Author: Gary O. Bartlett, Executive Director
Counties that wish to provide additional one-stop absentee voting sites (or expanded hours) for the May 8 primary must first submit an Implementation Plan to SBE for approval. To review, one-stop voting must be available at the CBE office from the third Thursday before each election, open full time during weekdays through the week before the election, and also on the last Saturday of the election closing at 1 p.m. at the earliest (G.S. §163-227.2(b)). A county can also arrange to conduct one-stop voting at a location “in lieu of” the CBE office under certain circumstances and upon approval of an Implementation Plan.
State law mandates submission of Implementation Plans for additional one-stop sites and times to the State Board for approval (G.S. §163-227.2(g)). The statute also requires that Implementation Plans must be brought by unanimous vote of all the county board’s members. If unanimity cannot be reached on a single plan, a member or members of a county board may also petition the State Board to adopt a proposed plan.
If your county seeks approval for additional one-stop sites and has not already submitted an Implementation Plan, please note that plans must be received by the State Board office by close of business on Monday, March 19, 2012. Transmission may be by U.S. Mail, facsimile, or by email to George McCue at george.mccue@ncsbe.gov. These plans cover the May 8, 2012 primary and the 2012 second primary (if necessary).
Be advised that SBE has not appropriated any grant funds for the establishment or operation of primary one-stop sites, as state and HAVA funding is currently frozen.
Generally, one-stop voting sites must follow the guidelines for polling locations as set forth in G.S. §163-129. However, G.S. § 163-227.2(g1) sets forth criteria for exceptions should there be unusual circumstances in selecting a one-stop location.
Please be aware that your 2012 primary one-stop implementation plan must cover all one-stop locations within your county, even if there have been no changes to accepted plans submitted for prior election cycles. Also, counties that must comply with federal DOJ preclearance requirements will need to seek preclearance of Implementation Plans for each election cycle, but they must first have their plans approved by SBE.
New for 2012: Counties should login to One Stop System Manager and click on “Site Manager.” For each approved one-stop site that will be used for the 2012 primary, assign the site to the election by clicking the “add” button under the “Election Assignments” tab. Once complete, these sites will appear on the SBE website. Counties must wait to complete this step until after receiving approval of their Implementation Plan from SBE. Questions regarding this process should be directed to the Helpdesk.
Guidelines for Completing a One-Stop Absentee Voting Site Implementation Plan
- Resolution: State that the CBE unanimously agreed to the one-stop implementation plan. Include a copy of the resolution or minutes verifying that unanimous agreement was reached. Implementation Plans are good for one election cycle only. Any changes in the Plan will have to be approved by the SBE Executive Director.
- Specify whether sites are in addition to the CBE office or “in lieu of” the CBE office: If the one-stop site is “in lieu of” the CBE office, the site must be proximate to the CBE office and must provide adequate coverage for the county’s electorate. Explain why the CBE office will not be used and how the “in lieu of” site was selected.
- Location: List the name and street address of the building that will house each one-stop site. Explain how and why the building was selected. Include a map of the location (an internet generated map marking the location is sufficient).
- Open hours: Provide the exact days and hours that one-stop voting will occur at each location covered by the Plan.
- Signs: Describe the signage that will be used to direct voters to the correct building as well as any signage used on the interior of the building directing voters to the correct room.
- Accessibility: For new one-stop sites, address the accessibility of the building and the parking by completing a Polling Place Survey (if the site is not new and a Polling Place Survey has previously been completed and is still current, please specify so). Along with the Polling Place Survey, include photographs of the exterior and interior of the location.
- Voting equipment: Describe the voting equipment, how it will be used, and how it will be secured at the end of each day. Describe the process used for testing equipment.
- Laptop computers: How will data be transferred from the remote site to the county server? (The two options would be a “hybrid” connected mode in which data is transferred periodically throughout the day, or by a “disconnected” mode in which data is transferred manually via a USB drive.)
- Phone access: How can the one-stop staff be reached via phone? Do one-stop staff have access to a building phone? Can CBE staff reach one-stop staff by cell phone as a backup?
- Security: Describe how this building will be secured. Give sufficient details to demonstrate that the voting machines and ballots will be safe.
- Notice: Describe when, where, how, and what notice will be given regarding places and times of one-stop voting. Notification must be given to news media and political party chairs no later than 30 days prior to election day (10 days prior to the beginning of one-stop Absentee Voting).
- Staffing and training: Describe staffing and training for staff (i.e. number of training opportunities and hours for each, what will be in the training).
- Operation procedures: Describe procedures for daily setup, closing, and end of voting. Explain measures taken for daily security of ballots, equipment, and other election materials.
- Ballot retrievability: Describe how ballots can be retrieved from the Optical or DRE machines.
- Chain of custody of equipment and materials: How will equipment and supplies be returned to the elections office if the plan is for an additional or alternative site not in the elections office?
- Voter process: Describe how the voter will move through the voting process. Start at the door and explain the voting process step by step.
- Registration: Describe procedures for processing in-person registration and one-stop voting applicants pursuant to G.S. 163-82.6A.
- Voter assistance: How and under what circumstances will assistance be given to voters?
- Curbside voting: Describe curbside voting and how it will be conducted at each site.
- Provisional voting: Describe the provisional voting process.
- Voter challenges: Describe the challenge procedure.
- Observers: How will you provide for political party observers?
- Emergency/backup plan: What will you do if one site or even more than one becomes unavailable without warning? Provide a contingency plan (consolidate sites, alternate sites, etc).
- Additional information: Add anything that SBE should know about your one-stop implementation plan. In addition, you may make suggestions for improvements.
As always, thank you for your cooperation.
[Download the numbered memo PDF below to view a sample one-stop implementation plan.]
↓ One-Stop Voting Implementation Plans for the 2012 Primary: Numbered Memo 2012-03 (PDF)