ELECTIONS CHECKLIST. 3. Prepare map of City voting precincts. (Sample A make changes if needed) (Provide large map for each Polling Place)

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1 ELECTIONS CHECKLIST 1. February or March of Municipal Election year: ( #2) - Notice in City Newsletter & on City Web site of upcoming election and positions open (Make needed changes) (Run every month until replaced in the June Newsletter with #5) - Give a copy of the notice to Mayor & Council. - Call County to confirm their help for the election (should have given cost estimate last year to put in budget) Melanie Melanie@washco.state.ut.us (they will provide the machines, do the required public testing of the machines, train the judges, work with Carr on getting the ballot info into the machines, etc.) 2. February: Check with County to see if voting precincts have changed and book buildings for precincts Fire Station (Rachel Drive) & City Office. 3. Prepare map of City voting precincts. (Sample A make changes if needed) (Provide large map for each Polling Place) 4. Prepare & distribute memo to Mayor and Council regarding the pending election, with a copy of the information sheet (#3)(Be sure to make all information & date changes) 5. April: prepare to send a Resolution to council for May meeting on whether or not to combine precincts. (#4) - provide County Clerk with list of combined precincts after council approval. - provide Carr Printing with list of combined precincts. 6. May: Begin identifying Election Judges. - get list from county of judges they used in Santa Clara - review list of past judges we used (see Resolution from last election for listing) - Call people on lists and confirm their willingness to serve (get appropriate number for each polling location) - Prepare Resolution (#6) for June council meeting appointing judges. Call county to see what they paid election judges as the city cannot pay more (Make appropriate changes to dates, judge names & compensation) - Send copy of Resolution to County after adoption by council 7. May 15: Give (#3) to Ditzie for June City Newsletter sent out end of May. 8. Prepare Notice for July Newsletter & web site (#5) (Make appropriate date changes) Send to Spectrum for Legal Notice in early June.

2 9. June At regular City council meeting have Judges appointed by Resolution (#6) Minimum of 4 Judges for each precinct. 10. June Prepare Candidacy Filing Information & packet for Office Staff - to include: a. Candidate Filing Packets (Sample B) b. Instructions for Office Staff on what to do when someone comes in to file for Candidacy (Instructions to Municipal Clerks from Carr) (Sample C) c. Declaration of Candidacy Forms (from Carr) (Sample D) d. Nomination Petition Forms (from Carr) (Sample E) 11. June: Train office staff on procedures when candidates come to file. 12. July 16 Right after filing deadline Election Notice of Candidates to be published in the Spectrum on 2 consecutive days. (#7) Also send to city web site. (Insert correct election title in 1 st paragraph Primary or Municipal and applicable date) Notice includes: - Date of election, offices open, terms of those offices and candidates who have filed with names as they will appear on the ballot. - Notify Lieutenant governor of the names of the candidates, as they will appear on the ballot. (#7 without Spectrum language at top) - Notify Carr Printing of the names of the candidates as they will appear on the ballot (Certified List of Nomination Form from Carr - Sample F) and whether or not a Primary is required. - Notify County & send copy of #7 without Spectrum language fax to Melanie at or to Melanie@washco.state.ut.us. - Call them to let them know if a Primary will be held and that Notice is coming. Let her know how many official register and posting books we will need. (2 of each if Districts are combined) 13. July 16: If Primary Election to be held, send a Notice Letter to candidates.(#8) (Insert name of candidate & adjust to reflect the office for which this candidate is running)(put on City Letterhead) 14. July 16: If no Primary Election is to be held, send a Notice Letter to candidates (#9) (Insert name of candidate & adjust to reflect the office for which this candidate is running)(put on City Letterhead) 15. August (at council meeting): Set date for canvass of Primary election (if one is held) no sooner than 3 days after & no later than 7 days after the election or September 18-22, August: Send acceptance & oath cards to judges of election.(sample G)

