Important Information Relating to Municipal Caucuses

• Each qualified political party (Democratic, Green Independent and Republican)* must hold a biennial municipal caucus in at least one municipality in a minimum of 14 counties for the purpose of electing delegates to a state convention and for any other business. (Title 21-A, §301)

• All caucuses must be held by March 20, 2012.
o The Maine Democratic Party will hold all municipal caucuses on Sunday, February 26th.
o The Maine Republican Party is encouraging all municipal committees to hold their caucuses between February 4th and 11th.
(The Maine Republican Party will post the time, date and location of municipal caucuses as soon as they are known). Please refer to the Maine Republican party web site for further information in your area: http://www.mainegop.com/
o The Maine Green Independent Party has not provided our office with information regarding its caucus as of the time of this mailing.

• At the request of the committee calling the caucus, the municipal officers shall provide available space in a public building for the caucus at no cost. If the party requests a specific space or room that is not available for the date or time requested, the municipality may provide a suitable alternate location. Municipalities are not allowed to charge janitorial or other fees. If the municipality chooses to offer space owned by another entity (i.e. school RSU) that charges a fee for the use of space, then the fee must be paid by the municipality, rather than passing it onto the party committee.

• The secretary of the municipal party committee must file a copy of the notice of the caucus with the Municipal Clerk, who shall record it.

*Certification of the Americans Elect party formation petition is still pending. If this party is determined to be qualified, we will notify you.
Registrar’s Requirements

Review Title 21-A and Chapter 1, pages 9-12, of your training manual: Voter Registration & Elections: The Guide for Maine Election Administrators, for qualification, selection and duties of Registrars and Deputy Registrars.

Provide Free Caucus List

• The chair or secretary of the municipal committee or the person or persons calling a biennial municipal caucus may request a certified copy of the voter list (21-A, §312), designated as the Caucus List in CVR.

• The Caucus List must include all voters – not just voters enrolled in the party requesting the list.

• Title 21-A, §312 specifies that the Caucus List may include only the following information for each voter: name, residence address, mailing address, enrollment status, electoral district, voter status as active or inactive, voter record number and any special designation indicating the voter is a uniformed service voter, overseas voter or township voter. By law, the caucus list may not include the date of birth.

• The Caucus List disk file is designed to include only these items. All clerks must provide the Caucus List only in the disk file format.

• One free Caucus List must be provided for use by the municipal committee each biennial election cycle (beginning January 1st of a general election year) upon request. The requester must complete and sign the “Request for Obtaining Data from Maine CVR” form. The requester is not eligible to receive updates to a caucus list.

• The Registrar has 5 business days to prepare and provide the Caucus List to the requester; however, please ensure it is available before the caucus.

• A county committee may call the caucus if the municipal committee fails to do so (or there is no municipal committee). If the municipal clerk provides a Caucus List to the county committee, this fulfills the requirement in Title 21-A, section 312 – should a municipal committee member request a voting list at a later date, the municipal committee would not be eligible for a free list.

Attend Party Caucus

• Because this is a Presidential election year, the Registrar must attend the official party caucus for at least 1 hour before the start of the caucus, at the location where the caucus is being held to accept registrations and enrollments.

NOTE: The Registrar is required to remain at the caucus to allow all persons to register and enroll who are present at the caucus at the end of the 1 hour period.

• In addition to blank voter registration applications for use by voters who need to register or enroll, the registrar must print an Alpha Voter List (which includes 17 year olds) from the CVR. The Alpha Voter List is for use by the Registrar – do not give a copy of the Alpha Voter List to the party. A requestor of the caucus list will receive only the caucus list in electronic format.

• When processing enrollments at the caucus, the Registrar must note the requirements for changing enrollments outlined in Title 21-A, section 145:
o A voter may not vote at a caucus for 15 days after filing an application to change enrollment.
o An unenrolled voter may enroll in a party at the caucus and is eligible to participate immediately.
o The CVR was designed to track this restriction on party enrollment changes. When a voter changes from one party to another, the voter will be identified on the caucus disk file and the alpha voter list as an “X”, during the 15 day period when the voter is ineligible to participate in party caucuses or other party activities.

