Election Mail

Steve Monteith

Manager, Transactions and Correspondence Mail

United States Postal Service

Thursday, January 10, 2013

Agenda

2012 Election Mail Review Accomplishments Network Rationalization

2012 Challenges Issues/Mediation Plans

Upcoming Changes Election Mail Postage Move Update NCOA code 19 - Inclusion of temporarily away Task Force 16 publication - PO box proposal IMb required

Election Mail Recommendations

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2012 Election Mail Review

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Review

Deputy Postmaster General convened an Election Mail Task Force to ensure the smooth processing of Election and Political Mail

Established Election Mail teams in each Area, District− Coordinators are local points of contact for mailers

Communicated to all employees− Conducted national webinars for each applicable

functional area of USPS− Issued standardized employee talks

2012 Election Mail Review

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Review cont’d.

Implemented standard operating procedures (SOPs)− Utilized past best practices− Refined processes where needed

We monitored inventories− Tracked entered volumes to ensure on-time delivery− Ensured volumes met required delivery dates in

accordance with service standards

2012 Accomplishments

Summary

Trained USPS Sales Organization Facilitated several Election Mail Webinars Political Mailer Outreach – Over 400 people have

attended our various webinars and meetings. National Election Official Organization Outreach Sales : Measurement Period - October FY12 through

November 8th, FY13 Revenue $507,548,429.92 Volume 2,804,162,469*

* Volume and Revenue numbers include both political and election mail

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2012 Accomplishments

Training

Created and posted step-by-step training program for election officials “Election Mail: Tips, Tools and Tactics for Successful Mailing” on blue pages, usps.com and Sales Force Resource

Communications

Developed and published the Postal Bulletin Cover Story (Kit) on Election Mail and related Operations

Developed the 2012 Election Mail™ Program Kit Updated all election and political marketing collateral

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Network Rationalization Update

Today’s Changing Postal Service

Network Rationalization plan announced May 17 Phase 1 began July 2012 Phase 2 begins February 2014

Phase 1 includes consolidating 140 processing centers

46 processing center consolidations took place July – August 2012

82 processing center consolidations scheduled for January-July 2013

Self-imposed moratorium on consolidations September through December of 2012

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Implementation Plan

Full Consolidation

Originating Only

Destinating Only

Total

To be completed by July 1st

27 8 47 82

*Count based on plant and not ZIP Codes.

Network Rationalization Update

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https://ribbs.usps.gov/importantupdates/NRWinter2013.xls

2012 Challenges

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Issues Mediation PlanNew York and New Jersey absentee ballot processing (delayed due to Hurricane Sandy)

USPS recovered and/or rerouted ballots from storm damaged facilities

Local USPS staff worked closely with Election Officials regarding alternate PO locations

State legislation not aligned with Federal Postal Regulation or USPS Policy regarding insufficient postage/ shortpaid ballots

Require Registrar of Voters to notify voters regarding proper postage due within ballot preparation materials

Expectation of service level (for example, paying non-profit standard price and expecting FCM service)

Communicate earlier with more frequency regarding service level relative to Mail Class Paid for by mailer

2012 Challenges

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Issues Mediation PlanClear communication of final drop dates

Obtain Military and State Department final drop dates Communicate earlier and more frequently

Clarification of required signature of mailers dropping after final dates

Current Business Mail Acceptance (BMA) SOP which notes that Official Election Ballot Mailings accepted after October 15 must be documented using the Late Submitted Official Election Ballot Mail Log. Mailer signature is not required.

2012 Challenges

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Issues Mediation PlanAre Postmasters or Postal employees authorized to witness and sign absentee ballots

Postal employees are not required by Postal regulations to witness or sign absentee ballots. Performing this function is not within the scope of a postal employee’s duties.

