February 2016
City and County Committee Delegate Selection Procedures
DelegateSelectionCaucusProceduresGuide
TheDemocraticPartyofVirginia
INTRODUCTION
VirginiaisaPrimaryandCaucus/Conventionstate,meaningthatdelegatesandalternatestotheNationalConvention
arechosenthroughaseriesofsteps.Howthosedelegatesandalternatesareallottedtocandidatesisbasedonthe
March6thPrimaryresults.
Pleasekeepinmindthattherearetwokindsofdelegates:statedelegates(electedatthelocalcaucus,thenproceed
tothedistrictandstateconventions)andnationaldelegates(electedateitherthedistrictorstateconventionstogo
tothenationalconvention).Herearethefourmainsteps:
§
CountyandcitycaucuseselectstateconventiondelegatesheldoneitherApril16thbeginningat12:00noonor
April18thbeginningat7:30p.m.(Note:thereisnoflexibilityinthis–youmustholdyourcaucusononeofthese
twodatesatthespecifiedtime).Insomejurisdictions,thefirststepcaucusescanbeheldattheprecinctlevelto
befollowedbyacityorcountyconventionthatelectstheactualstateconventiondelegates.Countiesandcities
holdingunassembledcaucusesareencouragedtoallowearlyvoting(in-personabsentee)atalocationon
Thursday,April14th,beginningat7:00pm.
§
CongressionaldistrictconventionsheldonMay7th,May14th,or,May21st(thisisthefirstplacewherepeople
canfiletobenationaldelegatesandwherethestatedelegateswillelectnationaldelegates).NOTE–youdon’t
havetobeastatedelegatetofilefornationaldelegate);and,
§
StateConventionheldonJune18thinRichmond(thesecondandlastplaceforpeopletofiletobenational
delegates).
§
ThefinalstepisfortheVirginiadelegationtoattendtheNationalConventionheldonJuly25th–28thin
Philadelphia,Pennsylvania(nationaldelegatesthatwereelectedateitherthedistrictorstateconventionsand
automaticdelegates).
Countyandcitycaucusesselectatotalof2,000statedelegatesand500alternatestothecongressionaldistrictand
stateconventions.Thesestatedelegatesandalternatesareapportionedusingtheallocationformuladescribedinthe
DelegateSelectionPlan.HowtheyareapportionedwascalculatedforyoubyBrennerTobe,InformationTechnology
Director(seeAppendixDforthenumbers).ThereareNONationalConventionDelegateschosenatcountyandcity
caucuses.
Afterthecountyandcitycaucusesarecompleted,congressionaldistrictconventionsareheldinMay.Atotalof62
NationalDelegatesand6AlternatesarechosenbasedontheapportionmentformuladescribedintheDelegate
SelectionPlan.Note–apportionmentrelatestohowmanydelegatesajurisdictiongets;allocationrelatestohow
manydelegatesacandidategets.
AdditionalNationalConventionDelegatesareelectedattheStateConventionbythestatedelegatesincluding:5DNC
Members,12PledgedPartyLeadersandElectedOfficials(PLEOs),and21At-LargeDelegatesand2At-Large
Alternates.Inaddition,theVirginiaStateConventionwillelect2DemocraticElectors.
Thisdocumenthasbeenpreparedspecificallytoassistbothnewandexperiencedchairsthroughtheprocessinthis
federalyear.Youwillfindinformationoncaucusesandconventionsincludingsamplematerials.Ifyouhavequestions
abouttheprocess,pleasecontactyourCongressionalDistrictChairorcheckthePartywebsiteat
http://vademocrats.org/your-party/2016-delegate-selection-plan/.
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February 2016
City and County Committee Delegate Selection Procedures
GOVERNINGDOCUMENTS
Thedelegateselectionprocessisgovernedby:
§
theCharterandBylawsoftheDemocraticPartyoftheUnitedStates;
§
theDNCDelegateSelectionRulesforthe2016DemocraticNationalConvention;
§
theDNCCallforthe2016DemocraticNationalConvention;
§
theRegulationsoftheRulesandBylawsCommitteeforthe2016DemocraticNationalConvention;
§
theVirginiaDemocraticPartyPlan;
§
theVirginiaelectionlaws;
§
theVirginiaDelegateSelectionandAffirmativeActionPlan;and
§
theVirginiaCalltoConventionforthe2016StateConvention.
Allofthesedocumentshaveeitherbeensenttoyoualreadyorareavailableonthestatepartywebsite;Everything
youneediscontainedinthistrainingdocument,butyouareencouragedtoreviewtheadditionalmaterials
availableattheStatePartywebsiteincludeTheVirginiaDelegateSelectionProcess:QuestionsandAnswers,the
DelegateSelectionPlan(whichyoushouldalreadyhavereceived),andtheCalltoConventioncontainedinthis
package.IfyouhavenotyetreceivedyourcopyoftheDelegateSelectionPlan,pleaseviewitonline.Asyougo
throughtheprocess,youwillfindthattheDelegateSelectionPlanisyourprimaryreferencedocument.Itprovides
everydetailoftheprocedurefortheselectionofatotalof109delegatesand8alternatesfromVirginiatothe2016
DemocraticNationalConvention.Specifically,itprovidesthemethodsfortheselectionofnationaldelegatesand
alternatesineachoffourcategories(DistrictLevel,PartyLeaderandElectedOfficials,At-Large,andUnpledged
Automatic),includingguidelines,proceduralsafeguardsandAffirmativeAction,whichhavebeenincorporatedinto
theselectionprocess.Also,theCalltoConventionisagoodsummarydocumentoftheentireDelegateSelectionPlan.
FIRSTSTEPS
Countyandcitycommitteesmustbegintheprocessbymakingsomedecisions.Wehaveincludedsamplesofforms,
ads,andrulesintheAppendices.Ifyouhavequestions,pleaseask.We’dratheryoucallusfiftytimesbetweennow
andyourcaucusthanhaveyougothroughachallengetoyourprocesses.
Thefirstdecisionsyouneedtomakeinclude:
1.
Selectionofthedate.Saturday,April16that12:00p.m.orMonday,April18that7:30p.m.Thesearetheonly
datesandcorrespondingtimestochoosefrom;youcannotpickadifferenttimeordateandaskforawaiver.
Theseareset.
2.
Selectionofthesite.ADAaccessibleandcentrallylocated.
Selectionofthetypeofcaucus(assembled/massmeetingorunassembled/firehouseprimary).Notificationof
date/site/typeofcaucusshouldbesenttotheDPVAbyFebruary12th.(Ifyouareholdinganunassembled
caucus,pleaseincludethetimethecaucuswillend.)
3.
Absenteeinpersonvoting.Committeesholdinganunassembledcaucusesareencouragedtoallowabsenteein
person(orearly)votingtotakeplaceatonelocationonThursday,April14th.
4.
AdoptionofCalltoCaucus.Asdescribedinmoredetailbelow,thecityorcountycommitteeshouldadoptacall
tocaucusthatsetsforththepurpose,date,siteandtypeofcaucusandproceduresforthecaucus.SeePartyPlan
Articles14and18.AsampleCalltoCaucusissetforthinAppendixC.
§
Localcommitteesmayallowslatesofdelegate/alternatecandidatestoappearontheballot,butthe
procedureforfilingandvotingonslatesmustbeprovidedinthecall,assetoutinPartyPlanSection
14.5.
§
Caucusesmaybecanceledifonlythecorrectnumber–orfewer–ofdelegatesandalternatesfile.
SeePartyPlanSec.14.6.TheproceduresforcancellationofthecaucusshouldbesetoutintheCall.
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February 2016
5.
City and County Committee Delegate Selection Procedures
Preparationofappropriatenotice(adinthepaperorothermedia).Newrulesfornoticerequirementsarein
effect.Youmayfulfillthenoticerequirementbyusingchannelsofcommunicationtypicallyusedbythe
committee,andwhichshallprovidethewidestpossibledisseminationwithinitsjurisdiction.Committeesare
requiredtopostthisnotificationoneithertheirowncommitteewebsite,congressionaldistrictwebsite,orthe
DPVAwebsiteandprovideapressreleasetoallrelevantnewspapersofgeneralcirculation.Youshouldinform
DPVAofthetypeofnoticeused.Ifyouchoosetorunanad,youmustadvertiseinanewspaperofgeneral
circulationinthecountyorcity,atleastseven(7)daysbutnotmorethantwo(2)weeks,priortothedateofthe
caucus.Therealsoaremandatorypre-filingdeadlines7daysbeforethedateofthecaucusandnoticeofthese
filingdeadlinesmustalsobeprovided7to14dayspriortothedeadline.
Foranyad,youmustrunitasa“PaidPoliticalAdvertisement”(section9.1ofthePartyPlan).
PreparationofFilingForm.Forthisyear’scaucuses,thefilingdeadlineissetfor7daysbeforeyourcaucus
date.TheCalltoConventionhasasample,anditisalsolistedseparatelyinAppendixB.
6.
Preparationofcaucusrules,including:
§
Foranassembledcaucus,thetimeatwhichyouwillopenthedoorsforcheck-in;
§
Foranunassembledcaucus,thelengthoftheperiodforcastingballots;
§
Themethodofdeterminingalternates(eitherseparatelyelectedorthosereceivingthemostvotes
afterthedelegates);
§
Theamount(upto$10.00)ofthevoluntaryadministrativefeetobecollectedbythelocalcommittee.
TheCongressionalDistrictConventioncancharge$5,combinedwiththestateconventionfeeof$10,
tonotexceed$25totalforallthree.
CaucusRulesmustbepreparedandavailabletoanyinterestedDemocratatleastoneweekbeforethe
caucus.Ifyouholdanassembledcaucus,thecaucuswilladopttherules;ifyouholdanunassembledcaucus,
yourcurrentcommitteemustmeettoadopttherulespriortothedateofyourcaucus.
YouandyourcommitteeshouldhavealreadymadethelogisticaldecisionsandnotifiedtheStateParty(steps#1-4).If
youhavenotyetdoneso,youneedtodosoimmediately.ThedeadlinefornotifyingtheStatePartyof
date/site/typeofcaucusisFebruary12,2016.WehaveincludedaCaucusReportForm(seeAppendixB)foryouto
filloutdetailingtheinformationweneedattheStatePartyincaseyouhavenotalreadysentitin.Ifyoualreadysent
theinformationin,youdonotneedtofillouttheformandresendit.
Onceyouhavemadethesedecisions,itistimetobeginmakingpreparations.Itisnevertooearlytostartplanning.If
youwaituntilthelastminute,youwillfindyourselfrushedandmorelikelytomissimportantdetails.Onceyou’ve
completedthedecision-makingprocess,youcandraftyourCalltoCaucus,prepareyouradvertisement,planamedia
strategy,andpreparerules.Completeasmuchasyoucanaheadoftime.
STATECONVENTIONDELEGATEALLOCATION
Thisyear,theallocationswillbedeterminedbytheMarch1primary.Thus,assetforthintheStateConvention
DelegateAllocation,youwillknowhowmanydelegatesandalternateswillbeelectedfromeachlocalitypledgedto
eachpresidentialcandidate.Personswishingtoserveasdelegatesoralternateswillthenfilefortheirpreferred
candidate.Atthecaucus,voterswillpickacandidateandvotefordelegatesandalternatesonlyforthatcandidate.
SomedistrictsmayalsonominatecandidatesfortheU.S.HouseofRepresentatives.Thesamedistrictandstate
conventiondelegateswillalsovoteatthedistrictconventionforCongressionalcandidates.Delegate/alternate
candidatesmaystateapreferenceforCongressorfileasuncommitted.
