GRVNC 2004 Election Procedures
written to conform to “unamended” bylaws
and feedback from league of women voters
Approved by GRVNC Board 5/20/2004 as Agenda Item
7(b)1
I.
Definitions
“Absent Voter” means any voter casting a ballot in any way other
than at the polling place.
“BONC” means Board of Neighborhood Commissioners, the seven (7)
member appointed commission responsible for policy setting and policy
oversight, including the approval of contracts and leases and the promulgation
of rules and regulations, but not the day to day management of the Department
of Neighborhood Empowerment or the neighborhood councils.
“Campaigning” means a series of actions conducted by a
candidate(s) or person(s) on behalf of a candidate(s) intended to influence
voters to vote a certain way. Such
actions may include, but are not limited to, the distribution of printed or
electronic material, making of telephone calls, giving of speeches in a public
setting, discussions with individuals or small groups of voters, placement of signs,
etc. (see Electioneering below.)
“Challenge” means a written complaint filed by a stakeholder that
the election was improperly conducted including, but not limited to, alleged
incidences of voting fraud or improper candidate activity, and that the results
of the election should be set aside or overturned.
“DONE” means Department of Neighborhood Empowerment, the City
department responsible to implement and oversee the ordinances and regulations
creating the system of neighborhood councils enacted pursuant to City Charter
Section 905.
“Electioneering” means to solicit a vote or speak to a voter on
the subject of marking his or her ballot; to place a sign(s) relating to any
candidate or other matter to be voted on; to distribute material relating to
any candidate or other matter to be voted on; or to place a sign(s), distribute
material, or converse with a voter on the subject of the voter’s qualifications
to vote. Electioneering is an aspect of
campaigning that is generally understood to mean the activities targeted at
voters when they are engaged in arriving to the polling place or in the actual
act of voting.
“Independent Election Administrator” (“IEA”) means the person(s)
or organization responsible for conducting the actual election. The Independent Election Administrator should be
independent from the outcome of the election and shall have no obvious vested
interest in the outcome of the election. Duties include, but are not limited to,
setting up and managing the polling location(s), checking in voters,
distributing and receiving ballots, tabulating the votes, announcing the
election results, and securing the election materials.
“Person” means an individual human being.
“Prepared Ballot Election with the Vote-By-Mail Component” means
an election in which the candidates file prior to the election and are included
on a printed ballot that is distributed to and voted by the voters either at:
1) the polling location(s) on election day or 2) or via the U.S. mail or
alternative delivery service.
“Provisional Ballot” means a ballot cast by a voter whose
eligibility to vote in the election cannot be determined at the time the vote
is cast. The voter’s eligibility will
be verified at a later date pursuant to methods specified in the Election
Procedures and the ballot will be processed subject to the outcome of the
verification process.
“Proxy” voting means the written or verbal authorizing of one
person to act (vote) for another as an agent or substitute, (e.g.” I hereby
authorize ______ to cast a vote for _____ in my place.”)
“Recount” means counting the votes cast again for a particular
contest or for the entire election to determine if the original vote tally is
accurate.
“Stakeholder” means a person who, pursuant to the Neighborhood
Council’s bylaws, is eligible to be a candidate and/or vote in the Neighborhood
Council’s governing board election. At a minimum, a stakeholder is anyone who
lives, works or owns property within the Neighborhood Council boundaries.
“Third Party Arbitrator” means the person(s) or organization
selected to review and issue final findings relative to a Challenge filed
against the election. This person(s) or
organization shall not be the Independent Election Administrator and should be independent
from the outcome of the election and shall have no obvious vested interest in the outcome of the election. The primary Third Party Arbitrator will be a
panel composed of Neighborhood Council Representatives although another
person(s) or organization may be used if the panel of Neighborhood Council
Representatives cannot perform the function.
“Vote-By-Mail Ballot” means a ballot that is voted and placed in a
sealed envelope, which is then delivered to the election official via the U.S.
mail, private courier or hand delivery.
“Write-In Candidate” means a candidate who is not included on the
prepared printed ballot but for whom voters may cast a vote by writing in the
candidate’s name in the appropriate space provided on the ballot.
“IRV” means Instant Runoff Voting as described in Robert’s Rules
of Order, 10th edition as Preference Voting.
