Check off each task when completed.
Director – Before the first committee meeting:
_____ Determine a date for the first committee meeting. A first-time committee should meet at least 3 to 5 months before Vote-By-Mail Ballots are mailed to voters. · Visit the County Registrar of Voters (ROV) website to obtain a current calendar of important election dates. · Make copies of the ROV dates of interest for committee members.
_____ Print a list of the offices open for local election. This can be obtained from the ROV’s website.
The Voter Guide committee meeting:
_____ Review the entire Voter Guide Production for Local Offices material at the first meeting.
_____ Determine committee assignments.
_____ Set a date for the next meeting. Calendar follow-up meetings now or as needed.
_____ Determine which races the local voter guides will cover e.g., City Council, School Board, or other local elections.
_____ Use the County ROV dates of interest calendar to establish a production timeline. This should be discussed at the first meeting.
_____ Designate an individual from the Correspondence Committee who will contact the candidates to confirm they have received the mailed candidate questionnaire letter. More than one person may share this responsibility.
_____ Set a deadline date for candidates to return the candidate questionnaire letter. This date will be included in the questionnaire that is mailed to the candidates. Keep in mind that some candidates may not return the questionnaire by the deadline. Allow a few days in the timeline for late returns.
_____ Determine a title for the voter guide, e.g., “Family Values Voter Guide.”
_____ Determine the date the voter guides should be completed. Voter guides should be available to voters by the Sunday before the Vote-By-Mail ballots are mailed to voters, usually 30 days before Election Day.
_____ Determine the number of voter guides to print. The completed voter guide can be distributed at church and/or in the community. Consider posting it in on your church website. A separate website, blog, Facebook, or other social media may be used for this.
Voter guides should be available to voters by the Sunday before the Vote-By-Mail ballots are mailed to voters, usually 29 days before Election Day. The County Registrar of Voters (ROV) website should provide an election calendar. This will help you determine dates by which each committee should have completed specific tasks. The tasks below may not be listed in chronological order.
Voter Guide Distribution Date: _________________________
________ First meeting (3 to 5 months before Vote-By-Mail ballots are mailed to voters)
________Questionnaire Committee meets to determine questions to ask the candidates
________Close of candidate filing period according to ROV calendar (described as “Nomination period closes” and/or “Extended nomination period ends”)
________Director provides list of candidates to Correspondence Committee and Publisher
________Director provides approved list of candidate questions to Correspondence Committee and Publisher
________Deadline date for candidates to return completed questionnaire. This date will be included in the candidate questionnaire letter.
________Correspondence Committee mails questionnaire letter to candidates
________Publisher completes rough draft of voter guide for proofreading
________Director submits final draft of voter guide to church office for printing
________Distribute completed voter guide to voters!