Biennial Report 2005 - 2006

Biennial Report

2005-2006

Charlie Daniels

Arkansas Secretary of State

Greetings from the

Arkansas State Capitol

I

n the second half of my first term as Secretary of State, we have seen many of our earlier plans come to fruition. Two of the most notable of these accomplishments are the restoration of the Capitol dome and the full implementation of the Help America Vote Act. But those projects are only a part of the ongoing work of the office, as you’ll note in the pages of this biennial report that I am proud to present to you. One of the responsibilities that I most enjoy is the care of the State Capitol building and its surrounding 25-acre grounds. In 2005, we began our most visible work — restoring and repairing the dome and building facades that had been stained and damaged by time and elements. Look to the photos on the facing page and gauge the progress for yourself. As additional grants and appropriations become available, we will continue restorations on the remaining surfaces to preserve this great structure for many more generations. In 2005, the Business & Commercial Services section was charged with instituting a new fee schedule for franchise taxes on Arkansas corporations. The increase was mandated by the legislature to help fund education improvements across the state. Our staff is getting advice on how to proceed on this and other business issues thanks to a new advisory council that first met in early 2006. Its members are from a cross-section of professions and are a valuable sounding board for our business policies. And finally, 2006 marked Arkansas’s implementation of the sweeping election reforms included in the Help America Vote Act. HAVA, as it is commonly known, is the largest federally mandated election-reform law in history. It required new voting equipment across much of the state, as well as an updated voter

registration system. From the statehouse to the courthouse, it took cooperation at all levels of government to make these changes a reality in time for the 2006 elections. Changes of that magnitude don’t come without growing pains, and I cannot adequately express how much I appreciate the efforts of our county clerks, election commissioners and especially Arkansas’s voters for making our new system work. I have no doubt that the process will continue to improve with the experience of each coming election. I feel a tremendous honor to have been given a second term in this great office. As I begin, I look forward to continuing many of the programs you’ll read about here, as well as working to make many other goals become reality. Thank you for this opportunity to serve you.

Charlie Daniels Arkansas Secretary of State

Contents Buildings & Grounds..................... 4 Business & Commercial Services.... 7 Communications & Education.......11 Elections Division........................ 16 Information Technology............... 21

Before

After

Other Divisions............................ 23 Contact Information.................... 24

Buildings & Grounds

The 247,000 square-foot Arkansas State Capitol and the 25-acre area surrounding the building are under the care of the Buildings & Grounds Division of the Secretary of State’s office. In addition to daily housekeeping and maintenance, the division provides many services including construction, mechanical, electrical and landscaping work. Staff members also coordinate the many events held at the State Capitol and set up facilities for press conferences, demonstrations, celebrations and other functions.

C

aring for the State Capitol, which is nearing its century mark, is an ongoing endeavor that requires careful

planning and prioritization, as well as skilled tradesmen.

By protecting, maintaining and showcasing one of Arkansas’s greatest historic treasures, Secretary Daniels ensures the Capitol’s legacy for future generations.

In addition to the daily care of the State Capitol complex

throughout 2005 and 2006, Secretary Daniels and his staff

continued their extensive work to repair the damage of time and use to restore and maintain the Capitol’s exterior structure. It is a multi-phase project that will continue as more funds become available to rejuvenate the entire facade and dome.

Restoring the Luster The Secretary of State’s office received more than $1.47 million in grants from the Arkansas Natural and Cultural Resources

Council (ANCRC) to begin restoring the State Capitol’s exterior — the first such effort in four decades.

Repairs and restoration began in 2005, focusing on the dome,

north facade and dome platform. The first phase of the project

began by assessing damage caused by pollution, organic matter and previous cleaning techniques — resurfacing, sandblasting and synthetic caulking — that actually accelerated damage.

With the cured limestone surfaces opened, water easily seeped in and became trapped behind the sealed joints for decades.

Ornamental elements and ledges bore the most harm and were at the greatest risk for cracks and erosion. 4

To evaluate the current condition of the Capitol, the

Mississippi Stone Guild of Eupora, Miss., conducted the initial survey of the dome’s surface in cooperation with the Little Rock Climbing Center. To get a first-hand

view, climbers rappelled the slope of the Capitol dome, photographing damage for further review.

Once scaffolding was in place, crews cleaned surfaces with low-pressure sprays and removed caulk and

old cement mortar, replacing it with a more pliable limestone-based mortar that “breathes” with the

stonework. Craftsmen repaired and replaced missing

decorative elements such as stone garlands, Grecian-

style scrollwork and pinecone medallions. To enhance and preserve the overall beauty of the stonework, a

limestone-based mineral coating was applied. The dramatic difference in the restored stone may be most evident in the now gleaming Capitol dome, which stands out brilliantly against the skyline and is one of the first landmarks visitors to Little Rock will recognize.

