Resolution 96-862MPYOR, t¢IL.SPM G. SVINSTON
CITY CiERH GAPiALD2NP A ZP.IdAkI
CITY OF LONGWOOD SECURITY PROCEDURES
REGARDING ABSENTEE BALLOTS
City of Longwood
— W. All
Longwooda, F1n3_.
Telephone: .....260- -
City Clerk, Geraldine D. Zambri
POLICY: ISSUANCE OF ABSENTEE BALLOTS
aetl upon F rich $_ att �t 1D1.62 and the desire of the City of
ood to'- intai the highest andarda of—erence t.
pertinent state election laws and to ma the utmost i tegrity
regarding the adminietrati on of —el nm cipal elections, the
following shall be the policy of the City of Longwood regarding the
intenance, and completion of absentee ballots: (Nl—
Theudesignation City Clerk, Deputy City Clerk o other designated
support staff shall apply vtth,t the procedures listed herein i
-,dance with the laws of the City of Longwood; however, for
eading, the classification of City Clerk has been utilized
herein@)
1. Upon delivery of the absentee ballots t the City Clerk
by the Seminole County E actions Office, the ballots
shall be ilpected for cal sequence and
s nature completeness) Upon of r eipt by the City
Clerk on the a iete forma supplied by the Seminole
unty Elections Office, the City Clerk shall deposit the
absentee ballots and all accon�anying pertinent ma ials
4the city vault located within the city hall building.
e City v
Clerk shall z e the ballot materials from the
vault for the purposes ofthe i intenance, and
c eletion o£ the ballots, returning the absentee ballots
to the rity o the vault upon the a cation -f
assigned work involving the absentee ballotsa
2. Requests for absentee ballots from r istered v
good standing within the m 1 boundaries of the City
of Longvo-d shall be a cepted by the City C
person, by mail, by telephone or by facsimile machine•
All such requests shall be placed on the city, approved
Absentee Ballot Request Fo hereto a ached as Exhibit
A , in writing by the —tiel or by
the City Clerk, if the request i made by telephone,
facsimile machine or through wrrtten correspondence. Al
by registered voter good standing within the
cipal boundaries of the City of Longwood as listed
vi th, and by, the Seminole County elections Office. Sald
onfirmation shall be made i mely ma not
impetle the of t delivery he absentee ballot to the
petitioner.
n the a the petitioner i not determined to be
the o
c Hole County Registered V a list a
supplied by Remvnole County Elections Officee to the City
whether an absentee ballot will or will not be issued
n the e t the City Clerk deternunes the petitioner i
registered voter in good standing, a set forth
above, the Clerk shall make a effort V a {elephone o
the mail to notify the petitioner that
absentee ballotCevi 11 not be forwarded and that the
elector/petitioner should c
c the Seminole C unty
Elections Office m ing the s of their V
registration. e Cityn Clerk shallt tletermine the good
standing of the absentee voter by a ertaining that the
petitioner listed o the c ent R Hole C unty
Registered Voter's List a compiled by the Seminole
County £Sections Offr ca rn accordance with prescribed
law.
If the City Clerk tletezmines a request for an absentee
ballot it being made by a individual who ha
owed
outside the city limits, and said individual has not
changed his her voter's registration to the
precinct, the City Clerk shall notify the
elector/petitioner V rnithat aid
el actor/petitioner shall ntacttherrng Semrnole County
election law. The City Clerk shall n t knowingly provide
n absentee ballot t any regis tared voter who moved from
the Longwood City limits and failed to notify the County
Office that ha or she rs residing in a nev
precincts
The City Clerk shall ce
tpt
esponsibi, ty to personally determi ethe trve id —
of any petitioner vho claims be registe
votes/petitioner within the ci tyt limits aoF Longw
identification and a voter's registration I.D.and and
sha11 tleternune if the pats tioner/elector i registered
voter as prescribetl above prior to i ing an absentee
ballot in person to an elector/petitioner.
n the a the petitioner/elector has 1—t said voter's
cardan the City Clerk shall a ist the petitioner i
the process of obtaining a voter`s I card and may
upon the presentation of other personal identifica[ion by
the petitioner absentee ballot t. the
petitioner/elector if theaelector's n oun s Ed to be
good ending with the nole aC unty Elections
Office. A11 such irreaulari ti esr shall be listed by the
ballot log hereto attached as Exhibit "B intained Fox
the purpose of t acking the request, distribution and
return of absentee ballots.