“GRVNC Stakeholder Affidavit” or “GRVNC Stakeholder Declaration”
is the form used by a person to affirm, under penalty of perjury, that they are
a GRVNC stakeholder.
II.
Summary of
Election Rules and Procedures
This
document sets forth the rules and procedures for the Sunday, June 27 Election
meeting at the Westminster Elementary School (1010 Abbott Kinney Avenue,
Venice, CA 90291). The GRVNC shall hold
a prepared ballot election with a vote-by-mail component and a write-in
candidate component. Voting polls shall
be open between the hours of Sunday 10 p.m. to 4 pm. Proxy voting is not allowed.
Stakeholders shall cast votes to elect the following GRVNC
Officers:
1.
President
2.
First Vice President
3.
Second Vice President
4.
Secretary (unfinished term)
5.
Government Relations Officer
6.
At-Large Board Member (unfinished
term)
Stakeholders are only eligible to vote for District Representative
in the District they draw their stakeholder status from:
1.
Lincoln
Place District Representative
2.
Ocean
Front Walk District Representative
3.
Oakwood
District Representative
4.
Venice
High District Representative
5.
Abbot
Kinney District Representative
6.
Triangles
District Representative
7.
Canals
& Peninsula District Representative
III.
Election
Timeline
A.
May 6
(Thursday)—60 Day Outreach and Notification Requirements
1.
The GRVNC shall hold a noticed public meeting on May 6,
2004 to provide information about the GRVNC and to discuss and distribute these
election procedures, voter registration forms and other pertinent election
information. Also, to explain the
establishment of, function of and opportunity to serve on the GRVNC Board of
Officers and to accept candidate nominations for the printed ballot. At the meeting, the GRVNC shall distribute
copies of, and provide training related to, the GRVNC Bylaws; Election
Procedures, candidate and voter registration forms, candidate filing and
verification of eligibility requirements for placement on the ballot, write in
candidate procedures, IRV Voting Procedure, campaigning procedures and any
campaigning restrictions, requirements upon winning office, and any other
information the GRVNC determines would be useful.
2.
No later than May 1, the GRVNC shall mass-distribute a
general information flyer containing, at a minimum, information regarding:
a.
The name and general purpose of the GRVNC and announcement of the Board
Member elections.
b.
The definition of a GRVNC Stakeholder pursuant to GRVNC
Bylaws Article III.
c.
The dates, hours and locations of the election.
d.
The opportunity and process for becoming a candidate.
e.
Voter eligibility requirements.
f.
The Vote-By-Mail process, including application and ballot
submission procedures.
g.
Upcoming election related meetings.
h.
Sources to obtain additional information.
i.
IRV voting method explanation
j.
As much of the following as is possible
(i)
GRVNC Introduction
(ii)
Voter Election Guide
(iii)
Status Declaration form
(iv)
Candidate Application form
(v)
Elective Offices
(vi)
Vote-by-mail application form
(vii)
GRVNC Contact list
(viii)
Posting Location(s)
(ix)
Election Timeline / Important Dates
(x)
District Map and instructions to find district
(xi)
Vote-by-mail envelope
3.
The GRVNC shall post the election information contained in
the general information flyer along with a contact telephone number at least at
the Vera Davis Center, Cow’s End, Abbot’s Habit, and Gourmet Coffee Warehouse
on Rose and via email.
B. May 27 (Thursday)—30 Day Notification and Printed Ballot
Filing Deadline
1.
Deadline for being on the printed ballot is May 27, 2004.
No later than
June 5, the GRVNC shall mass-distribute an election information reminder flyer containing
at a minimum: the date(s), time, place(s) of the
election, the candidates that will appear on the ballot, GRVNC candidates info
web-page and all candidates’ 100 word statements, Vote-By-Mail application
and ballot submission process, write-in candidate procedures, IRV voting
explanation and contact numbers for obtaining additional information. Any GRVNC Initiatives or Referendums or
Advisory Measures on the ballot. Date
and location of Candidates Forum.
Candidates
shall be allowed to inspect all GRVNC Stakeholder Declaration at a place
provided by the IEA. See “Voter
Eligibility” section.
The deadline for completion
of the Final Official Certified Canvass of ballots shall be July 11 (14 days
after election day). See “Official
Canvass of Votes” section.
IV.
