Preparing for Elections

Political parties provide lists to county by May 15th

County will forward to cities

Cities may appoint judges from lists provided or may appoint other people who meet the qualifications

Election Judge Lists

May 15th

Contact polling locations Confirm availability

Review polling place accessibility

No polling place changes after May 14th Provide Hennepin County with resolution Notify affected voters no later than 25 days

before the next election

Polling Place Requirements

May 14th

No later than June 1 Immediately notify Hennepin County of

changes

Hennepin County will work with cities to make updates to precinct finder

Precinct Boundary Changes

June 1st

Sent at least 25 days prior to election Nonforwardable

notice Every affected

household with one registered voter (minimum requirement)

Notice available thru SVRS, if preferred

Notice of Polling Place Change

No later than July 18th

Lists all offices to appear on ballot Filing dates and location

Publish notice 2 weeks before opening of filing May 6 or July 15

Post notice 10 days before opening of filing May 9 or July 18

Notice of Candidate Filing

May 6th or July 15th – publish May 9th or July 18th – post

Candidate Filing

May 20th - June 3rd, orJuly 29th – August 12th

US Senator US Representative (3, 5, 6) Governor, Lt Governor Secretary of State Attorney General State Representatives County Commissioner (2,

3, 4) County Attorney County Sheriff Three Rivers Park (2, 4)

Offices on the Ballot

Judicial offices City offices School district offices

Federal offices – Secretary of State’s office State and Judicial offices – Secretary of State’s office

or county in which the candidate resides

County offices – Hennepin County Government Center

City and School offices – city clerk or school district clerk’s office

Who files where?

Two week filing period Early filing – May 20–June 3 Late filing – July 29–August 12 Clerks must be open from 1-5pm on last day of

filing Withdrawal period

2 days after close of filing – open until 5pm No refund of filing fee

Candidate Filing Dates

Candidate Filing Packet Materials on OSS website http://

www.sos.state.mn.us/index.aspx?page=636

Preparing for Candidate Filing

Accept Affidavit of Candidacy Accept filing fee (or petition in lieu of filing

fee) Unless otherwise specified in charter

1st class cities - $20 2nd and 3rd class cities - $5 4th class cities - $2 School district office - $2

Assign sequential filing number Candidate receives filing packet materials and

copy of affidavit

Candidate Filing Process

Name printed is exactly as it appears on ballot

Name must be candidate’s true name or the name by which they are commonly known

Candidates may not use designations about occupation, principles qualifications, or opinions

Cities must use this affidavit

Affidavit of Candidacy

Upon accepting affidavit, email ASAP to county Email to Kristin Reid AND Jim Howitt

Kristin.Reid@hennepin.us Jim.Howitt@hennepin.us

Information will be entered into the OSS website Each affidavit should be posted within 2 hours of

receipt Please check to confirm:

http://candidates.sos.state.mn.us

Affidavit of Candidacy

Ballot questions also emailed to county

Send ballot question wordingin PDF

Ballot question wording will

also be entered into OSS website

Ballot Questions

Election Notices

Send by mail or electronically to Hennepin County 74 days before election

Primary – June 6 General – August 22

Must include: Date of election Offices to be voted on Title and language of each

ballot question

Notice of Election to Auditor

June 6th and August 22nd

Same requirements

If held on same date as state election – notice provided 74 days prior

If held on date other than state election – notice provided 74 days prior Please contact county ASAP if you believe a

special election might be on the horizon

Notice of Special Elections

Commissioner of Education Notice of Election – send copy of Notice to Auditor If referendum cancelled, send notice Post-referendum canvass report, send copy

Levy Referendum Mailed Notice To each property taxpayer, list provided by county Indicate projected tax increase 1st class mail between 15-30 days prior to election

School District Notices

Cities – publish twice Two weeks prior to the election; and One week prior to the election

Schools – publish once Two weeks prior to the election

Both – give at least 10 days posted notice

Public Notice of Election

July 29th and August 5th – cities publishJuly 29th – schools publishAugust 1st – cities and schools post

Campaign Finance

Year round

M.S. 211A governs financial reporting for: Municipalities and school districts Committees which must comply

Candidate committees Political funds Political committees

Exception: Bloomington, Brooklyn Park, Minneapolis and Minneapolis school district governed by M.S. 383B

Campaign Finance – Chapter 211A

Provide report forms Receive financial reports Notify candidate or committee if necessary reports

have not been filed File complaints with Office of Administrative

Hearings Make financial reports available for public

inspection Collect Certification of Filing forms from

candidates Issue Certificates of Election to winning candidates

Clerk Duties for Campaign Finance

Reporting Schedule: On the Ballot

Initial report Due within 14 days committee has raised or spent more

than $750 Pre-primary report

Due 10 days before primary or special primary Pre-general report

Due 10 days before general election or special Post-general report

Due 30 days after general or special election Annual report

Due January 31st of each yearAugust 1st - pre-primaryOctober 24th – pre-generalDecember 4th – post-generalJanuary 31st – annual

