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2012 Florida Association of City Clerks (FACC) Summer Academy MANAGING ELECTIONS.

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Presentation on theme: "2012 Florida Association of City Clerks (FACC) Summer Academy MANAGING ELECTIONS."— Presentation transcript:

1 2012 Florida Association of City Clerks (FACC) Summer Academy MANAGING ELECTIONS

2 Managing Elections Panelists Dawn Wright, MMC City Clerk, City of Eagle Lake Priscilla A. Thompson, CMC City Clerk, City of Miami Angie Apperson, MMC Asst. City Mgr./City Clerk, City of Cape Canaveral 2

3 Managing Elections TABLE OF CONTENTS (TOC) ◦1. Governing Rules and GuidelinesGoverning Rules and Guidelines ◦2. Filing ClerkFiling Clerk ◦3. Qualifying OfficerQualifying Officer ◦4. Polling Place ManagerPolling Place Manager ◦5. Records ManagerRecords Manager ◦6. Elections AdministratorElections Administrator ◦7. Goodwill AmbassadorGoodwill Ambassador 3 TOCTOC

4 GOVERNING RULES AND GUIDELINES Section 1 MANAGING ELECTIONS TOCTOC 4

5 Governing Rules/Guidelines U.S. Election Laws Florida Constitution – Home Rule Powers Florida State Statutes – Chapters County Home Rule Charter – If Applicable County Home Rule Charter Municipal Charter Municipal Code 5

6 Governing Rules/Guidelines Opinions ◦FL Division of Election OpinionsFL Division of Election Opinions ◦Municipal Attorney OpinionsMunicipal Attorney Opinions ◦FL Office of the Attorney GeneralFL Office of the Attorney General ◦FL Elections Commission – Final OrdersFL Elections Commission ◦FL Court OpinionsFL Court Opinions Florida League of Cities 6

7 Governing Rules/Guidelines ELECTION ADMINISTRATION Municipal elections may be administered either by municipal officials or by the county supervisor of elections (SOE). A municipality may choose to administer its election through a municipal elections board or other appropriate municipal officials; e.g., the manager or Municipal Clerk In such cases, the SOE is responsible to deliver the necessary records and equipment to the appropriate municipal officials prior to the election and to collect them after the election. On the other hand, a municipality may seek an arrangement with the SOE whereby the supervisor will administer municipal elections. In either event, “the municipality shall reimburse the SOE for the actual costs incurred” including, specifically, the costs of printing and delivery of municipal ballots. 7

8 Governing Rules/Guidelines UTILIZE EXISTING RESOURCES! ◦ blasts ◦Florida League of Cities ◦Florida Association of City Clerks ◦FL Dept. of State, Division of Elections Attorneys ◦County Supervisor of Elections (SOE) ◦Official from other municipalities ◦Local and State Ethics Commissions ◦Municipal public records archives ◦Other municipal charters and code – MunicodeMunicode ◦Internet TIP 8

9 Role – Filing Officer Section 2 MANAGING ELECTIONS TOCTOC 9

10 Role – Filing Officer Publish/notice filing deadline calendar Send filing deadline reminders to candidates, committee chairs and treasurers Accept and file qualifying documents Accept and file campaign finance reports Accept/send & file elections correspondence 10

11 Role – Filing Officer Election Packet & Candidate Orientation ◦Candidate Qualifying Forms ◦Florida Statutes (FS ) ◦Election Cycle Calendar ◦Candidate Handbook ◦Committee Handbook ◦Canvassing Board Schedule ◦Local/County signage code ◦Other local information 11

12 Role – Filing Officer Political Action Committees ◦Election packet includes all laws, forms, and handbooks (see previous slide) ◦Treat committees similar to candidates 12

13 Role – Filing Officer Campaign reports – with discrepancies Publish CalendarReminder LetterReceive/File Report Accept/File Amended ReportNotify of Discrepancies 13

14 Role – Filing Officer Campaign reports – LATE Publish CalendarReminder Letter Receive/File ReportReceive/Record FineFine Letter Late Report Notice 14

15 Role – Filing Officer File confidential complaints to the Florida Elections Commission when required Provide certified copies of campaign files and signed affidavits to FEC when asked Request formal opinions from the Division of Elections when necessary Provide written/oral deposition to State Attorney when asked 15

16 Role – Filing Officer Keep Prospective Candidates INFORMED! ◦Minimizes reporting errors ◦Lowers work/costs associated with report amendments ◦Lowers incidents of having to file confidential complaints TIP 16

17 Role - Qualifying Officer Section 3 MANAGING ELECTIONS TOCTOC 17

18 Role - Qualifying Officer Schedule Candidate Qualifying Review qualifying packets & qualifying procedures Perform ministerial duties Collect fees and assessments 18

19 Role - Qualifying Officer Schedule Candidate Qualifying ◦Pre-qualifying election notices and calendars ◦Lighten workload during qualifying period ◦Schedule appointments for prospective candidates (“Announced Candidate”) ◦Prepare requisites, forms and calendars for candidates, committees, and petitioners 19

20 Role - Qualifying Officer PERFORM MINISTERIAL DUTIES ◦Ensure timeliness of qualifying documents ◦Examine face of qualifying documents ◦Notarize documents ◦Accept fees and assessments ◦Administer oaths ◦Accept and file documents ◦Accept corrections until end of qualifying period ◦Accept no corrections after qualifying deadline 20

21 Role - Qualifying Officer MANAGE FEES AND ASSESSMENTS ◦Accept qualifying fees and assessment fees  Return fees if candidate withdraws before the end of qualifying  Send 1% assessment to Elections Commission 30 days after the closing of qualifying period ◦Certification from SOE for petitioners (if filed) ◦Affidavit of Financial Hardship (if filed) 21

