2016 Republican Precinct Caucus Convener Script Training edition v3

Transcription

1 Introduction This document describes precinct caucuses in Minnesota, particularly for Olmsted County Republicans. It includes a detailed script for conveners to facilitate a successful and legal caucus. This is a training version. The version provided on caucus night may be different. Table of Contents Introduction...1 Background Locations Minnesota Law...2 Preparation Prepare Yourself Prepare the Room Receive Attendees Time Certain Agenda Items...3 Start the Caucus Call to Order Salute the Flag Welcome Appoint Temporary Caucus Secretary State the Legal Requirements Establish Participant Eligibility State the Business of the Caucus Introduce Resolutions Discussion Solicit Donation Appoint Caucus Tellers Select Permanent Caucus Chair Select Permanent Caucus Secretary State the Order of Business...4 Caucus Business Discuss Presidential Candidates U.S. President Preference Poll Review Duties of Precinct Officers Elect Precinct Officers Introduce the New Precinct Officers Review the Duties of Delegates Select Procedure for Electing Delegates and Alternates Elect County Delegates and Alternates Recruit Volunteers and Election Judges Read Remaining Letters Introduce the New County Delegates and Alternates Discuss the Republican Party Platform Close Adjourn...8 Finish Precinct Officers, Delegates, Alternates Document Caucus Proceedings Unprepare the Room Deliver Materials...8 Help...8 Forms...9 Convention Call receipt...9 Packet Cover...10 Precinct Caucus Record and Certificate of Election (PCRC)...11 Preference Ballot Instructions and Report form...12 Resolutions form...13 Republican Party of Olmsted County page 1 of 13 as of 03:00 PM on 19Feb2016

2 Background 1. Locations Each location has a Site Captain. They have your convener materials. Acquire them from your Captain and return them to your Captain at caucus end. Byron middle school Chatfield high school Dover-Eyota high school New Haven township hall Oronoco community center Mayo high school Aaron Miller David Sovinski Jim Schumann Don Heller John Abenstein Bruce Kaskubar Stewartville high school Len Griffith, Bill Kuisle 2. Minnesota Law Caucuses are for people to be heard. Each caucus decides what and how things will happen, facilitated by the Convener and then the Chair. Some things are required by state law: 1. each caucus must be open for at least one hour 2. each caucus must be held at the place designated 3. nominations for election of permanent officers of the precinct and of delegates and alternate delegates must remain open for at least 15 minutes 4. election of delegates and alternate delegates must begin between 30 and 60 minutes after convening the caucus 5. elections must be by secret ballot (Motions and resolutions are not elections.) Preparation 3. Prepare Yourself The success of your caucus is largely in your hands. Before the caucus, make this material familiar. That's not pressure, it's encouragement. If you're prepared, it will be rewarding. Know the platform; it will ease the resolutions discussion. 1. Make sure you have the envelope with all of your supplies. 2. Make sure the location is ready for you. 3. Bring a flag with you just in case the room is without one. 4. Prepare the Room 1. Arrive at your location by 6:00 pm. 2. Retrieve your caucus packet from the site captain. 3. Prepare the entry table according to the packet cover 5. Receive Attendees Insist they sign-in on either the PCRC or Observer Sign-In. The PCRC is either blank or pre-filled with names and addresses of past caucus attendees. If pre-filled, attendees should search for their name, first, and only fill a new entry if not found. If they find their name, the information should be corrected as necessary and initialed in the GOP column. Encourage them to provide an address. Solicit a temporary Secretary. It is helpful to have one or more people serve as greeters to welcome attendees, see that attendees sign in, monitor legibility of PCRC entries, request replacement of illegible ones, and strike through the replaced ones. If your PCRC forms completely fill, prefer blank ones from your Site Captain rather than using random Republican Party of Olmsted County page 2 of 13 as of 03:00 PM on 19Feb2016