GENERALCAUCUSCONSIDERATIONS
Asyouplanyourcaucus,youshouldconsiderthefollowing:
§
Isyourcountyorcitysplitbetween(oramong)CongressionalDistricts?Ifso,thenyouwillneedtoholdseparate
caucusesforeachDistrict.Theymaybeheldsimultaneouslyandatthesamelocation,butifyouareholding
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City and County Committee Delegate Selection Procedures
assembledcaucuses,youwillprobablyneedaroomorareaforeachCD,andifyouareholdingunassembled
caucuses,youwillneedseparatetablesandballotboxesforeachCD.
§
DoyouwantanObservers’areaforpeoplewhowanttowatchbutnotparticipate?Ifso,itshouldbeseparated
fromtheactualcaucusareasothatwhenvotingoccurs,onlycaucusparticipantsareactuallyvoting.
§
DoyouwantaPressarea?Ifyouaregoingtohavecamerasthere,youmayhavesomespecialneeds(electrical
outlets)thatmustbemet.Makesurethatanycordsaretapedtothefloorsothatparticipantsdon’ttrip.The
pressareashouldalsobeseparatefromtheactualcaucusarea.
§
Doyouwanttoprohibitcampaignmaterialinsidethecaucus?Youmayalsorestrictdistributionofsuchmaterial
totheregistrationareaonly.Anyrestrictionsshouldbenotedintherulesforthecaucus.
§
Youwillneedanofficialclockbywhichtimeiskept.Makesurethatitisvisibleandcannotbetamperedwith.
§
Youwillneedtokeepyourcheck-inareaseparatefromtheareainwhichthecaucusisactuallyheld.Youmaybe
abletoachievethisbyhavingabufferofemptyspace,but,especiallyforassembledcaucuses,wehighly
recommendthatyoufindalocationthathasanentryareathatyoucanuseforcheck-inandaseparateroomin
whichyoucanholdyourcaucus.Forunassembledcaucuses,youjustneedtokeepyourballotboxesseparate
fromyourcheck-in,perhapsontwodifferentsetsoftablesseparatedbyseveralfeetofemptyspace.
§
Isthelocationyouareconsideringsetupsothatyoucanlimitaccesstothecaucusmeetingroom?Youwill
probablywanttohaveoneortwoentrancestothecheck-inareabutonlyoneentrancetotheroominwhichthe
caucusisactuallyheld.
§
AsforallDemocraticPartyfunctions,thecaucuslocationshouldbeaccessibleforpersonswithdisabilities,in
compliancewithguidancesetforthundertheAmericanswithDisabilitiesAct.
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City and County Committee Delegate Selection Procedures
THECAUCUS
Whilethismightseemlikeadauntingprocess,itisrelativelysimple.Wehavepreparedthisdocumenttohelpyou
meetyourresponsibilities.Shouldyouhavequestions,contacttheStatePartyoryourCDChair.Bothareavailableto
help.Referbackoftentothe‘FirstSteps’listedabove.
Onenoteofcaution,ifyoufollowtheguidelineswe’velaidoutforyouhereyoushouldhavenoproblems.If
however,yousomehowgetsomethingwrong,theworstthingthatcanhappenisthatyourdelegatesandalternates
willbechallenged.Underthisworstcasescenario,youmayhavetoholdanewcaucus–withnewadvertisements,
newprefiling,etc.Donotletthisscareyouintoinaction.
Cityandcountycaucusesmayoccuronlyonthetwodatesallowed,April16that12:00p.m.orApril18that7:30
p.m.ThelistofstatedelegateselectedatyourlocalcaucusmustbesenttoDPVAelectronicallybyemail(preferably
Excelspreadsheet)assoonaspossible!ThestatedelegatesmustreceiveinformationaboutStateConventionhousing
andotherkeydeadlines,soonafterthecaucuses.
A.THECALLTOCAUCUS
ThefirsttaskofthelocalcommitteeisthedraftingoftheCalltoCaucus.AsperSection14.2ofthePartyPlan,any
committeeissuingaCalltoaCaucus:
§
Mustspecifythetime,place,andpurposeofthecaucus;
§
Mayrestrictthecaucustothepurposestatedinthecall;
§
Shallmakeallcaucusarrangements;
§
ShallensurethatthecaucusisheldinaccordancewiththePartyPlan.
EachcaucusmustbegovernedbyaCalltoCaucusthatmustinclude:
§
Thetime,placeandpurposeofthecaucus;
§
Specificationofassembledorunassembledcaucus;
§
Prefilingrequirements,includingfees,ifany;
§
Thebasisofallocationofvotes;
§
Noticerequirements;
§
Adescriptionofcaucuscommittees,ifany;
§
Astatementaboutaffirmativeaction;
§
Specificationofthemethodofdistributionofthecall;
§
Candidatefilingfeesanddeadlines.
TheCalltoCaucusisdrafted,adopted,anddistributedbythecityorcountycommittee.
B.ASSEMBLEDV.UNASSEMBLEDCAUCUSES
Therearetwotypesofcaucuses:assembled(sometimescalledamassmeeting)andunassembled(sometimescalled
afirehouseprimary).Eachhasmeritsandthetypeofcaucusyouchooseislargelyamatteroflocalpreferenceand
tradition.
TheAssembledCaucusishighlystructured.Thereisadefinitestartingtime.Doorsarelockedandnooneisadmitted
afterthecaucusbegins.Thosewholeaveduringthecaucusmaynotbeallowedtoreturn.Personsstandinginlineat
thetimethecaucusistobeginareusuallyallowedtoparticipate.WehaveattachedsamplerulesforanAssembled
Caucusthatyoumayuseasaguide.
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City and County Committee Delegate Selection Procedures
TheUnassembledCaucusismuchlooserinitsoperation.Votingtakesplaceoveraperiodoftimeandpeopleare
allowedtocomein,vote,andleave.Thistypeofcaucususuallyrunsforseveralhours.
C.THEDETAILS
1.
NoticeRequirements
EveryDemocraticcaucusorconventionmustbepublicizedatleastseven(7)dayspriortothedateofsuchselection.
Whereacaucus/conventionprocessisusedandtheinitialnoticeprovidesinformationastothetimeandplaceofthe
convention,asecondnoticeisnotrequired.Committeesmustpostthisnotificationusingchannelsofcommunication
typicallyusedbythecommittee,andwhichshallprovidethewidestpossibledisseminationwithinitsjurisdiction.
CommitteesarerequiredtopostthisnotificationoneithertheirowncommitteewebsiteortheDPVAwebsiteand
provideapressreleasetoallrelevantnewspapersofgeneralcirculation.SeeSection9.1ofthePartyPlanforthe
specificrequirements.
2.
Fees
Nofeeofanykindmaybechargedtoattendandvoteatacaucus.Note:youcanhavevoluntaryfeesfordelegates,
butnofeecanbechargedtoattendandvoteatthecaucus,period.
3.
DelegateandAlternatePrefiling
Candidatesfordelegateandalternatearerequiredtoprefiletheircandidacy.Thedeadlinesforprefilingare:
§
April9that5:00p.m.forcaucusesheldonApril16th,and
§
April11that5:00p.m.forcaucusesheldonApril18th.
Itisimportantthatyoumakeiteasyforpeopletoprefile.Youmaywishtohavemorethanonelocationatwhich
formswillbeaccepted.Typically,thechairandoneormoreoftheofficersorprecinctcaptainsaresetuptoaccept
prefilingforms.However,itisimperativethatyouadheretothe5:00p.m.deadline,andtheaddresswheretheywill
bereceivedshouldbeinyourCall(andadvertisement).Donotacceptformsthatcomeinafterthedeadline.
Postmarksarenotacceptable.Theseformsmustbeinthehandsofanofficialofthecommittee(forthepurposesof
thefiling)nolaterthan5:00p.m.
Oncethedeadlinehaspassed,thechairshouldcollecttheformsfromthevarioussites,alongwithanyfeesthathave
beenpaid.Yournexttaskistocountthenumberwhohaveprefiledbycandidateandcongressionaldistrict,complete
thePrefilingTotalsReportForm(includedinAppendixB)andforwardittoyourCDchairandtheStateParty.This
stepisabsolutelycritical.Wewillbefieldingcallsfromthepressandneedthisinformationassoonaspossibleafter
the5:00p.m.deadlineinordertorespondtotheirquestions.Youmayeitheremailtheformstotheparty
kees@vademocrats.orgorcallthenumbersinto804-644-1966.FilloutoneformforeachCongressionalDistrictin
yourcountyorcity.
Onceyouhaveemailedorfaxedinyourtotals,youshouldprepareamasterlistofthosewhohavefiled.Thismaster
listshouldbemadeavailableforinspectiontoanyonewhowantstoviewit.Youdonotneedtosupplycopiesofthe
list.Infact,youneedonlycollatetheformsintopilesbycandidateifyousodesire.Anyonewishingtoviewyourlist
ortheformsmaydoso,buttheymustdosowithyoupresent.Theymayalsocopyanyinformationtheywant,but
cannotwriteonorotherwisedefiletheformsthemselves.Donotletanyoneaccesstheprefilingformswithoutyouin
theroom.Youareresponsibleformaintainingtheintegrityofthefilingprocess.Youmaydecidetosetupaspecific
timeandplace(e.g.,between7and9p.m.atyourhouse)forviewingtheformsorlist.Ifyoudothis,notifythe
campaignssothattheycanplantohavesomeonethereandbesuretomakeyourselfavailable.Don’tsetupa
scheduleandthennothonorit.
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February 2016
4.
City and County Committee Delegate Selection Procedures
DelegateandAlternatePrefilingFees
Eachpersonwhoprefilesisaskedtopayaprefilingfee,calledavoluntaryadministrativefee.TheDVPArequests
$10.00fortheStateConvention,yourCongressionalDistrictcanrequestupto$5.00foritsconvention,andyourlocal
committeemayrequestupto$10.00.Thetotalmaximumfeeisthen$25.00forallthreemeetings.
Inthepast,somecommitteesmayhaverequiredanyonenotpayingthefeetosignawaiverstatement.Thisisno
longerthecase.Youcannotkeepanyonefromfilingduetofailuretopaythevoluntaryfee.Theydonothaveto
signawaiverinordertoexercisetheirrightnottopaythefee.Theycannotberequiredtomakeastatementofany
kindinordertoexercisetheirrightnottopaythefee.
Pleasenotehowever,thatthesefilingfeesarethewaythatyoupayforyourcaucus,thecongressionaldistrictspayfor
theirconventions,andtheStatePartypaysfortheStateConvention.Weaskthatyoudowhateveryoucanto
encouragethepaymentofthesevoluntaryfees.Yourlocalcommitteemaywanttoholdsomekindofevent(e.g.,a
housepartyorbreakfast)andearmarktheproceedstomakeupthedifferenceinfilingfees.
5.
CaucusParticipation
ParticipantsinacaucusarerequiredtosignaCaucusDeclarationForm(sampleincludedinAppendixBofthis
document)certifyingthattheparticipant:
§
isaDemocrat;
§
isaregisteredvoterwithinthejurisdictionforwhichthecaucusisheld;
§
believesintheprinciplesoftheDemocraticParty;and
§
doesnotintendtosupportanycandidatewhoisopposedtoaDemocraticnomineeinthenextensuingelection.
Thisisarequiredstatementandmustbesignedbyeverycaucusparticipant.
6.
Voting
Participantsinthecaucus,aftertheyhaveregisteredandsignedthecaucusdeclarationform,willthenvotefor
delegatecandidateswhosupportaparticularpresidentialcandidate.Inanassembledcaucus,theparticipants
supportingthedifferentpresidentialcandidateswillmeetseparatelyandelectthestateconventiondelegatesand
alternates.Inanunassembledcaucus,theparticipantswilldeclareapreferenceandaskforaballotlisting
delegate/alternatecandidatesforaspecificpresidentialcandidateandthenvoteonlyontheballotforthat
presidentialcandidate.
