Tuesday, June 18, 2019 at 4:28:59 PM Eastern Daylight Time Subject: re: responsive documents Date: Tuesday, June 18, 2019 at 3:22:43 PM Eastern Daylight Time From: Jeffrey.Cicora@gwinneHcounty.com To: records@americanoversight.org CC: Lynn.Ledford@gwinneHcounty.com, Joe.Sorenson@gwinneHcounty.com AHachments: image002.jpg, 20190606093521923.pdf Mr. Evers: AHached please find records responsive of your request of June 3. Sincerely, Jeff Cicora Gwinnett Jeff Cicora Legal Associate II Law Department GwinneH County Government (770) 822-8703 75 Langley Drive, Lawrenceville, GA 30046 www.gwinneHcounty.com ConfidenYality NoYce: This e-mail and any aHachments contain informaYon from the GwinneH County Department of Law and are intended solely for the use of the named recipient or recipients. This e-mail may contain privileged aHorney/client communicaYons or work product. Any disseminaYon of this e-mail by anyone other than an intended recipient is strictly prohibited. If you are not a named recipient, you are prohibited from any further viewing of the e-mail or any aHachments or from making any use of the e-mail or aHachments. If you believe you have received this e-mail in error, please noYfy the sender immediately by telephone at (770) 822-8700 or email and permanently delete the e-mail, any aHachments, and all copies thereof from any drives or storage media and destroy any printouts of the e-mail or aHachments. Thank You. VERSIGHT Page 1 of 1 Ledford, Lynn From: Sent: To: Subject: Attachments: Chris Harvey Thursday, January 26, 2017 9:03 AM Ledford, Lynn 1.26.17 Election Update Election Update-update mailing address for NCOA 01-25-17.pdf Good Morning, Please review the attached Election Update. If you have any additional questions, please feel free to contact your Liaison. Thanks , Chris Harvey AM~ HICA\J PVERSIGHT 1 GA-GWINNETT-19-0669-A-000001 • January 26, 2017 Confirmation Notice Contact Information To prepare for the upcoming National Change of Address list maintenance process, the Secretary of State's Office would like to ask each county office to examine the contact information in eNet under Activities> Maintain County Data> Maintain County Office Data. This is the return address information which will be printed on your confirmation notices. The system defaults to print the mailing address section from this page. If the mailing address section is empty, the system will print the physical address information on the confirmation notices. The telephone number on the front of the confirmation notice will also come from the "Telephone" field on this page. Please take a minute to check this information and update anything that has changed as soon as possible. Acli'lities > Mainl3in Count;, Oal;1-;,Maintain County Office D:ita Molntoln Copntv.om~~.D010 .. ·.· ICOMBINEDBOARO Coonty Slruciuur. County tlJms : Mailing Addtf:U: Physic~/ Addrus: 'Wil/ lJQused for Coofirmatlon Nof ces a11dPro<.:inclC11rdsif tllc Mamng Address sectta,1Is empty. 11/il(b£!U$'i:dftJ f Confirrmlior t Notic es and Pre.cine;(Cards . Stfeel Number : ~ SlteelN 0Sulf0tN ; c=:J A•: Strnr,I Mo S\Jfft.x Sheet No Suffe<8' [3 8': Slle~I Mo SUO"Cl me' . Street N11 !COLLEGESTRffi7 Suite/ Unit•: !ROOM302 Slseel Han1eI PO Box•: I jP.O. BOX 338 SuitafUnil ·: Addren Line 2' : Address Un.e2': ICARROLLTOU : Mai:ir19Ci1y• ICARROLLT0/1 f,taiiing SlJle': jGAlvft Zip Code" : loAv\ llli!Clc:=J Zip Cl>do'. -c:=J (3oj"n-] : Telephone- !l770) G30-582J f,1uoicip~lity/Po'il~I Cttf : State•: UOCA\IA Contact lnformaUon: '\Viii be used tor u,esig11dlura secl/011of EDD e.maih. !JANICEK. OUFF u,me• ; I I Fv.: 214-3594 1.(7ro) Internal Em.1il: !GRIOBY@CARROlLCOUHTYOACm4 Pub!ic Email· @;§~_!.(?!:!S@CARROLLCOUtHYClA q Fax'·- lfno)830-5824 214.3sg4 [ITTo> Webs1le URL: \l't.~v.carr~Sc.ountyga.co111 J Email' : {aECnoNS@CARROLLCOU~ AMf HICAN Telephooe': I 1 OF STATE'SOFFICEI (404) 656-2871 CHRISHARVEYI ELECTIONSDIRECTORI SECRETARY PVERSIGHT GA-GWINNETT-19-0669-A-000002 Ledford, Lynn From: Sent: To: Subject: Attachments: Chris Harvey Wednesday, June 28, 2017 11:01 AM Ledford, Lynn 6.28.17 OEB OEB - DCS felon reporting changes.pdf Good Morning, Please review the attached OEB. If you have any additional questions, please feel free to contact your Liaison. Thanks, Chris Harvey A~f R CAI\ PVERSIGHT 1 GA-GWINNETT-19-0669-A-000003 OFFICIAL ELECTION BULLETIN June 28, 2017 TO: County Election Officials and County Registrars FROM: Chris Harvey, Elections Division Director RE: Felon Reporting Changes Information concerning Probationers and Parolees serving felony sentences, and who are thus ineligible to register to vote or to cast a vote, was recently transferred from the Department of Corrections (DOC) to the Department of Community Supervision (DCS). Because of this transfer ofresponsibility, we have had to establish a relationship with this new agency to continue to receive data concerning these individuals. The Secretary of State's office is taking this opportunity to pursue the dual goals of improving the felon identification process and increasing the protection of voter data. In pursuit of these goals, we have updated the comparison criteria, added new comparison criteria, and scaled back the use of Social Security Number (SSN) to only the last four digits. This morning you should see a set of potential matches on your dashboard using this updated match process. Please let us know if you notice any irregularities or have any questions. If you have questions about inquiries from other states or sources, feel free to contact our office for any clarification we can provide. Page 1 of 1 AMERICA!