Election Procedures Help Guide
1. At the beginning of the year or at least six months prior to the annual meeting the chair should appoint a nominating committee consisting of three members. One board member, not up for reelection, and two other community leaders. 2. District staff members should compile and or revise the election registry using last year’s registrants. 3. District annual meeting date should be set as far as possible in advance and be included in as many as possible newsletters and notices. The SWCD board and staff should strategize ways to involve as many voters as possible. 4. SWCD boards and staff should recruit potential board members year-round by advertising board members roles and responsibilities, establishing an associate board, recruiting local community individuals to serve on SWCD committees. Recruitment should be an on-going activity. 5. Make petitions for board of supervisors available year-round. (SEL- 6).
6. Forty-Five calendar days prior to the annual meeting the nominating committee will submit to the district a slate of candidates, using commission form SEL -10. The SWCD staff shall date stamp date of receipt. 7. All petitions for supervisor (SEL-6) shall be date stamped as received and all received thirty five calendar days prior to the annual meeting shall be entered as an official candidate on commission form SEL-10 part B, and a copy submitted to the commission 30 days prior to the annual meeting. Number of ballots requested (Part C of SEL-10) should be completed using historical attendance and past voting numbers. Submission of SEL-10 should be mailed to: The Ohio Soil and Water Conservation Commission Attn: Tina Ray 2045 Morse Road, Bldg. B-3 Columbus, Ohio 43224 8. The Soil and Water Conservation District will give proper notice of the election by publishing once not more than three weeks and not less than one week to the conduct of the election within one or more newspapers of general circulation within the boundaries of the district in which such election is being conducted. The district should use the commission’s forms (SEL-2 and SEL2a). The names and addresses of the nominees, the time and place for casting absentee ballots, and the time and place to vote at the annual meeting. 9. The Ohio Soil and Water Conservation Commission will return to you the official ballots and absentee envelopes for use in your election at least 21 days prior to your election. 9. Absentee Voting a. Requests for absentee ballots: (See OSWCC form SEL-1) People who are unable to attend the annual meeting may request absentee ballot and registration forms from the SWCD office: In writing, no more than 21 days prior to the election no later than 3 days (date of office receipt, not postmarked) prior to the election
In person, no more than 21 days prior to the election nor later than close of business on the day of the election Shall limit requests to their own personal ballot and registration form, except that written requests signed by other qualified electors in the same household may be mailed in one envelope.
b. Casting Absentee Ballots: People who are unable to attend the annual meeting may cast their ballot and registration form: By mail, which must be received in the district mail the day of the election. In person, which may occur sooner, but in no case later than close of business or publicized time, on the day of the election. By mail or in person, casting of ballots shall be limited to one individual’s ballot plus only those of qualified electors in the same household. 10. Voting at the annual Meeting Voting shall take place as participants arrive at the location of the annual meeting. Any eligible voter shall be allowed to vote without expectation of purchasing a ticket or meal for the annual meeting. Registry of voters shall take place as they arrive and continue until such time to advertised in the legal notice. A commission member or their representative from the Division of Soil and Water Conservation shall oversee and conduct the election with the district assistance. The nominating committee should act as overseers of the official ballot count, but the district may appoint alternates to this responsibility. In no circumstances will a member of the SWCD or NRCS staff be allowed to assist in the counting of ballots. The registry from the annual meeting will be checked with the votes received absentee to avoid duplication, counted and commission form SEL-4 will be completed by the election official, attested to by the nominating committee or alternates, and results made available. The Commission encourages you to publicize the results at you annual meeting, but you are not required to announce at the annual meeting. This is public information and will be made available to all that ask.
11. The official conducting your election shall complete two official copies of the election report using commission form SEL-4, One official copy shall be given to a district employee the day of the election for the districts records, and the other submitted within 48 hours of the election to the commission by the election official. The ballots shall be secured and kept by the conducting official for 60 days after the election. 12. Election forms, registry, candidate submission form, and all petitions should be kept with the official record of the annual meeting. 13. The registry form should be used to expand/modify the voter list in order to streamline next years election. 14. All candidates elected at your annual meeting will begin serving their 3-year term January 1st. 15. Questions concerning the election process please contact your program specialist.