To continue work on the remaining facade, the Secretary of State’s office will pursue additional ANCRC grants — the sole source of additional funding for the restorations.

Other notable Buildings & Grounds projects for 2005-2006 included:  Remodeled the Capitol Police Station

 Redesigned landscaping in the north ellipse

 Painted the Grounds Building and several areas throughout the Capitol

 Refurbished light poles and fixtures in the Woodlane parking lot  Remodeled the Elections Library

 Replaced flooring in the west entryway

 Scheduled and provided logistical support for events held in the Capitol's public spaces

 Oversaw the installation of holiday decorations and lighting

 Maintained the

lawns and gardens of the Capitol, including test rose gardens that contain more than 1,000 rose bushes in 50 varieties

5

Testament T

The Monument to the Little Rock Nine

The hostility of 1957 stands in stark contrast to the spirit of celebration on August 30, 2005, when Testament, the monument to the Little Rock Nine, was unveiled. More than 2,000 dignitaries, school children, families and others attended the event to honor the nine students who integrated Little Rock Central High in 1957: Melba Pattillo Beals, Elizabeth Eckford, Ernest Green, Gloria Ray Karlmark, Carlotta Walls LaNier, Terrence Roberts, Jefferson Thomas, Minnijean Brown Trickey and Thelma Mothershed Wair. In the days leading up to the unveiling, Secretary of State crews worked feverishly to prepare the site on the north lawn of the State Capitol. An unusually wet August had workers dodging showers and slogging through mud to clear the ground, pour the platform and place the bronze works.

The artist behind the sculptures is John Deering, chief editorial cartoonist for the Arkansas Democrat-Gazette. With site approval from the Capitol Arts and Grounds Commission, Deering sculpted the statues along with his wife, Kathy Deering, and studio partner, Steve Scallion. The Shidoni Foundry in Santa Fe, New Mexico, poured the bronze castings.

Since the unveiling, Testament has become a must-see destination for Little Rock visitors. Often it becomes an outdoor classroom for area students studying the civil rights movement, with lessons sometimes presented by the artist or even one of the nine who experienced it first hand.

A majority of the monument’s funding was appropriated by the General Assembly through legislation sponsored by Senators Tracy Steele and Irma Hunter Brown. The Secretary of State’s office provided site prep and labor, while other funds were donated by private sources, including the Winthrop Rockefeller Foundation.

4

Business & Commercial Services

T

he Business & Commercial Services Division continued to reach milestones in its quest for better services to

Arkansas’s business community. Expanded outreach programs, improved processing systems and other

education efforts have paved the way for faster, more convenient and more accurate corporate filings.

A number of improvements within the division were based on suggestions from a new Advisory Council.

The members consist of 20 professionals from diverse

fields such as law, banking, accounting, retail and service

The Business & Commercial Services Division is Arkansas’s starting point for entrepreneurs wishing to transact business in the state. Consumers can search for a unique name for their start-up company as well

businesses, as well as notaries, elected officials and

as file for incorporation or

in on ways to enhance business services and to help

Division also collects franchise

corporate officers. The group meets regularly to weigh

evaluate the impact of proposed legislation. After the

first meeting in January 2006, Secretary Daniels stated,

“This is the way it should be: community and government working together for a common cause.”

A Wider Web Online filings continued to increase in 2005 and 2006

other classification. The BCS taxes, records trademarks, files notary public certifications, issues Authentication of Documents and Apostilles, and records Uniform Commercial Code filings.

due to system improvements such as batch filing. This

feature is largely utilized by certified public accountants

who file for multiple clients. Batch filing allows users to

build an online profile that can contain multiple taxpayers.

These entries may be filed simultaneously and the

information saved for use in the following year. This

saves the CPA the time and effort it takes to manually

enter recurring information. 7

New Franchise Tax Rates In an effort to fund improvements in Arkansas’s public schools, the state legislature passed Act 94 of 2003, changing both the amounts and deadline for paying franchise taxes.

Beginning in 2005, the deadline moved from June 1 to May 1 of each year, and the fee

schedule tripled for most categories. (See chart below.) The additional revenue is earmarked for the Arkansas Educational Adequacy Fund.

To make registered businesses aware of the tax change, the division embarked on a public

awareness campaign that involved local newspapers, radio and direct mail. This campaign along

with convenient online filing options led to a new record for processing annual franchise tax filings

in 2005. Businesses filing on time reached 80 percent in 2005 and improved to 83 percent in 2006.

Over one-fifth of the filings occurred online. That success allowed our staff to process payments in weeks instead of months, completing them by mid-July instead of October as in previous years.

