Precinct meetings

Presiding Officer.

If the precinct has been and is still organized at the time of a designated annual meeting or called meetings, the precinct chair shall organize the meeting. Should a precinct be unorganized at the time of the annual meeting, any registered Democrat residing in the precinct may, by appointment as an acting chair by the county chair, organize and preside over the election of officers. The organizer must communicate his/her intent in the same way as precinct chairs who must provide precinct meeting dates, times and locations to the county chair.

Documentation.

Documentation (precinct packets, including the agenda, rules for holding a successful meeting, and official reporting forms) regarding annual precinct meetings shall be distributed at an instructional training meeting or distributed at the discretion of the county chair or designee by hand delivery, mail, or email to all precinct chairs, acting chairs, or their representatives at least thirty (30) days prior to the first day of annual precinct meetings. Printed precinct packets must be given to acting chairs upon appointment by the county chair.

Notice Required.

Public notice shall be given for all precinct meetings at least seven (7) days in advance of said precinct meetings in accordance with the guidelines set by the County Executive Committee and consistent with 0.04 “Publicize Meetings.”

When Held.

Annual precinct meetings shall be held on a date designated by the county chair that is within the two (2) week period designated by the state chair pursuant to Section 4.08. In presidential election years, there shall be no two (2) week period allowed and the precinct meeting shall be held on the exact date designated by the state chair pursuant to Section 4.08. The county chair shall designate the time for the precinct meetings. Weekday precinct meetings shall begin no earlier than 6:00 PM and no later than 7:30 PM. Weekend meetings shall be held between the hours of 10:00 AM and 7:00 PM.

In the event that the originally scheduled meeting could not be held successfully due to a lack of a quorum or any other reason, there shall be a second meeting called within two (2) weeks of the original meeting date. The county chair, in consultation with the precinct chair or organizer, shall set the date, time and location for the second meeting. The county chair shall offer the precinct chair or organizer whatever reasonable assistance is needed to organize the precinct.

In the event that a quorum is not present for the second scheduled precinct meeting, that precinct shall be considered an unorganized precinct.

Location.

The annual precinct meetings shall be held at the polling place of each precinct or other facility within the precinct or nearby that is deemed appropriate by the precinct chair and/or the county chair. In the event that a precinct polling place should prove unsuitable, for whatever reason, an alternate meeting location may be used. Any alternate meeting facility must be approved in advance by the county chair and publicly announced seven (7) calendar days in advance of the meeting. In the event the precinct will be meeting at a location other than the precinct’s polling location, the precinct chair or acting precinct chair shall post notice of the alternate meeting location at the regular polling place. If the precinct’s polling location will not allow the posting of a meeting notice, the precinct chair or acting chair will notify the County Party Chair so a remedy can be found in a timely manner. In any case, the precinct meeting must be held in a public facility accessible and open to all registered Democrats residing in the precinct, except that when the precinct chair or acting precinct chair, wishes to meet in their precinct, and the county chair certifies that no public facility is available in the precinct, the precinct meeting may be held in a non-public facility accessible and open to all registered Democrats residing in the precinct.

Multiple Precincts Meeting at One Location.

Multiple precinct meetings at the same location and time are permissible under this Plan so long as such an arrangement is agreed to in advance by the county party Chair, and by the precinct chair or acting precinct chair of each of the affected precincts. Such meetings must be in a location within the boundaries of the precinct’s county and at a location that can be reasonably accessed by all registered Democrats residing in the affected precincts. Public Notice shall be given for all precincts included in the meeting in accordance with the guidelines set by the County Executive Committee and consistent with 0.04 “Publicize Meetings”. For all precincts which do not meet at their polling place, the precinct chair or acting precinct chair, shall post notice of the alternate meeting location at the regular polling place, and if postings are not allowed, they need to notify the County Party Chair. The group meeting may be structured so participating precincts share agenda items common to all precincts, but must allow the precincts to meet individually to elect officers and/or delegates to the county convention or conduct other business specific to an individual precinct. Each individual precinct meeting in this fashion must meet the quorum requirements as specified in section 1.06 Quorum. Each precinct chair elected at a multi-precinct meeting shall certify to the county chair, in writing, the names of members of their precinct in attendance, the names of officers and delegates elected, if applicable, and any contributions collected.

Unorganized or Newly Created Precinct.

A precinct that did not meet on the originally scheduled meeting date or on the second meeting date set for an annual meeting or is newly created by the Board of Elections shall be considered unorganized and shall not be entitled to send delegates to the county convention or be represented on the county executive committee and shall not have voting privileges until organized. A meeting can be held for the purpose of organizing in either an odd or even numbered year. The county chair shall appoint a registered Democrat residing in the precinct to serve as an acting precinct chair for up to thirty (30) days for the sole purpose of organizing the precinct. The acting precinct chair shall organize and preside over the special meeting called by the county chair for this purpose. A precinct organizing in this fashion may send delegates to the county convention if delegates were elected two (2) weeks prior to the convention or send members to a county executive committee meeting if the precinct is organized at least two (2) weeks prior to the scheduled meeting. The organizational meeting must be certified in writing to the county chair within five (5) days of the date of the meeting. Notice, access, and quorum requirements are the same for this meeting. If this meeting occurs in an even numbered year, the order of business adds the election of officers. If this meeting is held after the annual convention, delegates are not elected in that year.

Order of Business Odd-Numbered Years.

The order of business at the annual precinct meeting held in odd-numbered years shall be:

  1. The election of three (3) registered Democrats of the precinct as precinct officers;
  2. The election of at least two (2) other registered Democrats of the precinct as members of the precinct committee;
  3. The election of registered Democrats of the precinct as delegates to the county convention;
  4. The chair, or presiding officer, and the secretary/treasurer shall certify to the county chair the names, addresses, race, gender, telephone numbers and email addresses of the precinct officers, the members of the precinct committee, and the delegates to the county convention elected at the annual precinct meeting within five (5) days;
  5. Proposing and adopting resolutions for consideration at the county convention.
  6. Other business related to the affairs of the precinct.

Order of Business – Even-Numbered Years.

The order of business at the annual precinct meeting held in even-numbered years shall be:

  1. The election of officers or committee members to fill any vacancies.
  2. The election of registered Democrats from the precinct as delegates to the county convention;
  3. The chair, or presiding officer, and the secretary/treasurer shall certify to the county chair the names, addresses, race, gender, telephone numbers and email addresses of the delegates elected to the county convention at the annual precinct meeting within five (5) days.
  4. Proposing and adopting resolutions for consideration at the county convention.
  5. Other business related to the affairs of the precinct.

Called Meetings.

Additional meetings may be called in accordance with Section 11.01. Precinct committees are encouraged to meet throughout the year to conduct political education, get-out-the-vote and campaign activities, to instruct officers and to carry out the political planning of the precinct.

Presiding Officers.

In the event that the chair, vice chair, secretary/treasurer or precinct committee member are not present at the precinct meeting, any registered Democrat residing in the precinct may preside.