MAIL BALLOT INFORMATION

1. The ESS Election Administrator, with the President, review the Constitution, Bylaws, election rules and DOL and/or oversight rulings to ensure total compliance with all applicable requirements.  If there are any conflicts, they are immediately identified to the Election Committee (if required).  If an Election Committee is not required, ESS becomes the Committee; if they are required, ESS completely supervises the election and works with the Committee on the day of the tabulation.
2. ESS develops an election project plan identifying all elements and dates.
3. ESS prepares all materials required for the election, including the review of the notice of election, sample ballots, official ballots, three sets of envelopes (outer mailing, secret ballot and Business Reply).  All materials are produced by union printers.
4. ESS arranges for a conference call with all potential candidates and the Election Committee following nominations and prior to the printing of the ballots.
5. ESS prepares the membership list for mailing.  We understand  that certain election have all of the all members receiving the same ballot and some election require that members vote for the same top positions and then vote for categories within their divisions.  An electronic delivery of the database is required to assure the proper ballot being sent to the member.
6. ESS produces ballot packages, which consist of the ballot, an outgoing envelope, a return envelope, and a Secret Ballot Envelope.  Ballots can support full slate and partial slate, split slate and independent candidates.
7. Each ballot package is personalized with the member’s home address of record, a bar code used to identify returns for the member voted list, and a special security feature that prevents fraudulent ballots.  The ballot package is fully compliant with Title IV requirements for Secret Ballot Voting.  ESS mails all ballots to the membership home address of record.
8. Returns are directed to a Postal box at the USPS facility (owned by Election Services Solutions) and held there in sealed containers. Election Services Solutions will re-mail to members if USPS provides better addresses and will also provide the listing (electronically to the union on a daily basis) and re-send to member if better address is available from the Local.
9. ESS provides a hotline (800 telephone number) for members who have not received their ballot or require a replacement.  When the member calls, he/she will receive a confirmation number for their request.  After confirming eligibility, replacements are sent.  All are clearly marked “Duplicate” or “Replacement” and accounted for.  A listing of all such items is provided to the Election Committee and clearly identified in the election report.
10. In the presence of the Election Committee and observers, ESS retrieves the sealed returns from the Post Office.  The sealed containers are displayed and shown to be sealed.  The Committee and observers are required to place their own seal on the containers.  ESS transports the sealed containers to the tabulation facility.  ESS waits for all observers to arrive before starting the next step in the process.
11. At the tabulation site, the union office or similar location arranged by union, ESS again displays the containers to all parties to verify that they remain under seal.
12. Containers are opened.  ESS performs two physical counts of the materials, sorts the returns into batches of 100, and identifies and segregates any “white” or mis-sorted mail.  The physical count is reconciled against the postal receipts and any discrepancy is accounted for.
13. ESS uses automated equipment (if applicable) to scan the bar code on each return, if applicable.  This information is used to create a listing of all members who have voted.
14. The members voted list is reconciled with any challenges to eligibility.  Any challenged ballots are extracted, marked “Challenged” with the reason for challenge noted and physically removed and segregated from the remaining ballots.  Challenged ballots are placed in special sealed containers, and held in full view of the Election Committee and observers.
15. Once Challenges are removed, ESS begins the tabulation process.  ESS uses automated equipment, or occasionally manual processes, to open the outer return envelope and extract the Secret Ballot Envelope.  The outer envelopes are kept in batch order, placed in special sealed containers, removed physically and segregated.
16. Secret Ballot Envelopes are inspected for any potentially identifying mark.  Such marks could potentially identify the voter, piercing secrecy.  Any such items are identified are shown to the Election Committee for determination, and removed if appropriate.  Any removed are shown to the observers present as well, and accounted for in the election report.
17. Secret Ballot Envelopes are opened using automated equipment, or occasionally manual processes, and the Secret Ballot removed.  The Secret Ballots are examined visually for any potentially identifying mark.  Any such marks are identified to the Election Committee for final determination and removed if appropriate.  Any removed are shown to the observers present as well, and accounted for in the election report. 
18. Secret Ballot Envelopes are physically separated, placed in special containers, and removed from the processing area.  The containers remain within view of the Election Committee and observers.
19. ESS inspects ballots for any potentially identifying marks.  Any such items are treated as described above.
20. ESS processes ballots on high speed scanning equipment if applicable. Observers are permitted to view every machine, where the ballot is displayed on a computer screen.  The observers or Election Committee can ask, at any time, for the process to halt so they can verify the appearance of the ballot.  If any such request is by observers, than the ESS operator will signal the Tabulation Manager, who in turn notifies the Election Committee for their participation.
21. Upon authorization from the Election Committee, ESS tabulates results.
22. ESS reports preliminary results to the Election Committee.
23. ESS provides a complete listing of “Challenge” ballots to the Election Committee.  Challenges are resolved if they may affect outcome.
24. ESS prepares multiple copies of the preliminary results for the Election Committee to distribute to candidates.
25. ESS provides Certified Election Results.
26. ESS seals and retains all election materials for a period of one year.  Client must notify ESS if they want their materials returned (paying for shipment) or destroyed no later than 10 months following the tabulation.

ESS can also print, prepare and mail the Notice of Nominations and Election and be the impartial third party for campaign mailings.

ESS provides up to eight hours of defense (by affidavit or by interview in NY-The Department of Labor interviews in NY no matter where the election takes place) if the election is challenged at no additional cost.

Back to Labor Union Services