NOTE: Any voter who withdrew enrollment to sign the Americans Elect petition must complete a new application to enroll in a party and participate in a caucus. If the voter enrolled in the Americans Elect Party, the voter must remain in the party for 3 months before the voter can withdraw or change their party again.

• A caucus may be held outside the municipality if several municipalities elect to meet on a consolidated basis. If a political party chooses to hold a regional caucus (two or more municipalities from a certain area caucusing together in a central location), the Registrar of Voters for each municipality participating in the caucus must attend the regional caucus, even if the caucus is held outside of the Registrar’s municipality.
o The Registrar may appoint a Deputy Registrar to attend a caucus and accept new registrations and enrollments. A Deputy Registrar performs any of the duties prescribed by the appointing authority; any registrations and enrollments accepted by the Deputy Registrar at the caucus must be added to the voter list.

Caucus Dates/Times and Locations

Hancock County

District 5

Gouldsboro, Hancock, Lamoine, Waltham, Sorrento, Sullivan, Winter Harbor, Fletcher’s Landing
February 18th, 10:00 A.M.
Hancock Grammar School (off Route 1)
Caucus Contact Person: Kathy Birdsall
Phone #: 460-1021

District 6

Aurora/Amherst, Eastbrook, Franklin, Mariaville, Osborn
February 18th, 1:00 P.M.
Eastbrook Municipal Office
959 Eastbrook Road, Eastbrook
Caucus Contact Person: Debbie Lockman
Phone #: 584-5900

Castine
March 3rd, 9:30 A.M.
Emerson Hall
Caucus Contact Person: Jinny Comiciotto
Phone #: 326-8340

Kennebec County

Clinton
Saturday, February 18
10:00 A.M.
Clinton Town Office
Contact: Steve Trask 660-1942
E-Mail : roofwarrior@hotmail.com

Rome
February 16th, 6:30 P.M.
The home of Alan & Lynn Labelle (256 Jamaican Point Road)

Washington County

All towns, unless otherwise listed, will be participating at the countywide caucus in East Machias.

February 18th, 1:30 P.M.
Washington Academy
East Machias

Election/Caucus Laws and Legal Guidelines

Legal Guidelines

NOTE: All information below is shown as it appears in Title 21A of Maine Revised Statutes.

MUNICIPAL CAUCUS (Section 158)
During the gubernatorial election year, the registrar shall attend the biennial municipal caucus of each qualified party for at least 30 minutes preceding the commencement of the caucus at the location where the caucus is being held. During the presidential election year, the registrar shall attend the biennial municipal caucus of each qualified party for at least one hour preceding the commencement of the caucus at the location where the caucus is being held. The registrar shall accept the registrations and enrollments of all qualified voters who attempt to register and enroll, and all persons so registered and enrolled may participate in their party caucus. The registrar shall allow all persons to register or enroll who are present at the caucus at the end of the 30-minute or one-hour registration period.

RULES GOVERNING (Section 311)
Call. The caucus may be called by the chair or a majority of the members of the municipal committee of a political party. If the municipal committee fails to call a caucus, the county committee may call the caucus. At the request of that committee municipal officers shall provide available space in a public building for a caucus. This means that each town must provide a space free of charge for this event. A municipality may hold its caucus outside the municipality if several municipalities elect to meet on a consolidated basis or if the committee calling the caucus determines that a facility outside the municipality is more suitable.

Time. A biennial municipal caucus of any party must be held during the general election year before March 20th.

Notice. The secretary of the committee shall have a notice of the caucus published in a newspaper having general circulation in the municipality at least 3 and not more than 7 days before it is to be held, or shall post a notice in a conspicuous, public place in each voting district in the municipality at least 7 days before the caucus. The notice must contain the name of the party, the time and place of the caucus and the name of the person calling it.

A. If the notice is not published as required by this subsection, the caucus is void if challenged by any voter eligible to participate in the caucus who was prejudiced by the failure to publish notice.
B. The secretary of the committee shall file a copy of the notice with the clerk who shall record it.

