Executive Summary

Pottawatomie County Election Board Informational Training – November 10, 2025

Participants

• Kenneth Crawford – Independent researcher and doctoral candidate, Integrity of the Game vs Economic Impact project.
• Thereasa Cody – Local GOP volunteer and precinct organizer.
• Patricia Carter – Secretary, Pottawatomie County Election Board (serving since 2021).

Purpose and Context

• Clarify precinct operations, voter data systems, and election security procedures in Pottawatomie County.
• Review voter registration integrity, new state laws, and data usage policies.
• Connect these operational insights to Kenneth Crawford’s statewide civic transparency project and doctoral study, integrating election, board, and municipal data to improve local accountability.

Key Discussion Points

1. Precinct Organization and Election Staffing
   • Each precinct operates with a three-member board: one Republican, one Democrat, and one Independent/Libertarian to ensure balance.
   • Many precincts lack active precinct chairs; Carter encouraged both parties to strengthen local leadership.
   • Precinct officials (inspectors, judges, clerks) are trained in spring of election years.
   • Volunteers who question election integrity are often encouraged to serve as officials—first-hand experience is the best education.
2. Election Board Structure and Oversight
   • The County Election Board includes: Patricia Carter (Secretary/administrative lead), Nick Dingus (Republican Board Member), and Doris Norton (Democratic Board Member).
   • Duties include logic and accuracy testing, absentee ballot verification, and certification of results.
   • Public observers may attend ballot tests and certification nights but may not interfere with official work.
   • Ballot custody is secured by dual-key control shared between the Sheriff’s Office and the Board.
3. Voter Registration Data and System Integrity
   • Oklahoma’s Election Data Warehouse (EDW) contains all 77 county files.
   • Each voter is assigned a unique voter ID; data now follows the individual between counties.
   • Asterisks (“**” in history) indicate restricted data—methods such as absentee ballots may be withheld by statute.
   • Restricted records (judges, law enforcement, election staff) conceal addresses or birthdates for security; these can appear as “age 125” placeholders.
   • Historical gaps exist for registrations prior to the 2010 system upgrade, explaining missing legacy data.
4. New State Law on Data Access (Effective Nov 1, 2025)
   • Only the following may request EDW voter data: (1) Oklahoma residents who are registered voters, (2) declared candidates for office, or (3) recognized party representatives.
   • A signed Permission and Use Form is required annually; commercial or marketing use is prohibited.
   • This ensures transparency for legitimate civic purposes while protecting voters from misuse of personal data.
5. Municipal Governance and Ward Structures
   • Charter Cities (Shawnee, Tecumseh, Bethel Acres, Johnson) – file and elect by ward.
   • Non-charter Towns (McLoud, Asher, Maud) – file by ward but elect at large, due to small populations.
   • McLoud would have to petition the state to change its government form to ward elections.
   • Shawnee remains the only municipality in Pottawatomie County electing entirely by ward, explaining differing database entries (“City of Shawnee at Large” vs. “City of Shawnee Ward 4”).
6. Civic Education and Outreach
   • Carter regularly presents to schools and civic groups on local election importance (e.g., Mod’s 13-vote election), absentee ballot security, machine testing, and bipartisan safeguards.
   • She confirmed willingness to partner with GOP and community groups for precinct-level voter education workshops.
   • Kenneth Crawford and Thereasa Cody proposed flowcharts and visual aids to clarify voter processes for the public.
7. Integration with Kenneth Crawford’s Research
   • Kenneth demonstrated his AppSheet civic database integrating all 77 county voter files with municipal and board data.
   • The project maps interconnections between public boards, nonprofits, and appointed officials, supporting his doctoral analysis of transparency and economic impact.
   • The Election Board confirmed his use complies with state law, provided it remains non-commercial and educational.
8. Campaign Finance and Ethics Oversight
   • The Oklahoma Ethics Commission now directly manages all financial disclosures statewide.
   • Candidates must file a Statement of Organization upon raising or spending $1,000+, followed by quarterly reports.
   • Officeholders must file annual financial disclosure summaries to document potential conflicts of interest.
   • Enforcement has increased, with fines issued for non-compliance across the state.
9. Security Procedures and Election Integrity
   • Uniform statewide voting system—same machines, forms, and procedures in every county.
   • Absentee Ballots: Verified via ID/signature checks; stored in triple-locked vaults accessible only to Carter, Dingus, and Norton; counted in bipartisan board meetings before certification.
   • No ballots or tabulators are connected to the internet.
   • The Sheriff’s Department maintains legal custody of all voted ballots until official certification or court contest.
10. Broader Civic and Legislative Discussion
    • Kenneth detailed findings on Shawnee city governance, federal Instrument-of-Transfer land, and regional sales-tax records to illustrate transparency gaps.
    • Carter clarified how local tax ballots are drafted and how vague school bond language can mislead voters—contrasted with county tax questions that specify revenue percentages.
    • Discussion included tribal matching funds, school utility payments, and the need for clearer accountability in county education taxes.
11. Outcomes and Recommendations
    • Produce educational flowcharts of precinct hierarchy, board responsibilities, and election safeguards.
    • Host precinct-level voter workshops co-led by Carter and bipartisan board members (Nick Dingus & Doris Norton).
    • Integrate voter data transparency modules into the Integrity vs Economic Impact civic education platform.
    • Follow up with the Oklahoma Ethics Commission for guidance on dual office holding and campaign filing.
    • Publish this public landing page summarizing verified election procedures.
12. ConclusionOklahoma’s election system is among the most transparent and secure in the nation, supported by uniform procedures, bipartisan oversight, and strict data governance. The collaboration between Patricia Carter, Kenneth Crawford, and Thereasa Cody shows how civic researchers, party organizers, and election officials can partner to educate voters, strengthen trust, and document democratic integrity for future generations.