2008

District Caucus

Election

Manual

Prepared by the Office of the General Counsel 1/24/08

In conjunction with the Legal Rights Committee of the National Executive Council. 243729

Table of Contents

Page

Checklist to Conduct a Caucus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

2008 District Caucus Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Notice of Nominations and Election . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Sample Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Credential Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Voter Registration Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Credentials Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Nominations Script . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Guidelines for Election and Counting Ballots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Signs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Ballot Tally Certifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Rules for Observers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Observers Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Tally Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Oath of Union Officers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Polling Place Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Voting Authorization Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Affidavit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Challenged Ballot Envelope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

243729

243729 2

CHECKLIST TO CONDUCT A CAUCUS ELECTION This Manual is submitted for information and to assist National Vice Presidents in conducting a District Caucus

election.

ο No later than November 30 of the year preceding the Caucus, select a union hotel and reserve the dates

for the Caucus to take place during the month of May. 2008 District Caucus Rules, Rule 2 (page 3). In-

form the National Secretary-Treasurer for publication in The Government Standard. Rule 1.

ο No later than 60 days prior to the Caucus, assure that the NVP’s local has submitted its per capita tax re-

mittance to the NST. Rule 3(c).

ο No later than March 1 of the Caucus year, mail a notice (page 9) to each Local President and Treasurer.

Specify the requirements for election of local delegates, the deadline for registration (30 days prior to the

Caucus), and the time, date, complete address of the meeting place, and exact hours of check-in. Rule 2.

ο Provide at the Caucus (and quarterly) to each Local President an audit report showing expenditures to all

District locals and councils served. Article XII, Section 1(b)(7) of the AFGE National Constitution.

Request the NST to provide information on subjects such as LAF, PAC expenditures, etc.

ο No later than February 1, inspect the list of locals and their delegate strength provided by the NST and

take appropriate action. Subsequently, inspect the list of locals in good standing. Rule 5(a).

ο As soon as possible, assemble all credentials and supporting documents into individual file folders in nu-

merical order by local. Prepare a list of delegates by name and local number who submitted credentials.

Review all credentials and contact the locals that submitted deficient credentials or failed to respond.

Rule 9(a) (page 13).

ο Select a Credentials Committee and a temporary Recording Secretary and Sergeant-at-Arms from regis-

tered delegates, and arrange for the Committee to meet and to be trained prior to check-in at the Caucus.

Candidates have a right to representatives on the Credentials Committee, but must notify the NVP at least

48 hours prior to the Caucus. The Credentials Committee must consist of at least three delegates repre-

sentative of the District’s composition and location of members and its geography. Rule 9(b).

ο Provide the NST’s Report on delinquent locals to the Credentials Committee. Rule 3(e) and 5.

ο Draw up Caucus agenda. Rule 10 (page 16). Nominations and election should be the first item on the

agenda. Schedule training and presentation of awards for after the election.

ο Take election kit received from the NST, ballot box, and signs and forms to the location of the Caucus.

Rule 10.

ο At the Caucus, elect the Caucus/Election Committee Chairperson. See Agenda Rule 10.

ο Give the Election Committee sufficient copies of this Manual.

ο Election Committee conducts the nominations and election, announces and posts the results, and seals the

election records. District Office retains election records for five days and then sends to NST.

243729 3

2008 District Caucus Rules

The National Executive Council has approved

these Rules to govern the 2008 District Cau-

cus elections.

Rule 1. All National Vice Presidents, Nation-

al Fair Practices Affirmative Action Coordi-

nators, and National Women's Advisory Co-

ordinators of the American Federation of

Government Employees are to be nominated

and elected in 2008 at a District Caucus to be

held within each of the 12 Districts as set

forth in Article V, Section 3 of the AFGE Na-

tional Constitution, as amended, subsequent

to April 30, and prior to June 1. The National

Secretary-Treasurer shall place in The Gov-

ernment Standard a complete list of the Cau-

cus Rules and the place, date, and time of

each Caucus no later than the February issue

of The Government Standard. The elected Na-

tional Vice President, National Women's Ad-

visory Coordinator, and National Fair Practic-

es Affirmative Action Coordinator shall be

installed prior to the adjourning of the Cau-

cus.

Rule 2. The meeting place, exact time, and

date of the Caucus shall be selected by the

National Vice President of each of the 12 Dis-

tricts no later than November 30 of the year

preceding the election year. Written notices

shall be mailed to each Local President and

Treasurer within the District by the National

Vice President, on or before March 1st of the

election year. These notices shall specify: the

requirements for election of local delegates;

the exact time, date, complete address of the

meeting place of the Caucus; the deadline and

mail address for registration 30 days prior to

the caucus; and exact hours of check-in.

Rule 3. Locals in good standing within each

District may participate through the medium

of a delegate(s). The membership of the local

has the right to make the determination of

participation in the Caucus after proper notifi-

cation to the membership.

Each local is obliged by law to provide requi-

site notice to its members that a secret ballot

election for delegate(s) will be held, even if

the local's officers perceive that the member-

ship does not wish to elect a delegate(s). A

local's membership then, in accordance with

law, may vote not to elect a delegate.

(a) The local membership has the right to

determine the number of delegates to elect to

the Caucus, within the above authorization.

The local membership has the right to deter-

mine the number of delegates to fund to the

Caucus, within the above authorization. A

decision by a local to authorize funds for less

than the full number of delegates elected does

not preclude the remaining delegates from

participating, at their own expense, as dele-

gates.

(b)(1) If a local is entitled to one delegate,

the full voting strength is cast by that dele-

gate.

(b)(2) In a situation where a local has elected

its full complement of delegates, but not all

delegates appear at the Caucus, those who are

seated are entitled to a proportional share of

the local’s full entitlement of votes. If a local

is entitled to more than one delegate, the vot-

ing strength is divided equally among those

properly elected delegates participating in the

caucus.

(b)(3) If a local is entitled to more than one

delegate and the local has not elected its full

complement, the local should conduct a dele-

gate election to fill some or all of the remain-

ing delegate slots. Or, the local may vote to

not conduct a delegate election so only its al-

ready elected delegate(s), including ex officio

delegates (by virtue of election to office), may

participate in the caucus. In order for the del-

egate(s) to cast the full membership strength

of the local, a notice of nomination must have

been given and a local membership meeting

held to allow the membership to decide to not

hold a delegate election and to designate the

243729 4

delegate(s) to represent it at the caucus. If the

local membership votes to have its delegate(s)

cast its full complement of votes, a copy of

the notice of nomination and a copy of the

meeting minutes must accompany the dele-

gate credential.

(c) A plurality of the valid votes cast is re-

quired for election of delegates, alternate del-

egates, and proxy delegates. If the number of

delegate candidates exceeds the number of

delegate positions to be filled, then the candi-

dates receiving the greatest number of votes

will be elected as delegates, and the remain-

ing candidates will be elected as alternate del-

egates unless otherwise stated in local bylaws.

(d) To be in good standing, a local shall have

submitted all remittances through the month

of February of the election year to the Nation-

al Office.

(e) No local will be eligible to vote in the

district caucus unless per capita tax is paid in

full 60 days prior to the caucus.