SlateVoting
AsperSection14.5ofthePartyPlanandSectionVI(K)oftheDelegateSelectionPlan,localcommitteesmustallow
groupsorindividualstoformslatesofdelegate/alternatecandidates.Moreover,committeesmayallowvotingby
slate.Tobelistedontheballot,aslatemustbefiledbytheprefilingdeadline.Thismeansthateachindividualonthe
slatemusthaveprefiledbythedeadlineandthepersonformingtheslatemustprovidethepersonreceivingthe
prefiling(youoryourdesignee)withalistofindividualsontheslate.Slatesmayalsobeformedandpresentedatthe
caucus,however,theywillnotbeprintedontheballot.Instead,caucusparticipantswhochoosetovoteaslate
formedorpresentedatthecaucusmustwriteintheslateatthebottomoftheballot,ifthecalltocaucusandcaucus
rulespermit.
7. DelegateandAlternateCertification
Withinfivedaysofelectingyourdelegatesandalternates,youmustforwardtotheStatePartyacertifiedlistof
yourdelegatesandalternates.Thislistshouldincludetheirnames,addresses,candidatepreference(noonecan
haveanuncommittedstatusforPresident;everyparticipantmustbepledgedtoaPresidentialcandidate)telephone
numbers,e-mailaddresses,andfaxnumbers.Note–theycanbeuncommittedforCongress.
Yourcertificationshouldalsoincludeacheck,payabletotheDemocraticPartyofVirginia,fortheStateParty’sshare
ofanyfilingfeesyouhavecollected.ThesameinformationshouldbeforwardedtotheproperCongressionalDistrict
chair(s)alongwiththeCDportionofthefilingfees.Seethecertificationinformationinthenextparagraph.Ifyou
wouldratheruseadifferentform,pleasefeelfreetodoso.
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City and County Committee Delegate Selection Procedures
ElectronicFormat
Ifatallpossible,pleasesendusthelistinelectronicform,butpleaseincludeastatementsimilartotheoneatthe
bottomofthisparagraph.Whateverwayyousendyourlist,youmustincludeasignedcertificationstatement.We
stronglyencourageyoutoprovideuswithinformationinelectronicformat.Ifyouarecurrentlyasubscribertothe
DPVA’son-lineVANVoterFile,youcanuseVANtomarkcaucusparticipantsaswellasdelegates,alternates,andthose
whohaveprefiled.Otherwise,pleasesendusane-mail([email protected])withthelistinExcelformat.Be
suretoincludefullname,mailingaddress,phonenumbers,email,filingpreferences,locality,andprecinct.Andmake
surethatyoukeepacopyofwhateveryousendtotheStateParty.Ifyouhaveanyquestions,pleasedonothesitate
toe-mailorcallourInformationTechnologyDirector,BrennerTobe,[email protected].
Hereisasuggestedlistof‘columnheadings’foratableinwhichtocreateyourmasterlisttosend:
Name
Mailing
Address
Email
Phone
Del/Alt
Locality
Precinct
CandidatePreference
Also,pleaseincludethislanguageatthebottomofthefile,orintheemail:
I,_____________________________________,Chairof_______________________________
DemocraticCommittee,certifythattheseindividualshavebeendulyelectedasindicated.
Signature____________________________________________________Date_____________________
8.
CancelingaCaucus
Youmaybeabletocancelyourcaucusprovidedthenumberofpeoplewhoprefilebyyourdeadlinepledgedtoeach
presidentialcandidateisequalorlessthanthenumberofdelegatesallocatedtothatcandidatewithinyourcityor
county.Ifyouareelectingyouralternatesonaseparateballot,thisrequirementappliestoalternates,too.Ifyouare
electingalternatesasthenexthighestvotegetters,thenyoucanelectonlydelegatesandalternatesmustbeelected
bythedelegationtofillallthealternatevacanciesataseparatetime.Thus,ifyouareanticipatingcancelingthe
caucus,youshouldrequireseparatefilingfordelegateandalternatepositionsandifnomorethanthemaximum
numberfileforeach,youmaycancelthecaucus.Noticethatthecaucusmaybecanceledundersuchcircumstances
mustbementionedinyourCalltoCaucus,yourrulesandyourad.
Example1:VirginiaCityhasbeenallocatedten(10)delegatesandfive(5)alternates.Thelocalcommitteehas
decidedonanApril18thassembledcaucusandtoelectalternatesseparately,therefore,therewillbeadelegated
ballotandanalternateballot.At5:00p.m.onApril11th,theprefilingformsarecollectedbythechairandcounted.
Ten(10)peoplehavefiledtobedelegatesandthree(3)havefiledtobealternates.Thecaucusmaybecanceled.
Example2:
VirginiaCityhasbeenallocatedten(10)delegatesandfive(5)alternates.Thelocalcommitteehas
decidedonanApril16thassembledcaucusandtoelectalternatesseparately,therefore,therewillbeadelegate
ballotandanalternateballot.At5:00p.m.onApril9th,theprefilingformsarecollectedbythechairandcounted.12
peoplehavefiledtobedelegatesandthree(3)havefiledtobealternates.Thecaucusmaynotbecanceled.
Example3:
VirginiaCityhasbeenallocatedten(10)delegatesandfive(5)alternates.Thelocalcommitteehas
decidedonanApril18thassembledcaucusandtoelectalternatesasthenexthighestvotegetters.At5:00p.m.on
April11th,theprefilingformsarecollectedbythechairandcounted.Eight(8)peoplehavefiled.Thecaucusmaybe
canceled.
Example4:
VirginiaCityhasbeenallocatedten(10)delegatesandfive(5)alternates.Thelocalcommitteehas
decidedonanApril18thassembledcaucusandtoelectalternatesasthenexthighestvotegetters.At5:00p.m.on
April11th,theprefilingformsarecollectedbythechairandcounted.Twelve(12)peoplehavefiled.Thecaucusmay
notbecanceled.
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February 2016
City and County Committee Delegate Selection Procedures
Ifyoufindthatyoumaycancelyourcaucusandyoudecidetodoso(youneednotdoso),youshould:
§
Issueapressreleaseassoonaspossible(ifyouneedhelpwiththis,contactEmilyBolton,Communications
Director,[email protected]);
§
Notifythosewhohavefiledtobedelegatesoralternatesandyourlocalcommitteethatthecaucushasbeen
cancelledandthatthosewhohavefiledaredeclaredelected.
§
Onthedaythecaucuswasscheduledtooccur,planonpostingsignsandhavingsomeoneatthesitetoexplainto
peoplethatthecaucuswascancelledandwhy.
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February 2016
City and County Committee Delegate Selection Procedures
APPENDIXA
CaucusInformationforBeginners–
ABreakdownofEveryStep
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City and County Committee Delegate Selection Procedures
CONDUCTINGACAUCUS
Thissectionwilltakeyoustep-by-stepthroughtheconductofbothanassembledanunassembledcaucus.YourCD
chairswillbeavailabletohelpyoudealwithproblems.Pleasereadthissectioncarefullyandaskquestions,andyou
shouldhavenoproblems.
Someofthethingswewillrecommendinthisdocumentmayseemsillyorunnecessary(e.g.,labelyourofficialclock).
However,ifyoufollowtheseprocedures,nomatterhowsillyorunnecessarytheyseemyourchancesofhaving
problemsaregreatlydiminished.
Prepare
Ifyouhavealreadybegunplanningyourcaucus,keepupthegoodwork!Ifyouhavenot,youneedtogetstarted
now.Herearesomehints:
§ Getyourselfagoodcalendarandenterintheappropriatedatesfromthecalendarswe’veprovided.
§ Getyourcaucussitelinedupassoonasyou’vechosenadate.
§ Usingthecalendarprovided,figureoutwhenyouwillhavetorunyouradvertisement(s).Rememberboththe
pre-filingdeadlineandthecaucusmustbeadvertised,althoughtheymayberuninasinglead.
§ Findouthowmuchtheadwillcostandchecknewspaperdeadlines.Ifyouhavecaucusesonthesamedayas
yourneighboringjurisdictions,youmaycombineyouradsandsplitthecost.Justmakesureallrelevant
informationforboth/alljurisdictionsappearsinthead,andthethatcommitteethatactuallywritesthecheckfor
theadislistedinthetaglineassuch:“Authorizedbythex,y,zDemocraticCommitteesandPaidforby(the
committeethatpaid).”
§ Startliningupyourvolunteers:
§ YouwillneedaCredentialsCommitteetocheckpeopleinandverifythatcaucusattendeesareregistered
voters.
§ YouwillalsoneedasmallRulesCommitteetohelpyoudrafttherulesforthecaucus.
§ YouwillneedaSergeantatArms,whomaywishtoformacommittee,toprovidesecurity.Youmaynotthink
youneedsecurity,butyoudo!Atanassembledcaucus,youwillwanttohavesomeonelockthedoors,deal
withpeoplewhohavebeenlockedoutbecausetheyarelate,andlimitaccesstothecaucusfloor.Atan
assembledcaucusyouwillneedsecurityforyourballotboxes.
§ Finally,itisagoodideatohaveaParliamentarianatyourassembledcaucuses.Ifproblemsarise,youhave
someonetohelpyouthroughtheprocess.
Preparations
Thereareanumberofthingsthatmustbedonepriortothestartofyourcaucus.Thefollowingsectionsdescribe
thesevarioussteps.
1. FormaCredentialsCommittee
YourCredentialsCommitteeshouldbecomposedofeitheranequalnumberofrepresentativesofeachcandidate(or
asneartoequalaspractical)oragroupofneutral(havedeclarednoallegiancetoacandidate)individuals.These
individualswillhavetobeatthecaucusearlytosetupandwillberesponsibleforverifyingthateachcaucusattendee
isaregisteredvoterandsignstheCaucusDeclarationform.
YourCredentialsCommitteewilldecidehowthecheck-inisaccomplished.Youmayeitherdistributeformsonlyto
thosewhoyouhaveverifiedareregisteredvoters,oryoumaydistributetheformsandverifyregistrationwhenthe
formsarehandedin.Itisuptothecommitteetodecidethemethodeasiestforthem.
TheCredentialsCommitteewillalsoberesponsibleforreportingthetotalnumberofeligibleparticipantsandthe
numberdeclaredforeachPresidentialcandidateandUncommitted.Thesenumbersareextremelyimportant–they
aretheofficialcountsofcaucusparticipants.
2. FormaRulesCommittee
TheRulesCommitteeshouldalsobecomposedofeitheranequalnumberofrepresentativesofeachcandidateora
groupofneutralindividuals.Don’tloadtheRulesCommitteewithpeoplesupportingonecandidate,ignoringthe
11
February 2016
City and County Committee Delegate Selection Procedures
supportersofanothercandidate.TheCommitteeshouldpreparedraftrulesforthecaucus(sampleshavebeen
th
th
includedinAppendixC)thatwillbemadeavailableinadvanceofthecaucus(April9 forcaucusesheldonApril16 th
th
andApril11 forcaucusesheldonApril18 )andwillbevotedonatthecaucus.
Yourrulesshouldcovernotonlythestandard(time,place,andlocation)informationbutshouldanswerquestionslike:
§ Willyoupermitcampaigninginsidethecaucus(youneednotdoso)?
§ Willyouhaveaminimumdistancethatcampaignsmuststayoutside?
§ Willyouhaveapressareaorwillyourcaucusbeclosedtothepress?
§ Willyouhaveanobserverareaorwillyourcaucusbeclosedtoobservers?
§ Howwillyouralternatesbeelected(eitherseparatelyornexthighestvotegetters)?
§ Howwillyoudecideatie(drawstraws,coinflip,orsomeothermethod)?
§ Whatwillbetheofficialclock?
