ELECTORAL OFFICE COOK ISLANDS Parliamentary Elections
Handbook for Election Officials
PLEASE TAKE THE TIME TO READ THIS HANDBOOK
NAME: ______
POSITION: ______
These instructions are issued by the Electoral Office
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FOREWORD
Kia Orana
I would like to take this opportunity to thank each and every one of you for accepting the responsibilities of Election Officials. It is my sincere belief that you will carry out your duties and responsibilities to the best of your abilities and with honesty. Responsibilities falls on election officials to protect the integrity of the election process, to ensure that the election is conducted in a manner that is fair, transparent, and accessible to all.
Through this handbook an attempt has been made to explain the responsibilities of all election officials, the procedures to be followed during the election period and how to deal with any issues that may arise. It covers all important points but is no substitute for all the relevant provisions of the Electoral Act.
It is my hope that you will refer to this manual often and make use of the other resources cited throughout the manual. As always the Election Staff is here to provide answers and advice to assist you in fulfilling your obligations to guarantee public confidence in our election process.
Kia manuia
Taggy Tangimetua Chief Electoral Officer June 2014
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CONTENTS
FOREWORD ...... 3 CONTENTS ...... 4 GLOSSARY ...... 6 ABBREVIATIONS...... 7 OFFICE CONTACT DETAILS ...... 7 CONSTITUENCIES AND ELECTORAL OFFICIALS ...... 8 THE ELECTORAL TEAM ...... 9 Electoral Administration ...... 9 RESPONSIBILITIES OF ELECTION OFFICIALS ...... 9 Administrative and Support Staff ...... 9 Returning Officer (RO) ...... 10 Presiding Officer (PO)...... 10 Poll Clerk (PC) ...... 11 GETTING READY FOR POLLING DAY ...... 11 Collection of Materials ...... 12 Polling Place and facilities ...... 12 Booth Setup ...... 12 Suggested layout for booth furniture ...... 12 Inside the Voting Screens ...... 13 Issuing Table for Ordinary Votes and Vote by Declaration ...... 13 Outside the Polling Place ...... 13 Sample Voting Paper ...... 14 On Polling Day before Leaving Home...... 15 Before opening the Booth ...... 15 Polling Booth Ballot Boxes ...... 15 POLLING ACTIVITIES ...... 17 Maintaining order in the Booth ...... 17 Queue Management & Public Inspection Rolls ...... 17 Types of Roll on Polling Day ...... 18 Poll Clerk to register the vote ...... 18 Presiding Officer to issue Ordinary Voting Papers ...... 19 The Counterfoil...... 20 ISSUING A VOTE BY DECLARATION ...... 20 SPECIAL CARE ELECTORS UNABLE TO ATTEND POLLING BOOTHS (SICK VOTES) ...... 21 Sick Votes in the Pa Enua outside of Rarotonga ...... 22 Special Care Votes at Rarotonga Hospital ...... 22 PERIODIC CHECKS ON POLLING DAY ...... 22 EXCEPTIONS TO THE VOTING PROCEDURES ...... 23 Blind, Disabled or Illiterate Voters ...... 23 Person Whose Right to Vote is challenged ...... 23 SPOILT VOTING PAPERS ...... 24 VOTES IN ADVANCE, POSTAL VOTES AND SPECIAL CARE VOTES ...... 24 CLOSING OF POLLING PLACE ...... 24
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INITIAL COUNT ...... 25 PACKAGING ELECTORAL MATERIALS ...... 26 PREPARATION FOR THE PRELIMINARY COUNT...... 26 THE PRELIMINARY COUNT ...... 27 Ordinary Votes...... 27 Informal Votes ...... 28 Final Parcelling of Electoral Materials ...... 29 Preliminary Results ...... 29
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GLOSSARY
Checklist A list that reminds you of tasks required to be done that can be ticked when completed. Close of Poll 6 pm on Polling Day. Consecutive Number The sequential number appearing on both the counterfoil and voting paper. Constituency An area represented in Parliament. Counterfoil Form 9 “Stub” that records voting paper having been issued. Final Count Conducted by the Returning Officer combining all types of votes. Formal Voting Paper Valid voting paper included in the preliminary and final counts. Informal Voting Paper Invalid voting paper that does not clearly show voter’s intent (not marked or more than one mark). Initial Count A count of votes issued according to counterfoils and rolls.
