• APPENDIX A: SAMPLE NOMINATION NOTICE A-1
• APPENDIX B: SAMPLE NOTICE OF ELECTION B-1
• APPENDIX C: SAMPLE BALLOT C-1
• APPENDIX D: RULES FOR WATCHERS D-1
• APPENDIX E: GUIDELINES FOR COUNTING BALLOTS E-1
• APPENDIX F: GUIDELINES FOR VOIDING BALLOTS F-1
• APPENDIX G: ELECTION PLANNER G-1
• APPENDIX H: CALL METHOD H-1
• APPENDIX I: STACK METHOD I-1
• APPENDIX J: SAMPLE TALLY SHEET J-1
• APPENDIX K: SAMPLE VOTE SUMMARY K-1
• APPENDIX L: BALLOT TALLY CERTIFICATION L-1
• APPENDIX M: SAMPLE BALLOT TALLY CERTIFICATION M-1

APPENDIX A

SAMPLE NOMINATION NOTICE

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Sample

NOMINATION NOTICE

Heavy Highway Local 888

Nominations for the offices of President, Vice President, Recording Secretary, Secretary-Treasurer, Business Manager-Delegate, Sergeant-at-Arms, Auditors (3), Executive Board Members, and Delegate(s) to the District Council (if applicable) will be accepted from the floor at the nominations meeting at the date, time, and place indicated below. The term of office will run for three years beginning July, 2000. The Candidate elected as Business Manager will also serve as the delegate to the District Council.

Date: Wednesday, April 3, 2002

Time: 7:00 p.m.

Place: Local 888 Hall

4900 Pulaski Highway

Baltimore, Maryland 21224

As provided in the Constitution, any member who has paid dues through February, 2002 prior to 5:00 p.m. on April 2, 2002 is in good standing and eligible to nominate candidates.

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APPENDIX B

SAMPLE NOTICE OF ELECTION

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Sample

NOTICE OF ELECTION

Local Union 888

A secret ballot election for the offices of President, Vice President, Recording

Secretary, Secretary-Treasurer, Business Manager-Delegate, Sergeant-at-Arms,

Auditors (3), Executive Board Members, and Delegate(s) (2) to the District Council

will be conducted by Local 888 at the date, time, and place indicated below. The Candidate elected as Business Manager will also serve as the delegate to the District Council.

Date: Wednesday, June 5, 2002

Time: 9:00 a.m. to 5:00 p.m.

Place: Local Union 888 Hall

4900 Pulaski Highway

Baltimore, Maryland 21224

Any member who has paid dues through April, 2002 will be eligible to vote on June 5, 2002.

VOTING PROCEDURE

Step 1 Present identification to the Secretary-Treasurer who will determine if you are qualified to vote.

Step 2 Sign your name and book number on the Membership Voting Register.

Step 3 Vote by marking an X in the box next to the names of the candidates of your choice for each office and position on the official ballot. Do not write or sign your name anywhere on the ballot.

Step 4 Put your ballot in the ballot box in the presence of a Judge of Election and the Watchers.

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APPENDIX C

SAMPLE BALLOT for non slate voting

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Instructions: Mark an X in the box next to the names of the candidates of your choice. Only one (1) vote for each office is allowed unless otherwise indicated.

* See Uniform District Council Constitution, Article IV, Section 3, page 115.

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APPENDIX D

RULES FOR WATCHERS

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1. Each watcher should identify himself/herself to the Judges of Election, sign the watcher log, and indicate which candidate he or she represents. A watcher should notify the Judges of Election if he or she is scheduled to be replaced later in the day by another watcher.

2. While present in the polling or tally area, each watcher should wear a badge provided by the Judges of Election clearly marked "Watcher" if requested to do so.

3. Watchers, accompanied by the Judges of Election, should inspect the voting booths (or voting machines) and the empty ballot box prior to the start of the voting.

4. Watchers must not campaign in the voting area in any way. They may not wear buttons or other campaign apparel, distribute campaign material, or engage in conversations with voters about candidates or the election campaign.

5. Watchers should remain in the area(s) approved by the Judges of Election where they are able to see the voter registration and balloting process.

6. Watchers may count the number of voters at the polling site and note their names.

7. Watchers may not roam around the voting area or disrupt the polling process in any way. They should direct any questions or report any problems directly to the Judges of Election as soon as possible so that any necessary corrective action can be taken.