Rule 4. (a) The number of Caucus delegates a

local is entitled to is determined in the same

manner as Convention delegates under Article

VI, Sec. 2, of the AFGE National Constitution

as follows: Locals having a membership of

100 or less shall be entitled to one delegate;

101 to 200 members, two delegates; 201 to

300 members, three delegates; 301 to 400

members, four delegates; 401 to 500 mem-

bers, five delegates; 501 to 750 members, six

delegates; 751 to 1,000 members, seven dele-

gates; 1,001 to 2,000 members, eight dele-

gates; 2,001 and over, ten delegates; provided

that any local whose charter has not been in

existence for one year is entitled to represen-

tation at a District Caucus in accordance with

the above, on the average of per capita tax

paid monthly since its admission.

(b) Membership strength will be based on

the average number of paid members for the

previous 12-month period through December

of the year preceding that year in which the

Caucus is held.

Rule 5. The National Secretary-Treasurer

shall furnish the National Vice President of

each of the 12 Districts a list of locals in good

standing in the respective District showing the

number of delegate(s) and the number of

votes each local is entitled to cast, along with

a list of disqualified locals, with reasons for

disqualification.

(a) Each local shall be notified by the Na-

tional Secretary-Treasurer of its membership

strength on or before February 1st of the elec-

tion year. Each local shall be notified by the

National Secretary-Treasurer of its standing.

(b) Locals in which an alleged criminal act

has resulted in the local being delinquent in

per capita tax will not be listed as delinquent

as long as all conditions of an approved re-

payment agreement have been and continue to

be met. This exemption will only apply if

criminal charges have been filed with local,

state, or federal law enforcement officials. In

a situation where the repayment schedule ex-

tends beyond three years, the local shall be

eligible to participate in the next Caucus, if

otherwise eligible. This three-year period

shall commence upon the date of the signed

repayment agreement.

Rule 6. Delegates, alternate delegates, and

proxy delegates to the Caucus must be elected

by the local they represent. Officers of the

locals, by virtue of their election to office,

may serve as delegates, if prescribed by the

applicable local constitutions. The election

must be by secret ballot after at least 15 days

notice to all members of the election date,

such notices to be mailed to each member's

last known home address. Nominations and

elections may be held at the same time pro-

vided such notice is given.

Rule 7. The National Office shall furnish of-

ficial credentials to the President of each lo-

243729 5

cal. When the delegate(s) to the Caucus have

been elected, the local shall execute an offi-

cial credential in triplicate. The Credential

will show date, name of delegate, local num-

ber, complete address, type of local meeting,

whether a delegate, alternate delegate, or

proxy delegate and name, location, and num-

ber of the local if for a delegate or alternate

delegate. It also shall contain certification that

the delegate was elected by secret ballot in the

local after 15 days notice, in accordance with

AFGE election rules and procedures.

Delegates must be elected in accordance with

the requirements of the Caucus Rules, AF-

GE's National Constitution, the local's Consti-

tution and Bylaws, and the statutory require-

ments pertaining to union elections as inter-

preted by the Department of Labor.

(a) If the delegate is a proxy delegate, his/her

credential must show the name, location, and

number of the local being represented by the

proxy.

(b) A separate set of credentials must be ex-

ecuted for each elected delegate, alternate

delegate, or proxy delegate.

(c) The original of the credential must be

forwarded to the National Vice President of

the District holding the election for which the

credential is issued, with a certified true copy

of the notice of the meeting which was mailed

to each member, and a copy of the minutes

and/or tally sheet of the delegate election

meeting. Delegates who serve by virtue of

their election to local office must provide a

copy of the approved local constitution provi-

sion guaranteeing such "automatic" delegate

status, as well as the notices of nomination

and election, and the official record (i.e., tally

or minutes) of the officer election. In filling a

vacancy without an election, only a person

who is appointed from a position in which the

person was a delegate by virtue of election to

the office, or succeeds from a position in

which the person was a delegate by virtue of

election to the office, may be a delegate by

virtue of the office in the new position. Cre-

dentials will not be acceptable unless accom-

panied by these documents.

(d) The duplicate copy must be issued to the

delegate and must be presented at the Caucus.

Delegates who fail to produce their duplicate

credential may be certified by the Credentials

Committee upon presentation of proper iden-

tification and certification of their delegate

status from the Credentials Committee rec-

ords.

(e) The triplicate copy of the credential must

be retained by the local with a certified true

copy of the notice of meeting which was

mailed to each member, and a copy of the

minutes and/or tally sheet of the delegate

election meeting.

(f) All copies of credentials and required

documents must be received by the NVP or

postmarked at least 30 days prior to the Cau-

cus, except in extraordinary circumstances,

when the Caucus Credentials Committee may

waive the 30 day period.

Rule 8. Locals within the District may be rep-

resented by a proxy delegate provided, how-

ever, that such a delegate is an elected dele-

gate of his/her home local within that District

and otherwise qualified in accordance with

the AFGE National Constitution. The proxy

delegate must be elected by secret ballot and

by name. If only one proxy delegate is nomi-

nated, he or she will be elected by acclama-

tion.

Rule 9. (a) The National Vice President of

each of the 12 Districts shall assemble all cre-

dentials and supporting documents received in

individual file folders in numerical order by

local. He/she shall prepare a complete list of

delegates by name and local number for

which credentials are received.

243729 6

(b) Prior to the convening of the Caucus, a

Credentials Committee shall be selected by

the National Vice President. A temporary

Sergeant-at-Arms also will be selected by the

National Vice President. The Credentials

Committee shall consist of delegates and shall

be composed of at least three members, and if

a larger Committee is required, it shall con-

tain an odd number of members, so that the

Committee can decide by majority vote any

credentials questions presented to it, thus

avoiding the possibility of tie votes of the

Committee. The Committee shall be repre-

sentative of the District, considering the loca-

tion and composition of members and the ge-

ographical areas of the District.

In order for a candidate to have a representa-

tive on the Credentials Committee, the indi-

vidual must notify in writing the National

Vice President of the District holding the

election of his/her candidacy at least 48 hours

prior to the Caucus date.

(c) The National Vice President shall deliver

to the Credentials Committee:

(1) The file of all credentials and support-

ing documents received, arranged in individu-

al file folders in numerical order by local

number.

(2) The completed list of delegates.

(3) A list of locals in good standing show-

ing the number of delegates and the number

of votes each local is entitled to cast.

(4) A list of all locals that are ineligible be-

cause of arrearages in submitting per capita

taxes or other indebtedness.

Rule 10. There shall be an Election Commit-

tee consisting of delegates and composed of at

least three members, and if a larger Commit-

tee is required, it shall contain an odd number

of members. The members of the Election

Committee shall be selected in the following

manner: upon the convening of the Caucus,

the Caucus will elect by majority vote a

Chairperson, who will serve as Chairperson of

the Election Committee. Each candidate will

select one person to serve on the Election

Committee. Any further members of the Elec-

tion Committee shall be elected by majority

vote of the Caucus.

