Domestic Arrangements
Arrangements
for transport should be negotiated and planned before the election is called.
The electoral management body must ascertain that the chosen carrier has the
capacity and capability to make the ballot box deliveries within required time
frames while using appropriate security controls.
The
selection of the transport company (public or private) or organization
(national or regional or international organization, police or army or other
security service) will be dictated by the political, social and economical
context of each country and depend on various risk factors.
It is
recommended that factors of reputation, dependability, political neutrality,
financial strength, coverage of the territory, shipment-tracing capability,
speed of delivery, and availability of contingency measures be used as
evaluation criteria for selecting the carrier.
When
the election is called, a contract should be in place and fully negotiated as
to the details of obligation and procedure. The contract should include
specific performance clauses, with an applicable penalty for partial or
non-delivery. For the sake of transparency the contract should be awarded
through a tender process.
If it
is not possible to select a single carrier, or if the political situation
requires the presence of security forces or reliable and trusted persons,
considerations should be given to allow political party and candidate
representatives, as well as observers, to accompany the ballot boxes. However,
the right to accompany ballot boxes must be equally open to a cross-section of
the parties and candidates concerned. An EMB official should always be present
during the transportation and formally be in-charge of the material.
To
limit the number of people participating in the transportation process, prior
agreements between all parties involved are encouraged to assign two persons
representing different political sides in the same vehicle along with the
election or if this impracticable in a separate vehicle.
Observers
should be allowed to accompany the ballot boxes, but for practical reasons,
they might have to follow in a separate vehicle. Security forces may be
required in certain political environments.
Agreements
with security forces should be made prior to the election by the electoral
management body to determine the extent and level of security required.
If this
is not planned properly, the requirements can impose a burden on the security
forces.
The
security arrangements should also be made known to the political parties and
candidates. This is particularly important if there is mistrust or lack of
confidence in the security forces by the population or the political parties.
International
Arrangements
Transportation
of ballots across national boundaries and throughout the world will require a
different approach from domestic arrangements and involve very careful
planning.
Time
zones, customs, carrier's schedules, and other types of delays in transport may
impact the starting date and hour of the counting process. (see Special Considerations for Counting Votes Cast Outside the
Country)
