214 South Bronough St. • Tallahassee, FL 32301 • Phone 850-222-3411 • Fax 850-222-0916 • www.fladems.com

CountyDemocraticExecutiveCommittee

ReorganizationalMeetingGuidelinesandProcedures

ForDecember2016AllisonTantStateChairIssuedOctober2016 (10/6/163:27PM)

2016DECReorganizationalMeetingGuidelines&Procedures

Contents:

1) SchedulingtheMeeting........................................................................................................................1 a) TimingandLocation.....................................................................................................................1 b) MeetingNotice................................................................................................................................12) Agenda...........................................................................................................................................................13) VotingMembers.......................................................................................................................................2 a) PrecinctCommitteeMembers..................................................................................................2 b) AutomaticMembers......................................................................................................................2 c) Voting..................................................................................................................................................3 d) Others..................................................................................................................................................34) MeetingRegistration.............................................................................................................................3 a) CredentialsCommittee................................................................................................................3 b) MemberRegistration....................................................................................................................3 c) Quorum..............................................................................................................................................4 d) Proxies................................................................................................................................................4 e) LoyaltyOath.....................................................................................................................................45) NominatingDECOfficerCandidates.............................................................................................5 a) Qualifications...................................................................................................................................5 b) NominatingProcess......................................................................................................................56) VotingandTabulation..........................................................................................................................7 a) Ballots.................................................................................................................................................7 b) ConductingtheVote......................................................................................................................7 c) AnnouncingtheVote....................................................................................................................97) FollowingtheMeeting..........................................................................................................................9 a) RetentionofRecords....................................................................................................................9 b) RighttoChallenge..........................................................................................................................9 c) CertificationtotheFDP...............................................................................................................9Appendix SampleReorganizationalMeetingNotice

2016DECReorganizationalMeetingGuidelines&Procedures Page1

1) SchedulingtheMeetinga) TimingandLocation

i) EachcountyDemocraticExecutiveCommittee(DEC)isrequiredtoholdanorganizationalmeetingduringthemonthofDecember2016.[Bylaws,Art.V.,Sec.3.2]

ii) ByNovember15,2016,eachDECmustnotifytheFDPwithinformationastothedate,time,andplaceforthecounty’sReorganizationalMeeting.

iii) TheindividualwhocurrentlyservesastheCountyDECChairisresponsibleforcallingthemeetingandchairingthemeetinguntilthenewchairiselected.[Bylaws,Art.V.,Sec.3.2-3.2.1]

iv) Inschedulingthemeeting,DECsareencouragedtoconsiderthepresenceofanyreligiousminoritiesofsignificantnumbersofconcentrationwhoselevelofparticipationcouldbeaffected.[DNCCharter,Art.I.,Sec.4.]

v) AllDECmeetingsmustbeheldinafacilitythatisaccessibletothephysicallydisabled.[Bylaws,Art.I.,Sec.1.4]

b) MeetingNotice

i) Writtennoticeofthemeeting,includingnoticeoftheofficestobeelected,alongwithasummaryofthequalificationrequirementsandelectionprocedures,shouldbesenttoeachvotingmemberofthenewlyconstitutedcountyDECwithinareasonabletimepriortothemeeting.NoticeshouldbedoneinaccordancewithDECbylawsprovisions.Mailandemailnoticeisencouraged.

ii) ThemeetingnoticemustclearlystatethetimeandplaceoftheReorganizationalMeeting.

2) Agendaa) FDPBylawsspecifytheagendafortheReorganizationalMeeting.Thisagenda

constitutestheonlybusinessthatmaybeconductedatthismeeting.[Bylaws,Art.V.,Sec.3.2.1]

i) Invocation

ii) PledgeofAllegiance

iii) RollCall

iv) CredentialsReport

v) ElectionofChair

vi) ElectionofStateCommitteewoman

vii) ElectionofStateCommitteeman

viii) ElectionofViceChair

2016DECReorganizationalMeetingGuidelines&Procedures Page2

ix) ElectionofSecretary

x) ElectionofTreasurer

xi) Electionofanyotherofficer

xii) Adjournment

b) NotesabouttheReorganizationalMeetingagenda:

i) Invocation--Aftercallingthemeetingtoorder,thechairmaycallforamomentofsilenceorreflectionasanalternativetoaninvocation.

ii) RollCall--ForthepurposeoftheDECreorganizationalmeeting,therequirementforarollcallisachievedbyrequiringthevotingmemberstoregisterorsign-inpriortothemeeting.

iii) CredentialsReport--ThechairoftheDECsCredentialsCommitteeoradesigneewillreport:(a)thetotalnumberofqualifiedvotingmembersrecognized;(b)thenumberofmemberspresent;and(c)thestatusofachievingaquorum(seebelow).

