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WI Association of School Superintendent Assistants (WASSA) 8 th Annual Fall Workshop

WI Association of School Superintendent Assistants (WASSA) 8 th Annual Fall Workshop. September 24, 2010 Kalahari Resort and Conference Center Wisconsin Dells, Wisconsin. 1. Welcome!!!. Introductions Topics Questions and Answers. 2. Topics. Notices Candidates (Ballot Access)

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WI Association of School Superintendent Assistants (WASSA) 8 th Annual Fall Workshop

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  1. WI Association of School Superintendent Assistants (WASSA)8th Annual Fall Workshop September 24, 2010 Kalahari Resort and Conference Center Wisconsin Dells, Wisconsin 1

  2. Welcome!!! • Introductions • Topics • Questions and Answers 2

  3. Topics • Notices • Candidates (Ballot Access) • Communication with County Clerks • Ballots • Referenda Questions 3

  4. Topics (cont.) 6. Campaign Finance Reporting 7. Other Registrants 8. Polling Places, Election-Day Supplies and Accessibility 9. Post-Election Activities (School District Canvass) 10. Recounts and Recalls 11. Miscellaneous (Cost of Elections, Destruction of Materials) 4

  5. Events for School Districts Key Dates: • November 23, 2010 – School Districts publish Type A Notice for Spring Primary and Spring Election • January 4, 2011 - Candidate nomination paper filing deadline • February 15, 2011 - Spring Primary • April 5, 2011 - Spring Election 6

  6. Notices • School district clerks are responsible for publishing election notices for school district elections and referenda. • County, municipal and school districts may combine election notices where the notices contain identical information and when the levels of government share the same official newspaper. • School districts publish election notices in the district’s official newspaper. School districts may post in lieu of publishing if no newspaper is published within the school district. 7

  7. Notices • Required Notices: • Type A - Notice of Election • Type B - Sample Ballot/Voting Instructions • Type C - Notice of Referendum • Type D - Notice of Hours/Location of Polling Place • Type E - Notice of Absentee Voting • Sample election notices and their deadlines can be found on the agency website and in the “Forms” packet provided. 8

  8. Candidates (Ballot Access) • All candidates, including incumbents, must meet certain qualification requirements and complete and file proper ballot access documents in order to gain a spot on the ballot. • School district clerks serve as the filing officer for school district offices, and therefore must keep detailed records of a candidates filings and correspondence. • Required forms for ballot access: • Campaign Registration Statement (GAB-1) • Declaration of Candidacy (GAB-162) • Sufficient Nomination Paper signatures on Form GAB-169 (if required) 9

  9. Candidates (Ballot Access) • School district clerks should prepare “Candidate Packets” and provide them to all prospective candidates on request. • Candidate Packets should include: • A Campaign Registration Statement (GAB-1) • A Declaration of Candidacy (GAB-162) • A blank Nomination Paper (GAB-169) (if required) • A Ballot Access Checklist (GABIS-5) • A Campaign Finance Checklist (GABIS-8) • Campaign Finance and Bookkeeping Manual 10

  10. Candidates (Ballot Access) • Notification of Noncandidacy (GAB-163) • An incumbent officeholder who does not intend to run again for the position he or she currently holds should file a Notification of Noncandidacy with the school district clerk. • School district clerks should remind each incumbent in November to file a Notification of Noncandidacy if they do not wish to seek re-election in the Spring. • Deadline to file is December 24 (27), 2010 11

  11. Communication with County Clerks • The exchange of information between school clerks and county clerks is one of the most important responsibilities placed on school clerks. • The following documents must be sent to the county clerk(s) when the information becomes available: • A copy of each candidate’s GAB-1 • The Certification of Nomination (GAB-405) indicating candidate names as they will appear on the ballot and ballot order • Type A Notice of School Board Election and/or Type A Notice for a Referendum 12

  12. Communication with County Clerks Please keep in mind: • School districts can cross county lines. Make sure all county clerks receive the necessary information from your school district. • County clerks are extremely busy around election time, forwarding required information as soon as it becomes available is greatly appreciated by the county clerk. **If you have not already, please make contact with your county clerk(s) and work out election related details such as method of communication and preferred time-frames for the exchange of information. 13

