6/16/2022 News Update - MOVE Deadline Approaching, MAMC Conference Election Lab Demonstration, November 8 Filing Deadlines and more

Michigan Secretary of State sent this bulletin at 06/16/2022 12:57 PM EDT

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June 16, 2022

Regular Edition News Update #2022-20

Reminder – MOVE Deadline is Approaching 

The deadline to transmit ballots to military and overseas (MOVE) voters is Saturday, June 18, 2022. This deadline always falls on a Saturday and must be complied with, meaning that, unlike other deadlines in the Election Law, the Saturday MOVE deadline does not get bumped back to Monday. You must transmit ballots by Saturday. 

If something occurs in your jurisdiction that prohibits you from meeting this deadline (for example, litigation delays or ballot printing), please email Adam Fracassi (Fracassia@Michigan.gov) as soon as possible. 

Remember that the MOVE ballot deadline applies to military/overseas voters who have applied for absent voter ballot with a military or overseas address, regardless of the method of AV application. If a voter applies for an AV ballot using a regular paper AV application or the online tool and lists a military or foreign address, the voter must be sent a ballot by the MOVE ballot deadline. For voters who used the online tool and listed a military or foreign address, this address will be listed in the alternate address on reports and the application that prints out of QVF.  

Please see last week’s News Update for more detailed information. 

 

Reminder - Absent Voter Ballot Processing 

 Absentee Voting

Absent Voter ballots for the August 2 primary election must be available beginning on Thursday, June 23 for all voters. As you begin issuing absentee ballots for the August primary election, it is important to review Chapter 6 - Michigan's Absentee Voting Process of the Election Officials’ Manual.  

Important Reminders: 

  • Ballot marking instructions specific to the August primary election should be included with AV ballots. 
  • QVF must be used timely to track AV ballot processing for all voters.  
  • Voters must provide a picture ID or sign the Affidavit of Voter Not in Possession of Picture ID if they request their ballot in person. Picture ID is not required if the person applies for the AV ballot by mail.  
  • AV voters that need an AV ballot reissued, either because they spoiled their ballot or it was not received, must make a signed request (by mail, email, or in person) to the clerk for a new ballot to be issued. 

 

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MAMC Summer Conference Election Lab Demonstration

For all June 23, MAMC 2022 conference attendees - please join us for our Michigan Election Lab demonstration. 

The Michigan election lab will be a simulation of Michigan elections process. The demonstration will highlight how the various steps and processes work together, how they are secured individually, and how they create an auditable process that is internally verified and cross-checked in real time and can also be audited after the fact. 

It will also provide local clerks with a checklist and opportunity to learn best practices and assess their contributions to the secure election process. 

In this open session, we invite municipal clerks to come in and preview the lab in its working stage to review the different elements and provide input before the final product is completed. 

The room will be open from 8:30am - 5:00pm so feel free to drop in at any time.  

 

November 8, 2022 Election Filing Deadlines 

All deadlines elapse at 4:00 p.m. on the following days. 

July 21, 2022: District Library Board candidates for districts that do not include a school district. 

July 21, 2022:  Candidates without political party affiliation seeking partisan offices (note: this is not the same as a filing for a non-partisan office). 

July 26, 2022:  

  • City candidates who file directly to the November election. Note: This deadline applies regardless of any conflicting provision in the city charter.  
  • Candidates for Local School Board and Community College Trustee 
  • Candidates for village offices 

August 16, 2022: District Library Board candidates for districts that include a school district. 

 

Dymo Label Troubleshooting and Requirements 

The Qualified Voter File is a web-based-application which requires the DYMO web-service to be running on the computer to print DYMO Labels.  If the web-service (DYMO Connect Service or DYMO Web Service) is not running the application will not be able to communicate with the printer.  You can check the system tray by showing “hidden icons” near the clock in the bottom right corner of your desktop.  If you right-click on the DYMO Service icon, you can select ‘Diagnose…’ to verify the service is connected and running.  Additional troubleshooting information is available in the QVF Troubleshooting Guide.  Please consult your local IT for additional assistance. 