Independent
Election Administrator
A. Identification of the Independent Election Administrator
The League of
Women Voters shall serve as the Independent Election Administrator. As Independent Election Administrator, the
League may utilize the staff, material, equipment and facility resources of the
GRVNC or DONE to assist them in carrying out the election administration duties
and they may consult with the Center for Voting and Democracy on IRV vote
counting procedure. Candidates for the
GRVNC Board of Officers may not participate in any way in the handling/counting
of ballots, voter/candidate registration/verification, and/or assisting voters
engaged in the act of voting in translating the voting material or explaining
the voting process.
B. Responsibilities of the Independent Election Administrator
The
Independent Election Administrator retains the ultimate authority and
responsibility for the administration of the election. The Independent Election Administrator shall
be responsible for the following duties:
1.
Reviewing and providing input
on the GRVNC draft Election Procedures.
2.
Processing of candidates
including verification of eligibility and conducting or supervising the
candidate forum(s).
3.
Processing of voters
including pre-registration and verification of eligibility as applicable.
4.
Overseeing and approving the
preparation of the ballot to be used in the election.
5.
Distributing and receiving
ballots from the voters.
6.
Verifying provisional
ballots.
7.
Counting and recounting the
ballots.
8.
Issuing the election results.
9.
Securing and submitting all
election materials for records retention in accordance with the GRVNC Bylaws
and Election Procedures.
10.
Resolving challenges to
stakeholder status.
11.
Overseeing the Vote-by-mail
process
V.
Candidate
Nomination Process
Candidates
must be GRVNC Stakeholders. A candidate
may run for only one GRVNC office at an election.
A.
Nominations for the printed ballot are open from April
27, 2004 through May 27, 2004.
B.
Nominations for
the printed ballot are to be made by email or by mail or in person. Candidates may email candidates@grvnc.org for automated instructions
on declaring candidacy via US mail. Or
they may stop by the Vera Davis Center during normal operating hours (call
310-305-1865 for information) and giving their name, phone number and address
and office sought to the receptionist.
Or by mail to the IEA.
C.
In order to qualify as a candidate, an individual must
verify his or her stakeholder status in the same manner as becoming a voting
member of GRVNC. Candidates for District Representative must live in the
district for which they are candidate.
D.
The Election Committee Chair
or his agent is responsible for verifying a
candidate’s eligibility and certifying that a candidate has been accepted for
inclusion on the printed ballot.
E.
The Election Committee
Chair or his agent shall issue a printed receipt to a
candidate to verify that the candidate’s nomination has been accepted and that
the candidate will be included on the printed ballot. An email will also be sent if the candidate provides an email
address.
F.
If the Election
Committee Chair or his agent rejects a candidate’s
filing application, that candidate may request the IEA to review their
candidate filing application.
Subsequent to their review, the IEA will issue a final determination as
to whether the candidate will be allowed to run for office.
G.
A list of candidates
certified to appear on the printed ballot shall be posted at the official GRVNC
posting location and on the GRVNC website.
The list should be updated within three (3) days of any candidate being
certified and final list of certified candidates must be issued and posted
within 3 days of the close of candidate filing.
VI.
Ballot Design
A. Oversight
The Independent
Election Administrator is responsible for overseeing and approving the design
of the ballot(s) to be used in the GRVNC Board of Officers election.
B. Ballot Specifications
1.
All
Ballots shall be “legal” size copy paper.
There shall be 7 different ballot types. All will have the at-large races and ballot measures (if any),
but only one of the seven district representative races, each with a distinct
color.
a.
District 1: Very Light Red
b.
District 2: Very Light Orange
c.
District 3: Very Light Yellow
d.
District 4: Very Light Green
e.
District 5: Very Light Blue
f.
District 6: Very Light Indigo
g.
District 7: Very Light Violet
2.
Candidates’ titles must be
less than 30 characters in length.
3.
There shall be a space in
every race for a voter to write the name of, and rank, one write-in candidate.
4.
The ballots shall use the
same size, font and color of type for all candidate names.
5.
The ballots shall use the
same size, font and color of type for all candidate titles.
6.
All ballots shall be uniquely
numbered, either at time of printing or at time of issue to voter in order to
create a ballot identification process.
7.
The ballot identification
process is to be used solely by the Independent Election Administrator
or the Third Party Arbitrator to facilitate
resolution to election challenges.
8.
