2016 Precinct Caucus Convenor Instructions

Transcription

1 Before Caucus Night Precinct Convenor s Responsibilities 1. Find at least one other person to help you caucus night with registration and the Preference Ballot 2. Find a box or container that can function as a ballot box for your precinct unless your Organizing Unit is providing ballot boxes for each precinct 3. Make sure your white caucus envelope has been completely filled out. If not, find out the information and fill out all information Get blue painter tape to use to post envelope and precinct map caucus night 4. Review the eligibility requirements for attending a DFL precinct caucus (From the DFL Official Call) Participant Eligibility and Challenges. All registrants may participate in caucus business unless challenged. To be eligible to participate, a person must satisfy all of the following requirements: a. The person must reside in the precinct. b. To run for, or vote for, Organizing Unit convention delegate or alternate, or to vote on the preference ballot, the person must be at least 18 years old and otherwise qualified to vote by November 8, To participate in all other caucus business, the person must be at least 16 years old by November 8, c. The person must agree with the DFL principles as stated in the State DFL Constitution and Bylaws. d. The person must not be an active member of any other political party. The above are the only possible grounds for a challenge. If the right of a person to participate is challenged, the question of participation shall be settled by a majority vote of the whole caucus. Individuals shall not vote on the question of their own right to participate.

2 On Precinct Caucus Night (March 1, 2016) Caucus Night Timeline 6:00 set up caucus site 6:30 registration and preference balloting begins 7:00 time certain for convening caucus 7:30 election of Organizing Unit convention delegates 8:00 caucus must not close before this time 1. Be at the caucus location by 6:00 p.m. to set up the room. Be sure you have copies of the DFL Agenda/Sample Rules, Resolution forms Be sure you have enough ballots for the Preference Ballot 2. By 6:30 p.m., place the following on display at the caucus location: Official Call, Constitution and Bylaws, DFL Platform Precinct Caucus Agenda Standard Rules for precinct caucuses The time and place of future conventions The time and place of any preconvention committee meetings Map showing precinct boundaries 3. Caucus Registration and Balloting Preference balloting begins at 6:30! By 6:30, set up a table near the door where the Precinct Caucus Registration Forms are located for people to sign into the caucus. Appoint someone to help people sign into the caucus. Do not allow people to mark in the delegate election area this is to be used by the caucus chair. When people are registering, they should first check the pre printed registration forms to find their names. Each attendee should correct any information that is out of date on the registration form. If an attendee is not on the pre printed registration form, he or she should use the blank registration form to register. Near the sign in table, post a person who will be responsible for handing each attendee, who will be eligible to vote by November 8, 2016, a single ballot. Once signed in, a person does not have to stay for the caucus to cast their ballot. They can vote immediately and then leave if they wish. The Preference Ballot must be run as an election. This vote is tallied by precinct and reported on caucus night according to instructions by the organizing unit. 4. Caucus is called to order at 7:00 p.m. (Minnesota state law) 5. Beginning the Caucus 2

