Report 2017-107 Recommendation 1 Responses

Report 2017-107: Santa Clara County Registrar of Voters: Insufficient Policies and Procedures Have Led to Errors That May Have Reduced Voters' Confidence in the Registrar's Office (Release Date: October 2017)

Recommendation #1 To: Santa Clara County Registrar of Voters

To ensure the accuracy of voting district boundaries and to allow Santa Clara to make changes to existing boundaries as necessary, Santa Clara should establish a procedure requiring Mapping staff to ask each voting district either to certify that its boundaries are accurate and unchanged or to provide an updated map of its boundaries at least 125 days before each general district election.

60-Day Agency Response

Originally responded 12/22/17. We have developed and implemented a comprehensive procedure, and accompanying policy, whereby Mapping Division staff will, at least 125 days before each general district election (i.e., Consolidated Election held in odd-numbered years, and Primary Election held in even-numbered years), mail notification letters to all voting districts requesting confirmation of district boundaries. A paper map representing the most current map on file with the Registrar of Voters (ROV) will accompany the notification letter. The paper map includes a section for the district official to either sign-off on the accuracy of the map on file, or else provide additional information so that the Mapping Division can make changes to the district boundary. If the Mapping Division makes changes, an updated map would be sent to the district for a fresh review and sign-off. Included in this procedure is the maintenance of a detailed Tracking Log. This procedure has already been applied beginning in November 2017 and has resulted in better response and information than received in prior years, with the map package receiving positive feedback from several districts. The procedure and policy have been attached separately as Supporting Documentation.

California State Auditor's Assessment of 60-Day Status: Fully Implemented

All Recommendations in 2017-107

Agency responses received are posted verbatim.