22 Role - Qualifying Officer UTILIZE A QUALIFYING CHECKLIST! ◦Ensures uniformity for all prospective candidates ◦Eliminates possible omissions during busy moments ◦Creates a public record of agreement between prospective candidate and clerk that:  All appropriate steps of the qualifying process were undertaken  Candidate/Treasure reviewed & received election packet TIP 22

23 Role - Qualifying Officer REMEMBER … MINISTERIAL DUTY! ◦ A ministerial act or duty is a function performed without the use of judgment by the person performing the act or duty TIP 23

24 Role - Polling Place Manager Section 4 MANAGING ELECTIONS TOCTOC 24

25 Role - Polling Place Manager (Municipal Clerk) Hiring and Managing Poll Workers ◦SOE approved poll workers (if possible) ◦Rate of poll worker pay matches SOE workers ◦Check Charter requirements ◦Get input from precinct clerk ◦Have fair representation of entire municipality ◦Provide SOE with information as to when workers can expect to be paid ◦Contact all workers to make sure they are available and willing to work polls 25

26 Role - Polling Place Manager (Municipal Clerk) A.D.A. Requirements ◦If parking for voters, then parking for disabled voters ◦Proper signage identifying path to polling place ◦Level, firm, stable, slip-resistant surfaces ◦Unobstructed voting area ◦Sufficient lighting along path and in voting area 26

27 Role - Polling Place Manager (County Supervisor of Elections) Formal agreement between SOE and municipality SOE manages polling places Clerk assists with temporary polling places Clerk’s roll is in communications and coordination Troubleshoot and minimize election day issues 27

28 Role - Polling Place Manager YOUR SOE IS YOUR BEST FRIEND! SOE provides rules and regulations TIP 28

29 Role - Election Records Manager Section 5 MANAGING ELECTIONS TOCTOC 29

30 Role - Election Records Manager Ordinances, resolutions, motions Candidate qualifying documents Campaign Treasurer’s Reports General election correspondence Letters to/from Treasurers (USPS receipts) L&A test results Election results & certifications FEC Confidential Complaint/investigation Keep log of issues and complaints 30

31 Role - Election Records Manager MAINTAIN RECORDS ◦Maintain active candidate file – KEEP SECURE ◦Maintain exempt public records and ongoing FEC complaints – KEEP SECURE ◦Ease accessibility to all other public records  Active campaign file – keep organized and up-to-date  Records archive – keep organized and up-to-date  Website – keep organized and up-to-date ◦Respond to public information requests ASAP 31

32 Role - Election Records Manager REDACT confidential information on copies, if needed Get permission from Department of State (Division of Elections) to destroy unused ballots, forms, and other election materials Examine for historical/archival value Maintain records destruction schedule Get to know General Records Schedule GS3 for Elections RecordsGeneral Records Schedule GS3 for Elections Records 32

33 Role - Election Records Manager GO ELECTRONIC! ◦Improve information access – single point repository ◦Integrate with other systems – web portals, ◦Increase public access to information ◦Automate collaborative business processes ◦Mitigate risk with records management TIP 33

34 Role – Election Administrator Section 6 MANAGING ELECTIONS TOCTOC 34

35 Role – Election Administrator Election Legislation Create elections packets Campaign report filing calendar Notices of election Approve ballot and translation 35

36 Role – Election Administrator Logic and Accuracy testing Canvassing Board Election Audit Certification of election Assist with recounts 36

37 Role – Election Administrator Absentee Ballot & Early Voting ◦Check with SOE – May send AB’s for you ◦Verify AB signatures in advance ◦Check your election code to see if your city participates in Early Voting 37

38 Role – Election Administrator Oaths of Office – Elected Official ◦Refer to code or charter requirements ◦Coordinate with municipal attorney ◦Prepare Oath of Office ◦Administer oath – (clerk, judge, or notary) ◦File oath 38

39 Role – Election Administrator Petitions - in lieu of qualifying / Initiative / Referendum / Charter Amendments ◦Provide examples of required petition elements ◦Have city-wide/district-wide voter registration statistics available ◦Communicate with SOE ◦Review Code to make sure you have the authority to verify signatures ◦Verify signatures as soon as you can 39

40 Role – Election Administrator Complaints ◦Before receiving a complaint:  Publish information for campaigns – running campaigns, election laws  Publish general public and voters – registration, voting places  Publish information regarding zoning laws and signage  Create list of points of contact with Legal, Zoning, Code Enforcement, and Police officials – circulate this list ◦After:  Document the complaint  Forward complaint to appropriate officer  Follow up if necessary  Debrief when resolved 40

41 Role – Election Administrator UTILIZE AN ELECTION CHECKLIST! ◦Standardizes complex procedures ◦Eliminates possible omissions during busy moments ◦Project management tool – Keep on Course ◦Communication tool / collective Learning ◦Continuous improvement TIP 41

42 Role – Goodwill Ambassador Section 7 MANAGING ELECTIONS TOCTOC 42

43 Role – Goodwill Ambassador General public Media – reporters and ads Supervisor of Elections and all staff Governing body (Mayor, Commission) Municipal departments ◦Municipal Attorney ◦Police ◦Code Enforcement ◦Zoning ◦Communications ◦Finance 43

44 Role – Goodwill Ambassador HAVE FUN – THIS IS A GREAT JOB! ◦Be prepared ◦Listen actively ◦Inquire ◦Stick to the facts ◦Stay neutral TIP 44

45 Managing Elections Priscilla A. Thompson, CMC City Clerk City of Miami (Pop. 399,457) (305) Dawn M. Wright, MMC City Clerk City of Eagle Lake (Pop. 2,286) (863) Angela M. Apperson, MMC Assistant City Manager/City Clerk City of Cape Canaveral (Pop. 9,936) (321) x


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