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1Voter RegistrationEntities OverviewVoter Registration AgenciesThird-Party Voter Registration OrganizationsOther EntitiesKatrinia Ferguson, State Training CoordinatorMaria Matthews, Director, Division of ElectionsSeptember 2016 (last updated)
Table of Contents Part OneVoter Registration Agencies (VRAs) Part TwoThird Party Voter Registration Organizations(3PVROs) Part ThreeOther entities2
3Part One:Voter Registration Agencies (VRAs)
Why do we have VoterRegistration Agencies (VRAs)? 4National Voter Registration Act of 1993 (NVRA)o Made broad national law changes to voterregistration including Designated governmental or public offices/agencieswho must offer voter registration opportunities (VRAs) Section 97.058, Florida Statuteso Designated additional entities as voter registrationagencies
What is a Voter RegistrationAgency (VRA)?All offices that providepublic assistance Department of Health’s SpecialSupplemental Food Program forWomen, Infants, and Children Department of Children andFamilies programs Supplemental NutritionAssistance Program Medicaid/Kidcare MedicaidProgram Temporary Cash AssistanceProgram5All offices that providestate funded programs forpersons with disabilities Agency for Persons withDisabilities Department of Veteran’s Affairs Department of Education Division of Blind Services Division of VocationalRehabilitation Department of FinancialServices – Division of Workers’Compensation Disability offices at publiccolleges and universities
What is a VRA? (cont’d)Armed ForcesRecruitmentOffices Army Navy Marines Coast Guard National GuardCenters forIndependentLiving 17 CILs UmbrellaorganizationFlorida Associationof Centers forIndependentLiving Federallymandated unders. 725, 1973Rehabilitation Act6Public Libraries Operate underslightly differentrules than otherVRAs See specialLibrary version ofthis documentfor details Includes Countylibraries andMunicipallibraries
VRA’s Duties to Applicant7 Offer voter registration opportunities at the sametime as other agency services Provide access to voter registration form – paper oronline Provide notice of rights Right to receive voter registration services Right to file complaint Right not to have benefits conditioned on registration Right of privacy
VRA’s Duty – Help Applicant(cont’d)HELPOffer the same level of help as would begiven with other agency services At home services Telephone services In person services8
DS-DE 77NVRA Preference Form(version 1/2012) Combined form:o Voter applicationo Notice of Rightso Place to record VRA’svoter registration activitiesincluding declinations Retain forms 2 yearsUse information toreport to Department ofState (DOS) compliancewith federal/state law Available in English andSpanish
VRA’s Duty – ForwardApplications10 Accept voter registration applications Forward all complete and incomplete voterregistration applications to Supervisor of Electionsoffice within 5 calendar days Timely returns ensures application is processed intime for any upcoming book closing/registrationdeadline – local elections held year round
VRA’s Duty – Train, Report11 Designate a NVRA Coordinator Provide NVRA Training to staff Report quarterly on voter registration activities All requirements found in: Federal Law – National Voter Registration Act State Law – Section 97.058, Florida Statutes Rule 1S-2.048, Florida Administrative Code
DS-DE 131Quarterly ActivitiesReport Form.12(version 1/2012 )NVRA VOTER REGISTRATION AGENCIES(DESIGNATED BY NVRA AND S. 97.058, F.S.)QUARTERLY ACTIVITIES REPORT FORMReporting Periods: Due dates for the 1st, 2nd, 3rd and 4th calendar quarterly reports are April 15, July 15, October 15, andJanuary 15 for the preceding 3-month calendar period, respectively.DS-DE 131 (eff. 01/2012)(Rule 1S-2.048)1. Voter Registration Agency:2. Coordinator Name:3. Check reporting quarter: Q 1 Q2 Q3 Q 44. Indicate calendar year of reporting quarter:Please provide data for your agency, by county.1. How many clients declined to register or update his or her voter registration ughHolmesIndian eechobeeOrangeOsceolaPalm BeachPascoPinellasPolkPutnamSanta RosaSarasotaSeminoleSt. JohnsSt. ernandoHighlandsHillsboroughHolmesIndian aOkeechobeeOrangeOsceolaPalm BeachPascoPinellasEmail completed form to:o VRA.Reporting@DOS.MyFlorida.oo2. How many clients sought new or renewal of agency services or assistance or madean address change with an agency in each category: (please answer 2a. – 2 f.)2a. In CharlotteCitrusClayCollierColumbia omCan submit in Excel with DOSapprovalEach individual office does notreport data to DOS, but insteadreports to its district/regionaloffice/managing office, which willreport to the DOS
VRAs’ Reporting ScheduleQuarterly Reporting Due Dates2nd1stQuarter QuarterJan–Mar Apr–JunJul 15Apr 153rd4thQuarter QuarterJul-Sep Oct-DecOct 15Jan 15th13
How are Public Librariesdifferent from other VRAs? 14Simplified paperwork:o Not required to develop or use preference form or notice ofrightso Not required to record declinations to registero Can use statewide voter registration application(DS-DE39; ENG/SPN) Simplified reporting:o Only report number of registration applications forwarded byeach library in the county to the Supervisor of Elections’ Officeo No need to use reporting form All other provisions still apply
Ways Supervisors of Electionsassist VRAs15 Make voter registration applications available Conduct outreach/training to local designated VRAs Incorporate VRAs’ roles into voter education programs Ensure that applications received from VRAs areassigned proper source code in statewide voterregistration system so that statistical reports reflect VRAactivity:o Check envelope to see if it is from a VRAo Some VRAs may include a cover letter
Questions & Answers?16
17Part Two:Third Party Voter RegistrationOrganizations (3PVROs)