The voters shall be informed
within the ballot instructions or sign-in forms, that the Independent Election
Administrator or the Third Party Arbitrator will be the only ones permitted to
review both documents and to do so solely for the purpose of resolving formal
challenges to the election.
9.
Candidates will be listed on
the ballot in Alphabetical order by last name, as in a phone book
10.
The ballot instructions shall
be white, 8.5x11 paper containing:
a.
Demonstration of IRV voting
using fictitious names using same layout format as candidate races on the
ballot.
b.
Notice that not ranking the
candidates, but only marking/indicating a single candidate, will be counted as
voter indicating a ranking of 1 (one) for that candidate.
c.
Notice that ranking a subset
of candidates does not aid those candidates.
d.
Encouragement to rank all the
candidates for each voted race (but to still choose only one district race) in
case the voter’s top choice is eliminated before the final runoff round.
e.
Notice of Ballot tracking
system and safeguards.
f.
Directions to vote for every
at-large seat.
g.
Directions to CHOOSE ONLY ONE
district race if multiple districts are printed on the same ballot.
11.
The ballot shall contain all Initiatives/Referenda/or
Advisory Measures placed there by the board.
VII.
Campaigning
A. Use of City Logos Prohibited
The
use of the City Seal, DONE logo, any DONE created official certified
Neighborhood Council designation, or any GRVNC created logo on candidate
campaign materials is prohibited. Doing
so may cause disqualification from the election.
B. Candidate Endorsement by GRVNC Board Prohibited
The
GRVNC Board of Officers, acting in its official capacity, is prohibited from
endorsing or campaigning for any candidate or group of candidates running for
the GRVNC Board of Officers. This
provision does not restrict the right of individual GRVNC Board of Officers
members, acting as individual stakeholders, or any other stakeholders, from
endorsing or campaigning for any candidate or group of candidates.
C. Use of City Property
No City facilities,
equipment, supplies or other City resources shall be used for campaigning
activities except as provided below.
City facilities may be used:
1.
To hold a candidate forum sponsored by the GRVNC;
2.
To hold the GRVNC election; or
3.
If the individual has obtained approval from an
authorized representative of a City Department or Commission (if managing a
Department) for use of the facility.
City resources may be used
by the GRVNC for communicating with voters through the printing and mailing of
a voter information pamphlet which includes candidate statements and/or the
posting of candidate statements on its website. To the extent that the GRVNC provides candidate statements to the
voters or the GRVNC mailing list to candidates, candidates shall be given access
in a timely and uniform manner.
VIII.
Voter
Eligibility
All voters must be GRVNC Stakeholders as defined by the GRVNC Bylaws and all GRVNC Stakeholders must be given the opportunity to vote. Any person requesting a ballot has the right to a vote provisional ballot and to be informed of their right to a provisional ballot by poll workers. Challenges to stakeholder status made during the actual election will be handled pursuant to the Provisional Voting procedures below.
A. Election Day Voter Registration
1.
All voters will be required to show a credential to vote and will
sign a new GRVNC Stakeholder Declaration Card.
There is no pre-registration.
2.
The IEA shall verify that Election Day voters did not request a
Vote-by-mail ballot.
1.
After Election Day, the IEA shall use the 4 day window to make the
poll and absentee registration data available for inspection to all
unaccompanied candidates by reservation only. The list may only be inspected and not copied and may be used by
a candidate for purposes of challenging a ballot. It shall not be publicly
released unless ordered so by DONE.
2.
The candidate shall challenge a particular voter in writing, by
name, by writing the voter’s first initial, last name, and voter ID (or ballot)
number and the reason for the challenge.
See Provisional Voting Section for reasons a candidate make challenge a
voter and how it is to be resolved.
IX.
Polling Place
Operations
A. Site Selection
In selecting the
Westminster Elementary School as the site of the 2004 GRVNC Election meeting,
the GRVNC Rules and Election Committee has determined that the site:
1.
Is of sufficient size to accommodate the voter sign-in process,
actual voting, and any allowable candidate/campaign activities;
2.
Includes sufficient automobile parking space;
3.
Is convenient for those utilizing public transportation; and
4.
Is accessible for the disabled.
B. Polling Place Set-Up
The GRVNC Rules
and Elections Committee and outreach committee shall recruit sufficient
non-candidate volunteers to assist the Independent Election Administrator in
the administration of the election. This includes, but is not
limited to:
1.