Issuing Table The desk where the PO and the PC administer votes. Mobile Booth Electoral officials who administers sick votes throughout constituencies. Official Booth Roll The electoral roll used by polling officials to indicate voters having voted or issued a voting paper. Official Mark Booth stamp that identifies the constituency. Ordinary Voting Papers Voting paper used in a polling booth which is also used for votes in advance, special care votes and votes by declaration. Packages Comprises several parcels bound together. Parcels Comprises like items bound together. Polling Booth or The place provided in any constituency for the casting of Polling Place votes and in respect of postal voting and Votes in Advance, the Electoral office in Rarotonga or as designated by the Chief Electoral Office. Polling Day The day fixed for the close of voting. Polling Day Results or The number of votes received by each candidate at the Preliminary Count preliminary count. This is the first count of votes received by each candidate on Polling Day excluding postal votes, votes in advance, votes by declaration and special care votes administered at Rarotonga Hospital. Public Roll The roll displayed outside the polling place to allow electors to check their names and details before voting. Results Sheet Administration form for reconciling initial count and preliminary count. Scrutineer A person appointed by candidates to represent them during various stages of the election. Scrutineers provide a vital role as a safeguard of the integrity and transparency of elections to ensure that they are conducted according to the Electoral Act 2004. Scrutiny of Rolls Conducted immediately before the final count for the
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purpose of identifying voters who have voted more than once. Sick or Special Care Vote A vote cast by a voter unable to attend a polling booth. Tally Sheet Form used by PC to monitor and record votes received by each candidate at the preliminary and final counts. Votes By Declaration A vote cast by a voter whose name cannot be found on the roll. Votes In Advance Votes cast by electors who will be out of the country on Polling Day. Voting Papers Form 9 ballots where elector marks their choice of candidate. Voting Screen Compartment in polling place where voter can vote in secret.
ABBREVIATIONS
Acronym CEO Chief Electoral Officer CRE Chief Registrar of Electors DRO Deputy Returning Officer PC Polling Clerk PO Presiding Officer RE Registrar of Electors RO Returning Officer
OFFICE CONTACT DETAILS
Contact for any Information Phone 29 511 Statistics Office, MFEM 29 419 Electoral Office 29 410 Ministry of Justice Mobile 55 095 Taggy Tangimetua, Chief Electoral Officer Tingika Elikana, Chief Registrar of Electors 52 799 Michelle Aisake, Electoral Officer 70 878 Kevin Hosking, Electoral Officer 55 427 Enua Pakitoa, Electoral Officer 78 719 Mareta Katu, Electoral Officer 76 479 Annie Tangimetua, Electoral Officer 79 771 Tuaine Unuia, Electoral Officer Email [email protected] Website www.mfem.gov.ck/elections-2014 Facebook https://www.facebook.com/pages/Electoral-Office-Cook- Islands/483582705102589
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CONSTITUENCIES AND ELECTORAL OFFICIALS
Constituency Name Post
Tupapa-Maraerenga Amelia Ngatokorua Registrar of Electors and Returning Officer Takuvaine-Tutakimoa Tutai Tereapii Registrar of Electors and Returning Officer Avatiu-Ruatonga Tearoa Iorangi Registrar of Electors and Returning Officer Nikao-Panama Tupuna Rakanui Registrar of Electors and Returning Officer Ruaau Janice Mataora Registrar of Electors and Returning Officer Akaoa Rangi Teina Dean Registrar of Electors and Returning Officer Murienua Tangi Tereapii Registrar of Electors and Returning Officer Titikaveka Ani Piri Registrar of Electors and Returning Officer Ngatangiia Tehauarii Karotaua Registrar of Electors and Returning Officer Matavera Ngatuaine Maui Registrar of Electors and Returning Officer Amuri-Ureia, Vaipae-Tautu and Eteta Mose Deputy Registrar of Electors Arutanga-Reureu-Nikaupara Nooapii Tearea Returning Officer Oneroa, Tamarua and Ivirua Maara Tuamingi Deputy Registrar of Electors and Deputy Returning Officer Teenui-Mapumai and Tangata Vainepoto Deputy Registrar of Electors and Tengatangi-Areora-Ngatiarua Deputy Returning Officer Mauke Tungane Kaokao Deputy Registrar of Electors and Deputy Returning Officer Mitiaro Ngametua Tama Deputy Registrar of Electors and Deputy Returning Officer Manihiki Tuatai Piniata Deputy Registrar of Electors and Deputy Returning Officer Rakahanga Ngatokoa Takai Deputy Registrar of Electors and Deputy Returning Officer Pukapuka-Nassau Teaumua Malo Deputy Registrar of Electors Pati Ravarua Deputy Returning Officer Taputu Mariri Deputy Returning Officer Penrhyn Andrew Vaeau Deputy Registrar of Electors and Deputy Returning Officer Palmerston and Nassau Tuaine Manavaroa Jnr Deputy Returning Officer Taputu Mariri Deputy Returning Officer
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THE ELECTORAL TEAM
Electoral Administration According to the Electoral Act 2004, there shall be an Electoral Office commissioned by the Minister, within the Ministry of Justice for the purposes of administering any election. The Secretary of Justice shall provide the Electoral Office with appropriate office space, adequate furniture, fixtures and relevant logistical support.
