Steps to a Successful Precinct Convention

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Step 1 to the State Convention

Why, When Where & Who?

• Why: The precinct convention is held to:1. elect delegates to the county/senatorial district convention,

and2. adopt resolutions for submission to the county/senatorial

district convention

• When & Where: 7:15pm on March 2, 2010 at the polling place of your precinct

• Who: any person who voted in the Democratic primary that day or

during early voting may attend his/her precinct convention. A person who comes late to the convention may still participate but may not change any decisions already made

Those arriving after Chair has announced eligible voters should be marked with * on Exhibit A.

How - Prepare

• Vote in the Democratic Primary

• Be sure a sign is posted at your polling place to announce the Precinct Convention

• Pick up the Precinct Packet and list of people who have voted from the election judge

How – Your Materials• Helpful hint: Bring a pen and some paper, and a coin with you.

• Packet will include:1. Information on Precinct #, Senatorial District, #

of Delegates allotted to the Precinct (this may be on a label on the outside of your packet) and information on where to return Precinct Convention Materials (Goes to your County Chair)

2. Excerpt of Texas Democratic Party Rules pertaining to Conducting the Precinct Convention, Parliamentary Procedure Guide

How- Precinct Convention Documents

1. Precinct Convention Minutes

2. Exhibit A (2010). Precinct Enrollment Sheet Please note: This form has a new format. It is for all precinct

convention attendees to sign in; there is no designation for Delegate or Alternate on this form (sign-in includes first name, last name, residence address with city or town, e-mail address and phone number)

Attendees sign this form after they are verified from voter roll

2.

How- Precinct Convention Documents

3. EXHIBIT G: 2010 DELEGATES TO COUNTY/SENATORIAL DISTRICT CONVENTION

Please note this form is new!

This is the list of the Delegates elected from your precinct convention

• First name, last name, residence address, city or town, e-mail and phone number should be listed

• Demographic information should be completed

• This form will be used to enter data into the Texas VAN, so please be sure names and information are complete and legible.

Number of Delegates listed on this form should not exceed number of Delegates allotted to precinct

How- Precinct Convention Documents

4. EXHIBIT H: 2010 ALTERNATES TO COUNTY/SENATORIAL DISTRICT

CONVENTION

Please note this form is new!

This is the list the Alternates elected from your precinct convention

• First name, last name, residence address, city or town, e-mail and phone number should be listed

• Demographic information should be completed

• This form will be used to enter data into the Texas VAN, so please be sure names and information are complete and legible.

Number of Alternates listed on this form should not exceed number of Delegates allotted to precinct

How: Conducting your Convention

• The precinct convention is called to order by the temporary chair, typically the precinct chair.

if the precinct chair is not available, any interested Democratic primary voter from the precinct may pick up the convention packet and convene the meeting as the temporary chair.

• The temporary chair appoints a temporary secretary and calls for all attendees to sign in on Exhibit A.

• All attendees must sign in on Exhibit A after it is verified that they voted in the primary election.

In non-presidential years, participants have an option of either signing in support of a "petition" of a particular "political preference" or signing in at-large.

How-Conducting Your Convention

• When sign-in of all in attendance is complete, the Temporary Chair then announces that this convention will be conducted in accordance with the Texas Election Code, and the Rules adopted by the Party in accordance with Section 163.002 of the Election Code; that the 2000 edition of Robert’s Rules of Order: Newly Revised, will govern parliamentary procedure; and that a copy of the Party Rules is available for inspection.

• The Temporary Chair then briefly explains the ways in which action at this convention would influence important Party action and decisions at subsequent conventions and reviews Party Rules governing Precinct Conventions. Announce that the County/Senatorial District Convention will take place on March 20, 2010 and provide location and time if you have it.

How-Conducting Your Convention

• The Temporary Chair next calls for nominations for Permanent Convention Chair, and the Temporary Secretary should list the individuals nominated on the Minutes form.

• The Temporary Chair conducts the election, and the Permanent Chair is elected by majority vote.

• The Temporary Secretary enters the name of the person elected as Permanent Chair on the Minutes form, and the person assumes position of Permanent Chair.

• The Permanent Chair then calls for nominations for Permanent Secretary, and those names are entered in the Minutes.

• The Permanent Chair conducts the election, and the Permanent Secretary is elected by majority vote. His or her name is entered on the Minutes.

