provided. Inspectors will find signs, ballots, sample ballots, affidavit envelopes and ballots, notices and instructions in both English and Spanish. • Inspectors will make all signs and notifications, both English and Spanish, visible to all voters. • If a voter requests a Spanish Ballot, be prepared to offer one to them. • Minority language voters have the right to receive assistance from the person of their choice excluding an employer or union representative. • If assistance is needed from poll inspectors, it shall be provided on a bi-partisan basis. • If the inspectors are unable to assist the voter on their own, please ask for assistance from one of the Bilingual Inspectors in your polling place to determine if they can be of help. If any voter requires additional Spanish language assistance, please call our Bilingual Hotline at our main office number (845) 486-2473.

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