INSTRUCTIONSFORCONDUCTINGACOUNTYASSEMBLY/CONVENTION
Theseinstructionsarequitelengthy,andareintendedtoassistyouoneverystepofyour2016
assembly/convention.Pleasereadtheseinstructionsthoroughlyandcarefully.Contactthestateparty
staffifyouneedmoreexplanationforanymatter.Thephonenumberis303-623-4762.
InPresidentialyears,anAssembly/Conventionisheld.Thepurposeofthecountyassemblyisto
nominatenon-presidentialcandidates(statehouse,statesenate,countyoffices)whowillbeplacedon
theJune2016Primaryballotandapprovalofthecountyplatform;thepurposethecountyconventionis
forcontinuingtheprocessofelectingdelegatesandalternatestotheCongressionalDistrictConvention
andtheStateConvention.
In2016,delegates/alternatestotheCountyAssemblyarebasedonthehighestcontestedrace,orif
there’snocontestedraceinyourcountyConventiondelegatescanbeallocatedasAssemblydelegates.
Delegates/alternatesfromtheCountyAssemblytotheStateAssemblyarebasedontheCURegent
Race.ItwillbebetweenAliceMaddenandUncommitted.
Delegates/alternatestotheCongressionalAssemblyarebasedontheCongressionalraceinyourdistrict.
Delegates/alternatestotheCountyConvention,theCongressionalConventionandtheStateConvention
arebasedonthePresidentialPreferencepolls.
SecretballotsorproxiesarenotpermittedatanylevelofanyoftheAssembliesortheConventions.
Whatyouwillneed:
• CandidateAcceptanceandDesignationbyAssemblyforms(obtainfromlocalCountyClerkand
Recorder)
• Notary
• Signinsheets
• CredentialsCommittee
• PermanentOrganizationCommittee
• Parliamentarian
APPOINTMENTOFASSEMBLY/CONVENTIONCOMMITTEES
TheCountyChairmustappointmembersoftheAssembly/ConventionPermanentOrganizationand
CredentialsCommittees,whicharedifferentcommitteesfromthestandingcommitteesyoumayhavein
yourcounty.TheCountyChairmayalsoappointaPlatform/ResolutionsCommitteetoprocessand
reportresolutionsfromthecaucustotheCountyAssembly.Becausethesecommitteesmayhave
significantworktodobeforeyourassembly/convention,itisadvisabletoappointthemassoonas
possible.Youmayalsowanttoincludeabalanceofrepresentationfromamongmajorcampaigns.
Membersmustbedelegatesoralternatesofthecountyassembly/convention.Thenumberofmembers
maybedeterminedbythecountypartysubjecttothefollowingprovisionsfromStateRules,Partthree,
ArticleV:
a.County.Committeesshallconsistofonememberfromeachelectiondistrictorwardasthe
casemaybe.Incountieswithoutofficialelectiondistrictsorwards,themembershipshall
consistofnotfewerthan5normorethan15members,nomorethanoneofwhomshallbe
fromthesameelectionprecinct.
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DELEGATEMAILINGTOASSEMBLY/CONVENTION
Aftertheprecinctcaucus,immediatelycollectthename,address,phonenumber,e-mail(ifapplicable)
andapreferenceofeachdelegateandalternatetothecountyassembly/convention.Thetotalof
delegates/alternatesmaybelowerthantheallocatednumberofdelegates/alternatesifeachprecinct
doesn’tfillallofitsdesignatedslots.Thetotalyoureceiveatcaucusresultsisthetotalnumberof
delegates/alternatetoyourAssembly/Convention.Slotsmaynotbefilledafterthecaucushas
adjourned.Somedelegates/alternatestotheassemblymaybedifferentthanthosetotheconvention.
Assoonasyouhavethecaucusresults,preparethenotificationforthe“call”tothecounty
assembly/convention.A“call”isthenotificationtothedulyelecteddelegatesandalternatestothe
countyassembly/countyconvention.YoumustprovidethecalloftheCountyAssembly/Conventionat
least10daysbeforethemeeting.Thecallincludesthetime,dateandplaceoftheeventandacopyof
theagenda.The“call”orthenotificationfortheAssembly/Conventionmaybemailedor(undernew
statepartyrules)e-mailedwithcertainrequirements.Ifyoue-mail,askforareturnreceipttoreflect
confirmationofthenotice.Ifnoreceiptisreceivedwithin5days,thena“call”shouldbemailedto
provideforthe10-daynotice.