How-Conducting Your Convention

• The Permanent Chair then announces the number of eligible voting members on the roll: (Total signed in on Exhibit A), and the number of delegates and alternates to the County or Senatorial District Convention that the Precinct is entitled to elect (this number will be on or in your packet).

• These numbers should be entered on the Minutes form.

Anyone who arrives after this point, may participate but may not change any previous decisions; their name is to be marked with an asterisk (*) on Exhibit A.

.

How-Conducting Your Convention

• The Permanent Chair announces that the Rules of the Texas Democratic Party, Art. IV.B.8(a)(3), provide that a precinct convention is to elect one alternate for each delegate that the precinct convention is entitled to elect.

• The Permanent Chair calls for nominations for the delegate and alternate slots in a number sufficient to fill both types of seats. (List on sheet of paper)

Qualified individuals not present at the convention may be submitted as nominations provided that person has requested that someone submit a nomination on his/her behalf . If elected, his or her name should be added to the appropriate exhibit as a delegate (Exhibit G) or alternate (Exhibit H), and further marked with a double asterisk (**).

• The precinct convention• attendees caucused as a whole to elect their delegates and alternates. The caucus of the whole held ONE election in which the highest vote-getters became• delegates and the next highest became alternates. Each eligible participant was allowed to cast ONE vote in the election for Delegate (TDP Rules• ART.IV.B.11(f)(4)).

How-Conducting Your Convention

• The precinct convention attendees caucus as a whole to elect their delegates and alternates. The caucus of the whole holds ONE election in which the highest vote-getters become delegates and the next highest become alternates. Each eligible participant is allowed to cast ONE vote in the election for Delegate (TDP RulesART.IV.B.11(f)(4)).

• If you have more nominees than slots, – remember gender requirement of at least 1/3 female and 1/3 male. – Try to get to some sort of agreement in event of tie; use coin flip or

draw cards or straws.

How-Conducting Your Convention

(Note: If caucuses are requested by petition, refer to the Rules of the Texas Democratic Party, Article IV.B.11, and the TDP Rules excerpt for appropriate procedures, which includes information necessary to calculate a caucus’s proportionate share of delegates. Caucuses shall meet separately to elect their proportionate share of delegates and alternates allocated to the precinct.

If agreement can’t be reached in election with no caucuses then the caucus system will have to be used.

How-Conducting Your Convention

• After the caucus of the whole transacted its business, the Permanent Chair announces the names of all the delegates and alternates elected.

• The Permanent Chair then instructs the Permanent Secretary to mark the names of all delegates and the names of all alternates on Exhibit G and Exhibit H, respectively.

• In the event an individual not present at the convention is elected a delegate or alternate, his or her name should be added to the appropriate exhibit as a delegate or alternate, and further marked with a double asterisk (**).

How-Conducting Your Convention

• The Chair then calls for nominations for Delegation Chair. The nominees are entered on the Minutes form.

• The Delegation Chair is elected by majority vote of the Precinct Convention, and his or her name is entered on the Minutes form.

• The Permanent Chair then calls for any resolutions to be considered for adoption by the convention.

Adopted Resolutions are attached to the Convention Minutes

• Being no further business a motion is passed to adjourn the convention.

How- Finishing Paperwork for Convention

• Upon adjournment, the Permanent Convention Chair and Permanent Secretary shall sign the Precinct Convention Minutes and include email and phone contact information in the spaces provided.

• In accordance with the Texas Election Code Section 174.027, the signed original and copies white (original) and yellow copies of the Precinct Convention Minutes and Exhibits A, G and H and adopted resolutions are to be delivered to the County Chair of your County (see precinct packet for address) (in person or by mail in the envelope provided) within three days after the date of this Precinct Convention.

• (Note: If the Convention Minutes and Exhibits are delivered by mail, the Election Code requires that the original and copies be deposited in the mail not later than the second day after the date of the Precinct Convention.) The County Clerk does NOT receive a copy of these records, nor maintain copies of these records.

How- Finishing Paperwork for Convention

• The County Party will enter the information from Exhibits A, G & Hinto the Texas VAN and then submit the forms marked SDEC to the State Party.

• The State Party has configured the Texas VAN for the appropriate codes to be indicated

• Registration forms for the County/Senatorial Conventions can be printed from the Texas VAN once the information is entered.

• Instructions have been sent to the County Chairs

Steps to a Successful Precinct Convention

• For more information, contact:• Bexar County Democratic Party

• 210-785-0962 • www.bexardemocrats.org

• Also information can be found at the Texas Democratic Party website:• www.txdemocrats.org