The Caucus Chairperson will receive from the

National Secretary-Treasurer a sealed election

kit containing sufficient ballots, tally sheets,

and charts for the names of the candidates and

letter symbols for at least three ballots.

In the alternative, at the discretion of the Na-

tional Vice President, the District may employ

an independent organization to conduct the

election under the direction of the Caucus

Chairperson and the Election Committee. Fur-

thermore, at the discretion of the National

Vice President, the District may conduct the

election by electronic means (other than

“touch screen voting”) or secure and electron-

ic option(s), with the prior approval of the Na-

tional President.

If printed and issued by the National Secre-

tary-Treasurer, the ballots will be issued in

denominations of 500, 100, 50, 25, 10, 5, and

1 votes, and each denomination shall be of a

different color. The candidates will determine

their position on the ballot by drawing lots.

The names of the nominees will be placed on

the chart at the front of the Caucus room and

designated alphabetically, according to the

draw (A, B, C), large enough to be clearly

read.

If printed at the Caucus by an independent

election organization, the ballots will be is-

sued in denominations of 500, 100, 10, and 1

votes (or multiples thereof), and each denom-

ination shall be of a different color. Names of

candidates shall appear on the ballot in the

order determined by the draw.

A Voting Authorization (V-2) Form will be

243729 7

made available to a delegate who wishes to

designate another delegate from the same lo-

cal to cast his or her votes. The delegates then

will vote their individual ballot as follows:

(a) When one or more of the delegates elect-

ed by a local is not certified by the Creden-

tials Committee, the total voting strength of

the local shall be proportionately divided

among those delegates who do receive cre-

dentials. When a local has failed to provide

the membership an opportunity, with proper

notice, to elect up to the local’s full comple-

ment of delegates, the voting strength of the

local shall be reduced proportionately. The

failure of a delegate to vote, after being certi-

fied by the Credentials Committee, does not

allow distribution of that delegate's votes

among his local's remaining delegates, unless

a properly executed V-2 Form has been given

those delegates.

(b) The Election Committee will issue bal-

lots in appropriate amount to delegates on

presentation of properly authenticated creden-

tials, immediately prior to the delegates enter-

ing the voting booth.

(c) The Union must provide a voting booth

or enclosure where members can mark their

ballots in complete privacy to assure secrecy

of their vote.

(d) Marked ballots should be placed imme-

diately in a sealed container by the voter, not

to be opened until the votes are tabulated.

(e) After the tabulations of all votes, the re-

sults must be read, posted, or written on a

board clearly stating the number of votes re-

ceived by each candidate.

(f) Where there are more than two candi-

dates for the office of National Vice Presi-

dent, National Fair Practices Affirmative Ac-

tion Coordinator, or National Women's Advi-

sory Coordinator, and no candidate receives a

majority of the votes cast on the first ballot, a

runoff election shall be conducted between

the two candidates receiving the largest num-

ber of votes.

(g) When only one candidate is nominated

for an office to be filled, the Chairperson of

the Election Committee shall cast an unani-

mous ballot for that candidate.

(h) The Caucus Election Committee must

certify the eligibility of all candidates.

All records of the Caucus must be certified as

complete and accurate by the Caucus Election

Committee Chairperson and packaged, sealed,

and forwarded to the National Secretary-

Treasurer. The National Secretary-Treasurer

shall retain the records for one year, or until

any protest is resolved and applicable time

frames for appeal have elapsed, whichever of

these is later.

Rule 11.1

The Caucus Election Committee

shall receive and resolve, by majority vote,

any protest or challenge to the manner in

which the election for National Vice Presi-

dent, National Fair Practices Affirmative Ac-

tion Coordinator, or National Women's Advi-

sory Coordinator is conducted, including the

eligibility of delegates and the qualification of

candidates.

A Caucus Election Committee only may en-

tertain an election complaint which has been

delivered or postmarked to that Committee, or

any of its members, prior to, during, or within

five calendar days after the adjournment of

the Caucus.

1 For District 14 only, election protests must be filed

directly to: Ms. Molly Harkin, U.S. Department of La-

bor Election Supervisor, 800 N. Capitol St., N.W.,

Suite 120, Washington, D.C. 20002, as soon as possi-

ble but no later than 10 days after the election. Pursuant

to a stipulation of settlement with the U.S. Dept. of

Labor (DOL), the 14th

District caucus elections are to

be supervised by DOL.

243729 8

In any protest the Election Committee will

determine whether the protest was timely,

whether the alleged misconduct occurred,

whether the misconduct was a violation, and

whether the violation could have affected the

outcome of the election. Only if the outcome

could have been affected will the election be

rerun. Any appeal from the decision by the

Election Committee shall be submitted to the

National President, pursuant to Appendix A,

Part III of the AFGE National Constitution.

Rule 12. In order for a candidate to be elected

as a District National Vice President, National

Fair Practices Affirmative Action Coordina-

tor, or National Women's Advisory Coordina-

tor, a candidate must (a) meet the following

qualifications: be a member in good standing;

been a governmental employee for three con-

secutive years; been a member in good stand-

ing of the Federation for the three consecutive

years immediately prior to the date of nomi-

nation for the office being sought; not be a

member in any labor organization not affiliat-

ed with the AFL-CIO; and (b) receive a ma-

jority of the valid votes cast.

Rule 13. Councils shall not be permitted to

send delegate(s) to the Caucus.

Rule 14. Full-time National Representatives

and full-time paid employees of AFGE shall

not be permitted to attend the Caucus as dele-

gates, per Article VIII, Section 2(d), of the

AFGE National Constitution.

Rule 15. Any local wishing to merge with a

local in another District must have all steps

outlined in the NEC Policy on Multi-District

Locals finalized and approved by the NEC no

later than December 31 of the year previous

to the Caucus year, for purposes of voting at

the appropriate District Caucus. (Copies of

the NEC Policy on Multi-District Locals are

available from the National Secretary-

Treasurer.)

Notes:

243729 9

CREDENTIALS AND DOCUMENTATION

DUE APRIL _ , 2008!

NOTICE OF NOMINATIONS AND ELECTION FOR

DISTRICT NATIONAL VICE PRESIDENT

NATIONAL FAIR PRACTICES AFFIRMATIVE ACTION COORDINATOR

NATIONAL WOMEN’S ADVISORY COORDINATOR

The _ District Caucus will be held on _day, May _, 2008, at _ a.m., at _.

Check-in will be open on _day, May _, 2008, from _:00 a.m. to _:00 p.m. and on _day, May _,

from _:00 a.m. to _:00 a.m.

The caucus meeting/nominations will commence at _ a.m. on _day, May _, 2008. Nominations

for the offices of National Vice President, National Fair Practices Affirmative Action Coordina-

tor, and National Women’s Advisory Coordinator will be accepted from delegates by the Elec-

tion Committee during the Caucus on _day, May _, 2008, following the election of the Election

Committee Chair and selection of the other Committee members. The nomination acceptance

speeches will follow.

The nominations and election will be held, in accordance with the Caucus Rules, with the polls

opening at _:00 p.m. and closing at _:00 p.m. A runoff election, if necessary, will be held on the

same day in the same location from _:00 p.m. to _:00 p.m. (OR choose one) following an-

nouncement of the election results.