IncludeintheCallalistofotherassembliesthatwilltakeplaceinconjunctionwiththecountyassembly.
CountypartiesareresponsiblefortheCallstodistrictassembliesforlegislativeandjudicialdistricts
whollywithinthecountyandforcountycommissionerdistrictassemblies.Youmayrecessyourcounty
assembly/conventioninordertoconductdistrictassemblies.Ifso,includethatonyouragenda.
COUNTYASSEMBLY/CONVENTIONAGENDA
"Thefollowingitemsmustbeincludedontheformalagendaofallassemblies/conventions,howeverthe
orderofsuchbusinessshallberecommendedbythecommitteeonpermanentorganization,subjectto
theapprovaloftheassembly:[StatePartyRules)
AssemblyAgenda
Thefollowingitemsmustbeincludedontheformalagendaofallassembliesandconventions,however,
theorderofthebusinessshallberecommendedbythecommitteeonpermanentorganization,subject
totheapprovaloftheAssembly/Convention.Youmayintermixtheassemblyandconventionby
recessingoneandconveningtheotherdependingontheagendaandtheorderinwhichbusinessis
conducted.
Assembly:
1. CalltoorderbytheChairoftheCentralCommitteeandreadingofthecalltoorder;
2. Selectionoftemporaryofficers;
3. Calltheroll;
4. Reportsofthecommitteeoncredentialsandpermanentorganization;
5. Actiononreportsofcommitteesoncredentialsandpermanentorganization;
6. Electionofpermanentchair,secretaryandotherofficers;
7. Reportofcommitteeonresolutions
8. Designationofcandidatesfordirectprimaryelection;
9. Establishmentofacommitteetofillvacanciesinnominationsforpublicoffice;
10. Selectionofdelegatestosubsequentassemblies;
11. ApprovalofPrecinctCommitteepersons
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12. Ratificationofselectedcandidates
13. ElectionofmemberstotheStatePermanentOrganizationandStateCredentialCommittees
14. Recess
ConventionAgenda
Convention:
1. Calltoorder
2. SelectionofConventionofficers
3. RollbytheCounty
4. CredentialsCommitteeReportandaction
5. SelectionoftheDelegatestosubsequentconventions;
6. otherbusiness
7. adjourn
Thefollowingarespecific:
• Youwillcallthemeetingtoorderandthenacceptamotionfortemporaryofficers(achair,vicechair,andsecretary).Thisisgenerallytheofficersofthecentralcommittee,butyouneeda
motionbecausetheassemblymaychoosewhoitwants;
• Atthatpoint,youshouldhaveacountofthosepresenttodeclareaquorum.Aquorumis40%
ofthegreatestwholenumberofcertifieddelegatestotheassemblyorconvention.Youmust
declareaquorumpresentinordertoconductanybusiness;
• Nominationofcandidatesrequiresamajorityvote(50%plus1)foraquorum.
• Youwillthenproceed(inthisorder)withthe:
1. ReportsofCredentials(reportthatalldelegateswereproperlyseatedorifanychallenges
thecommitteewillreportthechallengesandtheproposedresolution;
2. ThePermanentOrganizationCommitteeReport,whichsetstherulesofthemeetings.Your
permanentorganizationreportmaybeacombinedreportforboththeConventionand
Assembly.Itmayincludetheselectionofpermanentofficers,oryoumaydothatbya
separatemotion.A"recess"ontheagendamaybenecessaryifyouhaveadebateandvote
oncredentials.Theremainderoftheagendacanbedoneinanyorderrecommendedbythe
PermanentOrganizationCommittee.
YoumustelectmemberstoboththeStateandCongressionalPermanentOrganizationandthe
CredentialsCommitteesforboththeStateAssembly/ConventionandtheCongressionalDistrict
Assembly/Convention.Thesemaybedoneat-largeorthroughyoursubdivisions.
TheStatePartywillinformyouatalaterdateofthedateandlocationofthestatecommittees
meetings.Whenthedateandlocationisdisclosed,besuretomakeanannouncementsoyourcounty
willberepresented.TheCDchairwillinformyouwhentheappropriatecommitteesforthe
CongressionalDistrictwillbemeeting.
