Some days it pays to rise early - I get to have 1st say.
1st, welcome back from mojtek, and thank you for "volunteering." I know how much work these projects can turn into, so please know we appreciate your efforts.
I'm of the opinion (humble or not so) that the poll show should be close to the new year, at least held within January. February starts to get too far into the next year and there can be a lot of New Year releases to cloud ones' mind. However, I fully respect your commitments so let's focus on album inclusion.
I would put a release cut-off date around early December (5-10). Why further reward groups trying to take advantage of the holiday market. Plus, part of a group appeal is longevity. One week on the market doesn't allow it to qualify for those characteristics. I may like it now, but after 15 listenings.... So regardless of when the voting takes place mid to late December release should go with 2008 recordings.
Let's be sure last year's late entries are included this year.
Also, I'd be happy to offer my assistance to you. If I can be of any help, I'd be honored to do so.