2024 Voting Accessibility Advisory Committee Meeting Minutes

Marin County Elections Department
Voting Accessibility Advisory Committee (VAAC)
July 11, 2024, 2:30 PM
Virtual (Zoom) Meeting

Minutes

Attendees

Laney Davidson, Marin County Disability Access Program
Ted Jackson, Marin Center for Independent Living
Suzanne Levine, Marin County Information Services and Technology Digital Accessibility
Fred Nisen, Disability Rights California
Lynda Roberts, Registrar of Voters
Greg Hayes, Logistics
Colleen Ksanda, Vote Centers/Election Workers

Welcome

Lynda Roberts opened the meeting and thanked everyone for attending.

Ballot Marking Devices – Follow-up presentation from April Meeting

At the VAAC meeting of April 11, 2024, Suzanne Levine reviewed her findings about set-up of the Ballot Marking Devices (BMDs) in the March election when her team visited vote centers. Based on this feedback, Elections Department staff will revise signage posted at the BMDs and plans to test a new mobile privacy screen that will be set-up when voters use the BMDs.

Colleen Ksanda reviewed the following:

• The Vote Center Coordinators (VCCs) are trained on using the BMDs and can also attend workshops during the in-office training period. There are two VCCs at each vote center and they are responsible for assisting voters with the BMD.
• VAAC member Laney Davidson has offered to assist with training the Vote Center Coordinators on best practices for assisting voters with a disability. After Ms. Davidson reviews how to work with people, training will turn to the BMD.

Discussion

Members reviewed suggestions from Ms. Levine’s March election report that can be addressed for the November election:

• When the voting space allows, the ideal arrangement for the BMDs is a “cube”, with units in a back-to-back arrangement, this allows for more space to accommodate a scooter or power chair, which may approach from the side rather than the front.
• Spreading the units out in the room (not next to each other) is more integrating so people can choose a location.
• Since Vote Center locations will determine set-up, workers need to understand the basic concepts of access and privacy so they can set-up the BMD in the best configuration.
• The importance of access and maximum privacy should be stressed in training, rather than following a particular set-up arrangement. Vote centers will have limitations, including the location of electrical outlets in the room; it is important to keep cords out of the way to avoid creating trip hazards.
• The Elections Department is one of the busiest vote centers so staff try different configurations from election-to-election and adjust based on voter feedback. The Department has implemented the use of a privacy panel, which has been a great solution. This concept will be tested in November at other locations to see if it works as well. The screen will be a six-foot, freestanding heavy-duty cardboard that may be configured into a U shape and will be labeled as a privacy screen. Instructions for use will be included in the VCC instructions.
• The signage posted on /near the BMDs will state that anyone may use the device. One member suggested that the signage may still need to include the International Symbol of Accessibility (ISA, wheelchair).
• The location at Point Reyes Station presents the biggest challenge since it is a small space. However, Point Reyes Station is a good location for a Vote Center in West Marin so there has to be a balance between space limitations and needs of the voters.
• Mr. Jackson said MCIL is planning a community event and would like to include BMDs. He suggested that election workers would be welcome to attend.

Guidelines

Mr. Nisen provided guidelines from Disability Rights California suggesting ways elections officials can increase accessibility for deaf and hard-of-hearing voters. Some counties are able to provide an app that people can use. Ms. Davidson said Marin County has countywide contracts that could be used to provide ASL services at vote centers.

Next Meeting

The next quarterly meeting will be held on Thursday, October 10, 2:30-3:30 PM via Zoom.

The meeting adjourned at 3:30 PM.

Marin County Elections Department
Voting Accessibility Advisory Committee (VAAC)
April 11, 2024, 2:30 PM
Virtual (Zoom) Meeting

Minutes

Attendees

Laney Davidson, Marin County Disability Access Program
Suzanne Levine, Marin County Information Services and Technology Digital Accessibility
Lee Cretin, Marin County Information Services and Technology
Fred Nisen, Disability Rights California
Ted Jackson, Marin Center for Independent Living
Lynda Roberts, Registrar of Voters
Danny Straub, Outreach Coordinator
Elizabeth Iwamiya, Outreach Coordinator
Colleen Ksanda, Sr. Program Coordinator (Vote Centers/Election Workers)

Welcome

Lynda Roberts opened the meeting and thanked everyone for attending.

