DAILY OPERATIONS OF THE ELECTION COMMITTEE (Procedures)
There is always more than one way to do a task. So how you go about updating your GenWeb state(s) or Special Projects will be up to you. The suggestions below are based on previous EC members' experience.
1. If you prefer, you can work with one state at a time or send all of your first quarterly contact letters to all of the SCs/PCs in your region at once.
2. Send out a letter requesting updates to each of your state/project
coordinators. If the SC requests a list from the EC member one can be
sent removing all voter registration information.
4. You will only check and verify a county site when a member updates
the registration form (see Registrations b.), registers to vote or the
EC oversees a state election. Verification is based upon:
5. If a person cannot be verified as a new member, the name and reason
should be sent to the State Coordinator, as well as the AB regional SC
and CC representatives. Include in that message:
6. The Dataset Manager has to be made aware of any changes in order to update the master spreadsheet.
a. When a state/project is completed, send the changes to the Election
Committee mail list immediately as a text file. Place "(Full Name
of State) Updates" in the subject line of your message.
d. It is important to include dates a member is appointed to a county or to a state Special Project. The dates may mean the difference between a member being qualified to run for office or not. By adding the county/state it makes it easier to locate a member's projects. Last but not least, the dataset requires an entry in the note box.
Removed: 4 Jul 2008
Note: It is recommended that you inform the members that they need to update their email addresses on the Registration site.
7. If the Chair or DM requests verification please answer promptly. Delays can cause errors.
At the time the registration system was implemented in 2004, all members were automatically rolled over to registered status. From that point on, new members and members changing participation or email should update their records using the form.
Registrations to vote or updated registration records come in automatically to the EC list from the form located at: (More about this.) <http://usgwelections.org/> Once members register to vote, they do not need to register again. However, they do need to keep their registration records up-to-date. All members should be given information on how to up-date their registration records themselves.
If you learn of a new member, send a note to that individual informing him/her of the need to register in order to participate in the annual national election. Only those names on the registered list will receive a password in the national election and national polls.
In verifying that a registered person is no longer with a project, you only contact the person. If you are verifying membership, then you contact the head of the project.
Send letters to those being removed to confirm that the action is correct. If you receive a reply that it is not correct, have the member contact the SC/PC.
When verifying, if you encounter a bad link from the state TOC you should notify the SC. If the SC doesn't respond, then contact the ASC(s).
The EC cannot verify membership unless a county is linked to from the state TOC. An important distinction: The EC never "determines" eligibility. Eligibility is determined by the SC when s/he links to a county or local special project. The EC only "verifies" eligibility by following that link.
When the Newsletter, Passwords or other mailings are sent out, we often
receive bounce lists. When your list is sent to you, forward it to the
SC to locate an up-to-date email address for the members in his/her state.
If the SC does not respond it is *not* the responsibility of the EC member
to track the correct email address down.