CREDENTIALSCOMMITTEEANDCHALLENGES
Makesureyouhaveyourcountycredentialscommitteeestablished.Staterulesrequirethatthecounty
chairmustappointthemembersofthecredentialscommitteefromamongthedelegatesandalternates
electedtothecountyassembly/convention.Nospecificnumberformembersofthiscommitteeis
defined,butyoushouldappointthemearlyenoughsothecommitteecanconductitsbusinesspriorto
thecountyassembly/convention.Obviously,youshouldnotappointanyonewhoisapartytoa
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credentialchallenge.
Ifthereisachallenge,thecredentialscommitteemustmeetandmakearecommendationtothe
assembly/convention.
Therulesondisputesfollow[PartThree,ArticleVI,B-3-c].
1. Thecommitteemayscheduleahearingatwhichinterestedpeoplemaypresenttheirviews.
2. Optionsforaction.Thecommitteemay,upondeterminationofavalidchallenge,takeanyone
ormoreofthefollowingactions:
(a) Denycertificationtothechallengeddelegateordelegates;
(b) Requireanewlistfromtheappropriatechair;
(c) Reallocatevotesamongunchallengeddelegates;
(d) Certifyalternatedelegatesordelegations;
(e) Certifyanalternatedelegation;
(f) Allocatefractionalvotes;
(g) Anyotheractionthatinsuresfairrepresentationofthemembersoftheunitfromwhich
thedelegateordelegateswereselected.
3. Report.Thecommitteeshallmakeitsreportpublicassoonaspossibleandthereportshallbe
madepublicpriortotheopeningoftheassemblyorconvention."
Ifadelegateoralternateischallenged,thosepersonsmaynotvoteuntilthedisputeisresolved.The
CredentialsCommitteewillmakeitsreport.Itshouldfirstreporttoseatallnon-challengeddelegates
andalternates(andifyouhavenochallenges,that’sit).Thenitshouldreportontheirrecommendations
onanydisputes.Thecommittee’srecommendationisthemotionbeforetheassemblyandthegroup
votesthatrecommendationupordown.Thecommitteemayhaveoneormoremajorityreportsif10%
oftheCredentialsCommitteevotedforaspecificreport.Dominorityreportsfirst(sincetheyare
motionstoamendthecommitteereport)andconsideronemotionatatime.Themotionshouldstate
thechallengeandtheresolutionsothevoteoftheassemblywillbealegitimatedecision.The
Committeemustalsorecommendratificationofallprecinctcommitteepeopleelectedatthecaucuses.
SEATINGOFDELEGATESANDALTERNATES
Youmustsetupasystemforregistration.Incountieswithdistrictbreakdownsitisbesttohave
delegatesandalternatesregisterthroughthesedistricts.Registrationmustbedonepriortothestartof
yourmeeting,andyoumustprovideawaytodifferentiatebetweendelegatesandalternatestothe
assemblyandtheconvention.Theuseofdifferentcolorbadgesbetweendelegatesandalternatesand
differentcoloredbadgesbetweentheassemblyandconvention(ifyourdelegates/alternatesare
different)isonewaytohelpinthisprocess.
Pleasehaveplentyoftrainedvolunteerstohelponregistration;therewillbemanynewparticipantsand
wewanttheirfirstexperiencetobepositive.Youmustkeepalistofalldelegatesandalternateswho
actuallyregister.Thisiscriticalforanumberofreasons.Thepreferencepollresultsandnominating
resultsarebasedonthetotalnumberofcertifieddelegates(andalternatescredentialedtovote)atthe
assembly/convention
Adelegatearrivinglateimmediatelyreplacesthealternatecredentialedtovoteforhimorher.Youmust
knowatalltimesthatareeligibleandvoting.Ifyouhaveadelegateoralternatewhoisonlyanassembly
orconventionmember,besuretonotethatsothepersononlyparticipatesonthecorrectlevel.In
countieswithdistricts,useyourdistrictofficersasfloorleaders.Ifnecessary,assignandtrainpeopleto
workforyouattheassembly/convention.
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Again,followtheDelegateSelectionplanfortherequirementsforseatingofalternatesasfollows.
1. First,anyalternatespecificallyelectedasanalternatetoaspecificdelegatewhoisabsent;
2. Second,alternatesshallbeseatedindescendingorderofvotesreceivedwithinacandidate
preferencegroup[fromthejurisdictionwhichelectedthedelegate];
3. Third,ifacandidatepreferencegroupcannotseatallofthedelegatestowhichitisentitled,the
unfilledseatsshallbeproportionatelydividedamongremainingcandidatepreferencegroups
withinthesameconventiondelegates;
4. Fourth,alternatesshallbeseatedatthediscretionoftheChairofthecounty[orjurisdiction]
delegation.