18What is a Third-Party VoterRegistration Organization (3PVROs) 3PVROs are private individuals, non-profitcorporations, political organizations, or other groupsthat collect voter registration applications Governed by s. 97.0575 Fla. Stat. and Rule 1S-2.042,F.A.C. Online information available ganizations/
Exceptions to 3PVROs 19Persons or organizations that solely distributeapplications;Persons who collect voter registration applicationsfrom their person’s spouse, child, or parent; orPersons engaged in registering to vote or collectingvoter registration applications as an employee oragent of:o Division of Electionso Supervisor of Electionso Department of Highway Safety and Motor Vehicleso(includes Tax Collectors offices that issues driver licenses)Voter Registration Agencies
20A Third-PartyVoterRegistrationOrganization(3PVRO)Is not thesame thing asa VoterRegistrationAgency
3PVRO –Register with State Register beforecollectingapplications:oForm DS-DE119o3PVROUnique ID #Assigned21
3PVRO Process3PVRO DutySOE Duties22 Register as a 3PVRO (Form DS-DE 119) Verify name of organization and 3PVRO ID#through DOE ations.aspx Process request for blank forms from 3PVRO (ifvolume exceeds 10,000 refer request to Divisionof Elections) Write or stamp 3PVRO ID# on reverse side ofapps BEFORE distribution to 3PVRO Report # of blank forms provided to andreturned from 3PVRO (DS-DE 124)
3PVRO Process (cont’d)3PVRO DutiesSOE Duties23 Date stamp back of 3PVRO collected applications Return collected applications to SOE no later than10 days or before upcoming registration deadlinefor upcoming election (whichever is earlier ---rollover to next day if 10th falls on weekend, holidayor other day office not open) Process returned applications (even if untimelyreturned) Assign Code 8 in FVRS when entering application Contact applicants only if application submitteduntimely to confirm who sent in application Report 3PVRO non-compliance to State (use DSDE 148 form which include instructions (next slide)
Forms for SupervisorsAccounting FormDS-DE 12424Non-Compliance DS-DE 148
Potential Action for 3PVRONon-Compliance25 App submitted more than 10 days afterdate of application or collection Potential fine of 50 per application Willful violation 250 fine App collected before but notsubmitted/received until after bookclosing Potential fine of 100 per application Willful violation 500 fine
Potential Action for 3PVRONon-Compliance (cont’d)26 Collected app never submitted Potential fine of 500 per application Willful violation 1000 fine Maximum fine in calendar 1000 Enforcement: Upon a reasonable beliefthat a violation occurred, the Secretaryof State refers the matter to the AttorneyGeneral for enforcement
What are the Division ofElections’ Duties?27Registration of 3PVROs: Process forms to register as 3PVRO Assign unique 3PVRO ID# Maintain online database of registered 3PVRO anddistributed and returned formsContinual Activity: Provide applications Process returned 3PVRO voter registrationapplicationsReports: Collect reports from SOEs and complaints Review non-compliance reports by 3PVRO andactivities Issue warning or refer for fine or further investigation
3PVRO Resources28 Webpage:Third Party Voter RegistrationOrganizations - Division of Elections Florida Department of State Database of current andterminated 3PVROs:http://tpvr.elections.myflorida.com/ Reference guideline on3PVROs (DE de-0012 third-partyvoter-registration-organizations.pdf
Coordinator ContactInformation Tiffany 48 (registration and dailyaccounting reports) Katrinia 45-6237 (training and distribution ofapplications)29
Questions & Answers?30
31Part Three:Other Entities
32Florida Fish and WildlifeConservation Commission (FFWC)and Subagents Not a state or federal designated VRA or a 3PVRODuties under law (section 379.352(8-12), Fla. Stat.):o Offer a voter registration application to any personapplying for services (hunting or fishing permit)o Make voter registration forms available at sub-agent officeso Offer to mail forms to telephone applicants (fulfilled bySOEs)o Do NOT provide assistance or collect applications fromvoters
FFWC –SOE Duties33 Ensure subagent offices are supplied with voterregistration application formsoList of locations on FTP site, updated whensubagents change Mail voter registration forms to voters in yourcounty who have requested them via FFWCsubagentso Requests for voter applications postedweekly on FTP site Follow instructions to access files on FFWC FTPsite at: http://soe.dos.state.fl.us/
FFWC - FTP SiteList of subagentoffices by countyList of votersrequesting apps34
Educational Institutes Definition 35Not a VRA or 3PVRODefined under section 97.0583, Fla. Stat., to meanany public or private education institution that: Receives state funds; Has 200 or more students; andFocused on educating or training students at least18 years old;For which student government has requesteddesignation
Educational Institutes Duties36 Must provide each student the opportunity toregister on campuses at least once a year Encouraged to offer voter registration at otherplaces and timesLegal reference: section 97.0583, Florida Statutes
Educational Institutes –37Supervisor of Elections’ Duties Provide voter registration applications uponrequestoIncorporate into annual voter registration driveactivities at high school and college campuses See R1S-2.033(3), Florida Administrative Code
Questions & Answers?38
DS-DE 131 Quarterly Activities Report Form (version 1/2012 ) 1_Q2_Q3 _ 4_ . NVRA V OTER R EGISTRATION A GENCIES (DESIGNATED BY NVRA AND S. 97.058, F.S.) Q UARTERLY A CTIVITIES REPORT F ORM Reporting Periods : Due dates for the 1 st, 2 nd, 3 rd and 4 th calendar quarterly reports are April 15, July 15, October 15, and January 15 for the preceding 3-month calendar period, respectively.
