GRVNC Election Procedures

DRAFT 4/17/04

 

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” 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.

“Same-Day Election Format” means an election in which the candidates are nominated and the voting takes place on the same day and at the same general location.

“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.

 

II.                Summary of Election Rules Procedures

A. This document sets forth the rules and procedures for the Sunday June 27 and Monday, June 28 2004 GRVNC 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 12 p.m. to 4 pm.and Monday 5PM to 9PM.  Proxy voting is not allowed. 

 

All stakeholders shall cast votes to elect the following GRVNC Officers: 

  1. President
  2. First Vice President
  3. Second Vice President
  4. Secretary
  5. Government Relations Officer
  6. At-Large Board Member

 

Only stakeholders that live in a GRVNC district shall cast votes to elect the District Representative in that District.  Working, owning property, or other types of stakeholder claims are not sufficient to be eligible to vote in district elections.

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

 

B.     Bylaws Amendments

    1. Removal of word membership from bylaws so that people who register with GRVNC are Registered Voters.
    2. Article IV, D:

                                                               i.      “Seven officers shall be elected from Voting Members who live (either homeowner or renter) in each of the following districts of the GRVNC boundary area:”

                                                             ii.      “Seven officers who live in each of the following districts of the GRVNC boundary area shall be elected to the board.  Only stakeholders that live in each of these districts shall be able to vote for that district representative.”

    1.  

 

III.             Election Timeline

A.     -60 Day Outreach and Notification Requirements

1.      The GRVNC shall hold a noticed public meeting on May 1, 2004 at Beyond Baroque to provide information about the GRVNC and to discuss and distribute these election procedures, voter registration forms and other pertinent election information.

2.      No later than May 6, the GRVNC shall mass-distribute by bulk mail  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

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.     -30 Day Outreach and Notification Requirements

1.      Between the period of 60 and 30 days before the election, the GRVNC shall post candidate filing and other related election information and deadline dates along with an information contact telephone number at Vera Davis Center and via email and website.

2.      The GRVNC shall hold a publicly noticed candidate informational meeting on May 16, 2004  at (Beyond Baroque) 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.

C.     -21 Day Outreach and Notification Requirements

1.      No later than June 7 , 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.

D.    -7 Day or –14 Day

1.      Meet the Candidates / Issues Forum

1.      Executive Committee “Debates”

2.      District / At-Large “Statements”

2.      Vote-by-mail application deadline

E.     Election Day(s)

1.      Sunday June 27 and Monday, June 28 2004 (no vote-by mail component)

2.      Sunday June 27 (with vote-by-mail component)

F.      4 Day Candidates’ Voter Inspection Deadline

1.      July 1

2.      Only un-accompanied candidates allowed to inspect.

G.    14 Day Vote Counting

1.      July 10-11

 

 

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.

 

V.                 Candidate Nomination Process

Candidates must be GRVNC Stakeholders and registered GRVNC Voters .  A candidate may run for only one GRVNC office at an election.

A.     Nomination for the Printed Ballot

1.      Nominations for the printed ballot are open from April 27, 2004 through May 30, 2004, and may be made at the GRVNC meeting held at the “30 day Meeting”

2.      Nominations for the printed ballot are to be made by postal mail at an address provided by the IEA.  Candidates may email nominations@grvnc.org for instructions on mailing nominations via post.

3.      In order to qualify as a candidate, an individual must verify his or her stakeholder status by providing the Independent Elections Administrator with GRVNC Voter Registration Card, or complete written equivalent with signature. Candidates for District Representative must live in the district for which they are candidate.

4.      The Independent Elections Administrator is responsible for verifying a candidate’s eligibility and certifying that a candidate has been accepted for inclusion on the printed ballot.

5.      The Independent Elections Administrator 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.

6.      If the Independent Elections Administrator rejects a candidate’s filing application, that candidate may request DONE to review their candidate filing application with the Independent Election Administrator.  Subsequent to their review, DONE will issue a final determination as to whether the candidate will be allowed to run for office.

7.      Deleted

8.      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.

B.     Election Day Floor Nominations

Candidates may be nominated on election day from the floor as write-in candidates pursuant to the procedures set forth in Section ?? of these procedures (below).  The documentation for verification for write-in candidates shall be equal to that of printed ballot candidates.  The verification process for write-in candidates may occur after the election if time does not allow for the verification to be completed before the election, provided, however, that a write-in candidate that is elected shall not be seated until the verification process is completed.