PERMANENTORGANIZATIONREPORT
Thepermanentorganizationcommitteewillwriteandrecommendalltherulesfortheconductofyour
Assembly/Convention.Aswiththecredentialscommittee,thecountychairappointsmembersfrom
amongthedelegatesoralternatestotheassembly/convention.Althoughmanyoftherulesaredefined
foryouinthenationalrules,stateplanorstaterules,youdohaveanumberofitemstodecide.
1. Thetimeofyourpreferencepolls,ifneededtoelectdelegatestohigherassemblies.Thismaybe
doneatcheck-inwithaspecifictimeallottedtochangethepreferenceormayalsobedoneby
signedballot.Signedballotsmustberetainedincasetherearequestionsatalatertimeora
challengefromapresidentialcampaign.
2. Discussionofplatformresolutions.
3. Seatingofalternates
4. Howmuchtimewillbegiventocandidatesfornominatingspeeches.
5. Otherbusiness.
Youcanhaveonepermanentorganizationcommitteereporttocoverallevents(i.e.
assemblies/conventions)conductedthatday.Remembertodefinethedulyaccrediteddelegatestothe
assembly/conventionasthosepersonselectedbytheirprecinctcaucuswhoregisterandaregiven
credentialstovote.Thetotalnumberofthesepersonsisimportantforpreferencepollsanddesigned
ballotsaswellasquorum.
PREFERENCEPOLLFORSTATEASSEMBLY
YouwillhavetoconductapreferencepollfortheselectionofdelegatestotheStateAssembly.In
accordancewiththeapprovedDelegateSelectionPlan,thepollwillbebasedonapreferencepollonthe
higheststate-widerace.
IfthereisacontestfornominationinaCongressionalDistrict(U.S.HouseofRepresentative)a
preferencepoll,canbetakentoelectthosedelegatestothecongressionaldistrictassembly.
Whetherornotadelegatehascomefromthecaucuswithastatedpreference(uncommittedisa
recognizedpreference),thatpersonisnotrequiredtomaintainthatpreference.Inconductinga
preferencepoll,pleaserememberthefollowing:
1. Besuretohavethetotalpossiblevotesinyourcounty.Thehighestpossiblevoteisbasedonthe
numberofdelegateselectedattheprecinctcaucuses.Thetotalcertifiedisthehighesttotalof
thosewhowereelected,registeredattheassembly,andweregivencredentials-tovote.Thisis
thenumbertodeterminepercentagesinpreferencepollsanddesignationballots.
2. The15%thresholdappliesasitdidattheprecinctcaucus.Apreferencemustreceive15%ofthe
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totalvotestoreceivedelegatestothecongressionalorstateassemblies.
3. Incountieswithelectiondistricts,youmaytakethepollbydistrict.However,the15%threshold
appliestothecounty-wide(orcongressionaldistrict)total.
4. Establishnotonlythetimeforthepoll,butalsoacut-offtimeduringwhichalternatesmayvote
fordelegatesnotinattendance.Youmustalsoestablishacut-offtimeforthepollafterwhich
noonevotes.
Therearemanywaystoconductapollandwhilenotrecommendingaparticularmethod,herearesome
optionsforyoutoconsider.
1. Establishatimeontheagendaforthepoll.Distributeballotsatthattimethroughyourfloor
leaderswiththenecessarycut-offtime.
2. Conductapollduringregistration.Whenadelegateregisters,heorshevotes.Withthisinthe
callandapre-determinedpre-writtentimeforvotingalternatesyouhavefollowedthecorrect
procedure.
3. Allowadelegatetochangeavote.Thepolliscalledfor"x"timewithalongenoughtimeframe
toallowforavotechangeincaseadelegateoralternatehaschangedhisorhermind.Youstill
needtoestablishafinalcut-offtime.
Whenadelegatevotes,youmustgivehimorhersometypeofabadgeindicatingthepreference.Thisis
basedonwhatthedelegatetellsyou(oryourvolunteers).Itisnotbasedoncaucusresults.Thedelegate
mayvoteforonepreferenceanddeclareforanotherandthatislegal.Thisbadgeallowsthepersonto
participateinthepreferencecaucus.Youmayusecolorcodes,namesoranythingthatclearlydefines
theperson'spreference.Youmaydothisatregistration,butifyouconductyourpolllatertoallowfor
changes,thebadgemustreflectthefinaldecisionofthedelegate.Ifyouhaveonetimetovote,givethe
codethen.Ifyouallowforchanges,youmustprovideforchangesinthecode.Thebottomlineisthe
codereflectswhatthedelegatetellsyouatthetimeofthepreferencepoll.