3. AppointOfficersoftheCaucus
Ifyourcountyorcityiscoveredbymorethanonecongressionaldistrict,youwillneedmorethanonepersonto
conductthecaucuses.Inaddition,youmayalsoopttohaveprecinctormagisterialdistrictcaucuses,inwhichcase
youwillalsoneedofficersofthecaucusineachprecinctormagisterialdistrict.
Thecountyorcitychairshouldappointtemporarychairsofthecaucuses.Ifthereistobeasinglecountyorcity
caucus,itisproperforthelocalchairtoserveastemporarychairofthecaucusandtoappointatemporarysecretary.
IfthereareCD,district,orprecinctcaucuses,thechairshouldappointatemporarychairandatemporarysecretary
foreachcaucus.
Provideyourtemporarychairswithcopiesofthispackage.Youshouldprobablyhaveameetingpriortothedayofthe
caucustomakesureeachofyourchairsiscomfortablewiththeirroleandresponsibilitiesonthedayofthecaucus.
Whilesomeoneelsemayconductthecaucus,thechairofthelocalcommitteeretainstheultimateresponsibilityfor
finalcertificationofdelegatesandalternates,forensuringthattotalsarecalledin,forcollectingpre-filingforms,
ensuringthattheballotsareproperlyprepared.Whileyoumaydelegatesomeofthesethingstothetemporary
chair(s)youareneverthelessresponsibleforensuringthatthesetemporarychairsperformtheirassignedfunctions
properly.
4. PublicizingtheCaucus
Asthisisapresidentialyear,itisanexcellentopportunitytoinvolvenewpeopleinyourprocess.The
advertisement(s)yourunsatisfythetechnicalrequirementsofthePartyPlan.However,considertakingamore
broad-basedapproachtopublicizingyourcaucus.Talktoministersaboutpostingnoticesonchurchbulletinboards,
gotomeetingsoflocalorganizations(e.g.,women’sgroups,conservationorganizations,veteransgroups,etc.)and
passoutnoticesofthecaucus.UseyourYoungDemocratstogettheirfriendsandfellowstudentsinvolved.
YoumaywanttogetcreativeandholdabarbecueaftertheSaturdaycaucusorapotluckdinnerbeforetheMonday
eveningcaucus.Useyourimagination.Dowhateveryoucantousethisprocesstobringnewpeopleintoyour
committeeandtograssrootspolitics.
5. VerifyingVoter’sRegistration
YourCredentialsCommitteewillbetaskedwithverifyingtheregistrationofeachcaucusparticipant.Thisisa
requirement–youmustensurethatonlyregisteredvotersparticipateinthecaucus.Youhavesomeoptions;
however,allofthemcallforhavingtheregistrarstaffthemainregistrar’sofficeduringyourcaucus.Make
arrangementswellinadvance,however,ifyouhaveproblems,contacttheStatePartyimmediately(Partystaffwillbe
availableonbothdatestoprovideanyassistanceneeded).And,makesurethereisapublicpayphoneatyourcaucus
siteorhavesomeonebringacellularphonetothecaucus.
Hereareyouroptionsforanassembledcaucus:
§
Useonlytheregistrar.Onceyoursigninperiodhasexpired,theCredentialsCommitteewillhavetocompileforms
inalphabeticalorder,calltheregistrar’soffice,andgothroughtheformsoneatatime.Forsmalljurisdictions,
evenwithahealthynumberofparticipants,thisshouldnottaketoolong.Largerjurisdictionsshouldconsider
oneoftheotheroptions.
12
February 2016
§
City and County Committee Delegate Selection Procedures
Useyourcomputerizedregisteredvoterfile.PutsomeoneontheCredentialsCommitteewhohasalaptop
computer.PurchaseDPVA’son-lineVANVoterFile.Aspeoplesignin,lookthemupusingtheVANsearch
capabilities.Thoseyoudon’tfind,putaside,andattheendofthesigninperiod,callyourregistrarandverifythe
registrationforthosefewpeoplewhowerenotinthecurrentlist.Notethattherewillalwaysbethechancethat
registeredvoters,especiallynewlyregisteredvoters,donotappearonyourlist.
Inanunassembledcaucus,youmustverifyeachparticipantbeforetheycompleteaballotandplaceitinaballot
box.Youroptionsthereforeshouldnotincludeusingonlytheregistrar.Youmay:
§
Useyourcomputerizedregisteredvoterfile.PutsomeoneontheCredentialsCommitteewhohasalaptop
computer.PurchaseDPVA’son-lineVANVoterFile.Aspeoplesignin,lookthemupusingtheVANsearch
capabilities.Thoseyoudon’tfind,putaside,andattheendofthesigninperiod,callyourregistrarandverifythe
registrationforthosefewpeoplewhowerenotinthecurrentlist.Notethattherewillalwaysbethechancethat
registeredvoters,especiallynewlyregisteredvoters,donotappearonyourlist.
6. PrepareYourBallots
Onceyourpre-filingdeadlinehaspassed,youmayprepareyourballots.Dothisassoonasyouareable–youwill
havetogetthemreproducedand,probably,cutandthattakestime.
Ballotsshouldconformtothefollowingrequirements:
§ Thereshouldbeoneballotforeachpresidentialcandidateforwhichyouhavedelegatecandidatesfiled.
§ Listthecandidatesfordelegatesinalphabeticalorder.Ifyouareusingseparateballotsforyouralternates,list
themalphabeticallyaswell.
§ Totherightofeachname,listthecandidatefilingpreferencesforeachpersonrunning.Listthecandidate
preference:President.Therecanbenouncommitteddelegatesforthepresidentialstateandnationaldelegate
process.
Example 1:
Sue Doe files to be an Obama delegate; she will be listed on the Obama” ballot.
§ Theballotmustbemarked“OfficialBallot”.
§ Itshouldbeprintedonsomekindofcoloredpaper(forexample:pink,blue,orgreen,anythingbutwhite).
We’veincludedsampleballotsinAppendixCforyourreference.
7. GatherMaterials
Youwillneedseveralitemsatyourcaucuses:
§ OutdoorSigns.Clearlymarktheentrancetothecaucus.Ifyouareinabuildingwithparkingseparatedfromthe
entrance,postsignswitharrowspointingthewaytotheentrance.
§ Tablesandchairs.Dependingonthesizeofyourjurisdictionandthenumberofpeopleyouexpecttoattend,you
willneedsomenumberoftablesandchairsforcheck-in.Werecommendthateventhesmallestjurisdiction
shouldhavetwotables:oneusedtodistributetheforms,thesecondtocollectthem.Youmayalsoneedtables
thatcanbeusedbyyourcaucusattendeesastheyarefillingouttheirforms.Thesetablesdon’tneedafullsetof
chairs,butsomechairsshouldbeprovidedforpeoplewhoneedthem.Makesurethatyouhaveplentyofwriting
roomfortheattendees.
§ Pens.Youshouldbringplentyofpensforpeopletousewhentheycheckin.Donotacceptanythingwrittenin
pencil.
§ Clipboards.Ifyouhavethem,bringthem.Ifyourunoutoftablespace,youcanalwayssendsomeoneoffwitha
clipboardtofillouthisorherform.
§ InsideSigns.Clearlymarkthecheck-inarea,thecaucusarea,theobserverandpressareas.Youmayalsowantto
splitthecheck-inarea(e.g.,A-LandM-Zorbyprecinct);ifso,clearlymarkyourtables.
13
February 2016
§
§
§
§
§
§
§
City and County Committee Delegate Selection Procedures
Calculator.Unlessyouareverygoodwitharithmetic,youshouldbringacalculator(makesureithasfresh
batteries).
Nametags.Usethisasanopportunityforfolkstogettoknoweachother.Colorcodethemsothatthosewho
canvotehaveonecolor,observersandpressgetanothercolor.
Blankposterboard.Usethistomakeanysignsyoumaynothavethoughtofaheadoftime.
MagicMarkers.Usetheseforthenametagsandforadditionalsignsyoufindyouneedwhenyougettothe
caucussite.
Change.IftheCredentialsCommitteeisusingapayphonetocalltheregistrar’soffice,you’llneedchange.Or
havesomeonebringacellphone.
Clock.Ifyourcaucussitedoesnothaveaclockthatyoucancallthe“officialclock”youwillneedtobringone
along.Setthetimetoastandard(e.g.,callthelocaltimeorweathernumber);don’tjustuseyourwatch.
CaucusDeclarationForms.YoumayeitherpurchasethesefromtheStatepartyorreproducethemyourself.
Eitherway,youwillneedtheseformstobefilledoutbyeachpersonintendingtovoteinthecaucus.
Ballots.Sortandbundlethesebypresidentialpreferencebeforeyourcaucus.
CopiesoftheRules.Haveplentyofcopiesavailable.
Listoftheregisteredvotersoncomputer,asdiscussedabove
§
§
§
Putallofthisstuff(exceptthetablesandchairsofcourse)inabigcardboardboxandplaceitinyourcarthenight
beforeyourcaucus.Don’trusharoundanhourbeforethedoorsopentryingtoassembleeverythingyouneed.You
willinvariablyforgetsomething!
TheDayoftheCaucus
Set-up
You,yourCredentialsCommittee,andtheSergeantatArms(andhisorhersecuritycrew)shouldgettothecaucussite
atleastonehalf-hourbeforeyouhavescheduledthedoorstoopen.Ifyouhavemorethanonecongressionaldistrict,
makesurethatboth/allroomsareclearlymarkedandthatyouhaveseparatecheck-inareas.Keepthecongressional
districtsseparate.Andmakesurethatyourofficialclockisvisibleandmarkedastheofficialclock.
YourCredentialsCommitteewillbebusywithcheckingpeoplein.TheSergeantatArmswillbebusymaintaining
order.Youwillprobablywantafewextravolunteerstogreetpeopleandtodirectthemtotheproperline.
Makesurethatthe“officials”ofthecaucus(thegreeters,CredentialsCommittee,security,thechairsandsecretaries)
areidentifiable.Givethemeachaspecificcolornametag(differentfromthoseusedbythecaucusattendees).
Alternatively,youcouldaffixstarsorfluorescentdotstotheirnametagsorgivethembands.Itreallydoesn’tmatter
howyouidentifythem,justmakesureyoudo.
CheckIn
Checkinwillgethectic.Herearesometipsonhowtoorganizethechaos.
§ Openthedoorspreciselyatthetimeyou’vestatedinyouradvertisement.
§ Closethedoorspreciselyatthetimeyou’vestatedinyouradvertisement.
§ Openandclosethedoorsbytheofficialclock.
§ Havegreeters,directingpeopletotheappropriateCDtableanddirectingthosewhodon’tknowtheirCDtoa
separatetable.Thisseparatetableshouldbestaffedbypeoplewhoknowyourlocalityand,possible,bythe
personwithprintedlist.
§ Inanassembledcaucus,ifyoudecidetohavenametagsavailableforcaucusparticipants,donotclutterupthe
check-inareawithnametags.You’llhaveenoughconfusionwithoutaddingthenametagpeelingstothemess.
Setupasmalltableinsideeachcaucusmeetingroomandhavepeoplefillthemoutwhentheygointothe
caucus.Don’tforgettohavesomethingtoholdthetrash!
§ Doawalkthroughwithyourvolunteersbeforeyouopenthedoors.Makesurethatthetrafficflowsandthat
you’vedoneeverythingyoucantoeliminatebottlenecks.
§ Makesureyouprovideaplaceforpeopletofillouttheirforms.Theyshouldpickuptheircaucusdeclaration
formsandfillthemoutawayfromthecheck-intable.
14
February 2016
City and County Committee Delegate Selection Procedures
Ifyoudecidetopermitthepressand/orobservers,youwillalsoneedtoprovideaseparate“guest”check-in.Guest
credentialsmaybeintheformofnametags;theyneednotbeanythingfancy,providedtheyclearlyidentifythe
individualasaguestratherthanaparticipant.
