2012 Pre-Primary 2012 Pre-Primary ConventionConvention

DPBC Training for Ward MeetingsDPBC Training for Ward Meetings

Packet ContentsPacket Contents

Smaller Envelope w/ Materials Checklist AffixedSmaller Envelope w/ Materials Checklist Affixed Ward Official List of Registered Democrats Ward Official List of Registered Democrats

(Roster)(Roster)

21A100

JP

100

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.

1.1. Arrive on site (1/2 hour before Arrive on site (1/2 hour before the start of your meeting) _______the start of your meeting) _______

Doors to the facility being used Doors to the facility being used should be opened to the public should be opened to the public ½ hour early. Ward chairs ½ hour early. Ward chairs should insure that they have should insure that they have their sites ready for the public their sites ready for the public prior to the start time .prior to the start time .

2.2. Locate the correct areaLocate the correct area

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

3.3. Set up the tables, chairs and Set up the tables, chairs and materialsmaterials

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

4.4. Appoint a temporary ward Credentials Appoint a temporary ward Credentials CommitteeCommittee

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

Tracy Davis (Born 1969) – 7123 Red Hawk Rd NE, ABQ

DO NOT HIGHLIGHT The Bar Code!!!

TD

EXAMPLETracy 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

Tracy Davis 7123 Red Hawk Rd NE 87112 None 555-9876 tdavis@yahoo.com

5.5. Call meeting to order (no earlier than Call meeting to order (no earlier than time appointed) _______ & Pledge of time appointed) _______ & Pledge of

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

6.6. Read the CallRead the Call

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

7.7. Elect a temporary ChairpersonElect a temporary Chairperson

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

8.8. Appoint a SecretaryAppoint a Secretary

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

9.9. Receive & vote on the temporary Receive & vote on the temporary ward Credentials Committee’s reportward Credentials Committee’s report

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

10.10. Close Voter Certification (no less Close Voter Certification (no less than 30 minutes after Call to Order) than 30 minutes after Call to Order)

______________With the vote to accept the report of the With the vote to accept the report of the Credentials Committee voter certification will Credentials Committee voter certification will officially close. officially close. This should happen This should happen no lessno less than 30 minutes after the Call to Order, with the than 30 minutes after the Call to Order, with the time recorded both in the minutes by the time recorded both in the minutes by the Secretary and by the chairperson on the Secretary and by the chairperson on the checklistchecklist. . Individuals arriving after the Individuals arriving after the certification has closed will be allowed to certification has closed will be allowed to stay and observe the meeting, and can be stay and observe the meeting, and can be candidates for delegate (subject to candidates for delegate (subject to confirmation that they are on the official confirmation that they are on the official roster), roster), but will but will notnot be allowed to be allowed to participate in the voting.participate in the voting.

11.11. Nominate and Elect Delegates and Nominate and Elect Delegates and AlternatesAlternates

Nominations for delegate can now be Nominations for delegate can now be made, followed by the actual election of made, followed by the actual election of delegates. Individuals may nominate delegates. Individuals may nominate themselves and may also nominate others. themselves and may also nominate others.

blue

Tracy nominates herself to be a delegate. Tracy also nominates her friend Sara Daykin to be a delegate and gives Sara’s 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.The secretary circles Tracy Davis and Sara Daykin in Red pen to indicate that they were elected as delegates. 

blue

Sara Daykin 4522 33 3

TD

Sara Daykin (Born 1967) -7601 Scotts Pl NE, ABQ 555-1234

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.

YELLOWBLUE

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

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

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

(Butcher

Paper)

100

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

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

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

b)b) If a single individual has the highest number of If a single individual has the highest number of votes, that person is elected and the number of votes, that person is elected and the number of remaining positions to be filled is decreased by one.remaining positions to be filled is decreased by one.

c)c) If multiple nominees are tied for the highest If multiple nominees are tied for the highest number of votes, and that number of nominees is number of votes, and that number of nominees is less than or equal to the number of remaining less than or equal to the number of remaining positions, those nominees are elected and the positions, those nominees are elected and the number of remaining positions to be filled is number of remaining positions to be filled is decreased by the number elected.decreased by the number elected.

d)d) If multiple nominees are tied for the highest If multiple nominees are tied for the highest number of votes, and that number of nominees is number of votes, and that number of nominees is greater than the number of remaining positions, the greater than the number of remaining positions, the tie must be broken by drawing lots. The ¼ deck of tie must be broken by drawing lots. The ¼ deck of playing cards provided in your packet should be playing cards provided in your packet should be used for this purpose.used for this purpose.

