Frostburg election staff details vendor mailing process and community outreach plans

City staff told the board that a contracted vendor will handle printing and mailing ballots after the board approves the certified ballot and staff verifies the county-provided list of registered voters against Frostburg address records.

Staff explained the vendor will assemble oath envelopes (pre-stamped for return) and that replacement ballots are available in person when a voter completes a short form declaring a lost or missing ballot. Staff emphasized the need to verify county lists because postal ZIP codes can include addresses outside the city; city staff maintain an address list to identify residents within Frostburg limits.

The board reviewed proposed outreach and marketing materials — social posts, directional signage and a slip to be included with water bills — and discussed moving a water-bill insert closer to the election so residents receive a reminder nearer to the mailing window. Staff proposed mailing dates between April 28 and May 8 and recommended at least one water-bill insert in April and potentially another in May.

Why it matters: Accurate address lists and timely outreach help ensure ballots reach eligible residents and reduce the need for replacement ballots. Staff also discussed hosting voter-registration outreach at existing events (farmer's market, post office, library) rather than a standalone event.

Next steps: Staff will compare last year’s vendor list with the city address list, identify likely recipients (staff estimated roughly 4,000 ballots), and consider targeted outreach and staffing for assistance on election day.