\ PVERSIGHT GA-GWINNETT-19-0669-A-000004 Ledford, Lynn From: Sent: To: Subject: Attachments: Chris Harvey < notifications@sos.ga.gov> Friday, July 07, 2017 9:58 AM Ledford, Lynn 7.7.17 Election Update NCOA Update 07-07-17.pdf Good Morning, Please review the attached Election Update . . If you have any additional questions, please feel free to contact your Liaison. Thanks, Chris Harvey A~f R CAI\ PVERSIGHT 1 GA-GWINNETT-19-0669-A-000005 • July, 7, 2017 NCOA Update and Questions Our office has received a number of calls this week concerning the NCOAConfirmation Notice process. As you know, Federal law prevents list maintenance from taking place 90 days prior to a Federal Election. The 2017 NCOA process was interrupted by the Federal Special Election for United States Representative of District 6. This caused the time period between when the comparison process was run with the US Postal Service and when the NCOA confirmation notices were mailed to voters to be greater than normal. The number of records that could have been updated since the confirmation notices were generated is higher than normal. A guide outlining how to process the NCOA notices has been posted on Firefly under Official Communications > NCOA 2017 > NCOAConfirmation Notices. This guide offers step by step instructions on what to do in a number of different scenarios. Additional questions have come up that are not covered in this guide, and we have provided answers to them below: Question: What will happen to a voter record if the confirmation notice is not returned, but the voter has updated their address with your office through another method (DDSApplication, OLVR, or Physical Application)? Will they still be moved into inactive status if they do not respond to the confirmation notice? Answer: No, they will remain in Active status. Any updates to their record submitted by the voter between the time that the NCOA process has begun and the expiration of the 40 day clock will prevent the system process that moves voters from Active to Inactive status. Any record with a contact date greater than 3/2/17 will not be affected by the NCOA process. The 40 clock started on 6/30/17 and will expire 8/9/17. Question: What if I receive an NCOA notice back from the post office and it is marked undeliverable but the voter has updated the address on their voter registration in the time between when the confirmation notice was generated and when they were mailed? Answer: Any confirmation notice that is entered into eNet under Activities > Elector List Maintenance> Scan Confirmation Notices with the "Returned Undeliverable" designation will instantly be moved into Inactive status with the reason of Returned Mail. There will not be an automatic check to ensure that this voter has not made contact with your office in the period between when the process was started and the time you receive this confirmation notices. For this reason, it is considered a best practice to review all confirmation notice that come back to your office with a designation indicating that they were undeliverable. If they have changed their address with your office in the time between when the confirmation notices were generated and the time you received the confirmation notice back undeliverable, you should not enter them as returned mail. No further action on their record will be required. Pleasetake extra care when processing notices that are returned undeliverable to your office. AMER CAI\ OF STATE'SOFFICEI (404) 656-2871 CHRISHARVEYI ELECTIONSDIRECTORI SECRETARY PVERSIGHT GA-GWINNETT-19-0669-A-000006 Ledford, Lynn From: Sent: To: Subject: Attachments: Chris Harvey < notifications@sos .ga.gov> Monday, July 31, 2017 9:11 AM Ledford, Lynn 7.31.17 Election Update NGE 2017.pdf Good Morning, Please review the attached Election Update. If you have any additional questions , please feel free to contact your Liaison . Thanks, Chris Harvey AMf HICAN PVERSIGHT 1 GA-GWINNETT-19-0669-A-000007 Select a 'start date' AND 'end date' of July 28, 2017 which is the day the NGE process ran and click on • "Get CancelledVoters." St art Date /07/28/2017 '""···· .._,........ ,...........__ • .,. ( '':~ End Date: /07/28/2017 _._.