To be qualified for office or as a candidate for office, the individual must have been a govern-

mental employee for three consecutive years, and have also been a member in good standing of

the Federation for the three consecutive years immediately prior to the date of nomination for the

office being sought, and must not be a member of any labor organization not affiliated with the

AFL-CIO.

Only properly elected local delegates from locals in good standing may be seated, nominate, and

vote in the election. Self-nominations are permitted; a second for a nomination is not required.

Delegates to the District Caucus must be elected in accordance with the Instructions to Dele-

gates. Important: All locals must have a delegate nomination/election meeting with prior notice

to the members, unless the local already has done so, to either nominate/elect delegates or a

proxy delegate to the District Caucus, or to expressly vote to not participate, and if the local’s

members vote not to participate in the District Caucus, the Local President should so certify on

the delegate form. The delegate forms will be enclosed with a credential package each local will

receive from AFGE National Secretary-Treasurer J. David Cox’s Office.

FOR USE BY NATIONAL VICE PRESIDENT

243729 10

Candidates must accept nomination at the District Caucus or, if not in attendance, submit a prior

written acceptance to the District Office. The delegate making the nomination has the responsi-

bility of informing the nominee of his or her nomination. Placement on the ballot will be deter-

mined by lot immediately following the nominations at the District Caucus on May _. Each can-

didate may have a reasonable number of observers, who are delegates, present throughout the

election process, including the tally of ballots. The Election Committee Chair will announce the

results following the counting of the ballots. The term of office will expire upon the election and

the installation of officers following the regularly scheduled District Caucus elections in May of

2011.

Candidates for an office in this election may forward to National Secretary-Treasurer J. David

Cox, Sr., an announcement of candidacy for purposes of receiving mailing labels for campaign

distribution and other information under Appendix A, Part II, Section 4(b) of the AFGE National

Constitution.

Please remind candidates that no union or employer (agency) resources may be used to prepare

or submit campaign literature or to otherwise support a candidacy.

Candidates who wish to have a representative on the Credentials Committee must notify the _

District National Vice President _, in writing, and such notification must be received at least 48

hours prior to the caucus date, at the AFGE District Office, _ (fax (_) _-_) (no email).

Thank you in advance for your cooperation in this election.

All protests to the election of the National Vice President, National Fair Practices Affirmative

Action Coordinator, and/or National Women’s Advisory Coordinator at the District Caucus must

be in writing and submitted to the Caucus Election Committee Chair prior to, during the election,

or by mail, postmarked not later than five days after the adjournment of the Caucus, in care of

the AFGE District Office, at the above address. This election is governed by the AFGE Rules of

Conduct for an Election, set forth in Appendix A of the AFGE National Constitution.

Date mailed: __________ 2008

243729 11

SAMPLE NOMINATION AND ELECTION NOTICE

FOR DELEGATES TO DISTRICT CAUCUS Local ___ Date ________2008

Every local must determine whether the local will participate in the District Caucus in May,

2008, where the delegates will elect the National Vice President, National Fair Practices Affirm-

ative Action Coordinator, and National Women’s Advisory Coordinator. In accordance with the

AFGE National Constitution, unless it already has done so, every local must hold a meeting with

15 days advance notice to every member at his/her last known home address to vote on the

following matters:

(1) Whether the local will be represented by delegate(s), alternate delegate(s), OR a proxy

delegate (all of whom must be elected by name by a secret manual or mail ballot election

and by plurality vote);

(2) Whether the local will: (a) authorize only its existing delegate(s) to cast the local’s full

membership strength at the District Caucus; OR (b) elect delegates up to its full comple-

ment, in addition to the existing delegates.

At this meeting, the members also will vote on whether to fund expenses of the delegate(s)

and/or alternate delegate(s) participating in the District Caucus.

[USE ONE OF THE THREE BELOW]

1. FOR NOMINATIONS AND ELECTIONS AT THE SAME MEETING: A combined meeting

for nominations and election will take place on __ (date, time, location) for the office of dele-

gate(s) and alternate delegate(s) to the District Caucus in May 2008.2 Qualifications: be a mem-

ber in good standing; be a member for one year of an AFGE local, immediately preceding the

closing of the nomination process; and must not be a member in any labor organization not affil-

iated with the AFL-CIO. Each candidate may have a reasonable number of observers, who are

members, present throughout the election process. Members who unavoidably are absent from

the nomination/election meeting may make and accept nominations by way of a letter to the

Election Committee at PO Box __. We urge all members to participate. Elections are governed

by the AFGE Rules of Conduct for an Election, Appendix A of the AFGE National Constitution.

OR

2. FOR NOMINATIONS AND ELECTIONS AT SEPARATE MEETINGS: Nominations will

take place on __(date, time, location), with the election held on __(date, time, location) for the

2If the local plans to elect delegates and alternate delegates for other meetings, such as council meetings or the

AFGE National Convention, it must add this and the term of office to the notice.

FOR NATIONAL VICE PRESIDENTS TO

DISTRIBUTE TO LOCALS

243729 12

office of delegate(s) and alternate delegate(s) to the District Caucus in May 2008.3 Qualifica-

tions: be a member in good standing; be a member for one year of an AFGE local, immediately

preceding the closing of the nomination process; and must not be a member in any labor organi-

zation not affiliated with the AFL-CIO. Each candidate may have a reasonable number of ob-

servers, who are members, present throughout the election process. Members who unavoidably

are absent from the nomination meeting may make and accept nominations by way of a letter,

and also may request absentee ballots, to the Election Committee at PO Box __. We urge all

members to participate. Elections are governed by the AFGE Rules of Conduct for an Election,

Appendix A of the AFGE National Constitution.

OR

3. FOR NOMINATIONS AT A MEETING WITH SUBSEQUENT MAIL BALLOT

ELECTION: Nominations will take place on __(date, time, location), with a mail ballot election

for the office of delegate(s) and alternate delegate(s) to the District Caucus in May 2008.4 Quali-

fications: be a member in good standing; be a member for one year of an AFGE local, immedi-

ately preceding the closing of the nomination process; and must not be a member in any labor

organization not affiliated with the AFL-CIO. Each candidate may have a reasonable number of

observers, who are members, present throughout the election process. Members who unavoida-

bly are absent from the nomination meeting may make and accept nominations by way of a letter

to the Election Committee at PO Box __. We urge all members to participate. Elections are gov-

erned by the AFGE Rules of Conduct for an Election, Appendix A of the AFGE National Consti-

tution.

_________________________

(signature)

3If the local plans to elect delegates and alternate delegates for other meetings, such as council meetings or the

AFGE National Convention, it must add this and the term of office to the notice.

4If the local plans to elect delegates and alternate delegates for other meetings, such as council meetings or the

AFGE National Convention, it must add this and the term of office to the notice.

243729 13

CREDENTIAL CHECKLIST

District Caucus Credentials will not be accepted without the required attachments. If your

local is sending more than one delegate, one set of attachments is required for delegates by virtue

of election to office, and only one other set of attachments is required for all other delegates. Be

sure to include:

The completed credential(s) for each delegate of your local.