Franchise Tax Type

Previous Rate

New Rate in 2005

0.27% of outstanding capital stock; $50 minimum

0.3% of outstanding capital stock; $150 minimum

Corporation/Bank without Stock

$100

$300

Limited Liability Company

$50

$150

Insurance Corporation Legal Reserve Mutual, Assets Less Than $100 million

$100

$300

Insurance Corporation Legal Reserve Mutual, Assets Greater Than $100 million

$200

$400

Insurance Company Outstanding Capital Stock Less Than $500,000

$100

$300

Insurance Company Outstanding Capital Stock Greater Than $500,000

$200

$400

Mortgage Loan Corporation

0.27% of outstanding capital stock; $100 minimum

0.3% of outstanding capital stock; $300 minimum

$100

$300

Corporation/Bank with Stock

Mutual Assessment Insurance Corp.

Outreach & Education To help fill the need for continuing education among the state’s 56,000 commissioned notaries

public, the BCS division began conducting free training seminars each month, beginning in 2005.

The two-hour workshops cover the qualifications, duties, responsibilities, prohibited acts and other

topics related to notaries public. The monthly sessions are conducted at the division’s offices in the Victory Building at 1401 West Capitol with more than 500 attending in the first year.

8

In 2006, BCS staff took the educational seminars “on the road,” expanding

training to an additional 1,400 people in 36 cities across the state. In

addition to the public seminars, numerous on-site classes

were conducted for individual businesses and small groups.

Other laws enacted during the 84th General Assembly in 2005 were: Act 66 — Requires language to be included in

advertisements for any notary public who chooses to use the term “notario,” “notario publico,” or other similar title to ensure the powers of the office in Arkansas are not misrepresented to immigrants from countries in which notaries have greater legal authority.

Act 883 — Expanded the list of officers and third parties who can authorize franchise tax reports.

Act 1817 — Prevents statewide petitions from being disqualified if the official who verifies the canvasser’s signature fails to use his or her official signature as listed on the notary seal.

Act 1925 — Standardized the civil penalty that can be assessed on a “for-profit” or “non-profit” corporation operating in the state without registering with the Secretary of State’s office.

Act 2274 — Clarified and updated the Arkansas notary law. It provides for identification

numbers to be issued with commissions in order to prevent confusion of similar names and to verify signatures. Among other changes, the law clarified the effective date of commissions, changed the authority to approve the surety bond to the Secretary of State and requires notaries public to be familiar with the state’s notary laws.

Act 1158 — A “clean-up” bill that made technical changes to the limited partnership law. To promote the batch filing service, BCS staff offered on-site demonstrations of this online

process, providing hands-on training for companies and individuals who wished to learn more about the convenience and time-saving service.

Among its other publications, the Secretary of State’s office updated its Notary Handbook

to be distributed to new and renewing notaries public and at the free seminars. The office also introduced Doing Business in Arkansas, a comprehensive guide to establishing an Arkansas

business entity, and continued publishing its quarterly newsletter for businesses, Arkansas, Inc.

Outreach staff also began attending business expos across the state to provide first-hand information to business owners and potential entrepreneurs.

9

BCS by the Numbers



2004

2005*

2006

89,800

95,000

98,000

76,300

80,900

$19 million

$19.7 million



Franchise Tax Reports Issued



Companies Filing by Deadline



Franchise Tax Revenue

$9.2 million

* First reporting year under revised payment schedule.

Other achievements of the Business & Commercial Services Division included:  Condensed the number of office forms used to file corporations  Converted over 150,000 paper records into digital images

 Converted UCC to SOS Knowledge-Base software, a new accounting-based

processing system for daily work

 BCS staff were also cross-trained to conduct operations in each area of

the division, mitigating the previous division between corporate and commercial services. This allowed greater flexibility in meeting staffing demands during seasonal changes in workflow

BCS Advisory Council meeting

10

Communications & Education

T

he programs and resources produced for young

Arkansans form the cornerstone of the

Communications & Education Division. This

team utilizes the State Capitol as a living classroom

on state history and civics, and it doesn’t end there.

Resources such as activity packets, curriculum aides and dedicated Web sites help provide teachers with

The Communications & Education Division is a multi‑discipline service that strives to educate the young and young-at-heart

much-needed tools at no cost to local schools.

about elections, the State Capitol,

During 2005 and 2006, more than 800 teachers participated

citizenship and Arkansas history.

in the division’s regional in-service seminars called Using

the State Capitol to Teach. In the sessions, educators are introduced to resources such as the state symbol activity

books, educational games and civics curriculum that the

Secretary of State produces, as well as the Traveler’s Guide

to Arkansas, the office’s website for students. It features

games, governors’ biographies, state demographics and other

information that supplements classroom materials.