3) VotingMembersa) PrecinctCommitteeMembers

i) OnlymemberselectedintheAugust30,2016,DemocraticPrimary(includingprecinctcommitteememberswhoranunopposed)mayvoteattheReorganizationalMeeting.

ii) ThesememberstakeofficeonDecember1andserveafour-yearterm.[Bylaws,Art.V.,Sec.1.1.6]

iii) OnlyprecinctcommitteemembersmayrunfortheofficestobeelectedattheReorganizationalMeeting.

b) AutomaticMembers

i) FloridastatutespecifiesthatallDemocraticmembersofthestatelegislature(SenateandHouse)whoresideinthecountyareautomaticvotingmembersoftheDEC.[Statute:TitleIX,103.091(6)(a)]

ii) OtherautomaticmembersofaDECmaybedefinedbytheDEC’sbylawsandmayincludecountyDemocraticelectedofficials(includingDemocraticMembersofCongresswhoresideinthecounty)electedonorbeforeNovember8,2016,presidentsofdulycharteredDemocraticClubs,orpresidentsofcharteredlocalDemocraticcaucuschapterswhoresideinthecounty.[Bylaws,Art.V.,Sec.1.2]ADEC’sbylawsmayalsoallowDemocratselectedinnon-partisanelectionstoserveasautomaticmembers.

iii) SuchautomaticmembersoftheDECshallserveforthedurationoftheirtermofoffice.[Ibid.]

2016DECReorganizationalMeetingGuidelines&Procedures Page3

iv) Automaticmembersshallenjoyvotingprivileges,however,theyshallnotserveasofficersofthecountyDemocraticExecutiveCommittee,unlesstheywerealsoelectedasaprecinctcommitteemember.[Ibid.]

c) Voting

i) EachDECmembermaycastonlyonevote.

ii) AnymemberwhoservesontheDECinmorethanonecapacity(e.g.,precinctmemberandautomaticmember)mayonlycastonevote.

d) Others

i) AppointedMembers--ThetermofofficeforDECmembersappointedbyaDECChairexpiresimmediatelypriortothecommencementoftheReorganizationalMeeting.Therefore,therearenoappointedmemberscredentialedfortheDecemberReorganizationalMeeting.[Bylaws,Art.V.,Sec.1.3.2]

ii) DECElectedPrecinctandAt-LargeMembers--PriortoorduringtheReorganizationalMeeting,aDECmaynotelectadditionalprecinctorat-largecommitteemembers.ElectionofadditionalDECmembersmaytakeplaceatsubsequentDECmeetings.

4) MeetingRegistrationa) CredentialsCommittee

i) WhiletheDECChairisresponsibleforcallingtheReorganizationalMeeting,theCredentialsCommitteeorotherdesigneeswilltypicallypreparethenewlistofmemberseligibletovote.

ii) ByNovember15,2016,thenamesandaddressesofthemembersofthecountyDECmustbefurnishedtotheFloridaDemocraticParty.Asnotedabove(seeVotingMembers),thislistiscomprisedofonlyelectedprecinctcommitteemembersandautomaticmembers.ThelistshouldbeemailedtoFDPDirectorofPartyAffairsNicholasPellitoatnpellito@fladems.comusingthespreadsheetprovidedbytheFDP.

b) MemberRegistration

i) VotingmemberswillsigninbeforethemeetingonsheetspreparedbytheCredentialsCommittee.

ii) Membersign-insheetsshouldbeprintedwithmemberslistedinalphabeticalorder.

iii) Thememberregistrationareashouldbeseparatefromthemeetingarea.

iv) Spaceshouldalsobeprovidedformembersfilingproxiesand/orloyaltyoaths.

v) TheCredentialsCommitteeisresponsibleformonitoringmeetingattendancetoadvisethechairastothepresenceofaquorum.

