6/30/2023 News Update - Proposal 2022-2 and Election Legislation Update, New Election Inspector Training Video, Issuing Ballots to Voters on Permanent Ballot List for August Election, and more

Michigan Secretary of State sent this bulletin at 06/30/2023 03:55 PM EDT

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June 30, 2023

Regular Edition News Update #2023-13

Proposal 2022-2 and Election Legislation Update 

This week, eight election-related bills were passed by both chambers of the legislature and will be sent to the governor, who is expected to sign the bills. The bills cover a variety of topics and will be implemented on different timelines depending on the legislation. The timing of implementation of each provision will depend on whether the bill was given “immediate effect” (some bills were not) and whether the provision in the legislation is already in place under Proposal 2022-2 or will be modified by the legislation.  

The Bureau is currently working through which provisions will be implemented prior to and for the 2024 presidential primary.  Please note that early voting is required by the Michigan Constitution under Proposal 2022-2 and will be in place for the presidential primary. Links to each final bill that has been passed recently are below (another bill, SB 259, was passed in May). The Bureau will be providing resources and information in the upcoming news updates on the different requirements in Proposal 2022-2.   

HB 4702 (Precinct size)         

 

drop box

Drop Box Viewing Opportunity Extended 

Bureau staff will be available in the Lansing area on Wednesday, July 5, and Thursday, July 6, for clerks to view samples of state-funded drop boxes available for order. If you are interested in coming to Lansing, please send an email to Bourbonaisl@michigan.gov.  

 

Absentee Voting

Issuing Ballots to Voters on the Permanent Ballot List for the August Election 

Development of Qualified Voter File (QVF) tools to support requirements of Prop 2022-2 remains ongoing. Clerks are receiving requests from voters to be added to the Permanent Ballot List and receive ballots prior to each election based on an initial single application. The tools to assist clerks in issuing ballots to voters on the Permanent Ballot List continue to be developed. To assist with issuing ballots for the August election, this guide for issuing ballots to voters on the permanent ballot list is now available in eLearning. 

 

Drop Box Update 

The Bureau has begun to process drop box orders. Due to the initial volume, we are processing orders as quickly as possible. Where necessary, priority will be given to jurisdictions with August elections. Please look for correspondence from us if any additional information is needed. 

As a reminder, statewide contracts with 3 drop box vendors are now in place and clerks can begin ordering drop boxes (that will be paid for by the state) by using this order form. Clerks may order one drop box per jurisdiction and an additional drop box for every 15,000 voters in their jurisdiction in jurisdictions with more than 15,000 voters. For example, a jurisdiction with 10,000 voters may order one drop box, a jurisdiction with 20,000 voters may order 2, a jurisdiction with 35,000 voters may order 3, etc. The Bureau has also created a drop box web page where clerks can view the vendors and available drop boxes. The Bureau will make additional photos of the products available.  The Bureau will place orders with the vendors at regular intervals, prioritizing those jurisdictions with an August election, then those with a November election, and then the rest of the jurisdictions. All drop boxes should be ordered prior to the 2024 Presidential Primary absent voter ballot period. Drop boxes will be delivered directly to the jurisdiction at an address provided by the clerk. As noted above, the opportunity to view sample drop boxes has been extended to next week.  

The Bureau will provide reimbursement to jurisdictions with a May or August election that needed to purchase and install a drop box prior to the finalization of our ordering processing. The drop box reimbursement form is available in eLearning.  

 Additional Information 

  1. Please read the entire website before ordering. Important information regarding warranties and manufacturing lead times appears at the bottom of the page in “click to expand” vendor and product information sections. 
  2. LaserFab (aka Vote Armor) does not include graphics. BOE will send graphics to jurisdictions that order a LaserFab drop box and jurisdictions will have to apply the graphics themselves. Kingsley’s and American Security Cabinet’s boxes will come with graphics pre-applied. 
  3. Installation is not included in price. Clerks will need to arrange for a contractor or municipal maintenance staff to install their drop box(es). See installation videos. Installation or other costs may be reimbursable; clerks should retain proof of payment and receipts for services purchased.  
  4. Drop boxes will be shipped on pallets with cardboard shipping boxes. Be sure to check all the contents of the box to make sure all component parts have been retrieved before disposing of boxes. You may need a forklift, pallet jack, hand cart, dolly, etc., to move boxes after delivery. Delivery service will drop off at a dock or other location but is not required to move the box from the drop-off location. Pay attention to weights in the box description. 
  5. Jurisdictions can order additional boxes on their own directly with vendors and pay for boxes themselves at contract prices starting in Jan 2024.  

