June 13, 2000 Primary Election Update

June 13, 2017 Special Referendum Election Update OFFICIAL ELECTION MATERIALS for Handcount Municipalities – Mailing #2 Prepared by the Secretary of State, Division of Elections, May 1, 2017

This mailing contains official documentation for the June 13, 2017 Special Referendum Election, which requires your immediate attention. Please review the checklist below to be sure you have received all the items listed. If you find that something is missing or you have any questions regarding what you have received, please contact the Elections Division immediately at 624-7650 or toll-free at 1-888-VOTESME (1-888-868-3763).

1.____ Instructions for Receiving Absentee/Official Ballots and Processing Requests The enclosed memo reviews the instructions/guidelines for receiving absentee and official ballots and processing absentee ballot requests. You should begin processing absentee ballot requests immediately upon receiving your ballots.

2.____ Absentee/Official Ballot Receipt - DEADLINE TO SUBMIT TO SOS: 5/17/17 The absentee and official ballots are being sent together from the printer, J.S. McCarthy, of Augusta, between May 3rd and May 10th. Remember: absentee and official ballots are being mailed to you in the same delivery containers, but separately labeled within each package. As soon as you receive your ballots, complete the enclosed combined Absentee/Official Ballot Receipt and return it to Elections Division by May 17 th at 5:00 p.m.

3.____ Warden’s Receipt of Ballots A Warden’s Receipt for each voting precinct is enclosed. These receipts must be kept with the Clerk’s records for six months. DO NOT return the Wardens’ Receipt to Elections Division.

4.____ ExpressVote Testing Memo Testing the ExpressVote AVS (Accessible Voting System) is required prior to each election. Please make this a priority. Instructions for completing the tests are included in the enclosed memo. The Elections Division is preparing memory sticks and testing can begin immediately after receipt of the media.

5.____ ExpressVote A VS Testing Confirmation Form – DEADLINE TO SUBMIT TO SOS 6/06/17 The deadline for returning the completed AVS Logic and Accuracy Testing Confirmation is June 6, 2017, at or before 5:00 p.m.

6.____ State of Maine Treasurer’s Statement One (1) copy of the Treasurer’s Statement is also enclosed. This Statement should be posted in your office for review by voters who vote in your presence.

7.___ Sheet of Notices about the Treasurer’s Statement A sheet of notices about the Treasurer’s Statement is enclosed. The notice directs an absentee voter to the Upcoming Elections web site to view the Treasurer’s Statement. Each sheet includes seven notices. One notice should be inserted with each absentee ballot you mail out. Copy the notices or print additional from the Elections Temp Page. 8.___ Sample Ballots and Ballot Specifications Enclosed are 10 sample ballots. Photocopy sample ballots if additional are needed. Sample referendum ballots are printed on green paper. All official ballots are printed 3 columns wide on 8 ½ by 14 inch paper. Official ballots are printed on white paper with no color bar.

Continued on reverse 9.___ Important Information Regarding the Closed Period Please review the enclosed sheet for important information about the closed period for this election. The closed period for voter registration will begin at the close of business, Tuesday, May 23, 2017, on or before 5:00 p.m.

10.___ Guide to Using the Incoming Voter List (IVL) to Check-In Voters This chart describes each field on the IVL and indicates actions the Election Clerks must take in response to certain information.

11.___ Important Notice about Incoming Voting List (IVL) Enclosed is a reminder that the names of all voters registering to vote on Election Day must be hand-annotated to the IVL, in addition to completing a Certificate of Registration, if they check in at the IVL table and are issued ballots. The notice summarizes the steps that must be taken for voters registering to vote on Election Day.

12.___ Voter Registration Oath/Affirmation A copy of this form is enclosed and may also be found in Chapter 3, page 29 of your training manual, posted on the Elections Temp site. This form may be used if the registrant does not have any other proof of residency. However, a voter must have proof of identity to complete this oath. A Notary Public or Registrar can administer the oath.

13.___ CVR Reminders #2 This memo provides reminders relating to VPH from the 11/8/16 General Election, data entry issues that have been observed, and reminder instructions for what to do (or not do) when errors are made.

14.___ Reference Sheet for CVR Data Entry This sheet provides instructions for proper and accurate CVR data entry.