For officers who are delegates by virtue of election to the office:

A copy of your local’s Bylaws if the standard local constitution governs your local, or

your local’s Constitution and Bylaws with NEC-approved stamp on first page.

A copy of the dated notice of nominations.

A copy of the dated notice of election for your election as an officer and the election re-

sults (tally sheet) or meeting minutes establishing your election.

If your local is entitled to other delegates in addition to the delegate(s) by virtue:

A copy of the dated notice to the membership that a delegate nomination and election

meeting will occur, and

A copy of the minutes of the meeting, showing that the membership:

Nominated and elected additional delegates, or

Voted to authorize the existing delegate(s) of your local to cast the voting strength

of the local, or

Nominated and elected a proxy delegate.

Please include this page and check off the items as you attach the required documents.

--------------------------------------------------------------

To: _ District National Vice President _

AFGE District Office

Fax (_) _-_

For locals participating in the District Caucus: I certify that I have inspected the doc-

umentation supporting my local’s credentials, and said documents are true and correct

copies.

For locals not participating in the District Caucus: I certify that the decision not to be

represented was made by the membership with proper notice at a meeting held on ___,

2008.

______________________________

Name (print)

______________________________

FOR NATIONAL VICE PRESIDENTS TO

DISTRIBUTE TO LOCALS

243729 14

District Caucus Election – Delegate Registration Sheet

May _, 2008

Local

Total

Votes

№ Dele

gates

Votes

per

Dele-

gate

Registered

Delegates

O

K

Delegates PRINT NAME

acknowledging receipt of correct number of ballots

1st Ballot

2nd Ballot

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

1st

2nd

Date updated _____ 2008 Page __ of __

FOR USE OF CREDENTIALS AND

ELECTION COMMITTEES

243729 15

CREDENTIALS COMMITTEE

The Credentials Committee is responsible for ensuring that:

Each participating local is in good standing.

Each delegate establishes the bona fides of his/her credential and of the supporting docu-

mentation:

The Local President and Treasurer or Secretary signed the credential.

For officers who are delegates by virtue of election to the office:

A copy of the local’s Bylaws if the standard local constitution governs the local OR

Constitution and Bylaws with NEC-approved stamp on first page.

A copy of the dated notice of nominations and election for the election as an of-

ficer.

A copy of the election results or meeting minutes establishing the election.

If the local is entitled to other delegates in addition to the delegate(s) by virtue:

A copy of the dated notice to the membership of a delegate election meeting, and

A copy of the minutes of the meeting, showing that the membership voted to:

Elect additional delegates, or

Authorize the existing delegate(s) of the local to cast the voting strength of the

local, or

Elect a proxy delegate.

The Credentials Committee provides in the Voter Registration Sheet an accurate listing of

the names of all registered delegates, in local numerical order, to the Caucus Chairperson,

with the number of votes to which each delegate is entitled. The Sheet should designate

the highest ranking delegate to receive any odd number of votes.

243729 16

AGENDA

1. NVP calls Caucus to order, selects Caucus Recording Secretary and Sergeant-at-Arms.

2. NVP calls for credentials report.

3. NVP calls for nominations for Chairperson of Caucus, who also is Chairperson of the Elec-

tion Committee. Caucus elects Chairperson of Caucus/Election Committee by show of

hands or division of house.

4. NVP turns gavel over to Chairperson.

5. Chairperson calls for nominations for offices and asks for an acceptance after each nomina-

tion. Only delegates may nominate. No second is necessary. Recording Secretary lists

nominees’ correctly spelled names on flipchart. See Script below.

Chairman asks candidates to each name one delegate to serve as a member of the Elec-

tion Committee. If Election Committee has an even number of members, Chairperson

calls for nomination of one more Election Committee member. Candidates name observ-

ers (one each).

6. Chairperson calls for short recess to meet with Election Committee, candidates, and observ-

ers.

Eligibility of declared candidates have been confirmed by the NST. Chairperson calls Fi-

nance Department ((202) 639-6444) for eligibility of undeclared candidates nominated

from the floor.

Candidates draw alphabet letters from hat for order of acceptance speeches and order on

ballot. Be sure letters correspond to the letters on the ballot for each office. Write drawn

letter next to candidate’s name on flipchart.

Chairperson designates two members of the Election Committee to serve as timekeepers

for the candidates’ acceptance speeches.

Election Committee determines the length of acceptance speeches.

7. Chairperson calls Caucus back to order.

8. Chairperson introduces candidates to make their acceptance speeches in the order drawn by

lot. Timekeepers notify each candidate when 30 seconds remain and when time has ex-

pired.

9. Chairperson thanks candidates for their speeches and reminds delegates of the following:

FOR USE BY NATIONAL VICE PRESIDENT

AND CAUCUS CHAIRPERSON

243729 17

Polls will be open from __ until __. Delegates must be in line by __ to vote.

Bring yellow copy of credential with you to vote.

V-2 Forms are available from the Election Committee for a delegate who wishes to des-

ignate another delegate from the same local to cast his or her votes.

No campaigning within 50 feet of the polling room.

No election paraphernalia in the polling area.

Delegates from the same local should come together to vote.5

No talking in the polling room.

Ballots will be issued in denominations of 500, 100, 50, 25, 10, 5, and 1 (Rule 10).

Circle the letter representing the candidate of your choice for each office.

Make no other marks on the ballot.

Election Committee will tally the ballots immediately after the closing of the polls.

Any runoff election, if necessary, will take place from __ until __.

Protests must be delivered or postmarked to the Election Committee within five days af-

ter the adjournment of the Caucus, at (address)(fax).

Installation of officers will be at __.

10. The next event is the election. Chairperson recesses Caucus until after election.

11. Caucus reconvenes for official announcement of election results and installation of new

officers.

5 At the discretion of the Chairperson, the Committee may request locals to vote in numerical order. However, a

delegate who is in line before the polls close must be allowed to vote, even if the local is out of order or the delegate

is not voting with the other delegates from that local.

243729 18

Nominations Script

Election Committee Chair opens nominations, Caucus Recording Secretary prepares to write

nominees’ names on flipchart. The Chair announces to the Caucus:

“The offices are: National Vice President, National Fair Practices Affirmative Ac-

tion Coordinator, and National Women’s Advisory Coordinator.

“To be qualified for office or as a candidate for office, the individual must have

been a governmental employee for three consecutive years, and have also been a

member in good standing of the Federation for the three consecutive years imme-

diately prior to the date of nomination for the office being sought, and must not be

a member of any labor organization not affiliated with the AFL-CIO.

“The term of office will expire upon the election and installation of officers follow-

ing the regularly scheduled elections in May of 2011.

“Only properly elected local delegates from locals in good standing may be seated,

nominate, and vote in the election. Self-nominations are permitted; a second for a

nomination is not required. When you rise to make a nomination, state your name

and local number.

“After nominations close for the offices of National Vice President, National Fair

Practices Affirmative Action Coordinator, and National Women’s Advisory Coor-

dinator we will meet briefly with the candidates and then with the observers.