3 facsimiles. 6. Time Certain Agenda Items 1. Start promptly at 7:00 2. Precinct officer nominations open until at least 7:15 3. Delegate nominations open until at least 7:30 4. Presidential poll results reported by 8:00 5. Delegate election starts by 8:00 Start the Caucus 7. Call to Order (at 7:00) Good evening. My name is. I am the Convener of this caucus for Olmsted county precinct. Will the Caucus please come to order. Note the time. 8. Salute the Flag Lead the Pledge of Allegiance. 9. Welcome The Republican Party of Minnesota welcomes you to your local Republican precinct caucus. Introduce the materials available on the public table. Mention the platform and the importance of attempting to relate resolutions to it. 10. Appoint Temporary Caucus Secretary Describe Responsibilities of caucus Secretary: 1. Ensure legible attendee registration on Precinct Caucus Record and Certificate of Election form (PCRC) 2. Complete the PCRC for people elected to an office in absentia 3. Record the results of elections 4. Record action on proposed and discussed resolutions on Resolutions forms 5. Distribute convention calls and have delegates and alternates sign Convention Call Receipt 6. Sign the PCRCs with the caucus Chair 7. Deliver all the above to the caucus Chair after adjournment Solicit someone to act as temporary caucus secretary. I would like to introduce, who has agreed to serve as our temporary caucus secretary. Have the temporary Secretary record the time the caucus was convened. 11. State the Legal Requirements A precinct caucus is required to convene by Minnesota State Law. [statutes 202A.14-20] The qualifications of participants and business conducted are set by law. We hope to operate in an informal, friendly manner so that the opportunity to express a point of view is freely and comfortably available to everyone. 12. Establish Participant Eligibility To be eligible to fully participate, an individual must: 1. reside in this precinct on caucus day 2. be able to vote on November 8, 2016: be a U.S. citizen, be 18 by that day, etc. 3. agree with Party principles and voted Republican in 2014 or will vote for its candidates in no participation in another Party s caucus this year 5. be recorded on the PCRC If someone challenges the qualifications of another person (with a motion), the right of the challenged person to participate is seconded, discussed, and voted on (except by the person being challenged). If a challenge succeeds, the challenged person may not participate. Republican Party of Olmsted County page 3 of 13 as of 03:00 PM on 19Feb2016

4 Anyone may observe as long as they are recorded on the Observer Sign-In sheet. Observers can only observe. They cannot vote, submit resolutions, etc. Has everyone who is eligible and desiring to participate in the caucus accurately signed in on the official registration form? 13. State the Business of the Caucus According to Minnesota State law, the business of the Caucus shall be to elect precinct chairs and other officers, to elect delegates and alternates to the BPOU (Olmsted county) convention, conduct polls, and to discuss issues, candidates, and resolutions. 14. Introduce Resolutions Discussion Later tonight you will have the opportunity to amend the platform of the Republican Party of Minnesota. Proposed amendments take the form of resolutions that are discussed and voted on, here. Copies of the current Platform are [wherever you put them]. If you would like to offer a resolution to amend the platform, be sure it is not already in the platform and write the resolution on a Resolutions form [wherever you put them]. The county Resolutions committee will review each passed caucus resolution for consideration at the county convention. Federal and local issues and legislation are inappropriate as resolutions because they are proposed amendments to the state's party platform. 15. Solicit Donation Precinct caucuses are the biggest event of the election cycle sponsored by the local Party. Your help in defraying our expenses is appreciated. Pass out the Donation envelope. 16. Appoint Caucus Tellers Solicit tellers to collect and tally ballots. A good number depends on the numbers of attendees and delegates to be elected. Announce the tellers. 17. Select Permanent Caucus Chair Nominations are now in order for permanent Chair of tonight s caucus. This is not the election of the Precinct Chair. Get yourself nominated. Solicit a motion to close nominations. Once seconded and discussed, vote on the motion. At the close of nominations, elect, or solicit a motion to select, a nominee as Chair. Caucus elections require secret ballots but motions can be passed by voice vote. If the convener is not elected Chair of the caucus, the convener then turns over these instructions to the Chair. 18. Select Permanent Caucus Secretary Nominations are now in order for permanent Secretary of tonight s caucus. This is not the election of the Precinct Secretary Get the temporary Secretary nominated. Solicit a motion to close nominations. Once seconded and discussed, vote on the motion. At the close of nominations, elect, or solicit a motion to select, a nominee as Secretary. If the temporary secretary is not elected secretary of the caucus, the temporary Secretary then turns over the forms to the Secretary. 19. State the Order of Business I suggest the following agenda for tonight s caucus: 1. visitor speeches, as needed (limited to 2 minutes) 2. poll(s) 3. precinct officer elections 4. volunteer recruitment Republican Party of Olmsted County page 4 of 13 as of 03:00 PM on 19Feb2016

