2014 Pre-Primary Convention DPBC Training for Ward Meetings 1

Allocation of Delegates by Ward

Feb 8, 2014 DPBC Ward Meetings 3

Packet Contents Smaller Envelope w/ Materials Checklist Affixed Smaller Envelope w/ Materials Checklist Affixed Ward Official List of Registered Democrats (Roster) Ward Official List of Registered Democrats (Roster) 4

100 5

MP 6

WARD CHAIRS CHECKLIST FOR WARD ELECTION OF DELEGATES TO THE DPBC PRE-PRIMARY CONVENTION 1.Arrive on site (1/2 hour before the start of your meeting) _______ 2.Locate the correct area 3.Set up the tables, chairs and materials 4.Appoint a temporary ward Credentials Committee 5.Call meeting to order (no earlier than time appointed) ___ & Pledge of Allegiance 6.Read the Call 7.Elect a temporary Chairperson 8.Appoint a Secretary 9.Receive & vote on the temporary ward Credentials Committees report 10.Close Voter Certification (no less than 30 minutes after Call to Order) _______ 11.Nominate and Elect Delegates and Alternates 12.Elect member of Convention Credentials Committee 13.Submit, discuss and adopt resolutions 14.Conduct other business 15.Adjourn the meeting 16.Collect all materials and clean-up site WARD CHAIRS CHECKLIST FOR WARD ELECTION OF DELEGATES TO THE DPBC PRE-PRIMARY CONVENTION 1.Arrive on site (1/2 hour before the start of your meeting) _______ 2.Locate the correct area 3.Set up the tables, chairs and materials 4.Appoint a temporary ward Credentials Committee 5.Call meeting to order (no earlier than time appointed) ___ & Pledge of Allegiance 6.Read the Call 7.Elect a temporary Chairperson 8.Appoint a Secretary 9.Receive & vote on the temporary ward Credentials Committees report 10.Close Voter Certification (no less than 30 minutes after Call to Order) _______ 11.Nominate and Elect Delegates and Alternates 12.Elect member of Convention Credentials Committee 13.Submit, discuss and adopt resolutions 14.Conduct other business 15.Adjourn the meeting 16.Collect all materials and clean-up site 7

8 Times vary, see the Call Example. These instructions are covered in detail on upcoming slides.

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10A 10

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FYI – Last 4 is NOT the last 4 digits of a persons SSN. It is the last 4 digits of the Bernalillo County Clerks 12 digit # given that person. We do not know anyone's SSN. 13 Official List of Registered Democrats

14 The Call. Published in the Abq Journal page D-3 Monday Jan 13, 2014.

15 Election Results - Delegates

16 Election Results - Alternates

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1. Arrive on site (1/2 hour before the start of your meeting) IF YOU ARE SCHEDULED FOR 10:30 AM THE DOORS WILL BE OPENED AT 10 AM. PLEASE BE AT YOUR SITE AT 10 AM. Doors to the facility being used should be opened to the public ½ hour early. Ward chairs should insure that they have their sites ready for the public prior to the start time. 18

2.Locate the correct area In some cases multiple wards are meeting in the same general location, but in separate rooms or in different corners of a large room, like a cafeteria. The ward chair should insure that he or she is setting up in the correct location for his or her ward, and that arriving Democrats will be able to easily find their wards location. Post the sign (included in your packet) to clearly indicate the location of your ward. 19

3.Set up the tables, chairs and materials Allow time, prior to the doors opening, to set up chairs and tables (if needed) and to set up the sign-in sheets and other materials from the packet. 20

4.Appoint a temporary ward Credentials Committee Appoint a number of the first arrivals (3 is usually a good number) to serve as a temporary Credentials Committee for the ward. These individuals will serve to certify qualified voters. They should sit as close as practical to the facilitys entrance with the official ward roster, help each arriving person find their name and have each person both initial the official ward roster next to their name as well as fill out and sign the sign-in sheet. They should encourage everyone to include their address (a personal address... not a government address) and telephone number where indicated. They will highlight in YELLOW the persons name and address. This signifies that that person is physically at the meeting. 21