8. Watchers may challenge the eligibility of any voter by clearly specifying the basis for the objection to the Judges of Election. (For example, "I challenge the eligibility of Voter X because he is a new employee who has not yet paid dues.")

9. During the tally of ballots, watchers may challenge the accuracy of the way votes are read from marked ballots and recorded on tally sheets and should state any objection to the Judges of Election as soon a possible so that any necessary corrective action can be taken.

10. Watchers may not touch or handle ballots at any time or interfere with the tally process.

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APPENDIX E

GUIDELINES FOR COUNTING BALLOTS

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1. Prior to the day of the ballot tally, prepare the blank Tally Sheets (Appendix J), Vote Summary Sheets (Appendix K), and a Ballot Tally Certification (Appendix L).

2. Insure that supplies are available at the tally site including pencils, pens, rubber bands, staplers, tape, and a calculator(s).

3. Safeguard the used and unused ballots at all times before, during, and after the tally. If the ballot tally is scheduled for a location other than the polling site or is to begin at a later time, in the presence of watchers seal the ballot box(es) with tape, and initial across the tape. The tally ballots should begin only after all polling sites have closed.

4. Keep ballots in full view of candidate watchers at all times, but only the Judges of Election and any others counting ballots should handle the ballots.

5. Challenged ballots should be resolved as soon as possible, and prior to the completion of the tally, in order to preserve ballot secrecy. (See Guidelines for Voiding Ballots - Appendix F.)

6. Use either the "call" method or the "stack" method for the ballot tally. (See Appendices H and I). Whichever method is used, insure that the ballots are counted accurately, decisions regarding the voiding of ballots are consistent, and ballots are properly safeguarded throughout the tally process.

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APPENDIX F

GUIDELINES FOR VOIDING BALLOTS

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In union officer elections, questions often arise at the tally of ballots concerning whether an individual vote for a particular office or an entire ballot should be voided. (See Guidelines for Counting Ballots - Appendix E). A voter may have marked more than one box for a given office, crossed out or erased a mark, or marked the ballot in such a way that his or her intent is unclear. Watchers may challenge the way the ballot is marked or the Judges of Election themselves may have questions about a voter's intent with respect to a particular office. It is the responsibility of the Judges of Election to decide whether a vote for a particular office or an entire ballot should be counted or voided.

Most importantly, the Judges of Elections' decisions regarding voter intent and voiding ballots must be uniform and consistent. To achieve this, the Judges of Election should discuss ballot voiding rules prior to the tally. Usually, one election official should be designated as the final judge in these decisions to insure that ballots are counted consistently and voided uniformly.

As a general rule, every vote on a valid ballot should be counted if the voter's intent is clear no matter what mark ("X," "," "," etc.) is used to indicate his or her choice. The Judges of Election should count a vote even if the mark strays outside the box next to a candidate's name. In the absence of specific union rules, marks which do not identify the voter should not cause a ballot to be voided and erasures or "crossouts" should not cause a vote for a particular office to be voided if the intent of the voter is clear. The Judges of Election must void a ballot in its entirety if it contains any marks which identify the voter.

To void ballots properly, OLMS recommends the following procedures:

During the tally process, ballots which are voided in their entirety should be marked "void" on the front and initialed by the Judges of Election using a distinctive color ink pen. A brief description of the reason for voiding the ballot should be written on the back of the voided ballot. All totally void ballots should be placed in a separate envelope.

If voter intent is not clear for any office or if too many candidates have been selected for one or more positions, the Judges of Election should void only the particular office involved by lining through the boxes for that office and marking "void" and their initials next to the position being voided.

If a voter fails to vote for any candidate for a position, the Judges of Election should insure that no one can mark the ballot at a later time by lining through the boxes next to the candidates' names and marking "void" and their initials next to the position.

If the Judges of Election rule on the question of voter intent for one or more positions on a ballot, they should circle the name of the candidate being awarded the vote and place their initials next to the position. This will insure that the vote will be counted for the same candidate in a recount.

The Judges of Election should recognize that decisions about voiding ballots are often close calls which require judgment and impartiality. Such decisions may affect the outcome of a given race and can become the subject of heated disputes. By establishing ballot voiding rules and procedures in advance and following these rules uniformly, the Judges of Election can minimize controversy at the ballot tally and reduce the need for recounts.