A Chief Electoral Officer (CEO) is appointed by Order in Executive Council to carry out the provisions of the Electoral Act into effect except for Part 3 of the Act. The CEO will appoint as many as may be required, Returning Officers, Deputies, Presiding Officers and Poll Clerks to administer the elections.
The Registrar General of Births Deaths and Marriages shall be the Chief Registrar of Electors appointed to carry out the provisions of Part 3 of the Electoral Act, which is to manage the process of registration of electors and the compilation of electoral rolls.
Below is a simple structure of the two separate offices.
Chief Registrar of Chief Electoral Officer Electors
Returning Officers Registrar of Electors
Deputy Returning Officers Deputy Registrar of Electors
Presiding Officers Administrative and Support Staff
Police Officers Poll Clerks Scrutineers
RESPONSIBILITIES OF ELECTION OFFICIALS
Administrative and Support Staff Staff undertakes various duties; the major one is the compilation of electoral rolls, ensuring that objections to elector’s names are dealt, ensure that the rolls are complete and accurate. Their duties also includes the development of training materials, assist with the distribution of supplies, staff training, administering votes in advance and issuing postal votes and answer any queries.
Their workload is estimated at no more than 6 months (part time, weekends included), from announcement of election to when all electoral petitions have been cleared and the writ returned to Parliament.
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An advocacy team was formed with the aim of developing voter education materials, radio talkbacks, banners, pamphlets, to encourage voter participation.
This will be the focus of the next election and we are encouraged to have a forward planning to put this into effect.
Returning Officer (RO) The Returning Officer is to assist the Chief Electoral Officer to prepare for and the conduct of the general elections within their designated electorate. RO’s are responsible for maintaining an environment at the polling place that allows voters to cast their votes without interference. ROs must also ensure that the voting process is transparent and open to the public.
Their workload is estimated at 90 days or more (part time weekends included), from announcement to when electoral petitions relating to designated electorates have been cleared.
Their responsibilities include: receiving candidates nomination, identifying polling places, recruiting, training and managing polling staff, providing services to parties, candidates and voters within their electorate responding to any queries relating to the election within their electorate ensure the election is conducted with minimum problems responsible for the Scrutiny of Rolls and the Final Count RO’s are responsible for briefing Presiding Officers and Poll Clerks
Presiding Officer (PO) The Presiding Officer is to assist the Returning Officers to manage preparation and conduct of general elections. They are the managers of the polling place. Polling place staff needs good customer service skills and the ability to follow detailed instructions. Their workload is estimated to last 30 days and training is mandatory and is usually carried out in evenings or on weekends.
Their responsibilities include:
the processing of ordinary votes the processing of declaration votes
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making possible for voters to cast their vote according to the instructions helping to make the voting procedures easy for voters to understand helping voters with special needs checking voting screens periodically to ensure that ballot pencils are working and that no unauthorised literature or graffiti is present maintaining order in the polling booth and directing Police present to assist whenever required ensuring voters leave the booth promptly after voting ensuring no party supporters are loitering or issuing campaign material around the polling place issuing voting papers maintaining a record of unusual events, complaints, periodical checks of booth, details of votes by declaration and spoilt votes, applications for special care votes and so forth. responsible for the Preliminary Count of votes proper packaging of electoral material assisting the RO at the Scrutiny of the Roll and Final Count
Poll Clerk (PC) The Poll Clerk is accountable to the PO for the way polling activities are carried out. Their work involves accurately locating and marking the Official Booth Roll. They also assist in the tallying of votes at the close of poll.
As a Poll Clerk you are responsible for:
assisting the PO with booth preparation and management marking the Official Booth Roll accurately assisting in the counting after the close of poll assisting with the packaging of electoral material after the counting of results assisting the RO and PO at the Scrutiny of the Roll and Final Count, if required
GETTING READY FOR POLLING DAY
It is compulsory for all Election Officials to attend training. You will need to familiarize yourself with the Electoral Act and electoral procedures before Polling Day to ensure that you feel comfortable and confident in serving at the Polling Place.
We cannot emphasize enough the importance of your responsibility.
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Collection of Materials RO’s, PO’s and PC’s will work together with the Head Office to collect polling day materials.
1. Check supplies against checklist to ensure that you have the required quantities 2. Follow up on any application for special care votes for each constituency 3. Follow up letter of appointments of scrutineers for your polling place 4. Store all Polling Day materials in a safe place. 5. Please make a quick check of the consecutive numbers on the ballot papers especially the first and last numbers on the books.