Afterthepollisfinished,youmusttabulatealltheresultsanddeterminetheallocationofdelegatesto
thecongressionalandstateassemblies.Aworksheet(thesamemathworksheetforthecaucuses)
shouldbeused.Provideacalculatorandusethisworksheettoallocatethedelegatesamongthe
candidatepreferences.Itisrecommendedthatyoualloweachcandidateorpreferenceinvolvedinthe
preferencepolltohaveonepersonassignedtomonitoryourcalculations.Havetherepresentativessign
thefinalallocationworksheets.Whenthisiscompleted,announcetheresultstoyourassembly.
NUMBEROFDELEGATESTOASSEMBLIES
Thenumberofdelegatesfromcountytostate,alongwiththenumberofdelegatestotheCongressional
Districts,Multi-countyHouse,SenateandJudicialDistrictshasbeene-mailedtoallCountyChairsandis
ontheStatePartywebsite.Youmayelectanequalnumberofalternates.Ifyouhavenotreceivedyour
copy,pleaseimmediatelynotifytheStateParty.
Ifanallocationisrequiredforanydistrictassemblydelegates,takeapreferencepollfirst.Then
determinetheallocationusingthemathworksheetinthismemo.Whetheryouelectcounty-wideorby
electiondistrictswithinthecounty,breakintopreferencegroupstoelectthenumberofdelegatesand
alternatesallocatedtoeachpreference.
Ifacontestedraceisparticularlydivisive,besuretohaveacontactpersoninyourcountyforeach
applicablepreference.Youmustdesignateapersontoactaschairoftheuncommittedpreference.Itis
importantyouhaveacontactpersonineachpreference.Youthenhaveonepersontotrainandcanfeel
comfortablethatpersonknowstherules.
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Ifyouelectyourdelegatesthroughdistricts,besuretoapportionthedelegatestothecongressional
assemblyinthesamemannertheywereapportionedtothestateassembly.Eachpreferencemusttake
intoaccountouraffirmativeactiongoalsandmustdividetheirdelegatesequallybetweenmenand
women.Alternatesarenotasubstitutefordelegatesonaffirmativeactiongoalsorequaldivision,but
mustalsomeetthesegoals.
Inordertoparticipateinapreferencegroup,thedelegateoralternatemustbewearingthecorrect
preferencecoding(ifyouusecodedbadges).Theexceptiontothisisanypreferencethatdoesnotmake
15%.Peopleidentifiedinapreferencethatdidnotmakethe15%thresholdmayfullyparticipateinany
otherpreferencegroup,buttheyretainthecodetheyaskedfor.
Besuretoannouncethetime,date,andlocationsofallassemblies.Itisimportantforalldelegatesand
alternatestoparticipate.Theyshouldknowwhereandwheneacheventwillbe.Thechairof
congressional(orotherdistrict)willinformyouoftheparticulars.
Inorderforapersontobenominated,heorshemusthaveprovidedwrittennoticetotheappropriate
ordistrictchairatleast10dayspriortotheassembly.Countycandidateswritetocountychairs,
legislativecandidatestolegislativechairs,etc.Ifacandidatehasnotsupplieda'timelywrittennotice,
theassemblymayvotetosuspendtherulesbyamajorityvote(50%plus1)toallowtheperson'sname
tobeplacedinnomination.
Ifyouhavecountyraces,yourassemblywilldesignatecandidatesfortheprimaryballot.ANASSEMBLY
SHALLTAKENOMORETHANTWOBALLOTSFOREACHOFFICE.THEPRESIDINGOFFICERANDSECRETARY
OFTHEASSEMBLYSHALLCERTIFYEVERYCANDIDATERECEIVING30%ORMOREOFTHEVOTES.IFNO
CANDIDATERECEIVES30%ORMOREOFTHEVOTES,THERESHALLBEASECONDBALLOTCASTONALL
THECANDIDATESFORTHATOFFICE(LOWCANDIDATEDOESNOTDROPOFF!).IFONTHESECOND
BALLOTNOCANDIDATERECEIVES30%ORMOREOFTHEVOTESCAST,THETWOCANDIDATES
RECEIVINGTHEHIGHESTNUMBEROFVOTESSHALLBECERTIFIED.