“Nominations are now open for the office of National Vice President.” (Caucus

Recording Secretary writes names of nominees on flipchart and checks spelling

with the candidate.)

Chair: “I recognize the delegate. Delegate, please state your name and local

number.”

Delegate: “I nominate _____.”

Chair: “Is ____ here, and do you accept the nomination?”

FOR USE BY ELECTION COMMITTEE

243729 19

[Is ____ here? No? Does a member have a written acceptance? No?

Delegate, you have until the close of nominations to produce a written

acceptance from the absent nominee.]

[I have a written acceptance from ____.]

“Are there any further nominations for the office of National Vice

President? [repeat twice more] Nominations are now closed for the of-

fice of National Vice President.”

[If there is only one nomination for the office, the Chair may state: “There being

only one nomination for National Vice President, ____ is elected by acclamation.”]

Chair: “Nominations are now open for the office of National Fair Practices

Affirmative Action Coordinator.”

Chair: “I recognize the delegate. Delegate, please state your name and local

number.”

Delegate: “I nominate _____.”

Chair: “Is ____ here, and do you accept the nomination?”

“Are there any further nominations for the office of National Fair

Practices Affirmative Action Coordinator? [repeat twice more]

“Nominations are now closed for the office of National Fair Practices

Affirmative Action Coordinator.

Chair: “Nominations are now open for the office of National Women’s Advi-

sory Coordinator.

Chair: “I recognize the delegate. Delegate, please state your name and local

number.”

Delegate: “I nominate _____.”

Chair: “Is ____ here, and do you accept the nomination?”

“Are there any further nominations for the office of National Wom-

en’s Advisory Coordinator? [repeat twice more]

243729 20

“Nominations are now closed for the office of National Women’s Ad-

visory Coordinator.

“Nominations are closed. I need each candidate to designate one dele-

gate to serve on the Election Committee.

[Chair determines number of Election Committee members. If there is

an even number, including Chair, the Chair must open nominations

for one more member of the Election Committee, who the Caucus

then must elect by majority vote.]

“I also need each candidate to designate one delegate to serve as an

observer. We will recess to allow for a brief meeting of all candidates,

members of the Election Committee, and observers.”

Meeting with candidates and Election Committee.

“Candidates, you need to select, by drawing, the letter that will represent you

on the ballot and your order in the acceptance speeches. In the order of your

nomination, reach into the hat and draw out a slip of paper. The letter on the

slip of paper is the letter that will represent you on the ballot and the order of

your acceptance speech.”

[Chair puts into hat the letters A – F for NVP. The candidates for NVP draw. An-

nounce the letters and the order. Write letter opposite name on flip chart.

Then, put into the hat the letters G – L for NFPAAC. The candidates for NFPAAC

draw. Announce the letters and the order. Write letter opposite name on flip chart.

Then, put into the hat the letters M – R for NWAC. The candidates for NWAC

draw. Announce the letters and the order. Write letter opposite name on flip chart.

[Determine with the Committee and announce to the candidates the length of ac-

ceptance speeches. Appoint timekeeper and warning sign holder.]

“Candidates, now please designate your observer, if any, and ask them to meet

here now. You may be your own observer if you wish.”

Meeting with observers:

“Observers, when you enter the polling area, you will sign the Observers Log,

recording your presence. These are the rules governing your conduct. [Hand

243729 21

out rules to the observers.] Read them, and if you have any questions, raise

them with the Committee.”

The Chair now calls the Caucus to order:

Chair: “Delegates, come to order. The candidates drew letters that represent

them on the ballot and their order in the acceptance speeches. The

candidates will make their acceptance speeches at this time. I am sure

that you will accord each candidate your full attention, courtesy, and

respect.

“We begin with the office of National Vice President. The first can-

didate is _____. Please come forward.”

[Candidate speech.]

Chair: “Thank you very much. The second candidate is _____. Please come

forward.” [etc.]

Chair: “This concludes the candidates’ acceptance speeches. The Caucus

will recess for the election. The Election Committee will prepare the

polling area.

See Agenda, above.

243729 22

GUIDELINES FOR THE ELECTION

AND COUNTING BALLOTS

Site

Prior to the day of the ballot tally, the National Vice President should prepare the necessary blank Tally Sheets, Vote Summary Sheets, and a Ballot Tally Certification. The NVP also should

insure that the necessary supplies are available at the tally site including tables, ballot box, flip-

chart and marker, signs, pens, rubber bands, staplers, scissors, masking and strapping tape, post-

notes, and calculators. If appropriate, the NVP should arrange for a meal for the Election Com-mittee and observers, depending upon the timing of the polling and the tally.

The NVP and Election Committee must safeguard the used and unused ballots at all times be-

fore, during, and after the Caucus. The NVP plans the layout of the tally site in advance. See the floor plans below.

The Election Committee arranges the polling room and posts the signs. Voting booths where del-

egates cast their ballots must be established to assure the secrecy of the ballot. Tables should be at least 20 feet apart or separated by physical barriers.

Post a Sergeant-at-Arms at the entrance to the polling room to control the flow of delegates.

Just prior to opening the polls, the Chairperson demonstrates to the Election Committee and ob-

servers that the ballot box is empty. Seal the inside bottom of the ballot box with the strapping

tape to prevent a ballot from slipping under a flap. Seal the top of the box, leaving a slot for the

insertion of ballots.

Instruct the Sergeant-at-Arms to allow one local at a time to enter the polling room. The dele-

gates go to the Election Committee table and present their copy of their approved credential. An

Election Committee member calls out the local number and the number of votes for the benefit of the observers, and counts out the number of ballots of each denomination for that delegate. A

second Election Committee member recounts the ballots and distributes them to the delegate.

The delegate signs for the ballots received.

Each delegate silently proceeds to a polling place, and only then marks the ballots. The delegate

then proceeds to the ballot box, inserts the ballots in the box, and exits the room.

As soon as the delegates from a local receive their ballots, the Sergeant-at-Arms calls for the next local.

At the appointed time, the Chairperson instructs the Sergeant-at-Arms to announce the closing of

the polls. Any delegate still in line at that time may remain in line and vote.

After all delegates have voted, the Chairperson allows a short break and then seals the polling

243729 23

room for the tally of the ballots. The polling room remains sealed (no one enters or exits, no cel-

lular phones, etc.) until the Chairperson leaves the room to announce the results of the election.

Tally

Explain the counting and voiding procedures prior to the start of the tally, and closely monitor

each tally team. Instruct the tally teams to set aside any ballots where voter intent is unclear or which contain extraneous or identifying marks. The Election Committee then rules on whether to

count or void a vote for a particular office or an entire ballot.

Prior to the start of counting ballots, the Chairperson explains the counting procedure to the Committee and observers. Keep the ballots in full view of observers at all times, but only the

Election Committee handles the ballots. The Committee resolves any challenged ballots prior to

the tally, in order to preserve ballot secrecy.

The Election Committee must count the ballots accurately, make decisions regarding the voiding

of ballots consistently, and safeguard ballots throughout the tally process properly. While some

Election Committee members count the ballots, other members determine how many votes were

distributed, based on the voter registration sheets. The total number of votes counted for each office cannot exceed but may be less than the number of votes distributed.