CaucusDeclarationformsmustbeusedforregistration.Eachparticipantmustfilloutoneoftheseforms.
ForanASSEMBLEDCaucus,hereisasummaryoftheflowofcheck-in:
§ Attendeewalksinthedoor,isgreetedandtoldtogototheproperCD/precinct/districttable.
§ AttendeepicksupcaucusdeclarationformandacopyoftherulesfromCD/precinct/districttableandgoesto
separateareatofillouttheform.
§ Oncetheformiscompleted,theAttendeegoestotheCheck-intableforhisorherCD/precinct/districtandturns
intheforminexchangeforacredential.
§ Attendeeshowsthecredentialasheorsheentersthecaucusmeetingroom.
Nooneshouldbeadmittedtothecaucusmeetingroomwithoutacredential.Yoursecuritystaffshouldcheckthese.
Itiscriticalthatdeclarationformsbecarefullycollectedandheldforlaterpresentationtothechairofthecaucus.The
formsconstitutetherollofthecaucusandwilldeterminethenumberofballotsthatcanbecastlegally.
ForanUNASSEMBLEDcaucus,hereisasummaryoftheflowofcheck-in:
§ Attendeewalksinthedoor,isgreetedandtoldtogototheproperCD/precinct/districttable.
§ AttendeepicksupcaucusdeclarationformandacopyoftherulesfromCD/precinct/districttableandgoesto
separateareatofillouttheform.
§ Oncetheformiscompleted,theAttendeegoestotheCheck-intableforhisorherCD/precinct/districtandturns
intheforminexchangeforaballotafterverificationofregistrationiscompleted.
§ Attendeevotes,placestheballotintheappropriateboxandleaves.
ConductinganAssembledCaucus
th
th
Attheappointedtime(12:00noononApril16 or7:30p.m.onApril18 )announcethatthedoorstothebuildingare
beingclosed.Onlythosepersonsstandinginlinetoregisterwillbepermittedtodoso.Nooneelseshouldbe
permittedtoenterthebuilding.Onceeveryonehasfinishedcheckinginandhaspresentedtheappropriate
credentials,it’stimetostartthemeeting.
Yourcaucusshouldproceedasfollows:
§ CalltoOrder.Thetemporarychaircallsthemeetingtomorder,introduceshimselforherselfasthetemporary
chair,recognizesthetemporarysecretary,andannouncesthatthemeetingisbeingheldforthesolepurposeof
electingdelegatestothestate/districtconvention(unlessthetwo-stepprocessisused,asmentionedbefore
under“TheConvention”above).Announcethenumberofdelegatesandalternatestobeelectedbythemeeting.
§ ElectionofthePermanentChair.Openthefloorfornominationswhichmaybevoice(nosecondisrequired).
Conductavoicevoteifonlyonecandidateisnominated,ashowofhandsifthereisacontest.Thisisusuallyan
exercisethatresultsintheelectionofthetemporarychairasthepermanentchair.Theelectedchairassumeshis
orherdutiesimmediately.
§ PermanentSecretary.Thispositionmaybeappointedbythepermanentchairorelectedusingtheprocedure
outlinesfortheelectionofthepermanentchair.
§ CredentialsReport.ThechairoftheCredentialsCommitteeORthepermanentsecretaryshouldreporttothe
meetingthenumberofregisteredparticipantsinthemeeting.Thisnumberisdeterminedbycountingthe
numberofvalid(i.e.,attendeehasbeenverifiedtobearegisteredvoterintheCD/countyorcity/district/precinct)
caucusdeclarationforms.Thetotalnumberofvotescastineachrecordedvote,includingballoting,cannever
exceedthisnumber.
15
February 2016
§
§
§
§
City and County Committee Delegate Selection Procedures
AdoptionoftheRules.TheRulesCommitteewillhavepreparedtheRuleswellinadvanceofthecaucusandyou
shouldhaveasufficientnumberofcopiessothateachattendeereceivesacopy.Therulesareadoptedand/or
amendedonavoicevote.
CandidateCaucuses.Basedonthecaucusdeclarationforms,determinehowmanycandidatesforpresidentare
representedintheroom.Designateanareaoftheroomtoeachcandidate(e.g.,Obamainthesouthcorner,
Clintoninthenorthcorner)andtellyourattendeestomovetotheirareas.Ifyouonlyhaveonecandidate
represented,youneednotmove.
-Eachcaucusshouldselectaspokespersonthatwillreportthenumberinthecaucus.
-Eachcaucusshouldselectoneortwopeopletoserveonthetellerscommittee(whichwilldistribute
ballots,collectexecutedballots,andcounttheballots).
AllocatingDelegates.TheStatePartywillprovidethe‘splits’foryourtotalnumberofdelegates.Thetotal
numberislistedinAppendixAoftheDelegateSelectionPlanorAppendixDofthisdocument.TheStatePartywill
st
giveyou,basedonthelocalresultsoftheMarch1 Primary,howmanydelegatesandalternatesareallottedto
eachcandidate.(Apresidentialcandidatehadtohavereceivedatleast15%ofthevoteinthecityorcountyto
getanydelegates;ifyouareinasplitlocality,thecandidateshadtohavereceived15%ineachCDportionofthe
county.)
ConductingtheElectionofDelegatesandAlternates.Withthetellerscommittee,countoutthenumberof
ballotsforeachcandidate.Placetheremainingblankballotsinanenvelopeandputthemawaysomewhere.
-Onlydistributetheballotsthathavebeencountedout.TheTellersCommitteeshouldpassoutthe
ballots,exchangingaballotforacredential.
-Instructtheattendeestovoteonlyfortheirallocatednumberofdelegates.Ballotswithmorethanthenumber
allocatedmustbevoidedwhilethosewithfewerthanthatallocatedshouldbeaccepted.
-TheTellersCommitteeshouldcollectandcounttheballotsandprovidethechairwiththeresults.
-Electyouralternatesbasedonthemethodchosenbyyourlocalcommittee.
§ AnnouncetheResults.Readoffthelistofthoseelectedasdelegatesandalternates.
§ Adjourn.Therebeingnootherbusiness,thechairshoulddeclarethecaucusadjourned.
ConductinganUnassembledCaucus
th
th
Attheappointedtime(12:00noononApril16 or7:30p.m.onApril18 )openthedoorstoyourcaucus.The
unassembledcaucusisentirelylackinginthestructurefoundintheassembledcaucus.Thereisnocalltoorderand
noelectionofthepermanentchair.Peoplecomein,checkin,fillouttheCaucusDeclarationForm,exchangeitfora
ballot,voteandleave.
Youstillneedrules(especiallyforthingslikebreakingatie);however,theyarenotnearlyascomplexasthosearefor
anassembledcaucus.
Theworkreallybeginsaftereveryonehasvotedandthecaucushasclosed.Closeyourdoorspromptlyattheclosing
timeyou’vespecifiedandusetheofficialclockfortimekeeping.
Inanunassembledcaucus,eachparticipantvotesfornomorethanthetotalnumberofDelegatesandAlternates
apportionedtotheprecinct/district/countyorcityinwhichtheyarevoting.Ballotsshouldbeplacedintheballotbox
fortheappropriatepresidentialcandidate.
Thechairshouldsupervisethecountingoftheballotsbutshouldappointarepresentativefromeachpresidential
candidatetoserveontheTellersCommittee.EventhoughacandidatemayhavedroppedoutsincethePrimaryin
February,iftheyreceivedenoughofthevotes(15%minimumlocality-wide),thentheywillhavestatedelegates.
16
February 2016
City and County Committee Delegate Selection Procedures
Youmayaugmentthiscommitteeasyoudeemnecessarytocounttheballotsinareasonablelengthoftime.
Again,theStatePartywillsendalist,basedonthePrimaryvotepercentages,ofthenumberofdelegatesand
alternateseachpresidentialcandidateshallreceive.Thehighestvotegettersoneachpresidentialballotshallbe
electeddelegates.Alternatesmaybethenexthighestvotegetters,orareelectedseparatelyasdeterminedbythe
countyorcitycommittee.
Itisimperativethatyouprovideamethodforbreakingtiesinyourrulesforanunassembledcaucus.Becauseeach
attendeeisvotingforamaximumnumberofdelegatecandidates,thechancesofhavingmultiplepeopletieforthe
samedelegatespotaremuchgreaterthantheyareinthecaseoftheassembledcaucus.Westronglyrecommend
thatratherthanusingacointoss;youdrawstrawstobreakties.
17
February 2016
City and County Committee Delegate Selection Procedures
APPENDIXB
SampleForms
18
DelegateorAlternatePrefilingForm
(tobefilledoutandsubmittedbytheprefilingdeadline)
DemocraticPartyofVirginia
I,theundersigned,certifythatIamaDemocrat,amaregisteredvoterin____________________,subscribeto
theprinciplesoftheDemocraticParty,donotintendtosupportanycandidatewhoisopposedtoaDemocratic
Nomineeinthenextensuingelection,andwillnotparticipateinthenominatingprocessofanyotherpolitical
party.
PleasePrint:
Name___________________________________________________________________________________________
Address_________________________________________________________________________________________
City__________________________________________________________ZipCode__________________________
Phone(H)___________________(C)____________________E-mail______________________________________
CongressionalDistrict_____CountyorCity_____________________Precinct/Ward_________________________
FilingFor:Delegate/Alternate(CircleOne)
PresidentialCandidatePreference__________________________________________________________
(CandidateName)
U.S.HouseCandidatePreference___________________________________________________________
(CandidateName,Uncommitted,orNoCandidate)
Fees:State$10.00+District$____+Local$___=Total$____
CongressionalDistrict,countyandcitycommitteesmayrequestvoluntaryadministrativefeesforeachdelegateand
alternatecandidatetotheCongressionalDistrictConvention.Thetotalmaynottoexceed$25.00.Nopersonshallbe
deniedtherighttoparticipateinthedelegateselectionprocessduetononpaymentofthevoluntaryadministrative
fee.
Countyandcitycommitteesmustsubmitthecertifiedlistofdelegatesandalternatestothe
appropriateCongressionalDistrictcommittee.
IfelectedadelegateoralternatetomyCongressionalDistrictandStateConventions,Iunderstandthat,having
expressedtheabovecandidatepreferences,Iwillinallgoodconsciencevoteinthatcandidate’scaucusonthefirst
ballotatbothConventions.
Signature__________________________________________________Date______________
Paidforbythe(Yourcommitteename),(insertwebsite).
19
THEDEMOCRATICPARTYOFVIRGINIA
CAUCUSDECLARATIONFORM2016
(tobefilledoutatthecaucusoratabsenteevoting)
AsstatedinParagraphIII.A.3.eoftheVirginiaDelegateSelectionPlan:
“Anypersonattendingacaucus,beforeparticipatinginthecaucus,shallsignastandardizeddeclarationform
approvedbytheStatePartystatingthatheorshe:isaDemocrat;doesnotintendtosupportanycandidatewho
isopposedtoaDemocraticnomineeinthenextensuingelection;isnotamemberofanyotherpoliticalparty;
hasnotparticipatedandwillnotparticipateinthenominatingprocessofanyotherPartyforthe2016
Presidentialelection;andisaregisteredvoterinthejurisdictioninwhichthecaucusisheld”
I, the undersigned, having read the above provisions, hereby state that I am a Democrat, that I do not intend to
supportanycandidatewhoisopposedtoaDemocraticnomineeinthenextensuingelection,thatIamnotamember
ofanyotherpoliticalParty,havenotparticipatedandwillnotparticipateinthenominatingprocessofanyotherParty
forthe2016Presidentialelection,andIamaregisteredvoterintheprecinct,city,orcountylistedbelow.