3 Make sure everyone has an Agenda/Sample Rules sheet Read the Greetings from the State DFL Chairman: Dear Friends, Welcome to the 2016 DFL Precinct Caucuses! Thank you for your commitment to the DFL Party and for participating in the process. Tonight is the important first step in choosing our candidates and setting our platform for this election cycle. The upcoming election will not be easy, but it s a challenge we must be ready for. With your help, we will elect a Democrat for President, add to our number of Democratic members of Congress, win majorities in the Minnesota House and Senate, and continue to advance a progressive agenda in our state and in Washington. With your involvement and hard work we will win in November! That work starts here tonight and will continue over the next eight months. I admire your involvement and dedication. Now, let s get to work! Ken Martin, State DFL Party Chairman Have caucus attendees introduce themselves (if numbers make it possible) Listen to the people at your caucus, and make the caucus fun! Verify that everyone lives in the precinct and read the eligibility requirements: By signing in, precinct caucus attendees agree to the following: You affirm that you live in the precinct; you will be 18 by November 8, 2016 and are eligible to vote or will be 16 and eligible to participate in caucus business; you consider yourself a member of the DFL Party, and are not an active member of any other political party; and, you agree with the principles of the DFL Party as stated in the DFL Constitution and Bylaws. Read the DFL Affirmative Action, Outreach and Inclusion Statement: The DFL seeks to end discrimination and bigotry in all its forms and to inspire broad participation in our party. As part of our commitment to outreach and inclusion, we will take affirmative steps to increase the participation of members of all underrepresented communities. When you vote today, remember this commitment includes electing members of underrepresented communities to positions both within the DFL party and in public office. Read the Minnesota DFL Platform Statement: The State DFL Ongoing Platform embodies the beliefs and principles of the Minnesota Democratic Farmer Labor Party. The State DFL Action Agenda is a set of recommended public policy positions which the party supports and will promote during the next two years. Open nominations for the position of Caucus Chair This is the caucus moderator for the evening. The Convenor should run for this position as they have had the training. Elect Caucus Chair If there is more than one candidate, the caucus participants must vote to elect a chair. If someone other than the Convenor is elected Caucus Chair, the Convenor should help the Caucus Chair in any way possible. 6. During the Caucus Elect two tellers/election judges (more if necessary) and appoint a secretary Adopt Precinct Caucus Rules (see Agenda/Sample Rules) 3

4 Ask for individuals willing to be Election Judges in the fall. Encourage people to volunteer. Check off their names on the registration form. These names will be sent to the Minnesota Secretary of State and County Auditor. Open nominations for and elect Precinct Officers One Precinct Chair and two Vice Chairs (at least one must be a different gender than the Chair) Open Nominations for Organizing Unit Convention Delegates and Alternates NOTE: This cannot start earlier than 7:30 p.m. (Election of delegates must start before 8:00 p.m., unless people are still registering.) The number of delegates to elect should be on the front of the caucus information envelope along with the date and location of the convention. Ask people who would like to be a delegate to raise their hands to find out if a contest exists. People who sent Absentee Participation Forms must be entered into nomination when the caucus prepares to elect its delegates and alternates. If no contest exists, mark each person as a delegate on the sign in sheet, and record their names on the Precinct Caucus Delegate Report. If a contest exists, and no one chooses to volunteer to be an alternate, use the instructions from page 3 the Call: If a contest exists, the chair shall ask for a show of hands on how many wish to use a system of voting that allows for proportional representation. (Proportional representation gives participants who share different viewpoints or candidate preferences a proportional share of the delegates to be elected. It is requested when participants think they will not be adequately represented by majority voting.) f the number of participants who wish to use a proportional voting system is equal to or greater than the number needed to elect one delegate, it must be used. EXAMPLE: In a precinct caucus of 19 participants electing 3 delegates, each delegate represents more than 6 but less than 7 participants (19 3 = 6.33). Therefore, a minimum of 7 participants can require proportional voting. If proportional voting is not used, each participant may vote for as many nominees as there are delegates to be elected. Alternates are nominated and elected in the same fashion after delegate election is completed. The number of votes each alternate receives must be recorded for use in alternate ranking at the organizing unit convention. If proportional voting is used, the precinct caucus shall use the Walking Subcaucus system described on the next page. (Page 4) Record the results of your election using the Precinct Caucus Delegate Report. Confirm that the caucus has elected the correct number of delegates and alternates, as indicated on the caucus information envelope. Use the Precinct Caucus Delegate Report to record who was elected. You should also mark the delegates and alternates elected on the registration form to help your unit enter the data more easily. 4

