Establishment and Use of "Receiving Boards" Encouraged: Michigan election law, MCL 168.679a, provides that the legislative body of a city or township may, by resolution, approve the establishment of one of more "receiving boards" to take receipt of the sealed ballot containers, Poll Books, Statement of Votes and other materials which are returned to the clerk immediately following the close of the polls.  The establishment and use of local receiving boards is strongly encouraged.

Jurisdictions that do not use receiving boards at the present time that have experienced the types of errors that receiving boards can remedy are strongly urged to immediately pursue the establishment of receiving boards for all future elections.

Appointment Process:  If the establishment of one or more "receiving boards" is approved by the jurisdiction's legislative body, the local election commission must appoint at least two election inspectors to each board.  When making the appointments, the election commission must appoint an equal number of election inspectors from each of the two major political parties in the state.

Delivery of Materials to Receiving Boards:  At the close of the polls, two election inspectors representing each of the two major political parties are required to deliver to the appropriate receiving board the precinct's sealed ballot container containing the used and unused ballots and, in a separate sealed envelope or container, the Poll Book and Statement of Votes.

Receiving Board Procedures:  Upon the delivery of the ballot container, Poll Book and Statement of Votes, the receiving board is authorized to take the following actions:

1)       Check to confirm that the ballot container is properly sealed and that the seal number is properly recorded and witnessed by two election inspectors of different political parties in the Poll Book, Statement of Votes and on the Ballot Container Certificate.  If the ballot container is not properly sealed or the seal number is not properly recorded, the election inspectors and the members of the receiving board may take the necessary actions to correct the discrepancy.  If the correction of a discrepancy is necessary, the election inspectors and the members of the receiving board must note the discrepancy and the actions taken to correct the matter in the remarks section of the Poll Book.  The notation must be signed by the election inspectors and the members of the receiving board.

2)       Check to confirm that the number of names entered in the Poll Book agrees with the number of ballots tabulated in the precinct as shown on the Statement of Votes (Total Tape).  If the number of names entered in the Poll Book does not agree with the number of ballots tabulated and a satisfactory explanation has not been entered in the remarks section of the Poll Book, the receiving board must question the election inspectors regarding the discrepancy.  After questioning the election inspectors, the members of the receiving board must note the explanation provided by the election inspectors in the remarks section of the Poll Book.  The notation must be signed by the election inspectors and the members of the receiving board.

After completing the above checks, the members of the receiving board must place the Poll Book and Statement of Votes into an envelope addressed to the County Clerk.  In addition, a separate copy of the Statement of Votes must be sealed into an envelope addressed to the County Board of Canvassers/Probate Judge.  All envelopes must be sealed with a red paper seal initialed by both members of the receiving board.  If permitted by the County Clerk, the Poll Books and Statement of Votes for multiple precincts may be delivered in a single sealed envelope addressed to the County Clerk. 

Actions Receiving Board Can Take if Poll Book or Statement of Votes is Sealed in Ballot Container:  If the receiving board finds that the Poll Book or Statement of Votes has been inadvertently sealed in the ballot container, the election inspectors may open the ballot container to remove the Poll Book or Statement of Votes under the receiving board's supervision.  In such an instance, the election inspectors and the members of the receiving board must note the actions taken to correct the matter in the remarks section of the Poll Book.  The notation must be signed by the election inspectors and the members of the receiving board.  After removing the Poll Book or Statement of Votes from the ballot container, the election inspectors must immediately reseal the ballot container and record the new seal number in the Poll Book and on the Statement of Votes.  The work of the receiving board may not proceed until the ballot container has been resealed and the sealing has been properly documented.  In addition, the County Clerk must be notified whenever the need for this type of corrective action is warranted.

Receiving Board Checklist:  A sample "Receiving Board Checklist" is attached below.  The checklist is designed for use by the Receiving Board to document the various checks that should be made when reviewing the ballot container, Poll Book and Statement of Votes received for each precinct.   

Receiving Board Checklist