Setting up and operating voter registration tables;
2.
Setting up voting booths;
3.
Setting up and monitoring ballot boxes;
4.
Designating and monitoring an electioneering area;
5.
Posting required signage.
C. Accommodation of Disabled Voters
In the event
that a disabled voter is unable to access the polling place, such a voter may
request that a ballot, registration materials and voting materials be delivered
by an authorized polling place worker to the polling place parking area or
other nearby area outside of the polling place.
D. Public Posting of GRVNC Bylaws and Election Procedures
The GRVNC must
conspicuously post a copy of the GRVNC Bylaws and Election Procedures at the
polling site for stakeholder review.
E. Electioneering Activities
Electioneering, including
the distribution of campaign literature, is restricted to the designated
electioneering area. The designated
electioneering area shall be completely outside the grounds of Westminster Elementary. The fence and building shall serve as the
marker for the electioneering area.
Candidates or other
individuals electioneering inside of the school grounds (marked by fence and
building) will be in violation of these Election Procedures and will be
required to leave the election premises.
Flagrant violators who continue improper electioneering outside the
designated area as determined by the Independent Election Administrator may
have their candidacy invalidated if they refuse to leave after being so
requested by the Independent Election Administrator.
F.
Election
Observers
Any individual
shall be allowed inside the polling site throughout the election as an election
observer, provided that the observer does not, in any way, attempt to interfere
with or influence the activities of the polling place workers or the voters.
G. Language Interpretation and Other Voting Assistance
Voting Instructions shall be
printed on the ballot in English and Spanish.
An interpreter shall be available to assist
Spanish speaking voters. Additional
interpretation services shall be available upon request. Such a request must be submitted to DONE no
later than June 1, 2004.
Any voter may
designate another person who is not a candidate in the election to assist him
or her in the voting process.
H. Opening and Closing Announcements
1.
At 12 PM, the Independent Election Administrator shall announce in
a loud voice in front of the polling site that the polls are open.
2.
At 3:50 p.m. (10 minutes prior to the closing of the polls), the
Independent Election Administrator shall announce in a loud voice in front of
the polling site 10 minutes before the close of polls that the polls will close
in 10 minutes.
X.
Credentials
For Voting
1.
Legal
documents such as drivers license, CA ID card
2.
School
ID
3.
Business
Card
4.
An
imprinted check
5.
Recent
utility bill
6.
Property
tax bill
7.
Presence
on LA County Registrar's Voter List with address in GRVNC Boundaries (ONLY IF
D.O.N.E PROVIDES TO THE IEA THE COUNTY REGISTRAR’S LIST BEFORE THE ELECTION
DATE)
8.
Business
license
9.
A
homeless person may submit an appointment card or a note with an address
indicating services received or given in GRVNC boundaries
10.
A
PO Box in the GRVNC Boundaries.
PROVISIONAL CREDENTIALS
11. A copy of any other document that is to be surrendered that the voter believes proves stakeholder status. Such a copy will be kept by the IEA until such time as the stakeholder status of the voter can be resolved whereupon it will be destroyed.
12. No Documented credential at all.
13.
A
description of the stakeholder’s location in Venice of activity that does not
have an address (eg: “on the boardwalk between Thornton Ave and Dudley”) and
what specific time their activity takes place in the following week.
RESOLVING PROVISIONAL CREDENTIALS
XI.
At-Polls Voting
Procedures
A. The voting polls
shall be open Sunday, June 27, 12:00PM – 4:00PM
B. All voters shall
sign a new GRVNC Stakeholder Declaration card and show an approved credential
or copy of an approved credential.
Voters shall write the proper District Number that they are entitled to
vote in on the card.
C. The form of
credential used (#1 through #13) shall be marked on the Declaration Card by the
IEA.
D. The GRVNC
Outreach committee shall categorize the voter database by credential shown and
shall enter this data for statistical purposes for future Elections Committee
policy making.
E. Voters shall be
given a ballot which contains district race which they indicated was their
own.
F. All voters who
arrive on Election Day shall not be turned away without being offered a
provisional ballot, even with no credential, and be given an instruction sheet
that explains what steps must be taken to make their provisional ballot count.
G. Candidates may
challenge the stakeholder-ship of any voter on Election Day and after Election
Day as described in the Challenge Section.