In 2006, the division was awarded a $1,000 grant from

the Arkansas Humanities Council to develop a strategy and outline for K-8 Arkansas specific civics curriculum. With that funding, the Secretary of State’s office is working

Its diverse responsibilities include student programs, voter education, State Capitol tours and visitor services, community outreach, historic exhibits, event planning and website management. Its staff strives to serve the public at large as well as provide creative services for all areas of the Secretary of State’s office.

with a panel of educators from around the state to develop

lessons and supporting materials for civics education in the state’s primary and middle schools.

The state symbol packets are a tradition for students studying

Arkansas history, and the office distributes more than 100,000

of them each year to schools and other groups around the state. The education team also provides more than 1,200

guided tours of the State Capitol each year. 11

Communications & Education also continued programs that engage young Arkansans in the voting

process through National Young Voters Month activities in March. Students from 35 schools learned

about the fight for civil rights and the value of the vote through interactive skits, readings and current

events discussions. In October 2006, the Secretary of State’s office also coordinated Arkansas’s part in

the National Student-Parent Mock Election.

Helping Arkansas Vote In a year filled with changes in Arkansas elections, the Communications & Education division

worked closely with Elections Division staff to develop a comprehensive voter education campaign called Vote Naturally. The campaign was designed to educate Arkansans about the state’s new

electronic voting machines adopted under the federal Help America Vote of 2003 (HAVA). To reach a broad spectrum of voters across the Natural State, a number of media were used: public service

announcements on television and radio, county-specific newspaper ads, informative brochures, instructional materials at polling sites and inserts in utility bills. All materials directed voters

to a specially created website, www.VoteNaturally.org for background on HAVA, as well as step-by-step instructions and videos for using the voting machines.

The division also assisted with HAVA implementation by coordinating training video conferences for

poll workers and election officials, screening applicants for site support positions, providing educational

materials to county officials and demonstrating

touchscreen voting machines at public events.

History On Display The division partners with many Arkansas

museums and organizations to present both

permanent and seasonal exhibits throughout the Capitol. Installations in 2005 and 2006 involved

more than 400 artifacts and images reproduced

A Specia

for the exhibits. A number of materials created for l Black

Through the Lens Of R oge rline J

Secretar y of Stat Charlie e Dani is proud els to of Helena present the w ork Rogerline photographer Johnson

Power fu l of Africa images nArkansas American life in th Delta, 19 52-197 1 e

February

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, 2005 Lower Le vel Galle ry State Capi tol

Arkansas

Presented

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Johnso torical So Arkansas n Studio • Arkans ciety, Inc History as Humani . National ties Cou Endowme Commission Bla ncil ck Adviso Dr. Alonzo nt for the Hum ry Commit anities • D. Wil tee Senator Steve Hig liams & Mrs. Sus Delta Cultural Center ginbot an Wil University hom • Represent liams Fund ative Arn of Arkans ell Willis as at Pin e Bluff

12

ohnson

Month Ex

hibit

the Capitol displays enjoyed a second

life at other museums in the state.

Of particular interest was a special Black

History Month display that opened a

new gallery space on the building’s lower

level. Through the Lens of Rogerline

Johnson showcased the work of the

Helena photographer who captured life

in African-American communities during

ation wit

rican His

History

the 1940s and ‘50s. Hosted by Secretary Arkansa s Humanit ies Cou Humanit ncil • National End ies s History owment Commis • Johnson Stud for the sion Alon io Universi zo D. Williams & Black Advisory ty of Arka Com Mrs. Sus nsa an William mittee • Dr. Senator Steve Higg s at Pine Bluff s Fund • Delt inbothom • Represe a Cultural Center ntative Arne • ll Willis

Daniels, it was presented by the Arkansas Arkansa

Delta African-American Historical Society.

Constitution Day Other exhibits coordinated by the office included:  War Letters, a display wartime letters from Arkansas service personnel, and Election

Central 2006 presented in conjunction with the Arkansas Educational Television Network

 Arkansas Blues honoring

the state’s legacy of Delta musicians that opened with a performance by John Craig and his Blues Band, also in partnership with AETN

 On Guard Across Arkansas recognizing the 70th anniversary of the Arkansas State Police  Trains (Slow and Fast) Through Arkansas, which marked the “golden age” of railroading in the state

 Savoring the Waters: The Early Years at Uncle Sam’s Spa, marking the 175th anniversary of Hot Springs National Park

 Children are the Future: A World Fit for Children, a traveling exhibit created by Soka Gakkai International

Celebrating Arkansans & Other Events In addition to receptions that marked exhibit openings, the Com-Ed staff coordinated several special events to celebrate talented Arkansans and honor our heroes.

Secretary Daniels and Senator Steve Faris co-hosted a book signing event at the Capitol to

celebrate one of the state’s early stars of country music, Maxine Brown. More than 200 friends

and fans lined up for a copy of “Looking Back to See,” a memoir of the Sparkman native’s career with the famed vocal trio The Browns.