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APPENDIX G

ELECTION PLANNER

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This Planner is designed to help the Judges of Election plan for and schedule all the significant activities associated with conducting an officer election. The time projections noted are based on International Union experience in supervising elections and, unless otherwise noted, are included as recommendations only. Some of the listed activities may occur in a different sequence in your union requiring that the time schedule be adjusted. Any other activities applicable to your union not listed below should be added to the schedule.

To use this Planner, first enter the date of the election and then work backward entering the date of each activity. Remember to consider holidays and weekends. Follow any dates or time frames specified in your union's constitution and bylaws and be sure to allow enough time for adequate completion of each activity.

Date Activity
Union membership list updated and revised with current addresses to be used for mailing election notices. (6 - 8 weeks prior to the election)
Election and campaign rules prepared. (prior to the nomination meeting)
Nomination notice mailed. (at least 10 days prior to the nomination meeting)
Nomination meeting held. (4 - 6 weeks prior to the election)
Candidate eligibility verified and eligibility notification letters sent to all nominees. (immediately after the nomination acceptance deadline)
Meeting with candidates held to discuss election and campaign rules. (as soon as possible after the nomination acceptance deadline)
Period begins for candidates to inspect the union's membership list. (30 days prior to the election as required by the LMRDA)
Ballot designed and arrangements made with printer. (3 weeks prior to the election)
Voter eligibility list prepared. (15 - 20 days prior to the election)
Notice of election mailed to the last known home address of each member. (at least 15 days prior to the election as required by the LMRDA)
Ballots printed and challenged ballot envelopes, voter sign-in register, and tally sheets prepared. (1 week prior to the election)
Polling place and ballot tally preparations completed and voter eligibility list updated, if necessary. (3 - 5 days prior to the election)
Date of Election. (Select a date and polling hours to encourage maximum voter participation.) (In a mail ballot election, enter the ballot mailing date which should be approximately 3 - 4 weeks prior to the ballot return deadline.)
Ballots counted and election results announced.

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APPENDIX H

CALL METHOD

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The call method, used by most unions, requires three-person tally teams consisting of a "caller" and two recorders. The caller reads the votes on each ballot aloud while the recorders independently mark the votes for each candidate on tally sheets. Periodically, the two tally sheets are compared to insure that the recorders agree and the vote totals for any candidate which do not match are recounted. Step-by-step instructions for the call method follow:

Judges of Election should open the ballot box in the presence of watchers, remove and unfold all marked ballots, and place them in bundles of 50 or 100, numbering each bundle # 1 of __, # 2 of __, etc., to insure accuracy and provide a means of control. Any ballots voided in their entirety should be removed and set aside.

A recorder should sit on each side of the caller and put the ballot bundle number on a Tally Sheet (Appendix J). The caller should then place the ballots face up on the table and, beginning at the top of each ballot, read the name of each candidate who received a vote. As the name of each candidate receiving a vote is called, each recorder should place a tally mark next to that candidate's name on a tally sheet in groups of five as illustrated below:

Fontana

Dennis

If voter intent is unclear for any office(s) on a ballot, Judges of Election should rule on whether the vote(s) should be counted and, if so, for which candidate(s).

The tally team should continue counting the ballots until the bundle is completed. At that point, the tally sheets should be "closed" and the two recorders should read the number of votes credited to each candidate and compare the totals.

If the recorders' vote totals do not agree for any candidate, the ballots should be recounted, but only for the position where the discrepancy occurred. This can be done by separating the ballots into two or more stacks, each representing all of the votes received by a particular candidate. Each stack should be recounted by each member of the tally team until there is agreement on the vote totals.

After agreement is reached on all vote totals, the tally team should sign and date the tally sheets. The bundle of ballots which corresponds to the two completed tally sheets should be wrapped inside those tally sheets and banded together.

The tally team should then begin a new tally sheet for another bundle of ballots and continue counting in this manner until all bundles are counted.

After ballots are tallied, the tally sheets should be assembled and the vote totals from each tally sheet transferred to a Vote Summary Sheet (Appendix K) where grand totals should be calculated.

H-1

Judges of Election should complete the Ballot Tally Certification (Appendix L) and announce the results for each office as well as the number of ballots counted, the number of totally void ballots, and the number of unresolved challenged ballots.

Remember that the total number of ballots counted may not equal the total votes counted for a specific race since not all voters will vote for every office and ballots may be voided for certain offices.

After the results are announced, all tally sheets, used and unused ballots, voter registers, eligibility lists, and other election materials should be packed and sealed in boxes. All election records must be maintained for at least one year.

