3. Recruit at least one other person to help you with registration and other tasks on Caucus night.

Transcription

1 2018 Precinct Caucus Cnvenr/Chair Instructins Preparatin Befre Caucus Night 1. Attend Cnvenr training in persn r nline. 2. Review all materials in the Caucus packet. 3. Recruit at least ne ther persn t help yu with registratin and ther tasks n Caucus night. 4. Gather supplies fr Caucus night: Blue painters tape fr hanging signs and maps. Pens fr registratin and vting. At least ne smartphne, tablet r laptp cnnected directly t the Precinct Caucus Lcatin Finder n the Secretary f State s website: Tw r mre smartphnes, tablets r laptps cnnected t the new nline registratin tl 5. Familiarize yurself with the new nline registratin tl. 6. Review all prcedures fr the Preference Ballt - including reprting. 7. Get answers t all yur questins befre Caucus night. Printed in-huse. Labr dnated. 1

2 2018 Precinct Caucus Cnvenr/Chair Instructins CAUCUS NIGHT: February 6, Arrive at the caucus lcatin n later than 6:00pm t set up. REGISTRATION AREA Arrange these items at a table near the caucus rm entrance: Pst the Caucus Registratin Affirmatin sign. Pens fr attendees Map shwing precinct bundaries Laptp(s) r tablet(s) fr nline registratin Blank registratin sheets (fr attendees wh are nt registered vters) Official Preference Ballts (fr registered attendees nly) Ballt Bx r Envelpe CAUCUS MEETING ROOM Display these items in a visible lcatin in the caucus rm: Official Call DFL Cnstitutin and Bylaws DFL Platfrm Caucus Agenda/Sample Rules Date, time and lcatin f future cnventins Date, time and lcatin f pre-cnventin cmmittee meetings 2. Begin Caucus Registratin and Preference Ballt Vting n later than 6:30pm REGISTRATION PROCEDURE: Recruit additinal peple t assist with registratin. If the nline registratin tl is used, find the attendee s name. Ask the attendee t verify accuracy. Then yu shuld crrect any infrmatin that is ut-f-date. Printed in-huse. Labr dnated. 2

3 2018 Precinct Caucus Cnvenr/Chair Instructins If a name is nt fund, first check the Precinct Caucus Lcatin Finder t determine whether the persn lives in the precinct. If nt, direct them t the prper caucus lcatin. If the attendee lives in the precinct, enter the name and ther infrmatin using the nline tl, r cmplete the blank registratin frm, including address, in legible handwriting. PREFERENCE BALLOT VOTING PROCEDURE: After registering, an attendee wh is eligible t vte by Nvember 6, 2018 shuld be given a ballt. An attendee des nt have t stay fr the caucus t cast a ballt. The Preference Ballt fr Gvernr is run as an electin. It begins when registratin pens and must nt end befre 8:00 p.m. (ne hur after the caucus cnvenes), r as lng as there are still peple in line t register. The vte is tallied by precinct tellers and reprted n caucus night accrding t instructins prvided t the rganizing unit Chair by the State DFL Party. 3. Cnvenr calls the Caucus t rder at 7:00pm (Minnesta State Law) 4. Cnvenr handles these agenda items: Intrduce yurself t the Caucus. Include a brief descriptin f yur DFL invlvement. Welcme newcmers enthusiastically. Encurage peple t ask questins whenever there is smething they dn t understand. Explain that yur rle as Cnvenr is t get the Caucus started and that a Caucus Chair will be elected shrtly, wh will lead the Caucus meeting. Encurage experienced Caucus attendees t help newcmers feel included. Printed in-huse. Labr dnated. 3

4 2018 Precinct Caucus Cnvenr/Chair Instructins Read this greeting frm Ken Martin, Minnesta DFL Chairman: Dear Friends, Welcme t the 2018 DFL Precinct Caucuses! Tnight, Demcrats are gathered all ver the state t take an imprtant first step in chsing ur candidates and setting ur platfrm fr this electin cycle. The upcming campaign will nt be easy, but we can win by jining tgether t strengthen ur Party, spread ur prgressive message and supprt ur candidates fr ffice. With yur help, we will elect Demcrats fr Gvernr, Secretary f State, Attrney General and State Auditr, add t ur number f Demcratic members f Cngress, win a majrity in the Minnesta Huse, and cntinue t advance a prgressive agenda in Minnesta and in Washingtn, DC. Our wrk starts here tnight and will cntinue ver the next nine mnths, till Electin Day, Nvember 6th. I admire yur dedicatin and appreciate yur cmmitment t the Minnesta Demcratic-Farmer-Labr Party. Thank yu fr being here tnight t participate in demcracy at the grassrts. Nw, let s get t wrk! Encurage attendees t intrduce themselves. In a small gathering, attendees can speak t all. In a larger grup, have peple take a mment t meet the thers next t them. Listen t the peple at yur caucus, and make the caucus fun! Ensure all attendees have the Agenda and the Sample Rules handut. If yu run ut f handuts, ask attendees t share. Explain that a vte will be taken t adpt the rules, s they shuld think abut any rules changes they want t suggest befre that vte ccurs. Verify that all attendees reside in the precinct. Restate the name/number f the precinct. Pint t the precinct map and describe the precinct bundaries. Urge anyne wh questins whether they are in the crrect precinct t access the nline precinct lcatin finder t find ut where their precinct is meeting. Ask fr Nn-Attendee Participatin frms r letters. Read (r ask a vlunteer t read) the eligibility requirements: "By signing in, precinct caucus attendees agree t the fllwing: Yu affirm that yu live in the precinct; yu will be 18 and eligible t vte by Nvember 6, 2018 if yu wish t run fr, r vte fr, rganizing unit cnventin delegate r alternate, r t vte n the preference ballt r will be 16 and eligible t participate in caucus business; yu cnsider yurself a member f the DFL Party, and are nt an active member f any ther plitical party; and, yu agree with the principles f the DFL Party as stated in the DFL Cnstitutin and Bylaws." Printed in-huse. Labr dnated. 4