No other person shall have standing to issue such a challenge. The challenge shall be upon the stakeholder
credential as not being authentic. The voter may resolve the issue by producing
another credential which is recognized as authentic by the challenger. If there is no other credential
available at the time, the IEA shall either accept the challenged credential or
provide the voter with a provisional ballot and a sheet of instructions about
how to act to make their provisional ballot count after election day, but
before the official canvass. The IEA
may use any method they see fit to aid the resolution of the challenge. See Provisional Ballot section for details
on further resolving.
1.
Voter Registration will be done in an area away from the polling
places so that candidates may observe registration process.
2.
Candidates may not, under any circumstances, talk to the voter,
touch the voter or the voter’s ballot, talk about the voter to anybody except
the IEA. Candidates may only request a
challenge to the IEA.
H. The IEA shall
identify the process to allow a voter to obtain a replacement ballot if the
original ballot is spoiled or miss-marked.
I.
Procedures that will be implemented to facilitate the
participation of seniors, the disabled or other special needs groups in the
election are selecting a disabled access polling place and a Vote-by-Mail
Component.
J. Any persons in
line outside of the poll at the time of the closing of the polls will be
allowed to vote.
K. Only the
Independent Election Administrator or his or her assistants shall be allowed to
issue, receive or process ballots from the voter.
XII.
Vote-By-Mail
Procedures
A.
The Vote-By-Mail application
will be sent with the 60 day outreach information. Voters may also obtain one from the Vera Davis Center. They may also email vote.by.mail@grvnc.org for automated
instructions on obtaining and sending a Vote-by-mail application.
B.
Absentee Ballot Procedure
will be administered by IEA, but staffed by stakeholders volunteers chosen by
the Election Committee Chair.
C.
In order to obtain a
Vote-By-Mail ballot, voters must complete a GRVNC Stakeholder Declaration of
any type with all fields completed (except phone number and email) including
signature and return it by postal mail to the IEA. Those who can not afford the postage stamp may inquire at the
Vera Davis Center and receive postage for mailing the Vote-by-mail application
to the IEA.
D.
The IEA is the entity that
will administer the Vote-By-Mail applications and ballots. Actual work is to be performed by volunteers
chosen by the Election Committee Chair.
By mutual agreement with the Neighborhood Council and DONE, the
Independent Election Administrator may utilize the DONE offices as the
designated mailing or delivery address for Vote-By-Mail applications and
ballots.
E.
The address that the IEA
wishes to use for vote-by-mail activities is: GRVNC Election, 3250 Wilshire
Blvd. #1005, LA, CA 90010
F.
The Vote-By-Mail application
shall be available with the 60 day outreach effort
G.
The deadline for vote-by-mail
applications to be received by the IEA shall be June 13, 2004.
H.
A stakeholder/voter’s
application for a Vote-By-Mail not submitted on the prepared form will still be
processed if it contains the information in subsection (E) above and is
received by the application submission deadline.
I.
The Independent Election
Administrator, upon receipt of a completed Vote-By-Mail ballot application on
or before the submission deadline will issue a Vote-By-Mail Ballot Package
containing the following items/information:
1.
The official ballot.
2.
The current GRVNC Stakeholder
Declaration Card (with optional phone number and email fields)
3.
Voting instructions on how to
complete the ballot and return the voted ballot including the submission
deadline and the place to mail the completed ballot. Stakeholders who do not have the money for returning the ballot by
mail may inquire at the Vera Davis Center and receive a postage stamp for
returning the ballot. All ballots must
be mailed to the IEA and not returned to GRVNC.
4.
A pre-printed return envelope
without a stamp containing the return address and an affidavit to be signed by
the stakeholder/voter stating “I hereby declare under penalty of perjury that I
am a stakeholder in the Grass Roots Venice Neighborhood Council and I herein
enclose my ballot in compliance with the Neighborhood Council Election Procedures”
5.
Copy of a credential
6.
Instructions to provide a
contact number, email, physical location, or contact intermediary in case a
challenge should arise as to the voter’s credential. This information shall be discarded after the election.
7.
Directions to the voter that
state “for the ballot to be valid, please provide all required information.”
8.
The IEA shall invalidate all
incomplete return packets.
9.
Phone number and email are
always optional on the Declaration Card.
J.
The Independent Election
Administrator shall retain GRVNC Stakeholder Declaration Cards
K.