Polling Place and facilities It is recommended that the RO and team familiarize themselves with the Polling Place to enable better booth setup plans.
1. Ensure you know who to contact to access the building 2. Ensure that there are adequate tables and chairs, if not make early arrangements with the Electoral Office 3. Ensure toilets are working, clean and a supply of toilet paper 4. Ensure adequate lightings for after close of poll
Booth Setup It is recommended that booths are setup before Election Day, unless you are not sure of the security of the place then you can use the 2 hours in the morning 7-9am to prepare your booth.
Suggested layout for booth furniture
1. Polling staff and their issuing table closest to entrance 2. Place voting screens so as voters exit they have to pass your issuing table and place vote in ballot box 3. Voting screen placed for secrecy 4. Seating for elderly and special care voters who are queuing
The size and shape of the building will determine the layout of the booths, voting screens, etc.
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Inside the Voting Screens
Arrange screens by:
Tying a ballot pen or pencil inside each screen Make sure screens are firm, sturdy and balanced.
Issuing Table for Ordinary Votes and Vote by Declaration
If necessary, there should be signs to identify polling booth staff and scrutineers. On the issuing table there should be:
Official Booth Roll for the constituency Booth Notebook Voting papers Adhesive stickers Official Mark stamp and ink pad Ruler and black or blue pens (for RO and PC)
Have another table directly at the back of your issuing table so that all other items will be easily accessible.
DO NOT CLUTTER YOUR ISSUING TABLE
Outside the Polling Place
Signs should be placed in prominent places around/within vicinity of the polling place as follows:
Direction signs indicating the polling place and polling booth
Voter Instruction posters near entrance
Sign indicating the Public Inspection Roll
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Sample Voting Paper
Place the mark (X) in the box
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On Polling Day before Leaving Home
Take voting supplies. Take this Polling Day Manual with you. Arrive at polling place at 7am or at least before 8am.
Before opening the Booth If you haven’t already setup your booth, do so and follow the example given in BOOTH SETUP.
1. Ensure that scrutineers and officers have signed the declaration Form 10 2. Only one scrutineer per candidate is allowed in the booth at any one time 3. Go over the process, procedures and responsibilities with staff and scrutineers
It is advisable that you prepare your ballot papers before opening the booth
Place the sticker over the consecutive number Stamp the “Official Mark” so that half of the stamp appears on the voting paper and half on the counterfoil. Do not cover the number on the counterfoil Leave the counterfoils blank and leave all the voting papers in the pad
Polling Booth Ballot Boxes
There will be separate ballot boxes on Polling Day for.
1. ORDINARY VOTES 2. SPECIAL CARE VOTES 3. VOTES BY DECLARATION
The PO must check that ballot box is empty, and then secure ballot box at two opposite corners with the security seals supplied. Scrutineers should observe this procedure; however this procedure will not be delayed due to late arrival of scrutineers. Record the seal numbers in the booth note book.
Numbers are stamped on the top of the security seals of which that number must be recorded by the PO in the booth notebook. Scrutineers may record these numbers if they wish. These numbers will be referred to at the close of polling booth to cut the security seals for the conduct of the Preliminary Count.
THE POLLING BOOTH BALLOT BOXES ARE TO REMAIN CLOSED DURING POLL AND SHALL NOT BE OPENED UNTIL AFTER THE CLOSE OF THE POLL. (Refer to Section 51 of the Act).
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CHECKLIST BEFORE OPENING THE BOOTH
The presiding officer should complete the checklist on polling day before opening the booth. POLLING PLACE CHECKS
Check the immediate area around the polling place for any election or poll material. If you find any, remove it, and if necessary, report the incident to the RO.
Check toilet facilities and/or tea making facilities
Polling place laid out in correct manner
Voting screens arranged with ballot pencils correctly placed
Polling place signs, public inspection roll and booth posters put up
Any old voting material behind voting screens removed
Required materials arranged on issuing table
Ballot boxes checked and secured
Record of security seals completed
OFFICIAL PAPER WORK REQUIREMENTS
Ensure that initial supplies of voting papers have been prepared
Ensure that you have candidates’ written authority for appointment of their scrutineers. Your RO should forward these to you before polling commences. Scrutineers whose names are not submitted will not be allowed in the polling place.
Ensure that all polling staff and scrutineers have completed and signed their declaration form (Form 10) prior to opening the booth.
Stamp all completed declarations with Official Mark, place in an envelope and set aside.
BRIEFING
Brief scrutineers on their responsibilities with reference to Scrutineer’s Handbook
Meal arrangements
POs should conduct a final check inside and outside the polling place to ensure that all preparations are completed and anything in the vicinity of the polling place which may influence a voter is removed.