  13. Ballots • School district clerks are responsible for preparing the ballots to be used for school board elections and referenda. • However, where electronic voting equipment (optical scan or DRE) is used, the county clerk often prepares the entire ballot including the races for school districts. • Ballot order for candidates: • The order of candidate’s names on a ballot are determined by drawing of lots or some other random determination (drawing numbers out of a hat, etc.) • Drawing of lots is held not later than 7 days after the filing deadline for ballot access documents. • The drawing process should be properly witnessed and documented including the ballot order drawn, signatures of the person that conducted the drawing and any witnesses. 14

  14. Ballots • Certification of Candidate Names and Referenda • The school district clerk must use the GAB-405 to certify the names and ballot order of candidates and any referenda to the county clerk as soon as the information becomes available. • After any primary, the names of candidates must again be certified to the clerk as soon as possible after completion of the canvass. • Other Considerations: • Printing and Proofing: The school district clerk is responsible for ensuring that the most current ballot format is used. Clerks should carefully review and proofread each ballot proof before printing. 15

  15. Referenda Questions • School district clerks must communicate with affected county and municipal clerk(s) when the school district is contemplating a referendum. • By statute, school district referendum questions must be filed with the school district clerk no later than 42 days before the election at which the question will occur. Wis. Stats. §8.37 • No later than the end of business the following day, the school district clerk must file a copy of the referendum question with all county clerks that have a portion of the school district in their territory. 16

  16. Referenda Questions • Municipal clerks are still responsible for election day activities, therefore municipal clerks need to be advised if the school district has scheduled a referendum regardless of the date chosen. • Notices and deadlines for referenda questions: • Type A – Notice of Referendum (4th Tuesday before election) • Type B – Sample ballot notice (the day before the election) • Type C – Notice of Referendum (the day before the election) • Type D – Polling Place Notice (the day before the election) • Type E – Absentee Voting (4th Tuesday before election) 17

  17. Campaign Finance Reporting • Candidates for office as well as committees supporting candidates are subject to campaign finance reporting requirements. • Candidates or committees are required to file campaign finance reports with the filing officer unless the Campaign Registration Statement filed indicates that they are exempt from filing these reports. • School district clerks have the responsibility to report campaign finance violations, such as failure to file reports and late filing of reports. Wis. Stats. §11.22(4) 18

  18. Campaign Finance Reporting Disclaimers • Every communication which is paid for by political funds must contain a disclaimer or attribution statement identifying the source of the funds paying for the communication. 19

  19. Other Registrants • Groups other than candidate committees may also be required to register with the school district clerk to comply with campaign finance rules. • As a general rule, a political committee that accepts contributions, incurs obligations or makes disbursements in a calendar year that total more then $25 (Referendum or Political Groups -$750), are required to register. • School district clerks should keep a separate file for each committee that includes: • 1) Campaign Registration Statement (GAB-1) • 2) Oath of Independent Expenditures (if required) • 3) Campaign finance reports (if required) • 4) Any correspondence with the committee including copies of filing notices 20

  20. Other Registrants Types of “Other” Registrants that may be required to register: • PAC (political action committee) – committee organized to support or oppose candidates or referenda. • Recall Committee – a committee organized to support or oppose the recall of an elective office holder. • Political Group – committee organized to support or oppose a referendum or candidates of a specific political party • Independent Committee – committee organized for the purpose of supporting or opposing the election of candidates, which makes disbursements without the knowledge or consent of the candidate (or any agent of the candidate). Must also file EB-6 form. . • Individual – a person, other than the candidate or agent of the candidate, supporting or opposing a candidate, who makes disbursements without the knowledge or consent of the candidate. Must also file GAB-6 form. 21