Procedure. The chair of the municipal committee shall open the caucus. In the chair’s absence, the secretary or any resident voter enrolled in the party may open the caucus. The caucus shall elect a secretary and a chair in that order. The chair of the caucus shall then preside over the caucus and the secretary shall record the proceeding of the caucus. The caucus shall determine its own parliamentary procedure.

If no municipal committee. If there is no municipal committee, any resident voter enrolled in the party may call a special caucus for the purpose of electing the committee following the notice procedure of subsection 3.

MUNICIPAL CAUCUS LIST (Section 312)
The chair or secretary of the municipal committee or the person or persons calling a biennial municipal caucus, including any resident voter pursuant to section 311, subsection 5, may request a list of registered voters pursuant to section 196-A, subsection 1 for use by the municipal committee once each biennial election cycle beginning January 1st in an election year.

VOTING PROCEDURE (Section 313)
Vote by list. The caucus may order voting to be done by checking each voter’s name on the municipal caucus list of registered voters from the central voter registration system pursuant to section 312.

Secret ballot. The caucus may order voting to be done by secret ballot which may be printed, or written on plain paper.

CHALLENGES (Section 314)
An enrolled voter of a municipality may challenge the right of another to vote at a municipal caucus. The person challenged may vote at the caucus after he has taken the following oath administered by the chairman of the caucus.

Oath. “I, (name of challenged person), swear that I am a registered and enrolled voter in this voting district, that I am a member of the party holding this caucus, and that I have not been enrolled in any other party in this municipality within the last 15 days.”

Oath recorded and copy sent to registrar. The secretary of the caucus shall record the administration of the oath and shall send a copy of the record to the registrar.

Registrar to compare records. On receipt of the copy of the record, the registrar shall compare it with the voting and enrollment records. If the oath is false, the person who swore to it is guilty of a Class E crime.

ELECTION CLERKS (Section 503)
Qualifications; appointment; compensation. Election clerks must be at least 18 years of age, registered to vote and residents of the municipality, except that, if the municipal officers, after providing timely notice to state and local chairs of political parties of the lack of available election clerks, are unable to appoint a sufficient number of election clerks who are residents of the municipality, the municipal clerk may appoint election clerks who are not residents of the municipality but who are residents of the county and are otherwise qualified to fill the vacancies. The municipal officers of each municipality shall appoint election clerks no later than May 1st of each general election year to serve at each voting place during the time the polls are open and as counters after the polls close. A list of the election clerks appointed under this subsection must be posted at each voting place. Election clerks are entitled to a reasonable compensation as determined by the municipal officers.

Representation of parties. The municipal officers shall consider the following for appointment as election clerks.

A. The municipal officers shall consider persons nominated by the municipal, county or state committees of the major parties to serve as election clerks. The municipal officers shall appoint at least one election clerk from each of the major parties to serve at each voting place during the time the polls are open. The municipal officers shall also appoint a sufficient number of election clerks to serve as counters after the polls close. The election clerks must be selected so that the number of election clerks from one major party does not exceed the number of election clerks from another major party by more than one.

B. The municipal officers shall appoint at least one election clerk nominated by the municipal committee of a qualified minor party represented on the last general election ballot for each voting place at the committee’s request.

C. Notwithstanding subsection 1, the municipal officers may also consider persons who are 17 years of age to serve as student election clerks for a specific election. A student election clerk may perform all the functions of an election clerk as prescribed by this Title.

CONVENTION DELEGATE (AND CONVENTION ALTERNATE) JOB DESCRIPTION

Convention Delegates play an important role in setting the direction of the Maine Republican Party. The primary responsibilities of Convention Delegates are to conduct the general business of the State Convention and nominate and/or elect representatives to the National, State and County Committees.

