USPS From an Election Administrator s Perspective Wednesday, June 10, 2015

Transcription

1 USPS From an Election Administrator s Perspective Wednesday, June 10, 2015 Bill Cowles, CERA Supervisor of Elections Orange County, FL Don Dease, Manger Business Mail Entry United States Postal Service

2 List Maintenance Absentee Ballot Envelope Design In House vs Mail House Vendor for Absentee Mailing Postage Return of Absentee Ballots All Relate to Budgeting 2

3 List Maintenance NVRA of 1993 was the first major piece of legislation to mandate specific list maintenance procedures besides opening up the voter registration process. Required states to keep voter lists accurate and current, prohibited states from doing list maintenance within 90 days prior to a federal election, and set standards for removing voters from the rolls. HAVA of 2002 set requirements for list maintenance aimed at removing duplicate and ineligible names. Required the establishment of a statewide database, which is cross checked against other databases (Vital Statistics, FDLE, and Clemency). 3

4 List Maintenance 4

5 List Maintenance Move to Competitive Street Address (MTCSA) 5

6 List Maintenance FVAP Can Look Up Active Military Member s Address for Local EO s: vote@fvap.gov Fax: or Must Include: D.O.B. Last four digits of his/her SSN FVAP Only Provides Available/Releasable Info Does Not Have Access to Info on Overseas Citizens /Family Members of Military Personnel 6

7 List Maintenance New Military Addressing Formats Have Been Instituted IN CONJUNCTION WITH THE MILITARY POSTAL SERVICE AGENCY, THE POSTAL SERVICE HAS BEEN WORKING TO IMPLEMENT NEEDED CHANGES TO APO AND FPO MILITARY ADDRESSES IN ORDER TO BE COMPLIANT. ALL MILITARY MAILPIECES (APO AND FPO) MUST SHOW THE CORRECT UNIT, CMR (COMMUNITY MAIL ROOM), OR PSC (POSTAL SERVICE CENTER) AND NUMBER, PLUS THE BOX NUMBER AS PART OF THE ADDRESSING ELEMENTS. TO BE COMPLIANT, AN ADDRESS MUST CONTAIN SPECIFIC STANDARDIZED ELEMENTS THAT ARE USED TO CHECK THE VALIDITY AND DELIVERABILITY OF A MAILING ADDRESS IN A DATABASE, WHICH WILL RETURN THE APPLICABLE ZIP CODE OR ZIP+4 CODE. EXAMPLES OF A UNIT AND PSC DESIGNATION: 7

8 Absentee Ballot Envelope Design Survey: Mail Flat or Letter Size? 8

9 Absentee Ballot Envelope Design 9

10 Absentee Ballot Envelope Design 10

11 Absentee Ballot Envelope Design 11

12 Absentee Ballot Envelope Design 12

13 Absentee Ballot Envelope Design 13

14 Absentee Ballot Envelope Design 14

15 Absentee Ballot Envelope Design 15

16 Absentee Ballot Envelope Design Don t Order Too Far in Advance! Don t Over-order! Legislative Changes Always Check with Your Mailpiece Design Analyst (MDA)! Tour Your Mail Processing Facility 16

17 Absentee Ballot Envelope Design MDA Customer Service Help Desk Mon Fri 7am 5pm CST Or Check RIBBS Website for Helpful Tips and Fact Sheets 17

18 In-House vs Mail House Vendor Survey: Prepare Your Own Mailing Or Use a Mail House? 18

19 In-House vs Mail House Vendor 19

20 In-House vs Mail House Vendor Load Leveling MONDAY BUSIEST DAY TUESDAY LOWEST VOLUME DAY 20

21 Postage Current Rates Postal Rates and Fees Effective: May 31, 2015 Source: Axis Data 21

22 Postage Effective Jan. 10, 2015 Source: USPS Delivery Standards and Statistics Fact Sheet, Dec

23 Postage First Class Mail: Delivery time is usually between two to five days depending upon originating and destinating post office. UAA (Undeliverable As Addressed) Mail is either forwarded to the new address on file or returned to sender without Ancillary Service Endorsement Instructions indicating otherwise. No postal endorsement is necessary for this service. SCF( 5 and 3 digit) mail is kept at the processing plant (P&DC) for both first class and standard mail and then sent to delivery locations. When entered at correct processing facility. Which means that out of area 3 digit- AADC and Mixed AADC trays could possibly lose their election mail tray tag at the processing plant. All Mixed AADC trays would be sorted at processing plant and in most cases this mail will lose its Election Mail Identification tags and will be processed in normal firstclass mail operations. Source: Axis Data 23

24 Postage Rate Increase Effective May 31, 2015 Increase of.05 cent for metered first class (to for first ounce) Additional 0.01 cent for additional ounce (first class) Additional 0.01 for card Most of the other charges appeared to be more pertinent to other industries Postal Regulation to Notify Voter of Postage Due on Return (unless you have a Postage Due account) Recommend Both 24

25 Postage USPS Tag 191- Domestic and International Ballots Provided by the USPS These expedite ballot mail through the USPS process Once the tray is broken at the SCF or ADC level, then the tray tag is no longer valid Source: Axis Data 25

26 Postage 26

27 Postal Receipt Source: Anthony J. Albence New Castle County, Delware 27

28 Free Postage for Military and Overseas Addressed to Foreign Addresses 28

29 Postage 29

30 Postage Survey: Voters Pay Or Jurisdiction Pays 30

31 Return of Absentee Ballots Survey: Method of Returns 31

32 Return of Absentee Ballots 32

33 Return of Absentee Ballots 33

34 Useful Websites/Info USPS Website: RIBBS (Rapid Information Bulletin Board System): NCOA (National Change of Address): or

35 Useful Websites/Info Move to Competitive Street Address: MDA Customer Service Help Desk

36 Questions? 36

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