Tracy Davis (Born 1969) – 7123 Red Hawk Rd NE, ABQ DO NOT HIGHLIGHT The Bar Code!!! TD EXAMPLE Tracy Davis walks in to participate in the Ward 100 meeting. She signs her initials on the Official List (Roster) and fills out the Sign-in Sheet. The temporary credentials person highlights her name and address in yellow to show that Tracy is in attendance. yellow 22

Tracy Davis 7123 Red Hawk Rd NE None February 8, 2014

5.Call meeting to order (no earlier than time appointed) _______ & Pledge of Allegiance The meeting should be formally called to order as soon after appointed time as possible, but under no circumstances should the meeting be called to order before the appointed time. Record the time on the checklist in the space provided. Many facilities will have an American flag on display. If a flag is available, the Pledge of Allegiance should be made at this time. If multiple wards are sharing a facility the ward chairs conducting the meetings may wish to make the Pledge a joint activity. 24

6.Read the Call The chairperson should read the Call aloud for all to hear and understand. 25

7.Elect a temporary Chairperson By rule, participants at the meeting must be given the option of electing a temporary chairperson, other than the ward chair or the person who has been designated by the County Chair, for the purpose of conducting this one meeting. While this opportunity is rarely taken, it must be offered to the participants. If participants choose to not exercise this right, the ward chair or person who has been designated by the County Chair will continue to preside over the meeting. 26

8.Appoint a Secretary A temporary Secretary must be appointed to take the minutes. The Secretary for this meeting should have legible handwriting. Paper and pen for the Secretarys use are provided in the packet. The Secretary should also be charged with listing nominees on the Nomination & Tally Worksheets. 27

9.Receive & vote on the temporary ward Credentials Committees report After reviewing the official roster and the sign-in sheet, the temporary Credentials Committee for the ward should report to those present that everyone signed in is a qualified elector within the ward per the official roster. The chairperson should ask for a motion to accept the committees report by acclamation and a second. If anyone objects to acceptance by acclamation then a vote by secret ballot must be taken. 28

10.Close Voter Certification (no less than 30 minutes after Call to Order) _______ With the vote to accept the report of the Credentials Committee voter certification will officially close. This should happen no less than 30 minutes after the Call to Order, with the time recorded both in the minutes by the Secretary and by the chairperson on the checklist. Individuals arriving after the certification has closed will be allowed to stay and observe the meeting, and can be candidates for delegate (subject to confirmation that they are on the official roster), but will not be allowed to participate in the voting. 29

11.Nominate and Elect Delegates and Alternates Nominations for delegate can now be made, followed by the actual election of delegates. Individuals may nominate themselves and may also nominate others. Tracy nominates herself to be a delegate. Tracy also nominates her friend Sara Daykin to be a delegate and gives Saras phone # to secretary to be added on roster (if missing from roster) and into the minutes. Ballots are filled out, collected and counted. Both are elected delegates! Sara is not in attendance so the secretary highlights Sara's name in blue to indicate that she is nominated and elected a delegate in absentia. The secretary also fills out the Delegate Elections Results form. The secretary also circles Tracy Davis in Red pen to indicate that she was elected a delegate. blue Tracy nominates herself to be a delegate. Tracy also nominates her friend Sara Daykin to be a delegate and gives Saras phone # to secretary to be added on roster (if missing from roster) and into the minutes. Ballots are filled out, collected and counted. Both are elected delegates! Sara is not in attendance so the secretary highlights Sara's name in blue to indicate that she is nominated and elected a delegate in absentia. The secretary fills out the Delegate Elections Results form. The secretary circles Tracy Davis in Red pen to indicate that she was elected a delegate. Tracy nominates herself to be a delegate. Tracy also nominates her friend Sara Daykin to be a delegate and gives Saras phone # to secretary to be added on roster (if missing from roster) and into the minutes. Ballots are filled out, collected and counted. Both are elected delegates! Sara is not in attendance so the secretary highlights Sara's name in blue to indicate that she is nominated and elected a delegate in absentia. The secretary fills out the Delegate Elections Results form. The secretary circles Tracy Davis in Red pen to indicate that she was elected a delegate. Tracy nominates herself to be a delegate. Tracy also nominates her friend Sara Daykin to be a delegate and gives Saras phone # to secretary to be added on roster (if missing from roster) and into the minutes. Sara is not in attendance so the secretary highlights Sara's name in blue to indicate that she is nominated in absentia. Ballots are filled out, collected and counted. Both are elected delegates! The secretary fills out the Delegate Elections Results form. On the official Roster, the secretary circles Tracy Davis and Sara Daykin in Red pen to indicate that they were elected as delegates. blue 30