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

Please Record Your Results Please Record Your Results In BOTH of These Places!!!In BOTH of These Places!!!

Tracy Davis 3985

33 3

TD

Sara Daykin (Born 1967) -7601 Scotts Pl NE, ABQ

Sara Daykin

4522

33 3

Any nominee who receives at least one vote but Any nominee who receives at least one vote but is not elected as a delegate will be listed as an is not elected as a delegate will be listed as an alternate delegate. Alternates should be listed alternate delegate. Alternates should be listed on the official results sheet in order based on on the official results sheet in order based on number of votes and then by the card for any number of votes and then by the card for any tiebreaker. Write and “A” after their name on tiebreaker. Write and “A” after their name on the roster to signify that they are and Alternate.the roster to signify that they are and Alternate.

Linda Day 6297 33 1 A

100

TD

Sara Daykin (Born 1967) -7601 Scotts Pl NE, ABQ

Linda D Day (Born 1948) – 6625 Hallmark Ave NE, ABQ LDA

12.12. Elect member of Convention Elect member of Convention Credentials CommitteeCredentials Committee

Once the delegates have been elected, Once the delegates have been elected, there exists one additional position for the there exists one additional position for the ward to fill. Each ward is entitled to one ward to fill. Each ward is entitled to one seat on the seat on the Convention Credentials and Convention Credentials and Rules Committee. Rules Committee. Nominees for this Nominees for this position must be from among the list position must be from among the list of elected and automatic delegates to of elected and automatic delegates to the convention. Only those who would the convention. Only those who would be available for scheduled meeting of be available for scheduled meeting of this committee at 6 PM on February this committee at 6 PM on February 24th.24th. Election of the member of this Election of the member of this committee should, once again, be by committee should, once again, be by secret ballot.secret ballot.

13.13. Submit, discuss and adopt Submit, discuss and adopt resolutionsresolutions

Once all the elections have been Once all the elections have been completed all used ballots and contested completed all used ballots and contested ballots must be placed in the appropriate ballots must be placed in the appropriate envelopes and sealed. Then, any member envelopes and sealed. Then, any member of the ward may submit resolutions. of the ward may submit resolutions. Submitted resolutions should be Submitted resolutions should be discussed and voted on at this time. discussed and voted on at this time.

Any resolutions adopted by the ward Any resolutions adopted by the ward should be inserted in the packet for should be inserted in the packet for transfer to Head Quarters that day.transfer to Head Quarters that day.

14.14. Conduct other businessConduct other business

Any other business of the ward Any other business of the ward can then be conducted.can then be conducted.

15.15. Adjourn the meetingAdjourn the meeting

With all ward business complete, the With all ward business complete, the chairperson should ask if there’s a chairperson should ask if there’s a motion to adjourn, followed by a motion to adjourn, followed by a second and a vote to adjourn. When second and a vote to adjourn. When adjournment is declared the adjournment is declared the chairperson should thank those who chairperson should thank those who participated, and encourage participated, and encourage continued participation in party continued participation in party affairs.affairs.

16.16. Collect all materials and clean-up Collect all materials and clean-up sitesite

Collect Collect ALLALL materials used, and clean up materials used, and clean up the site to the best of your ability. the site to the best of your ability. Remember that we are guests in the Remember that we are guests in the schools and community centers that we’re schools and community centers that we’re using, and we want to see to it that we’re using, and we want to see to it that we’re welcomed back again next year. welcomed back again next year. All All materials used in the election process materials used in the election process must go into the WHITE envelope, and must go into the WHITE envelope, and sealed. Then must be given to the sealed. Then must be given to the County party representative who will County party representative who will insure that all materials are returned insure that all materials are returned to DPBC Headquarters.to DPBC Headquarters.

2012 Pre-2012 Pre-Primary Primary

ConventionConventionThus Ends the Thus Ends the

DPBC Training for Ward MeetingsDPBC Training for Ward Meetings

The next few slides are examples.The next few slides are examples.It is suggested that you print the It is suggested that you print the next 2 for the use of your temporary next 2 for the use of your temporary Credentials Committee.Credentials Committee.

EXAMPLE OF DELEGATE ELECTIONEXAMPLE OF DELEGATE ELECTION

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

EXAMPLE OF DELEGATE ELECTIONEXAMPLE OF DELEGATE ELECTION

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

EXAMPLE OF DELEGATE ELECTIONEXAMPLE OF DELEGATE ELECTION

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

EXAMPLE OF DELEGATE ELECTIONEXAMPLE OF DELEGATE ELECTION

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