2012 Florida Association of City Clerks (FACC) Summer Academy MANAGING ELECTIONS.
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Transcript of 2012 Florida Association of City Clerks (FACC) Summer Academy MANAGING ELECTIONS.
2012 Florida Association of City Clerks (FACC) Summer
Academy
MANAGING ELECTIONS
Managing Elections
Panelists
Dawn Wright, MMCCity Clerk, City of Eagle Lake
Priscilla A. Thompson, CMCCity Clerk, City of Miami
Angie Apperson, MMCAsst. City Mgr./City Clerk, City of Cape Canaveral
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Managing Elections
TABLE OF CONTENTS (TOC)◦1. Governing Rules and Guidelines◦2. Filing Clerk◦3. Qualifying Officer◦4. Polling Place Manager◦5. Records Manager◦6. Elections Administrator◦7. Goodwill Ambassador
Click on Section above to jump to that section in this Presentation
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TOC
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GOVERNING RULES AND GUIDELINES
Section 1 MANAGING ELECTIONS
TOC
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Governing Rules/Guidelines
U.S. Election Laws Florida Constitution – Home Rule PowersFlorida State Statutes – Chapters 99-107County Home Rule Charter – If Applicable
Municipal CharterMunicipal Code
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Governing Rules/Guidelines
Opinions◦FL Division of Election Opinions◦Municipal Attorney Opinions◦FL Office of the Attorney General◦FL Elections Commission – Final Orders◦FL Court Opinions
Florida League of Cities
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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.
From Florida League of Cities – Elements of Municipal Government
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Governing Rules/Guidelines
UTILIZE EXISTING RESOURCES!◦E-Mail 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 – Municode◦Internet
TIP
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Role – Filing Officer
Section 2 MANAGING ELECTIONS
TOC
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Role – Filing Officer
Publish/notice filing deadline calendarSend filing deadline reminders to
candidates, committee chairs and treasurers
Accept and file qualifying documentsAccept and file campaign finance reportsAccept/send & file elections
correspondence
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Role – Filing Officer
Election Packet & Candidate Orientation◦Candidate Qualifying Forms◦Florida Statutes (FS 99-107)◦Election Cycle Calendar◦Candidate Handbook◦Committee Handbook◦Canvassing Board Schedule◦Local/County signage code◦Other local information
Inform prospective candidate where they can obtain updated information. If they agree, get contact information
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Role – Filing Officer
Political Action Committees◦Election packet includes all laws, forms, and
handbooks (see previous slide)◦Treat committees similar to candidates
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Role – Filing Officer
Campaign reports – with discrepancies
Publish Calendar Reminder Letter Receive/File Report
Accept/File Amended Report Notify of Discrepancies
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Role – Filing Officer
Campaign reports – LATE
Publish Calendar Reminder Letter
Receive/File ReportReceive/Record Fine Fine Letter
Late Report Notice
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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
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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
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Role - Qualifying Officer
Section 3 MANAGING ELECTIONS
TOC
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Role - Qualifying Officer
Schedule Candidate QualifyingReview qualifying packets & qualifying
proceduresPerform ministerial dutiesCollect fees and assessments
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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
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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
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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)
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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
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Role - Qualifying Officer
REMEMBER … MINISTERIAL DUTY!MINISTERIAL DUTY!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
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Role - Polling Place Manager
Section 4 MANAGING ELECTIONS
TOC
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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
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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
Florida Americans With Disability Accessibility Implementation Actss.553.501-553.513
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Florida Statutes :Accessibility of polling places for people having a disabilityF.S. 101.715
Role - Polling Place Manager (County Supervisor of Elections)
Formal agreement between SOE and municipality
SOE manages polling placesClerk assists with temporary polling
placesClerk’s roll is in communications and
coordinationTroubleshoot and minimize election day
issues
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Role - Polling Place Manager
YOUR SOE IS YOUR BEST FRIEND!SOE provides rules and regulations
TIP
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Role - Election Records Manager
Section 5 MANAGING ELECTIONS
TOC
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Role - Election Records Manager
Ordinances, resolutions, motionsCandidate qualifying documentsCampaign Treasurer’s ReportsGeneral election correspondenceLetters to/from Treasurers (USPS receipts)
L&A test resultsElection results & certificationsFEC Confidential Complaint/investigationKeep log of issues and complaints
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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
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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 valueMaintain records destruction scheduleGet to know
General Records Schedule GS3 for Elections Records
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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
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Role – Election Administrator
Section 6 MANAGING ELECTIONS
TOC
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Role – Election Administrator
Election LegislationCreate elections packetsCampaign report filing calendarNotices of electionApprove ballot and translation
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Role – Election Administrator
Logic and Accuracy testingCanvassing BoardElection AuditCertification of electionAssist with recounts
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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
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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
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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
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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
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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
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Role – Goodwill Ambassador
Section 7 MANAGING ELECTIONS
TOC
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Role – Goodwill Ambassador
General publicMedia – reporters and adsSupervisor of Elections and all staffGoverning body (Mayor, Commission)
Municipal departments◦Municipal Attorney◦Police◦Code Enforcement◦Zoning◦Communications◦Finance
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Role – Goodwill Ambassador
HAVE FUN – THIS IS A GREAT JOB!◦Be prepared◦Listen actively◦Inquire ◦Stick to the facts◦Stay neutral
TIP
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Managing Elections
QuestionsPriscilla A. Thompson, CMCCity ClerkCity of Miami (Pop. 399,457)(305) [email protected]
Dawn M. Wright, MMCCity ClerkCity of Eagle Lake (Pop. 2,286)(863) [email protected]
Angela M. Apperson, MMCAssistant City Manager/City ClerkCity of Cape Canaveral (Pop. 9,936)(321) 868-1220 x [email protected]
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