Wyoming Chapter
Association of Records Managers and Administrators
Chapter Meeting
October 12, 2004
Historic County Courthouse, Extension Office Conference Room, 310 W. 19th St., Cheyenne, WY

Members Present: Kristy Anderson, Ramona Christensen, Wendy Kinkade, Valerie Roybal, Dan Siglin, Barb Thomasee, Tim Tyler, Deanne Widauf and Rich Wilson

Guests: Kerry Beutler, Debbie Leonard, Kim Lovett and Pat Newbern

Speaker: Debbye Lathrop, Laramie County Clerk

Topic: "The Election Process and How it Affects Records Management"

Kristy Anderson opened the meeting by welcoming everyone in attendance. After enjoying lunch catered by the Snake River Pub & Grill, all members and guests introduced themselves. Kristy acknowledged Tim Tyler, who works for WYDOT and just recently joined our chapter. She provided him with a copy of the chapter's by-laws and a chapter pin. Kristy mentioned the chapter's current project for donating to the Wyoming soldiers in Iraq. According to Deanne Widauf, 190 military personnel are stationed in Iraq, with 182 scheduled to be deployed the end of October. Deanne asked for volunteers to write personal messages on Christmas cards to be sent to all the soldiers. Deanne advised she has a list with names of all the soldiers for anyone who would like to help. Deanne mentioned she has enlisted the help of the Girl Scouts who are planning to make handmade cards. In addition to the cards, monetary donations, non-perishable food such as cookies, Slim Jim's, powdered Gatorade etc. will be accepted until November 3. Donations can be delivered to Kristy's office (City Clerk).

A 50/50 Raffle was held to raise money for the scholarship fund. Rich Wilson was the lucky winner. Rich graciously donated his winnings to the scholarship fund.

Kristy introduced our guest speaker, Debbye Lathrop. She advised she is a native of Laramie County. She attended the University of Wyoming and Chadron State College. Among her previous professional positions include: Elementary Teacher, Purchasing Agent for Nebraska Public School System, Marketing Manager for Unicover Corporation, Real Estate Manager, Project Manager for Federal relocation project. Debbye served as County Clerk in 1994 and was re-elected in 1998 and 2002. She has served as President of the County Clerks' Association of Wyoming from 1999-2000, Wyoming Association of County Officers Board of Directors Member from 2002 to present, and Board of Directors of Special Friends from 1998-2000.

Debbye began her presentation with the Election Process or what she calls "or…there are no Election Fairies." According to Debbye, there is a tremendous amount of preparation work in the election process. Debbye showed a diagram entitled "The Election Puzzle". This puzzle includes the Election Administrators, Candidates, Political Parties, Media, and the Voters. This puzzle illustrates all entities involved in the election process. There are Election Judges at each polling place. The judges are paid $100.00 for a day's work on Election Day. The day starts at 6:30am and concludes at 8:00pm. These Election Judges are the backbone of the process. There are approximately 375 Election Judges. To select an Election Judge, both Party Chairmen submit a list to her. If one is needed to fill in a vacancy, they are contacted, trained and can serve at any precinct in the county.

The Role of the County Clerk in the process by state law, is the chief election officer for the County. The County Clerk's office prepares ballots, hires election judges, selects voting equipment, sits on the County Canvassing Board to certify results of the Democratic Party, Republican Party and herself (County Clerk). In addition, the County Clerk's office has many other duties including issuing marriage licenses, auto titles and UCC Filings, Recordings, Finance Office, and Clerk to the Board.

The Time Line for the voting is very important. In April, they must establish districts, determine judges, and the Secretary of State certifies the primary ballot. In May, they publish the proclamation and filing period. In June, the candidates are certified and judges appointed. In July, absentee voting begins, voter registration updates are sent to the Secretary of State. Debbye noted that you can't register 30 days prior to an election but you can vote and register simultaneously. In August, Judicial and School filing is done, judges are trained and sample ballot is published along with R & E Filings. In September, candidates are certified, proclamation is published and absentee voting begins. In October, Voter Registration closes, Voter Registration updates are sent to the Secretary of State and sample ballots are published. In November, Election Day and Canvass Election occurs. Debbye mentioned on the average that 1,200 voters register in the Primary and 2,000 voters register on General Election Day. In December, they enter ED Voter Registration and update voter history. In January, they send Purge Notices. In February, they purge various records.

Debbye noted that various forms of voting ballots have been used in the past including punch cards and now scanned ballots. Also, the county has an outstanding Voter Registration System. Every voter has an identifying number. After the presentation, Debbye took the group on a tour of the Vault that stores various records such as certifications for elections, list of all voters who vote absentee, auto titles, Clerk to the Court records and UCC records. The meeting concluded with a tour of their Records Center. The Records Center contains voting ballots from the primary election, all election supplies and equipment, other county records and postage machines. Debbye mentioned that signs for candidates for office are not to be within 100 yards of a polling place on Election Day.

Kristy reminded everyone that our next meeting will be on Tuesday, November 16 at 11:30am at the Hitching Post Inn. The topic will be on "Check Act 21".

Submitted by,

Ramona Christensen
Chapter Secretary