OPEN POLLING PLACE DOORS PROMPTLY AT 9 AM
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POLLING ACTIVITIES
RO’s are responsible for maintaining an environment at the polling place that allows voters to cast their votes without interference. RO’s must also ensure that the voting process is transparent and open to the public.
Only those appointed as electoral officials are allowed to remain in the polling place. This includes scrutineers who have signed Form 10.
Maintaining order in the Booth Every Presiding Officer shall have the power to enforce order and keep the peace at any election, and may without further authority than this section cause to be arrested and taken before the Court any person who –
knowingly and wilfully makes a false answer to any of the questions the Presiding Officer is authorised to put to that person; or attempts to impersonate any elector or to vote more than once at the same election; behaves in a disorderly manner; or causes disturbances at any election, Police Officers are there to assist the Presiding Officer in maintaining order in the booth and within the vicinity of the Polling place.
Queue Management & Public Inspection Rolls The movement of voters within the polling place should be controlled as much as possible. Voters should not be expected to queue outside the building in unsuitable weather conditions.
The Police and RO/PO is tasked with managing the queue.
Optional activity when managing the queue is to provide Page and Line number to intending voter for ease of referencing. Main rolls and supplementary rolls for Public Inspection made available outside the booth Voters must not be issued with a voting paper until a voting screen is vacant.
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Types of Roll on Polling Day Throughout the electoral process, there will be a number of electoral rolls used. Each roll is associated with its own type of voting. The following are those used at the polling place:
Official Booth Roll: roll used by the PC in the polling booth. Special Care Roll: roll used by the Mobile Booths when administering sick votes Form 11: Vote by Declaration Certificates: although not exactly a roll, they identify voters whose names do not appear on the Official Booth Roll Public Inspection Roll: roll at the polling place entrance where intending voters may check their names. This roll is identical to the Official Booth Roll Scrutineer Roll: scrutineer’s personal roll used in the polling place. Scrutineers are permitted to take this roll in and out of the polling place.
Poll Clerk to register the vote Ordinary Votes registration
Greet the voter. Be courteous. Be sensitive to any special needs the voter may have (eg, age, physical disability, illiterate, etc). ASK, “Could I have your name please?” Find the voter’s name on the Official Booth Roll and confirm that it is the voter’s name. Call out the page/line number. When speaking, speak loud and clear to enable the PO and scrutineers to hear. Use a ruler and BLUE or BLACK PEN to rule through the line containing the voter’s details. If a mistake is made: Write “STET” alongside the name Initial the correction If the correct voter turns up at a later stage, put a note and reference to that effect at the top of the page Make sure that this incident is also recorded in the booth notebook. Care should be taken to ensure the correct name is marked. Incorrect rulings will result in lengthy administration checks during the Preliminary Count and the Final Count!
Booth rolls will show that some names have been ruled off in red. This means that the names of these persons have been DELETED off for reason such as:
The voter has been transferred to another constituency The voter has died The voter has been convicted of felony The voter is no longer in the country
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If a person fronts up to the booth and finds his/her name has been deleted off the roll but wish to vote, they may do so by way of a “Vote by Declaration” (see section on the administration of this type of vote)
Presiding Officer to issue Ordinary Voting Papers Voting papers are issued by the PO. PC and even the RO can issue voting papers. Voters are qualified to cast ordinary votes when their names appear on the Official Booth Roll for the constituency. Write the page and line number on the counterfoil. Repeat the numbers to the PC and correct any errors. Speak loud and clearly. Place initial on the counterfoil. Put a sticker over the consecutive number on the voting paper – not the counter foil and Stamp the Official Mark on the sticker so that it appears on both the voting paper AND the counterfoil. Please make sure the stamp of the Official Mark shows on the voting paper, else the voting paper will be declared INFORMAL at the Preliminary and Final Count! Tear off the voting paper from its counterfoil.
