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Preparing for Elections

Preparing for Elections. Election Judge Lists. Political parties provide lists to county by May 15 th County will forward to cities Cities may appoint judges from lists provided or may appoint other people who meet the qualifications. Polling Place Requirements. Contact polling locations

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Preparing for Elections

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  1. Preparing for Elections

  2. Election Judge Lists May 15th 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

  3. Polling Place Requirements May 14th • 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

  4. Precinct Boundary Changes June 1st No later than June 1 Immediately notify Hennepin County of changes Hennepin County will work with cities to make updates to precinct finder

  5. Notice of Polling Place Change No later than July 18th • 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

  6. Notice of Candidate Filing May 6th or July 15th – publish May 9th or July 18th – post • 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

  7. Candidate Filing May 20th - June 3rd, or July 29th – August 12th

  8. Offices on the Ballot • Judicial offices • City offices • School district offices 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)

  9. Who files where? 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

  10. Candidate Filing Dates • 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

  11. Preparing for Candidate Filing • Candidate Filing Packet • Materials on OSS website • http://www.sos.state.mn.us/index.aspx?page=636

  12. Candidate Filing Process • 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

  13. Affidavit of Candidacy 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

  14. 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

  15. Ballot Questions • Ballot questions also emailed to county • Send ballot question wording in PDF • Ballot question wording will also be entered into OSS website

  16. Election Notices

  17. Notice of Election to Auditor June 6th and August 22nd • 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

  18. Notice of Special Elections • 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

  19. School District Notices • 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

  20. Public Notice of Election July 29th and August 5th – cities publish July 29th – schools publish August 1st – cities and schools post • 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

  21. Campaign Finance Year round

  22. Campaign Finance – Chapter 211A • 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

  23. Clerk Duties for Campaign Finance 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

  24. 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 year August 1st - pre-primary October 24th – pre-general December 4th – post-general January 31st – annual

  25. Reporting Schedule: Not on the Ballot January 31st • Annual report • Due January 31stof each year

  26. Additional Reports No later than November 11th – Certification of Filing • 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

  27. Contribution Limits • 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

  28. Online Accessibility • 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

  29. Failure to File Required Reports • 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

  30. Campaign Practices

  31. Noncommercial Signs June 27th - November 14th • 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

  32. Election Day Activities August 12th and November 4th • 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

  33. Campaign Complaints 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

  34. More Information • Candidate Filing • See OSS City Clerk Guide, or • OSS School District Clerk Guide • Campaign Finance and Campaign Practices • See OSS Campaign Manual

  35. Ballot Preparation May 20th - June 12th July 29th - August 28th

  36. Ballot Programming Calendar

  37. Ballot Preparation Steps Office Identification Candidate Filing (Affidavits of Candidacy) Ballot ordering Ballot proofing Ballot delivery

  38. Office Identification What offices and questions are expected to be on the ballot Let Hennepin County know if any changes arise – specifically ballot questions

  39. Ordering Ballots June 6th and August 15th • 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

  40. Ballot Proofing June 10th-12th August 26th-28th • 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

  41. Candidate Rotation June 5th and August 14th • 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

  42. Ballot Delivery • 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

  43. SVRS:Statewide Voter Registration System Year round

  44. SVRS Functions • Maintained by county • Voter records • Precincts, polling places • Maintained by county and city • Absentee records • Reports available • Voter registration • Absentee ballot • Administrative reports

  45. SVRS Access • Test IP address • https://svrs.sos.state.mn.us • User names, passwords maintained by county • Contact county to set up new users

  46. SVRS Practice Module • Allows users to ‘practice’ using any SVRS functionality • https://svrspractice.sos.state.mn.us • Contact county for set up

  47. SVRS Training • New SVRS release May 29 • Training sessions offered June 10th-13th • Topics • Searching records • Entering applications • Updating ballot status • Reports available • Trouble-shooting

  48. Voter Registration https://mnvotes.sos.state.mn.us/VoterRegistration/VoterRegistrationStep1.aspx • 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

  49. Voter Registration https://mnvotes.sos.state.mn.us/VoterStatus.aspx Voters can check to see if they are registered to vote Link from Secretary of State’s website

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