The30%isdefinedasthosecertified.Asinpreviousyears,thisis30%ofallthosecertifieddelegates
whohaveregistered.Asstatedabove,thereisapossibilityofhaving2ballots.Thiswillhappenifnoone
gets30%onthefirstballot.Ifoneormorecandidatesget30%onthefirstballot,thereisonlyone
round.Ifnocandidategets30%onthefirstballot,thereisasecondandfinalvote.Ifanycandidates
receive30%ormoreofthevotesonthesecondballot,theyaredesignated.Ifnot,thenthetoptwo
votegettersaredesignatedfortheprimary.
COUNTYANDDISTRICTDESIGNATIONS
IMPORTANT
•
•
•
•
AFTERTHERATIFICATIONOFEACHDESIGNATEDCANDIDATEFORCOUNTYORDISTRICTLEVEL
PRIMARYELECTIONS,BESURETOHAVEEVERYCANDIDATEFILLOUTANACCEPTANCEOF
DESIGNATIONFORM.
THECHAIRANDSECRETARYOFTHEASSEMBLYMUSTFILLOUTANDSIGNACERTIFICATEOF
DESIGNATIONFORM.ALLOFTHESEFORMSMUSTBENOTARIZED,SOBESURETOHAVEA
NOTARYONHAND.BESURETOSENDTHESEFORMSIMMEDIATELYTOTHESECRETARYOF
STATEORTHECOUNTYCLERK.
PROVIDESTAMPEDASRECEIVEDCOPIESTOTHESTATEPARTYANDTHECANDIDATE.
THESTATEPARTYWILLFILEFORMSTOBEFILEDWITHTHESECRETARYOFSTATEIFYOUFAXA
COPYTOTHEOFFICE,ANDPROVIDETHESTAMPEDCOPIESTOTHECOUNTYCHAIRANDTHE
CANDIDATE.SENDTHEORGINIALCOPIESTOTHESTATEPARTYIMMEDIATELYASTHEORIGINAL
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DOCUMENTSWITHTHEORGINALSIGNATURESMUSTBEFILEDWITHTHESECRETARYOFSTATE.
WEWILLNOTFILEDESIGNATIONSANDACCEPTANCESFORCOUNTYLEVELRACESWITHTHE
COUNTYCLERKANDRECORDER.THESELOCALDESIGNATIONSANDACCEPTANCESSHOULDBE
HANDLEDENTIRELYONTHELOCALCOUNTYLEVEL.
IFTHESECRETARYOFSTATEORCOUNTYCLERKDOESNOTRECEIVETHECANDIDATEACCEPTANCE
FORMWITHIN4DAYSOFTHEASSEMBLY,YOUDONOTHAVEALEGALCANDIDATE.THAT'STHELAW--
NOEXCEPTIONS.THEPOSTMARKDOESNOTMATTER,THEFORMSMUSTPHYSICALLYBEINTHEOFFICE
WITHIN4DAYSAFTERTHEASSEMBLYadjourns.Designatedcandidatesshouldbewillingtosignafair
campaignpracticespledgeformwiththecountyclerkandrecorderifacountycandidateandthe
secretaryofstateifadistrictorstatecandidate.
ThejudicialdistrictswillnominatecandidatesforDistrictAttorney.Injudicialdistrictscomprisedofone
county,thecountyassemblydelegatesarethejudicialdistrictassemblydelegates.Youmay,however,
electdifferentofficersthanthecountyassemblydid.Thenominatingprocessandsigningofformsmust
bedonejustastheyweredoneforothernominations.
Injudicialdistrictscomprisedofmorethanonecounty,youwillelectdelegatesandalternatestothe
judicialdistrictassembly.Yourdistrictchairwillprovideyouwiththenumberofdelegatesand
alternatesyourcountyelects,andthedate,time,placeoftheassembly.Iftheraceiscontested,please
takeapoll.
AllStateHouseseatsandseveralSenateseatswillholdelectionsthisyear.Legislativedistrictsthatare
solelywithinonecountymustholdthelegislativeassemblyatsomepointduringthecountyassembly.
Thedelegatesandalternatestothecountyassemblyfromeachprecinctwithinthelegislativedistrict
areautomaticallythedelegatesandalternatestothelegislativedistrictassembly.Therulesfor
nominationsandsigningofformsarethesameforthecountyraces.
