HomeMy WebLinkAboutYellowstone County Elections Administrator I_,
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Yelrowstone County - CITY OF LAUREL
Election Administrator
(406) 256 -2740 P.O. Box 35002
(406) 254 -7940 (FAX) Billings, MT 59107 -5002
butherford aco.yellowstone.mt.gov
September 9` 2011
RE: November 8 Municipal General Election
Dear City Administrators & Clerks,
Pursuant to 13 -19 -203 MCA, I am notifying local municipalities of my desire to conduct the
November 8, 2011 Municipal General Elections by mail ballot. Also, pursuant to said statute, I
am enclosing a written plan and timeline of the proposed mail ballot election.
There are several reasons that make the mail ballot election the best option for the upcoming
election. First of all, the cost of running a mail ballot election will be equal to or less than the
cost of a polling place election. Secondly, well over 50% of the voters in Yellowstone County
are currently "Annual Absentee Voters" and would need to be issued an absentee ballot in the
case of a polling place election. Finally, mail ballot elections have been conducted for our
municipal elections since 2007 and I feel it would be inappropriate to switch back to polling
place elections when the public expects to vote by mail.
Please share this request with the council /commission as well as my reasons for requesting this
form of election. If you have any questions, please feel free to contact me at any time. Official
notice to the Montana Secretary of State's Office has been transmitted and approved. No action
is needed if the council agrees to a mail ballot election.
Sincerely,
Bret Rutherford
Election Administrator
Yellowstone County
(406) 256 -2740
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, ,f> Mail Ballot Written Plan, Timetable and Sample Instructions
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1. Legal name of jurisdiction, date of election, name of county or counties involved, and estimated number of electors:
City of Laurel November 8` 2011
Legal Name of Jurisdiction Date of Election
Yellowstone County 3,626
Name of County or Counties Involved Estimated # of Electors
2. Jurisdiction is: ❑ County ® Municipality ❑ School ❑ Fire ❑ Water & Sewer ❑ Other:
(If applicable, check all that apply: ❑ Creation ❑ Bond ❑ Trustee ❑ Levy ® Other: Municipal Officers
3. Type of election (with no other elections taking place at polls on this day in the jurisdiction):
® Regular election ❑ Special election ❑ Other:
4. Number of places of deposit: 5 If other than your office, list places and addresses: Laurel H.S. P 203 E 8 Laurel;
Faith Evangelical 3145 Sweetwater Dr., Billings; Riverside School P 3700 Madison Ave, Billings; Bench Elementary Cal 505 Milton Rd,
Billings; Yellowstone County Courthouse P 217 N 27 St. Room 101, Billings.
5. If ballots are returned as undeliverable: Follow procedures set in MCA 13 -19 -313.
Note: Undeliverable ballots must be filed securely, retained and available for individuals to vote. The Election Administrator mails a notice
to the elector whose ballot was returned undeliverable and follows the guidelines in 13 - 19 - 313, MCA and ARM 44.9.306.
6. Return postage will be paid by: Elector
If elector is required to apply postage, insufficient postage will be handled by: County postage due account
7. Voting by electors who are eligible but otherwise not registered in the jurisdiction: ❑ is permitted ® is not permitted
If voting is permitted by electors who are eligible but not registered in the jurisdiction, state applicable
statute(s): and describe the eligibility requirements in the statute(s):
8. Describe procedures you will use to ensure security for the ballots: All ballots will be retained in locked room accessible only to
election staff.
9. Ballots will be printed by (choose only one): ❑ District ❑ Precinct ® Ward ❑ Other:
10. Name of one person chiefly responsible for election: Bret Rutherford, Election Administrator
Name(s) of any and all other county /school election officials involved in election and names of counties and /or school districts:
11. Proportional voting: ® is not required for this election. ❑ is required for this election (Attach a sheet detailing the method
you will use to satisfy the requirements for proportional voting.)
12. If election is for school district purposes, the election will be conducted by: ❑ school clerk ❑ election administrator
For a school election conducted by the school district clerk, give a brief narrative of the procedures to be followed from the time ballots are
received from the electors until they are tabulated, including a description of procedures for transport of ballots to and from the County
Election Administrator for signature verification:
If you plan to hold several elections of different types on the same day, and your procedures will be the same for all elections, complete this form
for each of the elections. Attach and return all sheets, along with a timetable and sample written instructions.
