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How Vermont mail-in ballots are processed and protected

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How Vermont mail-in ballots are processed and protected


With one week to go until Election Day, millions of Americans — and thousands of Vermonters — have already cast their ballots.

The Green Mountain State permanently expanded mail-in voting after it drove record turnout during the COVID-19 pandemic, which means more and more of the work of administering an election happens before the first Tuesday of November.

So, what actually happens after you drop your envelope in the mailbox? Vermont Public’s Bob Kinzel spent a morning with election officials in Montpelier, including City Clerk John Odum, to learn firsthand how ballots are processed and what measures are in place to keep results secure.

More from Vermont Public: Vermont has become one of the easiest places to vote in the country, but gaps remain

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This story was produced for the ear. We highly recommend listening to the audio. We’ve also provided a transcript, which has been edited for length and clarity.

Bob Kinzel: All right, so what we’re going to do is walk out to the ballot drop box just outside City Hall.

John Odum: This is some kind of box. This thing is tough to get into. It takes two keys. The slot is very narrow and is protected by a sort of metal lip over it, so nobody’s getting in there unless they’re jamming a ballot up in there. Nobody’s pouring gasoline into it and lighting it on fire. It’s, it’s more secure than that.

OK. Got our ballots.

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Bob Kinzel

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Vermont Public

Montpelier City Clerk John Odum stands in the city’s vault. Ballots are placed in the vault before and after being processed. Tabulators are also stored there, with seals for tampering prevention.

Bob Kinzel: OK, so we’ve got ballots from the ballot box, and now we’re going to bring them back into your office. What are we going to do with them?

John Odum: We’re going to open them up. Well, we’re going to open up the ones from the mailers, and then we’ll put aside the actual ballots in the ballot envelope. We don’t need the mailing envelope at all anymore, but we will, for now, keep those ballots inside their sealed and signed envelopes.

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Bob Kinzel: Odum brings the ballots back into his office and gives them to Deputy City Clerk Sara McMillon, who processes them at her desk. She uses the city’s electronic checklist to record that a voter has officially sent in a ballot. It’s a system that prevents a person from voting twice.

Sara McMillon: And so then that checks it in, and then I know, it keeps a record that that person has voted. And so then the voter can log in online, and they can see that we’ve received their ballot. If someone hasn’t signed it or someone hasn’t dated it, then we mark it as defective, and then we, we can call them and have them come into City Hall to cure the ballot, or we can send them out a letter that’s that they can send back to us, saying that it’s OK for us to count their ballot, even though it’s not signed.

Two older white women sit at a white folding table in the back of a room near a window. Another person sits in the middle of the room at two round tables, which are also holding a box and many sheets of white papers.

Bob Kinzel

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Vermont Public

Election volunteers process early mail-in ballots in Montpelier on Oct. 21, 2024.

Bob Kinzel: Clerk Odum then takes the ballot envelopes and places them in the city’s vault for safe keeping. They stay there until local election officials begin the tabulation process. It’s a process that can take place for several weeks before Election Day. The optical scan machine counts the number of ballots that are fed into it, but it does not reveal any of the results until Election Day.

John Odum: And again, I keep that padlocked because our vault is so small, I need, I feel like I need to keep a little extra security here. But yeah, so they stay there, and then we take them out when it’s time to run them through the tabulator, which I’ve got some folks doing right now.

So we have one person who will open them up and put them face down. But the idea is that if this person is putting the envelopes down, then this person who takes the ballots out never sees the name. So nobody ever sees both a ballot and a name associated with a ballot. Everything is always locked down. It’s always in the vault. Soon as I, soon as these folks are done, I lock it back up, put it right back in the vault. And this is, we’re just using the one; we’re going to be running three more machines during the Election Day.

Bob Kinzel: The optical scan machines are locked up back in the vault after they’ve been used, and they have small blue seals on the cover that clearly indicate if the machine has been tampered with in any way.

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John Odum: Where we verify that these, that these seals have not changed, and you’d have to get into the seals to get the programming cards. Now, could you get in and change those numbers? That’s awfully hard to imagine. If you could get in. I think the biggest worry when you start talking about cybersecurity with these tabulators is mischief — not so much changing numbers, but trying to get in there and just mess something up so we have to run ballots again, or something like that.

These things aren’t connected to any network. They don’t have any modems, like cellular modems going, so in terms of physical security, they’re as good as you get. Somebody would have to physically come up to the machine and access it and break those seals and get in there and take a card, one of the memory cards out there, do something with it, you know, snap it in half or something. So no, we don’t have those kind of concerns at all. And I’m really grateful for that, it’s not difficult to tell if there’s been any kind of breach.

Bob Kinzel: Processing these early mail-in ballots has kept the Montpelier City Clerk’s office very busy these days, and this is true for many communities across the state. That’s because, in many towns, as many as half of their voters will cast their ballot this year using the mail-in system.

How to vote in the general election

Eligible voters can register anytime up to and on Election Day, Nov. 5.

