Campaign Finance Part 1 Office Organization Reporting Requirements Processing Reports Campaign Finance Reporting Software Presenter: Jason Schrader, Training Specialist North Carolina State Board of Elections McKimmon Center - September 2009

Office Organization Organizing a Campaign Finance Office Every office should have an area dedicated to public viewing of all campaign finance reports. The area should be in plain view of a staff member at all times. Every committee required to report to your office should have their own file that is easily found and accessible. All reports and correspondence should be maintained in this file.

Office Organization Organizing a Campaign Finance Office Original copies of reports that contain financial institution account numbers should not be available for public viewing and kept in a locked filing cabinet. Instead, photocopies of these reports with the account numbers blacked out (redacted) should be available. An adequate number of each reporting form should be kept available for public use. Sample forms are available on the SBOE website.

Office Organization Organizing a Campaign Finance Office A current Campaign Finance Reporting Manual should be kept in the public viewing area for reference. Include with the manual a copy of any law changes that have passed since publication. A complete, updated list of all active committees in your county or municipalities should be available in the public viewing area. It may be helpful to include threshold status information on this list to accommodate public inquiry.

Office Organization Organizing a Campaign Finance Office A campaign finance reporting schedule relevant to all committees in your county or municipality should be posted in your public viewing area.

Reporting Requirements Candidates for County Offices and Political Action Committees (PACs) Involved in County Elections only Organizational Report (Candidate Committee) Organizational Report (PAC) 48-Hour Report ($1,000 or more) Quarterly Reports (First Quarter Plus, Second Quarter, Third Quarter Plus, Fourth Quarter) Semi-Annual Reports (Mid Year Semi-Annual, Year End Semi-Annual)

Reporting Requirements Independent Expenditure Committees Organizational Report 48-Hour Report ($1,000 or more) Quarterly Reports (First Quarter Plus, Second Quarter, Third Quarter Plus, Fourth Quarter) Semi-Annual Reports (Mid Year Semi-Annual, Year End Semi-Annual)

Reporting Requirements Individuals or Qualified Nonprofit Organizations Independent Expenditures and Contributions Report (CRO-2210) is to be filed by any individual or Qualified Nonprofit Organization to disclose any independent expenditure made in support or opposition of a clearly identified candidate or referendum issue if the amount is in excess of $100. Independent expenditure filings are required to be reported within thirty (30) days after they exceed $100 or ten (10) days before an election the contributions or expenditures affect, whichever occurs earlier.

Reporting Requirements Referendum Committees (County) Organizational Report Pre-Referendum Report 48-Hour Report ($1,000 or more) Final Report Supplemental Final Annual Report

Processing Reports Processing Campaign Finance Reports Receive Reports – Paper reports are to be date-stamped upon receipt. The postmark date and delivery method should be noted on the Disclosure Report Cover Sheet prior to placing the report in the committee file. Electronic reports will come to the county through the State Board of Elections. The committee will e-mail the report to the Campaign Finance Division and after importing the report, SBOE staff will forward a copy of the report to the county office where the committee is registered.

Processing Reports Processing Campaign Finance Reports Send a Five (5) Day Reminder – Five days after the due date of a report, a reminder postcard or letter should be sent to those committees that have failed to file the required report.

Processing Reports Processing Campaign Finance Reports Make Reports Available to the Public – Within 8 hours of receipt reports must be available for public viewing. Members of the public are allowed to inspect and make copies of all campaign finance disclosure reports. Before disclosure, inspect reports for financial institution account numbers. Make a copy of any reports containing account numbers and black out (redact) account numbers on the copy (not the original). Keep the original in a secure location; the copy should be available for public viewing.

Processing Reports Processing Campaign Finance Reports Inspection/Audit of Reports – Within 30 days of receipt, reports must be inspected and audited by the county board of elections for accuracy and compliance. As each report is audited an Audit Checklist should be completed and attached to the report. Correspond with Committees – After completing the inspection and audit of a report, if there is any information that is missing, incomplete or incorrect on the report a letter must be sent requesting the additions/corrections to be made. The Campaign Report Discrepancies Form should be used to address these issues.

Processing Reports Processing Campaign Finance Reports Certify Committees to the State Board of Elections – Any committee that has failed to file a report, filed a report late, failed to respond to a request for additional information from your office or has receipts or disbursements that are considered a violation of campaign finance law must be reported to the State Board of Elections so notification can be sent to the committee. Certification of Delinquent Reports Certification of Late Reports Certification of Noncompliant Committees Certification of Prohibited Receipts and Disbursements

Campaign Finance Reporting Software Software can be used by all committees and is available free of charge (downloaded from our website) Classes are taught at the State Board of Elections office and a User Guide is available on our website Reports can be filed via email (through the State Board) or printed copy with the County Board of Elections

Finding Help County Campaign Finance Procedural Manual State Board of Elections Campaign Finance Staff (919) 733-7173 campaign.reporting@ncsbe.gov 2008-2009 Campaign Finance Manual State Board of Elections Website http://www.sboe.state.nc.us

Campaign Finance Part 2 On-Line Treasurer Training Regional Treasurer Training Statement of Economic Interest Presenter: Terry Harris, Training Specialist

Overview Effective October 1, 2006 all treasures of open political committees are required to be trained by the State Board of Elections. Current training options are: On-line Training In-person Training Training is mandatory for all treasurers; this included under the threshold committees as well as committees that only have filing fee activity.