The voted ballot must be
received by the close of the poll(s) on Election Day (either at the designated
submission mailing address or at the polling location).
L.
Lists of all persons issued a
Vote-By-Mail ballot and all those returning a Vote-By-Mail ballot must be
prepared by the IEA and provided to the election day poll workers and
after-election workers to ensure no person has voted more than once.
M. On Election Day at the polling site, a voter shall not be
allowed to retrieve and destroy a previously submitted Vote-By-Mail ballot.
XIII.
Provisional
Voting Procedures
Voters may cast a Provisional Ballot according to the following
provisions if the voter’s eligibility to vote in the election cannot be
determined in favor of the voter at the time the voter attempts to cast his or
her ballot.
A. The only
acceptable basis for challenging a voter’s right to vote at the polling site
will be that the person is not a stakeholder as defined by the Neighborhood
Council bylaws or that the person was issued a Vote-By-Mail ballot, or the
person has already voted, or that the credential is not authentic, or that the
stakeholder does not draw their stakeholder claim from the district in which
they voted.
B. If a voter is
challenged on the basis that they were issued a Vote-By-Mail ballot, the voter
may surrender the un-used Vote-by-mail ballot at the polling site at which time
the voter will be issued a regular ballot.
C. If a voter is
challenged on the basis that they are not a stakeholder or that they are not
eligible to vote in the district race, the voter may seek to resolve the
challenge via any of the means listed in the Credentials Section.
D.
If
the IEA does not resolve the challenge immediately, the voter will be offered a
provisional ballot. On the outside of
the envelope the voter will provide:
1.
The
voter’s name.
2.
The
voter’s address.
3.
The
voter’s stakeholder status.
4.
The
voter’s contact number(s).
E. When a voter
casts a Provisional Ballot, the voter will be issued instructions that explain
what steps the voter must take to qualify the Provisional Ballot and be asked
for contact information for requesting assistance or seeking additional
information.
F. The Independent
Election Administrator will be responsible for the verification of the
Provisional Ballots.
XIV.
Write-in Voting
Procedures
The ballot shall provide a space for voters to write-in, and rank,
one person’s name for every open position in the election. Should a write-in candidate receive the
majority vote in a race, that candidate must complete a GRVNC Stakeholder
Declaration in order to be declared winner.
If this candidate fails to do so in a timely manner, the candidate with
the 2nd highest number of votes shall be eligible for the seat.
XV.
Instant Runoff Voting and
Counting
A. The Robert’s Rules of Order, 10th Edition, section on “Preference Voting” shall be the basis for the vote counting procedure.
B. The Independent Election Administrator shall consult with the Center for Voting and Democracy for procedures to handle any ambiguities in the Robert’s Rules description with the following constraints:
i. Voters may not assign an equal rank to any of the candidates. Ballots that contain an equal rank will be considered spoiled at the point in time where the equal rank is encountered, if at all.
ii. In the very unlikely event that in the final runoff round, the remaining candidates are still tied, the race will be decided by coin toss.
C. Ballots must accommodate the ranking of all candidates for all races.
XVI.
Official
Certified Canvass of Votes, Issuance of Results and Ratification of the
Election
B. The Independent Election Administrator shall verify all Provisional and Vote-By-Mail ballots for inclusion in the Final Official Certified Canvass of the votes.
C. The deadline for completion of the Final Official Certified Canvass including At- Polls ballots and any Provisional and Vote-By-Mail ballots shall be 14 days after the election—July 11.
D. The Final Official Certified Canvass activities shall be open to the public for observation, provided that the observers must not interfere with or attempt to influence the vote tabulation in any way.
E. The Independent Election Administrator to submit the Final Official Certified Canvass to GRVNC board (board@grvnc.org) and DONE immediately upon completion.
F. The final election results shall be announced by the Neighborhood Council and DONE immediately upon receipt of the final election results from the Independent Election Administrator.
G. The Independent Election Administrator shall notify the candidates of the election results in the method specified on the candidate registration card.
H. Final Election results shall be announced in the next scheduled “Outreach Newsletter.”
I. After the election process is complete, the Independent Election Administrator shall provide to GRVNC a Microsoft Excel electronic file in comma-delimited format, of all of the data from the GRVNC stakeholder declaration forms obtained during the election.
XVII.
Resolution of
Election Challenges
1.
