The Town Clerk's functions regarding elections are many and varied.
The Town Clerk prepares the ballot for the voting machines and for the absentee ballots. An official list of candidates is prepared and forwarded to Secretary of the State. The Town Clerk must keep the Secretary of the State informed as to any vacancies in an elective office whether by death or resignation. This is vital to the integrity of the balloting process. She also notifies the Secretary when a vacancy in an elective office has been filled.
Chairmen of Town Committees must be kept informed of many things in the months preceding an election. They need to know what offices are open in order to find candidates to fill those slots.
Absentee ballots are issued by this office. There is an application process first, then if all is in order, the ballot may be issued. Ballots are returned to the Town Clerk for delivery to the polls. There is a strict accounting of all absentee ballot applications and absentee ballots issued. To obtain an Application for an Absentee Ballot log on to the Connecticut Secretary of State's website at www.sots.ct.gov.
It is the responsibility of this office to order all supplies needed to hold an election or a referendum.
On Election Night, the Town Clerk must be in her office to receive the results of the voting from the three polling places. The votes are tallied by the Head Moderator and Town Clerk before the official numbers are released. By State Statute, it is the Town Clerk's duty to declare a person elected. Simply because someone receives more votes than another does not mean that he is elected. Minority representation must be taken into consideration so that not too many persons of one party control a board or commission.
The results of these elections are then put into a permanent record book for posterity.
The same goes for a referendum. The Town Clerk prepares the petition form after a written request has been received to adjourn a Town Meeting to the voting machines. Upon receipt of 500 signatures of registered voters or taxpayers on the last completed Grand List with a minimum assessment of $1,000, the Town Clerk notifies the assembly at the Town Meeting that the meeting will be adjourned to the voting booth at a date and time to be set by the Town Meeting. The results are tallied in the same way as a regular election.
Voter registration cards are obtained in this office. These are used as a means of identification to prove that the person is a citizen. The name is checked on the voting list, the card filled out and the Town Seal affixed over the Town Clerk's signature.
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