On-Line Treasurer Training Learning Management System In July we informed you that we had encountered an unforeseen limit on the number of users allowed in the training system. As a result we were forced to enable your access to the sight which allowed you to check the status of your treasurers or enroll new treasures.

Learning Management System Unfortunately, your access to the “On-Line Training System” is still restricted while we are working towards merging our current training system with the “On-Line Poll Workers Training System” that is used by the county. We will inform you when the new system is available for you and your treasurers.

Learning Management System All treasurers that have contacted SBOE during this restrictive period have been given access to the on-line training through the “Self Registration” process and therefore many more of your treasurers have already completed the training.

In-Person Treasurer Trainings SBOE will continue to hold in-person trainings on a regular basis at the State Board of Elections office in Raleigh. In light of the delays associated with on-line training access, we have received authorization to conduct a limited number of regional trainings throughout the state in September and October.

In-Person Treasurer Training Host Counties were selected based on; Greatest number of candidates filed No overnight accommodations required General proximity to other well populated counties Host volunteers Regional trainings have been finalized

In-Person Treasurer Training Host Counties - Fall of 2009 Regional Trainings Buncombe County Guilford County Union County Catawba County Moore County Columbus County Craven County Martin County Raleigh (State Board)

In-Person Treasurer Training Regional Trainings across the State Fall 2009

In-Person Treasurer Training A flier containing all training dates and instructions on how to register has been designed and is available on the FTP site; Distribute this flier to your treasurers which you know have not completed the training. If you are unsure which of your treasurers have previously been trained, feel free to attach a cover letter that instructs them to “ignore if training has been completed”. In light of the 3 month deadline that will expire in late October for most treasures it is important that you distribute this flier immediately.

Mandatory Training Flier

Treasurer Training Determining which treasures have been trained Limited access to the training system can be authorized which would allow you to confirm in the system which of your treasures have/have not completed the training to date. Due to system limits only 1-2 day access can be granted for this purpose. Send email request to: Campaign.sboe@ncsbe.gov

Statement of Economic Interest (SEI) Only candidates filing a Notice of Candidacy for NC House, NC Senate and Clerk of Court are required to file an SEI at the county level. SEI must be filed with the BOE within three days of the filing deadline. Upon receipt the county board must forward all original SEI’s to the state board office.

Statement of Economic Interest (SEI) The State Board of Elections will immediately forward the SEIs to the State Ethics Commission where they are processed and made available to the public. The County Board is only responsible for assuring that the form is filed, date stamped, contact information on cover is complete and last page is signed and notarized. All questions on how to complete the form must be directed to the State Ethics Commission.

Statement of Economic Interest (Cover Page)

Statement of Economic Interest (Signature Page)

Questions Contact a Training Specialist: Terry Harris Jason Schrader Phone: 919-715-9195 Email: Terry.harris@ncsboe.gov Jason Schrader Phone: 919-715-1825 Email: Jason.schrader@ncsbe.gov

Campaign Finance Part 3 County Noncompliance Process Media Presenter: Adam Ragan, Compliance Specialist

Noncompliance Process County determines whether report is not filed, filed late or if additional information requested has not been received County sends in certification forms to SBOE Campaign Finance Division Compliance Specialist prepares appropriate letter Letters scanned and e-mailed to county for verification and accuracy Letters sent by certified mail by SBOE All responses should be sent to county with the exception of penalty payments and waiver responses

Noncompliance Process Certification of Delinquent Reports Certification of Late Reports Certification of Noncompliant Committees Certification of Prohibited Contributions and Disbursements

Noncompliance Process Certification of Delinquent Reports Failure to file a report Noncompliance letter

Noncompliance Process

Noncompliance Process

Noncompliance Process Certification of Late Reports Filing a report after the due date Penalty Waiver or Penalty Assessment letter

Noncompliance Process

Noncompliance Process

Noncompliance Process

Noncompliance Process Certification of Noncompliant Committees Failure to respond to a request for amendments Noncompliance letter

Noncompliance Process

Noncompliance Process Certification of Prohibited Contributions and Disbursements Committee receipt of prohibited contributions or disbursement of a prohibited expenditure Noncompliance letter

Noncompliance Process

What is media? TV, Radio, Print Billboards Cards (any size) Newspapers/inserts Magazines/periodicals Fliers/pamphlets Mass mailings (500+ pcs)

What is a “legend?” “Paid for by…” disclosure statement Statement of Organization name When do I need a legend? When an ad is a contribution or expenditure

What is required to have the legend? Newspaper Ads Newspaper Inserts Airplane Streamers Fliers Sound-Truck Advertising Mass Mailings (over 500 pieces) Portable Signs Periodicals TV Ads Radio Ads Cards Outdoor Advertising Facilities Magazines Billboards Pamphlets

Print Media – Business Card

Print Media - Flyer

Print Media - Flyer

What is not required to have the legend? Buttons Bumper Stickers Yard Signs Window Posters (Approximately 14 x 22 inches) Barn Posters (Up to 4 x 6 feet, used on sides of buildings generally at no cost) Balloons Shopping Bags Nail Files Other campaign paraphernalia imprinted with a campaign message

Media – Bumper Stickers

What size does the “legend” have to be for print ads? Legend is required to be 5% of the height of the printed space or 12 point type whichever is larger 28 point maximum for newspaper ads