Ifyouhaveacontestedrace,Iwouldurgeyoutoworkwithlegislativeofficersandtrainthem
thoroughly.Youmaywanttodesignateaneutralobserverfromoutsidethedistricttositinonthose
assemblies.
Formulti-countylegislativedistricts,youwillelectdelegatesandalternatesfromthepartofthecounty
withinthatdistrict.Thelegislativechairswillprovideyouwiththenumberofdelegatesandalternates
anddate,time,andplaceofthosemeetings.Iftheraceiscontested,pleasetakeapoll.
VACANCYCOMMITTEES
YOUMUSTESTABLISHAVACANCYCOMMITTEEFOREACHASSEMBLY.THISPOINTCANNOTBEOVEREMPHASIZED.Thevacancycommitteemaybethecentralcommitteeiftheappropriatebody,butyou
mustestablishthisthroughyourassemblies.Youshoulddothisthroughamotionduringeachassembly
(county,judicial,legislative,etc.)orinthepermanentorganizationreport.
Withoutavacancycommittee,weloosetheopportunitytofillanunfilledpositionorchooseanew
candidateiftheoriginalresigns,moves,etc.Itisespeciallyimportanttocreatethevacancycommitteeif
youhavenocandidaterunningforoffice--sincetheycancertifyacandidatelaterifoneappears.Ithas
happened.Pleasemakethenecessarymotions.
ASTATEMENTSUCHAS,“THECENTRALCOMMITTEEISTHEVACANCYCOMMITTEE”WILLNOTSUFFICE
FORLEGALPURPOSES.WEMUSTHAVETHEINDIVIDUALNAMESANDADDRESSESSANDPHONE
NUMBERSOFEACHINDIVIDUALMEMBEROFTHEVACANCYCOMMITTEEINORDERTOMEETTHE
REQUIREMENTSOFTHELAW!
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Therehasbeenanefforttoprovideyouwithstep-by-stepproceduresforeachpartoftheprocessat
yourassemblies.Youmaycertainlyconducttheseeventsinanyorderthatbestsuitsyourneeds.Infact,
theconductofcontestedvotingandcountingballotswilltaketime.Inordertokeepyourevents
moving,planotheragendaitemsduringyourcounting.
1.
Inordertokeepaquorum,itisrecommendedyouintersperseexcitingeventsatthe
beginningandendoftheday.
2.
Forexample,conductanypreferencepollsbeforebreakingintopreferencegroupsorhaving
nominationsatonetimeorinterspersed.Remember,youwillneedtimetocount
preferencepollballotsandpossiblynominationballots.Electionofdelegatesandalternates
tostate,congressionalandothereventsmayalsotaketime.
3.
Whileyoumoveintooroutofsubordinateassembliesduringthecourseoftheday,you
mustannouncethespecificeventthatyouaredealingwith.Youragendashouldlistthe
eventsofthedayinorderandmustbeadoptedbytheassembly.Thereportormotionfor
permanentofficersshouldestablishonesetofofficers.Thenthepermanentchair,following
theagendawillannouncearecessofoneeventandcalltoorderanother.Youmustdothis
eachtime.Itistheonlywayyourparticipantswillbeclearastowhatisthecorrectitemof
business.
4.
SecretBallot.Secretballotsarenotpermittedatanylevel.Votingshallbeopenatall
meetings,assembliesandconventions.Paperballotsmustbesigned.Unsignedballotsare
notcounted.
5.
Whenyouconductanyballoting,useyourfloorleaders.Onpaperballots,distributeballots
toyourvolunteersjustbeforethevote.Givethemintheexactnumbertheyshouldhave
alongwithatallysheettorecordtotalvotescastandunusedballots.Havethefloorleaders
distributeballotscheckingallcredentials.Theballotsarereturnedtothefloorleaders,
checkedforsignatures,counted,recordedalongwithunusedballots,andreturnedtoyou
(orsomeoneyoudesignate).Thecountyandcongressionaldistrict(ifnecessary)countscan
bedonebythetallysheets.Haveyourfloorleaderscheckcarefully.Ifyouneedtousehand
tallies,yourfloorleaderscanalsohelpbycountingtheirownsections.
6.