Reporting Schedule: Not on the Ballot

Annual report Due January 31st of each year

January 31st

Certification of Filing Every candidate and every registered

committee must complete Due within 7 days after a general or special

election No Certificate of Election issued to candidate if

not submitted Final report

All debts must be paid $100 or less remaining cash balance Ends activity

Additional Reports

No later than November 11th – Certification of Filing

Population of territory represented 100,000 or more $1000 in election year (was $500)

$250 in non-election year (was $100)

Population of territory represented less than 100,000 $600 in election year (was $300)

$250 in non-election year (was $100)

M.S. 211A.12

Contribution Limits

New legislation in 2014 Reports made available on local government

website No later than 30 days after receipt Available for 4 years from date posted

Provide Campaign Finance and Public Disclosure Board with link to website

Does not apply to cities with < 400 registered voters as of January 1 of the election year

M.S.211A.02

Online Accessibility

If an initial report has been filed but the committee fails to file a subsequent report on the due date Filing officer must immediately notify the

candidate or committee of failure to file If report is not filed within 10 days after

notification is mailed, the filing officer must file a complaint with the Office of Administrative Hearings

Failure to File Required Reports

Campaign Practices

All noncommercial signs of any size in any number may be posted June 27 – November 14

Municipal ordinances may regulate the size and number of noncommercial signs at other times

Noncommercial Signs

June 27th - November 14th

No campaigning within 100 feet of polling place building or anywhere on public property with a polling place Including no campaign material, political

badges or buttons Absentee voting locations count as polling

place

Election Day Activities

August 12th and November 4th

Violations of M.S. 211A or M.S. 211B filed with the Office of Administrative Hearings

Limitations, form, proof of complaints – see M.S. 211B.32

Campaign Complaints

Candidate Filing See OSS City Clerk Guide, or OSS School District Clerk Guide

Campaign Finance and Campaign Practices See OSS Campaign Manual

More Information

Ballot Preparation

May 20th - June 12th

July 29th - August 28th

Ballot Programming Calendar

Office Identification Candidate Filing (Affidavits of Candidacy) Ballot ordering Ballot proofing Ballot delivery

Ballot Preparation Steps

What offices and questions are expected to be on the ballot

Let Hennepin County know if any changes arise – specifically ballot questions

Office Identification

Ballot order forms due June 6 and August 15

Suggested percent for election day and absentee ballots Expected absentee ballot increase

Suggested test ballot is 50 per precinct Fill in order in light blue areas Ballots packaged in packs of 100

Ordering Ballots

June 6th and August 15th

Checklist provided Proofing period

June 10-12 and August 26-28 Clerk must be available, plan ahead

Additional instructions provided with ballot proofs

Email corrections or approval of proofs ASAP Kristin.Reid@hennepin.us

Ballot Proofing

June 10th-12th

August 26th-28th

Rotation algorithm required Rotation drawn randomly

by ERS If you prefer to draw

rotation, must be sent by: June 5 or August 14 by 6pm

Proof candidate rotation as part of your ballot proofing

Candidate Rotation

June 5th and August 14th

New ballot vendor ES&S

Ballot delivery dates Sample ballots

County will provide blue sample ballots & PDFs

Cities publish sample ballot with local offices only at least 2 weeks prior to election in official newspaper, 4 days posted notice

Sample ballots also available on OSS poll finder website

Ballot Delivery

SVRS:Statewide Voter Registration

System

Year round

Maintained by county Voter records Precincts, polling places

Maintained by county and city Absentee records

Reports available Voter registration Absentee ballot Administrative reports

SVRS Functions

Test IP address https://svrs.sos.state.mn.us

User names, passwords maintained by county

Contact county to set up new users

SVRS Access

Allows users to ‘practice’ using any SVRS functionality

https://svrspractice.sos.state.mn.us Contact county for set up

SVRS Practice Module

New SVRS release May 29 Training sessions offered June 10th-13th Topics

Searching records Entering applications Updating ballot status Reports available Trouble-shooting

SVRS Training

Applications submitted to county or OSS

Pre-registration cut-off 21 days before each election

Voters submit paper applications, or Voters submit online applications –

new 2013

Voter Registration

https://mnvotes.sos.state.mn.us/VoterRegistration/VoterRegistrationStep1.aspx

Voters can check to see if they are registered to vote

Link from Secretary of State’s website

Voter Registration

https://mnvotes.sos.state.mn.us/VoterStatus.aspx