The effective way to count votes indicated on the ballots`` is the stack method, a system in which

two-person teams count ballots by separating them into stacks based on the votes cast for each officer position. This tally procedure is very accurate and significantly faster and more efficient

than other methods. For these reasons, the Department of Labor, OLMS, recommends the stack

method. Step-by-step instructions for the stack method follow:

Open the ballot box in the presence of observers, remove all marked ballots, and sort them into

piles by denomination, i.e., one pile each of 500’s, 100’s, 50’s, etc. Remove and set aside any

ballots that are blank or void in their entirety.

Determine the first race to count, usually the office of National Vice President. Count by two

person tally teams. Each tally team takes a pile of ballots, and divides the ballots into separate

stacks based on the votes cast for each candidate for the office of President. There should be a stack of 500’s for candidate A, another stack of 500’s for candidate B, a stack of 100’s for candi-

date A, another stack of 100’s for candidate B, etc.

If voter intent is unclear for any office(s) on a ballot, the Election Committee rules on whether the vote(s) should be counted and, if so, for which candidate(s).

One team member counts the number of ballots in each stack for each candidate. The other team

member then counts the same stack, and verifies that the votes in each stack are all for the same candidate. Both team members write on a slip of paper the number of ballots in the stack, and

wraps a rubber band around the stack and the slip of paper.

If the team members’ vote totals do not agree, recount the stack until they do agree. Enter the agreed-upon number of ballots in each stack on the slip of paper and on a tally sheet. Note the

243729 24

number of ballots voided for that office and the number of ballots that contained no vote for that

office on the tally sheet. (The total of all valid ballots, voids, and no votes should equal the total

number of ballots in the stack.)

On the District Caucus Tally Sheet, enter the number of ballots of each denomination for each

candidate for President, and also enter below it the number of votes of each denomination for

each candidate for President.

After counting all votes for the first office, repeat the procedure for the next office on the ballot.

Continue the ballot tally until the votes are counted for each office.

After all votes are tallied on the District Caucus Tally Sheet, clear the calculators and add the

votes for each candidate and enter the Vote Totals. Transfer the vote totals and the candidates’

names to the Ballot Tally Certification sheets.

The Election Committee signs the Ballot Tally Certification, and asks the observers to sign the

Certification as well. (Fill out three Certification sheets – one for the election records, one for

posting, and one for the Chairperson.) The Chairperson announces the results for each office, as

well as the number of votes counted for each office, the number of void votes for each office, the number of blank votes for each office, and the number of unresolved challenged ballots.

Remember that the total number of potential votes may not necessarily equal the total votes

counted for a specific race, since not all voters will vote for every office and ballots may be voided for certain offices.

The Election Committee Chair notifies the National Secretary-Treasurer of the election results,

including the Ballot Tally Certifications. The fax number for the NST is (202) 639-6490.

After announcing the results, pack all tally and certification sheets, used and unused ballots, vot-

er registers, eligibility lists, and other election materials in the ballot box and seal it with the

strapping tape. The Election Committee and observers sign across the tape sealing the ballot box. At the direction of the Chairperson, the District Office should take custody of the election rec-

ords until the expiration of the protest period, and then ships all election records to the National

Secretary-Treasurer for retention for at least one year.

243729 25

AFGE _ District Caucus

CHECK-IN

_day, May _ _:00 _.m. – _:00 _.m. _day, May _ _:00 _.m. – _:00 _.m. Room _

243729 26

AFGE

_ District

CAUCUS and NOMINATIONS

_day, May _ _:00 _.m.

Room _

243729 27

AFGE _ District

National Vice President National Fair Practices Affirmative Action Coordinator

National Women’s Advisory Coordinator

ELECTION

_day, May _ _:00 _.m. – _:00 _.m. Runoff election _:00 p.m. – _:00 p.m.

(if required) Room _

243729 28

Credentials Committee

243729 29

Election Committee

243729 30

OFFICIAL ELECTION NOTICES

243729 31

243729 32

POLLING PLACE

243729 33

BALLOT BOX

243729 34

NO CAMPAIGNING BEYOND THIS

POINT

243729 35

NO TALKING

IN POLLING AREA

243729 36

OBSERVERS

243729 37

CHALLENGED BALLOT TABLE

38

39

V-2 Forms

Available from Election Committee

40

Leave all election paraphernalia and handbags

on table

41

30 seconds

42

STOP

43

ELECTION RESULTS

44

BALLOT TALLY CERTIFICATION

_ District May _, 2008 ELECTION First Ballot

The undersigned Election Committee Chair and Election Supervisor state that the ballot

tally was fairly and accurately conducted, the secrecy of the ballots was maintained, and

the election results were as indicated below.

ELECTION RESULTS:

National Vice President: NAME of

CANDIDATE

TOTAL

VOTES

(A)

(B)

(C)

(D)

(E)

(F)

National Fair Practices Affirmative Action Coordinator: NAME of

CANDIDATE

TOTAL

VOTES

(G)

(H)

(I)

(J)

(K)

(L)

45

National Women’s Advisory Coordinator: NAME of

CANDIDATE

TOTAL

VOTES

(M)

(N)

(O)

(P)

(Q)

(R)

_____________________________

Election Committee Chair

_____________________________

Election Committee

_____________________________

Election Committee

_____________________________

Observer

_____________________________

Observer

_____________________________

Observer

46

BALLOT TALLY CERTIFICATION _ District

May _, 2008 ELECTION

Second Ballot

The undersigned Election Committee Chair and Election Supervisor state that the ballot

tally was fairly and accurately conducted, the secrecy of the ballots was maintained, and

the election results were as indicated below.

ELECTION RESULTS:

National Vice President: NAME of

CANDIDATE

TOTAL

VOTES

National Fair Practices Affirmative Action Coordinator: NAME of

CANDIDATE

TOTAL

VOTES

National Women’s Advisory Coordinator: NAME of

CANDIDATE

TOTAL

VOTES

_____________________________ ____________________________

Election Committee Chair Observer

_____________________________ ____________________________

Election Committee Observer

_____________________________ ____________________________

Election Committee Observer

47

RULES FOR OBSERVERS

1. Each observer should identify himself/herself to the election officials, sign the observer log, and indicate which candidate he or she represents. An observer should notify election officials if he or she is scheduled to be re-placed later in the day by another observer.

2. While present in the polling or tally area, each observer should wear a

badge provided by election officials clearly marked “Observer” if requested to do so.

3. Observers, accompanied by election officials, should inspect the voting

booths (or voting machines) and the empty ballot box prior to the start of the voting.

4. Observers must not campaign in the voting area in any way. They may not

wear buttons or other campaign apparel, distribute campaign material, or engage in conversations with voters about candidates or the election cam-paign.

5. Observers should remain in the area(s) approved by election officials

where they are able to see the voter registration and balloting process. 6. Observers may count the number of voters at the polling site and note their

names. 7. Observers may not roam around the voting area or disrupt the polling pro-

cess in any way. They should direct any questions or report any problems directly to election officials as soon as possible so that any necessary cor-rective action can be taken.