Sara Daykin TD Sara Daykin (Born 1967) Scotts Pl NE, ABQ YELLOW Highlight = In Attendance at ward meeting. BLUE Highlight = DID NOT attend ward meeting but was nominated as a delegate. CIRCLED IN RED Pen = Person was elected as a delegate. YELLOW BLUE 31

Care should be exercised that individuals nominated DO appear on the official ward roster of registered Democrats and do NOT appear on the list of automatic delegates. Remember that State Central Committee members are automatic delegates and do not count against the wards allocation; ward chairs who are not SCC members are also automatic delegates but DO count against their wards allocation. The temporary Credentials Committee can assist the chairperson by dividing up the official roster for confirmation of names of nominees who are not present at the meeting. If an individual who is not present and is nominated an X or should be marked on the line in the roster for the persons initials. 32

Individuals who would be unable to fully participate in both the County Pre-Primary Convention and the State Pre-Primary Convention should NOT allow their names to be placed in nomination. Remember that there are no proxies allowed at the conventions, per state rules, and absent delegates accomplish nothing more than making it difficult to achieve a quorum. 33

As each individual is nominated and confirmed as eligible, the Chairperson should record the nominees name on the large section of butcher paper from the packet while the Secretary records the same information on the Nomination & Tally Worksheets. The name recorded should be exactly as it appears in the official roster (no nicknames, please). 34

Ward 10 A Nominations of Delegates Ward 10 A Nominations of Delegates Tracy Davis Tracy Davis Sara Daykin Sara Daykin (Butcher Paper) Tracy Davis Sara Daykin

When no additional nominations are forthcoming a motion to close nominations, followed by a second and vote for closure should be made. 36

Then the voting for delegates can begin. Voting will be by secret ballot ONLY: 37

Each attendee in the ward will write their choice of a delegate (may be themselves, if theyve been nominated) on a ballot. Ballots will be gathered, counted and recorded on the listing created and maintained by the Secretary. 38

b)If a single individual has the highest number of votes, that person is elected and the number of remaining positions to be filled is decreased by one. c)If multiple nominees are tied for the highest number of votes, and that number of nominees is less than or equal to the number of remaining positions, those nominees are elected and the number of remaining positions to be filled is decreased by the number elected. d)If multiple nominees are tied for the highest number of votes, and that number of nominees is greater than the number of remaining positions, the tie must be broken by drawing lots. The ¼ deck of playing cards provided in your packet should be used for this purpose. 39

If, after the above process, there are still unfilled positions, repeat b., c., or d.... whichever is appropriate... with the next highest number of votes and continue until all positions have been filled. The names of those elected, as well as the number of votes they received and the card drawn for any tiebreaker should be recorded on the election results sheet. The same information should also be recorded in the appropriate column of the official ward roster. On the ward roster highlight their name in yellow who are delegates. 40

Please Record Your Results In BOTH of These Places!!! TD Tracy Davis TD Sara Daykin (Born 1967) Scotts Pl NE, ABQ Sara Daykin

Any nominee who receives at least one vote but is not elected as a delegate will be listed as an alternate delegate. Alternates should be listed on the official results sheet in order based on number of votes and then by the card for any tiebreaker. The pecking order for all alternates must be established, so use the cards as necessary. Write an A after their name on the roster to signify that they are and Alternate. 42 Alternates