March 2024 Primary Election Updates

Accessibility

Logistics had no issues to report other than two card readers (components of the ballot marking device) out of 63 units deployed were not working and had to be replaced.

The department had a new, more secure front lobby counter installed prior to the March election. Staff recognized the need to better assist with communications through the security glass and acted quickly to install microphone and speaker units.

Election Worker Training

Colleen Ksanda will work with Laney Davidson to revise two disability etiquette handouts into one. Ms. Davidson has also offered to assist with training the Vote Center Coordinators on best practices for assisting voters with a disability. Ted Jackson mentioned in chat that MCIL would be happy to recruit disabled voters to assist with the training if that would be helpful for Ms. Davidson.

In response to a question, Ms. Ksanda said that the Vote Center Coordinators (VCCs), who are the designated managers at vote centers, receive a full day of training plus in-office, on-the-job training. They also have opportunities for additional workshops to practice using the equipment. Stipend works, who assist the VCCs, have 3½ hours of training to review policies and procedures and learn how to operate the equipment. They start working three days before the election and have time with the VCCs for on-site training.

Ballot Marking Devices (BMDs)

Posting instructions on how to operate the BMDs was implemented in the March election. The instructions were available in each BMD booth.

Only one person voted on the BMD in the March election.

Outreach

The outreach team followed the same plan that was used for the November 2022 election. The team is planning to retool the approach and messaging for the November 2024 election and hoping to expand targeted digital outreach for language and accessibility communities.

Suzanne Levine said the IST Digital Accessibility team is available to assist as needed.

Field Support

Suzanne Levine introduced IST colleague Lee Cretin, who helped her with the field support for ballot marking devices and general accessibility. They presented the following information:

• The Elections Department gave IST volunteers hands-on training in advance
• Five IST volunteers each visited 3-4 vote centers on March 2
• One volunteer visited the location open only on Election Day, March 5
• Election workers were well informed, conscientious, and appreciated the field support
• IST volunteers helped resolve minor hardware issues, such as components not plugged in correctly, paper/printer issues, missing cables or cords
• Photos of different locations presented a view of ideal and less than ideal BMD booth set-up
• Having BMD instructions alongside the printer presented a problem since they would slip through the space between the table and wall of the booth.
  • Committee member suggested fixing this problem by, 1) Having VCCs give voters the printed instructions when they start the voting session, or; 2) Partially sliding the instructions underneath the printer.

Question: Are all voters told they can use the BMD? Answer: It is in the training manual and part of the protocol at vote centers is to ask a voter if they want a printed ballot or want to vote on the BMD. One election worker told Ms. Levine that she thought the BMD was only for those with a disability.

Suggestions: Post a sign on the BMD booth that says “Anyone may vote on this machine”. Let workers know in training that per the law all voters have the right to vote on the BMD.

Perhaps Marin CIL and the Elections Department could offer hands-on opportunities for people to engage with the BMD. For example, at meetings of Marin County Community on Aging or in the Elections Department. There is an opportunity at the County Fair since both the Elections Department and MCIL will be hosting a booth.

Ms. Roberts thanked Ms. Levine for continuing to provide this very important field support.

Next Meeting

The next quarterly meeting will be held on Thursday, July 11, 2:30-3:30 PM via Zoom.

The meeting adjourned at 3:30 PM.

Marin County Elections Department
Voting Accessibility Advisory Committee (VAAC)
January 11, 2024, 2:30 PM
Virtual (Zoom) Meeting

Minutes

Attendees

Laney Davidson, Marin County Disability Access Program
Suzanne Levine, Marin County Information Services and Technology Digital Accessibility
Fred Nisen, Disability Rights California
Ted Jackson, Marin Center for Independent Living
Lynda Roberts, Registrar of Voters
Danny Straub, Outreach Coordinator
Elizabeth Iwamiya, Outreach Coordinator
Colleen Ksanda, Sr. Program Coordinator

Welcome

Lynda Roberts opened the meeting and welcomed those in attendance. She introduced Elizabeth Iwamiya, a new outreach coordinator. Elizabeth briefly talked about her background.