PLEASEPRINT:
NAME___________________________________________________________________________________________
RESIDENCEADDRESS_______________________________________________________________________________
CITY________________________________________________________________________ZIP__________________
MAILINGADDRESS(ifdifferent)______________________________________________________________________
CITY________________________________________________________________________ZIP__________________
Phone(H)___________________(C)____________________E-mail______________________________________
CongressionalDistrict_____CountyorCity_____________________Precinct/Ward_________________________
PresidentialPreference___________________________________________________________________
(CandidateName)
SIGNATURE__________________________________________________DATE___________________
Paidforbythe(Yourcommitteename),(insertwebsite).
20
CityandCountyDemocraticCommittee
PrefilingTOTALSReportForm
ThepurposeofthisformistoreportbacktotheStatePartyafter5:00p.m.onyourprefilingdeadlineofeitherApril
th
th
16 orApril18 thetotalnumberofpeoplewhofiledtobenominatedasastatedelegateoralternate.Thenumber
ofdelegatesandalternateslotsavailableisset,aslistedinthebackoftheDelegateSelectionPlan.Butyoucouldhave
xnumberofpeoplefileforthatsetnumberofslots,andweneedtoknowhowmanyfiledintotal.
Ifyouhavealocalitythatis‘split’withmorethanonecongressionaldistrict,pleasefill
outoneformforeachCongressionalDistrict.
CongressionalDistrict:_______________________________________________
CountyorCity:_____________________________________________________
PersonReporting:__________________________________________________
Reporter’sPhone,e-mail:____________________________________________
NumberPrefiled(candidatename):Delegates:
Alternates: NumberPrefiled(candidatename):Delegates:
Alternates: NumberPrefiled(candidatename):Delegates:
Alternates: TotalPresidentialFilings:
Delegates:
Alternates:
Note:[email protected]
callintheresultstoyourCDchairortheStateParty.
TheStatePartyphonenumberis(804)644-1966.
Paidforbythe(Yourcommitteename),(insertwebsite).
21
CountyorCityDemocraticCommittee
CaucusReportForm
IfyouhavealreadyemailedthisinformationtotheDPVAPoliticalDepartment,
youdonotneedtofilloutthisform.
CountyorCity:_______________________________________________
Personsubmittingtheinfo:_______________________________________________
Phoneore-mail:_______________________________________________
TypeofCaucus: Assembled
Unassembled(circleone)
CountyorCityConvention:
Yes
No
(circleone)(mostwillbe‘no’)
DateandTimeofCaucus:
April16,2016at12:00noon
April18,2016at7:30p.m.(circleone)
IfUnassembled,closingtime:
____________________________________________
LocationofCaucus:
____________________________________________
Methodofdeterminingalternates:(circleone)
Selectedseparately
Nexthighestvote-getters
NameofPersonwhowillbereportingresultsafterthecaucusorconvention:
Phone/emailforthatpersonforresultsreporter:
CountyorCityvoluntaryadministrativefee:$____________
PleaseeitheremailtotheDPVAbyFebruary12,[email protected]
Paidforbythe(Yourcommitteename),(insertwebsite).
22
APPENDIXC
SampleRules,SampleAds,andOtherUseful
Information
23
SampleRulesforanAssembledCaucus
1.
Alltimesshallbereadfromtheofficialclock.
2.
Thedoorsofthecaucusroomwillopenandthecertificationprocesswillbeginat6:30p.m.
3.
Thedoorstothecaucusmeetingroomwillbeclosedpromptlyat7:30p.m.Personsstandinginlinetocompletea
certificationformatthetimethedoorsclosewillbeallowedtocompletetheirformsandparticipateinthe
caucus.
4.
Everypersonwhoparticipatesinthecaucusmustcompleteacertificationformandsignastatementthatsays
theyarearegisteredvoter,aDemocrat,thattheydonotintendtosupportacandidateopposedtothe
Democraticnomineeinthenextensuingelection,isnotamemberofanyotherpoliticalparty,andhasnot
participatedandwillnotparticipateinthenominatingprocessofanyotherPartyforthe2012Presidential
election.
5.
Thecaucuswillbecalledtoorderbythetemporarychair.Thechairofthelocalcommitteeorhis/herdesignee
shallactasthetemporarychair.
6.
Thefirstorderofbusinessshallbetheelectionofapermanentchair.
7.
Thepermanentchairshallappoint(ormemberselect)thepermanentcaucussecretary.
8.
TheCredentialsCommitteeshallmakeitsreportofthetotalnumberofcaucusparticipantsandthenumbersfiled
foreachPresidentialcandidateanduncommitted.
9.
ThechairshallthereuponofferareportonTemporaryRules.Uponamotionforadoption,theTemporaryRules
maybeamendedfromthefloor(butmustcomplywiththeCalltoConvention),puttoavote,andadopted.
10. CaucusesshallbeconductedinaccordancewiththeDelegateSelectionPlanoftheDemocraticPartyofVirginia,
thePartyPlanandtheCalltoConventionissuedbytheCentralCommitteeoftheDemocraticPartyofVirginia.
11. ThoseattendingthecaucusshalldividebyPresidentialcandidatepreference.
12. ThepermanentchairshallappointatellerscommitteeconsistingofonepersonfromeachPresidentialcandidate
preference.Ifonlyonepresidentialcandidateisviable,thechairshallappointatellerscommitteeconsistingof
onepersonfromeachrepresentedU.S.Housecandidate(ifapplicable).
13. Immediatelypriortothedistributionofballots,thepermanentchairshallaskifthereareanyslatestobe
recognized.Onlythoseslatesproperlyprefiledasaslateofdelegatesonorbeforethedeadlinewillbe
recognizedassuch.Firstname,middleinitial,andlastnameofeachofthoseproperlyprefiledshallbelistedon
thecaucusballotinalphabeticalorder.Theymustalsobenumbered.Aslatemaybepresentedontheballotand
designateas“SlateA,”“SlateB,”etc.Itisprohibitedtogiveanypreferentialtreatmenttoanyslateandnonewill
belistedasthe“officialslate.”
14. Ballotswillbedistributedonlytothosepersonswhocanproduceapropercredential.
15. CaucusparticipantswillbeinstructedtoseparateintospecificPresidentialcandidategroupsforvoting.
16. Caucusparticipantswillbeinstructedbythechairastothemaximumnumberofdelegateand/oralternate
candidatesforwhomtheymayvote.Thosewishingtovoteforaslateonlymaymarktheslateintheappropriate
spaceprovided.Ballotsshowingvotesofmoredelegatesthanisallowedwillbedeclaredinvalid.Ifaslateis
offeredwhichdoesnotcontainthemaximumnumberofdelegates,aparticipantmayvotefortheslatesimplyby
markingintheappropriatedspaceandthenmarkthenamesoftheothercandidateslistedinalphabeticalorder
solongasthemaximumnumberisnotexceeded.Slatesmayalsoincludealternates.
17. Caucusparticipantsmayvoteforindividualdelegatecandidatesbyplacingan“X”besidetheappropriatename.
Theymayvoteforaslatebyplacingan“X”ontheslatespaceprovidedontheballot.
18. Alternateselectedshallbethosepersonsreceivingthenexthighestnumberofvotesfromthedelegates,unless
theyhaveprefiledonaslatetobeanalternate.
19. Thetellerscommitteeshallcollectandcounttheballots.
24
20. Uponcollectionoftheballots,thecaucusmeetingshallstandinrecessuntilthetellerscommitteehasreportedits
counttothechair.Thetellercommitteeshallreportdirectlytothechair,whowillannouncethevote.
21. Upontheannouncementoftheresultsandthecollectionofalldocumentation,thecaucuswilladjourn.
22. Theofficialballotwillbeyellowandbemarkedwiththeword“official”atthetop.Thenamesofalldelegate
candidateswillbelistedinalphabeticalorderandnumbered.Totherightofeachdelegatecandidate’snameand
inparentheseswillbetheirprefiledpreferencesforPresident,andU.S.Housecandidates(whereapplicable).
Spacewillbeprovidedatthebottomportionoftheballotforanyprefiledslateofdelegatesandalternates.
23. Tievoteswillbedecidedbytheflipofacoin.
Adopted:________________________(date)
Signed:_______________________________________(Chair)
Paidforbythe(Yourcommitteename),(insertwebsite).
25
SampleRulesforanUnassembledCaucus
1.
Alltimesshallbereadfromtheofficialclocklocatedabovethecheck-inarea.
2.
Thedoorsofthecaucusroomwillopenandthecertificationprocesswillbeginat12:00noononSaturday,April
16,2016.
3.
Thedoorstothecaucusmeetingroomwillbeclosedpromptlyat4:00p.m.Personsstandinginlinetocompletea
CaucusParticipationFormatthetimethedoorsclosewillbeallowedtocompletetheirformsandparticipatein
thecaucus.
4.
EverypersonwhoparticipatesinthecaucusmustcompleteaCaucusParticipationFormandsignastatementthat
saystheyarearegisteredvoter,aDemocrat,thatthatsaysthatheorsheisaDemocrat,isaregisteredvoterof
theDistrict,believesintheprinciplesoftheDemocraticParty,andthatheorshedoesnotintendtosupporta
candidateopposedtotheDemocraticnomineeinthenextensuingelection.
5.
ThechairofthecountyDemocraticcommitteeshallactasthepermanentchairofthecaucus.
6.
TherecordingsecretaryofthecountyDemocraticcommitteeshallactasthepermanentsecretaryofthecaucus.
7.
CaucusesshallbeconductedinaccordancewiththeVirginiaDemocraticPartyPlanandtheCalltoCaucus.
8.
Thepermanentchairshallappointatellerscommittee.
9.
Onlythoseslatesproperlyfiledasaslateofdelegatesonorbeforethedeadlinewillberecognizedassuchand
includedontheballot.
10. Ballotswillbepreparedlistingthefirstname,middleinitial,andlastnameofeachcandidateproperlyfiledin
alphabeticalorder.Eachnamewillbenumbered.Slateswillappearatthebottomoftheballotanddesignatedas
“SlateA,”“SlateB,”etc.Itisprohibitedtogiveanypreferentialtreatmenttoanyslateandnonewillbelistedas
the“officialslate.”
11. Caucusparticipantswilldeclareapresidentialpreferenceandbegivenaballotforthatcandidate.
12. Caucusparticipantswillbeinstructedwhentheyaregivenaballotastothemaximumnumberofcandidatesfor
whomtheymayvote.Thosewishingtovoteforaslateonlymaymarktheslateintheappropriatespace
provided.Ballotsshowingvotesofmorecandidatesthanareallowedwillbedeclaredinvalid.Ifaslateisoffered
whichdoesnotcontainthemaximumnumberofcandidates,aparticipantmayvotefortheslatesimplyby
markingintheappropriatespaceandthenmarkingthenamesofothercandidateslistedinalphabeticalorderso
longasthemaximumnumberisnotviolated.
13. Caucusparticipantsmayvoteforindividualcandidatesbyplacingan“X”besidetheappropriatename.Theymay
voteforaslatebyplacingan“X”ontheslatespaceprovidedontheballot.
14. Thetellerscommitteeshallcounttheballots.
15. Thereshallbenocampaigninginsidethecaucusroomorcheckinarea.
16. TherewillbenoPressorObserverspermittedintheroominwhichballotingtakesplace.
17. Tievoteswillbedecidedbytheflipofacoin.
Adopted:________________________(date)
Signed:_______________________________________(Chair)
Paidforbythe(Yourcommitteename),(insertwebsite).
26
DemocraticCalltoCaucus
(foranassembledcaucus;modifyforanunassembled)
(Name)DemocraticCommittee
Whereas,itisthedutyoftheEverywhereDemocraticCommitteetoissuetheCalltoCaucusforthepurposeof
th
electing15delegatesand7alternatestothe12 CongressionalDistrictDemocraticConventionandtheVirginia
DemocraticStateConvention.