Linda Day A 100 TD Sara Daykin (Born 1967) Scotts Pl NE, ABQ Linda D Day (Born 1948) – 6625 Hallmark Ave NE, ABQ LD A 43 Record Election Results for Alternates

12.Elect member of Convention Credentials Committee Once the delegates have been elected, there exists one additional position for the ward to fill. Each ward is entitled to one seat on the Convention Credentials and Rules Committee. Nominees for this position must be from among the list of elected and automatic delegates to the convention. Election of the member of this committee should, once again, be by secret ballot. 44

13.Submit, discuss and adopt resolutions Once all the elections have been completed all used ballots and contested ballots must be placed in the appropriate envelopes and sealed. Then, any member of the ward may submit resolutions. Submitted resolutions should be discussed and voted on at this time. Any resolutions adopted by the ward should be inserted in the packet. 45

14.Conduct other business Any other business of the ward can then be conducted. 46

15.Adjourn the meeting With all ward business complete, the chairperson should ask if theres a motion to adjourn, followed by a second and a vote to adjourn. When adjournment is declared the chairperson should thank those who participated, and encourage continued participation in party affairs. The chairperson and secretary should double- check to ensure that all meeting documentation is completed. 47

16.Collect all materials and clean-up site Collect ALL materials used, and clean up the site to the best of your ability. Remember that we are guests in the schools and community centers that were using, and we want to see to it that were welcomed back again next year. All materials used in the election process must go into the WHITE envelope, and sealed. 48

2014 Pre-Primary Convention Thus Ends the DPBC Training for Ward Meetings The next few slides are examples. It is suggested that you print the next 2 for the use of your temporary Credentials Committee. 49

Sara Daykin TD Sara Daykin (Born 1967) Scotts Pl NE, ABQ yellow EXAMPLE Tracy Davis walks in to participate in the Ward 100 meeting. She signs her initials on the Official List (Roster) and fills out the Sign-in Sheet. The temporary credentials person highlights her name and address in yellow to show that Tracy is in attendance. blue Tracy nominates herself to be a delegate. Tracy also nominates her friend Sara Daykin to be a delegate and gives Saras phone # to secretary to be added on roster (if missing from roster) and into the minutes. Sara is not in attendance so the secretary highlights Sara's name in blue to indicate that she is nominated in absentia on the Official List (Roster). Ballots are filled out, collected and counted. Both are elected delegates! The secretary fills out the Delegate Elections Results form. The secretary circles Tracy Davis and Sara Daykin in Red pen to indicate that they were elected as delegates. Tracy Davis 7123 Red Hawk Rd NE None

51 Marking the Roster

EXAMPLE OF DELEGATE ELECTION For this example well use a hypothetical ward that has an allocation of ten delegates. The ward also has two individuals who are members of the State Central Committee, but the ward chair is NOT an SCC member. The two SCC members are automatic delegates, and do not count against their wards allocation. The ward chair is also an automatic delegate, but since shes not an SCC member she counts against the allocation, leaving the ward nine positions (allocation of 10 minus one) to be filled by election. 52

EXAMPLE OF DELEGATE ELECTION 20 members of the ward show up for the meeting and nominate 15 members to fill the nine remaining positions. When the voting is done one individual has received three votes, three individuals have received two votes each, and eleven individuals each received one vote. 53

EXAMPLE OF DELEGATE ELECTION Since the highest number of votes is three, received by one person, that person is elected, leaving eight positions remaining to be filled. The second highest number of votes was two, with three individuals tied with that number. Those three individuals are elected, leaving the ward with five remaining positions to be filled. 54

EXAMPLE OF DELEGATE ELECTION With 11 people tied for the five remaining positions, the chairperson pulls out the ¼ deck of playing cards and shuffles the 13 cards included. The 11 individuals who had each received one vote will each draw a card. The five individuals holding the highest cards become delegates. The remaining six nominees, by virtue of having gotten at least one vote, are designated as alternates. 55