Whenelectingdelegatesandalternates,youmaytakeonlyoneballot.Youmaydothisbya
showofhandsorpaperballotsoranymethodthatallowsyou-oryourvolunteers-to
count.Themethodyouchoosewilldependonthenumberofparticipantsandthenumber
ofpeopletobeelected.Theelectionisaplurality—thetopvotegettersaredelegatesand
thenextonesarealternates.Youmustprovideforequaldivisionbetweenmenandwomen
ineachpreferencegroup.Ifagroupgets10delegates,it’sthetop5menandtop5women
whoaredelegates;thenthenext5menandnext5womenarealternates.Ifit'sanodd
number(say17),havethepreferencegroupvotetodefinetheextradelegate(i.e.,whether
it'sanextramanorwomanwiththeexactalternatebeingoftheoppositesex,whetherthe
extradelegateisdeterminedbythemostvotescastwiththeextraalternateoftheopposite
sex,etc.).Thepreferencegroupsmustalsotakeouraffirmativeactiongoalsintoaccount
andmakeeveryefforttoelectpeoplerepresentativeofourdiversepopulation.
7.
Yourcountyassemblymayadoptanissuesplatform.Theassemblymayalsorecommend
certainissuesbeconsideredbythestateassembly.Ifso,thesemustbeforwardedtostate
headquartersimmediatelyforconsiderationbytheplatformcommittee.Youshould
designateaplatformcommitteeandthetimeframesfordebates.
8.
AtalllevelsofDemocraticPartyaffairs,stepsshallbetaken,ifpossibly,toprovidechildcare.
Whenchildcareisavailableforthesemeetings,reasonablenoticeshallbegiven.Thecaucus
chairperson,assemblychairperson,orpresidingofficershallberesponsibleforproviding
childcare.TheCommissionstronglyurgesthatchildcarebeprovidedonsiteandatloworno
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costtoparticipants.Groupsmaybecontractedtohelpare:YoungDems,teenagesonsand
daughters,adultunaffiliatedor"Hatched"voters,LeagueofWomenVoters,churchor
servicegroups,merchants,countysocialservicesdepartments.
Whenyourassemblyiscompleted,youstillhaveworktodo!
1. PreparethefollowinginformationfortheStateParty:
• DelegatesandalternatestotheCongressionalAssemblyandConvention
• DelegatesandalternatestotheStateAssemblyandConvention
• MemberstotheStatePermanentOrganizationcommittee
• MemberstotheStateCredentialscommittee
• Delegatesandalternatestothemulti-countyHouse,SenateandJudicialDistrictmeetings
• PleasenotifytheStatePartyifyouwillbeenteringthisinformationdirectlyintotheVote
BuildersystemorwillneedassistancefromtheStatePartytodothedataentry.Ifyouare
providingthestatepartywiththeinformation,youmaye-mailtheinformationorprovidea
legiblewrittencopy.Second-guessingthecorrectspellingofthename,address,phone,emailsimplydoesnotworkandwillonlycreateadelayormisrepresentationoftheindividual
participating.
2. Theaddressofthestatepartyheadquartersis:
ColoradoDemocraticParty,789Sherman,Suite110,DenverCO80203
Thestatepartymusthavecopiesofyourdesignationandacceptanceofnominationforyour
candidatesandmusthaveacompletelistofalldelegatesandalternateswiththeirpreferencelisted
totheCongressionalAssembly/Convention,theStateAssembly/Conventionandmulti-county
districts.Wecannotprovidenotificationtodelegatesandalternateswiththeirnames,addresses,
phonenumbers,e-mails,andtheassembly/conventiontowhichtheyhavebeenelected.
PleasemakesureyoudistinguishbetweentheDelegatesandtheAlternatessowecanclearlyprovide
therequiredinformationtothePresidentialcandidatesandmarkthemproperlyintheVANsystem.
Thismemohasbeenlonganddetailed,butthecountyassemblyandothereventsareoftencomplex.
Thepeopleatyourassemblyarethoseyoucountonforvotesandforhelp.Asmoothassemblycanbe
fun(foreveryone,exceptpossiblyyou!)Don'ttrytodoitalone—thereistoomuchtodo.
Becausethememoislongandcomplex,PLEASEDONOTHESITATETOCALLSTATEHEADQUARTERS
(303)623-4762ifthereissomethingyoudonotunderstand.
Thankyouverymuchforyourhelp.WelookforwardtoseeingyouattheStateAssembly/Conventionon
April15and16atTheBudweiserEventsCenterattheRanchinLoveland,Colorado.
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