Nowthereforebeitresolvedthatthe(Name)DemocraticCommitteeherebyissuestheCalltoCaucustoconvenean
assembledcaucusat12:00noon,Saturday,April16,2016attheEverywhereMiddleSchool,Everywhere,Virginiafor
th
thesolepurposeofelecting15delegatesand7alternatestothe12 CongressionalDistrictConventionandthe
VirginiaDemocraticStateConvention,andthefollowingprovisionsshallgoverntheconvention,towit:
1.
Prefiling:ThosewishingtheirnamestobeplacedontheballotattheCaucusshallprefiletheircandidacyby5:00
p.m.April9, 2016,withthe(Name)DemocraticCommitteeChairorhis/herdesignee.
2.VoluntaryAdministrativeFee:Thereshallbeavoluntaryadministrativefeeoftwenty-fivedollars($25.00)foreach
personfilingfordelegate,payabletothe(Name)DemocraticCommittee.Paymentofthisfeeiscompletely
voluntary.Nostatementisrequiredinordertowaivepayment.
3.NoticeRequirements:TheEverywhereDemocraticCommitteeshallcausetobepublishedthetime,date,and
locationoftheCaucusatleast7dayspriortotheCaucus,butnotmorethan2weeksbeforetheCaucus.Allnotices
shallbepublished(pickoneormore:EverywhereDemocraticCommitteewebsite,congressionaldistrictwebsite,or
theDPVAwebsite)andapressreleasewillbeprovidedtoallrelevantnewspapersofgeneralcirculation.
4.ConducttheCaucus:ThedoorstotheCaucuswillbeopenedat11:00a.m.Check-inwilloccurbetween11:00a.m.
and12:00noon.Thedoorstothecaucuswillbeclosedat12:00noonandnofurtherpersonswillbepermittedto
enter.Thoseinlineatnoonwillbepermittedtocompletethecheck-inprocessandwillbepermittedtoparticipate.
TheChairofthe(Name)Committeeorhis/herdesignee,shallbetheTemporaryChairoftheCaucusandshall
appointaTemporarySecretaryandsuchotherTemporaryOfficersoftheCaucusasisdeemedappropriate.Untilthe
adoptionoftheRules,theorderoftheCaucusshallbedeterminedbytheChairoftheCaucus,subjecttotheapproval
oftheCaucusparticipants,Robert’sRulesofOrder,andtheVirginiaDemocraticPartyPlan.
5.
AffirmativeAction:ItshallbethedutyofeachlocalprecinctDemocraticchairandthemembersofeachlocal
DemocraticCommitteetotakeallfeasiblestepstoencouragebroadparticipationinthedelegateselection
process.Discriminationonthebasisofrace,sex,age,color,nationalorigin,religion,ethnicidentityoreconomic
statusinthedelegateselectionprocessisprohibited.The(Name)DemocraticCommitteeshallmakeevery
efforttoensurethatthe(Name)delegationishalf-maleandhalf-female.
6.
CallDistribution:Itshallbethedutyofthe(Name)DemocraticCommitteeChairtodistributeacopyoftheCall
toCaucus.
Itshallfurtherbethedutyofthe(Name)DemocraticCommitteeChairtocausethisCalltoCaucustobe
publicizedthroughthenewsmediaofEverywhereasisfeasible.
Adopted:____________________________________________
Signed:_____________________________________________
(DATE)
(SIGNATUREOFCHAIR)
Paidforbythe(Yourcommitteename),(insertwebsite).
27
SAMPLEADVERTISEMENT–UNASSEMBLEDCAUCUS
PAID POLITICAL ADVERTISEMENT
NOTICE OF JEFFERSON COUNTY
DEMOCRATIC CAUCUS
The Jefferson County Democratic Committees hereby announces that it will hold an unassembled
caucus between noon and 4:00 p.m. on April 16, 2016 in the third floor courtroom of the Jefferson County
Courthouse for the purpose of electing 15 delegates and 7 alternates to the 12th Congressional District
Democratic Convention and the 2016 Virginia Democratic State Convention.
Any person wishing to seek election as a delegate or alternate must file with Steven C. Sampson, Chair
of the Jefferson County Democratic Committee, 2233 Park St., Jefferson, VA 24444 no later than 5:00 p.m.,
Monday, April 9, 2016. . A voluntary administrative fee of $10.00 (which may be waived) will be charged at
the time of filing for those wishing to be elected delegates or alternates, a $5.00 for the 12th Congressional
District Convention, and a $10 fee for the 2012Virginia Democratic State Convention.
There is no charge for those wishing to attend and vote at the caucus.
Any person attending the caucus, before participating in that caucus, shall sign a standardized Caucus
Participation Form stating that he or she is a Democrat, does not intend to support any candidate who is
opposed to a democratic nominee in the ensuing general election, believes in the principles of the Democratic
Party, and is a registered voter in such precinct or county or city. Caucus Participation Forms must be filled
out at the caucus prior to voting. The caucus will conclude promptly at 4:00 p.m. at which time the doors will
be closed and no person may complete a form or vote after that time with the exception of those persons in
line at 4:00 p.m.
If only one person files for each delegate or alternate position, the caucus will be cancelled. In this
event the Chair will publicly announce the cancellation, proclaim the individuals properly filed as the duly
nominated delegates and alternates, and so advice those individuals.
For further information, please contact Steve Samson, Jefferson County Democratic Committee at 3825555.
Paid for by the Jefferson County Democratic Committee, (insert website).
28
SAMPLEADVERTISEMENT–ASSEMBLEDCAUCUS
PAID POLITICAL ADVERTISEMENT
NOTICE OF JEFFERSON COUNTY
DEMOCRATIC CAUCUS
The Jefferson County Democratic Committees hereby announces that it will hold an assembled caucus
beginning at 7:30 p.m., on April 18, 2016 in the third floor courtroom of the Jefferson County Courthouse for
the purpose of electing 15 delegates and 7 alternates to the 12th Congressional District Democratic
Convention and the 2016 Virginia Democratic State Convention.
Any person wishing to seek election as a delegate or alternate must file with Steven C. Sampson, Chair
of the Jefferson County Democratic Committee, 2233 Park St., Jefferson, VA 24444 no later than 5:00 p.m.,
Monday, April 11, 2016. A voluntary administrative fee of $10.00 (which may be waived) will be charged at
the time of filing for those wishing to be elected members of the committee, a $5.00 for the 12th
Congressional District Convention, and a $10 fee for the 2016 Virginia Democratic State Convention.
There is no charge for those wishing to attend and vote at the caucus.
Doors to the caucus will open at 6:30 p.m. for check-in. Any person attending the caucus, before
participating in that caucus, shall sign a standardized Caucus Participation Form stating that he or she is a
Democrat, does not intend to support any candidate who is opposed to a democratic nominee in the ensuing
general election, believes in the principles of the Democratic Party, and is a registered voter in such precinct
or county or city. Caucus Participation Forms must be filled out at the caucus prior to participating in the
caucus. At 7:30 p.m. the doors to the caucus will be closed and no person may complete a form and
participate in the caucus after that time with the exception of those persons in line at noon.
If only one person files for each delegate or alternate position, the caucus will be cancelled. In this
event the Chair will publicly announce the cancellation, proclaim the individuals properly filed as the duly
nominated delegates and alternates, and so advice those individuals.
For further information, please contact Steve Sampson, Jefferson County Democratic Committee at
382-5555.
Paid for by the Jefferson County Democratic Committee, (insert website).
29
30
SampleCredentialforanAssembledCaucusorConvention:
OFFICIAL CREDENTIAL
OFFICIAL CREDENTIAL
Name:_________________________
Name:_________________________
Address:_________________________
Address:_________________________
PRESIDENTIAL PREFERENCE
PRESIDENTIAL PREFERENCE
(circle one)
(circle one)
(Candidate Name 1)
(Candidate Name 2)
(Candidate Name 3)
(Candidate Name 1)
(Candidate Name 2)
(Candidate Name 3)
Other:___________________
Other:___________________
Credentials Committee Initials:_______
Credentials Committee Initials:_______
Exchange for a ballot of the same
Presidential Preference
Exchange for a ballot of the same
Presidential Preference
31
SUGGESTEDAGENDAFORANASSEMBLEDCAUCUS(MASSMEETING)
_____am/pm
Timeshouldbeadjustedforthosecities’andcounties’choice(12:00noonor7:30pm)
Doorstomeetingroomshouldbeclosedafterafive(5)minutewarning.
§
Priortothecaucus,thenominatingcommitteewillhaveappointedatemporarychair,temporarysecretary,anda
credentialscommittee.
1.
CalltoorderbyTemporaryChair.
2.
Anexplanationofthepurposeofthecaucusandastatementthatnootherbusinessotherthanthatwhichwasin
thenoticeofthecaucuscancomeup.ThismaybedonebytheTemporaryChair.
3.
Theelectionofapermanentchair:
Ø
§
“DoIhearnominationsforapermanentchairofthecaucus?”(Nosecondneeded)
§
“Aretherefurthernominations?”
§
“DoIhearamotiontoclosenominations?”
§
“Isthereasecond?”
§
“Allinfavorofclosingnominationssay‘aye’.Opposedsay‘no’.”
§
“Nominationsforchairarenowclosed.”
Ifthereismorethanone(1)nomination,youmayallowforverybrief(nomorethantwo(2)minutes)speeches.
Thensay:
§
Ø
Ifthereisonlyone(1)nomination,say:
§
4.
“ThoseinfavorofcandidateAraiseyourhands(tellerswillcount);thoseinfavorofcandidateBwillraise
yourhands.”
“Thoseinfavorof__________asthepermanentcaucuschairraiseyourhand.Thoseopposedraiseyour
hand._________hasbeenelectedpermanentchair.I’llturnthemeetingovertoher/him.”
Thepermanentchairappointsapermanentsecretary.
5.
“We’llnowhearthereportofthecredentialscommittee.”
Ø
Ifthereisaquestionaboutthecredentialofanyparticipant,say:
§
“Youhaveheardthequestionconcerningtherightof__________toparticipateinthiscaucus.
_________,doyouwishtosayanythinginyourowndefense?”
§
“Youhaveheardthediscussion.ThosewhofeelthatMr./Ms.__________shouldbeseated,raiseyour
hand;thosewhooppose,dolikewise.(Tellerscounteach.)
§
“Theassemblyhasvotedtoseat/notseatMr./Ms.__________.Allinfavorofthecredentialsreportsay
‘aye’;thoseopposedsay‘no’.”
6.
Thechairshallreadorhaveasecretaryreadthetemporaryrules.
Ø
“Isthereamotiontoadopttherulesasread?Isthereasecond?Isthereadiscussion?”
Ifanamendmentisproposed,stopanddiscussthemotiontoamendandvoteonlyonthemotiontoamendwhich
takesamajoritytopass.Thensay:
32
Ø
“Istherefurtherdiscussiononthemotiontoadopttherulesasamended(iftheamendmentpassed)?”Ifno
furtheramendmentsareofferedorifnoamendmentsatallwereoffered,say:“Thoseinfavoroftherulessay
‘aye;;thoseopposedsay‘no’.Themotioniscarriedandtherulesareadopted.”
7.
Slates:Thisdependsupontheadoptedrulein#6ontheslates.Althoughnoslatemayberecognizedasthe
“officialslate”,somecaucusesrecognizeslatesprefiledpriortoasetdeadlinesothataparticipantmaysimply
mark“A”slateor“B”slateontheballotandnotmarkeachperson’snameindividually.Ontheotherhand,some
caucusesdonotrequireprefilingofslatesandrequireeachparticipanttomarkontheballoteachnameforwhom
he/shewishestovote.