-·. ..., .."···..·· .......... --·-··-····--··--"······---·· ........................ - --·- - - A list of ALLvoters cancelled for the reason "No Activity For 2 General Elections"will appear. Cnn cellecl Dat e Status with Reason 07/1712017 CANCELLED NO ACTIVITY FOR 2 GENERAL ELECTIO N CYC LES 07/17/2 017 CA NCE LLED NO ACTIVITY FOR 2 GE NERAL ELE CTION CYC LES 07/17120H CAN CELLED NO A CTIVITY FOR 2 GHJ ERAL ELE CTION CY CLES 0?fH/2 017 CAN CELLED NO ACTIVITY FOR 2 GE NERAL ELECTION CYC LES 07/U/2 0"17 CANCELLED NO ACT IVITY FOR 2 GENERA L ELE CTION CY CLES r' O.l ,!r' t:: I I i::n • In order to print the list of cancelled voters for the reason No Activity for 2 General Elections, click "Export to Excel"located at the bottom to export the data to an excel file and print out the information .. As provided in O.C.G.A. § 21-2-236(c), All records concerning list maintenance activities under Code Sections 21-2-233 and 21-2-234 shall be maintained for a period of two years and shall be available for public inspection and copying1 except to the extent that such records relate to a declination to register to vote or to the identity of a voter registration agency through which any particular elector is registered. Such records shall contain the name and address of all electors to whom confirmation notices are sent and information concerning whether each such elector has responded to such notice. Move the voter registration cards of the voters cancelled for NGE to your cancelled files and retain for 2 years. Any further questions feel free to call your Liaison. AMER CAI\ OF STATE'SOFFICEI (404) 656-2871 CHRISHARVEYI ELECTIONSDIRECTORI SECRETARY PVERSIGHT GA-GWINNETT-19-0669-A-000008 • July 31, 2017 No Activity for 2 General Elections Pursuant to O.C.G.A. § 21-2-235, the No Activity for 2 General Elections process was run in ENETon Friday, July 28, 2017. These records are available on your dashboards today. Instructions for viewing a list of voters in your county whose status was updated to "Cancelled" as a result of this process are below. • To view the list of voters who were cancelled for reason of "NGE," navigate to the dashboard in eNet. • Click on the "Review" button next to Cancelled Voters ~m'lj Tl1ereare no new messagesin your Inbox al this lime. \s-"'I There are no "Cancelled.. votersal this time. iifii;,.1& :'j"'liiilfi, -•;llil,t,~iilitflu d'If#Vi There are no malched Moved Out of State Records to process. There ore 5 items in hatch which are to be printed . • Click on the "Review" button next to Cancelled/Duplicate, Rejected Voters _Vot ers Re moved fr o m County There are no "Movecl Out of Slate" volers at this time. lfM;M 1111 11111 ,__ q·,I "'{·•- •·;:t•t,•, -, AMER PVER There are no voters -•Moved Out of County'' at mis time . There are no "Cancellecl/Ouplicate, ReJectecf' voters al tl1is time. 1.fifN1~1lThere are no "Vilal" voters al this time. i&i GA-GWINNETT-19-0669-A-000009 There are no ··40 day clocl Friday, August 18, 2017 4:09 PM Ledford, Lynn 8.18.17 OEBs OEB - 8-18-17 NVRA and cancellations for address changes FINAL.pdf; OEB - 8-18 -18 NCOA Changes FINAL.PDF Good Afternoon, Pl ease review the attached OEBs. If you have any additional questions, please feel free to contact your Liaison. Thanks, Chris Harvey A~f R CAI\ PVERSIGHT 1 GA-GWINNETT-19-0669-A-000010 OFFICIAL ELECTION BULLETIN August 18, 2017 TO: County Election Officials and County Registrars FROM: Chris Harvey, Elections Division Director RE: NVRA and Change of Residency Challenges The National Voting Registration Act (52 U.S.C. § 20507(d)) limits when a jurisdiction can remove an elector from the voter rolls due to moving outside of the jurisdiction or due to a change of address. The statute prohibits removal unless: 1. There is written confirmation of the change in residency by the elector; or 2. The NVRA Confirmation Notice Process (NOACT2GE),described in 52 U.S.C. § 20507(d)(2), is followed. O.C.G.A. § 21-2-228 allows county boards of registration to conduct hearings in order to determine the qualification of electors. O.C.G.A. § 21-2-229 allows electors of the county or municipality to challenge, in writing, the qualifications of any elector who appears on the list of electors. These challenge hearings for qualifications cannot, however, result in a voter being removed from the list of electors for any change of address. The NVRA does not prohibit removing an elector from the list of electors for other disqualifications such as citizenship, felony sentence, judicially declared mental incompetence, or insufficient age. Options for Counties with Knowledge of a Change of Address: If a county has reason to believe a person has changed their address and hasn't updated their voter registration record, it is reasonable for the county to mail the elector a letter at their registered address to let the elector know that the county believes the elector may have