A communication transmitted from Louis A. DePasquale, City Manager, relative to a Surveillance Technology Impact Report for electronic poll pads, requested by the Election Commission

SURVEILLANCE TECHNOLOGY IMPACT REPORT Department: Election Commission Division or Unit (if applicable): Submitted by: Tanya L. Ford-Crump Date: July 27, 2020 Surveillance Technology: Electronic Poll Pads 1. Describe how the proposed Surveillance Technology will work, including how it will collect Surveillance Data. • Poll workers use poll pads to check voters in during in-person early voting. For the 2020 election, the state will certify at least one type of poll book for use on Election Day, which has never been allowed before. The poll pads sync with each other during the day so that a voter can’t vote in more than one place and cast additional votes. The poll pads also indicate whether a person requested a mail-in ballot (absentee or early voting ballots) and returned the voted ballot or not to the Election Commission. The Election Commission downloads that information at the end of each day and uploads it to the state's software Voter Registration Information System (VRIS) so that the vote is accounted for. When the voter list is printed for Election Day, all voters who were checked in with the poll pad will be marked as having voted already so they can't go to the polls and vote on Election Day. The information in the poll pad is the information in VRIS: voter name, ward and precinct, address, party, date of birth, and ballot cast or not. 2. What is the purpose of the Surveillance Technology? • Preventing waste, fraud, and abuse of City resources; • Reducing voter fraud; and • Simplifying and expediting the voting process. 3. Where will the Surveillance Technology be deployed? When? • The poll pads will be used at early voting locations; and also at Election Day polling places, if approved for use on Election Day by the Sec. of State. • The City has used poll pads for early voting since the 2016 Presidential Election and is seeking to acquire additional pads to use for Election Day in 2020 and future elections, if the state approves their use.

4. What privacy impact will the Surveillance Technology have? • The poll pads collect, record, retain and share information specifically associated with, or capable of being associated with, any voter, including voter address, whether a voter voted, date of birth and party affiliation. They do not collect identifiable information related to how a person voted, only that they voted. • Only Election Commission personnel can access the information stored by the poll pads. The poll pads are password protected also. However, the information stored in the poll pad is public record. 5. What are the fiscal costs of the Surveillance Technology, including initial costs, ongoing maintenance and personnel costs, and source of funds? • Costs - $31,740 for 21 poll pads. Annual license charges (software and application warranty) of $300 per poll pad or $6300 per year for 21 poll pads. • Funding Source - FY21 State Primary and Presidential Election operating budgets. • Personnel costs - Election staff and poll workers will use the poll pads during training and early voting and, if approved by the state, on Election Day. The poll pads are not a substitute for the voting list. Early voting sites and Election Day will have paper voting lists available for use. Paper voting lists are required by state law unless the law changes. The use of poll pads does not impact staff or poll workers’ pay.