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Steps To Conduct Your Precinct Convention

Wed, 02/24/2010 - 9:18pm — Jamie Ramirez

The precinct convention may seem complicated at first, but it is very easy and quick to conduct. Here are some basic steps that you need to know:

Step 1: After the polls close and the last voter has voted, the Precinct Chair (if there is a Precinct Chair and that Precinct Chair attends the Precinct Convention) by law will be the Temporary Convention Chairman, and should obtain the precinct convention packet from the election judge. The 2010 Democratic Precinct Convention Packet will include the following items:

  1. One letter from County Chair Shawn Stevens
  2. Flyer on the 2010 Collin County Democratic Convention to be held March 20th
  3. Sample Resolution Format
  4. One letter from the State Party Chair Boyd Richie
  5. Convention Minutes Form
  6. Convention Exhibit A Sign-in Form
  7. Convention Exhibit G Delegate Form
  8. Convention Exhibit H Alternate Form
  9. Number of Delegates that may be elected
  10. Texas Democratic Party Rules
  11. Precinct Convention Instructions
  12. Other forms and information

If the Precinct Chair does not claim the packet by 7:15 p.m. or when the last voter in line has voted (whichever is later), any registered voter from the precinct who voted in the 2010 Democratic Primary and is attending the precinct convention can serve as the Temporary Convention Chairman. (However, anyone seeking to fill this role should be have a basic knowledge of the rules of the convention and how to conduct it under parliamentary procedure.)  The Temporary Convention Chair, after obtaining the precinct convention packet from the election judge, convenes the convention for his/her precinct, and serves as the Temporary Convention Chairman,  and calls for the election of the Permanent Convention Chairman.  Most of the convention activity is set by state law, the Rules of the Texas Democratic Party, and Robert’s Rules of Order.

Step 2: The Temporary Convention Chair asks people who enter the convention site:

  1. If they are there to participate in the precinct convention,
  2. Whether they voted in the 2010 Democratic Primary, and
  3. In which precinct they are registered to vote.

If they did not vote in the Democratic primary, they are not eligible to participate in the convention, though they are welcome to attend and observe. If they did vote in the Democratic primary, direct them to the convention location for the precinct in which they are registered.

The temporary precinct convention chair must confirm that each convention attendee voted in the Democratic primary and lives in the correct precinct by checking their stamped voter registration card or their party affiliation certificate.

The blue 2010 voter registration card should have been stamped "DEMOCRATIC" as show in the picture right if the voter presented their card when they voted. (click picture to enlarge)

  • Note: Not all of the election officials will have stamped Democratic Primary voters' registration cards or have given voters a party affiliation certificate as required

If the voter presents neither a “Democratic” stamped voter registration card nor a primary voting verification receipt slip, voting verification will be completed by checking both the list of early voters for each election precinct provided to each Election Judge by the County Elections Department, and the poll list of election day voters. 

If people arriving for the convention do not have evidence that they voted in the 2010 primary, they must still be permitted to participate, so long as they take an oath that they did vote in the Democratic primary (though put a "P" by their name to indicate they are a provisional participant),  and the County Convention Credentials Committee will later check and validate their eligibility status.

If the person voted in the Democratic primary and is in the correct precinct, their name, address, voter registration number and other information must be entered on the "Exhibit A" sign in form.

In presidential election years, people must state their presidential preference when they sign in to participate in the precinct convention. Since 2010 is not a presidential year, convention participates will not state a presidential preference as they sign in to the convention.

Step 3: Once everyone is registered on the "Exhibit A" form, the Temporary Convention Chairman calls the convention to order and asks someone to serve as the Temporary Convention Secretary, if a Temporary Secretary has not yet been appointed.  The first order of business if that the number of enrolled precinct convention attendees is announced.

The second order of business called by the Temporary Convention Chair is to elect a Permanent Precinct Convention Chairman and a Permanent Precinct Convention Secretary. The Temporary Convention Secretary must clearly print the minutes of this business on the official "Convention Minutes" carbon copy form. As soon as a Permanent Precinct Convention Chairman and a Permanent Precinct Convention Secretary are elected they take over the convention and conduct business until the convention adjourns.  Note:  Being elected a Permanent Precinct Convention Chair is not the same thing as being elected Precinct Chair for the election precinct.