2016DECReorganizationalMeetingGuidelines&Procedures Page4

c) Quorum

i) ForDECswithatotalmembershipof300ormore,thequorumrequirementis30%ofthetotalmembership.ForDECswithatotalmembershipof299membersorless,thequorumrequirementis40%ofthetotalmembership.[Bylaws,Art.I.,Sec.1.3.6]

ii) Proxiesarecountedtowardachievingaquorum,butmaynotaccountformorethan15%incomputingthequorum.[Bylaws,Art.I.,Sec.1.2.6]

iii) Automaticmembersarenotcountedtowardthedeterminationofaquorum.[Bylaws,Art.V.,Sec.1.2.2]

d) Proxies[Bylaws,Art.1.,Sec.1.2,1.2.3,&1.2.5]

i) ADECmember,who,foranyreason,isunabletoattendthecounty’sReorganizationalMeeting,mayexecuteawrittenproxy.

ii) AprecinctcommitteemembermustdesignateaDemocratresidinginthesameprecinctasthemember.AnautomaticmembermustdesignateaDemocratresidinginthesamecountyanddistrictasthemember.ThepersonholdingtheproxymaynotbeamemberoftheDEC.

iii) ProxyformsshouldbesubstantiallythesameastheformusedbytheFloridaDemocraticParty.

iv) AproxymustbeswornbeforeanotarypublicorvalidatedbytworegisteredDemocratssigningaswitnesses.

v) AproxymustbesubmittedinwritingtotheDECChairorhisorherdesignee(i.e.,theCredentialsCommitteechair)priortothetimethemeetingiscalledtoorder.

vi) TheCredentialsCommitteeshouldestablishclearproceduresforacceptingandvalidatingproxiesatthemeeting.

e) LoyaltyOath

i) TobeeligibletovoteattheDECReorganizationalMeeting,anyDECmemberwhoisrequiredtofilealoyaltyoathshouldfiletheoathbeforetakingoffice(December1,2016).However,theFDPdoesallowthesememberstofiletheloyaltyoathnotlaterthanpriortothetimetheDECReorganizationalMeetingiscalledtoorder.

ii) PursuanttotheFDPCharter,allelectedprecinctcommitteemembersmustcompletetheFDPloyaltyoath.[CharterArt.I,Sec.6]

iii) TheFDPdoesnotrequireelectedDemocraticofficials(i.e.,statelegislators)whoresideinthecountyandwhoserveasautomaticmemberstofilealoyaltyoath.

iv) IfaDEC’sbylawsallowforothercountyDemocraticelectedofficialstoserveasautomaticmembers,anyofficialelectedtoapartisanofficeasaDemocratisnotrequiredtofilealoyaltyoath.Anyotherautomaticmemberprovidedbya

2016DECReorganizationalMeetingGuidelines&Procedures Page5

DEC’sbylaws(e.g.,Democratswhoresideinthecountywhoareelectedtonon-partisanoffice,presidentsofdulycharteredDemocraticClubs,andpresidentsofcharteredlocalDemocraticcaucuschapterswhoresideinthecounty)mustfilealoyaltyoathpriortotheReorganizationalMeetingtobequalifiedtovoteatthemeeting.

v) TheDECisresponsibleformaintainingacopyofeachDECmember’sloyaltyoath.Ifamember’sloyaltyoathisonfilewiththeDEC,itisnotnecessarytocompleteandfileanewoath.

vi) ForanysubsequentDECmeeting,allotherDECmemberselectedbythemembershiporappointedasat-largemembersbythechairmustcompletetheParty’sloyaltyoathasarequirementtobeeligibletobeelectedorappointedtothatposition.

5) NominatingDECOfficerCandidatesa) Qualifications

i) OnlyindividualselectedasprecinctcommitteemembersintheAugust30,2016,DemocraticPrimaryareeligibletorunforanofficerpositionattheReorganizationalMeeting.

ii) Automaticmembers,unlessalsoelectedasaprecinctcommitteememberintheAugustPrimary,arenoteligibletorunforaDECofficerposition.

iii) DECbylawsmayrequirethatonlycandidatesoftheoppositesexofthepersonelectedasDECChairareeligibletorunforthepositionofDECViceChair.[Bylaws,Art.V.,Sec.2.2.]DECsareencouragedtoapplythisequaldivisionpolicy.

b) NominatingProcess

i) MethodsforNominating--DECbylawsmayincludeprovisionsrelatedtothemethodtobeusedfornominatingofficers.