Give voting paper to the voter and SAY: Follow the directions on the voting paper When you have completed your voting, please fold the voting paper Place it in the ballot box (point) Please go behind the next available screen (point) If you need more help, just come and ask me” If the voter has a bag, package, mobile phone with them, ask him/her to leave it with you while he/she is behind the voting screen Check completion of voting procedure ensuring: Voting paper is placed in the ballot box Voter leaves booth promptly after voting
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The Counterfoil
Page and Line number
PO’s initials
MARK OFFICIAL OFFICIAL
Place sticker over consecutive number
ISSUING A VOTE BY DECLARATION
Section 59 of the Electoral Act 2004: This is issued to a voter whose name cannot be found or deleted from the Official Booth Roll. The PO shall administer the vote as follows:
1. Complete Form 11 for the voter. To assist with verification of this application ask for extra information such as ‘other names this person is also known by’. 2. DO NOT COMPLETE THE PART B OF FORM 11. 3. Complete the details on the ‘Vote by Declaration’ envelope. 4. Tear off the original copy of the Form 11 and attach this to the ‘Vote by Declaration’ envelope. 5. Proceed to issue an ordinary voting paper. 6. Give the envelope with the attached Form 11 and voting paper to the voter. 7. Instruct the voter to: Cast his/her vote behind the voting screen Fold and place the voting paper in the envelope supplied and seal the envelope Ensure that the voter deposits the sealed envelope in the ‘Vote by declaration’ ballot box 8. Record in the booth note book:
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Any votes by declaration by name of person and consecutive number. Record any additional information asked to assist later with the verification process.
SPECIAL CARE ELECTORS UNABLE TO ATTEND POLLING BOOTHS (SICK VOTES)
Section 61 of the Electoral Act 2004: This is for an elector who is unable to get to the Polling Booths on Polling Day due to old age, illness, or disability.
Special Care Electors application process
Written applications for a certificate to vote as a ‘Special Care’ elector must be submitted to the RO no later than noon on Polling Day Each written application must provide sufficient information specific to the voter including the location of the elector’s home Assistance in applying may be provided by other household members but every effort must be made by the special care voter to sign his/her application In patients at Rarotonga Hospital need not apply as applications for all in patients will be made directly to the CEO Preparations for administration of ‘Special Care’ votes
Rarotonga ROs will need to:
Check and add to that constituency’s special care list, for any special care application that may have been submitted directly to the CEO.
Ensure also that sufficient information/map is provided for location of this voter’s dwelling within the constituency There will be a ‘Special Care’ mobile booth for each island and each Vaka on Rarotonga. Each ‘Special Care’ mobile booth will have a PO, PC and no more than one scrutineer for each candidate and if necessary a Police Officer Rarotonga ‘Special Care’ mobile booths o Prepare booth materials at the Electoral Office o Visit the constituency RO in their booths before administering the special care votes within each constituency. The procedure for administering sick votes is no different to that of ordinary votes except that no voting screen will be present The PO must ensure that the special care voter casts his/her vote in secrecy There are no time allocations for mobile booths to front up at any constituency booth.
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Sick Votes in the Pa Enua Special Care Votes at outside of Rarotonga Rarotonga Hospital Each RO will manage this process The CEO will manage this process by including that for in patients in hospital assigning a ‘Special Care’ mobile booth to along with ‘Special Care’ electors. administer votes. Use a separate sealed ballot box for Use one ballot box for Special Care each constituency on your island Votes at Rarotonga Hospital Make sure that: At the close of poll, ensure that the o the special care envelopes appropriate sealed ballot box is o the necessary voting papers deposited with the appropriate PO for o Special Care rolls are on hand inclusion at the Preliminary Count for this process. Ensure also the Special Care Issue of ‘Special Care’ votes is no counterfoils used to administer votes different to that of ordinary votes except that no voting screen will be at the Hospital or at home are included present in the Counterfoil parcel for each Once each vote is cast, place this in the constituency special care envelope and deposit into For Special Care votes at Rarotonga the the ballot box for this purpose CEO will arrange for distribution for The PO must ensure that the special inclusion at the Final Count in care voter casts his/her vote in secrecy Rarotonga At the close of the poll, the sealed ballot boxes will be deposited with the appropriate PO for inclusion at the Preliminary Count
PERIODIC CHECKS ON POLLING DAY
Throughout polling day ensure that:
Ballot pens or pencils are still there behind the screen No unauthorised literature or graffiti is present behind voting screens When ballot box appear to be full, use a ruler to compress the voting papers Ballot boxes are never opened until counting commences Booth and surroundings are clear of unauthorised literature or loiters Votes by Declaration have been listed in the booth note book. Unusual incidences that are likely to impact the Preliminary and Final Count should also be recorded in this notebook.
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EXCEPTIONS TO THE VOTING PROCEDURES
Blind, Disabled or Illiterate Voters Attending to blind, disabled or illiterate voters may be delayed until the polling place is cleared of other intending voters to ensure the secrecy of the voting procedure.
Should such voters require assistance behind the voting screen, the PO shall, together with any scrutineer present not more than one for each candidate, and an interpreter if necessary, give such assistance.
