2012 JANUARY COMMISSIONERS Change Files, Calendar, Time/Date Organizational Meeting HAVA letter
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1 March Village Presidential September Primary June Village Primary General Election 2012 JANUARY Change Files, Calendar, Time/Date Organizational Meeting Run year to date totals for Annual report Voter List letters to town/city clerks, county party chairs Annual Report to SBOE Send Villages street lists for any changes Supplies order to SBOE (check military) Registration form letter to PO/library/town/village clerk 1st of month - make CD of full county voters List of inspectors to village clerks with March Elections Financial disclosure letter Update employment forms Check w/ village clerks about inspectors Update Office Procedures January Periodic Campaign Finance Filing notify Village Clerks Offices up & pollsites Village Clerk Responsibilities - posting calendar Party Rep letters & oaths Custodian/Tech letters & oaths Order acknowledgement/transfer notices Vacancies & positions up to county/town/city clerks - Inventory & order ImageCast supplies FEBRUARY Voter lists for villages with elections in March Set up petitions & #of signatures Inactive & Perm lists- mid Feb Offices to be filled, petition dates, Absentees & samples in house? & caucus dates to village chairs candidates & chairs absentee count, certification & audit Program EMS Village Clerks & newspapers sample ballot Order absentees & samples? last day to register & absentee voting Test deck order (premarked to Dominion) Save ballot samples set up machine check schedule Second notice to town clerks- Vacancies schedule machine delivery/pickup, ADA supplies Presidential Primaryarrange access to pollsites Absentee list & envelopes Bag return last day to register PP & absentee voting Update MOVE website- military & overseas Program EMS- setup Special Federal voter update Ballot order #s- district ballots, absentee, test decks MARCH
2 Print voter list, poll books Voter Outreach- contact schools/colleges notify maintenance we'll be in the bldg late election night send out election year letter, reg/voting/absentee info send notice for newly elected officials (elections we don't run) June Village Election- Legal notice- Official Tab on file petition & caucus packages Update inspector lists Determine Inspectors Schools/ Schedule Polling place letter to Town Clerks - Certify election early day after Canvass in esuite Send certificates to winners Fax and mail certified results to village clerks asap candidates & chairs absentee count, recanvass & audit *Send SBOE copies of the letters & ballot pdfs 3% Audit reports Send absentee ballots Setup nursing home voting assistance Copy all esuite, absentee & petition reports to folder /send sample ballot to schools, newspapers, clerks save ballot samples Program EMS Reinitialize EMS petition for new petition cycle Order absentees & samples SBOE registration totals- April1 Test deck order (premarked to Dominion) set up machine check schedule Schedule trucks for machine delivery/pickup Schedule custodians truck inventory & ADA supplies arrange access to pollsites Bag return schedule APRIL Update all March Village Elections Send political calendars to- Follow-up on Voter Outreach supervisors, town/city clerks & party, county & town chairs Update vacancies from town clerks Figures needed for petitions Send all county/town chairs offices up for election 5% for Dem, Rep,Con & Ind Send lists of Perms to 10 school districts w/ military Independent - figures from last Governor's race Filing dates for all petitions Review NCOA list when file is received Notify county chairs for party calls List of insp/alt/party reps to Comm Chairs- approval List of inspectors to village clerks with June Elections NCOA process Financial disclosure letter Print voter list, poll books
3 Check w/ village clerks about inspectors Notify maintenance we'll be in bldg late on election night Legal Notice- Date, offices, candidates names & addresses Canvass in esuite City pollsite list (day before Election) Investigate Affidavits Legal Notice- Official Tab on file 3% Audit reports Affidavits- voting credit, update, letter count/not counted Certify Results- send to SBOE Copy all esuite, absentee & petition reports to folder MAY Registration and Enrollment totals Absentees & samples in house? Program EMS candidates & chairs absentee count, certification & audit Village Clerks & newspapers sample ballot Order absentees & samples? Test deck order (premarked to Dominion) last day to register & absentee voting set up machine check schedule Save ballot samples Finish NCOA Set dates for Inspector schools schedule machine delivery/pickup, ADA supplies Send schools of instruction letters to Inspectors arrange access to pollsites News Release- 2 wks prior in classes Bag return Town Elections- Justices & vacancies Set up petitions & #of signatures Offices to be filled, petition dates, caucus dates Mailcheck - get quote from NTS Periodic reminder to party chairs, active accounts JUNE Polling place accessibility to SBOE by 7/1 Print voter list, poll books notify maintenance we'll be in the bldg late election night Certify election early day after send notice for newly elected officials (elections we don't run) Canvass in esuite Legal notice- Official Tab on file Send certificates to winners Fax and mail certified results to village clerks asap June Periodic Campaign Finance Filing 3% Audit reports Send absentee applications to Military Voters Copy all esuite, absentee & petition reports to folder Lists of inspectors to town chairs & town clerks Filing dates on Financial Disclosure letter
4 make CD of full county voters Reinitialize EMS petition for a new petition cycle Mailcheck notice for Post Offices Update all June Village Elections Check Petitions- against petition book for errors send letter to candidates for name on petition (if not consistent) Absentee list & envelopes Set up candidate draw- send notification Financial disclosure notice to Candidates last day to register PE & absentee voting Program EMS- setup Ballot order #s- district ballots, absentee, test decks NTS Mailcheck- File to NTS, check proofs, fax back Lease Agreements to all pollsites Candidate information for State Committee, Judicial candidates, delegates & alts to SBOE JULY candidates & chairs absentee count, recanvass & audit Program EMS *Send SBOE copies of the letters & ballot pdfs Send absentee ballots Order absentees & samples Update MOVE website- military & overseas Test deck order (premarked to Dominion) Legal Notice- Dates, offices, candidates names & addresses set up machine check schedule City pollsite list (day before Election) Setup nursing home voting assistance /send sample ballot to schools, newspapers, clerks Schedule trucks for machine delivery/pickup save ballot samples Schedule custodians truck inventory & ADA supplies Print voter list, poll books arrange access to pollsites Notify maintenance we'll be in bldg late on election night Bag return schedule Lease agreement- 2nd notice AUGUST SEPTEMBER
5 Affidavits- voting credit, update, letter count/not counted Canvass in esuite Legal Notice- Official Tab on file Investigate Affidavits 3% Audit reports Certify Results- send to SBOE (county & state) Absentee list & envelopes last day to register GE & absentee voting Copy all esuite, absentee & petition reports to folder Update MOVE website- military & overseas Notify candidates who won primary races Extra hours for absentee voting & local registration Update County Committees Certificates for Judicial delegates and alts - call county clerk to get date for judicial convention Send candidates who need to slash- what party? Financial disclosure notices to Candidates, Comm Program EMS- setup Ballot order #s- district ballots, absentee, test decks News release- extra hours for absentee voting Program EMS Legal Notice- Date, offices, candidates names & addresses City pollsite list (day before Election) Order absentees & samples Test deck order (premarked to Dominion) candidates & chairs absentee count, recanvass & audit set up machine check schedule *Send SBOE copies of the letters & ballot pdfs Send absentee ballots Setup nursing home voting assistance Schedule trucks for machine delivery/pickup /send sample ballot to schools, newspapers, clerks Schedule custodians truck inventory & ADA supplies save ballot samples arrange access to pollsites Print voter list, poll books Notify maintenance we'll be in bldg late on election night Bag return schedule notify Village Clerks Offices up & pollsite Village Clerk Responsibilities - posting calendar OCTOBER NOVEMBER
6 Affidavits- voting credit, update, letter count/not counted Legal Notice- Official Tab on file Canvass in esuite Go through Inspector notes Investigate Affidavits Pack ballots for storage- label with disposal date 3% Audit reports Pack petitions, election material Certify Results- send to SBOE (county & state) Update Elected Official Lists Notify Secretary of State- countywide offices only Reorganize Election supplies Percentage report Change of Enrollment Copy all esuite, absentee & petition reports to folder Certificate to Candidates who won Update Elected Officials Set up petitions & #of signatures Offices to be filled, petition dates, & caucus dates to village chairs Reinitialize EMS petitions for a new petition cycle Mailcheck certification to SBOE March Village Electionpetition & caucus packages Update Calendar for 2013 DECEMBER Go through Pollbooks - rescan signatures as needed New file folders & lists for New Year Periodic reminder to party chairs, active accounts Inventory ImageCast supplies & ADA equipment
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