(1) NominationsfromtheFloor

(a) Openingnominations--Thechairwillannounce“nominationsarenowinorderfortheofficeof________.”

(b) Amemberneednotberecognizedbythechairtomakeanominationandasecondisnotrequiredforanomination.Amembermaynominatehimselforherself.

(c) Followingeachnomination,thechairshouldrepeatthenameofthepersonnominated(fortherecord)andaskforanyfurthernominations--untileverymemberwishingtonominateacandidatehashadanopportunitytodoso.

(d) Closingnominations--Oncenofurthernominationsareoffered,thechairmayclosenominationsbyunanimousconsent(withoutavote).Ifamotiontoclosenominationscomesbeforeother

2016DECReorganizationalMeetingGuidelines&Procedures Page6

nominationscanbereceived,thechairshouldaskthatthemotionbedeferred.Amotiontoclosenominationsmaybemadeonceallnominationshavebeenreceived(althoughthechaircanjustannouncethatnominationsareclosed,sincetherearenofurthernominationstobeoffered).

(2) NominatingCommittee

(a) ADEC’sbylawsmayprovideforanominatingcommitteechoseninadvanceandelectedbytheDECortheDEC’sBoard.

(b) Thecommitteenominatesalistofonecandidateforeachofficetobeelected.Aseparateelectionwillbeheldforeachoffice.Itisoutofordertovoteonthewholelistnominatedbythecommittee.

(c) Thecommitteeisresponsibleforcontactingeachcandidateinadvancetoensureheorsheiswillingtoserve,ifelected.

(d) Preferably,thelistofnominatedcandidatesissubmittedtothememberspriortothemeeting.

(e) Followingthepresentationofthenominatingcommittee’sreport(thelistofcandidates),thechairmustcallforfurthernominationsfromthefloor.

(3) NominationsinAdvance

(a) ADEC’sbylawsmayprovideforthenominationofcandidatesbyadatecertainpriortothemeetingto(1)ascertainwhetherthecandidatesnominatedarewillingtoserveand(2)allowforthepreparationofballots.

(b) ADEC’sbylawsmayadditionallyallowfor(1)nominationsfromthefloor(e.g.,whennoqualifiedcandidatewasnominatedpriortothedeadline),(2)nominationsfromthefloor(inadditiontothosewhofiledbythesetdate),and/or(3)write-incandidates.

ii) Agreementtoserve

(1) Itiscustomarytoascertainwhethertheindividualnominatedagreestoserveifelectedtotheoffice.

(2) AllpersonselectedasDECofficersattheReorganizationalMeetingmustcompletetheParty’sloyaltyoathbeforetheyareeligibletoserve.

iii) Secondingthenomination--Itisnotnecessarytosecondanomination,butsometimesmemberswillsecondthenominationtoshowtheirsupportforthecandidate.

iv) Speeches

(1) DECbylawsorelectionprocedures(approvedbeforeanynominationsandvotingbegins)mayprovidefornominatingandsecondingspeechesinsupportofacandidatebyotherDECmembers,usuallywithtime

2016DECReorganizationalMeetingGuidelines&Procedures Page7

limitations.Itisrecommendedthattheseproceduresbewellpublicizedtothemembershipinadvanceofthemeeting.

(2) Asanexample,aDECmaylimiteachnomineetoatotaloffiveminutesfornominatingandsecondingspeechesbyDECmembersandincludingremarksbythecandidate.

6) VotingandTabulationa) Ballots

i) Novoteshallbetakenbysecretballot.[Charter,Art.,I.,Sec.4.1]

ii) Votingshallbeconductedbysigned,writtenballots.

iii) Ifpossible,theCredentialsCommitteeshouldprepareballotsforeachpositiontobeelectedwiththeDECmember’snameprintedontheballot(e.g.,printthemember’snameadjacenttotheareawherethemembersignstheballot).Ifballotsarenotpre-printed,theballotmusthavesufficientspaceforthemembertoprintandsignhisorhername.

iv) Ballotsfortheofficestobeelectedshouldbegiventoeachmemberasheorshesignsinpriortothemeeting.

v) Membersareallowedtowriteinthenameofaneligiblepersonwhomaynothavebeennominated(orvoteforanon-nominatedpersonduringarollcallvote).

b) ConductingtheVote

i) Allvoteswillbeconductedbysigned,writtenballot.