Requests £or absentee ballots o the telephone o
facsimile machine shall be accepted by the City Clerk
note on the c cof a log m intained £ r the
purpose of tracking therequests, distribution and return
of absentee ballots, the r n for any request made by
individual made other asthan the elector the
elector's immediate family. Hand carried absentee
facsimile machine, any number of blank city approved
absentee ballot request forms to any individual
requesting saitl request forms, but shall only cep a t such
vhen fully ted antl nedc by
elector/registered voter whose n n good s ending
with the Seminole County Elections office a rVe egia tered
ng i thin the City of Lowood. the e t said
request form is returnetl vithout the pertinent
-3-
ti— and/or n signature f the the—y Clerk effort to contact thepets tioner concerning these—,—
Th. City Clerk d/— the S.P—i— of Elections shall
_:. signatures - with the—
.. all fully ..—d, returned111t, �i.9i.t.d --- signatures
n file n the —11, C.hty Elections 0 — prior t.
the --g of the absentee —I.— Any returned
absentee —d— ti.n by the
,—, of Elections — City Clerk — t. factors
relating to ing information estionable
infonmation o the absentee ballot, including signatures,
shall be P=— �tth —1-9 —ld, 11rniulated
under— th, Ch.t�. final— -- 1-1-9
the—-— ordenial of theabsenteeb,ll,t p.... t,
the countingof the absentee ballots.
4. R is for physical --t.. —1— to be pi— up by
person designatetl by the and d.lideliveredby the
designee t. the I—t— —11 b, Illlptld —d— the
—.—g conditions:
a. Th designee — provide —tt,h authorization
from the C9 the designee and
specifying for --h election the --t.. ballot
, -i —,d. S—h —tt— permission shall
b, appended t. the —y'. approved absentee -11- _— f—
b. A designee is 1—t- t. pick and deliver
total f t o absentee -11— per --- other
than th. ballot t for b.—ts
picked up Por members of the designee's --t.
family; —1— . designee's ., P--,
child, grandparent — sibling of the designee —
designee spoveA� — — ff and
,-- el
ection --
�.;:elections, for the
71,7provideid� , of th,1— aid dpicture
Stlentification a d--- —.— — th— —U—
d— --i—t by the City Clerk
and must complete — affidavit hereto
Exhibit i— t. hand iany tabsentee
--t .. prescribed —.
5. Upon lipt of written authorization by a elector
desig sting an individual to pick up an absentee ballot
for a City elects on, the following procedure wvll be
followed:
I) The City Clerk shall transmit the rien tt
u [hori zation by facsimile to the S nolewCounty
Supervisor of Elections Office wi th Pa+Request for
rification If Voters Signature, hereto attached
as Exhibit "D .
b) upon r eipt of v rification £ the Supervisor of
ection's Office of th. validity of uch
signature, an absentee ballot shall be i sued i
c.Mance with standard procedures for issuance of
such ballot as— forth herein.
C) 1n the e the Elections Office determines that
the v signature i valid for purposes of
n
n absentee ballot, the City Clerk
shallpro ide the tlesignee with copy of the
mile espouse the Elections Office
regarding the status of their voter registration.
6. Absentee ballots shall be accepted by the City Clerk
[il '1: 00 p election night whereupon the absentee
ballots will be r oved from the vault and a voting
hall be made of [he number of ballots i sued, the number
returned and uumber not returned; these numbers,-- m
with Ne number of ballots i sued. (Copy of the
nl lot Accounting and Transmittal corm is attached hereto
Exhibit —.)
e City Clerk shall sign the Ballot Accounting and
tal — and r cord thereon the t of departure
for her/his hadelivery If deliof the ballots to the H vole
County Elections Office Sanford, �zitla.
rification of signatures shall be made by the City
Clerk/Seminole C n[y Supervisor of Elections on those
absentee ballot not p ked. Once a 1 Che
natures h ve been v rifiedsl thehCity Clerk shall then
deliver all absentee ballots, £or ing and
tabulation, to the City of Longwood C sing Hoard, who
have assembled in the Seminole County E ections Office.