The office worked closely with members of the 39th Infantry Brigade of the Arkansas National Guard to honor the 33 soldiers who died while the troops were deployed in 2005. More than 1,500 motorcyclists ended their parade at the steps of the Capitol and were joined by over

500 family, friends and general public to honor the soldiers who died while serving in Iraq. In 2006, Secretary Daniels hosted an audience of active military and veterans to observe National

Armed Forces Voters Week. It was an opportunity to raise awareness among election officials and troops alike of pending deadlines that affected overseas voters.

The year 2005 marked the 85th anniversary of the 19th Amendment to the U.S. Constitution that granted women the right to vote. Com-Ed staff created life-size panels of noted suffragettes for display in the Capitol rotunda and hosted a rally to open the exhibit. Dr. Joycelyn Elders, former U.S. Surgeon General, served as the keynote speaker at the opening.

13

Salute to the Fallen of the 39th Brigade

Continuing a long-standing tradition for the holidays, the division organizes the

annual Capitol Lighting Ceremony and other festivities during December. Thousands of guests visit during this time to enjoy a wonderland of decorations, fireworks and

performances by more than 100 school choirs.

Outreach & Communications With the broad range of programs under the Secretary of State umbrella, the office is a ready source

for informative presentations at schools, civic groups and business associations. To help meet this rising demand, the Com-Ed Division created a speaker’s bureau to help match incoming requests

with relevant topics and programs offered by all divisions.

As part of an ongoing partnership with the Arkansas Sister Cities program, the Secretary of State’s

office sponsored the 2005 Arkansas Sister Cities Conference at the State Capitol. Attendees learned

ways to develop and maintain international partnerships and discussed ways to build on the current

Sister Cities program beyond the seven participating communities in the state.

Additional activities in the Communications & Education Division:  Worked with the Elections Division and

the Information Network of Arkansas to develop online tools for filing campaign contribution and expenditure reports, as well as PAC and lobbyist filings

 Maintained the administration’s main

Celebrating Woman Suffrage 14

website, as well as specialized sites for Military Absentee Voting, National Young Voters Month and National Student-Parent Mock Election

 Researched and responded to more than 700 requests for historic documents and

information held by the Secretary of State’s office. Requests come from the general public, educators, students, and civil servants, as well as historians

 Produced brochures, newsletters, ads, booklets, signs and other publications supporting

the full scope of Secretary of State services. Publications included the annual state calendar and the quarterly Capitol Report newsletter

 Issued more than 150 press releases, most related to election issues and boosting voter turnout

 Represented the Secretary of State’s office at a number of conventions and trade shows, including the Arkansas State Fair, the Arkansas Hospitality Association, Arkansas Association of Counties and others

 Developed an internal newsletter for Secretary of State employees  Coordinated the Secretary of State’s involvement in community service programs such as the Race for the Cure, American Red Cross blood drives, the United Way and Little Rock School District VIPS Reading Day

Are the columns Doric or Corinthian? Is that a gallery or a balcony? Are the steps granite or limestone? Would you say the molding is Craftsman or Egg & Dart? You may not be able to answer those questions, but hundreds of young explorers can, thanks to a new program created by the Secretary of State’s office. Capitol Quest: An Architectural Journey through the Arkansas State Capitol debuted in 2005 especially for fifth and sixth grade students.

During their “scavenger hunt,” students and their guide make their way through the building using a compass and clues in the explorer’s workbook, answering questions about features they find along the way. It’s a fun way for students to not only learn about Arkansas history an civics, but also to discover new perspectives on design and craftsmanship in the buildings they see every day. To schedule a Capitol Quest for your student group, call (501) 682-5080.

15

Elections Modernizing Elections The Secretary of State serves as the chief elections official for the state of Arkansas, maintaining records of all federal, state and district elections held in the state. This includes all stages of the elections process, from filing candidates for office and maintaining their financial reports to certifying and recording vote totals. Under the federal Help America Vote Act, the responsibilities of the office have greatly expanded from one of record-keeper and resource to that of an administrator and compliance officer. The law went into full effect with the 2006 elections.

N

ationwide problems that occurred during the 2000

presidential election brought to light the need for new

federal and state election practices. In response, Congress

mandated changes in almost every part of the voting process, from voter registration to the types of voting equipment used at the polls. The goal of the federal Help America Vote Act of

2002 (HAVA) was to make registering and voting as simple as possible and to ensure accessibility and accuracy. It has been

the largest federally mandated election-reform law in history. During 2005 and 2006, the Elections Division continued its

close coordination with county election officials to implement HAVA. After a careful review and discussion, the Secretary of State guided the installation of a uniform, centralized

voter registration system, as well as three types of electronic

voting systems to comply with the mandates of HAVA. These changes brought an end to punch cards, lever machines and

hand counted paper ballots in the state and greatly improved technological access to voter registration data. To date,

Arkansas has received more than $29.5 million in federal

funding and matching state dollars to purchase equipment and software, train election workers and educate voters.