 

Reimbursement Updates

Drop Box/Postage: The Bureau has not yet begun processing reimbursement submissions for prepaid postage and drop box submissions.  

2022 Election Security Grant: All reimbursement requests that have been received with full and proper documentation have been processed. If the Bureau has contacted you because additional information or documentation is needed, or if you believe you have submitted all required documentation and have not yet received your reimbursement, please contact us with that documentation or questions as soon as possible at MDOS-BOEreimbursement@michigan.gov 

 

In this issue:

  • Proposal 2022-2 and Election Legislation Update
  • BOE Closed Tuesday, July 4
  • New Election Inspector Training Video - Voters with Disabilities
  • Drop Box Viewing Opportunity Extended
  • Issuing Ballots to Voters on the Permanent Ballot List for the August Election
  • Election Inspector Appointments
  • Drop Box Update
  • Reimbursement Updates
  • Prepaid Postage
  • Reminder - Updated Signature Instructions and Training
  • Reminder - Reporting Weekend Hours

 

BOE Closed Tuesday, July 4 

The Bureau of Elections will be closed Tuesday, July 4. Enjoy the Independence Day holiday! 

 

New Election Inspector Training Video – Voters with Disabilities

Disability Rights Michigan has created an Election Worker Training Video with the goal of helping to ensure all voters are able to vote privatively and independently in Michigan. The Bureau encourages clerks to show it to all of your election inspectors prior to the next election. The Bureau also plans to make this information part of the Train-the-Trainer election inspector educational program. As a reminder, additional resources to improve election accessibility are available, including a training video on the BOE YouTube page and resources in eLearning (look for the subjects “accessibility” and “voting equipment > voter assist terminals”).

 

Election Inspector Appointments 

Election inspectors for the August election must be appointed by your Election Commission no later than July 18.  

Remember: Election Commission meetings are subject to the Open Meetings Act, and formal action must be taken to appoint election inspectors (including receiving board inspectors and AVCB inspectors).  

When recruiting election inspectors, you can hire anyone registered to vote within the state as well as 16- or 17-year-olds. In addition, the inspectors can be of any state-recognized political party. Inspectors may not choose “independent.” The Election Inspector Application lists the eligible parties.  

Election inspectors appointed by the election commission must have received proper election inspector certification within the last two years from a county or authorized jurisdiction. 

For more information, review Chapter 13 - Appointing and Training Election Inspectors in the Election Officials’ Manual or Recruiting, Training, and Appointing Election Inspectors on the eLearning Center. 

 

Prepaid Postage

All prepaid postage permits (100 percent of the 1,520 sub-permits for each municipal jurisdiction, billed to the state) have been established and provided to vendors. If a permit requires correction, please contact the Bureau of Elections as soon as possible at MDOS-BOEOperations@michigan.gov. As a reminder, clerks must ensure that the jurisdiction mailing address is correctly listed in QVF.  

book

Reminder - Updated Signature Instructions and Training

The Michigan Election Law requires election officials to verify that the signature on an absent voter (AV) ballot application or AV ballot envelope agrees sufficiently with the voter’s signature in QVF or, for a ballot return envelope, the voter’s signature on the AV ballot application. Administrative rules require AV applications and ballots to be accepted unless the signature does not agree sufficiently with the voter’s signature on file. An updated Signature Verification and Voter Notification instructional document has been posted in the eLearning center, along with a  new training module (Signature Verification Training) that clerks can review. These new resources provide detailed instructions for reviewing signatures immediately upon receipt and providing voter notification for a mismatched signature, verifying the voter’s signature against the QVF, and curing missing or mismatched signatures. 

 

Reminder - Reporting Weekend Hours 

Office Hours

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. 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 must be entered in to QVF no later than Monday, July 10. This information also must be posted with other township or city postings in a central location. To enter this information into QVF: Select “Elections” from there select “Jurisdiction hours”, select your jurisdiction and enter your Business and Pre-Election Weekend Hours and add any additional registration locations using the “additional registration” 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, Michigan.gov/Vote. 

 

Helpful Links

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