-- OFFICER DUTIES -- for the USGW Election Committee

Chair Duties

From a practical standpoint, the chair is pretty much in charge of the committee. S/he frequently sets the tone, and takes final responsibility for everything that happens - like "the buck stops here." The chair sets goals, dates, order of business, and is responsible for seeing that the work of the EC is completed on time and in compliance with EC procedures.

The chair and DM are also responsible for all training of EC members.  The chair works closely with the DM and our programmer concerning voting and pwd issues/problems during elections. The DM sends the message to our programmer with a CC to the chair and vice versa.

So in all of this, teamwork is imperative, which is why the EC looks for good team players. Both positions depend on the committee members for input and suggestions, and that is why the chair usually runs things past the committee whenever possible. On issues calling for a EC vote, the chair only votes in case of tie.

Everyone should be well versed in the EC Procedures, but no one more than the chair. The EC must always work in strict compliance with the procedures.

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JANUARY:
Remind the EC members that it is time to do the 1st quarter updates.

MARCH:
1. Send individual letters to non-registered (non-voting) members reminding them that they can register to vote. (As a note to the chair, the dataset can filter the non-registered members.
2. The chair and/or DM will need to contact Programmer Stephens to have the letter and filtered mail list set up.

APRIL:
1. Remind the membership to update their registration records.
   a. In the April and/or May newsletter ask National Coordinator to remind members about registering to vote.  Remind members who use a Spam Filter to set it to accept: Registrar@usgwelections.org
   b. Send out letters to the project mail lists reminding them to register to vote and/or update their membership records.

MAY:
1. Send a final reminder letter to all members to check their membership records, update their email addresses and/or register to vote.  Remind members who use a Spam Filter to set it to accept: Registrar@usgwelections.org
2. Make sure all regions are updated.
3. Make sure all members are approved. (You have through June to get this done.)
4. Any registrations after 31 May are left as unapproved.
5. Send a notice to the EC mail list asking if anyone is considering accepting a nomination, this includes the ex-officio members.
    a. If yes, that person must be un-subbed by 31 May.
    b. If all are a no, remember that no EC member may change their mind later once the nomination process has begun.

Voting nominations:
*2nd to last week in May.
1. Inform programmer of what positions are open for this election.
  --Nomination dates:  1 Jun, 12:00AM to 14 Jun, 11:59PM CST
  --Send list to programmer as to which EC members will be handling which regions and nominee or nominators.
  --Make sure that Chair receives a copy of all nominations
2. Inform Programmer to close the registration form 31 May at midnight.
3. Make sure all EC web pages are updated for the National Elections
4. Send out the reminders to the Election Committee members to read over the information concerning National Elections.
5. Send out a list of who in each region will handle nominees and who will handle nominators.
6. Anything can happen at this point.  Be prepared and take each issue one at a time!

ELECTIONS:

Withdrawal of a candidate:
In the event that a candidate withdraws from an election after the voting booth has been set up:
1. Notify the ex-officio members.
2. Have the election programmer place the word "Withdrawn" next to the candidate's name on the voting ballot.
3. Send letters through the various mail lists that the candidate has withdrawn.


JUNE:
Voting nominations:
2. Inform Programmer to close nominations at midnight on 14 Jun.
3. Send candidates list and amendments, if any, to Programmer for inclusion on the election page.

JULY:
If you can survive June and July as Chair you can survive most anything.  During June and July you will receive more thanks from individuals and more flak from the mail lists than is possible to record here.

AUGUST-SEPTEMBER:
1. Send out a call for new volunteers. see: procedures.html for more information
   a. Formation of the Subcommittee:  As necessary to select new or replacement EC Members, the EC will publish a Call for Volunteers on the Election Committee's
Webpage, USGENWEB-Discuss, STATE- COORD, USGENWEB-ALL, the Special Projects mailing lists, the regional mailing lists, and any lists or other avenue appropriate to reach the most volunteers including if necessary a personal e-mail to each project volunteer.
   b. Send out a letter to those volunteering to access their records in the dataset. Since all members must be able to use the dataset to some degree, it is important that each one is at least familiar with it.

SEPTEMBER - OCTOBER:
1. Submit slate to the AB.
2. Any member's name that was not sent to the AB should receive a thank you letter for having volunteered.
3. Once a slate is approved, send a welcoming letter to the new EC members. Let them know that they will be subscribed to the EC mail list about in Nov or Dec according to the schedule that we are able to work with in that year.