A Network of Voters The first phase of HAVA requirements that the Elections Division implemented was a new voter registration system. After a

rigorous three-month selection process, Secretary Daniels 16

awarded the $5 million contract for a new

centralized voter registration system to Election

The Network of Voters in Arkansas

Systems & Software (ES&S) over proposals

submitted by Saber Consulting of Salem, Ore.,

and Accenture LLP of Reston, Va. The resulting Network of Voters

in Arkansas (NOVA) began in mid-2005 with five pilot counties — Boone, Benton, Faulkner, Monroe and Ouachita — then expanded to all 75 counties by December. Installation included updating

computes, providing high-speed internet access in each county clerk’s office and offering training and support.

V TER VIEW VOTER Am I registered? Where do I vote? Find out now!

The new Web-based system replaces a program that was

installed in 1996 under the National Voter Registration Act. While

the previous system maintained a separate database in each county, NOVA is a secure networked system that allows information to be shared across county lines. It improves the state’s ability to

maintain the system and the counties’ process for managing voter records. Election officials can now

v ter view

share data with other county clerks, the Division of Motor Vehicles, the Department of Health and the Department of Community Punishment. More communication helps prevent fraudulent registrations,

eliminate Am I registered? Where doduplicate I vote? Find records, out now.

V TER VIEW VIE VOTER

transfer voters and reduce bloated voter rosters. Officials also use the new

software features to assign voting districts, qualify candidates and organize elections.

An important tool available to voters through the new system is Voter View. It’s a fast and easy way

to check voter registration status online at www.VoteNaturally.org. By entering simple information,

voters can see instantly whether they are currently registered and where their polling site is located. Thanks in part to a special election in December 2005 that accelerated Arkansas’s HAVA plan,

Arkansas was ahead of at least 20 other states that missed the January 2006 deadline for installing

HAVA-compliant voter registration systems. In fact, during its 2006 winter meeting in Washington, D.C., the National Association of State Election Directors highlighted Arkansas among a handful of successful HAVA implementation programs.

Accurate, Accessible Voting Almost a third of Arkansas’s counties

replaced their outdated voting systems in

time for the May 2006 Preferential Primary Election. Each polling site in 72 counties

Accessible iVotronic

Photo: Petit Jean Country Headlight

now offers at least one accessible electronic

touch screen with special features for voters with limited vision or mobility. Shaped

keypads, portable screens and audio ballots allow these voters to cast their ballots

privately without assistance, many for the first time.

17

Voting Machine Selections November 2006 Optical Scan, Precinct Tabulator (9 counties)

iVotronic Touchscreen (45 counties)

Optical Scan, Central Tabulator (18 counties)

Existing ELECTronic DRE (3 counties)

Previous Voting Equipment Lever (6 counties) Punch Card (7 counties) Hand-Counted Paper Ballot (9 counties)

In addition to accessible units, each county selected one of three options for their

voting and tabulation systems: all-electronic touch screens, precinct-count optical scan

systems or central-count optical scan systems. This allowed local officials to choose the most

efficient, cost-effective option for their county to cast and count votes. The Elections Division

administered the federal funding for counties to purchase the new equipment, allowing

Arkansas to fully comply with HAVA’s requirements in time for the 2006 General Election. A vital component of the HAVA transition was — and continues to be — the training of the state’s 216 county election commissioners, 72 county clerks, and 22 county election coordinators in the counties

implementing new systems. The division’s team of election coordinators serve as a clearinghouse of

information and traveled the state to provide on-site training as well as regional and state workshops

on topics such as installing and testing voting machines, training poll workers and using the tabulation software for election results. One important series was developed in partnership with the University of

Optical Scan Ballot

Central Arkansas to provide remote training sessions. These interactive

video conferences helped reduce the cost and time of traveling to distant sites. In the weeks leading up to the General Election, the

Secretary of State’s office held daily phone conferences with county

officials to issue up-to-the-minute information and help counties

work through issues as they worked to implement their new systems.

The Elections Division office also distributed funds to help bring

polling sites up to the accessibility standards of the Americans with

Disabilities Act. Through 2006, the Secretary of State has distributed almost $160,000 for improvements to 150 polling sites across the

state. The changes included such things as building new entry ramps,

upgrading door hardware, paving parking and installing new handrails. 18

Candidate Filing & Election Administration In addition to the changes in voting systems, the Secretary of State’s office assists counties with the administrative duties of primary, general, special and school elections. In 2006, that included filing 286 party candidates for federal, state and district offices, which was a 20% increase over 2004. Elections also verified around

35,000 signatures to place five of 10 independent candidates on the ballot.