  21. Polling Places, Election-Day Supplies and Accessibility • Election day supplies: School district clerks are responsible for providing the following supplies to the municipal clerks for the polling place: • Ballots (always provide) • Ballot bags (1 for each reporting unit) (always provide) • Rejected Absentee Ballot Envelope (GAB-102) (supply only when there are no federal, state, county or municipal elections) • Used Certificate Absentee Ballot Envelope (GAB-103) (supply only when there are no federal, state, county or municipal elections) • Inspector’s Statement (GAB-104) (1 for each reporting unit) (always provide) • Tally Sheets (2 for each reporting unit) (always provide) 22

  22. Polling Places, Election-Day Supplies and Accessibility • Closing of Polling Places • Wisconsin statutes provide that when a school district is the only level of government conducting an election on a particular day, the school district may choose to close a polling place. Wis. Stats. §120.06(9) • The school district may not close a polling place if: • Ten percent or more of the electors voting in the last school board election voted at the polling place proposed to be closed; or • The polling place is located in a municipality which is located entirely within the school district. 23

  23. Polling Places, Election-Day Supplies and Accessibility • Accessible Voting Equipment • All polling places must be equipped with at least one accessible voting component to permit all voters to vote privately and independently. • This accessible component, a device approved by the GAB to provide independence and privacy to voters with disabilities, must be available for all elections. • Even if the school district election is the only election event occurring on a particular day, and turnout is expected to be low, the accessible equipment must still be used. 24

  24. Post-Election Activities (School District Canvass) • School District Board of Canvassers: Contains the school district clerk and two other qualified electors of the school district appointed by the clerk. • Even though election inspectors count the votes at the polls on Election Day, the results of the election are not determined and certified until the School District Board of Canvassers meets and completes the official canvass (usually the day after election). • The board meets and reviews all election materials including the poll lists, tally sheets and inspector statements. The board then completes the canvass statement and certify the election results to determine the winners. 25

  25. Post-Election Activities (School District Canvass) • Board of Canvasser’s Statement (GAB-106) • To certify an election, School District Board of Canvassers must complete the Board of Canvasser’s Statement (GAB-106) • Part 1: Tabular Statement • Part 2: Summary Statement • Part 3: Certification Statement • Certificate of Election • A School District issues a Certificate of Election (GAB-153) to each person elected to any school district office after the deadline for filing a petition for recount has passed (3 business days). • When a valid petition for a recount is filed, the school district clerk may not issue the Certificate of Election for the office in question until the recount has been completed and the time allowed for filing an appeal has passed. 26

  26. Recounts and Recalls • Recounts • A recount is the exclusive remedy to test the right of a candidate to hold office based on the number of votes cast at an election. • Any candidate voted for may request a recount of the office to which he or she was seeking election. • Any elector who voted on a referendum may request a recount of a referendum. • The Government Accountability Board has prepared a detailed set of procedures for recounts that should be used if a recount is requested. See the recount manual on the GAB website. 27

  27. Recounts and Recalls Recalls • Wisconsin law permits voters to recall elected officials under certain circumstances. • Recall is the opportunity for voters to require elected officials to stand for election before the end of the official’s term. • No petition for recall of an official may be offered for filing before the expiration of one year after the commencement of the term for which the officer holds. • The Government Accountability Board has prepared a detailed set of procedures for recall that should be used if a recall is requested. See Recall of Local Elected Officials manual on the GAB website. 28

  28. Miscellaneous (Cost of Elections and Destructions of Materials) Who pays for an election? • The cost of elections is determined by what levels of government have offices up for a particular election • When a school district holds a special election at any time other than a regularly scheduled election, all costs of the election are the responsibility of the jurisdiction calling the special election including the cost of the polling place and election inspectors. • A breakdown of “who” pays for “what” is available on the GAB website. 29

  29. Miscellaneous (Cost of Elections and Destructions of Materials) • Destruction of Election Materials • Wisconsin statutes provide a schedule for the destruction of materials related to an election, including: unused ballots, election day forms, canvass statements, election notices, proofs of publication, candidate ballot access forms and campaign finance reports. • A summary of the destruction of election related documents schedule is available on the GAB website. 30

  30. Questions?????? 31

  31. Contact Information • GAB Helpdesk - 608.261.2028 • gabhelpdesk@wisconsin.gov • GAB website: www.gab.wi.gov 32

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