5 5. letter reading 6. delegates and alternates elections 7. election judge and poll watcher recruitment 8. discussion of candidates, issues, and resolutions As there are some items with time constraints the sequence may have to be altered. Caucus Business 20. Discuss Presidential Candidates Look for and read any letters to the attendees from candidates for U.S. President. If there are those who wish to speak on behalf of candidates, allow them, with a time limit of 1 minute. Remain mindful that all discussion must cease in time to allow for ballot results to be known by 8: U.S. President Preference Poll (complete by 8:00) We will now conduct the U.S. President preference poll. Vote for one candidate. Only those registered on the PCRC can vote. A ballot with more than one candidate checked will be invalid and not counted. Have the tellers distribute a number of ballots that matches the number of people on the PCRCs. Vote. Tellers collect ballots. All who want to observe the tally are allowed to do so. Tellers tally the ballots, place ballots in ballot envelope, record results on envelope, and provide the result to the caucus Chair. Chair announces results. Secretary records results. Head Teller takes to Site Captain by 8: Review Duties of Precinct Officers It is time to take back our country from leftists at all levels of government. This is where it all starts, at the grass roots level. Precinct officers are elected, here, to a 2-year term and become voting members of the county Party. Being a precinct officer is the best way to make a difference in the local Republican party. Ideal responsibilities: 1. represent the Republican Party to your precinct and vice-versa 2. attend 30 minutes of officer leadership training March attend 10 monthly meetings per year (third Tuesday evening of most months) 4. support candidates and the Party financially 5. volunteer and recruit volunteers to assist with candidate and Party events and activities 6. fill your Precinct delegation for BPOU conventions: determine attendance and ask alternates to attend for missing delegates The local Republican party is directed by a committed group of people who attend monthly meetings to discuss and decide the best ways to grow and support our values. If you would like to have an influence on the message, events, strategy and image of the Olmsted County Republicans, if you are capable of communicating and coordinating with 5-20 other people inside the precinct about local Republican efforts, please consider serving as a precinct officer. Will you consider serving? 23. Elect Precinct Officers Help the precinct decide what officers should be chosen. Recommend a Chair and Vice-Chair. Secretary and Treasurer are also possible. If more than two officers, the two to become members of Central committee must be specified. For each officer to be elected: Nominations are now in order for [office]. You may nominate yourself. Each nominee must confirm their willingness to serve (personally or via letter provided by Republican Party of Olmsted County page 5 of 13 as of 03:00 PM on 19Feb2016

6 proxy). Nominations must remain open until at least 7:15. Solicit a motion to close nominations. Once seconded and discussed, vote on the closure motion. If a majority agrees, candidates may speak before the vote. Have the Tellers distribute ballots. Only those who have registered on the PCRC can vote. Observers cannot vote. Vote. Tellers collect and tally the ballots and provide the result to the caucus Chair. The Secretary records the result. 26. Select Procedure for Electing Delegates and Alternates The law does not specify the manner in which delegates and alternates can be elected other than by secret ballot. Therefore, we have a choice of three methods: 1. Nominate and elect delegates and alternates at the same time on separate ballots 2. Nominate and elect delegates and afterward nominate and elect alternates 24. Introduce the New Precinct Officers Read the results of the precinct officer election. There will be a precinct officer training session on Tuesday evening, March 15. Details will follow. 25. Review the Duties of Delegates (start between 7:30 and 8:00) Each precinct is represented at Republican BPOU (county), legislative district, and judicial district conventions by delegates and their alternate delegates. Delegates are voting members of the conventions. Alternates replace delegates who cannot attend. Delegates and alternates are elected for a 2 year term. Responsibilities: 1. work with precinct and BPOU officers to elect endorsed Republican candidates 2. attend conventions and participate in the political process 3. support candidates and the Party financially 4. volunteer and recruit volunteers to assist with candidate and Party events and activities Our precinct is entitled to [number] delegates and the same number of alternates, based on the number of votes cast by our precinct for Johnson for Governor. 3. Nominate delegates with those not elected delegates becoming alternates in order of votes received [This is encouraged as simplest.] Everyone votes for the number of candidates that matches our delegate allotment; at most 1 vote per candidate. Are there any questions? I will accept a motion for adopting one of the methods. Once the motion has been made, seconded, and discussed, an adoption vote is held. Selection of a method of voting is a motion, not an election; secret ballots are not necessary. Please rank the alternates! That means sequencing by number of votes received: Alternate 1 received the most votes of those not elected delegate, Alternate 2 received the second most votes, etc. When we lack a full complement of delegates, convention delegations are filled by rank. 27. Elect County Delegates and Alternates Nominations are now in order for delegates [and/or alternates depending on the selected procedure]. Recommend that precinct officers be nominated as delegates; they are not automatically so. Each nominee must confirm their willingness to serve. Solicit a motion to close nominations. Once seconded and Republican Party of Olmsted County page 6 of 13 as of 03:00 PM on 19Feb2016

