SUGGESTED PROTOCOL FOR KPFA LSB ELECTION 2009 BALLOT COUNTING

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(by Renée Asteria, KPFA 2009 LES)

Sunday October 18th - 10 am till 11:30 pm at Bay Area Alternative Press (BAAP)

ballotcountlayout

MODEL Document (click to enlarge in new window)

Note: Candidates are welcome to witness but may NEVER touch ballots.

The following is an outline of the suggested protocol for ballot counting. All feedback is greatly appreciated. The objective is to provide a theoretical guide in order to facilitate the organization of the ballot counting process.

STEP 1: Preliminary Check that all Ballots Pick-ups and Packages are present by reading Renee’s Pick-Up Log

- All participants will sign in at the door.

- At 10 am (or when enough witnesses are present) we will do a group check of all un-processed ballots which will be organized by pick-up and present in large marked plastic bags.

- We will do this by comparing pick-up by pick-up (back by bag) to Renée’s Pick-Up Log.

- Ballots were packaged in bundles of 50 (or less) with tape and marked with the date, pick-up number and signed by ballot- pick-up volunteers.

- Once this has been completed 1 pick-up bag will be kept for initial processing (step 2) and the rest will be locked in David’s office and taken out for processing when needed.

- Renée will move the ballots to and from the locked office.

STEP 2: Ballot Sorting Table

- All Volunteers will sign up – no candidates are allowed to process ballots.

- 5 Volunteers on either side of the table open up envelops and sort contents into the appropriate box (boxes: listener or staff ballot box, problem ballot (no barcode) box, donations box, junk mail & empty envelop box)

- At any onetime there are 10 volunteers processing ballots (5 on either side of the table)

- The empty envelop box and junk mail box will be reprocessed to ensure that no ballots or donations have been missed.

- A simple log (tally) will be kept to track the number of packages processed.

- Each ballot must be inspected to make sure it is anonymous. This may require the removal of any identifiable information such as names or addresses.

- Once the ballot boxes are full they are moved to the locked office until ready for step three.

STEP 3: Barcode Ballot Screening & Sorting

- Volunteers will sign up.

- All ballot barcodes will be scanned and screened for eligibility at 2 stations.

- Ballots will be either rejected or accepted and sorted into respective boxes.

- Each barcode is associated to a unique vote.

- This is done in order to remove the possibility of duplicate votes.

- Ballots which are rejected will be kept for follow-up.

STEP 4: Ballot Scanning, Sorting & Trouble-shooting, Computer Software Processing

- Ballots will be scanned into the computer one by one.

- Every scanned ballot will be marked with a number by order of processing.

- The computer software will then translate the images into numbers corresponding to the ranking on each ballot.

- The rankings will be used to compute the results based on the single transferable vote calculation.

- Problematic ballots will be kept aside for trouble shooting.

- The processing of problematic ballots may require the transfer to a new ballot in order to process the vote.

- If this is the case, the interpretation of ranking on the problematic ballot will be done based on the judgment of multiple parties who are not candidates.

All raw scanned data will be available to any participant after everything has been processed.