The Elections office receives

monthly, quarterly and yearly

General Election Registered Voters 1,615,271

financial reports filed by

Total Votes Cast 774,680

candidates, political action committees and lobbyists.

Voter Turnout 47.96%

Secretary of State staff worked with members of the Arkansas Ethics

Commission to begin developing

an online filing service that would improve the accuracy and public accessibility of these records.

New Election Laws Some of the laws affecting the 2006 elections were acts passed by the 85th General Assembly in

2005. Many of the measures were passed to amend existing laws to reflect changes required under the federal Help America Vote Act. Some of the notable acts included:

Act 138 —Allows early and absentee ballots to be

counted on election day before the polls close.

Act 501 —Presidential Preferential Primary elections

are to be held the first Tuesday in February of the year in which the convention is held. The twoweek filing period will begin at noon on the first Monday in November.

Act 654 — Requires new direct read electronic voting machines to provide a voter verified paper audit trail.

Act 655— Changes early voting hours and disallows

early voting on state holidays; provides for secure storage of election materials after voting hours; and requires early voting hours of 10 a.m. to 4 p.m. on Saturday.

Act 731 — Requires the Secretary of State to file

a complaint with the State Board of Election Commissioners for county boards that do not

comply with election certification deadlines.

Act 751 — Provides for special absentee ballots for

members of the uniformed services and citizens residing outside the U.S.

Act 1952 — Requires applications collected at events such as voter registration drives to be delivered

within 21 days and no later than the registration deadline for the next election.

Act 2145 — Requires special elections to be held on the second Tuesday of a month or on the date of primary or general elections.

Act 2233 — Provides for the acquisition, use

and costs of voting systems that comply with the federal Help America Vote Act. Outlines

responsibilities for the Secretary of State and

counties. Requires lever machines and punch card voting to be replaced.

19

My Voice. My Vote. For My Arkansas With so many changes in the routine of voting in Arkansas, the Secretary of State’s office made it a top priority to raise awareness of the new laws among the state’s registered voters. Using HAVA funds earmarked for public education, the Elections and Communications & Education divisions worked together to develop a comprehensive outreach program designed to prepare Arkansans for the big changes ahead. The resulting campaign, Vote Naturally, reached out to citizens in the Natural State to illustrate how simple the new voting technology is to use. Real Arkansas voters appeared in the campaign, speaking for the accuracy and accessibility of the new voting systems. Public service announcements appeared statewide in television, radio and newspapers, as well as through bill inserts for customers of AT&T and the Electric Cooperatives of Arkansas. Those ads along with other supplemental materials directed voters to a website, www.VoteNaturally.org, a one-stop shop for voter information. The site provides how-to videos and step-by-step information on what Arkansans can expect on Election Day. It also serves as a clearinghouse of resources for county clerks and county election commissioners. As part of the public education program, Secretary of State staff 2006 Ed ition members traveled widely around the state, offering Arka n Cha sas Secretary hands-on demonstrations of touchscreen rlie of Sta p D rese

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Opti cal Scan Voti ng With the ES& S Mod el 100 Mark Ballo t

Using a paper ballot, make your selection s for a particular candida te or issue by filling in ovals on the ballot. Read the special feature on the back of this card to learn how to correctly mark your ballot. • Write-I n Candid ates

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Insert your ballot into the ballot acceptor . The Model 100 will accept ballots in any orientation (backwa rd, upside down, etc.).

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Check the LCD screen to see whether there are any issues with the ballot such as overvoting, undervo ting, and blank ballots. Press “Return” to get the ballot back to make changes, or press “Accept” to submit the ballot.

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Double-check your ballot very carefully before you place it in the ballot box to avoid making mistakes that can prevent your ballot from being counted .

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Have correctly marked the candidate or issue you intended. Have not cast votes for more than the allowable number candidates in a contest of (called an overvot e). Your vote in these races or issues cannot be counted . Have not accidentally left any races blank (called an undervo You can request a te). new ballot from an election official. You asked to sign a Spoiled will be Ballot Affadavit, and two ballots and receive you may “spoil” up to another (three ballots total).

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voting at at civic clubs, senior citizen centers, festivals, schools and many other groups.

Information Technology

T

he Secretary of State’s Information Technology Division’s

major projects in 2005 and 2006 focused on ambitious new undertakings of both the Elections and Business &

Commercial Services divisions. In addition to helping

implement a statewide voter registration system as well as an all-encompassing database for business

The Information Technology Division is a vital support service

entities, the IT staff addresses the day-to-day

of the Secretary of State’s office.

the office’s systems up and running.

programming specialists works

troubleshooting and maintenance needs to keep

Networking Voters IT completed the initial set up of computers used in each

county seat for the Network of Voters in Arkansas (NOVA),

coordinating with the state’s voter software vendor,

internet service provider and the Arkansas Department of

Information Systems. IT staff visited each county to install

software and verify that the Wide Area Network (WAN) set up

by DIS was operational.