One o£ the members of the Canvassing HOartl shall sign for
5-
eipt of the ballots o [he ea
mi t[al Form, noting the time
number of absentee ballots [ecevved
Upon coa¢leti on If the canvassing of ballots by the City
If igngwood C a ing Boats, absentee ballots shall then
be t ned o rto the sabulation Hole County Supervisor of
Elections for official tand vncl usion with
City -vide election results.
UponI
tm —ion of the official tabulation, and
eetification of the r suits of the City election by the
City'Canvassing boats, the City Clerk shall retain the
official absent elector's ballot e velopes I—— the
ti cute, the original absentee ballot log,
and the cab antes request forms antl number sequenced
absentee ballot stubs within the City vault for the time
period prescribed by 1 The City C sshal
eits at l
I.tt,fy the election r suthe next regular of
special Called meeting.
'1. The City Clerk may sign s spe
inacts of ork
g t the i nabsen of teeots ballto support
tuff; hi—, r the goal of the Cl-- Office to
limit the handlingof absentee ballots and pertinent
materials relating [ aid work to as feu individuals a
sible i It— to maintain integrity in the absentee
balloting nays tam and eliminate any possibility for
mvscommunvcations or errors.
"A" Absentee Ballot Request Form
"B" RecoM of Absentee Electors
C Affitlavit [o Obtain an Absentee Ballot
D Request for verification of Voter Signature
"E" Absentee Ballot Accounting 6 Transmv ttal Form
BIT "A"
CITY OF LONGWCOD
REQUEST FOR ABSENTEE BALLOT
VOTEA BIRTB DATE: / / VOTER BIRTH PLACE
VOTER TELEPHONE NUMBER (IQCAL):l 1
VOTE. TELEPHONE (OUT
MAILING ADDRESS FOR ABSENTEE BALLOT:
hereby request an absentee ballot for the fO11-9 City
Election:
General -o£f* ❑ Special
Signature of voter Requesting Absentee Ballot:
Facsrmile Machine Request: Check here and append to document
Telephone Request: Cheek here ❑
Written Request. Check here and append t0 document
Ballot Number Issued Date Issued
—urx ^a^
RECORD OE ABSENT ELECTOR'S
Exhibit "C"
AFFIDAVIT TO OBTAIN AN
ABSENTEE BALLOT
t. I— - —.1— ballot for the -.—g city .-ti—
Regular B—i- Special Election
certify th.t
"'Immediate designee's p.—, child, g—dp—t or sibling of
M. —g— M. designee's
I understand that any . — — any fraud m connection with any — t. b. ..M
violates , 104-1, F.S., and ... b, convicted of a felony of - thiM degree and fined up t,
$5,000 —1., mpd-.—t - up t. — years.
Under penadies ., perjury, I d-,m that I have read the f,,g,!,g affidavit and that the facts
stated in it — true.
EXHIBIT "D"
CITY OF LONGWOOD
REQUEST FOR VERIFICATION
Date:
To: Seminole County Supervisor of Elections
Fr: Geraldine D. Zambri, City Clerk
City of Longwood
Re: Request for Verification of voter Signature.
(see attached request)
(name of voter)
❑ Valid Signature ❑ Invalid Signature
Return to: Geraldine D. Zambri, City Clerk - FAX #260-3419
EXHIBIT "E"
ABSENTEE BALLOT
ACCOUNTING AND TRANSMITTAL FORM
ELECTION
# OF ABSENTEE BALLOTS ISSUED
# OF ABSENTEE BALLOTS RETURNED
# OF ABSENTEE BALLOTS NOT RETURNED
BALLOTS TRANSPORTED TO SEMINOLE COUNTY
ELECTIONS OFFICE
BY:
TIME LEFT CITY OF LONGWOOD CITY HALL P.M.
BALLOTS RECEIVED BY:
(- OF CANVASSING BOARD)
TIME RECEIVED:
# ABSENTEE BALLOT RECEIVED
# ABSENTEE BALLOTS PRESENTED TO SUPERVISOR OF
ELECTIONS FOR TABULATION