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;