(1) Whenonlyonepersonisnominatedforanoffice,atthediscretionoftheChair,votingmaybeconductedbyshowofhandsorothermeansofdivision.ItisnotinordertoauthorizetheSecretaryoranotherindividualtocastasingleballot.

(2) Whenmultiplecandidatesarenominatedforanoffice,dependingontheDEC’snominatingprocess,theballotwilleitherhavespaceforwritingthenameoftheindividualforwhomthememberisvoting,orwilllistthecandidatesnominatedbeforethemeetingalongwithspaceforawrite-in.

(3) Priortoeachvotebyballot,thechairshouldremindthemembersthattobecounted,theirballotmustbesigned.Anyonevotingbyproxymustwritethemember’snameplustheirname,andsigntheirownnametotheballot.

(4) TheChairshouldclearlyannouncethetimeallottedforvoting(e.g.,fiveminutes)andtransmittingtheballottoateller.Thechairwillannouncetheconclusionofthevotingperiod.

2016DECReorganizationalMeetingGuidelines&Procedures Page8

(5) Whilethevotesarebeingtalliedforanoffice,thechairmayproceedwithnominationsandnominatingspeechesforthenextofficetobeelected,providedthatnocandidatesintheelectionbeingtalliedareeligibletorunforthenextoffice.

ii) Tabulatingthevotes

(1) TellersCommittee

(a) Priortothemeeting,theChairorCredentialsCommitteewillappointa“tellerscommittee”tocountthevotesandreporttheresultstothemembership.

(b) Tellersareresponsibleforcollectingthemarkedballots(itisrecommendedthetellersuseboxesorbaskets)duringthetimeallowedforvoting.OncetheChairannouncesthatthevotingperiodhasconcluded,nofurtherballotsforthatofficemaybeaccepted.Inthecaseofavotebyshowofhandsorothermeansofdivision,thetellersareresponsibleforassistingthechairincountingthevotes.

(c) Priortothemeeting,space(eitherinthemeetingroomorinanotherarea)mustbedesignatedforthetellerscommitteetousefortabulatingthevotes.

(d) Eachcandidate(oronerepresentative)mayviewthetabulationoftheballots.Anyquestionshouldbeaddressedtotheheadofthetellerscommittee.Anydeterminationbytheheadtellerwithregardtothetabulationorcountingofaballotmustbenotedontheballotinquestion.

(e) EachballotmustbeverifiedthatitwassignedbyaDECmember(orauthorizedproxy).

(f) A“reader”willannouncethevotesascastforeachballot.

(i) Theballotshouldbevisibletotheobservers.

(ii) Twotellerswillmarkthevoteontheirrespectivetallysheets.

(g) Oncealloftheballotshavebeenreviewedandthevotesannounced,thetellerswilltabulatethenumberofvotesreceivedbyeachcandidate.Theresultswillbecomparedandmustmatch.

(2) MajorityElectionRequired

(a) Amajorityofvotes(validballotscast)isrequiredtoelecteachofficerattheReorganizationalMeeting.

(b) Oncetheballotshavebeenreviewedandthevotesannounced,thetellerswilldeterminethetotalnumberofvalidballotscastandthenumberofvotesrequiredforelectionbyamajority.

(c) UnlessotherwiseprovidedinaDEC’sbylaws,intheeventthatnocandidatereceivesamajorityofvotes,anadditionalballotwillbe

2016DECReorganizationalMeetingGuidelines&Procedures Page9

conductedbetweenthetwocandidatesreceivingthehighestnumberofvotes.

(d) UnlessotherwiseprovidedinaDEC’sbylaws,iftherun-offelectionbetweenthetoptwocandidatesresultsinatievote,thewinnerwillbedecidedbyacointossconductedbytheChair.

c) Announcingthevote

i) Thechairwillrecognizetheheadofthetellerscommitteetoreportthevoteforeachofficetobeelected.

ii) Shouldarun-offvoteelectionberequired,theChairwillannouncethenamesofthetwocandidateseligibleforelection.Memberswillreceiveablankballot,writethenameofthecandidateforwhomtheyarevoting,andprintandsigntheirnameatthebottomoftheballot.