Inanyeventthechairshouldcallattentiontowhateverrulehasbeenadoptedonslatesatthistimeandshould
readaloudeachslate.
8.
Distributionofballots:Aballotwillbegiventoeachparticipantinexchangeforhis/hersignedcopyofthe
certificationformwhichshouldbedistributedandfilledoutbeforeenteringthecaucusroom.
9.
Announcethemaximumnumberofdelegatesorcandidatesforwhomtheymayvotebyplacingan“X:bythe
appropriatename.Iftheslateruleisadoptedin#6,theymaystatethisontheballot.Intheeventaslatedoes
notcontainthemaximumnumberforwhomonemayvote,he/shemaymarkan“X”bytheadditionalnumberof
votestowhichhe/sheisentitled.
10. Announcethenamesofthetellersandtheprivatespaceinwhichtheyaretocounttheballots.(Thisspace
shouldbeanearbyroominsamebuilding,orinacorneroftheroomsequesteredfromothercaucus
participants.)
11. Followingthecollectionoftheballots,say:
Ø
“Thecaucusisrecesseduntiltheballotsarecounted.Atthattime,Iwillannouncethe
resultsandadjournthecaucus.Thecaucusisnowinrecess.”
12. Afterthecountingoftheballots,thechairreturnstothemeetingroom(usuallyemptybythistimeand
announcestheresultsoftheelectionandsays:“Thiscaucusisadjourned.”
ADDENDUM:ANAPPEALORCHALLENGEOFTHECHAIRDURINGACAUCUS
Atanytimeduringacaucusormassmeeting,shouldtherulingofthechairbechallengedovertheelectionofachair,
adoptionoftherules,etc.,say:
Ø
“Doyouwishtomovetoappeal/challengetherulingofthechair?”
Ifhe/sheresponds‘yes’thensay:
“Isthereasecond?”Aschairyoudonotrelinquishthechair,butexplainimmediatelywhyyouruledasyoudid.Then
say:
“Istherefurtherdiscussionofthemotiontoappealthechair’sruling?”
“Thosewhofeelthatthechairruledcorrectly,raiseyourhand.”
“Thosewhofeelthatthechairruledincorrectly,raiseyourhand.”
Ittakesamajorityforpassage.
“Themajorityfeelsthatthechairruledcorrectly;thuswe’llmoveontothenextitemontheagenda.”
Or,
“Themajorityfeelsthatthechairruledincorrectly;thustherulingofthechairisreversedonthatitem.We’llmoveto
thenextitemontheagenda.”
33
APPENDIXD
TheNumbers
34
National Convention Delegates and Alternates
Type
Delegates
Alternates
6
Date of
Selection
District-Level
Delegates and
Alternates
62
May 7, 14
or 21,
2016
Unpledged PLEO
Delegates*
14
n/a
n/a
Pledged PLEOs
12
**
June 18,
2016
Selecting Body
Filing Requirements and Deadlines
Selecting Body: District
Convention
Must be a Democrat and
registered voter in the district.
Must file a statement of candidacy
and pledge of support to
presidential candidate with State
Party and Congressional District
Chair at least 15 days before the
District Convention.
Automatic by virtue of respective public
or Party office as provided in Rule 9.A.
of the 2016 Delegate Selection Rules.
Selecting Body: State
Convention
Must be a Democrat and registered voter.
Must file a statement of candidacy and
pledge of support to presidential
candidate with State Party by 5:00 p.m.
May 25, 2016. Candidates may also file
for At-Large Delegate or Alternate.
At-Large
Delegates and
Alternates
21
2
June 18,
2016
Selecting Body: State
Convention
Must be a Democrat and registered voter.
Must file a statement of candidacy and
pledge of support to presidential
candidate with State Party by 5:00 p.m.
May 25, 2016. Candidates may also
file for Pledged PLEO.
TOTAL Delegates
and Alternates
109
8
35
2016 State Delegate Selection (Party Plan section
15.1) (2000 Delegates / 500 Alternates)
Formula_A
CD
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
2
2
2
2
2
2
3
3
3
3
3
3
3
3
3
3
Locality Name
CAROLINE COUNTY
ESSEX COUNTY
FAUQUIER COUNTY
FREDERICKSBURG CITY
GLOUCESTER COUNTY
JAMES CITY COUNTY
KING & QUEEN COUNTY
KING GEORGE COUNTY
KING WILLIAM COUNTY
LANCASTER COUNTY
MATHEWS COUNTY
MIDDLESEX COUNTY
NEWPORT NEWS CITY
NORTHUMBERLAND COUNTY
POQUOSON CITY
PRINCE WILLIAM COUNTY
RICHMOND COUNTY
SPOTSYLVANIA COUNTY
STAFFORD COUNTY
WESTMORELAND COUNTY
WILLIAMSBURG CITY
YORK COUNTY
Delegates
7
3
3
6
8
19
2
5
4
3
2
3
2
3
2
40
2
7
29
4
4
15
Alternates
2
1
1
2
2
5
0
1
1
1
0
1
0
1
1
10
0
2
7
1
1
4
Total
9
4
4
8
10
24
2
6
5
4
2
4
2
4
3
50
2
9
36
5
5
19
CD 1 TOTAL
173
44
217
ACCOMACK COUNTY
HAMPTON CITY
NEWPORT NEWS CITY
NORFOLK CITY
NORTHAMPTON COUNTY
VIRGINIA BEACH CITY
8
11
22
22
3
101
2
3
5
5
1
25
10
14
27
27
4
126
CD 2 TOTAL
167
41
208
2
29
31
23
38
11
28
3
53
2
1
7
8
6
10
3
7
1
13
0
3
36
39
29
48
14
35
4
66
2
CHARLES CITY COUNTY
HAMPTON CITY
HENRICO COUNTY
NEWPORT NEWS CITY
NORFOLK CITY
PETERSBURG CITY
PORTSMOUTH CITY
PRINCE GEORGE COUNTY
RICHMOND CITY
SURRY COUNTY
36
CD 3 TOTAL
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
AMELIA COUNTY
CHESAPEAKE CITY
CHESTERFIELD COUNTY
COLONIAL HEIGHTS CITY
DINWIDDIE COUNTY
EMPORIA CITY
FRANKLIN CITY
GREENSVILLE COUNTY
HOPEWELL CITY
ISLE OF WIGHT COUNTY
NOTTOWAY COUNTY
POWHATAN COUNTY
PRINCE GEORGE COUNTY
SOUTHAMPTON COUNTY
SUFFOLK CITY
SUSSEX COUNTY
CD 4 TOTAL
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
ALBEMARLE COUNTY
APPOMATTOX COUNTY
BEDFORD COUNTY
BRUNSWICK COUNTY
BUCKINGHAM COUNTY
CAMPBELL COUNTY
CHARLOTTE COUNTY
CHARLOTTESVILLE CITY
CUMBERLAND COUNTY
DANVILLE CITY
FAUQUIER COUNTY
FLUVANNA COUNTY
FRANKLIN COUNTY
GREENE COUNTY
HALIFAX COUNTY
HENRY COUNTY
LUNENBURG COUNTY
MADISON COUNTY
MECKLENBURG COUNTY
NELSON COUNTY
PITTSYLVANIA COUNTY
PRINCE EDWARD COUNTY
RAPPAHANNOCK COUNTY
CD 5 TOTAL
6
6
6
6
AMHERST COUNTY
AUGUSTA COUNTY
BATH COUNTY
BEDFORD COUNTY
37
220
56
276
3
56
45
3
7
2
2
3
5
9
4
6
5
5
23
3
1
14
11
1
2
0
1
1
1
2
1
1
1
1
6
1
4
70
56
4
9
2
3
4
6
11
5
7
6
6
29
4
181
45
226
29
3
9
5
4
11
3
14
2
11
12
6
12
4
8
3
3
3
7
4
13
5
2
7
1
2
1
1
3
1
3
1
3
3
2
3
1
2
1
1
1
2
1
3
1
0
36
4
11
6
5
14
4
17
3
14
15
8
15
5
10
4
4
4
9
5
16
6
2
173
44
217
7
14
1
6
2
4
0
2
9
18
1
8
6
6
6
6
6
6
6
6
6
6
6
6
6
6
6
BOTETOURT COUNTY
BUENA VISTA CITY
HARRISONBURG CITY
HIGHLAND COUNTY
LEXINGTON CITY
LYNCHBURG CITY
PAGE COUNTY
ROANOKE CITY
ROANOKE COUNTY
ROCKBRIDGE COUNTY
ROCKINGHAM COUNTY
SHENANDOAH COUNTY
STAUNTON CITY
WARREN COUNTY
WAYNESBORO CITY
CD 6 TOTAL
7
7
7
7
7
7
7
7
7
7
CHESTERFIELD COUNTY
CULPEPER COUNTY
GOOCHLAND COUNTY
HANOVER COUNTY
HENRICO COUNTY
LOUISA COUNTY
NEW KENT COUNTY
ORANGE COUNTY
RICHMOND CITY
SPOTSYLVANIA COUNTY
CD 7 TOTAL
8
8
8
8
ALEXANDRIA CITY
ARLINGTON COUNTY
FAIRFAX COUNTY
FALLS CHURCH CITY
CD 8 TOTAL
9
9
9
9
9
9
9
9
9
9
9
9
9
9
ALLEGHANY COUNTY
BLAND COUNTY
BRISTOL CITY
BUCHANAN COUNTY
CARROLL COUNTY
COVINGTON CITY
CRAIG COUNTY
DICKENSON COUNTY
FLOYD COUNTY
GALAX CITY
GILES COUNTY
GRAYSON COUNTY
HENRY COUNTY
LEE COUNTY
38
7
1
10
1
2
17
5
24
16
5
15
8
6
8
4
2
0
3
0
0
4
1
6
4
1
4
2
1
2
1
9
1
13
1
2
21
6
30
20
6
19
10
7
10
5
157
39
196
35
10
5
23
56
8
4
8
10
20
9
2
1
6
14
2
1
2
3
5
44
12
6
29
70
10
5
10
13
25
179
45
224
45
70
99
5
11
17
25
1
56
87
124
6
219
54
273
4
1
3
5
6
1
1
3
3
1
4
3
8
5
1
0
1
1
1
0
0
1
1
0
1
1
2
1
5
1
4
6
7
1
1
4
4
1
5
4
10
6
9
9
9
9
9
9
9
9
9
9
9
9
9
9
9
MARTINSVILLE CITY
MONTGOMERY COUNTY
NORTON CITY
PATRICK COUNTY
PULASKI COUNTY
RADFORD CITY
ROANOKE COUNTY
RUSSELL COUNTY
SALEM CITY
SCOTT COUNTY
SMYTH COUNTY
TAZEWELL COUNTY
WASHINGTON COUNTY
WISE COUNTY
WYTHE COUNTY
4
22
1
4
7
3
5
6
5
4
6
8
11
7
6
1
6
0
1
2
1
1
1
1
1
2
2
3
2
1
5
28
1
5
9
4
6
7
6
5
8
10
14
9
7
147
36
183
4
54
16
81
9
3
14
6
1
13
4
20
2
1
4
1
5
67
20
101
11
4
18
7
CD 10 TOTAL
187
46
233
FAIRFAX CITY
FAIRFAX COUNTY
PRINCE WILLIAM COUNTY
6
147
44
2
37
11
8
184
55
CD 11 TOTAL
197
50
247
STATE TOTAL
2000
500
2500
CD 9 TOTAL
10
10
10
10
10
10
10
10
11
11
11
CLARKE COUNTY
FAIRFAX COUNTY
FREDERICK COUNTY
LOUDOUN COUNTY
MANASSAS CITY
MANASSAS PARK CITY
PRINCE WILLIAM COUNTY
WINCHESTER CITY
39