5 2018 Precinct Caucus Cnvenr/Chair Instructins Read (r ask a vlunteer t read) the DFL Affirmative Actin, Outreach and Inclusin Statement: The DFL seeks t end discriminatin and bigtry in all its frms and t inspire brad participatin in ur party. As part f ur cmmitment t utreach and inclusin, we will take affirmative steps t increase the participatin f members f all underrepresented cmmunities. When yu vte tday, remember this cmmitment includes electing members f underrepresented cmmunities t psitins bth within the DFL party and in public ffice. Read (r ask a vlunteer t read) the DFL Platfrm Statement: The State DFL Onging Platfrm embdies the principles f the Minnesta Demcratic- Farmer-Labr Party. The State DFL Actin Agenda is a set f recmmended public plicy psitins which the party supprts and will prmte during the next tw years. The State DFL Legislative Pririties will be drawn frm these tw dcuments. Open nminatins fr the psitin f Caucus Chair Explain that the Caucus Chair is the mderatr fr all fficial Caucus business t be cnducted this evening nly. The Cnvenr typically has been trained fr the psitin and is eligible t be nminated fr Caucus Chair, even if the Cnvenr is nt a resident f the precinct. Ask fr nminatins and say that it is in rder fr peple t nminate themselves. All nminees shuld be given time t speak t the Caucus befre the vte is taken. The time allwed is determined by the Caucus attendees. Elect Caucus Chair Attendees decide hw t cnduct the vte: vice, shw f hands, etc. If smene ther than the Cnvenr is elected Caucus Chair, the Cnvenr shuld willingly assist the Caucus Chair, as needed. 5. Caucus Chair handles the remaining agenda items: Elect tw Tellers (r mre, if the Caucus is large) wh will cunt and tally the Preference Ballts, as well as ther vtes taken by the Caucus. Appint a Secretary wh will assist with recrd-keeping during the Caucus and cmpletin f the Caucus reprt frms. Duties include: The secretary shuld access the nline registratin tl, r gather the sign-in sheets. Recrd n the reprt frms and in the nline tl which attendees are elected during the caucus t varius psitins at the caucus: such as delegates/alternates t the OU cnventin. RECOMMENDATION: fill ut the Caucus Reprt frms even if yu are recrding all results using the nline tl. The Reprt frms will serve as a hard-cpy recrd fr reference, as needed. Printed in-huse. Labr dnated. 5

6 2018 Precinct Caucus Cnvenr/Chair Instructins Adpt Precinct Caucus Rules (see Agenda/Sample Rules) Ask fr individuals willing t serve as Electin Judges in Electin judges are temprary, paid emplyees f lcal electin fficials wh are trained t handle all aspects f vting at the plling place. Encurage peple t vlunteer. The Caucus Secretary checks the bx by their names in the nline registratin tl r n the registratin frms. Their names will be sent t the Minnesta Secretary f State and Cunty Auditr. Vlunteers will be cntacted by the City r Cunty Electin Office later fr training and plling place assignments. Open nminatins fr and elect Precinct Officers REMINDER: Include any nminees frm the Nn-Attendee Participatin Frms and letters. One Precinct Chair and tw Vice Chairs (at least ne must be a different gender than the Chair) Precinct Chair: Charged with rganizing the DFL Party in the precinct, the Chair serves n the rganizing unit central cmmittee. The Chair assists with identifying DFLers and assisting campaigns in the precinct. Tw Vice Chairs: At least ne must nt identify as the same gender as the Chair. These fficers assist the Chair in party activities and may be the alternate fr the Chair n the rganizing unit central cmmittee. Open nminatins fr Organizing Unit Cnventin Delegates and Alternates REMINDER: Include any nminees frm the Nn-Attendee Participatin Frms and letters. NOTE: This cannt start earlier than 7:30pm (Electin f delegates must start at 7:30pm, unless peple are still registering.) The number f delegates t be elected shuld be n the frnt f the caucus infrmatin envelpe alng with the date and lcatin f the cnventin. The number f alternates t elected equals the number f delegates. Ask peple wh wuld like t be a delegate t raise their hands t find ut if a cntest exists. Peple wh sent Nn-Attendee Participatin Frms r letters must be entered int nminatin when the caucus prepares t elect its delegates and alternates. If n cntest exists, mark each persn as a delegate n the sign-in sheet, and recrd their names n the Precinct Caucus Delegate Reprt. Printed in-huse. Labr dnated. 6