Using the call method is most appropriate in elections where several candidates are running for positions in which more than one candidate is being elected (such as eight candidates running for three Auditor positions). However, this method can be more time-consuming than the stack method.

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APPENDIX I

STACK METHOD

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The most effective way to count ballots is the stack method, a system in which two-person teams count ballots by separating them into stacks based on the votes cast for each officer position. This tally procedure is very accurate and significantly faster and more efficient than the call method. For these reasons, the stack method is recommended by OLMS. Step-by-step instructions for the stack method follow:

Judges of Election should open the ballot box in the presence of watchers, remove and unfold all marked ballots, and place them in bundles of 50 or 100, numbering each bundle # 1 of __, # 2 of __, etc., to insure accuracy and provide a means of control. Any ballots voided in their entirety should be removed and set aside.

Judges of Election should determine the first race to be counted, usually the office of President. The counting should be done by two-person teams. Each tally team should take one bundle of ballots, record the bundle number on the tally sheet, and divide the ballots into separate stacks based on the votes cast for each candidate for the office of President.

If voter intent is unclear for any office(s) on a ballot, Judges of Election should rule on whether the vote(s) should be counted and, if so, for which candidate(s).

After all the ballots in the bundle are separated, the stacks for each candidate should be counted by each team member who should also verify that the votes in each stack are all for the same candidate.

If the team members' vote totals do not agree, each stack should be recounted and the agreed-upon vote totals for each candidate entered on a tally sheet. The number of ballots voided for that office and the number of ballots which contained no vote for that office should also be noted on the tally sheet. (The total of all valid votes, voids, and no votes should equal the total number of ballots in the bundle.)

After all the votes for the first office are counted, the stacking procedure should be repeated by the tally team for the next office on the ballot. The ballot tally should continue until the votes are counted for each office on the in that bundle.

When all ballots in the bundle are counted for each office, the tally team should sign and date the tally sheet. The bundle of ballots which corresponds to the completed tally sheet should be wrapped inside the tally sheet and banded together.

The tally team should then begin a new tally sheet for another bundle of ballots and continue counting in this manner until all bundles are counted.

After ballots are tallied, the tally sheets should be assembled and the vote totals from each tally sheet transferred to a Vote Summary Sheet (Appendix K) where grand totals should be calculated.

I-1

Judges of Election should complete the Ballot Tally Certification (Appendix L) and announce the results for each office as well as the number of ballots counted, the number of totally void ballots, and the number of unresolved challenged ballots.

Remember that the total number of ballots counted may not equal the total votes counted for a specific race since not all voters will vote for every office and ballots may be voided for certain offices.

After the results are announced, all tally sheets, used and unused ballots, voter registers, eligibility lists, and other election materials should be packed and sealed in boxes. All election records must be maintained for at least one year.

The stack method is particularly efficient in elections which have slate voting or a small number of candidates. If fewer than 500 ballots were cast, Judges of Election may choose to count all ballots at once rather than in bundles.

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APPENDIX J

SAMPLE TALLY SHEET

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Heavy Highway Local Union 888

TALLY SHEET

BALLOT BUNDLE # _______

INDIVIDUAL VOTES

PRESIDENT 10 20 30 40 50 Total
Mintor
Gonzalez
Roberts

VICE PRESIDENT 10 20 30 40 50 Total
Simmons
Pinski

RECORDING
SECRETARY
10 20 30 40 50 Total
Fontana
Dennis

SECRETARY-TREASURER 10 20 30 40 50 Total
Mintor
Gonzalez
Roberts

BUSINESS MANAGER-
DELEGATE
10 20 30 40 50 Total
Simmons
Pinski

J-1

SERGEANT-AT-ARMS 10 20 30 40 50 Total
Mintor
Gonzalez
Roberts

AUDITORS(3) 10 20 30 40 50 Total
Mintor
Gonzalez
Roberts
Pinski

EXECUTIVE BOARD MEMBERS 10 20 30 40 50 Total
Fontana
Pinski
Jenkins

DELEGATE(S) TO THE DISTRICT COUNCIL 10 20 30 40 50 Total
Mintor
Gonzalez
Roberts

Tallied By: _______________________________ Date: _________________

_______________________________

_______________________________

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APPENDIX K

SAMPLE VOTE SUMMARY

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Heavy Highway Local Union 888