moved and for the elector to provide a current address. Usually, the more specific you can be in the letter the better. There can be no consequence if the elector does not respond to the letter as none is provided by law. If the elector completes and returns the letter with a new address, the county now has written confirmation of a change in residency that it can act upon consistent with NVRA. However, if the letter is returned undeliverable, this would begin the "returned mail" list maintenance process and a confirmation notice would be issued to the elector. Because state law specifies instances when confirmation notices are to be sent, a county should not send a confirmation notice outside of the instances in state law (Returned Mail, NCOA, No Contact). Further, there is no current mechanism in eNet for a county to cause a confirmation notice to be printed by the print vendor outside Page 1 of 2 AMERICA!\ PVERSIGHT GA-GWINNETT-19-0669-A-000011 of those 3 list maintenance processes. If the elector then fails to respond to the confirmation notice as required by law, the elector's status will then become "Inactive." National Voter Registration Act Citation 52 U.S.C.§ 20507{d) Removal of names from voting rolls. {1} A State shall not remove the name of a registrant from the official list of eligible voters in elections for Federal office on the ground that the registrant has changed residence unless the registrant-(A} confirms in writing that the registrant has changed residence to a place outside the registrar's jurisdiction in which the registrant is registered; or (BJ (i} has failed to respond to a notice described in paragraph {2); and {ii} has not voted or appeared to vote (and, if necessary, correct the registrar's record of the registrant's address} in an election during the period beginning on the date of the notice and ending on the day after the date of the second general election for Federal office that occurs after the date of the notice. I encourage you to review this information with your boards and county attorneys and to make sure that any cancellation of voters from the electors lists, or change in status to inactive, is done in compliance with this federal law. I also encourage you to share this information with any municipalities within your county as they prepare for municipal elections in November. Page2 of 2 AMEHICAN PVERSIGHT GA-GWINNETT-19-0669-A-000012 OFFICIAL ELECTION BULLETIN August 18, 2017 TO: County Election Officials and County Registrars FROM: Chris Harvey, Elections Division Director RE: NCOA Changes in ENET The National Change of Address (NCOA) comparison process, which is governed by O.C.G.A. § 21-2-233, was completed last month. Our office has recently implemented some changes that impacted a portion of the voter registration records that were sent NCOAnotices. Voters whose United States Postal Service NCOA information indicated that they changed addresses within the same county have been set to "Active" status, including those records that had their status initially changed to "Inactive" by virtue of your office receiving the NCOA notice back as undeliverable and processing the returned mail. However, if these voters responded to the NCOA notice with updated information such as address updates, name changes, transfers, etc., then all ofthose changes entered by your office into ENETwill remain. Voters whose USPSNCOA information indicated that they moved to a different county or state and were sent a confirmation notice have not been affected by these changes. Page 1 of 1 AMERICA!\ PVERSIGHT GA-GWINNETT-19-0669-A-000013 Ledford, Lynn From: Sent: To: Subject: DoNotReply@sos .ga.gov Monday, April 15, 2019 4:42 PM DoNotReply@sos.ga.gov Confirm Your Registrar's Mailing Address for NCOA A new discussion has been posted in The Buzz by Harvey, Chris on 4/15/2019 4:07 PM The Office of the Secretary of State will begin the National Change of Address (NCOA) list maintenance process over the next two weeks. Before this process begins, every county registrar should log into ElectioNet, navigate to Activities> Maintain County Data > Maintain County Office Data, and confirm that the address in the Mailing Address section is the correct mailing address for your county. If the address needs to be updated, be sure to make these changes before Thursday, April 18, 2019 to ensure the correct mailing address is printed on all confirmation notices. Once you have confirmed your address, please send an email to your Liaison indicating that you have confirmed your mailing address. If we have not received this confirmation email from all counties by Thursday, April 18, 2019, we will reach out to the county registrar individually. Chris Harvey Secretary of State's Office If you would like to opt out of receiving email notifications for this discussion, click here. A~f R CAI\ PVERSIGHT 1 GA-GWINNETT-19-0669-A-000014