As county personnel began to utilize the new voter system,

IT technicians helped troubleshoot any technical issues that

Its staff of technicians and to stay on the leading edge of technological advancements to benefit not only employees, but also the office’s many constituents. With the office’s new voter registration system, the IT Division now provides support to county election officials, totalling approximately 750 users in 85 locations across the state.

arose, working with ES&S staff to find a resolution.

In September of 2005, IT assumed support of Local Area

Networks (LANs) in each county from the previous voter

system provider. The conversion included setting up a

network domain and e-mail server for the county clerks.

In early 2006, the Secretary of State began deploying new

hardware for NOVA, which required an initial set up of

82 computers and delivery of these computers to many 21

of the county sites. County election commissions — many of which have no dedicated office space

or equipment -- also were provided laptops loaded

with the vote tabulation software for use with

electronic voting systems.

In support of other programs for the Elections

Division, IT’s programming specialist began

updating a key database that holds information on

candidates, lobbyists and other officials required to file with the office. In November 2005, updates

were completed on the Political Action Committees

and Lobbyists database, laying the groundwork for a

more user-friendly file management system. Elections staff use the new Windows-based program to scan paper financial reports into digital files that are

then posted to the Secretary of State’s website. Initial steps have also been made to create a

Candidate Contributions and Expenditures (CC&E)

database and Windows interface that streamlines data

entry. This work is paving the way for a Web application

that will allow candidates to file their required financial reports online. Not only will it make it easier and more

accurate for filers, it also makes the records more

easily accessible online for public review.

Business & Commercial Services Projects IT played a key role in implementing the Knowledge

Base system for the Business & Commercial Services Division. IT staff set up servers and a storage area

network and created a branch office virtual private

network with Office Automation Solutions (OAS) that

allows for internal monitoring and maintenance. For the Uniform Commercial Code portion of

the system, the IT staff set up a quality

assurance server for OAS that provides the ability to install programming updates.

22

Other Di v isions Business Office

The administration’s fiscal office provides payroll, accounting, purchasing, human resources and mailroom services. The department manages appropriations and collections under the office’s legislature-approved budget. In addition to administering grants for Capitol restorations, elections education and equipment, the staff processes franchise tax revenues and corporate filing fees.

Capitol Gift Shop

No visit to the State Capitol would be complete without a stop at the Capitol Gift Shop, located in the first floor rotunda. Offerings include many Arkansas-made products such as potpourri, snack mixes and decorative pieces by local artisans.

Capitol Police

Working around the clock, the State Capitol Police force is dedicated to ensuring the safety of staff and guests around the Capitol. In addition to monitoring entrances, officers patrol the 40-acre complex, enforcing state laws and parking regulations. The department also logs hundreds of hours of training each year to stay abreast of homeland security, investigation techniques, crisis management and other issues.

From personnel and purchasing to shopping and security, the Secretary of State’s support divisions provide a wide range of services for the office and the public.

Legal Department

This three-member staff helps draft legislation related to elections, business and other areas of the Secretary of State’s responsibilities. In addition to addressing legal questions pertaining to incorporating businesses and notaries public, staff counsel also provides guidance for state and local officials on the many laws governing voting and elections.

23

Here to Serve You Charlie Daniels Secretary of State

Room 256, State Capitol Little Rock, Arkansas 72201-1094 Phone: 501-682-1010 or 800-482-1127 Fax: 501-682-3510 E-mail: [email protected] On the Web: www.sos.arkansas.gov

BUSINESS AND COMMERCIAL SERVICES Suite 250, Victory Bldg., 1401 Capitol Ave.

BUSINESS OFFICE Room 012, State Capitol

CAPITOL BUILDING AND GROUNDS Room 015, State Capitol

CAPITOL EVENTS Room 04, State Capitol

CAPITOL SECURITY First Floor, State Capitol

CAPITOL TOURS First Floor Rotunda, State Capitol

COMMUNICATIONS AND EDUCATION Room 01, State Capitol

ELECTIONS Room 026, State Capitol

HISTORIAN Room 017, State Capitol

SPEAKERS BUREAU Room 01, State Capitol

TDD/TTY 24

501-682-3409

888-233-0325

501-682-8032

501-682-2115

501-682-3042

501-682-5173

501-682-5080

501-683-0057

501-682-5070 800-482-1127 501-683-3187

501-683-3702

501-682-3420 800-262-4704

Charlie Daniels

Arkansas Secretary of State State Capitol Room 256 Little Rock, Arkansas 72201 501.682.1010 www.sos.arkansas.gov