Step 4: The next order of business called by the Permanent Precinct Convention Chair is for the nomination and election of delegates and alternates to the Collin County Convention.

The convention packet should include a form that gives the number of delegates that may be elected to represent the precinct at the county convention. Only people who are in attendance and entitled to participate in the convention, by having voted in the Democratic Primary and signed in for the precinct convention.

Step 5: If there are no petitions are offered to hold separate caucuses within the Precinct Convention, the Precinct Convention, as a whole, will then vote for the selection of delegates and alternates.  (If there are petitions presented for separate caucuses for issues or candidates, then the E-Z Math formula is used as in Presidential Election years when a presidential nonimee is selected by the convention process -- See TDP Rules Art. IV.B.11 for details on this more unusual scenario).

Each precinct convention attendee will have one vote.  The delegate candidates receiving the highest number of votes, up to the number of delegate spots available, will be the delegates.  The delegate candidates receiving the next highest number of votes, up to the number of alternate spots available, will be the alternates.   For example, if 25 people attend the precinct convention and there are 10 delegates spots and 10 alternate spots available, the top 10 vote getters will be the delegates to the County Convention, and the next 10 vote getters will be the alternates, with the other 5 precinct convention attendees not obtaining either delegate or alternate status.

Note:  Not all delegate & alternate spots will necessarily be filled.  All delegates and alternates that are going to the County Convention must be elected and their names on the appropriate form (Delegates on Exhibit G & Alternates on Exhibit H) before the convention ends.  It is not permissible to add names to the Delegate and Alternate lists after the precinct convention is over, as all Delegates and Alternates must be elected by the Precinct Convention Attendees.  You can telephone friends and neighbors in the precinct to confirm if they'd like to attend the County Convention, but any such names must only be added as a delegate or alternate if the Precinct Convention as a whole by majority vote approves the people being elected though they are not present.  Any such person elected in absentia must have two asterisks ("**") placed next to their name on Exhibit G (delegates) or Exhibit H (alternates).  Your precinct will vote its full delegation voting strength at the County Convention regardless of the number of precinct delegates in attendance at the County Convention, as long as at least one delegate from the precinct attends the County Convention.

The precinct convention as a whole may then, but is not required to, elect a Chair of the Precinct Delegation going to the Collin County Democratic Convention. The Convention Chair then announces the Delegation Chair, the list of delegates and alternates, and the date, time and location of the county convention.

Step 6: The Convention Chair then asks if anyone has any proposed convention resolutions.  If so, each proposed resolution should be introduced by making a motion that is seconded.  If the motion to consider a resoultion fails to get a second, the proposed resolution fails introduction and is in effect voted down.  However, if a proposed resolution is successfully introduced with a motion and a second, at that point the resolution is on the floor of the precinct convention for discussion and possible amendment and passage by the entire convention, which must be accomplished by a majority vote of the entire precinct convention.  After all possible resolutions have been dealt with, the Convention Chair asks for if anyone would like to move and second the adjournment of the convention. If the a majority of the convention body votes for adjournment, the Convention Chair gavels the convention to a close.

After the Convention:
 

  1. The Convention Chair must complete the forms and have both the signatures of both the Convention Chair and the Convention Secretary sign them.
  2. Deliver the Convention Minutes, Exhibit A sign-in sheets, and Exhibit G and H Delegate and Alternate forms, either on election night to County Chair Shawn Stevens at the County Elections Office in McKinney, to Party Secretary Mary Beans at the Election Night Watch Party, or to the Democratic Party of Collin County Headquarters by the afternoon of Friday, March 5, 2010. (The party HQ will be open to receive the precinct materials from 8:30 - 10:00 p.m. on election night, and will be open from 9 a.m. - 5 p.m. Wednesday - Friday)  If you mail them, please mail them by Thursday, March 4 for delivery on March 5th.  Actual delivery to the office as soon as possible, rather than mailing, is preferred. This is the official record for the county convention.

Precinct Convention Document (click image)


Letter
Minutes
Exhibit A
Exhibit G
Exhibit H
Delegates