3 17. August (prior to 27 th ) : Early Voting Notice: dates, times & locations: - Legal Notice in Spectrum (#10) - Post at Town Hall (or each location of early voting) 18. September (on/before the 8 th ): Sample Ballots & Notice of Election: - Post Sample Ballot (Sample H) (Should come from Carr) at least 7 days before election at City Office & Post Office. - Mail a copy of Sample Ballot to: - Each candidate (Accompanying letter #11) - The Lieutenant Governor - Publish Sample Ballot (Sample G) in Spectrum at least 2 days prior to election - Publish Notice of Election (#12) in Spectrum at least 2 days prior to election. (20A-5-405(1)(j) - Date & place of election - Positions & names of candidates - Hours during which polls will be open - Polling places for each precinct - Qualifications for person to vote 19. Check with county on EARLY VOTING MACHINE. 20. September 18-22: Canvass Primary Election (#18 with dates, names & numbers changed to correspond with results from County) 21. September 23: Send Certificate of Nomination to successful candidates (should come from Carr) (Sample J) 22. September 23: Send Primary Election results (copy of canvass) (#18) to: a. Carr (fax or dbaker101@carrprinting.com ) b. Spectrum (Legal Notice #20 with names & numbers from Primary canvass) c. Office of Lt. Governor 23. September 23: Financial Disclosure Reminder Letter - Send to candidates eliminated at Primary (#14) Includes: - Campaign Financial Report Form (Sample L) - Utah Code (Sample M) 24. October (on/before 5 th ) Write-in Candidates must file Declaration of Candidacy (Sample K) 25. October (before 15 th ): Early Voting Notice: dates, times & locations: - Legal Notice in Spectrum (#15) - Post at Town Hall (or each location of early voting)

4 26. October 14: Call candidates eliminated at Primary who have not submitted Campaign Financial Reports and remind them tomorrow is the last day. 27. October (at council meeting): Have council set date for Canvass of Election November Neither sooner than 7 days nor later than 14 days after the election. 28. October 20: Sample Ballots, Notice of Election & Campaign Finance Reminder: a. Post Sample Ballot (Sample N) (Should come from Carr) at least 7 days before election at City Office & Post Office. b. Mail a copy of Sample Ballot to: - Each candidate (Accompanying letter #16) Letter to include: 1. Campaign Financial Reporting Form (Sample L) 2. Utah Code (Sample M) 3. Sample Ballot (Sample N) c. Mail a Sample Ballot to The Lieutenant Governor d. Publish Sample Ballot (Sample N) in Spectrum at least 2 days prior to election e. Publish Notice of Election (#17 and Sample Ballot (N) in Spectrum at least 2 days prior to election (Sunday, Nov. 1). (20A-5-405(1)(j) f. Date & place of election g. Positions & names of candidates h. Hours during which polls will be open i. Polling places for each precinct j. Qualifications for person to vote 29. Check with county on EARLY VOTING MACHINE. 30. October 26: Call all candidates who have not submitted Campaign Financial Reports and remind them that tomorrow is last day. 31. November 2: Day before election - Make sure polling stations are set up - maps, tables for judges, machines delivered etc. etc. - Make sure Town Hall judge has entry key card - Remind Bob to open Fire Station in the morning before 6:30 a.m. 32. Election Day: - Make sure polling stations are unlocked for judges prior to 6:30 a.m. - Check with judges to be sure there are four at each polling station.

5 - Make sure judges have everything they need, phone number to reach you and county clerk. - After mail comes for the day, deliver Absentee Ballot envelopes to judges. - Arrange supper for judges, pizza, subway, drinks, etc. - Remain at City Office until polls close - Go to County Clerk s office to help with ballot checks and receipt of boxes from judges. - Bring results back to office. 33. Prepare and conduct Canvass of election.(#18 with dates and names and numbers changed)) 34. After the Canvass: k. Publish the results of the canvass in the Spectrum.(#20) Get numbers from canvass l. Put canvass in the official minute book of the city. m. Post results at the City Office and the Post Office. n. Deliver a Certificate of Election (Sample P- from Carr) to each elected person. o. File with the office of the Lieutenant Governor Room 115, State Capitol Bldg., SLC UT (#19 with new dates & results) 35. Official elections returns are to be kept sealed and in a safe place for 22 months. 36. November 19: Send Campaign Finance Reminder letter to all candidates. 37. December 2: Call all candidates who have not submitted final Campaign Finance Reports. Tomorrow is last day. Final Financial Disclosure Reports due within 30 days of the election. 38. Prepare Oaths of Office cards for successful candidates and hold Swearing In at 4 p.m. on January 6, 2010, just prior to work meeting. 39. Breathe a sigh of relief until next time.