Obtain a statement from the post office indicating the number of ballot packages mailed. During the Balloting Period Ask postal officials not to release information to anyone about the number of ballots returned or the names of the voters prior to the time of the ballot pickup. Pick up any ballot packages mailed to members which have been returned undelivered to the post office box obtained for this purpose. Attempt to obtain accurate addresses for these members. Ballot packages with updated addresses should be remailed as soon as possible.
Observers have the right to be present for the pickup and remailing of ballot packages.
Advise members how to request another ballot if the ballot package is not received or if the ballot is spoiled while voting. Send a replacement ballot package to any eligible member who makes a request. Keep a list of the names and addresses of any members who request replacement ballots. A record must be kept of all replacement ballots sent in response to requests and all ballot packages which were remailed after being returned undelivered, including dates received and mailed. Plan for the pickup of ballots from the post office and the tally of ballots.