7 discussed, vote on the motion. If a majority agrees, candidates may speak before the vote. If there are no more candidates than the number to be elected, a simple motion of election by acclamation is sufficient to complete the process. Otherwise, have the Tellers distribute ballots. Vote. Tellers collect and tally the ballots and provide the result to the caucus Chair. If procedure #2 is used, the tally is required prior to repeating the process for alternates. 28. Recruit Volunteers and Election Judges The strength of the Republican Party comes from volunteers. Refer to the Volunteers sheet. If you are interested in helping, please add your name to the Volunteers sheet. Our party has the responsibility to provide the names of people willing to serve as election judges to the county Elections staff. The law provides that the judges should be identified with a major party. This is an important position. There is a shortage of election judges. We need Republican election judges to ensure the integrity of our election system. It is a paid position. If you can be an election judge, please add your name to the Volunteers sheet and check the election judge box. Past election judges should re-apply. Distribute the Volunteers sign-up sheet and any materials provided on being an Election Judge. 29. Read Remaining Letters (This may be delayed in the interest of time in order to get to the delegate election.) Read any letters including greetings from candidates, state, district, and county officers, and Republican elected officials. Introduce any elected officials or party officers present. 30. Introduce the New County Delegates and Alternates Announce the new delegates and alternates. Our delegates and needed alternates are scheduled to attend our county convention on April 9. We must have your home address, phone number, and address for maintaining contact. If you did not give us this information when you signed in tonight, please go and fill in the information now. The Secretary will now distribute the Convention Call to you in order to fulfill a statutory requirement. Please sign the Call Receipt form before leaving tonight. 31. Discuss the Republican Party Platform We will now discuss the Party platform. The following rules are suggested: 1. resolutions must be in writing 2. makers identify themselves, indicate affected plank of the platform, offer resolution language 3. debate on a resolution will be limited to 5 minutes 4. the Chair will call on pro and con speakers, alternately 5. there will be a time limit of 1 minute per speaker 6. no one can speak twice until all have had a chance to speak once. Solicit a motion to accept the rules. Second. Discuss. Vote. Makers of resolutions must be on the PCRC. For each resolution, follow the passed rules. The Secretary should ensure that each resolution is represented by a completed Resolution form. 32. Close We have now met all of the legal requirements for our caucus. Is there any other business to come before the caucus? Before you leave, please make sure you are recorded on the caucus attendance Republican Party of Olmsted County page 7 of 13 as of 03:00 PM on 19Feb2016

8 sheet and that your name, address, phone number, and address are legible. Thank you all for participating. Your continued interest and help through the election cycle will make a difference in November and beyond. Elected precinct officers, delegates, and alternates, please stay for a few minutes after adjournment. 33. Adjourn (after 8:00) The caucus must remain open for one hour. If the business of the caucus has been completed in under an hour, the caucus attendees may be dismissed but the caucus Chair and Secretary remain until the hour elapses. A motion to adjourn is now in order. Finish Proper finishing is important to ensure the best possible result. We'll bet you're tired. Hang in there for a few more minutes to get this right. Thanks. 34. Precinct Officers, Delegates, Alternates Double-check their PCRC entries for legibility and completeness. We need home addresses, phone numbers, and addresses to verify eligibility and to maintain contact! Provide each delegate and alternate a copy of the convention call. Have each of them legibly sign the Convention Call Receipt. 35. Document Caucus Proceedings The caucus Chair and Secretary collaborate to complete the documentation. 1. Collect donation envelope. 2. Number each PCRC, pre-printed and supplemental, as page of in the upper left corner. 3. Do not transcribe names from preprinted PCRCs to supplemental PCRCs. 4. Summarize the proceedings in the upper right corner of the cover sheet. 5. Sign each PCRC page (or facsimile thereof). Include your phone numbers, addresses, and printed names on the cover sheet in the signature area. 6. Ensure that the names of all elected precinct officers, delegates, and alternates appear on a PCRC and are properly identified, including alternate rank, in its first two columns. 7. Complete the Preference Ballots 8. Add room sign (outside door) to packet. 36. Unprepare the Room Return the room to the condition in which it was found, or better. 37. Deliver Materials Place all papers including used and unused ballots in the precinct envelope. Deliver precinct envelope to the site Captain. Help If trouble, (1) contact your Site Captain or (2) call or text one of: Conner Reed Bruce Kaskubar Republican Party of Olmsted County page 8 of 13 as of 03:00 PM on 19Feb2016

9 Forms Convention Call receipt Republican Party of Olmsted County page 9 of 13 as of 03:00 PM on 19Feb2016

10 Packet Cover Republican Party of Olmsted County page 10 of 13 as of 03:00 PM on 19Feb2016

11 Precinct Caucus Record and Certificate of Election (PCRC) Republican Party of Olmsted County page 11 of 13 as of 03:00 PM on 19Feb2016

12 Preference Ballot Instructions and Report form Republican Party of Olmsted County page 12 of 13 as of 03:00 PM on 19Feb2016

13 Resolutions form Republican Party of Olmsted County page 13 of 13 as of 03:00 PM on 19Feb2016