7 2018 Precinct Caucus Cnvenr/Chair Instructins If a cntest exists, and n ne chses t vlunteer t be an alternate, use the instructins frm page 3 in the Official Call: If a cntest exists, the chair shall ask fr a shw f hands n hw many wish t use a system f vting that allws fr prprtinal representatin - als knwn as Walking Subcaucusing. (Prprtinal representatin gives participants wh share different viewpints r candidate preferences a prprtinal share f the delegates t be elected. It is requested when participants think they will nt be adequately represented by majrity vting.) If the number f participants wh wish t use a prprtinal vting system is equal t r greater than the number needed t elect ne delegate, it must be used. EXAMPLE: In a precinct caucus f 19 participants electing 3 delegates, each delegate represents mre than 6 but less than 7 participants (19 3 = 6.33). Therefre, a minimum f 7 participants can require prprtinal vting. If prprtinal vting is nt used, each participant may vte fr as many nminees as there are delegates t be elected. Alternates are nminated and elected in the same fashin after delegate electin is cmpleted. The number f vtes each alternate receives must be recrded fr use in alternate ranking at the rganizing unit cnventin. If prprtinal vting is used, the precinct caucus shall use the Walking Subcaucus system described n Page 4 f the Official Call. Recrd the results f this electin using the Precinct Caucus Delegate Reprt and the nline registratin tl. Cnfirm that the caucus has elected the crrect number f delegates and alternates, as indicated n the caucus infrmatin envelpe. Use the Precinct Caucus Delegate and Alternate Reprts t recrd wh was elected. Yu shuld als indicate the delegates and alternates using the nline registratin tl. If delegates and alternates are nt gender-balanced, include an explanatin as t why nt. Tally the Preference Ballts at 8:00pm unless there are still peple registering, and then annunce the results t the caucus Fllw the instructins (prvided separately frm this dcument) fr cunting, tallying and reprting the Preference Ballt. Instructins: Ballts must be cunted by at least tw tellers Mark the tally frm fr each eligible candidate n the Precinct Caucus Reprt The number f ballts shuld be equal t, r less than, the number f eligible vters signed int the precinct caucus (any discrepancy must be marked n the tally frm) Fllw the instructins frm yur Organizing Unit Chair abut cllecting the Preference Ballt and reprting the results. Printed in-huse. Labr dnated. 7

8 2018 Precinct Caucus Cnvenr/Chair Instructins Elect Organizing Unit Pre-cnventin Cmmittee members and any ther lcal delegates REMINDER: Include any nminees frm the Nn-Attendee Participatin Frms and letters. Fllw lcal directins frm yur Organizing Unit chair. Typical pre-cnventin cmmittees include Credentials (verifying delegates and signing them in), Nminatins (screening candidates fr party psitins), Cnstitutin and Rules (preparing rules fr the cnventin and amending the Organizing Unit s Cnstitutin), and Reslutins (reviewing the reslutins that came ut f caucus and rganizing them fr vting at the cnventin). Recrd yur cmmittee members n the Precinct Caucus Reprt Frm. Cnsider Reslutins The caucus can determine hw it will discuss and debate the reslutins it cnsiders. Reslutins must be written n r attached t Minnesta DFL Reslutin frms. Indicate whether each reslutin passed r failed. Return all reslutin frms t yur Organizing Unit Chair. Allw time fr annuncements Read this message t attendees: "The DFL invites all attendees tnight t participate in a Cmmunity Caucus year rund! Fr mre infrmatin abut these grups, please g t DFL.rg/cmmunity-caucuses/" 6. Adjurn n earlier than 8:00pm (Minnesta State Law) 7. After the Caucus adjurns Cmplete all Reprt frms and recrd results in the nline registratin tl (Caucus Chair and elected Precinct Chair shuld d this tgether if they are different peple) Delegates and alternates (including ranking) Electin Judge vlunteers New precinct fficers Pre-cnventin Cmmittee members must be recrded as yur lcal unit indicates Give all materials t yur Organizing Unit Chair, r a designated representative, including: Caucus registratin frms including Nn-Attendee Participatin frms and letters with delegates and alternates indicated Precinct Caucus Reprt Frm Precinct Caucus Delegate Reprts All reslutins, whether marked passed r failed A list f the names f the peple elected t each Pre-cnventin Cmmittee Printed in-huse. Labr dnated. 8