The PO shall administer this type of vote as follows:
Step 1 Proceed to issue an ordinary voting paper
Step 2 Behind the voting screen:
Read out the candidates’ names and their political affiliation slowly and clearly, sufficient times to allow the voter to make his/her choice assist the voter in placing his/her cross in the appropriate box of their choice OR make the mark upon the instructions of the voter sign his/her (PO) name at the foot of the voting paper fold the ballot paper and accompany the voter to the ballot box and place it therein
Person Whose Right to Vote is challenged It must be made clear to scrutineers that making a challenge (refer to Section 55 of the Act) is NOT THE SAME as objecting to a person on the roll (refer to Section 24 of the Act).
The Presiding Officer may, and if so required by any scrutineer believes a voter has already voted, or the roll is already marked for that voter, they might challenge the voter’s right to vote. The PO may ask any other question to the voter if he/she thinks may help verify the eligibility of the elector.
Step 1 Explain to the voter the nature of the problem and SAY:
“This person is a scrutineer They have challenged your right to vote because (give reason) Your ability to vote is not affected” Step 2 The PO can only put the following questions to the voter:
“Are you the person whose name appears as [name] in the electoral roll now in force for the [name] constituency? Are you 18 years of age or over?
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Have you already voted at this election in this or any other constituency?” Any person to whom these questions are put, who does not answer “YES“ to the first two and “NO“ to the third, shall not be permitted to vote. The PO should take note of all such incidences and record this in the booth notebook and inform the RO as soon as practicable.
SPOILT VOTING PAPERS
Any voter who, not having deposited his/her voting paper in the ballot box, satisfies the PO that he/she has spoilt his/her voting paper inadvertently, may be supplied with a fresh voting paper, but only after the spoilt one has been returned to the PO.
The PO shall:
Cancel the spoilt voting paper by writing across the face of the voting paper and the counterfoil, the words “Spoilt by elector and a fresh voting paper issued”. Affix his/her initials on both the spoilt voting paper and the counterfoil Set aside all spoilt voting papers in the envelope designated for that purpose Proceed to issue a fresh voting paper Where any voting paper is inadvertently spoilt by the PO or any other official, he/she shall cancel it by writing across the face of the paper and the counterfoil, the words “Spoilt by Official and a fresh voting paper issued”, if that is the case, and affix his/her initials accordingly.
Incidences of spoilt voting papers must also be recorded in the booth notebook.
VOTES IN ADVANCE, POSTAL VOTES AND SPECIAL CARE VOTES
Vote In Advance of Poll, and Special Care votes may be included at the Preliminary Count. Voting in advance of poll and postal vote was administered only in Rarotonga.
The CEO shall make the necessary arrangements for these votes to be distributed to the appropriate ROs for inclusion at the Final Count if they’re not already distributed on election night.
CLOSING OF POLLING PLACE
It is nearing to 6pm – remember to use the same clock or the same persons watch you used at the opening when closing the booth. 1 Usher in any voters that were at the booth before 6pm. 2 Close polling place doors promptly at 6 pm.
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3 Allow remaining voters to complete their voting. 4 When the doors are closed, no one is permitted to leave or enter the polling booth except the RO or any of the staff from the Electoral Office in case they may be needed during the counting process. Teamwork between the PO and PC at this stage helps to produce accurate polling day results. Scrutineers who choose to be present may remain in the polling booth.
INITIAL COUNT
Before making up the packages and opening the ballot box(es), the PO must:
1. Verify the total number of voting papers issued as according to the number of counterfoils used 2. Verify the number of names ruled off on the Official Roll, that is: i. Ordinary booth roll ii. Special care roll iii. Votes in advance roll (if this is deposited in your booth) iv. Verify the number of votes by declaration
When conducting this count, the following should be noted:
1. Counterfoils are numbered consecutively thus the first used counterfoil number subtracted from the last used counterfoil number, plus 1, should indicate the total number of voting paper that you will have to count
2. Note any counterfoils that are spoilt or used for a vote by declaration
3. Both the Main Roll and Supplementary Roll indicate on their last page the total number of names contained therein
4. It may be easier to ascertain how many names have NOT been ruled off and subtract this from the two Roll totals to determine the total number of votes issued. There are other quicker ways of ascertaining the number of expected votes to be counted.
5. The counterfoil total may not equal the roll total due to spoilt votes and votes by declaration.
6. You will, however, be able to verify spoilt votes and votes by declaration as you have set these aside throughout the day.
7. Once the packages are sealed (as described below in Packaging Electoral Materials), they cannot be re-opened until the final count is conducted
8. Results of this initial count should be accurately recorded appropriately on the Preliminary Count Results Sheet.
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PACKAGING ELECTORAL MATERIALS
Having ascertained your initial count, all electoral material must be packaged and everything cleared before the sealed ballot box is opened and the preliminary count commences. It is important that all parcels are clearly labelled.
