Planning for 2016 Kate Cosner Debbie Formyduval

Where Do I Begin? Budgeting Other Departments Staffing Polling Places Supplies Media Candidates

BUDGET Break down by election  Personnel*  Coding  Ballot printing  Polling place rental*  Cost of supplies*  Media costs * Don’t forget to include One Stop in these!!

BUDGET  Prepare breakdown of each training  Prepare office expenses as separate budget  Present total budget to board members for approval

Building & Grounds / Maintenance / Emergency Management  Does my office building need upgrades- walkway repairs, lighting, handicap access?  Do my early voting sites have adequate lighting? REMEMBER-One stop has expanded operational hours and it may be dark when voters are coming and going and staff are doing curbside voting  Meet with Buildings and Grounds to look at budget cost and time constraints for meeting these needs This may take a while to address and construction does not need to start a week before early voting.  Touch base with Emergency Management and Sheriff Dept. to make sure you’re covered for any emergencies

COUNTY IT  PC UPGRADES/LAPTOPS  PRINTERS  NEW LINE INSTALLATION  MODEMS FROM PRECINCTS  PHONE LINES DOES YOU DEPT. NEED ADDITIONAL PHONE LINES TO ACCOMMODATE ADDITIONAL VOTER CALLS AND STAFFING?

COUNTY FINANCE  OPEN LINES OF COMMUNICATION WITH FINANCE DIRECTOR REMEMBER THEY ARE THE ONES THAT HAVE TO EXPLAIN WHY WE NEED IT AND SIGN OFF ON THE REQUISITIONS AND SOMETIMES EMERGENCY CHECKS  SHARE S WHEN RELEVANT FROM SBOE SOMETIMES THEY CAN HELP THE COUNTY MANAGER UNDERSTAND THE NEEDS OF THE DEPARTMENT BETTER

COUNTY MANAGER  SHARE MEMOS FROM SBOE THAT INCLUDE PROJECTIONS ABOUT VOTER TURNOUT EXPECTATIONS, TECHNOLOGY REQUIREMENTS, LEGISLATIVE CHANGES REMEMBER HE/SHE IS YOUR CONNECTIONS TO THE COUNTY COMMISSIONERS AND THE COUNTY COMMISSIONERS FUND YOU!

PARTY CHAIRS  SHARE ISSUES/CONCERNS SUCH AS POLL WORKER APPOINTMENT  MAKE THEM AWARE OF CHANGES YOU HOPE TO IMPLEMENT  IF YOU DO AN AGENDA PACKET FOR YOUR BOARD MEETINGS, INCLUDE THEM IN RECEVING SO THAT THEY ARE EDUCATED ABOUT THINGS HAPPENING IN YOUR DEPARTMENT

BUDGET Personnel  Part-Time Workers  One Stop Workers  Precinct Officials  Rovers  Board Members

STAFFING  Take the time to prepare a “Planning List” for staff: Things they can work on and help prepare in advance such as media labels, precinct tub inventory, book covers for ATVs  These things will not change and can be prepared well in advance Check with all staff periodically to update list  Part-Time Workers Make sure you have enough staff to allow you to do your job Former one stop employees make great part-time staff

STAFFING  One Stop Workers How many sites? How long are those sites open? How busy are those sites? (stats from report manager help)  Precinct Officials* Appointments in August Equal partisan coverage  Emergency Assistants* Equal # from each party Match with UNA  Rovers* Divide county into reasonable coverage zones 1 rover per zone *Don’t forget to enter info into SEIMS!!!

POLLING PLACES  ADA Survey  Update contact information & accessibility to facilities  Send letters to churches, schools, fire departments so they are aware of your schedule for delivery  Update information in SEIMS  Make any polling place changes that are needed

SUPPLIES  Inventory in 2015  Order early!  Order plenty!!  Be prepared for any emergencies!!

MEDIA  Prepare notices and ads in advance After Filing  Look at all resources for getting information out Public Access TV Radio-PSA’s Schools/Colleges Newspapers Local Organizations

MEDIA  USE THE LOCAL PAPER TO EDUCATE YOUR VOTERS. ASK THEM TO INCLUDE AN “ELECTIONS CENTRAL” SECTION DURING THE VOTING CYCLE  SHARE INFORMATION FROM SBOE THAT CAN BE PASSED ON TO THE PUBLIC FOR FREE SEEMS NO ONE READS THE LEGAL NOTICES UNTIL YOU MAKE A MISTAKE IN A DATE, OR IN FAILING TO LIST AN OFFICE ON THE BALLOT

CANDIDATES  Prepare packets ahead of filing  Prepare candidates for what to expect from your office: Candidate Open House Candidate Training

Friendship is born at that moment when one person says to another: What! You too? I thought I was the only one. C. S. Lewis We are all in this crazy elections family, we all face the same challenges whether small or large, BUT, when we realize and share our concerns and what we feel is a hopeless helpless moment, we gain a new friend whether it is a fellow director or someone at the SBOE.