VOTE SUMMARY SHEET

BALLOT BUNDLE RESULTS

PRESIDENT
Ballot Bundle #
1 2 3 4 5 6 7 8 9 10 Total
Mintor
Gonzalez
Roberts

VICE PRESIDENT
Ballot Bundle #
1 2 3 4 5 6 7 8 9 10 Total
Simmons
Pinski

RECORDING SECRETARY
Ballot Bundle #
1 2 3 4 5 6 7 8 9 10 Total
Palmer
Jenkins

SECRETARY-TREASURER
Ballot Bundle #
1 2 3 4 5 6 7 8 9 10 Total
Fontana
Dennis

BUSINESS MANAGER-DELEGATE
Ballot Bundle #

Palmer
Pinski

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SERGEANT-AT-ARMS
Ballot Bundle #
1 2 3 4 5 6 7 8 9 10 Total
Palmer
Jenkins

AUDITORS(3)
Ballot Bundle #
1 2 3 4 5 6 7 8 9 10 Total
Mintor
Gonzalez
Roberts
Pinski

EXECUTIVE BOARD MEMBERS
Ballot Bundle #
1 2 3 4 5 6 7 8 9 10 Total
Gonzalez
Jenkins
Simmons

DELEGATE(S) TO THE DISTRICT COUNCIL
Ballot Bundle #
1 2 3 4 5 6 7 8 9 10 Total
Palmer
Jenkins

Compiled By: _______________________________ Date: ___________________

_______________________________

_______________________________

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APPENDIX L

BALLOT TALLY CERTIFICATION

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Judges of Election are responsible for providing a full accounting of the ballots cast in the election and announcing the results of the election to the membership. The sample Ballot Tally Certification at Appendix M, which includes a ballot recap and the election results, can be used to fulfill both of these purposes.

To account for all ballots cast in the election, officials should enter the number of valid ballots counted, the number of totally void ballots, and the number of unresolved challenged ballots in the ballot recap section of the Ballot Tally Certification. Added together, these three entries should equal the total number of ballots cast in the election. Judges of Election should also enter vote totals for each candidate in the election results section, entering "none" where appropriate. Before entering the tally results, Judges of Election should double check the figures with vote totals on the tally sheets and the vote summary sheet for accuracy.

Judges of Election should sign the Ballot Tally Certification and request Watchers to sign in the appropriate spaces. Watchers are not required to sign the certification, however, if they choose not to do so.

Judges of Election may wish to post copies of the completed certification at the union hall and the work site(s), give copies to candidates, and provide a copy to union officials when making their final report on the election. The original certification should be kept by the union with the ballots and other election records for at least on year, as required by federal law.

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APPENDIX M

SAMPLE BALLOT TALLY CERTIFICATION

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Heavy Highway Local 888

Date of Election: ____________________ Tally Location: ____________________

The undersigned acted as Judges of Election or Watchers at the tally of the ballots cast in the above-referenced election. We certify that the ballot tally was fairly and accurately conducted, the secrecy of the ballots was maintained, and that the election results were as indicated below.

BALLOT RECAP

Number of Ballots

Valid Ballots Counted: _______________

Totally Void Ballots: _______________

Unresolved Challenged Ballots: _______________

Total Ballots Cast:

ELECTION RESULTS

Office Candidate Name Number of Votes

President Josephine "Joey" Mintor __________________

Manny Gonzalez __________________

Jack Roberts __________________

Vice President Bill Simmons __________________

Tammy Pinski __________________

Recording Secretary Jeff Barnes Jr. __________________

Ruth Smith __________________

Secretary-Treasurer Betsy Fontana __________________

David R. Dennis __________________

Business Manager-Delegate Manny Gonzalez __________________

Chris Jenkins __________________

Sergeant-at-Arms Jack Roberts __________________

Betsy Fontana __________________

Auditors (3) David R. Dennis __________________

Josephine "Joey" Mintor __________________

Manny Gonzales __________________

Jeff Barnes Jr. __________________

Executive Board Members (3) Jeff Barnes, Jr. __________________

Lois Lawson __________________

Ruth Smith __________________

Jane Adkins __________________

M-1

Delegates to the District Council (2) Richard "Dallas" Riker __________________

Jack Roberts __________________

Betsy Fontana __________________

WATCHERS JUDGES OF ELECTION

___________________________________ ___________________________________

___________________________________ ___________________________________

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Return to Election Guide 2002