8. Observers may challenge the eligibility of any voter by clearly specifying

the basis for the objection to election officials. (For example, “I challenge the eligibility of Voter X because he is not a member.”)

9. During the tally of ballots, observers may challenge the accuracy of the

way votes are read from marked ballots and recorded on tally sheets, and should state any objection to election officials as soon as possible, so that any necessary corrective action can be taken.

10. Observers may not touch or handle ballots at any time or interfere with the

tally process.

48

OBSERVERS LOG

_ District National Vice President

May _, 2008 Election

Name

Local

Observer

for:

Name

Local

Observer

for: 1

13

2

14

3

15

4

16

5

17

6

18

7

19

8

20

9

21

10

22

11

23

12

24

49

____ DISTRICT CAUCUS TALLY SHEET

οοοο1st οοοο2

nd Ballot

CANDIDATE

LETTER

500

100

50

25

10

5

1

Vote

TOTAL

A

# of

ballots

N

V

P

# of

votes

B

# of

ballots

# of

votes

C

# of

ballots

# of

votes

D

# of

ballots

# of

votes

E

# of

ballots

# of

votes

F

# of

ballots

# of

votes

G

# of

ballots

F

P

/

A

A

C

# of

votes

H

# of

ballots

# of

votes

I

# of

ballots

# of

votes

J

# of

ballots

# of

votes

50

CANDIDATE

LETTER

500

100

50

25

10

5

1

Vote

TOTAL

K

# of

ballots

# of

votes

L

# of

ballots

# of

votes

M

# of

ballots

N

W

A

C

# of

votes

N

# of

ballots

# of

votes

O

# of

ballots

# of

votes

P

# of

ballots

# of

votes

Q

# of

ballots

# of

votes

R

# of

ballots

# of

votes

51

OATH OF UNION OFFICERS

"I, _____, do hereby sincerely promise and pledge my honor that I

will perform the duties of my office as prescribed by the Constitution

and regulations of this Federation. I will be loyal and true to the Amer-

ican Federation of Government Employees, AFL-CIO.

"I will deliver to my successor in office all books, papers, and other

property of this Union which may be in my possession at the close of

my official term. I further agree to deliver such papers and property to

the National President of the Union or his or her authorized agent upon

demand. All this I solemnly promise." (Installing officer raps gavel one

time to seat members, then continues.)

"Fellow members, I now present to you your officers for the ensuing

term. May I exhort you to render them the fullness of your loyalty and

repose in them your utmost confidence. I know with that loyalty and

confidence -- and I feel certain it will be accorded -- these officers will

have no difficulty in carrying on for this organization. I am grateful to

you for the service you have rendered to the American Federation of

Government Employees and know you will continue this service."

52

POLLING PLACE DIAGRAM – SAME ENTRANCE AND EXIT

Three Election Officials are used in this suggested polling place model. The Election Officials should post signs directing members to the voting area as necessary and should post a blank sample ballot near the entrance to the polls. Election Committee member #1 controls the flow of members into the polls, allowing only 3-4 voters into the registration area at a time. Any members waiting to vote should form a line outside the poll-ing area. The Election Committee member also monitors the ballot box. Election Committee member #2, seated at the registration table, checks members’ identification, marks members’ names off the voter eligibility list, asks members to sign the voter register, and is-sues ballots. Election Committee member #3 insures that members mark ballots only in the voting booths, re-sponds to observer questions, and monitors their activities. The Election Committee member also handles any challenged ballot duties, periodically inspects the voting booths to collect and discard campaign literature that a voter may have left behind, and directs members to drop their marked bal-lots into the ballot box and leave the polling area immediately.

53

POLLING PLACE DIAGRAM – SEPARATE ENTRANCE AND EXIT

Five Election Officials are used in this suggested polling place model. The Election Officials should post signs directing members to the voting area as necessary and should post a blank sample ballot near the entrance to the polls. Election Committee member #1 controls the flow of members into the polls, allowing only 3-4 voters into the registration area at a time. Any members waiting to vote should form a line outside the poll-ing area. Election Committee members #2 and #3 are seated at two registration tables with the voter eligibility list divided into two parts (A-L and M-Z). #2 and #3 check members’ identification, mark members’ names off the voter eligibility list, ask members to sign the voter register, and issue ballots. Election Committee member #4 insures that members mark ballots only in the voting booths, re-sponds to observer questions, and monitors their activities. #4 periodically inspects the voting booths to collect and discards campaign literature that a voter may have left behind. Election Committee member #5 also helps make certain that the voters use the voting booths and di-

rects members to drop their marked ballots into the ballot box and leave the polling area immediately.

#5 also handles any challenged ballot duties and monitors the ballot box.

54

FORM V-2

__ District Caucus

Voting Authorization Form

FILE WITH THE ELECTION COMMITTEE WHEN VOTING

I am a duly elected and registered delegate from Local ____. My proportional share of the Local’s vote to

which I am entitled to cast is _____.

I hereby authorize registered delegate ______________________ from MY LOCAL to cast these votes.

(print name)

__________ __________________________________________

(Date) (Printed name of authorizing delegate)

__________ __________________________________________

(Time) (Signature of authorizing delegate)

NOTE: Both the named delegates must be registered and present at the meeting at the time of signature for this

authorization to be valid. Once filed with the Election Committee, this authorization remains valid and in effect

throughout all ballots and successive ballots, until the election is complete. The authorizing delegate may with-

draw or change the authorization at any time prior to the Election Committee’s issuance of ballots to the desig-

nated delegate in the first or runoff election.

This authorization applies to all offices in the election.

FORM V-2

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

FORM V-2

__ District Caucus

Voting Authorization Form

FILE WITH THE ELECTION COMMITTEE WHEN VOTING

I am a duly elected and registered delegate from Local ____. My proportional share of the Local’s vote to

which I am entitled to cast is _____.

I hereby authorize registered delegate ______________________ from MY LOCAL to cast these votes.

(print name)

__________ _________________________________________

(Date) (Printed name of authorizing delegate)

__________ __________________________________________

(Time) (Signature of authorizing delegate)

NOTE: Both the named delegates must be registered and present at the meeting at the time of signature for this

authorization to be valid. Once filed with the Election Committee, this authorization remains valid and in effect

throughout all ballots and successive ballots, until the election is complete. The authorizing delegate may with-

draw or change the authorization at any time prior to the Election Committee’s issuance of ballots to the desig-

nated delegate in the first or runoff elections.

This authorization applies to all offices in the election.

FORM V-2

55

AFFIDAVIT UNDER PENALTY OF PERJURY

The following declaration is made by the undersigned under

penalty of perjury, pursuant to 28 U.S.C. §1746:

I declare under penalty of perjury that the foregoing is true

and correct.

_________________________

(Signed)

Executed on _________________.

CHALLENGED BALLOT ENVELOPE

LOCAL: ____ Number of Votes: _____ CHALLENGED BY: _________________________

REASON FOR CHALLENGE: ________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ RESOLUTION: __________________________________________________ ________________________ _______ Election Committee Chair Date

A B C D E F

G H I J K L

M N O P Q R