NOVEMBER:
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Schedule #1 when possible:
Nov., 3rd week - Welcome of new members; send EC manual and regional spreadsheets
Nov., 4th week - This week gives the new EC members an opportunity to become familiar with the manual and ask questions.
Dec., 1st week - Work with the out-going EC member on 4th quarter updates.
Dec., 2nd week - Work with DM on accessing the dataset.
Dec., 3rd week - All final notes and spreadsheets updates are turned over to the in-coming EC members.
Dec. 31st - Unsub all out-going EC members from the mail list

DECEMBER:
1. Once the slate is approved, subscribe the members to the Election Committee mail list.  Begin a chat of "getting to know
you.
2. The floor is turned over to the ex-offico members to hold the election for the next year's chair.
   a. Only the EC members staying on-board (current) for the coming year are allowed to vote.
3. Once the chair is elected, s/he opens the floor for nominations for the Sec/Pub position.
4. Sub the new Chair and Sec./Pub. to the mail list in digest mode.  They must have a different email addy than the one
they use for mail mode.
5. Email a copy of the master membership and registration lists to the Chair.
6. The new Chair will un-sub all of those leaving the EC on Dec. 31st.
7. Make sure the server fees are paid for by Dec. 31st.
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Schedule #2:
Dec., 1st week - Welcome of new members; send EC manual and regional spreadsheets
Dec., 2nd week - Work with the new members above
Dec., 4th week - Elect new officers for the coming year.
Dec. 31st - Unsub all out-going EC members from the mail list.

IMPORTANT URL's AND EMAIL ADDY's

Registration and Oversight:
http://www.usgwelections.org

Nominations Link:
http://www.usgwelections.org/NationalNomination.cfm

More Chair Responsibilities:
a. Answer questions from EC members.
b. Answer questions from the membership
c. Maintain the EC website.

Registrations:
The Chair checks for name changes and/or spelling corrections, email address updates, or has registered to vote. The Chair resends the registration notice to the EC mail list changing the subject line to reflect which EC regional members need to be notified and/or verify any changes. The EC regional member verifies any project additions or removals. Once all information is verified, the master spreadsheet is updated, and the Chair notifies the DM that the records can be marked
"Approved".

FYI only: Chair
A copy of the "Standing Election Subcommittee" should be sent to all prospective EC members. It should be understood that #3, paragraph 1 of the above will be enforced. There have been too many times and too many chairs that have led an EC committee with members that were on the list in name only. This causes a severe problem in some regions not being kept up-to-date.

TERMINOLOGY:

Dataset = Oversight: This is the online site for the USGW membership records that the EC accesses to update the records.

Registration = Online site for the USGW members to use for updates to their own records.  It is NOT only for registering to vote.  Members can update email addresses, remove or add projects, etc.

Invisible Check Me = There have been times when a member has had problems with voting.  The member's record does not show up in the "Check Me" list.  By just clicking through their record it disappears.  There has been no explanation for this happening.  Larry has requested that I send the next one to him.  The problem is that I don't know it is there, and then when I click through the member's records it is too late because it is gone.  It's a Catch-22 situation.

True Duplicate = When running a duplicate email check, some duplicates are considered true because two members share an email address or the member has a duplicate record in the dropped file.

Listserv:  Listserv is located within the Dataset (Oversight) and is available for the sending of the newsletter, correspondence from the Election Committee and/or a message to individual members  the National Coordinator.  In using the term There are three options in using listserv:
a. Listserve file "Standard" = This file will be used primarily to send out the USGW Newsletter.  Members whose record is marked "No Mail" will not receive the newsletter.
b. All members file = Primarily only the National Coordinator will use this file.
c. Unregistered members file = During the first week of May a letter will be sent to all unregistered members inviting them to register to vote in the coming National Election.

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Secretary/Publicist Duties

The Pub/Sec technically is the individual who communicates with the AB and the project, but in reality is the right arm and
back up to the chair. S/he will have full access to the lists, all passwords, etc., and the two may switch/share some
responsibilities according to need and ability.

Quarterly Reports
1.  Prepare quarterly reports and send to the EC for proofing and corrections.
  a. It helps if you keep a running list throughout the quarter.  Then all you have to do is a cleanup and send.
  b. The quarterly reports are sent to the NC for presentation to the Board.
    i. The Sec/Pub should not send the reports and/or any election results until notified that the announcement has been
    posted on Board-L.

Mail List Subscriptions
Sec/Pub - to be subscribed to these mail lists for the sending of announcements to the membership:
usgenweb-ne
usgneweb-nw
usgnweb-se
usgnewb-sw
usgenweb-discuss
state-coord
archives