Just a reminder the following DYMO configurations are currently supported by QVF.  NOTE:  The DYMO 550/550 Turbo is not currently supported in QVF.  As indicated above, both options require the DYMO web-service to be running on the workstation. 

  • DYMO LabelWriter Software Version 8.7.4 – DYMO 450/450 Turbo 400/400 Turbo may work but is not recommended. 
  • DYMO Connect 1.3.2 – DYMO 450/450 Turbo 400/400 Turbo may work but is not recommended. 

 

In this issue:

  • Reminder - MOVE Deadline is Approaching
  • BOE Closed Monday, June 20
  • MOVE Survey
  • Reminder - Absent Voter Ballot Processing
  • Reminder - Reporting Weekend Hours for August 2 Election
  • MAMC Summer Conference Election Lab Demonstration
  • Security vs Retention Reminder
  • November 8 Election Filing Deadlines
  • Dymo Label Troubleshooting and Requirements

 

BOE Closed Monday, June 20

The Bureau will be closed on Monday, June 20 in observance of Juneteenth.  

 

MOVE Survey 

Please watch for a Special MOVE Survey News Update later today with instructions regarding the mandatory MOVE survey in QVF. 

 

Reminder - Reporting Weekend Hours for August 2 Election 

All clerks must report the hours the clerk's office will be open for absentee voting the Saturday and/or Sunday prior to the August election no later than Monday, July 5. The Michigan Election Law requires the clerk's office to maintain a minimum of eight hours over those two days. The time may be split between Saturday and Sunday or all conducted on one day. This information also must be posted with other township or city postings in a central location. To enter this information in to QVF: Select “Clerk Contacts” from Lookup, select your jurisdiction and tab to the “Hours/Location” tab. Enter your Business and Pre-Election Weekend Hours and add any additional registration locations using the “Add Location” button if needed. Select ”Save” before exiting. 

See the QVF Manual Chapter 11 - Clerk Contacts for further instructions. When you enter this information into QVF, voters will see it under the Election Information “Your Clerk” tab on the Michigan Voter Information Center, Michgan.gov/Vote. 

 

Security vs Retention Reminder 

As you are getting ready for the August and November elections, it is important to have access to your ballot containers. It is helpful and important to remember the differences between your security and retention responsibilities during pre-election planning or post-election closeout. The following are descriptions of the terms and their differences: 

Security Hold: 

Election materials have a 30-day security hold, under which materials must remain in original state.  Original state is defined as sealed, attested and documented appropriately on election night (or if opened and re-sealed for balancing purposes during canvass). The 30 days start after the results have been certified and all recount deadlines have passed – whichever is later.    

Security Release: 

For state and federal elections, a formal release of security will be sent by our office. It will include relevant deadlines, such as the time limit for a recount request to be accepted.  Some counties send these release memos out as well, so you may have received security release correspondence from your county clerk in the past for local elections.   

Retention: 

After the 30 days have passed and security has been released, materials can be removed from original containers and resealed into other storage bags for the duration of the item’s retention period.  The storage containers used for this purpose can range from the sealable canvas bags to plastic containers (often referred to as transfer containers).  It is important to choose a storage container or method that will ensure that the materials are retained in a secure location and manner that protects the integrity of the items from unauthorized access and environmental damage.   

Please familiarize your jurisdiction with the retention schedules as some items must be kept as little as 30 days, and others fall under permanent retention.  As storage space is always at a premium, it is a good practice to develop a retention/disposal routine to allow you to maintain records as legally required while allowing the secure disposal of unnecessary materials.   

More information about retention and retention timetables available here: 

Election Official’s Accreditation Manual, Chapter 16, starting on page 8 

Election Official’s Accreditation Manual, Appendix I, Documentation Retention Schedule, starting on page 84:

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