7) FollowingtheMeetinga) RetentionofRecords

i) Adequaterecordsmustbekeptofallmeetings.[Charter,Art.,I.,Sec.4.1.1]

ii) Allsign-insheets,proxiesandballotsmustberetainedbytheDECforatleastsixmonths.

iii) PursuanttotheParty’sprohibitionagainstsecretballots,anymembermayinspecttheballots.Inspectionoftheballotsshouldnotbeatorduringthemeeting.Instead,anappropriateDECofficialshouldscheduleanopportunityfortheballotreviewattheearliestmutuallyconvenienttime.TheDECshouldnotbeexpectedandisnotrequiredtomakephotocopiesoftheballots.Themember(s)reviewingtheballotsmaytakenotes.

b) RighttoChallenge

i) DECbylawsshouldprovideforelectiondisputestobeheardandresolvedbytheDECCredentialsCommittee.

ii) IncaseswheretheinterpretationorapplicationoftheFDPCharterorBylaws,rules,orstateorDECpoliciescannotberesolvedatthelocallevel,theFDPJudicialCouncilisauthorizedtoadjudicatedisputes.[Charter,Art.,II.,Sec.6.1]

c) CertificationtotheFDP[Bylaws,Art.V.,Sec.5.2]

i) FollowingtheReorganizationalMeeting,theChairshouldensurethattheresultsoftheelection(theelectedofficers)arecertifiedwithin48hourstotheFloridaDemocraticParty.Within48hoursfollowingtheDECReorganizationalMeeting,certificationoftheelectionresultsmustbesenttoFDPDirectorofPartyAffairsNicholasPellitoatnpellito@fladems.comusingthespreadsheetprovidedbytheFDP.

2016DECReorganizationalMeetingGuidelines&Procedures Page10

ii) ChangesinDECmembershipshallbefurnishedinwritingtotheStateChairwithintendays.AcompleteandupdatedDECmembershiplistshallbesenttotheStateChairbyJanuary31ofeachyear.

SampleReorganizationalMeetingNotice

DateDear[County]DemocraticExecutiveCommitteeMember:Thisistonotifyyouthatthe[County]DemocraticExecutiveCommitteewillholditsreorganizationalmeetingonDecemberXX.Ourmeetingwilltakeplaceatthefollowingtimeandlocation: Date: DecemberXX,2016 Time: XX:XXpm Location: Place AddressPursuanttotheBylawsoftheFloridaDemocraticParty,onlyprecinctcommitteememberselectedintheDemocraticPrimaryheldAugust30,2016,andDemocraticmembersofthestatelegislature[addanyotherautomaticmembersasmaybedefinedbytheDEC’sbylaws]whoresideinthiscountyareeligibletovoteatthismeeting.Thepurposeofthereorganizationalmeetingistoelectthefollowing[County]DECofficers: Chair StateCommitteewoman StateCommitteeman ViceChair Secretary Treasurer [OtherofficersassetbyDECbylaws]AnyDemocraticprecinctcommitteememberelectedintheAugust30primaryiseligibletorunfortheseDECoffices.Nominationswillbetakenfromthefloor[orprovideotherbriefdescriptionoftheDEC’snominatingprocess].AnymemberelectedasaDECofficermustcompletetheParty’sloyaltyoathbeforetheyareeligibletoserve.DemocraticPartyrulesprohibitsecretballotsfortheseelections.Eachvotingmemberisentitledtocastonevotefortheelectionofeachofficer.Ifyoucannotattendthereorganizationalmeeting,youmaysendarepresentativeasyourproxy(acopyoftheproxyformisattached).AprecinctcommitteemembermayonlydesignateanotherDemocratfromhis/herprecinct.AnautomaticmembermayonlydesignateanotherDemocratfromthecounty.TheexecutedproxymustbefiledwiththeChairbeforethemeetingiscalledtoorder.IlookforwardtoseeingyouatourmeetingonDecemberXX.Sincerely,NameDECChairAttachment:ProxyForm