Outreach Update

Danny Straub reviewed outreach efforts for the March 5, 2024, Presidential Primary Election.

• Partnering with Hearst Digital Media to display ads on popular websites in required languages (Chinese, Spanish, Vietnamese). This strategy was new for the November 2022 election to help meet language-targeted outreach requirements.
• Printed material will be translated into Chinese, Spanish, and Vietnamese; the outreach team will canvass the county to ensure lobby materials are displayed.
• The outreach team plans to attend community events such as farmer’s markets and the Probation Department’s community check-in.
• The outreach team is working with the League of Women Voters of Marin on a registration drive in the county jail. This is a first-time effort, which will be educational and then the team will follow-up with delivering ballots.
• The second required pre-election mailer will be sent soon and will include the list of vote center and drop box locations and hours. Because this is a party-based election for presidential primary candidates, the voter’s party will be printed on the inside of the card.
• Community engagement opportunities: Attended the county’s participatory budget process event in Marin City; planning to accompany the Health & Human Services Department to meet unhoused people living at Binford Road.
• Ads are currently being displayed on buses.
• Public TV is running a PSA for nonpartisan voters to let them know about their options for voting in the primary election.

Questions:

Q. Will the Hearst Digital Media ads include captions? Is one of the languages ASL?

A. These are not video ads so they won’t include captions; screen readers will be able to read the ads.

Q. Do the print ads include pictures of people in action, including voters with a disability? And older adults? Perhaps an image of the accessible ballot marking device would be included. Public perception is important.

A. So far digital ads have not included images of people, but some printed materials include images of multi-racial groups of people. The outreach team plans to refresh materials for the November election, so there will be an opportunity to replace images before the general election.

Comments:

• The digital accessibility team will be happy to work with the vendor on accessibility aspects; the team will review the printed materials and alt text.
• A committee member provided links to images:
  • https://disabilityin.org/resource/disability-stock-photography/
  • https://affecttheverb.com/collection/

March Election Key Dates / Updates

• January 25: Mailing of voter information guides begins
• February 5: Mailing of ballots begins
• February 5: In-person voting starts at Elections Office
• February 6: Official mail ballot drop boxes open
• February 24: Four vote centers open, including Elections Department
• March 2: Sixteen additional vote centers open
• March 5—Election Day: All 21 vote centers open
• Vote center and drop box locations and hours of operation are posted online
• All vote centers are open 7 AM to 8 PM on Election Day
• The notice for observers will be posted by the end of January

March Election Training

Colleen Ksanda gave an update.

• Instructions on using the ballot marking device will now be posted in the booths; this change will be included in the election worker trainings classes.
• Training for vote center coordinators starts on January 24.
• Election workers will also be trained on issuing party ballots, which only pertains to presidential primary elections.
• Workers receive training on the ballot marking device and curbside voting, along with disability awareness training.
• The Vote Center Coordinators are recruited through HR and the recruitment has closed. Most of the Coordinators from the 2022 election cycle are returning.
• The stipend workers are hired for the last four days; standby openings are available.

Comments:

• Laney Davidson offered to provide disability awareness training if needed and offered services of a certified consultant to conduct a walk-through of vote centers.
• Suzanne Levine’s team looks for basic accessibility when they help set-up, such as path of travel and no obstructions under the ballot marking device booth.
• Ted Jackson suggested one of MCIL’s staff members could review voting locations. He also mentioned that MCIL has battery back-ups if the power goes out and the department needs assistance.

Members requested copies of some documents referred to during the meeting. Staff will email the documents.

• Secretary of State’s Office disability awareness handout
• The new instructions to be posted in the ballot marking device booth
• The list of vote center and ballot drop box locations, days, and hours

Closing Remarks/Next Meeting

Ms. Roberts thanked everyone for participating. The next quarterly meeting will be held on Thursday, April 11, 2:30-3:30 p.m. via Zoom.

The meeting adjourned at 3:20 p.m.