The duties of a Convention Delegate include, but are not limited to:
 Discuss and vote on the General Rules of the Maine Republican Party;
 Discuss and vote on the Rules of the next biennial Republican State Convention;
 Discuss and vote on the Maine Republican Party Platform including any amendments presented from the floor;
 Elect a National Committeeman and National Committeewoman;
 Elect Delegates and Alternates to the National Republican Convention;
 Ratify Municipal Delegate nominees to County Committees and elect representatives from municipalities that did not nominate a sufficient number of Municipal Delegates to the County Committee;
 Nominate State Committee Members (State Committeeman, State Committeewoman and State Committee Member At-Large) from each county those who will represent you on the Republican State Committee.

Convention Alternates are responsible for performing the responsibilities and duties of Convention Delegates in the absence of a Delegate and having been appointed as such by the Delegation Chair.

NOTE: Delegates and Alternates are responsible for all of their expenses.
 There is a fee of $25 to attend the Convention as a Delegate or Alternate.
 You must pay for all meals (Convention sponsored meals will range from $15 to $40).
 You must make your own housing arrangements.

You should receive Convention information by March 16th. If you have not heard from us by then, please contact Michelle at 622-6247 or michelle@mainegop.com.

MUNICIPAL DELEGATION CHAIRMAN JOB DESCRIPTION

The Municipal Delegation Chairman is the leader of the Municipal Delegation (Delegates and Alternates) to the State Convention.

It is the responsibility of the Delegation Chairman to:
 Confirm that all Delegates are planning to attend the Convention.
 Appoint a replacement if a Delegate is unable to attend the Convention
o the Delegation Chairman must appoint a replacement from the list of elected Alternates.
 Appoint a replacement if a Delegate is unable to be present at any time during the Convention for votes.
o the Delegation Chairman must appoint a replacement from the list of elected Alternates.
 Call a meeting of the Municipal Delegation to elect a replacement Delegation Chairman if you are unable to fulfill your duties.
 Communicate with the Maine Republican Party when appropriate.
o Notify the MRP HQ in writing of any changes in the status of Delegates and/or Alternates (e-mail to Michelle@mainegop.com if prior to the Convention or via the Delegate Replacement Form if the Convention has already commenced.)
 Monitor the Municipal Delegation during voting sessions to insure that only Delegates vote on each issue.
 Assist County Chairmen in the distribution and collection of ballots, when required.

COUNTY COMMITTEE MEMBER JOB DESCRIPTION

Municipal delegates to the County Committee, commonly referred to as County Committee Members, represent enrolled Republicans in their municipality when conducting County Committee business and specific activities related to the election of local officers and elected state legislators. Duties include, but are not limited to:

 Representing municipal interests on the County Committee;
 Attending County Committee meetings and casting votes on routine County Committee business;
 Working closely with the Municipal Committee to promote local Republican activism;
 Supporting municipal and county organizational activities including:
o Fundraising
o Communications
o Promoting special events
 Supporting election related activities including:
o Recruiting candidates for County Offices
o Providing campaign assistance within the municipality to local, state and federal candidates
o Providing assistance on referendum issue campaigns
o Poll watching
 Performing other duties and responsibilities defined in individual County By-Laws

Additionally, municipal delegates to the County Committee may be called upon to participate in filling untimely vacancies left in County and State offices.

What do ELECTION CLERKS do?

Municipalities are required to have Election Clerks working at the polls on Election Day.
 Political committees can nominate people to work at the polls.
 Nominations must be submitted to the municipal clerk no later than April 1, 2012.
 Election Clerks must represent the political parties equally within one; i.e., there can be 7 Republicans and 6 Democrats.

Election Clerks perform a vital role in our election process. Their responsibilities include:
 check in voters;
 provide voters with appropriate ballot(s);
 tally votes at the end of the day; and
 ensure that all election related materials are secured according to State Law.

Many municipalities have a difficult time finding the necessary number of people to work at the polls. Here is how you can help:
 Ask your Clerk for the names of those who have served as Republican Election Clerks in the past.
 Tell your clerk that your Republican Committee will be making nominations in accordance with State Law.
 Take the time to find people who are willing to work at your Polls.

The goal is to have every Republican Committee submit names this year. Please help with this task. This is an important part of our process.

Please read Legal Guidelines, Election Clerks (Section 503 at top of this page) for requirements.