You can register online, in-person at your town clerk’s office, or on Election Day at your polling place.

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Voting

If you received a ballot in the mail, you can return it by mail or take it to your town’s dropbox.

You can also vote early, in-person at your town clerk’s office or on Election Day at your polling place.

If you get a mail-in ballot but plan to vote in person, bring the ballot with you to your polling place.

Learn more

Find your registration status, ballot information, polling place info and more at your My Voter Page.

Get more information about the voting process in Vermont Public’s general election guide, and learn about who’s running in our candidate questionnaire.

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Peter Engisch provided production support for this story.

Have questions, comments or tips? Send us a message.





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Commentary | Keelan: Vermont needs a success story

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Commentary | Keelan: Vermont needs a success story


The former Prime Minister of Turkey, Ahmet Davutoglu, once said, “The Mid-East needs a success story.” And here in Vermont, that is precisely what we need in 2026.

Success is not that of any individual receiving a state/national award, or the placing of 1,000 acres of a mountainside into the Vermont Land Trust, or even a Vermont company announcing a major expansion.

The above is commendable. After years of attempting to find solutions for the homeless crisis, housing, healthcare, illegal drug addiction, and education, a success story has been so needed.

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Vermonters could very well be suffering from trauma fatigue and loss of spirit emanating from decades of having to deal with one catastrophic event after another. This raises the question: do we have the stamina to deal with what the State is facing today? Do we believe that success in any area is just beyond our grasp?

The regularity of the traumatic events has been insidious over the past three decades. At the time, we did all we could to address the calamity, only to face another shortly thereafter.

In the winter of 1998, an ice storm devastated much of central and northern Vermont. The damage to utilities, trees, homes, and municipal and business properties was almost incalculable. A life-altering event occurred three years later on September 11th. and within two years, many Vermonters witnessed a family member engaged in war, either in Iraq or/and Afghanistan.

These events were soon followed in 2008 by what became known as the Great Recession, an international financial collapse from which, some conclude, Vermont has never fully recovered. Further trauma soon followed in late August 2011, Tropical Storm Irene.

It was not only natural disasters and world events that were life-impacting, but illegal drug usage was also prevalent throughout the State. Lives were being lost daily, and criminal activity centered on the drug trade was embedded. By 2014, it was out of control; hence, Governor Peter Shumlin devoted his entire ‘State of the State’ address to the crisis.

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Other negative events were unfolding: a systemic decline in public school enrollment, spiraling health care costs, and the beginning of what would turn into a housing shortage for seniors, the workforce, and the less fortunate.

And still, the Vermont landscape was not immune to further trauma. In late 2019, a worldwide pandemic, COVID-19, consumed us for the next 24 months. Lives were lost, and livelihoods changed dramatically. Tens of thousands of Vermont students were confined to their homes with monumental negative impact, still being manifested today.

The Scott Administration dwelt with the pandemic daily as best it could. We thought we were finally free of disasters. But the breathing spell was fleeting.

In the summers of 2023 and 2024, central Vermont experienced unprecedented rainstorms that caused flood damage comparable to that in 1927.

And, of course, we must not ignore, especially in Vermont, the impact of Donald Trump’s two presidencies and the attention given to Climate Change, both all-consuming and distracting.

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Several years ago, a colleague of mine took over leadership of the local food cupboard, which serves approximately 75 families each week. At the time, I asked him what his goals were. His response was, “in time, I wish to close the food cupboard because we will have eliminated its need.”

I found this statement very positive. Should it not be the goal of our Legislature and Administration to find, once and for all, the solutions to our State’s long-standing issues?

The administration and legislature should recognize that outsourcing to consultants, special study commissions, and NGO’s, along with billions of dollars spent, has only resulted in temporary fixes to the long-standing issues.

What might work is less partisanship and recognition that we all have had ownership for decades. It is time to fix our house.

There is only so much trauma Vermonters should have to endure; however, we will endure. What we, as a State, need most is a success story in 2026; this is within our control.

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Vermont officer, deputy cleared in August 2025 officer-involved shooting

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Vermont officer, deputy cleared in August 2025 officer-involved shooting


A Vermont officer and deputy won’t face charges in a deadly police-involved shooting.

Investigators say Windsor County Sheriff’s Deputy Bryan Jalava and Springfield Police Officer Vincent Franchi shot James Crary outside a residence on August 21, 2025, in Springfield.

Police were at the residence to arrest another man for an assault, robbery, and kidnapping.

PAST COVERAGE: Autopsy completed following fatal officer-involved shooting

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They say Crary ignored police commands and sped toward officers, leaving no escape route.

Crary was pronounced dead at the scene.

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The Attorney General’s Office says the officers’ actions were justified.

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Senate panel won’t recommend Micheal Drescher for Vermont Supreme Court

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Senate panel won’t recommend Micheal Drescher for Vermont Supreme Court


Senators in the Judiciary Committee voted unanimously to back Christina Nolan’s nomination, but stopped short of supporting Drescher, who has faced criticism for representing the Trump administration in controversial immigration cases.



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