5 Tally the preference ballots at 8:00 unless there are still people registering, certify the results, and announce the results to the caucus Follow the instructions carefully for counting, tallying and certifying the Preference Ballot. Instructions: Ballots must be counted by at least two tellers Mark the tally for each eligible candidate on the Precinct Caucus Report The number of ballots should be equal to, or less than, the number of eligible voters signed into the precinct caucus (any discrepancy must be marked on the envelope) Follow the instructions from your Organizing Unit Chair about collecting the Preference Ballot and reporting the results. Elect Organizing Unit Preconvention Committee members and any other local delegates Follow local directions from your Organizing Unit chair Record your committee members on your Precinct Caucus Report Form. Consider Resolutions The caucus can determine how it will discuss and debate the resolutions it considers. Resolutions must be written on or attached to Minnesota DFL Resolution forms. Indicate whether each resolution passed or failed. Return all resolutions to your Organizing Unit Chair (your local unit may provide a special envelope for this purpose). 7. After the Caucus adjourns Complete all forms (Caucus Convenor and elected Precinct Chair should do this together if they are different people) Delegates and alternates (including ranking) must be marked on the registration form Election Judge volunteers marked on the registration form New precinct officers must be marked on the registration form Preconvention Committee members must be recorded as your local unit indicates Give all materials to your Organizing Unit Chair, or a designated representative, including: Caucus registration forms including petition letters, with delegates and alternates marked Precinct Caucus Report Form Precinct Caucus Delegate Reports Resolution envelope containing all resolutions marked passed or failed A list of the names of the people elected to each Preconvention Committee 5

6 Responsibilities Checklist Before the caucus starts Duties of the Caucus Convenor... Be at the caucus site by 6:00 p.m. to set up the room. Make sure the front of your caucus kit envelope has been completely filled out. If not, find the information and fill it out prior to the caucus. Make sure you have copies of the Agenda/Sample Rules, the Resolution form, and blank ballots for the Preference Ballot. Read the Eligibility section in the Official Call, which describes who can be a caucus participant. Post (bring blue painter tape) your precinct name/number, a map of the boundaries of your precinct, and the caucus kit envelope near the door. Have available the Call, the DFL Constitution, and the Platform. Have a ballot box or envelope ready at the sign in table. Place the Precinct Caucus Registration Forms on a table near the entrance and have every person who attends the caucus sign. Use ball point pens on the form. Make sure all people who register live within the precinct boundaries. Preference Ballots should be available for voting to begin at 6:30. Have a second person at the sign in table who will verify that an attendee is an eligible voter. Give each eligible attendee one ballot. Remind each person to print their candidate's name on the ballot or check the appropriate box. Place completed ballots in the precinct's ballot box. When the caucus convenes Duties of the Caucus Convenor... Read the Greetings from the State DFL Chair Read the Eligibility Requirements Read the Affirmative Action Statement Read the Platform Statement Verify participant eligibility. Make sure all people who register live within the precinct boundaries and are Democrats. Only persons registered are allowed to participate and vote. Observers need not register. All registrants 18 or older may participate in all caucus business unless challenged. Open nominations for the position of Caucus Chair (the caucus moderator for tonight only). Elect the Caucus Chair. If more than one person has been nominated, the election must be by majority vote. During the caucus Duties of the Caucus Chair... Elect two tellers (more if necessary). Appoint a Secretary for the evening Adopt precinct caucus rules. See the sample rules. Election Judges for 2016 Elections. Encourage people to volunteer! Check off their names on Registration sheet.. Open nominations for and elect precinct officers one Precinct Chair and two Vice Chairs (at least one of which must be of the opposite gender from the Chair). Record the results on your Precinct Caucus Report Form. Open nominations for and elect Organizing Unit Convention Delegates and Alternates. See pages the Official Call for election procedures that must be followed during these elections. See the front of the caucus kit envelope for the number of delegates and alternates to elect, and for the date, time and place of your Organizing Unit convention. Note: Nominations must remain open until 7:30 p.m. The election process must begin at 7:30, unless people are still being registered Tally Preference Ballots at 8:00 p.m. (unless there are people still in line to register), certify results, and announce results to the caucus. Elect Organizing Unit Convention committee members. Follow the instructions from your Unit Chair. Elect local delegates, if any (for example: City, Ramsey County, etc.) Consider resolutions. Please use Resolution forms and mark passed or failed! After the caucus Duties of the newly elected Precinct Chair... Complete all forms. Give to the Organizing Unit Chair or his/her representative: the Precinct Caucus Report Form (be sure to fill this out completely) the Precinct Caucus Registration sheets Absentee Participation Forms must be turned in with registration sheets all resolutions (your Organizing Unit Chair may provide a special envelope for these) 6