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 8 different ballot types.  One with at-large races and all ballot measures only which shall be white. Seven with all the at-large races, ballot measures, and only one of the seven district representative races.

                                                               i.      Distict 1  : Very Light Red

                                                             ii.      District 2: Very Light Orange

                                                            iii.      District 3: Very Light Yellow

                                                           iv.      District 4: Very Light Green

                                                             v.      District 5: Very Light Blue

                                                           vi.      District 6: Very Light Indigo

                                                          vii.      District 7: Very Light Violet

2.      Candidates titles must be less than 30 characters in length.

3.       The ballots shall use the same size, font and color of type for all candidate names.

4.      The ballots shall use the same size, font and color of type for all candidate titles.

5.      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.

6.      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.

7.      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.

8.      Candidates will be listed on the ballot in Alphabetical order by last name, as in a phone book

9.      The ballot instructions shall be white, 8.5x11 paper containing:

                                                               i.      Demonstration of IRV voting using fictitious names using same layout format as candidate races on the ballot. 

                                                             ii.      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.

                                                            iii.      Notice that ranking a subset of candidates does not aid those candidates.

                                                           iv.      Encouragement to rank all the candidates for each voted race (but to still choose only one district race) in case the voters top choice is eliminated before the final runoff round.

                                                             v.      Notice of Ballot tracking system and safeguards.

                                                           vi.      Directions to vote for every at-large seat.

                                                          vii.      Directions to CHOOSE ONLY ONE district race if multiple districts are printed on the same ballot.

10.  The ballot shall contain all Initiatives/Referenda/or Advisory Measures placed there by the board.  The board shall identify competing measures and if there are more than two competing measures, IRV shall be used to allow voters to rank the measures in order of preference in order to avoid spoiler initiatives.

11.  Campaigning

C.     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.

D.    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.

E.     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.

 

VII.           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, subject to GRVNC Bylaws age restrictions.  If any person’s voter registration is rejected during the pre-registration process, that voter may request DONE to review their voter registration application with the Independent Election Administrator.  Subsequent to their review, DONE will issue a final determination as to whether the voter will be allowed to vote in the election.  Challenges to stakeholder status made during the actual election will be handled pursuant to the Provisional Voting procedures specified in Section ??, below.

A.     Election Day Voter Registration

1.      GRVNC bylaws state that stakeholders must sign an affirmation that they are stakeholders when requesting a ballot.  Therefore all who come to vote on election day will need to sign the new GRVNC voter registration form in order to receive a ballot.

2.      The IEA shall verify that election day voters did not request a Vote-by-mail ballot.

B.     Voter Challenges

1.      After election day, the IEA shall for 4 days make the poll and absentee registration data available for inspection to all unaccompanied candidates.  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 to by DONE.

a.       The candidate shall challenge a particular voter in writing, by name, by writing the voters 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.

2.       

VIII.        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 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.     List of Certified Write-in Candidates

The GRVNC must conspicuously post a list of any certified write-in candidates at the polling site for stakeholder review.

F.      Electioneering Activities

Electioneering, including the distribution of campaign literature, is restricted to the designated electioneering area.  An election day candidates’ forum will be held promptly just before the polls open on [the first] voting day. The designated electioneering area shall be clearly marked by the Independent Election Administrator.

Candidates or other individuals electioneering outside of the designated electioneering area 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.

G.    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.

H.    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.

I.       Election Day Candidate Forum

Last year’s GRVNC elections procedures contain detailed instructions for the conduct of an election day candidate forum, including election day candidate nominations “from the floor.”  Should you choose to include such a component in the 2004 election, I would be happy to adapt last year’s language.

J.      Opening and Closing Announcements

1.          At 1PM., the Independent Election Administrator shall announce in a loud voice in front of the polling site that the polls are open.

2.          At 4:50 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.

 

IX.              At-Polls Voting Procedures

(a)    Sunday, June 27, 12:00PM – 1:00PM (candidates forum) 1:00PM-5:00PM polls open; Monday, June 28th, 5:00PM – 9:00PM  (polls open)

(b)   All voters shall sign a new GRVNC Voter registration card to affirm their stakeholder status and GRVNC district lived in. The IEA shall verify all items are completely filled on the form.  Specify the voter check-in process, including any identification requirements and acceptable means for satisfying the identification requirements.

(c)     Candidates may challenge the stakeholder-ship of any voter on election day and after election day.  No other person shall have standing to issue such a challenge.  Upon challenge, the voter may either produce a credential to resolve (as listed under Provisional Voting procedure) or testify to the IEA