REPORT DIGEST

STATE BOARD OF ELECTIONS

COMPLIANCE EXAMINATION

For the Two Years Ended: June 30, 2009

Summary of Findings:

Total this audit: 5

Total last audit : 3

Repeated from last audit: 0

Release Date: March 25, 2010

State of Illinois, Office of the Auditor General

WILLIAM G. HOLLAND, AUDITOR GENERAL

To obtain a copy of the Report contact:

Office of the Auditor General, Iles Park Plaza, 740 E. Ash Street, Springfield, IL 62703

(217) 782-6046 or TTY (888) 261-2887

This Report Digest and the Full Report are also available on the worldwide web at http://www.auditor.illinois.gov

SYNOPSIS

• The Board did not maintain adequate documentation to substantiate compliance with the Election Code.

• The Board did not maintain adequate documentation of all petition tie breaker notifications sent under the Elections Code.

• The Board did not maintain adequate documentation to prove that the official State calendar of elections for 2008 was made available to the public timely.

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

NONCOMPLIANCE WITH THE ELECTION CODE

The State Board of Elections (Board) did not maintain adequate documentation to substantiate compliance with the Election Code (Code) with regard to preliminary tests of voting equipment. We noted notification letters were not sent to some entities selected for preliminary testing, a copy of a notification letter sent was not maintained, and dates of public tests were not maintained in the Board’s records.

We recommended the Board document the public test dates on the notification letters. We also recommended the Board implement controls to monitor and ensure that notifications are indeed sent and that appropriate documentation is kept. (Finding 1, pages 9-10)

Board officials concurred with the finding and stated they will enhance their documentation and recordkeeping procedures to ensure that the notification requirements are fully complied with, and that sufficient documentation is maintained by Board staff to substantiate compliance with the requirements.

INADEQUATE DOCUMENTATION OF PETITION TIE BREAKER NOTIFICATIONS

The Board did not maintain adequate documentation of all petition tie breaker notifications sent under the Elections Code (Code).

We recommended the Board maintain adequate documentation of all notifications sent under the Code (Finding 2, page 11).

Board officials concurred with the finding and stated they will review and strengthen document retention procedures in the future to prevent further instances.

INADEQUATE DOCUMENTATION OF OFFICIAL STATE CALENDAR OF ELECTIONS

The Board did not maintain adequate documentation to prove that the official State calendar of elections for 2008 was made available to the public timely.

We recommended the Board maintain adequate documentation of when the official State calendar of elections is made accessible to the public. (Finding 3, page 12).

Board officials concurred with the finding and stated they will review and increase retention of sufficient documentation to prove the posting date and time of annual State calendars of elections to the Board’s website.

OTHER FINDINGS

The remaining findings are reportedly being given attention by the Board. We will review the Board's progress toward implementation of our recommendations in our next examination.

AUDITOR’S OPINION

We conducted a compliance examination of the State Board of Elections as required by the Illinois State Auditing Act. We have not audited any financial statements of the State Board of Elections for the purpose of expressing an opinion, because the State Board of Elections does not, nor is it required to, prepare financial statements.

WILLIAM G. HOLLAND, Auditor General

WGH:CMD:pp

AUDITORS ASSIGNED

The compliance examination was conducted by the Auditor General’s staff.