Any candidate may request a recount of the contest in which they
were running within 5 days of the completion of the Final Official Certified
Canvass by the Independent Election Administrator by filing a written request
with DONE.
2.
The Independent Election Administrator shall conduct the recount
within 5 days of receipt from a candidate by DONE of the written request for a
Recount.
3.
Public notice of the location, date and time of the recount shall
be posted at the Neighborhood Council’s required notice sites a minimum of 24
hours before the recount is to take place and that the person(s) requesting the
recount be provided individual notice within the same time frame.
4.
The recount shall be open to public observation, provided that
observers must not interfere with or in any way attempt to influence the
persons conducting the recount.
5.
The Independent Election Administer shall certify the recount
results to the Neighborhood Council and DONE immediately upon completing the
recount.
6.
The
certified recount results be announced by the Neighborhood Council and DONE
immediately upon receipt of the certified recount results from the Independent
Election Administrator.
1.
Any candidate may challenge the conduct of the election within 5
days of the completion of the Final Official Certified Canvass by the
Independent Election Administrator by filing a written request with DONE. The
written request must:
a.
Identify the basis for the
Challenge to the Election.
b.
Identify the candidate
issuing the Challenge.
c.
Provide contact information
for the candidate issuing the Challenge.
2.
DONE shall use any method to handle the challenge.
3.
DONE may, with the concurrence of the Neighborhood Council, engage
the services of another person(s) or organization to act as the Arbitrator. The
arbitrator selected cannot have participated in the conduct of the election in
any way or have any vested interest in the outcome of the Election
Challenge.
4.
Public notice of the receipt of an Election Challenge shall be
posted at the Neighborhood Council’s required notice sites at the time the
Election Challenge is submitted to the Arbitrator and that the person(s)
submitting the Election Challenge be provided individual notice within the same
time frame.
5.
The Arbitrator shall complete the review and issue the final
findings to DONE within 30 days of receipt of the election Challenge from
DONE. If circumstances arise such that
the review and issuance of findings cannot be completed in 30 days, the
Arbitrator may
utilize up to a maximum of two additional 30 day review periods. The Arbitrator will submit a notice to DONE
identifying the reasons for the delay prior to initiating each review period
extension.
6.
The findings of the Arbitrator will be final and binding on the
Neighborhood Council.
7.
Immediately upon receipt of the findings of the Arbitrator, DONE
shall work with the Neighborhood Council to begin implementing the findings, as
necessary, of the Arbitrator.
Newly elected governing board members shall be seated in accordance with the
Neighborhood Council bylaws and Election Procedures
pending the final results of a recount or an Election Challenge.
XVIII. Disposition of Election Records
The Independent Election Administrator shall retain all election
materials including ballots, voter rosters, candidate filing documents, voter
registration forms, etc. until the period for requesting a recount or filing a
challenge has passed, or if a recount request or an election challenge is
filed, until those processes are concluded.
In the case of an election challenge, the Independent
Administrator shall make the election materials available to the Third Party
Arbitrator upon request.
At the conclusion of the recount and election challenge resolution
period, the Independent Election Administrator shall turn all election
materials over to the GRVNC. The GRVNC
shall then retain the election materials in accordance with their own
procedures for maintaining records.
If the ballot design and the voter registration allows for a
ballot to be tracked to an individual voter, then the Independent Election
Administrator shall destroy the actual ballots prior to handing over the
balance of the materials to the GRVNC.
XIX.
Election Board Officer
Contact Information
Within
seven (7) business days of the announcement of final election results, the
GRVNC Rules and Elections Committee must submit the names, candidate/board
member stakeholder affiliation, board seat, public contact information, and
private contact information (if available) for each newly elected board
member. All information must be
submitted on the form prescribed by DONE.
XX. Voter Fraud Disqualification
Any candidate who has willfully committed voter fraud shall be barred from holding any position on the Grass Roots Venice Neighborhood Council. XXI. Severability
If
any provision of these GRVNC elections procedures is determined by DONE during
DONE’s approval process to be invalid under City law and policy, such invalid
provision shall be severable from the valid provisions of these
procedures. The GRVNC Board authorizes
DONE to remove any such invalid provision from these procedures and approve the
remainder of the procedures forthwith, so as to allow the GRVNC 2004 election
to be held on schedule without the delay of seeking GRVNC Board approval of any
DONE modifications to these procedures.