Low Scan Rates

Noted issues; bad addresses, tabbed mailpieces, non-compliant mailpiece designs, and inaccurate mailer expectations regarding Standard Mail service level

Frequent promotion of MailPiece Design Analyst and Local Election Mail Resources to ensure compliance

Communicate earlier with more frequency regarding service level relative to Mail Class Paid for by mailer

2012 Challenges

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Issues Mediation PlanMilitary Post Office 11-DoD inbound express mail entered into regular mailstream

Change 11-DoD label to express mail packaging unique for DoD to ensure EM product stays in EM network

Military Post Office11-DoD inbound express mail tracking gap between overseas acceptance scans and stateside EM network scans

Create piece-to-bag level tracking at military scan hubs and origins to track EM sacks through GBS network and into stateside EM network

Registrar of Voters expectations regarding postage and certificate of mailing fees being waived on overseas and military mailings

Communicate earlier with more frequency - The mailer does not pay for postage on the mailing. However, if the mailer requests extra services such as Certificates of Mailing or Certified Mailing, costs for these services are not waived

2012 Challenges

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Issues Mediation PlanAvailability of Voter Registration Materials on Postal Premises

USPS policy changed to not allow display of Voter Registration Materials

After Election Official feedback USPS reverted to previous policy

Quality of Cancellation

Illegible or missing postmarks are an issue

Remedial processes have been implemented

Mail piece Design Requirement Challenges

Frequent promotion of MailPiece Design Analyst and Local Election Mail Resources to ensure compliance

Registrar of Voters created a non facsimile version of a mailing certificate – Mailer expectation was for Postal Service employees to sign

Communicate earlier with more frequency – The USPS does not recognize or accept non-facsimile Postal Service documents

FeatureFirst-Class

MailStandard

Mail

Open to Inspection No Yes

Service Standard 1-3 2-9

Pricing 36 - 46¢* 7.2 – 17.0¢*

Price by the ounce** up to 3.3 oz

Content Restrictions No Yes

Sortation Yes/No Yes

Election Mail Postage Options

*2013 Prices effective January 27,

**For presorted First-Class Mail letters, the 2nd ounce is free (as of Jan. 22nd, 2012)

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Move Update

Proposed Change Pay As You Go Move Update method

Mailers would incorporate a specific Service Type ID in the IM barcode

Indicates the mailer will pay the price for pieces to be forwarded or returned when they've mailed with known old addresses

Status Federal Register Notice has not been published yet Pricing is not yet determined Expect the FRN to be published this month or next

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Temporary COAs

Change Return code 19 Found COA:

– New Address not ZIP + 4 coded, New address primary number not Delivery Point Verification confirmable or Temporary Change of Address

Mailer may choose to mail to the old address and allow the mail to be forwarded to the new address (or dispose as waste in the case of unendorsed STD), or suppress that address for a particular mailing

Status

Temporary COAs have been added to the NCOAlink data beginning with product release 1065, January 28. Temporary COAs will only be included in the 48-month NCOAlink product.

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Task Force Publication

Task Team 16’s Recommendations Pertain to information in the mailing address that

indicates that an address is a non-physical address, like a CMRA or the new USPS offering (Move To Competitive) where PO Box holders pay for the use of a street-style address

Status Eight recommendations have been provided to

USPS management for consideration USPS has not yet made any decisions to take

action on these recommendations

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Automation Pricing Eligibility

Intelligent Mail barcode (IMb) Effective 01-28-2013, an Intelligent Mail barcode (IMb)

is required for automation price eligibility for letters and flats. POSTNET will no longer be eligible for automation prices.

In addition, Permit Reply Mail and Qualified Business Reply Mail (QBRM) will be required to have an Intelligent Mail barcode.

For more information: See the Intelligent Mail® Services section of RIBBS.

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Work with your Local Election Mail Support Team Find Postal Election Mail Experts – From Planning to preparing

an election mailing. US Postal Service Election Mail Coordinators provide the assistance Election Officials need. www.usps.com/electionmail

Learn where to drop off government and election mail. Find a Business Mail Entry Unit: https://ribbs.usps.gov/locators/find-bme.cfm

For assistance with mailpiece design, contact a Mailpiece Design Analyst (MDA) by calling the MDA Support Center at 855-593-6093 (hours of operation are Monday–Friday, 7 a.m.–5 p.m. CT) or by sending your request by e-mail to mda@usps.gov. Also, mailpiece design information is available online at http://pe.usps.com/mpdesign/mpdfr_intro_all.asp

Postal Recommendations

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Election Mail Objectives

U.S. Postal Service Committed to working with Election Officials to

ensure smooth processing– Continue partnership with state and local

Election Officials Ensure the needs of military and overseas voters

are met Support State and Local Election Officials with

their Vote-by-Mail programs

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Questions?

Questions and additional comments, please contact: ElectionMailProgramManager@usps.gov

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Thank you