Make up and seal into separate parcels as follows:
Parcel 1 All copies of the Main and Supplementary Rolls except those used by scrutineers Parcel 2 Any certificates and declarations Parcel 3 All counterfoils used and unused relating to ordinary votes Parcel 4 All counterfoils relating to special care votes. Parcel 5 All spoilt voting papers Parcel 6 All other materials in the polling booth (booth signs, spare forms, etc.). Voting screens should be dismantled and bound together ready for return to the Electoral Office. DO NOT SEAL THE FOLLOWING PACKAGES IN ANY OF THE BALLOT BOXES Parcel 7 The VBD booklet (Form 11) will be packed separately and given to the Registrar of Electors for the constituency for validation. In the case of the Outer Islands, Registrars will need to do the verification quickly and if unable to then this can be dealt Parcel 8 This package is made up after the preliminary count which will include the Results sheet and notebook. . IMPORTANT TO REMEMBER THE PARCELS MUST BE SECURELY SEALED AND CLEARLY LABELLED SCRUTINEERS AND OFFICIALS TO SIGN ACROSS THE SEALS STAMP WITH THE OFFICIAL STAMP
PREPARATION FOR THE PRELIMINARY COUNT
Only staff with the PO’s permission may remain in the polling place for this process. All materials should now be packed away and a clear table ready for the preliminary count.
Scrutineers that are present are not permitted to handle voting papers at any time and should not cause any unnecessary delays in the counting process. However, they must be able to view all activities throughout the counting process.
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The PC shall have available the Results Sheet and prepare a Tally Sheet by filling in the necessary details and the names of the candidates before the start of the preliminary count.
THE PRELIMINARY COUNT
The PO shall conduct the preliminary count for voting papers as follows:
Ordinary Votes Step 1 Confirm with scrutineers that the number on the security seal is the same as that recorded before the start of polling
Step 2 Cut the security seals and place them in the envelope that you recorded their numbers on, open the ballot box and empty all the voting papers onto the cleared table
Step 3 Unfold voting papers and pile them face down on the table.
Step 4 Re-examine the voting papers set aside as informal to ensure that no formal voting papers has mistakenly been included.
Step 5 Proceed to read out each formal voting paper one at a time, allowing scrutineers to view mark.
The PC records the votes with a vertical stroke, and on the fifth count draw a horizontal or diagonal stroke on the previous four strokes
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Step 6 Place the voting paper in piles relating to candidates
Step 7 After all the votes have been counted, the totals on the Tally Sheet can be confirmed by recounting the separate piles relating to each candidate
Step 8 Should there be a mismatch in your tally then you will have to repeat the whole counting process until all those present are satisfied
Step 9 Complete remaining details on the Results Sheet
Step 10 Parcel the voting papers with reference to the packaging section of this manual.
Step 11 After packaging the voting papers seal this in the ordinary votes ballot box with Parcels 1 – 6.
Step 12 Record the new seal numbers in the booth notebook.
Step 13 Include the Results and Tally Sheet in Parcel 7 (refer to section on Packaging)
Informal Votes
Refer also to Section 77(3) for more information about Informal Votes. A voting paper shall be deemed to be informal if:
There is a cross in one box and a tick in the other. This is the most common informal voting paper. Do not try to assume you know the intention of the voter by taking a cross to mean a ‘NO’ and a tick to mean a ‘ YES’ .
Anything not authorized by the Electoral Act is written or marked thereon by which the voter can be identified
The voter has voted for more than one candidate
There is no mark at all on the ballot paper
No voting paper shall be deemed informal merely on the grounds of some informality in the manner in which it was dealt with by the voter if it is otherwise regular, and if in the opinion of the PO (or RO at the Final Count) the intention of the voter is clearly indicated.
A scrutineer may not question a PO’s (or RO’s at the Final Count) decision in respect of whether a particular vote is counted or not. A scrutineer may take a note of the decision with a view to challenging it in Court recount if necessary.
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Final Parcelling of Electoral Materials The PO shall make up and seal into separate parcels from the preliminary count, the following:
All formal voting papers All informal voting papers The sealed parcels must be clearly labelled of their contents and in the sight of the scrutineers, the seals stamped with the Official Mark and signed by those present. Keep the Results Sheet and Tally Sheet separate for forwarding to the RO who shall be responsible for forwarding them to the CEO. This will form part of Package 7
Preliminary Results Once all the packaging has been completed, the PO shall:
Announce the results at the booth before releasing scrutineers
Relay the result to the CEO, the contact number is in the front of this manual. Except in the case of constituencies with more than 1 booth the result will be relayed to the RO who will add the results together and relay to the CEO.
Tidy up the polling place
Turn off lights, lock up polling place and return keys to the person who obtained the key from
The CEO will announce the result to the public.
Work smart and good luck…
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