Montana Mail Ballot Written Plan,
Timetable and Sample Instructions
ffLER W .IAIIP4o,Tw ,v:14M ?AYS BEt' r @ r
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CALENDAR DATE ACTIVITY
August 30 2011 Copy of the following sent to the governing body: 1) written plan; 2) written statement informing the
governing body of the decision to conduct the election by mail ballot; 3) list of reasons for the decision; and
4) statement regarding the right of the governing body to object under 13 -19 -204 (no date set by law, but
should be at least no later than 60 days before election)
August 30` 2011 Actual date of submission of written plan, timetable, and sample written instructions to Secretary of State
(received at least 60 days before election)
September 14` 2011 Last day for governing body to opt out (no later than 55 days before election — if the election is on a
Tuesday, the last day to opt out is a Wednesday)
Within 5 days of SOS receipt Approval by Secretary of State (within 5 days of receiving written plan, timetable and instructions from the
election administrator)
September 22 "d , 2011_ Publish notice specifying close of registration as provided by 13 -2 -301, MCA.
September 29` 2011 (at least 3 times in the 4 weeks preceding the close of registration. These notices should be published once
October 6 2011 a week in the weeks before the close of registration. Publication is completed with the 3rd notice.)
N/A Publish notice of election, if applicable
(Special 13 -1 -108) or (Regular Non - Municipal 13-1-401 (4))
October 11 2011 Close of registration as provided by 13 -2 -301, MCA (30 days before election; this date is often moved to 29
days before the election when the 30th day before the election falls on a Sunday)
October 19 2011 Specific date on which ballots will be mailed (no sooner than 25 days or later than 15 days before election)
November 8 2011 Election Day
This schedule must be attached to the written plan and sample instructions for this mail ballot election.
Submitted by (print name): Bret Rutherford Date: August 30, 2011
Mail Ballot Voting Instructions — Municipal General, November 8 2011
0 - .
The following items are included in your mail ballot voting packet:
• Ballot(s) to be voted on front and back (if applicable)
• Secrecy Envelope for ballot(s)
• Return Envelope with Affirmation to be completed
• Elector Identification Form (included only if provisionally registered
Th ' T UCTION K. , ''', ..� P CAREFULLY - .. . -, ..'. I ' . T
,
• This is a MAIL BALLOT only election, regular polling places will not be open during this election.
• Please vote the enclosed ballot(s) front and back.
• Use a #2 pencil or appropriate BLACK ballpoint pen. DO NOT USE RED INK or A FELT TIP PEN.
• DO NOT CROSS OUT. If your ballot is destroyed, spoiled, or lost, or if you make a mistake or change your mind
before your ballot is turned in, you may request a replacement ballot at the Yellowstone County Courthouse at
217 N 27 St, Room 101.
• If you mark more than is allowed for any position, it is considered an overvote. You may request a new ballot if
you overvote in any race. If you do not correct your ballot, that race will not be counted, however the remainder of
your ballot will be counted.
• Do not make an X or a check mark. Fill in the oval completely as instructed on the ballot.
• To write in a candidate's name, blacken the oval to the left of the line provided and write the name on the blank
line.
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— Ma OF TIC COURT JUDGE OF THE cOURT
�. VOTE FOR ONE VOTE FOR Of*
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1. Fold and place the VOTED ballot(s) in the Secrecy Envelope.
2. Seal the Secrecy Envelope.
3. Place the sealed Secrecy Envelope in the Return Envelope.
4. IF PROVISIONALLY REGISTERED: Include required identification in the Return Envelope.
5. Complete the Affirmation on the Return Envelope.
6. Sign the Affirmation. Your signature is required for your ballot to be counted.
7. Seal the Return Envelope.
8. Put proper postage on the Return Envelope and mail to your county election office OR drop off at the Yellowstone
County Election office. Estimated postage is $0.44.
9. Return your voted ballot to your county election office or to a designated place of deposit no later than
8:00 pm on Election Day (11/8/11). If you are mailing the ballot, the ballot must be received by the county
election office no later than Election Day (11/8/11).
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Yellowstone County Courthouse Yellowstone County Courthouse — Room 101
PO Box 35002 Laurel High School — 203 E 8
217 N 27 Street, Room 101 Faith Evangelical Church - 3145 Sweetwater Dr.
Billings, MT 59107 Riverside Middle School — 3700 Madison Ave
Bench Elementary — 505 Milton Rd
IF THE RETURN ENVELOPE AFFIRMATION IS NOT SIGNED OR IF THE SIGNATURE ON THE AFFIRMATION DOES NOT
MATCH THE SIGNATURE ON FILE, THE BALLOT MAY BE REJECTED — BE SURE TO COMPLETE AND SIGN THE
RETURN ENVELOPE WITH AFFIRMATION.
IF YOU HAVE ANY QUESTIONS OR REQUIRE ASSISTANCE, PLEASE CALL (406)256 -2740